Strategic Planning Process FY24-26 Kickoff Meeting Overview
Initiate the FY24-26 planning process by collectively evaluating, reflecting on goals, reviewing resources, and seeking additional support. The kickoff meeting provides an insight into the process, with detailed timelines and responsibilities outlined for budget requests at college and super college levels. Attendees will discuss and prioritize financial plans, ensuring alignment with unit goals and strategic objectives.
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Office of the Provost FY24-26 Planning Process Kickoff
Welcome Opportunity to collectively o evaluate our units o reflect on our goals and processes o review our resources o seek additional resources where needed This kickoff meeting is meant to provide an overview of the process This slide deck will be available on the Provost Business Office website o https://provost.arizona.edu/content/provost-business-office Please type questions in the chat; we will answer during Q&A at the end
Fall Process is a High-Level Road Map Primary goal of this fall process is to have college level budget requests completed and in priority order o Provost Folks will review and prioritize all budget request across all Office of the Provost support units A four-year financial plan (FY23 - FY26) o is helpful to discuss with unit heads in your college o will help clarify where budget requests may be needed o is notrequired until Axiom entry
Unit Levels Reporting Directly to the Provost In the finance system, the green levels are colleges that roll up under the blue super colleges The unit heads in the left-hand column will meet with Provost Folks in this process
Provost Direct Report Level There are four colleges and two super colleges that report directly to the Provost Super colleges will have different deadlines because they are being asked to combine and prioritize materials from the colleges that report up to them
Timeline Oct 11, 3:00 pm Kickoff Meeting Oct 13, 3:00 pm Q&A for Budget/Finance staff Nov 10 Recommended internal college deadline for budget requests Nov 18 College Level Deadline for: o Completed budget requests, prioritized at the college level o College level All Funds Narrative [Marilyn, Maribel, Kasey, and Craig] Material for super college level narrative from all other colleges Dec 9 Super College Level Deadline for: o Super college level prioritization of budget requests [Kendal and Gail] o Super college level All Funds Narrative [Kendal and Gail]
Timeline(cont.) Dec 22 Deadline for Provost Direct Report Level PPT slides Jan 9 Feb 10 Axiom open period o Finance staff from all areas to enter 4-year plan in Axiom Week of Jan 9 Provost Folks to meet with Provost Direct Report Level unit heads [Kendal, Gail, Marilyn, Maribel, Kasey, and Craig] Week of Jan 16 Provost Folks to prioritize all Office of the Provost requests Week of Jan 23 Provost Folks to notify her direct reports which budget requests she approves to go forward o Finance staff from all areas to enter approved budget requests in Axiom Feb 10 - Axiom Deadline
We Strongly Recommend Super college heads meet with their college heads College heads meet with their unit heads As soon as possible To help the colleges and units o set priorities o identify needs o develop budget requests
Completed Submission Includes Due Nov 18 o Provost Direct Report Level All Funds Narrative Word doc Marilyn, Maribel, Kasey, and Craig complete this for their areas Colleges under Kendal and Gail provide material for super college level narrative by this date o Budget Request Priority List Excel doc All colleges with budget requests o Each budget request will have two documents Budget Request Narrative Word doc Budget Request Spreadsheet Excel doc
Completed Submission Includes (cont.) Due Dec 9 o Super college level All Funds Narrative [Kendal and Gail] o Super college level Budget Request Priority List [Kendal and Gail] Due Dec 22 o Provost Direct Report Level PPT slides Kendal, Gail, Marilyn, Maribel, Kasey, and Craig
Auxiliaries The January Axiom entry remains the primary focus for Auxiliaries Generally do not have allocated funds, though there are exceptions o E.g., Campus Health has allocated funds to support mental health svcs When increased revenue is needed, would generally look to a fee increase rather than a budget request Still must submit: o Materials for the super college level All Funds Narrative (by Nov 18) o Materials for the super college level PPT slides (Kendal and Gail to set their own internal deadlines for this)
Provost Direct Report Level All Funds Narrative Template on Provost Business Office website. Each Provost Direct Report Level narrative should not exceed 5 pages. The Provost Direct Report Level Narratives will be compiled into a single Office of the Provost Narrative.
Provost Direct Report Level PPT Template on Provost Business Office website For Provost Direct Report Level meeting with Provost Folks
Budget Request Priority List Excel template on Provost Business Office website Super colleges will use the same template to prioritize requests from all their colleges
When Prioritizing Budget Requests Consider if there are some requests that should not go forward o Is the request aligned with your priorities? o Can the unit or college fund from fund balance? Please include requests that will not move forward on the Budget Request Priority List o Note the reason why it will not move forward o Enter N/A in ranking column If it will be funded for a limited time, i.e., one year o Consider making a budget request for the out years, FY25-FY26
Budget Request Narrative & Spreadsheet Templates available on Provost Business Office website (Straight from Axiom) Follow instructions in document
If a Unit Has a Budget Cliff in Out Years For example, a unit has a large structural deficit but a large current fund balance o The unit has enough funding to get through FY24, but funds will deplete in FY25 o Recommend submitting a budget request for FY25 o Tool to bring these situations to the attention of senior leadership o In some cases, the University may even allocate funds a year in advance
Planning Assumptions See planning assumptions on the Office of Budget and Planning website o Assumptions are currently in draft status and are subject to change o Will be finalized by Jan 9 o https://planning.budget.arizona.edu/general-planning-information/all- funds-supporting-documents-and-resources o Will likely need to revise plans in January
Gain Sharing New program this year. A middle ground approach to managing fund balances. o Encourages units to create and sustain reasonable operating reserves (aka contingency funds or rainy day funds) o Also allows some carryforward funds to be deployed nimbly to meet strategic institutional needs. Unrestricted fund balance carryforward amounts up to 25% of annual operating expenditures are free of gain sharing. Balances over that 25% of operating expenditures threshold are subject to 15% gain sharing. For more info, see the Office of Budget and Planning website o https://aib.arizona.edu/model-resources
Submission Process Submissions will be made to a secure folder in Box o Goal to reduce multiple drafts getting confused o Access limited to just a few people per college o Subfolders may be added for your use o Save final docs and ONLY final docs in the top-level folder
Thank You! Opportunity to collectively o evaluate our units o reflect on our goals and processes o review our resources o seek additional resources where needed Questions?
