Transcript No Slide Title
Budgeting More with Less
Deborah Becker & Carol Warren The University of Memphis
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The University of Memphis
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Enrollment Employees Annual Budget 20,000 2,500 $ 300 Million Colleges & Schools Degrees 8 3,000 per year Campus is located on 1,160 acres
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University Budget Process Horizon: August - July October Revised Budget Forecasts: Funding, Fees, & Enrollment Planning Assumptions & Scenarios State Funding Request to THEC Linked to Strategic Plan: Budget Unit Meetings Approved July Budget Budget Development Proposed Budget to TBR
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Appropriation & Tuition as a percentage of E&G revenue Fees continue to fill the gap & are now at 49% of the E&G Budget 70% 60% 50% 40% 30% 20% 1997 1998 1999 2000 2001 2002 2003 2004 Appropriation Fees
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Revenues – All Sources Student Fees 33.3% Gifts & Grants 2.5% Other E&G 1.1% Auxiliaries 11.5% Restricted 18.0% State Appropriation 33.5% Total Projected Revenues $299M
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Base Budget by Object Original FY04 Benefits 15% Travel 2% Operating 27%
Operating includes scholarships, utilities, maintenance, supplies, technology, & communications
Salaries 55% Equipment 1%
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Creative Solutions
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Revenue Enhancements
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Efficiency & Cost Saving Measures
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Utilizing New Technology
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Innovative ideas
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Revenue Enhancements
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Commencement Activities
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Assessing fees for using space on campus
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Breakeven Activities
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Leverage Matching Funds
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Encourage departments to employ work study students
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Encourage GA’s to apply for Financial Aid
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More Competitive in GA Salaries
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Request more funding
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Professional Development
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Professional staff attending conferences or training
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Travel Dollars are usually first to be reduced in declining operating budgets
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One person go to a conference
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Group interactive discussions
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Student Disability Services
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Contract help can be expensive
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Using students for note taking for disabled students
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Some students volunteer or will work for a reduced rate
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Not having to bear the full expense
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Utilizing New Technology
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E-mail Communications
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Web applications
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Imaging & e-print
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Save on Printing costs
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Postage and mailings savings
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Academic Areas
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Class Schedules are now on the web to view
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Grades are no longer mailed but can be viewed on the web
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Some of the faculty have put the class syllabus on the web
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Electronic Credential Service
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Parent email distribution
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Business & Finance
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Online viewing of payroll stub via web Direct Deposit notification via email Direct Deposit of Travel Reimbursement with an email notification Timesheets on the web Document imaging E-print
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Innovative Ideas
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Great Conversations
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Printing Initiative
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Bursar’s Office
• • • Location: 115 Wilder Tower Hours of Operation: 8 – 5:30 Mon. – Thurs. 8 – 4:30 Friday 23 full time staff 16
Our Mission Statement
The Bursar’s Office mission is to ensure financial integrity in the cash management of University funds and to provide exceptional customer service to the University community while helping students assume financial responsibility for their education.
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Our Vision Statement
We will be recognized as an organization that operates with professional integrity and provides prompt and accurate information and customer service, utilizing advanced technology.
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What the Bursar’s Office Does at the UOM
• • • • • • • Bill and Collect Tuition, Fees and Institutional Loans Disburse Financial Aid (grants, loans and scholarships) Service the Collection Needs of Student Receivables and Loans Cash Management Bill and Collect Invoice Payments (third party, departmental charges) Receive, Analyze and Process Student Financial Appeals Provide Customer Service 19
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Bursar’s Office: Leading to the Upcoming Reorganization
Summer of 2003—Established one stop shopping in Wilder Tower Experienced bottleneck in office—one entrance/exit Budgets shrinking Web/IVR payment, decreasing need for staff devoted to cashiering Increasing need for efficient customer service 20
Planning for Change
• • • • • Decision to merge Cashiers with existing Student Financial Services Reclassification of existing staff Cross training between cashier/student financial services staff Remodeling of office to eliminate bottleneck Shifted ID production to Registrar and Human Resources 21
Staff Training - Customer Service
• • • Human Resources customer service training Development of specialized Bursar Office customer service training.
Various off campus training 22
Communication - Staff
• • • • • Internal “Move Team” Monthly Bursar management meetings Monthly Manager/staff meetings Semi-annual staff retreats Mandatory registration meetings for entire staff 23
Communication - Departments
• • • Financial Aid Registrar’s Office Residence Life 24
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Communication Students/Parents
New Student Orientation with Students/Parents New Student Orientations Information Booth “Ask Tom” Answer Center Mail postcards to students with information Handouts – Bookmarks and Flyers Information Boards Law School Student Orientation 25
Pleasing the Virtual Customers
• • • • • Email is the official form of student communication Bursar-related emails sent regularly Consolidated customer service e-mail system ( [email protected]
) Replies to student appeals via email New consolidated parent listserve 26
Pleasing the Virtual Customers
• Web Services: – Payment by credit card via Web – Parent PIN available – Bursar fee payment information – Bursar dates and deadlines – Frequently Asked Questions – Most forms available online 27
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Upcoming Policy Changes – Fall 2004
Excess Financial Aid Refunds – Direct Deposits second week of class – Checks mailed third week of class $400 line of credit at University Bookstore for financial aid students 28
Benefits of Changes
• • • • Increase in number of direct deposit due to delayed check mailing date Decrease in mailing costs – postage, labor and supplies (direct deposit) Decrease in financial aid charge backs Decrease in number of book loans 29
Download “.txt” file to Excel
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Select your Report & open using TEXT icon
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EXCEL
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Open blank Excel worksheet
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Select Data
– Get external data – Import text file – Change file type to ‘all’ •
Select saved (.txt) file
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EXCEL TEXT IMPORT WIZARD
• Text Import Wizard appears on screen – Choose a way of separating data – Fixed or delimited – Select appropriate delimiters • Comma, semi-colon, space – Select ‘next’ – Determine column data format • Text, if leading zeros are desired – Finish 34
Choose a way of separating Data Delimited Fixed Width
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Determining Columns using Fixed Width
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Allows options to data
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After finish allows you to put in any cell on spreadsheet
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Data after import
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Just enough time
questions!
for
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