The University of Calgary Planning & Resource Allocation

ProcessWorkshops

November 17, 2004

Objectives of Workshop

Address the following:

• Planning and Resource Allocation Process

• Instructions & Expectations

• Overview of financial component

• Questions

Planning Process to Date

• Academic Plan Update

• Strategy Map development

• Business Plan 2004-08 Prominence & Promise: An Update

• Comprehensive Faculty Plans

Planning Accountability

President/ Vice-President Group

Provost and VP (Academic)

4 Year Business

Plan

Academic Plan

General Faculties Council

Board of Governors

Academic Plan Priorities & Business Plan Goals

University of CalgaryBusiness Plan 2004 - 2008

Advanced Health

& Wellness

Leading Innovation In Energy

& the Environment

Under-standing Human

Behaviour, Institutions & Cultures

CreatingTechnologies & Managing Information

Academic Plan Priorities

Academic Plan Priorities & Business Plan Goals

Create a Quality Learning Environment

built on Integrated

Teaching, Research and Creative Activities

Return to Our Communities

Responsive & Responsible Organization

Positive Work Environment

Business Plan 2004 – 2008 Goals

Comprehensive Plans

President/ Vice-President Group

Provost and VP (Academic)

4 Year Business

Plan

Academic Plan

General Faculties Council

Board of Governors

Deans&

Directors

Comprehensive Plans

Comprehensive Plans

...A Process of Refinement

Fund Development Component

Human Resources Component

Information TechnologyComponent

Space & Physical

Infrastructure Component

EnrollmentComponent

Business DevelopmentComponent

Educational Component

Research Component

Community Service

Component

Comprehensive Faculty Plans

Planning & Resource Link

Comprehensive 4 Year Plans

Resources:

$ People

Infrastructure

Planning & Resource Allocation Timelines

Planning Criteria

Submission Instructions

November 9, 2004 December 15, 2004

Faculty/Unit Submission

January 10-18, 2005

P/VP Group Meetings

February 2 & 16, 2005

TUBC/UPC Scheduled Meetings

March 15, 2005

Planning & Finance

Committee Meeting

April 22, 2005

Board of Governors

Meeting

Key Decision Point Key Decision Point

Planning

Budgeting

Allocation

Reporting

Stages of Planning… to … Reporting

“Financial planning and budgeting should consider all of the resources available to

the University”-Planning Principles & Assumptions; Directions from TUBC for the

2003/04 and 2004/05 Budgets; Memo dated Feb 10, 2003

Planning

Planning For All Resources

Available Resources

Operating ReservesSpecial Purpose

Sponsored Research

Including:

•Space•Technology

•People•$•Capital

Instructions & Expectations

• Criteria for 2005-09 Resource Allocation Process

• Planning and Resource Submission Instructions

How & Why were criteria established?

How?• Primary Criteria

derived from 4-year business plan broad parameters

• Secondary Criteria developed to address need for more specific direction

Why?• Request for enhanced transparency of resource allocation

decisions• Provide guidance and framework for planning and

decision-making

How will the Criteria be Used?

• Submissions made by Senior Budget Officers (Deans/Directors)

• P/VP and TUBC decisions

• Communication of re-allocation and investment decisions

Primary Criteria for Resource Allocation Decisions

Return to our CommunitiesResponsible & Responsive

Institution

Create a Quality Learning Environment built on Integrated Teaching, Research and Creative Activities

Positive Work Environment

Optimize our available resources to deliver an exceptional learning

experience to our students

Recruit, retain & reward high calibre academic staff

Become internationally recognized as a top Canadian research university

Create a Quality Learning Environment built on Integrated Teaching, Research and Creative Activities

Establish an undergraduate learning experience that integrates research and

teaching

Principle criterion that reflects the principal mandate of the University of Calgary

Enabling & Supporting Criteria

Return to our CommunitiesResponsible & Responsive

InstitutionPositive Work Environment

Improve Business Processes, Decision-making and Leadership

throughout the University

Enhance the Support provided to Teaching, Research and Creative

Activities

Develop Strategic Partnerships to create synergies and opportunities for

resource sharing

Increase Engagement with our Communities

Increase community awareness and impact of the University of Calgary

and its graduates

Create a culture that recognizes the importance of contributions from all

employees and volunteers

Secondary Criteria for Resource Allocation Decisions

Objectives:

• Encourage change Optimize effective use of resources Maintain or enhance quality

• Provide incentives Improved efficiency Decreased dependency on traditional funding

sources

Secondary Criteria for Resource Allocation Decisions

1. Use of effective approaches to teaching that maximize available resources

• E.g. blended or on-line instructional methods to improve student learning, inquiry and allocation of teaching resources

2. Unit’s support for the University Enrolment Plan and the principles on which it is based

• E.g. achieving approved undergraduate enrolment targets, while improving the quality of the students admitted, and increasing the number and quality of PhD students

Secondary Criteria for Resource Allocation Decisions

3. Expansion of sponsored or applied research activity to reduce reliance on the central university budgets

• E.g. Maximize the benefits of sponsored or applied research to the University’s operating budget through recovery of overhead, innovative use of indirect costs of research funds or full/partial leveraging of funds for faculty positions

Secondary Criteria for Resource Allocation Decisions

4. Use of shared or integrated resources within the unit to improve effectiveness, enhance quality, and maximize resources available to implement the Academic Plan.

• E.g. Shared support services, faculty positions, administrative positions or infrastructure.

Secondary Criteria for Resource Allocation Decisions

5. Use of innovative staffing arrangements and support mechanisms to optimize resources available to meet priority needs as set out in the Academic Plan and the Comprehensive Unit Plan

• E.g. Use of differential teaching assignments and consideration of these differentials in performance assessment

Secondary Criteria for Resource Allocation Decisions

6. Initiatives taken to generate revenue• E.g. Use of existing systems and infrastructure

within the University or the community to maximize net profit and increase resources available to address priority needs.

Submission Expectations

• Submissions for 2005-2009 closely tied to existing plans (e.g. Comprehensive Faculty Plans; Unit Reviews)

• Brief and to the point

• Narrative consists of Executive Summary (1-2 pages)

Planning & Resource Summary (3-4 pages, max 10)

Fund Raising Priorities

Planning & Resource Summary

Two elements:

1. Proposed Transfer to Re-Allocation Pool

2. Investment Proposals

Proposed 5% Transfer

• Describe outcomes expected• Short-term and long-term plans for changes

to delivery of programs or services• Accountability for internal re-allocation

rests with the Faculty/Unit• One-time costs part of re-allocation process• Expansion/ development of revenue

generation activities

Investment Proposals

• Prioritized listing of Faculty/Unit’s strategic investments over 4 years to respond to the Academic Plan

• Rank from “highest” to “lowest” priority

• Highlight key outcomes expected

• Includes Major capital infrastructure projects

Fund Raising Priorities

• Identify alignment with Academic Plan, Four Year Business Plan and the Faculty/Unit Business Plan

• Focus on priorities of $100,000 or greater

Financial Plan Instructions

• Detail for 2005-06 Completed by Budget/Admin Officer in

Cognos-Enterprise Planning Models (two components – a salary model, and a master model)

All sources (operating, reserves, special purpose, sponsored research)

• Financial implications of 3 year projections “Schedule 1” – high level impact

Questions ???

Contact Information:

Nicole Edge edge@ucalgary.ca

Abby Riviere riviere@ucalgary.ca

Heather Darrah hdarrah@ucalgary.ca

Donald Jantz djantz@ucalgary.ca

Diana Moes dmoes@ucalgary.ca

Rick Mogensen r.mogensen@ucalgary.ca

Pam Parent parent@ucalgary.ca