university advancement fiscal year 2013 budget presentation presented by gina m. cappello vice...
TRANSCRIPT
University AdvancementFiscal Year 2013Budget Presentation
Presented by Gina M. Cappello
Vice Chancellor of University Advancement
Tuesday, May 29, 2012
INTRODUCTION
Page 2.
Office of University Advancement
University Advancement B0045
Major Gifts Corporations and Foundations Annual Giving – UMass Boston Fund Advancement Communications Finance and Operations Management
Advancement Services Prospect Research Stewardship Data and Gift Processing
Office of Alumni Relations B0044
Page 3.
University Advancement - EmployeesMajor Gifts Area FTE # Vacant
Vice Chancellor 1
Associate Vice Chancellor 1 1
Assistant Vice Chancellor for Special Projects (DOD College of Education & Human Development) 1
Director of Development College of Science & Math 1
Director of Development College of Management 1
Director of Development College of Liberal Arts 1 1
Director of Development College of Nursing & Health Science (Hire date of 6/19/12) 1
Director of Development McCormack Graduate School of Policy Studies 1 1
Administrative Support
Assistant Director of Special Events 0.5
Executive Assistant to Vice Chancellor 1
Administrative Assistant II 1 1
Sub-Total: 10.5 4
Page 4.
University Advancement - Employees ContinuedCorporate and Foundation Relations FTE # Vacant
Assistant Vice Chancellor of Corporate and Foundation Relations 1 1
Director of Corporate and Foundation Relations/Speech Writer 1
Sub-Total: 2 1
Alumni Relations and UMass Boston Fund FTE # Vacant
Assistant Vice Chancellor for Alumni Relations 1 1
Director of Advancement Communications 1
Director of Alumni Relations 1
Alumni Coordinator 1
Director of UMass Boston Fund 1
Assistant Director of UMass Boston Fund 1
Annual Giving Officer 1
Administrative Assistant/Front Desk Receptionist 1
Sub-Total: 8 1
Page 5.
University Advancement - Employees ContinuedFinance and Operations Management FTE # Vacant
Assistant Vice Chancellor of Finance and Operations Management 1
Director of Advancement Services 1 1
Director of Stewardship 1
Director of Prospect Research 1
Assistant Director of Prospect Research 1
Data Base Manager 1
Finance and Gifts Reporting Manager 1
Gift Processing and Data Specialist 1
Gift Processing and Data Specialist 1
Accountant II 1
Sub-Total: 10 1
TOTAL FTE's in University Advancement 30.5 7
Page 6.
UA is comprised of 24.5 professional staff members and 6 classified staff members.Of the total classified staff only 3 are administrative assistants; one of whom serves as front desk receptionist.
FY2013 University AdvancementOrganizational Chart
*Split-Funded position with Chancellor’s Office: .50 FTE Assistant Director of Special Events
Page 7.
University Advancement Responsibilities
Primary responsibility is to raise funds which align and enhance the strategicpriorities of the university.
Strategic Plan
University AdvancementPriorities
UMass Boston Strategic Plan Priorities
1. Student Success Goal 1. Advance student success and development
2. Research Goal 2. Enriching and expanding academic programs and research
3. Capital Goal 3. Improve the learning, teaching and working environment
4. Unrestricted
Page 8.
FY12 REVIEW
Page 9.
Donation Summary FY10, FY11 and FY12 Goal
$0
$2,000,000
$4,000,000
$6,000,000
$8,000,000
$10,000,000
$12,000,000
$14,000,000
$16,000,000
University Advancement
ORSP
WUMB
TOTAL:
University Advancement $2,221,237 $4,555,741 $4,350,000
ORSP $8,280,809 $6,473,463 $10,000,000
WUMB $525,844 $590,600 $650,000
TOTAL: $11,027,890 $11,619,804 $15,000,000
FY10 FY11 FY12 GOAL
Page 10.
Page 11.
FY11 Private Support Goal vs. Actual YTD and FY12 Private Support Goals vs. Actual YTD
Cash, Pledges & GIK FY11 Goal
FY11 (First, Second and
Third)%
Achieved Cash, Pledges, & GIK FY12 GOAL
FY12 (First, Second and
Third)%
Achieved
University Advancement $4,000,000 $1,157,432 29%
University Advancement $4,350,000 $1,744,486 40%
WUMB $500,000 $473,560 95% WUMB $650,000 $412,365 63%
ORSP $10,000,000 $4,905,402 49% ORSP $10,000,000 $4,161,089 42%
TOTAL: $14,500,000 $6,536,394 45% TOTAL: $15,000,000 $6,317,940 42%
FY12 Private Support Goal vs. Actual
$0
$2,000,000
$4,000,000
$6,000,000
$8,000,000
$10,000,000
$12,000,000
$14,000,000
$16,000,000
FY12 GOAL $4,350,000 $650,000 $10,000,000 $15,000,000
YTD $1,744,486 $412,365 $4,161,089 $6,317,940
University Advancement WUMB ORSP TOTAL:
Achieved 40% of Goal
Achieved 63% of Goal
Achieved 42% of Goal
Achieved 42% of Overall Goal
Note: $2.1 million irrevocable bequest is in the pipeline for FY13
Page 12.
FY12 Budget Reductions Accepted
Account NameCurrent Fiscal Year
Budget Request/Justification Detail
Advertising $13,080 Reduce Advertising
Software & IT Licenses $25,000 Reduce Millennium Software Support
TOTAL: $38,080
The total reductions $38,080 represents 1% of FY12 base budget $3,604,253
These reductions are permanent and had little impact on UA’s overall FY12 budget
Page 13.
FY12 New Strategic Requests Granted
Position DescriptionCurrent Fiscal Year
Budget FTE% FTE Allocated
to Fund Request/Justification Detail
Assistant Vice Chancellor of Corporate and Foundation Relations $34,965.00 0.4 1
Increase for AVC for Corp & Foundation from .6 to 1.0
A search for this position is underway and we anticipate we will fill it the beginning of FY13.
Page 14.
FY12 Increase in VC Area Activity
In an effort to engage alumni, friends of the university as well as students and faculty , Board of Visitors members have imbedded themselves into our campus life this past year which has resulted in the establishment of:
Board of Visitors Internship Program: We’ve secured 20 paid internshippositions at WB Mason this summer. The Board’s goal is to secure300 paid internship positions over the next 5 years.
Pipe-line Program: Board members collaborated with Tufts University Medical School and have created a “pipeline” program for our medical students to embark upon a career track at Tufts University.
Establishment of Student Philanthropy Council UA sponsored its first ever Student Philanthropy Week to promote education
about philanthropy and to promote the impact gifts from alumni and friends have oncampus.
Page 15.
FY12 Increase in VC Area Activity Continued
Established “Someone to be Proud of Series”Luncheon series which features some of our most
distinguished graduates
Chancellor’s Roundtable series to attract prospective funders
Conducted more Planned Giving Seminars which increased membership to the Lampas Society
More outreach efforts through social media vehicles (Facebook, LinkedIn, and Twitter) to increase our alumni participation
Increase in the number of Stewardship/Alumni Events
Elevated fundraising efforts for Scholarship Gala in 2012
Page 16.
FY13 BUDGET OVERVIEWAND REDUCTION PROPOSAL
Page 17.
Page 18.
FY13 UNIVERSITY ADVANCEMENT BUDGET Assigned Proposed
(5% of Budget) Targeted Budget After Reductions
Payroll Dept ID Description FY13 Budget FY13 BudgetSavings Target
11000 B004500000 7100-0200 Main Allot $1,297,798 $1,297,798 $171,373
52117 B004500000 Trust Fund Admin- Non Unit $983,100 $983,100
Sub-Total: $2,280,898 $2,280,898 $171,373 $2,109,525
Operating accounts
51025 B004500000 UA CTF Fund $615,016 $370,016 $7,212
51025 B004500000 *UA CTF Fund - PAYROLL $521,326 $521,326
51025 B004500006 Advancement SVS CTF Fund $24,518 $59,518
51025 B004500010 UMass Boston CTF Fund $0 $175,000
51025 B004500011 UMass Boston Gift Officer $0 $35,000
51025 B004400000 Alumni CTF Fund $129,943 $129,943
Sub-Total: $1,290,803 $1,290,803 $7,212 $1,283,591
TOTAL: $3,571,701 $3,571,701 $178,585 $3,393,116
*Represents FTE payroll
Note of the total FY13 budget $3,571,701 – 78% Payroll ($2,802,224) and 22 % operating ($769,477)
FY13 Budget Reduction Proposal
Total reduction amount: $178,585
Reduction proposal by subsidiary:AA State Payroll: $171,373CC Student Payroll: $7,212
$178,585
Page 19.
FY13 Budget Reduction Proposal
Eliminate 3 staff positions from fundraising and operations area
Total: $171,373.
Impact
Eliminating staff positions as we gear up for a capital campaign will undoubtedly weaken our fundraising efforts. Increasing our donor and alumni participation rates (an important metric for advancement progress) will become more difficult.
Eliminating an operations position means that frontline fundraisers will have to assume more events and administrative
management, which is time intensive and will dilute their solicitation efforts.
Page 20.
FY13 Budget Reduction Proposal
Reduce student payroll by $7,212.Impact
Reducing the number of students employed who provide telemarketing services and assist with administrative duties will impact dollars raised and alumni participation rates.
Page 21.
FY13 NEW STRATEGIC REQUESTS
Page 22.
FY13 New Strategic Requests UMass Boston is heading into the “silent phase” of a $100 million campaign
($50 million in philanthropy and $50 million in private sponsored grants). To meetthese goals UA is requesting additional resources of $567,007 to supportpersonnel, campaign initiatives and the division’s technology needs.
Personnel FY13 Amount Fringe & TFAUpgrade Asst. VC of Alumni Relations toAssociate VC of Alumni Relations and UMass Boston FundStart Date: 7/1/2012 (52 weeks) $46,053
To eliminate fragmentation, silos and an inefficient reporting structure, The Office of Alumni Relations will merge with the Annual Fund and Advancement Communications into one cohesive unit – The Office of Alumni Relations and The UMass Boston Fund. This will bring a more strategic approach and stronger link to alumni outreach, engagement, solicitation, and communications which will result in increased alumni giving and participation rates. Our donor pipeline will grow because it will be better managed.
Page 23.
FY13 Personnel Requests Continued
Personnel FY13 Amount Fringe & TFA
Special Events Coordinator (SAP level 29) 1 FTE
Start Date: 8/19/2012 (45 Weeks) $50,161 Conducting strong cultivation programs and events is essential to drawing new alumni and non-alumni donor prospects to the university. New engagement strategies and vehicles such as
Board of Visitors, college advisory committees, The Uncommon Leaders Forum, Someone to beProud of series and Chancellor’s Roundtable discussion forum all require significant events planningand management. Frontline fundraisers should be spending their time on raising money, not running events; therefore we request funding to support this new position.
Assistant Director of Alumni Relations (SAP level 30) 1 FTEStart Date: 8/26/2012 (44 weeks) $53,326 To facilitate a robust outreach to alumni which will include the development of regional
chapters for alumni cultivation, we need additional staffing. There are parts of the countrywith large, untapped graduates who we expect will become new donors with proper cultivation. Building these new alumni audiences will be critical to identifying prospectsfor the upcoming campaign.
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Personnel FY13 Amount Fringe & TFA
Administrative Assistant (Grade 15) 1 FTEStart Date: 8/26/2012 (44 weeks) $44,376
UA requests a new position to support both Assistant Vice Chancellor of Corporate and FoundationRelations, and serve as back up for general office administration and reception. Proposal developmentand submission are administratively intensive which require form submission, photo copies, and factchecking. The fundraiser’s effectiveness is greatly enhanced by having strong administrative support to facilitate as many proposal submissions and solicitations as possible.
Graphic Designer (SAP level 31) .50 timeStart Date: 9/9/2012( (42 weeks) $32,466 UA would like to split-fund a graphic designer position with Government Relations and Public Affairs. We
frequently utilize the creative services team to design direct mail solicitations, invitations to events,programs, marketing brochures, and professional endowment reports to donors. UA’s projects account for 17.5% of the work generated in Government Relations.
TOTAL PERSONNEL COSTS: $226,382
FY13 Personnel Requests Continued
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FY13 New Strategic Request - Campaign Budget
ResourceFY13 Amount &
TFA Justification
Counsel
Campaign Planning Counsel $125,895
FY13 is a critical year for the campaign. UMB plans to retain Development Guild (DG). DG's primary focus will be on creating the detailed campaign plan, delivering the case for support - including all of the effort required to build alignment, guiding volunteer recruitment, positioning staff and prospects for lead gifts, and building out the campaign practices and policies.
Annual Fund Counsel $54,500
Building strategy and execution plans for the annual fund is critical to campaign success, as UMB will very much need a broader base of support to fuel major gifts and will always need ever greater levels of unrestricted and budget relief support. Because much of the Annual Fund work is direct mail/marketing, we would like to retain counsel that specializes in this area.
Total Counsel $180,395
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FY13 Campaign Budget Continued
ResourceFY13 Amount &
TFA Justification
Writing, early design, pitch book, tip sheets, and printing $81,750
Frontline fundraisers and volunteers will need greater detail and the credibility of a nucleus phase "leave behind." We will require writing support and modest design until a later stage when we produce a formal case statement.
Total Communications $81,750
Other Direct Campaign Expenses
Special Campaign Events (catering, travel, etc.) $27,250
Engaging and cultivating donors will require a series of small events; e.g., lunches and dinners. Staff will need to travel occasionally for these events. Our goal is to have prospect/ volunteers/ trustees support these events as often as possible, thus a modest budget.
Donor Recognition/Stewardship $27,250
Similarly we anticipate some small scale dinners to say thank you for campaign support; and we may want to begin some kind of formal recognition of campaign donors.
Technology and Research Resources $8,720
We require a small budget to provide some additional research materials to help us learn more about prospects and develop stronger prospect profiles.
Total Other Direct Campaign Expenses $63,220
Total Campaign Expenses FY13 $325,365
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Page 28.
UMass Boston
Proposed Campaign Expense Budget FY14 - FY18
FY14 - FY18 Campaign Projections
Resource FY14 FY15 FY16 FY17
Total CostsFY18
Counsel
Campaign Planning Counsel $100,000 $75,000 $75,000 $50,000 $50,000 $350,000
Annual Fund Counsel $25,000 $25,000 $10,000 $60,000
Total Counsel $125,000 $100,000 $85,000 $50,000 $50,000 $410,000
Communications
Refined design, case statement $100,000 $100,000
Final design & writing, print & production for public launch $250,000 $250,000
Miscellaneous for events, campaign news, etc. $35,000 $35,000 $70,000
Final report & celebration $50,000 $50,000
Total Communications $100,000 $250,000 $35,000 $35,000 $50,000 $470,000
Other Direct Campaign Expenses
Special Campaign Events (catering, travel, etc.) $75,000 $100,000 $250,000 $100,000 $100,000 $625,000
Donor Recognition/Stewardship $45,000 $50,000 $50,000 $75,000 $250,000 $470,000
Technology and Research Resources $10,000 $10,000 $10,000 $10,000 $10,000 $50,000
Total Other Direct Campaign Expenses $130,000 $160,000 $310,000 $185,000 $360,000 $1,145,000
Total Campaign Expenses $355,000 $510,000 $430,000 $270,000 $460,000 $2,025,000
TFA charge $31,950 $45,900 $38,700 $24,300 $41,400 $182,250
GRAND TOTAL $386,950 $555,900 $468,700 $294,300 $501,400 $2,207,250
FY13 New Strategic Request
Technology Total: $15,260
Capital Request UA requests $6,540 to purchase a more robust server for the
division. As we gear up for a capital campaign and migrate to a new advancement system it is important that we have an updated server to allow data sharing between staff and data back-up.
Other Computer Equipment
To provide 7 staff members with more updated computers we would like to request $8,720.
Page 29.
FY13 New Strategic Requests
Top 3, Ranked in Order
1. Upgrade Assistant VC of Alumni Relations
2. Campaign Expenses
3. Special Events Coordinator
Page 30.
UA’s Strategic Requests are Aligned with the University’s Strategic
Plan Private philanthropy is central to the university’s ability to realize the goals of its strategic plan. A capital fund drive will garner resources that will advance student success, through programsand scholarship funds, enrich and expand research throughfaculty development, research, and teaching support and improve the physical environment for learning by attracting resources fornew and renovated campus infrastructure.
Finally, the success of a campaign will transform the culture of giving to a public university to set precedent for a future financialmodel that counts private dollars as a reliable part of the University’s revenue stream. UA’s request for personnel, campaignfunding and technology upgrades will secure its ability to mountUMass Boston’s most successful campaign ever.
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