Welcome

Rosemarie Rae, Associate Vice Chancellor of Finance and Chief Financial Officer

Finance Leadership Forum Agenda

Promoting collaboration, focus, and professional development

• UC Berkeley Budget Update • FY 2016-17 Budget Dialogue • Break • Finance Competency Initiative Update • Getting to Know Each Other • Communities of Practice

UC Berkeley Budget Update

Campus

UC General Funds and Tuition Budget

Per State-Supportable Student

Graduate Student Population as Percentage of

Campus Enrollment

Health Sciences Student Population as

Percentage of Campus Enrollment

Berkeley $17,010 20.8% 2.2%

Davis 17,660 18.6 7.3

Irvine 14,008 14.1 5.3

Los Angeles 19,529 26.7 10.6

Merced 16,550 4.4 0.0

Riverside 14,319 8.2 0.3

San Diego 15,670 15.4 6.0

San Francisco 55,186 100.0 100.0

Santa Barbara 12,309 10.6 0.0

Santa Cruz 12,846 7.1 0.0

UC FY 2009-10 Budget Allocations

https://www.youtube.com/watch?v=8NBH8ND-0C4&feature=youtu.be

Break

Dialogue and Breakout Sessions on FY 2016 – 17 Budget

Jon Bain-Chekal Executive Director – Operating Budget

Office of the CFO

FY 16 Budget Process & CalPlanning Assessment Survey

Development and Delivery Cycle

Topic Overview Data for Discussion

Next Steps

Online Survey Results Handout

Demographics

0 10 20 30 40 50 60 70

Other (please specify)

Assistant Dean

Budget Owner

Divisional Financial Leader

Chief Administrative Officer

Department Manager/Director

Financial Analyst

0%

10%

20%

30%

40%

50%

0-2 years 2-5 years 6-10 years More than 10years

of respondents have been at UC Berkeley for over 10 years

47% self-identified as Financial Analysts, Directors, or Department Managers

Most

115 Campus leaders and staff completed the survey.

Demographics

23%

43%

28%

6%

ExperiencedCalPlanningusers

New CalPlanningusers

34% are new CalPlanning users Experienced DFL, CAO, or Assist. Dean

All Other Experienced Users

All Other New Users

New DFL, CAO, or Assist. Dean

Key Findings • Standardizing the budget process is a positive step forward

• Improvement is still needed at the campus level, including:

• Release the call letter earlier • More clarity needed on the level of information provided

(detail vs. summary) • User friendly compensation data entry needed

• It’s important to establish a division’s internal budget process,

aligned with the campus process

• Need to clearly articulate the campus and division’s strategies and priorities

• Need to improve the budget template and give more time to divisions to gather, review and enter data

• Divisions would like training classes to be differentiated by level and offered year-round

Survey Content Part 1: General Information Part 2: The Budget Process Part 3: CalPlanning Part 4: Training, Communications

Debrief: Budget Process Templates The budget templates were designed for a division’s internal budget process as a tool to help communicate, aggregate and consolidate departmental (level 7) budgets.

Survey Results Score (1-low, 5-high)

Overall experience working on templates 3.6

Design of the templates 3.1

Support received from CalPlanning and PBO teams 4.1

Debrief: Budget Process Templates Positives • Upload functionality – ability to upload revenue and non-compensation data as

opposed to manually entering it into CalPlanning • Budget flexibility – ability to adjust for seasonality and fund breakouts • Financial conversations—Supported the dialogue between the financial team and

non financial managers • Leadership involvement – CFO and CBO involvement signaled the importance of the

process and encouraged unit managers to fill out the template • Compensation Data – Presented by distribution line for easier review

Challenges • Compensation Data– couldn’t be uploaded and didn’t calculate benefits • Timing – templates were introduced late in the process, with much of the time

devoted to correcting issues and data validation, leaving less time for scenario planning and review

• Financial Acumen – budgeting terms and CalPlanning structures/values were new to some of the financial analysts and department managers

• Transfers – difficult planning for operating transfers and ensuring they net to zero

Breakout Sessions

Table 1: Division Process | Elena Wen Jiang

Table 2: Compensation Data (HCP) | Heidi Hallett

Table 3: Strategic Communications | Jean Bednarz

Table 4: Training Strategy | Jeannine Miles

Table 5: Actualized Forecast | Maya Woodson Turman

Table 6: Strategy, shifts and tradeoffs | Nicole Cernok

Table 7: Multi-year budgeting | Herve Bruckert

Pick a topic and go that table. There are 8 people per table. You’ll have 20 minutes to discuss your topics. After that, you’ll have a chance to report out on findings.

Breakout Session Instructions

Finance Competency Framework Project Overview

Suresh Bhat Chief Financial Officer - Haas

1. Objectives & Benefits

2. Governance

3. Sneak Peek of Framework

4. Scope / Next Steps

Agenda

What is our raison d'être?

UC Berkeley is at an inflection point

We need to transform finance… • Transactional / Operational Activities Analytics / Decision

Support • Align financial resources to campus strategies

…And build a “skills” roadmap that helps get us there • Career compass Take 2 • Develop and maintain a culture of collaboration and

continuous professional development that supports accountability, engagement and opportunity

• Develop finance competency framework (integrated tool) for finance professionals

• Provide training “toolkit” to enable finance professionals to enhance developmental needs

• Establish informal community for networking and best practices

Project Objectives

• Provides roadmap for finance professionals on how to “move up” within the financial analysis job family at UCB

• Stronger uniformity on job descriptions and required skill sets; better understanding of what constitutes differentiation

Summary of Benefits

• Identify training gaps / needs • Facilitate creation of developmental plans (immediate, medium and long-

term) within annual performance review • Framework used for development, not assessment

Financial Analysis Job “Roadmap”

Developmental Tool

Summary of Benefits

• Encourage internal mobility • Recognition of “spiral staircase” concept; moving laterally to

acquire different experiences aids long-term career growth

• Common framework for evaluating finance talent • Internal, professional consistency across campus • Additive (vs. replacement) of UCB core competencies

Mobility

Consistent Lens

Executive Sponsor Role / Responsibility Members • Guidance & Oversight • Rosemarie Rae, Jeannine Raymond

• Policy Approval & Implementation

Project Lead & Steering Group Role / Responsibility Members • Project Leads: Own/drive project • Suresh Bhat / Jon Bain-Chekal

• Steering Committee: Reach consensus & provide input to working group

• Subset of Division Finance Leaders (appendix) • “Central” Finance (L. Heller, L. Vanderfin) • HR (R. Lau)

Working Group Role / Responsibility Members • Update initial strawman • Finance managers/analysts across campus

who have a passion on this topic (appendix) • HR (J. Chizuk) • Identify training resources

Project Governance

• Relationship Building • Leadership & Development • Integrity and Ethics • Emotional Control • Initiative / Problem Solving • Dependability & Reliability

• Change Management • Communication • Managing Diversity & Inclusion • Creativity / Innovation • Vision / Influence • Strategic Thinking / Goal Setting

Framework | Sneak Peek

Leadership Skills

Personal Effectiveness

Management

FP and A Technical / Functional Skills

• Strategic Focus • Operational Focus • Employee Focus • Workplace Focus

• Project Management • Technical Skills • Financial Theory • Analytical Skills • Functional Finance Comm. • Skills (Listening, Speaking, Writing, Data Visualization)

Work / Educ. Experience

• Required levels of experience / education

Framework | Sneak Peek

• Recruiting

• Onboarding

• Development plans / coaching

• Peer mentoring

• Career roadmap

How can I use the framework?

To ensure success of initial rollout, we purposely have limited our scope:

1. Limited to Financial Analysis job family

2. Not creating “new” training content

3. No intent to amend job levels or reporting lines

Scope

• Map existing training resources to finance competencies o Create training “wizard” that links the two together

(i.e., analysts knows where to go to aid development)

• Develop communications / rollout plan

• Rollout targeted for early 2016

Next Steps

Project Management

Suresh Bhat, Haas CFO (Co-lead) Jon Bain-Chekal, Director CBO (Co-Lead) Jeannine Miles (Lead – Communications and Change Management)

Steering Committee

Terrence Ireland (CFO, L&S) Heidi Wagner (CAO, Social Welfare) David Secor (CFO, Athletics) Georgia Giatras, (CAO, Law) Dat Le (CAO, Engineering) Lisa Vanderfin (Director, Accounting) Suzanne Sutton (CAO, Chemistry) Barbara Lane (Assistant Dean, CNR) Stephanie Metz (Director FP&A, CSS) Grace Crvarich (COO, VCRE)

Strategic Advisors

Rich Lau (Director of Compensation & Benefits) Laurent Heller (Assistance Vice Chancellor, OCFO) Sheri Showalter (Head of HR, Law)

Working Group Heidi Hallett (PBO, CBO) Monica Porter (Director FP&A, Haas) Maya Woodson Turman (PBO, CBO) Chris Mount (CFO/CAO, BBEQI) A. de la Rosa (Director, Chemistry) Michael Ferencz (Director, Grad) Amy Robinson (ED, L&S) Jennifer Chizuk (Manager, L&D) Anil More (Director, Physics) Charet Wynn (FA, CSS) Joe Magliaro (Bus Serv Manager, BioSciences)

Executive Sponsors

Rosemarie Rae, CFO Jeannine Raymond, Head of HR

Team Structure

Terrence Ireland Chief Financial Officer - Letters & Science

Making Connections

Sandi Ketchpel Assistant Dean of Administration & Operations –

Goldman School of Public Policy

Discuss with your table group

What do you want to learn? What do you want to teach?

Communities of Practice

Communities of Practice Smart View

Terence Phuong Chief Financial Officer - IT

What it’s all about Sharing best practices via peer-to-peer learning. Inform improvements to processes, procedures, tools, training materials, and

systems. Explore new possibilities, solve challenging problems, and create new, mutually

beneficial opportunities for using these tools and systems. Who we’re looking for Trained users with the ability and interest not only to take their skill set to the

next level, but also to actively share best practices with their community.

Communities of Practice

Smart View – Trend Analysis

Full Excel & Office Functionality

Community of Practice & Next Steps

Smart View Community of

Practice

To join: cfocommunications@berkeley.edu

Communities of Practice Cal Answers

Dat Le Assistant Dean - Engineering

Cal Answers Student Data Community of Practice

To join: cfocommunications@berkeley.edu

Thank You cfo.berkeley.edu