Strategic Plan Template - final version due May 5

The Strategic Plan Template is a one-page document where divisions document their strategies, plans, and goals for FY2017-18. The one page strategic plan is intended to fit on one page. Limiting your team to one page will help you create clarity and alignment about your highest priorities. Deans and Vice Chancellors will share their templates in small-group meetings convened by Interim EVCP Carol Christ throughout February. All divisions are expected to complete and submit a draft version of the template to the Office of the EVCP 48 hours prior to their small group Budget Process meeting. 

Send your final submission to the Office of the CFO at dfl_concierge@berkeley.edu by Friday, May 5. 

Instructions

As a follow-up to Interim EVCP Carol Christ's email from Friday June 20, please submit your completed plan to the Office of the EVCP 48 hours before your small group Budget Process meeting and be prepared to discuss your strategy with the other meeting participants.Prior to the meetings, you will receive division-specific budget targets so that you may prepare for the small group discussions.

The strategic plan attachment has two pages: a blank template with instructions and a completed example. The instructions are embedded into the “notes pages” of the blank template. The example is the Office of the CFO’s draft strategic plan for FY2017-18.

Strategies

  • Strategies are what statements that represent your vision.
  • Strategies typically stride multiple fiscal years.
  • All units should include a strategy that supports philanthropy and revenue generation.
  • Strategies are action statements – lead with a verb.
  • It isn’t necessary to populate 5 strategies. Use strategies that make sense to your unit.

Plans

  • Plans support strategies and are statements of how you will fulfill the strategy.
  • When plans result in NEW revenue, state the new incremental revenue in the first position within the parenthesis.
  • Bold plans that result in NEW revenue for discussion with your dean, VC, the Provost, and the Chancellor.
  • The owner will next be stated – this person will be accountable for the plan. Try to use a single owner whenever possible.
  • The last field within the parenthesis is the final date of expected completion.
  • It isn’t necessary to populate 5 plans. Use plans that make sense to your unit.

Goals

  • Goals define when plans will be completed – they are expressed as the percentage of progress you will make throughout the year.
  • Goals do not have to be completed within the fiscal year – many plans span multiple fiscal years. Progress against the goals will be reviewed with your dean, VC, the Provost, or the Chancellor.

Revenue Generation Plan Template - final version due May 5

The Revenue Plan Template is an Excel workbook of templates to assist Divisional Finance Leaders in determining revenue from new initiatives for FY2017-18. The template is available to campus members on the OCFO Google Drive folder.  Divisions planning for net new revenue in FY2017-18 are expected to complete and submit a draft version of the template by February 28.

  • DFLs of academic units: submit your template to Scott ShiremanChief Operating Officer of University Extension and Director of New Academic Ventures at Berkeley
  • DFLs of administrative units: submit your template to your Vice Chancellor

Send your final submission to the Office of the CFO at dfl_concierge@berkeley.edu by Friday, May 5. 

Instructions

The intent of the Excel workbook is to assist you in determining revenue from new initiatives. The template contains an Instructions tab and a Resources tab, where you’ll find access to materials and staff contacts to assist your work. The template is only designed for approval of your revenue generation plan in the FY2017-18 budget submission; you’ll need to use additional project planning materials for your teams to execute your approved revenue programs throughout the year.

The workbook can be used in whole or in part and can be customized to fit your specific needs; please just note and explain changes/additions to enable the approval team to assess the feasibility of your projections.  

When planning your philanthropy programs, please ensure you adhere to the tenets of Fundraising 2.0 and most importantly, its emphasis on collaboration among fundraisers to enhance the donor experience and drive toward larger, donor-cued pledges and blended gifts, particularly endowments.  

After submission on February 28, academic units' draft templates will be thoroughly reviewed by the New Academic Ventures team. The team will respond to you with an update, and possibly preliminary approval of your plan, by March 17. If your revenue plan is preliminarily approved by the team, you’ll be asked to finalize your Revenue Generation Template and submit it by May 5 with the rest of your annual budget submission, including your Strategic Plan Template and budget. Final budgetary decisions, including final approval of your revenue plan, will be made by the Chancellor and Provost. The New Academic Ventures team will monitor approved revenue generation plans throughout FY2017-18 to ensure they remain on target.

Administrative revenue generation plans will be vetted by the applicable Vice Chancellor and included in Vice Chancellor budgets. Philanthropy programs will be vetted by University Development and Alumni Relations. 

If you have any questions about the template or corresponding approval process, academic units please contact Scott Shireman via email at scottshireman@berkeley.edu and administrative units please contact your Vice Chancellor.

Budget Improvement Target Report and Narrative - final version due May 5

  • As part of the FY2017-18 Operating Budget submission on May 5, 2017, divisions must prepare a target report which looks at historical trends, identifies if the target is being met, and helps to set a baseline expectation of financial results for the year. The report also includes a review of Contracts and Grants to ensure divisions are budgeting appropriately for Contracts and Grants.
  • Additionally, divisions must complete a target narrative to help campus leadership understand what actions have been taken or are planned to meet the FY2017-18 Budget Improvement Target. 

Instructions to complete the target report and target narrative can be found in Appendix #1 of the FY2017-18 Budget Guidelines. To assess planned performance vs. actual performance, after Fiscal Close (Aug/Sept) divisions will be asked to review their FY17 Actual results against their FY17 Operating Budget based on their Net Operating Surplus/(Deficit) Excluding Contracts and Grants. This is the sample Year-End Review Report for this exercise.

Send your final submission to the Office of the CFO at dfl_concierge@berkeley.edu by Friday, May 5. 

Optional Divisional Budget Dashboard Narratives - first draft due April 26

In preparation for the mid-May Divisional Budget Meetings, the Office of the CFO is preparing customized Divisional Budget Dashboards to guide your discussions with the EVCP and CFO. This is a prototype of the dashboard. These are the narrative topics. Please submit your optional narratives to accompany the dashboard metrics by Wednesday, April 26 to cfocommunications@berkeley.edu.

Form A and Budget Template - final version due April 7

One of the biggest challenges for finance professionals during the annual budget process is collecting pertinent data with the least amount of effort possible. The Budget Template (Excel) is a valuable tool to help you easily manage your division’s budget development process and collect data, particularly from non-financial managers. The use of the template to plan your budget is optional; you may still use CalPlanning. However, if you need to collect academic appointment information via Form A, the only option to access Form A this year is within the template. To access your Form A and entire Budget Template review the Access Budget Template Job Aid to navigate the Office of the CFO Google Drive. Learn more with the template overview recently discussed at the DFL Budget Template Brown Bag. The budget template workgroup welcomes your questions via email at budgettemplate@berkeley.edu.

Send your final template submission to the Office of the CFO at dfl_concierge@berkeley.edu by Friday, May 5. 

Instructions

In the templates you will be able to:
  • Review and share prior year and trend data conveniently, in an Excel format.
  • Enter data for existing positions, individual and pooled positions, revenues and transfers, and non-compensation expenses.
  • Review data for the Forecast and Operating Budget based on the adjustments you enter into the templates.
  • Review and adjust the Forecast and Operating Budget fund spread (calculated by an algorithm using your prior year spread.)

Key template process dates:

  • February 10:  if DFLs will be using the template for their division’s budget process, this is the deadline to complete the Google Document Sign-Up Sheet
  • February 17:  the Office of the CFO will load all  populated templates into a shared Google Drive folder; L3, L4, and L7 templates will automatically be provided to every DFL
  • April 7:  if your division is taking advantage of the data entry service, DeptID L7 templates are due on this date; prior to submitting, DFLs are required to review and approve their templates to ensure their divisional finance staff have provided accurate data
  • April 7:  Form A due via L3 summary template due
  • April 21:  estimated data entry service completion date when CalPlan will be updated with revenue, non-comp, and compensation
  • May 5:  all final budgets are due, including your Strategic Plan and Revenue Generation Plan

Job Aids