NEWS FROM THE DEPARTMENTS

March 2001


NEWS FROM THE DEPARTMENTS

BUDGET OFFICE, 
John Richards, Director

2000/01 Governor's Budget Campus Allocations

To assist campus planning for the 2001/02 fiscal year budget, campus allocations based on CSU General Fund appropriations included in the Governor's January budget proposal will be distributed to campus Chief Financial Officers by mid-March. The 2001/02 CSU Budget Plan identifies a $267.8 million General Fund increase for new program and operations support at CSU. In addition, projected State University Fee revenue of $22.9 million associated with a three percent increase in FTES enrollments and converting 3,138 FTES from self-support to state-supported summer year round operations has also been used to fund budget year increases.

The 2001/02 Governor's Budget Allocation coded memorandum will also be posted on the Budget Office's web page: http://www.calstate.edu/budget/. Further, the allocation memorandum will be discussed on April 8, 2001, at the Financial Officers Association meeting.

Legislative Analyst Office (LOA) Analysis of the Governor's 2000/01 Budget

The LAO released their Analysis of the Governor's 2001/02 Budget and made several recommendations related to the CSU. The LAO recommends that the Legislature delete the $10 million in ongoing funding "strategic" academic programs at the CSU; recommends that the Legislature shift funding from the California State University to the State Department of Education for professional development in education technology; recommends that the Legislature require the community colleges, the CSU and the University of California to assess and routinely report on the effectiveness of their pre-collegiate services; recommends that the Legislature adopt supplemental report language requiring the CSU to report annually on the Collaborative Academic Preparation Initiative program's effectiveness; and recommends that the Legislature provide the additional funding needed to obtain "full" marginal cost funding for existing summer enrollments, but adopt budget language that conditions the additional funding on summer enrollment growth. The CSU recommends that the Legislature reject all of the above proposals.

Further, the LAO recommends that the community colleges, the CSU and the UC work with high schools to develop methods to diagnose readiness for college-level work while students are still in high school. The CSU is in agreement with this recommendation.

Complete CSU responses to the LAO's Analysis of the Governor's 2001/02 Budget will be distributed in mid-March.

Budget Office Organizations and Assignments

Alex Porter joined the CSU Budget Office in February, filling the vacant Budget Analyst position. An update of the Budget Office organization and work assignments will be provided soon to campus budget officers.

 

BUSINESS PLANNING & INFORMATION MANAGEMENT
Lenore Rozner, Assistant Vice Chancellor 

Housing Assistance Needs Assessment

Efforts to further assess the housing assistance needs of CSU employees moved forward with the issuance in February of a web-based survey to approximately 7,000 full-time faculty and staff. The results of this survey will be combined with additional information gathering at campuses to determine whether housing assistance programs are needed and, if so, what form they should take.

Year Round Operations (YRO)

Representatives from all campuses attended a YRO implementation meeting on January 25th. The overall plan to convert self-support programs to state-support programs systemwide was presented. Under the plan, ten additional campuses will implement or expand state-supported summer terms in summer 2001 and all campuses will be operating state-supported summer terms by summer 2002. Additional topics discussed at that meeting included human resource issues, summer fee options, reporting requirements, and financial aid. Campuses were also notified that they would receive implementation grants to defray the one-time expenses of converting to state-supported summer operations. The Q&A document entitled "Expansion of State-Supported Summer Terms" has been recently updated and is available at: http://www.calstate.edu/YearRoundOps/.

Quality Improvement (QI) Programs

Customer Satisfaction Surveys 2001
The Customer Satisfaction Surveys are being distributed to campuses during the week of March 12. This year it is anticipated that over 70,000 students and 30,000 faculty and staff at participating campuses across the system will be receiving a survey. Campuses will be administering surveys during the months of March through May. Participating campuses must ship all completed surveys to San Jose State's Office of Institutional Research by May 18th for processing

Performance Measurement 2000
Function groups are completing data entry and analysis for this year's performance measurement effort. Final reports are expected to be distributed beginning in April for inclusion in the Performance Measurement Report binder, which will be shipped in March. Completed workbooks of the measures and data elements are available at the QI website at: http://csupm.csulb.edu/pm2000.

Quality Improvement Symposium
November 2, 2001 is the date for the 2001 QI Symposium and Expo, which will be held at the LAX Marriott. A dinner and awards ceremony is planned for Thursday evening, November 1, with the Symposium and Expo taking place on Friday, November 2. The final program will be available in the May Business and Finance newsletter and the July QI Newsletter.

For more information on Quality Improvement Programs, contact Dolores Basilio at 562-951-4552, dbasilio@calstate.edu, or Matthew Ceppi at (562) 951-4551, mceppi@calstate.edu. Information is also available at http://www.calstate.edu/qi/.

 

CAPITAL PLANNING, DESIGN AND CONSTRUCTION

J. Patrick Drohan, Assistant Vice Chancellor

CPDC Due Dates for CPB&G Agenda Items (May 15-16, 2001 Trustees' Meeting)

Master Plan Revisions:

March 13, 2001

All Other Items:

March 27, 2001

A complete listing of 2000 due dates for CPB&G agenda items is located at CPDC website http://www.calstate.edu/cpdc/Executive/

 

FINANCIAL SERVICES
Brad Wells, Assistant Vice Chancellor

FINANCIAL SYSTEMS, STANDARDS AND REPORTING

Electronic Interface with SCO
As noted in the July 2000 issue of the Business & Finance News Letter, the Chancellor's Office has participated in a joint pilot project with the SCO to implement electronic interfaces via FTP.

The first phase of this project focuses on establishing a framework/environment for electronic file transfers over the Internet. In this phase, the claims audit file is transmitted electronically via FTP to the SCO Audit Division. This interface eliminates the need for mailing claim audit diskettes to the SCO.

The second phase of this project focuses on connectivity to State Controller's Office via the Teale Data Center. A contract has been issued to Teale Data Center to provide connection between the CSU 4CNET network and the SCO. The purpose of this connection is to accommodate secure electronic

data exchanges between CSU and the SCO via File Transfer Protocol (FTP). Typical exchanges would include:

  • Agency Reconciliation File
  • Controller's Balances & Prior Year Accruals
  • Paid Claims/CD102
  • Payment & Employment History
  • All other existing interfaces (currently on round reel tapes) from SCO to CSU
  • New interfaces as identified by SCO and CSU

For more information, contact Laleh Graylee at: lgraylee@calstate.edu or Jan Earl at: jearl@calstate.edu.

Financial Standards Advisory Committee (FSAC)
Responding to an invitation sent to all campuses in January for participation in FSAC, most campuses have submitted the names for their official primary and alternate representative(s) to the committee.

The FSAC has been conducting monthly conference calls to review the status and progress of the GASB 34/35 implementation sub committees. KPMG is working with this committee to provide an update on GASB 34/35 issues and assist CSU with planning and implementation efforts. The GRIP (Government Reporting Implementation Process) Master Plan has been developed by KPMG to assist the CSU with project management activities and to help identify changes needed to allow the CSU to generate financial statements in compliance with GASB Nos. 34 and 35. Included in the CSU's plan are:

  • A list of specific projects and tasks, prioritized according to their expected contribution relative to attaining compliance.
  • High-level implementation plans for key areas.
  • Program Management framework.

The GRIP Master Plan is available on the Financial Systems, Standards & Reporting department website at: http://www.calstate.edu/SFR/FSAC/GASB/GASBmain.shtml.

The meeting minutes of the FSAC and other documents are also available at: http://www.calstate.edu/SFR/.

Update on the Integrated Post Secondary Educational Data System (IPEDS) Finance Survey
The IPEDS Finance Survey for the 1999/2000 fiscal year is being prepared on behalf of each CSU campus for submission to NCES (National Center for Education Statistics). The report this year will include the auxiliary organizations at each campus in an effort to reflect the scope of campus operations more accurately and make the CSU campuses more competitive and comparable with other higher education institutions in the country.

The due date for the report submission has been deferred to mid-April due to the new web-based data collection method being implemented this year. Campuses will be given an opportunity by March 31 to review their data on the web before the report becomes finalized.

For more information, contact Sedong John at: sjohn@calstate.edu.

Financial Information Record Management System (FIRMS) Update
In January, a memo to Chief Financial Officers outlined the changes in FIRMS reporting requirements that will become effective with the last quarter submission of the 2000/2001 fiscal year. These changes are applicable to all FIRMS submissions, including accounting data for the university and the auxiliary organizations and the annual budget submissions.

For more information, please refer to Richard West's January 10, 2001 memo and the accompanying 'Summary of Changes in FIRMS Reporting Requirements' document that outlined the new changes concerning the elimination of the temporary help expenditure classification and the reporting of revenues and expenditures. Please forward questions to Sedong John at: sjohn@calstate.edu.

Laleh Graylee, Director

FINANCING & TREASURY

Investment Advisory Services Contract
In the upcoming weeks, the Chancellor's Office is going to re-bid the Investment Advisory Services contract currently held by Metropolitan West Securities. The intent is to implement the new contract in the new fiscal year. Campuses having any comments regarding the investment pool structure or administration of these services should contact either Richard Leffingwell at (562) 951-4570 rleffingwell@calstate.edu or Shahenaz Churiwala at (562) 951-4570 schuriwala@calstate.edu.

Richard Leffingwell, Senior Director

 

GOVERNMENTAL AFFAIRS
Karen Yelverton-Zamarripa, Assistant Vice Chancellor

Copies of CSU Legislative Reports and other legislative information pertaining to the CSU are available on the OGA website at www.calstate.edu/GA/.

 

INFORMATION TECHNOLOGY SERVICES
David Ernst, Assistant Vice Chancellor

This month marks the fifth anniversary of the Board of Trustees endorsement of the Integrated Technology Strategy-CSU's strategic plan for the use of technology. The "ITS Plan" provides the policy and project direction for such initiatives as the CMS, inter and intra campus telecommunications build out, and the MERLOT academic technology support project.

At its March 2001 meeting, the Board will be briefed on the accomplishments of the first five years of the ITS as well as on the challenges that face the CSU as it endeavors to utilize effectively the technology being put into place. The objective of the Board session on technology will be to have each member leave the meeting with the ability to explain the core elements of the University's technology approach

Common Management System

The CMS project has seen its first campus "go live" with the Human Resources module! California Maritime Academy went "live" with several business processes of the HRMS application on February 1st, 2001. Members of the CMS Hardware Operations Support (HOSS) and Software Operations Support (SOSS) teams and the Maritime Academy's HR implementation consultant, The Hunter Group, were on hand to celebrate the event.

Student Administration Pilot
We have signed a contract with The Hunter Group as the implementation partner for the Student Administration (SA) pilot project. The project was "kicked off" at both the Sonoma and Fresno campuses in February and planning meetings have occurred throughout the month. The Interactive Design and Prototyping (IDP) sessions will begin on both campuses the first week in March. The SA pilot project will last 20 months and will be completed by September 2002.

The SA pilot project will begin development and implementation on SA version 7.6 but will transition to SA version 8.0 as soon as possible. We will implement using a combined HR/SA database which will require upgrading the CMS HR baseline by February 2002 to meet the SA pilot schedule.

HOSS
The CSU has negotiated a contract for HOSS data center services with Unisys to provide HOSS support from its new data center in Salt Lake City. The data center will be operationally ready for CMS testing on May 1 and production ready beginning June 1. Temporary HOSS support is being provided from the CSU's West Ed facility in Los Alamitos.

Second Wave Campuses
Several 2nd wave campuses have recently hired their CMS project directors and are beginning to plan for their HR and Finance implementations. As 2nd wave campuses successfully complete their readiness assessments, the CMS Finance software (version 7.5) will be available in September 2001 and the HR software (version 8.0) will be available in February 2002.

HR and Finance
Work is progressing at San Bernardino for their go live date of April 2, 2001. Positive pay and workstudy fixes will be included in the March 26 maintenance release to the campuses. Fresno and Long Beach are currently testing the positive pay and San Jose is testing workstudy.

Finance has completed SAMS/FIRMS and the 1099 fixes. Both are included in the March 5 maintenance release to the campuses. Claims system testing is in progress with four campuses working with SOSS. We plan to conclude the testing by mid March and a claims workshop will be held for all 1st wave campuses in April.

New CMS Positions Available
Several new student administration and technical positions are now available. For more information, please visit the web site at: http://cms.calstate.edu/Homepage/CMSPositionsAvailable/CMSPositionsAvailable.htm

Hilary Baker, Senior Director

 

ACADEMIC TECHNOLOGY SERVICES

MERLOT, which stands for Multimedia Educational Resource for Learning and Online Teaching (www.merlot.org) is a free and open resource designed primarily for faculty and students in higher education. With a continually growing collection of online learning materials, assignments and reviews, MERLOT helps faculty enhance instruction. In one year, MERLOT's collection has grown from 2,300 to over 4,700 learning materials in all different disciplines. MERLOT is also a community of people who strive to enrich teaching and learning experiences. Twenty-three systems and institutions of higher education in the US and Canada support the MERLOT community, with the CSU leading the effort. The CSU was also awarded an NSF (National Science Foundation) National Science Digital Library grant to support the quality assurance of the MERLOT collection. To learn more about MERLOT, visit our MERLOT Tasting room at http://taste.merlot.org.

Gerry Hanley, Senior Director

 

TECHNOLOGY INFRASTRUCTURE INITIATIVE

4CNet
The CSU inter-campus network, 4CNet, is slated for significant growth this year in support of initiatives such as the CMS and the Digital California Project, and in support of growth within both the CSU and the California Community College system.

Connection to Teale Data Center
As also noted in the Financial Services section, 4CNet is connecting this month to the Teale Data Center. This will facilitate the exchange of payroll and other accounting information with the State Controller's Office.

Connection to HOSS Data Center
4CNet is establishing backup connectivity to the planned HOSS Data Center at the Unisys facility in Salt Lake City, Utah. This consists of a 45 Mb/s connection from Southern California and a second 45 Mb/s connection from Northern California.

Backbone Expansion
The 4CNet backbone is being expanded from 155 Mb/s to 622 Mb/s throughout the state, beginning in April. 4CNet is also adding a fourth Internet connection, bringing the total Internet capacity available to 600MB-s.

Digital California Project
The State of California has funded the Digital California Project (DCP) that will augment the existing CalREN-2 and 4CNet advanced services networks statewide and extend the reach of these networks into the K-12 education community.

Funding for DCP is provided through the budget of the University of California and through a Memorandum of Agreement. The Corporation for Education Network Initiatives In California (CENIC) is responsible for planning, implementing and managing the DCP network. 4CNet has been providing the Network Architect services to CENIC for the DCP and is anticipating providing the Network Operations services as well. For more information about DCP, please visit the DCP web site at: http://www.cenic.org/DCP.html.

Infrastructure Build-Out
The CSU has entered the first year of a three-year construction process that will provide each campus with vastly improved telecommunications infrastructure. The process on each campus has been broken down into two stages, Stage 1 will provide the physical infrastructure - spaces, conduit and cable/fiber - and Stage 2 will provide the related network electronics. Progress to date includes:

  • Phase 1 campuses - Northridge, Sonoma, Chico, Los Angeles, San Bernardino, Pomona, Dominguez Hills and Long Beach - have completed preliminary designs and are in the final stages of developing Stage 1 construction bid documents.
  • Pacific Bell has been selected as the systems integrator responsible for implementing Stage 2.
  • The Information Technology Advisory Committee (ITAC) has recommended Cisco Systems the "vendor of choice" for Stage 2 electronics.
  • Composed of campus technology specialists, the Network & Technology Alliance (NTA) Working Group has been established to craft Campus Network Technology Standards.
  • The first iteration of the Campus Network Technology Standards has been completed and will guide implementation through Phase 1.

Mark Crase, Senior Director

 


The Business and Finance Newsletter is accessible from the Chancellor's Office website http://www.calstate.edu/BF/. Questions related to receiving the B&F newsletter or changes in e-mail addresses should be directed to James Francel at (562) 951-4547 or jfrancel@calstate.edu.