NEWS FROM THE DEPARTMENTS

May 2001


NEWS FROM THE DEPARTMENTS

Message from the Executive Vice Chancellor
Brad Wells Leaves the Chancellor's Office

As you probably already know, effective April 30, Assistant Vice Chancellor Brad Wells left the Chancellor's Office to go to work for the Getty Museum as its Chief Financial Officer. I was very sorry to see Brad leave; he made many contributions to our operations over the last two years. However, this new job represents a real opportunity for Brad and I am confident he will serve our past Chancellor, Barry Munitz (head of the Getty), well.

We have begun searching for a replacement and I have been gratified that several very qualified people are interested in the position. We will try to move quickly to hire a new person but it may take a few months to actually bring someone on board. In the interim, if you have questions about the Financial Services division, please direct them to Paul Stromgren (562) 951-4602, pstromgren@calstate.edu, my special assistant

 

BUDGET OFFICE, 
John Richards, Director

2001/2002 State Budget Update

Review of the 2001/2002 State Budget by both the Assembly and Senate Budget Committees began in February 2001 and currently continues. There was a flurry of meetings and hearings by both committees in preparation for the Governor's May Revision. This revision, transmitted to the legislature on May 14, 2001, provides the Governor's projected economic outlook for the upcoming fiscal year and makes budgetary adjustments based on the state's revised estimates of revenue.

The May Revision included a number of actions associated with the CSU 2001/2002 Support Budget. It:

  • Reduced the 2000/2001 General Fund base budget by $685,000 to reflect increased reimbursements. A conforming adjustment was made to increase CSU reimbursements.
  • Reduced the Partnership Agreement annual General Fund increase from 4% to 2% for 2001/2002, resulting in a $46.8 million reduction.
  • Eliminated the 1% General Fund Partnership commitment for Long-term Budget Need, resulting in a $23.3 million reduction.
  • Increased funding above the Partnership Agreement by a net appropriations increase of $12.1 million which funds a $34.1 million adjustment for increased natural gas costs ($18.6 million in one-time funds and $15.5 million in permanent funds), and eliminates funding provided in the January budget proposal for the Diagnostic Writing Service, CSUPERB applied research, and one-time funds for instructional equipment.

Actions taken at May Revise resulted in adjustments to the CSU budget plan for 2001/2002 operating support that reduced the compensation pool for employee salary and benefit increases from 4% to 2% and eliminated funding provided for libraries ($4 million), deferred maintenance ($4 million), K-12 academic preparation outreach ($8 million), and CSU strategic academic programs ($10 million). Funding originally planned for increased network capacity in support of the CSU Integrated Technology Strategy was also reduced by $3.4 million.

 

Now that the Governor's May Revision has been released, the Assembly and Senate Budget Committees will reconsider, if needed, their current budget versions and forward them to their respective houses for approval. Once the respective budget bills are passed by the Assembly and the Senate, they will be forwarded to the Budget Conference Committee which will attempt to amend the differences between the different budget bills to achieve a 2/3-majority vote from each house. At that point, the final budget package, which includes any trailer bills to authorize and implement the budget by July 1, will be sent to the Governor for signature. The Governor may sign the package as is or using the line-item veto, reduce or eliminate any appropriation.

 

BUSINESS PLANNING & INFORMATION MANAGEMENT
Lenore Rozner, Assistant Vice Chancellor 

Housing Needs Assessment Program

The first phase of the Housing Needs Assessment was completed on April 30th with the distribution of the housing survey results to campus Presidents. The data shows that each campus faces different challenges regarding housing needs. The survey data will help assess those needs. Because of this, campuses will have the opportunity to participate in a follow-on housing needs study. Bay Area Economics is the firm selected via competitive bid to conduct the study. This assessment will further quantify the extent to which the availability and cost of housing are obstacles to recruiting and retaining faculty and critical staff. The assessment will be performed on a campus-by-campus basis by interviewing campus representatives who have been involved in successful and unsuccessful recruitment activities, conducting focus groups with recently hired faculty and staff, and other optional tasks identified by campuses. The study will be completed by the end of the summer.

Quality Improvement (QI) Programs

Strategic Performance Management System: In Fall 2000, the Quality Improvement Planning Committee began to explore the development of a performance management system that would support various campus quality improvement frameworks. After evaluating various software packages, the Panorama Business Views (PBviews) performance management software was acquired. PBviews software will support various frameworks such as Balanced Scorecard, Malcolm Baldrige, and TQM. It can assist campuses in linking and understanding, measuring and communicating performance in the context of strategic objectives and critical success factors. Campuses participating in the first group for implementation and training are Chico, Long Beach, San Bernardino, Monterey Bay, San Jose, Sonoma, Northridge, and Cal Poly San Luis Obispo.

Parking Permit Issuance Study: A study of the issuance of parking decals to CSU students has begun with a kick-off meeting of campus representatives in April 2001. Student Accounts Receivable representatives are collaborating with the process owners and Parking Offices in the study. The parking permit process is often riddled with manual activities and associated problems of incorrect addresses, lost decals, and timeline issues for mailing versus over-the-counter sales that often generate long lines at cashiers' windows at the beginning of the term. QI tools and data, including process mapping, benchmarking, performance data, and customer satisfaction surveys, will be used to evaluate the processes and problems. The desired outcome of the study is the development of a model practice for CSU campuses to consider. Campuses participating in the study are: Chico, Fresno, Fullerton, Hayward, Long Beach, Northridge, San Bernardino, San Jose, San Marcos, and San Luis Obispo. John Darakjy, Assistant Director of Financial Services at CSU Northridge, is the Project Leader for the study. Mohammed Qayoumi, Vice President of Administration and Finance at CSU Northridge, and Bill Barrett, Acting Vice President of Administration at CSU Fullerton, as system owners at their respective campuses, are the executive sponsors. Quality Improvement Programs at the Chancellor's Office will facilitate the study. Upon conclusion of the study in Fall 2001, a report will be distributed to the CSU campuses.

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 welcome reception is planned for Thursday evening, November 1, with the Symposium and Expo taking place on Friday, November 2. In July, information will be mailed to the campuses about registration and agenda, having a campus booth at the expo and nominations for the annual QI awards. This year, in addition to the Distinguished Service and Outstanding QIF and Function Chair awards, a new QI team award has been established. This award will recognize group or team QI efforts.

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 www.calstate.edu/tier3/qi

 

CAPITAL PLANNING, DESIGN AND CONSTRUCTION
J. Patrick Drohan, Assistant Vice Chancellor

CSU Capital Training Program 2001
SureTrak Scheduling for Construction Projects - June 20-21
The Law of Design and Construction - July 17

Participants may register for the "SureTrak" and "The Law" sessions as well as other 2001 training programs by visiting the CPDC website at http://www.calstate.edu/CPDC/CapProjTrg.shtml. 2001 has brought record?breaking attendance as we continue our commitment to meeting CSU capital training needs. We look forward to convening the "Campus Advisory Committee" in the near future as we plan the 2002 and beyond CSU capital training needs.

CPDC Due Dates for CPB&G Agenda Items

As you know, successful capital planning links to a well-defined project schedule. The dates that Capital Planning Building and Grounds (CPB&G) agenda items are due to CPDC are provided to assist you in your planning horizons. Thank you for recognizing their importance to the Board of Trustees and to each campus in achieving the CSU mission.

BOT Meeting Dates

Master Plan Revisions

All Other Items

2001

May 15-16, 2001

March 13, 2001

March 27, 2001

July 10-11, 2001

May 8, 2001

May 22, 2001

September 11-12, 2001

July 10, 2001

July 24, 2001

October 25, 2001

N/A

N/A

November 13-14, 2001

September 11, 2001

September 25, 2001

2002

January 29-30, 2002

November 27, 2001

December 11, 2001

March 12-13, 2002

January 15, 2002

January 29, 2002

May 14-15, 2002

March 12, 2002

March 26, 2002

July 16-17, 2002

May 14, 2002

May 28, 2002

September 7-18, 2002

July 16, 2002

July 30, 2002

October 21, 2002

N/A

N/A

November 12-13, 2002

September 10, 2002

September 24, 2002

CSU Facilities Planning and Management Conference

"CSU Facilities Planning & Management Conference, Manhattan Beach Marriott, October 7-9, 2001".

CPDC will be launching the conference agenda and on-line registration website for this dynamite CSU event in mid-July. Bookmark the website and mark your calendar because you won't want to miss this one: http://www.calstate.edu/CPDC/2001FPMconference.shtml

Linda Burke, Director of Trustees/Legislative/Capital Training Programs

ARCHITECTURE AND ENGINEERING
J. Patrick Drohan, Assistant Vice Chancellor

DSA MOU for Disabled Access Review

The University and the Division of the State Architect (DSA) have signed a Memorandum of Understanding that will allow the CSU to contract directly with outside consulting firms that DSA currently utilizes to perform Disabled Access Reviews on their behalf. Under the terms of the MOU, the CSU will be able to have the access review and approvals performed under pre-approved contracts directly with the identified review firms; no submittal to a DSA office will be required. This capability should remove several weeks from the agency approval process for major capital projects. Code interpretations and approval of alternative solutions or exemptions will remain under the direct control of the State Architect. Negotiations to perform these reviews are currently underway with Wildan Associates, one of four plan check firms under contract to the CSU for General Code Compliance Review. Wildan is already under contract with DSA for plan review services. The three remaining plan review firms utilized by the CSU have also applied to DSA for access review services, and are currently being evaluated by DSA staff.

CSU/SFM Working Group

The CSU and the State Fire Marshall formed a working group that met May 14th to discuss how both agencies can improve their interactions. A similar working group established by DSA led to the MOU discussed above. We are hopeful that similar impacts can be achieved in our relationship with the SFM. The CSU component of this group is represented by Robert Schulz in CPDC, Senior Building Official for the CSU; Jay Bond, Associate Vice President for Facility Management at CSUF, representing our executive Deans and Plant Directors; and M.C. Hull, Director, EH&S at San Diego State University, representing the EH&S officers. Plan review and construction inspection for new facilities, and on-going inspections of existing buildings will be the focus of the initial meeting.

Robert C. Schulz, AIA, Chief of Architecture and Engineering

PLANT, ENERGY AND UTILITIES

As the State of California enters the summer of 2001, we are faced with an energy crisis that will have a significant impact on the campuses of the California State Universities. In an effort to reduce the strain on the state's electrical grid, up to 16 campuses have plans to shed loads on a volunteer basis as part of the California Independent System Operator's (CAISO) Demand Reduction Program (DRP). The program pays institutions $20,000 per month for each Megawatt (MW) of reduction pledged and $500 for each Megawatt-Hour (MWH) that is actually shed.

The DRP is structured such that the CAISO will call upon campuses to shed their pledged loads during Stage 2 Emergencies as a method of controlling the strain on the electrical grid. A Stage 2 Emergency occurs when reserve power on the grid drops below five percent. The parameters of the program allow campuses to be called in four-hour increments, for a maximum of 24 hours per month. The calls will generally occur in peak consumption hours of 11 a.m. to 7 p.m. The four campuses that are part of a prior interruptible electrical service program (Fullerton, San Bernardino, Pomona, and Long Beach) are not eligible for the DRP.

When the CAISO cannot hold the grid with a reserve of at least 1.5 percent using controlled load shedding, a Stage 3 Emergency is called. In a Stage 3 Emergency, the CAISO will initiate rolling blackouts throughout the state. The blackouts will affect all power users other than those providing essential services such as police, fire, and hospitals. They will last for 90 minutes and there will be little or no warning when and where they will occur. It is predicted that there will be over 30 days of Stage 3 Emergencies requiring rolling blackouts over the course of the summer. It is currently being investigated if campuses can enter into the CASIO Optional Binding Mandatory Curtailment (OBMC) program that would require 10-15 percent of the campus load to be shed on a 15-minute notice in return for an exemption from rolling blackouts.

The Chancellor's Office is working with Energy Managers and Facilities Directors at each campus to develop communication protocol and reporting to give as much warning as possible in the event of power or natural gas curtailments.

Mark Gutheinz, Chief of Plant, Energy & Utilities

A complete listing of 2000-2001 due dates for CPB&G agenda items is located at the CPDC website: http://www.calstate.edu/CPDC/Executive/index.shtml

 

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 http://www.calstate.edu/GA/

 

FINANCIAL SERVICES

CONTRACT SERVICES AND PROCUREMENT

Systemwide Contracting Activity
CSU Audit Services:
The CSU has completed the process of selecting a CSU systemwide auditor. KPMG was selected for a contract term of three years with three one-year options for renewal

Academic Program Initiatives: CS&P is currently working with both Sun and Oracle to negotiate systemwide agreements for participation in their respective academic initiative for software products and associated training courses and seminars. The agreements will provide for discounted enrollment rates for participation by interested campus faculty, and Extended Education departments.

Academic Software Pricing: The CSU has just signed pricing agreements with Adobe and Filemaker establishing aggressive discounts on the two firms' product lines. Both agreements provide for purchases by campuses through Compucom, Inc. An easy-to-use web site is in the final stages of construction that will provide on-line ordering via credit card and online quotes. In some cases, minimum quantity orders may be required under the licensing. A Chancellor's Office Contract Services & Procurement (CS&P) bulletin will be issued in the near future with details on how to buy. Other software pricing or licensing opportunities, such as Symantec products, are being negotiated at the time of this writing and will be announced soon.

Previous CS&P Systemwide Bulletins can be found at http://www.calstate.edu/csp/. Please refer any questions to troberts@calstate.edu.

Cisco Hardware Pricing: During the negotiations for the Master Enabling Agreement (MEA) for the Infrastructure Terminal Resources Project, Pacific Bell has extended a discount price structure on Cisco equipment to the CSU campuses and auxiliaries.

Equipment discounts include:

42%

Discount off the then current Cisco U.S. price list

15%

Equipment Trade-In (port-for-port)

5%

In-kind discount to be used for non-production equip, spares, training and services

The requirement for competitively bidding Cisco products through Pacific Bell is satisfied by the award to Pacific Bell under CSU RFP M000127. Purchases must be made through Pacific Bell. Details can be obtained through the CS&P Systemwide Bulletin 00-07 issued March 20, 2001 at http://www.calstate.edu/csp/. Please refer any questions to troberts@calstate.edu.

Procurement and Support Service Officers Professional Development Program

A proposal is currently under development to establish a systemwide Professional Training and Certification program for purchasing and contracts personnel. The intent of the program is to provide a custom CSU training program tailored to CSU needs. The proposed program will offer hands-on training and preparation for the National Association of Procurement Managers (NAPM), Certified Procurement Manager's (CPM) and Associate Procurement Practioneers (A.P.P.) designations and customized CSU curricula for a CSU Professional Designation. External and internal resource providers from the CSU and UC will be utilized by this proposal to contain cost and provide continuity. A total of 19 purchasing professionals throughout the CSU have received certifications since the PSSO council initiated the professional development program in 1997 as a result of the Procurement Process Improvement Initiative. Please refer any questions to Loren House: lhouse@calstate.edu.

Procurement Card Program

As reported in the January newsletter, the CSU has established a contract with a new provider of procurement cards, Paymentech. As of this month, 14 campuses have signed up with Paymentech. The new contract provides several value-added benefits such as online reconciliation of statements and enhanced reporting. Questions may be directed to Brian Kritzelle at CSU Los Angeles: bkritzell@clanet.calstatela.edu

Announcement

It is with mixed emotions that we announce that Jackie Baird retired on May 11, 2001. Jackie has served the CSU for over 29 years and managed CO purchasing operations for the last six years. Jackie was instrumental in establishing and administering many of the system wide agreements such as Oracle and Microsoft that have been of such benefit to the CSU. She will be missed by all of her colleagues in the CO and on campuses.

Pat Dayneko, Director

 

INFORMATION TECHNOLOGY SERVICES
David Ernst, Assistant Vice Chancellor

Information Technology Services Website

A recently revamped ITS website is the gateway to information about CSU ITS initiatives, to technology links at CSU campuses and to state and national technology resources. Please visit the website at http://its.calstate.edu

Technology Infrastructure Initiative

California State University has partnered with Alcatel e-Business Networking, a worldwide leader in telecommunications and the Internet, to establish a networking technology curriculum and training program at participating CSU campuses. In addition, this unique partnership will create technology labs, internships, scholarships and other opportunities for CSU students, systemwide. CSU Long Beach and CSU Monterey Bay have been selected to pilot the networking curriculum in spring 2001.

The program is intended to teach the fundamentals of networking technology by establishing or enhancing networking courses at CSU campuses and will be used not only for student courses but also for CSU staff training. CSU Long Beach and CSU Monterey Bay will first offer the curriculum, which will provide instruction from a comprehensive introductory base of networking terminology and concepts such as convergence of data, voice and video technologies on LANs, WANs, and the Internet. It will enable students and staff to design, implement, troubleshoot, and maintain networking infrastructures.

To supplement the learning experience, Alcatel will also provide personnel and industry experts with specific areas of expertise to serve as guest lecturers at CSU. In addition, $75,000 will be donated to create and implement a "Networking Bootcamp" at CSU Monterey Bay and other training programs that will target the K-12 community. CSU Long Beach will also develop a certificate program for CSU employees.

CMS

San Bernardino Campus Goes Live with Finance and Human Resources: The San Bernardino campus went "live" with the Finance and HRMS CMS baseline on April 2nd, 2001. Members of the CMS HOSS and SOSS team plus the San Bernardino implementation consultants from PriceWaterhouseCoopers, were on hand to ensure a successful initial implementation.

Student Administration Pilot Prototyping Underway: The first of the Student Administration prototyping sessions, Academic Structure, was completed at both the Fresno and Sonoma campuses. The Campus Community prototyping is now underway.

CMS Interviews: The latest in our series of CMS interviews is now available entitled "Focus on Fresno Campus". It is an interview with John Briar, CSU Fresno Project Director and Rafael Solis, CSU Fresno Director for the Student Administration Pilot Project, and is available on the CMS Communications page under CMS Interviews (March 2001). http://cms.calstate.edu/Communications/communications.htm

HOSS Data Center Activity: The CMS data center in Salt Lake City has been a "bee-hive" of activity this past month. The SOSS campus development and production environments for the first wave campuses have been completed. This included hardware and software installation and configuration of more than 40 Unix and NT servers. The PeopleSoft applications where installed and certified, and HOSS & SOSS testing began. Training plans have been completed and initial campus training was conducted for the weeks of April 23rd and April 30th.

HR and Finance End User Training: The CMS Human Resource and Financials end user training product was delivered to campuses in April. Design teams, consisting of campus and baseline representatives, spent the month of March reviewing the final drafts in preparation for the release and workshops were held to train the baseline and campus teams on how to install and customize the materials.

For more information on the CMS project, please visit our website, http://cms.calstate.edu

Hilary Baker, 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.