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NEWS FROM
THE DEPARTMENTS
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A
MESSAGE FROM THE VICE CHANCELLOR
Richard P. West, Executive Vice
Chancellor and Chief Financial Officer
On December 31, 2001 John Richards, CSU Budget
Director, retired after over 33 years of serving
the university system. Mr. Richards will continue
to share the wisdom and knowledge he gained over
those years as a consultant through the end of this
fiscal year. Stepping in to fill the vacuum left by
Mr. Richard's retirement is Mr. Rodney Rideau,
Acting Budget Director, who has been with the CSU
since 1988.
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NEWS
FROM THE DEPARTMENTS
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BUDGET
OFFICE,
Rodney Rideau, Acting Budget
Director
2002/03
Governor's Budget
The 2002/03 Governor's Budget was transmitted to
the legislature on January 10, 2002 and includes
$137.8 million to fund the $269.1 million CSU
budget request approved by the Board of Trustees
last October. The funding is comprised of a $116.9
million state General Fund increase and a $20.9
million increase in State University Fee revenue
from enrollment growth. The CSU budget plan, based
on the Governor's Budget appropriation, funds
mandatory cost obligations for employee health
benefits, new space and property insurance,
enrollment growth of 12,030 full-time equivalent
students (FTES), summer year round operations at
CSU Chico, network equipment associated with the
CSU technology infrastructure build out, and a one
percent compensation increase for employees.
Additional actions that will be required in the
2002/03 fiscal year include a $20 million permanent
reduction in CSU base budget appropriations to
reflect lower natural gas rates, a $6.5 million
reduction in funding provided for the Educational
Technology Professional Development Institute
program that trains K-12 teachers in the use of
technology in the classroom, a $5 million reduction
in the operating budget of the CalTeach teacher
recruitment program, and a $14.5 million reversion
of state funds provided after 1998 and 1999 fee
reductions for the CSU State University Grant
program. Technical adjustments in payments for
lease revenue bonds and the increase in costs for
annuitant dental benefits have been incorporated in
the 2002/03 Governor's Budget proposal.
As campuses plan for 2002/03, they should
continue to make preparations for a current year
total reduction that approaches $30 million (which
includes the $20 million already identified for
lower natural gas costs and another $9.5 million
previously associated with statewide plans to
address the $12.4 billion current year shortfall).
The $84.2 million General Fund requirement for
increased retirement contribution costs has been
funded for both the current year and budget year in
the Governor's Budget proposal.
2002/03
Governor's Budget Allocations
Campus allocations based on the 2002/03
Governor's Budget will be available by March 1,
2002. The allocations will identify current year
base budget adjustments and funding changes
associated with the Governor's 2002/03 budget
proposals. Campus allocations will include
expenditure adjustments for enrollment,
compensation, new space, health benefits, property
insurance, and State University Grants. Details of
specific actions to implement the $20 million
natural gas budget reduction will also be
provided.
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BUSINESS
PLANNING & INFORMATION MANAGEMENT
Lenore Rozner, Assistant Vice
Chancellor
Quality Improvement (QI)
Programs
Spring
Training - March 11-12, 2001 at CSU Monterey
Bay
Each year, the Quality Improvement Program
sponsors a training event for campus
representatives (Quality Improvement Facilitators
and Function Reps) to provide them with information
on the latest tools in the QI Toolbox. This year's
Spring Training program will be held on the campus
of CSU Monterey Bay on March 11 and 12.
On the morning of March 11, we will be offering
two pre-conference sessions: an introductory class
for those new to QI, as well as a "Master Class" in
the PbViews performance management software, for
experienced systems administrators. After a
"Welcome" lunch, we will offer afternoon sessions
that include discussions on maximizing QI efforts
during "lean times" and a panel discussion on how
to pull performance data into a coherent effort
that is driven by your organization's strategic
plan.
Day 2 will be a full-day course: "Focus on
Facilitation" presented by Orion Development.
Attendees will learn practical approaches and
communication skills for effective group
facilitation and team decision-making. This session
will be an essential learning experience for
anyone involved in working with cross-functional
teams.
For more details on this event, visit the QI
website at http://www.calstate.edu/qi.
Customer
Satisfaction Survey Spring 2002
The Quality Improvement group will be
administering a customer satisfaction survey this
spring at participating campuses. We are continuing
our efforts to move toward a web-based solution,
and this year will be surveying all faculty and
staff via the Internet. In addition, several
campuses are exploring the possibility of surveying
students as well using the web: Cal Poly SLO, CSU
San Marcos, and CSU Northridge. Participating
campuses will administer the survey in February and
March, with systemwide reports scheduled to be
published this summer. All data from this survey
will be downloaded directly into PbViews for
individual campus analysis and reporting.
Performance
Measurement 2001
Don't forget… during fiscal year
2001/2002, campuses can individually elect to
submit data via the on-line QI performance
measurement website. Functional data is due in
January. Results will be calculated and available
to campuses by March 2002. No data analysis or
systemwide report will be produced this year,
except for the Procurement function. At the
conclusion of their data collection effort,
procurement representatives will review and analyze
the data and publish the performance measurement
results. Questions regarding the procurement
measurement effort can be directed to Dolores
Basilio at dbasilio@calstate.edu.
For more about QI activities and events, contact
John Sanders at the Chancellor's Office, (562)
951-4556 or jsanders@calstate.edu,
or, visit the QI website at http://www.calstate.edu/qi.
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CAPITAL
PLANNING, DESIGN AND CONSTRUCTION
J. Patrick Drohan, Assistant Vice
Chancellor
CONSTRUCTION
MANAGEMENT
SUAM, Section
XII-Construction Management for Public Works
Contracts
In November, CPDC updated the State University
Administrative Manual (SUAM), Section
XII-Construction Management for Public Works
Contracts, primarily in response to the 2001
construction audit recommendations. A listing of
the specific changes follows.
Section 9721.07, Alternatives, has been
modified to include the requirement that
alternatives be submitted to the CPDC facility
planner for review and approval prior to bid. The
revision also includes a clarification on the use
of alternatives.
Section 9721.08, Allowances, has been
modified to include a definition of allowances and
a brief explanation of the process for using them.
Also samples of allowances are provided, along with
the requirement that all allowances be submitted to
the CPDC construction engineer for review and
approval prior to bid is included. The revision
further includes the requirement that allowances
shall not exceed ten percent of the project's
construction value.
Section 9785, Selection of Firms to Supply
Soils and Materials Testing Laboratories, and
Project Management and Inspection Services
(Construction Services), has been revised to
include the policy to contract on-site project
management and inspection services separately from
testing services whenever economically
feasible.
Section 9786.03, Service Agreement
Amendments, has been modified to suggest that
actual services performed and new services to be
performed be documented, so that encumbered funds
are not expended against unauthorized services. It
further suggests that once the project is complete,
and services for an agreement are no longer
required, that the construction administrator issue
an amendment to credit the agreement, and
disencumber the balance of funds in the
agreement.
Section 9824.01, CSU Request for
Certified Payroll, has been modified to include the
Hourly Labor Rate Worksheet, and require submittal
of this form by the contractor for its entire
payroll as well as for all of its
subcontractors.
New forms: Subcontractor Change Order
Request Summary, Contractor Change Order Request
Summary, Hourly Labor Rate Worksheet, and Building
Permit have been added to Appendix D.
It is intended that these changes and updates to
SUAM serve to strengthen management practices for
all public works type projects whether major, minor
or special repair. Staff may download a copy of the
newly updated SUAM, Section XII, and the new forms,
found in Appendix D from the CPDC web site:
www.calstate.edu/cpdc,
under "Executive." Note that staff is currently
working on revising this same section to include
all the legislative updates, particularly those
relative to the Minor/Major Capital Outlay contract
thresholds. This update shall be posted to the web
site before the end of this month.
Contract
General Conditions
Staff is currently working on the updates to
the Contract General Conditions for Major Capital
Outlay Projects, Minor Capital Outlay Projects, Job
Order Contracts and Design-Build Projects. The
updated versions shall be available on CPDC's web
site before the end of this month.
James R. Corsar, Chief of Construction
Management
Land Use
Planning and Environmental Review
On December 21, the Stockton Center Site
Authority approved a long-term ground lease, by
which the CSU trustees grant a long-term interest
in the former Stockton State Developmental Hospital
Site to the Stockton Center Site Authority. The
Site Authority is a Joint Powers Agency of the City
of Stockton and the trustees. It was created to
establish a CSU educational center and implement an
economically viable redevelopment of the site. The
ground lease, with an initial term of fifty (50)
years, allows for financing of future development
and related improvements that are anticipated to be
part of a master development plan that ultimately
will be approved by the Stockton Center Site
Authority and the City of Stockton. The
implementation of the development plan will be
accomplished through a Master Sublease from the
Stockton Center Site Authority to the development
partner, along with an associated development
agreement.
This action is the second step in establishing
the organizational framework within which the
Stockton Center Site Authority can proceed with
development and ultimate implementation of a master
development plan for the site. The first step was
the formation of the Stockton Center Site
Authority. The development project is a long?term
investment on the part of all the stakeholders in
this project, including the City of Stockton and
the CSU. The total length of the ground lease term
reflects this long-term outlook.
David A. Rosso, Chief of Land Use Planning
and Environmental Review
Plant,
Energy & Utilities
The California State University's primary energy
provider, Enron, has filed for Chapter 11
bankruptcy protection after suffering a wide array
of financial difficulties over the past several
months. The joint contract that the CSU and
University of California have with Enron has been
in place for the past four years and has allowed
the Universities to enjoy substantial cost savings
for electric power. The Enron contract serves 19
CSU campuses, the Chancellor's Office, 9 UC
campuses, and the UC Office of the President. While
Enron has canceled many of its energy contracts
nationally, the CSU/UC contract still remains in
place and is projected to continue in place for the
near future. The CSU/UC Energy Oversight Board is
following the situation closely and developing
contingency plans should Enron prove unable to
serve campus electrical loads.
As the energy crisis begins to subside, at least
from a supply perspective, natural gas unit prices
continue to drop significantly. Campuses were
paying prices as high as $1.70 per therm (a therm
is equal 100,000 Btu) last year during the peak of
the energy crisis. A typical campus, such as San
Luis Obispo, will use around 180,000 therms of
natural gas per month during the winter season for
heating and other utility needs. Presently natural
gas is averaging about $0.55 per therm and the
price is projected to drop further over the next 12
months as improvements in gas transportation
infrastructure are implemented.
Mark Gutheinz, Chief of Plant, Energy and
Utilities
CPDC Due
Dates for CPB&G Agenda Items (May 14-15, 2002
Trustees' Meeting)
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Master Plan Revisions:
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March 12, 2002
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All Other Items:
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March 26, 2002
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A complete listing of 2001/02 due dates for
CPB&G agenda items is located at CPDC website
http://www/tier3/PPD/Executive/index.html
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FINANCIAL
SERVICES
Dennis Hordyk, Assistant Vice
Chancellor
FINANCIAL
SYSTEMS STANDARDS AND REPORTING
GASB 34/35
Implementation
The Financial Standards Advisory Committee has
been conducting regular meetings 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/FASB reporting issues and to
identify changes needed to generate financial
statements in compliance with GASBs Nos. 34 and 35
effective with June 30, 2002 GAAP financial
statements for CSU and related entities.
Two days of implementation training has been
tentatively scheduled for all campuses at the LAX
Crowne Plaza on March 12 & 13, 2002. The final
training agenda and the registration package will
be sent in January.
The meeting minutes of the Financial Standards
Advisory Committee and other documents are
available at http://www.calstate.edu/SFR/.
Electronic
Interfaces with SCO
The Chancellor's Office Financial Systems,
Standards & Reporting department is available
to assist campuses wishing to establish secure
electronic data file exchanges between the CSU and
the State Controller's Office via File Transfer
Protocol (FTP) with the Teale Data Center. Typical
exchanges would include Agency Reconciliation
Files, Controller's Balances & Prior Year
Accruals, Paid Claims/CD102, Payment &
Employment History, PIP, as well as new interfaces
such as the State Treasury reconciliation file.
Fourteen campuses have now established their
connection. In addition, nine campuses and the
Chancellor's Office are using a separate FTP
process over the internet for sending claims audit
files to the SCO Audit Division. This interface
eliminates the need for mailing claim audit
diskettes to the SCO. To request an FTP account for
connection, campuses need to fill out and submit an
Access Authorization form to the Financial Systems,
Standards & Reporting department. To request a
copy of the form, please contact Jan Earl at
jearl@calstate.edu.
For more information, contact Laleh Graylee at
lgraylee@calstate.edu
or Jan Earl at jearl@calstate.edu.
Update on the IPEDS
Finance Survey
The 2000/2001 IPEDS Finance Survey is due to
NCES by April 19, 2002. This is the second year the
data will be transmitted via the web. As in the
past, the C.O. will prepare the report on behalf of
each individual CSU campus. Campuses will be given
an opportunity to review their data on the Web at
the end of March before the report becomes
finalized.
For more information, contact Sedong John at
sjohn@calstate.edu.
FIRMS Update
Chief Financial Officers will receive a memo in
January outlining the changes in FIRMS Reporting
Requirements. This letter will provide information
on changes that will become effective with the last
quarter submission of the 2001/2002 fiscal year.
Please forward questions to Sedong John at
sjohn@calstate.edu.
Laleh Graylee, Director
CONTRACT
SERVICES AND PROCUREMENT
CSU
Procurement and Support Services Officers
Association, Professional Development
Training
The department has been working closely with the
Procurement and Support Services Officers (PSSO)
over the past year in developing a CSU customized,
professional development program for purchasing and
contracting staff throughout the system. The
program offers coursework targeted at obtaining a
Certificate in Purchasing Management (C.P.M.) in
addition to customized CSU classes focusing on CSU
procurement policy and law, contract management and
administration skills. The program was integrated
in January 2002. Registration and other information
are available at: http://www.calstate.edu/Csp/training.shtml
SBC Datacomm
Master Agreement for Network Equipment and
Services
A Master Agreement has been established through
which campuses and auxiliaries may purchase
discounted Cisco equipment, network engineering,
installation and maintenance services. The primary
scope of the Agreement is to supply equipment and
services in support of CSU's Infrastructure
Build-Out Project; however, the Agreement may be
used to purchase equipment and services not a part
of the Infrastructure Build-Out Project. The
agreement announcement can be found at http://www.calstate.edu/csp/Bulletins/02-01/02-01.pdf.
Contact Tom Roberts via email at: troberts@calstate.edu
or telephone (562) 951-4583 for additional
information
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GOVERNMENTAL
AFFAIRS,
Karen Yelverton, 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/oga
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INFORMATION
TECHNOLOGY SERVICES
David Ernst, Assistant Vice
Chancellor
TECHNOLOGY
INFRASTRUCTURE INITIATIVE
Pharos
Completed
The Pharos system of unified access to
information resources is ready to begin service to
students and faculty across the CSU. The key
hardware and software components have been
completed and installed, including a union catalog
of the combined holdings of CSU libraries with
real-time item availability status, user
authentication and authorization, and an automated
intercampus circulation system that enables direct
patron-initiated borrowing. The Web-based Pharos
portal incorporates the union catalog, direct
patron borrowing, and integrated searching of a
wide array of library information sources within
the CSU and beyond to the World Wide Web. Library
staff training for Pharos is now underway and
intercampus circulation will be activated in March.
Planning is also underway to expand Pharos to
incorporate instructional tools in information
competence, online reference assistance, and access
to other resources such as image databases and the
CSU Specialty Centers. For a look at the Pharos
portal and the CSU union catalog, go to http://130.150.173.189/webpac/spharosstart.html.
COMMON MANAGEMENT SYSTEM
(CMS)
Successful
Year for CMS PeopleSoft Project
2001 was a truly momentous year for the CMS
PeopleSoft project. Eleven campuses are now
operationally using the CMS PeopleSoft Human
Resource and/or Finance software from a new,
outsourced data center, the CMS Student
Administration project is on schedule to go live on
three campuses this quarter, and several 2nd wave
campuses have begun their Finance and/or Human
Resource prototyping using the CMS baseline
software.
The three-campus Student Administration pilot
project remains on schedule to meet the February
campus milestones of processing
Admissions/Recruitment data and generation of
Financial Aid award letters for new and returning
students. Conversion and testing are key activities
this month.
Ongoing
Support for Legacy Financial System
BMS continues to maintain the Financial Records
System (FRS) for campuses as they plan their
migration to PeopleSoft Financials. A minor FRS
release was distributed in December. BMS also
continues to provide FRS Data Warehousing services
for campuses that have gone live with PeopleSoft to
facilitate accessing their FRS data for historical
and audit reporting needs.
MMS+
Incorporates CMS Chart of Accounts
BMS supports MMS+, a facilities management
system used by six campuses. An interface has
recently been developed and tested to incorporate
the CMS
PeopleSoft Chart of Accounts for work order
entry, purchase order and most major system
modules.
Please visit the CMS web site for additional
information at: http://cms.calstate.edu/
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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.
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