Business and Finance


 

March 2002

NEWS FROM THE DEPARTMENTS

 


NEWS FROM THE DEPARTMENTS

BUDGET OFFICE, 
Rodney Rideau, Acting Budget Director

Governor's Budget

The Governor released the proposed 2002/03 state budget in mid-January. The Governor's Budget Allocation letter was issued to campuses in early March and is available on the Budget Office website at www.calstate.edu/budget/ .

Legislative Analyst Office Analysis of the Governor's 2002/03 Budget

The Legislative Analyst released its Analysis of the Governor's 2002/03 Budget on February 20, 2002, recommending redirection and/or reduction of approximately $21.2 million from the Governor's Budget proposal for CSU. The LAO's recommended reductions would include: reducing CSU's request for Chico's YRO conversion by $223,000 with the recommendation that the Legislature approve $977,000 (of the $1.2 million in the Governor's budget) but continue to link the funding to summer enrollment growth. An additional reduction of $21 million is recommended to convert the Governor's Teaching Fellowships into Assumption Program of Loans for Education (APLE), which is administered by the Student Aid Commission.

In association with the general reductions proposed by the Analyst, separate recommendations are made regarding the CSU's student fee policies, CSU year round operations (YRO) and summer enrollment, institutional financial aid programs, and the CSU and UC's joint doctoral programs.

CSU is opposing the Analyst's recommendations and our response to the Analysis of the 2002/03 Budget Bill will be distributed in mid-March.

Upcoming Budget Items

Legislative pre-hearings and budget subcommittee hearings are scheduled to begin in Mid-March and will continue through May.

BUSINESS PLANNING & INFORMATION MANAGEMENT
Lenore Rozner, Assistant Vice Chancellor 

Quality Improvement (QI) Programs

2001 Customer Satisfaction Survey Report

The 2001 Systemwide Customer Satisfaction Survey report is now available for review on the QI website at www.calstate.edu/Qi/custsurvey/CSSintro.shtml . We will not be printing and distributing these reports to your campuses as we have in the past, so we encourage all interested individuals to refer to the on-line version of the report. These reports can be printed if needed.

The QIF Council
The Quality Improvement Steering Committee has just approved the formation of a Quality Improvement Facilitator (QIF) Council, the purpose of which is to enhance communication, engagement and education among QI practitioners within the CSU. Regular meetings will be arranged (some of which will be coordinated with such events as the QI Symposium and the QI Spring Training), so that QIFs from around the system can share ideas, provide input into the direction of the QI Programs, and foster mentoring relationships between seasoned QIFs and new QI folks. Suggested topics of discussion include:

  • Review of ongoing initiatives: e.g.: Performance Measurement efforts, Customer Satisfaction Surveys, etc.
  • Announce/introduce new programs/training offerings
  • Sharing of strategies to build QI involvement
  • Working with campus leaders to promote QI
  • Input from campuses on the direction of the QI Programs
  • Relaying information from QI Planning Committee meetings.

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.

FINANCIAL SERVICES
Dennis Hordyk, Assistant Vice Chancellor

Organizational Changes

Accounting and financial reporting responsibilities were realigned recently within the Financial Services Office following an extensive review of the functional relationships among the activities, as well as feedback from the internal and external business community. The new organizational alignment will clarify functional accountability for our different internal and external support roles, and it will provide the organizational framework for future development of specialized systems solutions to meet the CSU's changing business services environment. The new organizational structure is:

Responsibility for consolidation of the annual CSU systemwide financial statements is being reassigned to the Financial Systems Standards and Reporting (FSSR) Department. This department, under the direction of Laleh Graylee, will continue to be responsible for defining and maintaining systemwide financial reporting standards, oversight responsibility for the collection and publication of systemwide financial data, and coordination of the activities of the Financial Standards Advisory Committee. The FSSR will also continue its leadership of the systemwide implementation of GASB 34/35 reporting requirements.

A new department, Systemwide Financial Operations (SFO), has been created to consolidate our systemwide accounting activities into a separate organizational unit. The SFO will be responsible for maintaining the CSU's control agency accounts for all systemwide activities including enterprise funds, bond funds, capital outlay funds, debt service funds, risk pool funds, and systemwide general funds. Sean Boylan will serve as Acting Director of the SFO.

Lastly, under the leadership of Bill Musselman, the Chancellor's Office Accounting Department will continue to provide direct customer-based accounting and financial services support to CO staff, CO-administered programs, and other operational activities of the Chancellor's Office.

FINANCIAL SYSTEMS STANDARDS AND REPORTING

GASB 34/35 Implementation

A two-day CSU GASB 34/35 Implementation workshop was conducted by the Financial Standards Advisory Committee on March 12 & 13, 2002 at LAX. Approximately two hundred people from CSU campuses and auxiliary organizations attended the two-day workshop. The purpose of this workshop was to roll-out CSU's GASB 34/35 implementation plan and provide enough information to the campuses to be able to recast their June 30, 2000 financial statements into the new model.

A follow-up workshop will be scheduled in June to cover the conversion process from legal basis into the new financial statements.

An RFP (M010232) has been issued for outsourcing the capital assets inventory, infrastructure valuation and calculation of depreciation. The purpose of this request for proposal is to solicit proposals from qualified independent consulting firms with a specialization in capital assets and infrastructure valuation and depreciation in compliance with GASB 34/35.

For more information, contact Laleh Graylee at lgraylee@calstate.edu .

Electronic Interfaces with SCO
Starting July 1, 2002, Teale Data Center will no longer support the use of round reel tapes for exchanging State Controller's Office data with State Agencies.

The Financial Systems, Standards & Reporting Department has been assisting campuses wishing to establish secure electronic data file exchanges between the CSU and the State Controller's Office via File Transfer Protocol (FTP). This connection accommodates secure electronic data exchanges between CSU and SCO via File Transfer Protocol (FTP) for exchange of transaction files via Teale Data Center. Typical exchanges would include Agency Reconciliation File, 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 FTP 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. Campuses that are still receiving their data via tapes or cartridge need to establish their FTP accounts no later than 5/1/02. This will allow sufficient time for coordination and testing of electronic data exchanges with State Controller's Office and Teale Data Center. To request an FTP account, campuses need to fill out and submit an Access Authorization form to the Financial Systems, Standards & Reporting department at sfr@calstate.edu .

For more information, contact Laleh Graylee at lgraylee@calstate.edu

Update on the IPEDS Finance Survey

The Spring 2002 data collection opening has been postponed. The 2000/2001 IPEDS Finance Survey is due to NCES by May 3, 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 around April 15 before the report becomes finalized.

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

FIRMS Update

There will be no change in FIRMS reporting requirements for 2001/02. However, new validation criteria has been proposed and accepted by the Financial Standards Advisory Committee for implementation effective last quarter submission for fiscal year 2001/2002. The new validation criteria will be implemented to enforce data integrity. Please forward questions to Sedong John at sjohn@calstate.edu.

Laleh Graylee, Director

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

INFORMATION TECHNOLOGY SERVICES
David Ernst, Assistant Vice Chancellor

COMMON MANAGEMENT SYSTEM (CMS)

The California State University has reached a major milestone in the implementation CMS. Fresno, Sonoma, and the California Maritime Academy, are among the first institutions in the world to be using PeopleSoft's 8.0 release for student administration and human resources management. Additionally, Fresno State was the first higher education institution to implement the PeopleSoft Campus Portal, which enables a seamless gateway to self-service navigation.

As part of the PeopleSoft "Early Success" program, the CSU received early access to the PeopleSoft human resources and student administration 8.0 software. On February 4, Sonoma State and the California Maritime Academy became the first CSU campuses to process enrollment applications and human resource transactions using the new software. On February 19, the Fresno campus also began processing human resources and student applications. These two events mark the first in the series of stages that will take the pilot campuses to full student administration implementation by September 2002.

Please visit the CMS web site for additional information at: http://cms.calstate.edu/.

ACADEMIC TECHNOLOGY SERVICES

MERLOT continues to receive national attention, as two recent articles in the Chronicle of Higher Education attest. MERLOT is pursuing collaborations with digital libraries to increase the collections available to CSU faculty and students.

The Systemwide Academic Technologies Procurement Team (SWAT) has added members from the Information Technology Advisory Council, and The Council of Library Directors to the growing list of constituent representatives. SWAT is seeking to negotiate better pricing on for CSU campuses on a variety of popular products such as course management software and plagiarism detection products.

A one-year study of e-books will be completed in the spring. Preliminary results regarding user satisfaction and cost-effectiveness are positive.

TECHNOLOGY ADVICE AND POLICY

In preparation for the next ITS Measures of Success Report, the Social and Behavioral Research Institute at CSU San Marcos is conducting, on behalf of the CO, a faculty survey about access to, use of and satisfaction with information technology services.

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.