NEWS FROM THE DEPARTMENTS

March 2000


NEWS FROM THE DEPARTMENTS

BUDGET OFFICE, 
John Richards, Director

Governor's Budget
The Governor's 2000/01 Budget was released on January 10th and, as previously reported, reflected strong support for the CSU. The Governor's Budget proposes a total increase (general fund and fee revenue) of $244.2 million. The Budget Office is currently working on the campus allocation process and those allocations will be made available in mid-March for discussion at the Financial Officers Association annual meeting in April.

 

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

The LAO released its analysis of the Governor's 2000/01 Budget and recommended that the Legislature reject the Higher Education Partnership proposed by the Governor. In addition, it recommended reducing or redirecting approximately $113.7 million from the Governor's budget proposal for CSU. Specifically, the LAO recommended:

  • Reducing the CSU's base budget increase of 5% to a cost-of-living based increase of 2.8%
  • Reducing enrollment growth funded at the full marginal cost,
  • Reducing the state share of marginal cost funding by revising the calculation of fee-related costs, and,
  • Redirecting education technology funding for K-12 staff development from the CSU to
    K-12 districts.

In association with these general reductions, the LAO also separately recommended deleting funding for the full-year compensation costs, fixed costs for CSU Monterey Bay, and the operating shortfall at San Bernardino's Off-Campus Center in the Coachella Valley. The Analyst also recommends redirecting administrative costs for the Governor's Teaching Fellowship Program to the California Student Aid Commission. The CSU issued responses opposing the Analyst's recommendations in mid-March.

 

Fee Policy Revision
A recommendation to revise the student fee policy was presented to and approved by the Board of Trustees at their meeting on March 14-15, 2000. The approved revisions had been developed in consultation with the California State Student Association and campus presidents and vice presidents and updated the fee policy that had been in effect since last approved by the Board in May, 1996. The changes approved by the Board included redefining fee categories, requiring each campus to develop a fee referendum process, and eliminating the one-third financial aid requirement for future campus fee increases while retaining the one-third financial aid requirement for the State University Fee. With the favorable action by the Board, the Chancellor will issue an executive order to implement the changes.

 

Fee Waiver Reporting
Campuses currently report the annualized number of fee waivers granted during the academic year and the summer term (if applicable) by fee waiver category. This data is collected annually by the Budget Office using an Excel spreadsheet template. Because this data is being used more widely, an alternative approach to collecting the data has been developed. To develop the 2001/02 Support Budget, the 1999/2000 fee waiver data will be collected as in the past, however, beginning in July 2000, fee waiver data will be will be collected in the Enrollment Reporting System Student (ERSS), an Analytic Studies database.

 

BUSINESS PLANNING & INFORMATION MANAGEMENT
Lenore Rozner, Assistant Vice Chancellor 

Quality Improvement (QI) Programs


Performance Measurement 2000: During the upcoming year, the Quality Improvement Program will coordinate a performance measurement measurement initiative consisting of benchmarking in the fall of 2000 and customer satisfaction surveying in the spring of 2001.

Because NACUBO is no longer sponsoring a benchmarking program, the CSU will develop its own CSU-tailored, benchmarking instruments for several functional areas where other applicable instruments do not already exist. Campuses have been polled to identify functional areas in which they would like to participate. Fifteen campuses and the Chancellor's Office have thus far indicated an interest in participating. Based on a minimum of five participating campuses, the targeted functional areas are: Accounts Payable, Financial Aid, Mail Services, Parking, Procurement, Student Accounts Receivable, Student Health, and University Police. (Two other functional areas, Environmental Health and Safety, and Facilities, are also planning to benchmark using existing national benchmarking instruments for their functional areas.)

Following the benchmarking activities in the fall of 2000, a customer satisfaction survey will be conducted in the spring of 2001. The satisfaction survey instrument will be developed in partnership between the Customer Satisfaction Survey Development Committee and functional area experts to complement the quantitative benchmarking instruments.

Process Mapping: Process Mapping Training: By April, more than 200 CSU campus personnel will have completed the Process Mapping Workshop I training given by the Orion Development Group. Some of the early participants in the training (individuals and function teams) have begun hands-on training/evaluation activities. Some of the processes being evaluated are the Pro-Card process, the work order process, the student registration fee refund process and the walk-in patient process in the student health area. The second and third process mapping workshops, in which attendees learn how to analyze their process maps, determine process improvements opportunities and tie-in other quality improvement tools are now underway.

QI Training: The semi-annual training for Quality Improvement Facilitators (QIF) and Function Chairs has been scheduled for April 27th and 28th at the Chancellor's Office. Chancellor Reed and Executive Vice Chancellor West will welcome the participants at the luncheon held on the first day of the training. The program will include data utilization training presented by Don Coan (CSU, Long Beach) and Arno Rethans (CSU, Chico), information about accessing and posting project results to APQC's (www.apqc.org) best practices ConnectEd database and interactive panel discussions to exchange information about how to support and promote QI activities.

For additional information about the QI Programs or to participate in any of the initiatives described above, visit the QI website at http://www.calstate.edu/qi or contact Ron Ashcroft at (562) 951-4556.

 

YRO Update

The Year Round Operations steering committee, comprised of three vice chancellors, six campus vice presidents and a broad representation of staff members has continued gathering and evaluating data relating to YRO. The feasibility study report is currently undergoing final internal review and will be presented to the Legislature by April 1, 2000.

While the YRO Steering Committee has been conducting its work, ten campuses have been using awards from the 1999/00 CSU Budget to conduct YRO planning efforts. On March 23, 2000 a meeting will be held at the Chancellor's Office from 12:30 p.m. - 3:30 p.m. to discuss the current status of those efforts. All campuses interested in discussing and/or sharing information about YRO are invited to attend.

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

CONSTRUCTION MANAGEMENT
Updates of the following public works contract documents have been completed and are available to be downloaded from the CPDC website at www.calstate.edu//ppd/cm:

Contract General Conditions for Major Capital Outlay Projects, January 2000
Contract General Conditions for Minor Capital Outlay Projects, January 2000
Contract General Conditions for Job Order Contracts, February 2000
Design/Build Contract General Conditions, March 2000

These updates incorporate materials that had previously been provided in Supplementary General Conditions documents. Consequently, the supplemental conditions documents are no longer required and have been removed from the website. A summary of the changes to these documents has been communicated to appropriate campus staff.

The updated General Conditions documents should be used for all upcoming projects, however, campuses are also reminded to visit the website for each new project to view any future Supplementary General Conditions that will be posted as they are needed.

Users experiencing difficulties accessing or printing these documents are requested to contact the Construction Management office at (562) 951-4117 to obtain a paper copy.

W. Clifford Hahn, Chief

Facilities Planning

Facilities Planning Due Dates

2000/01 Major Capital Outlay Program

May 10, 2000

Submit to CPDC room specifications for new project starts
included in the 2000/01 Budget Bill

May 2000

Select architects and engineers, prepare design scope of work
and initiate contracts pending passage of budget

2001/02 Custodial and Farm Square Updates (call letter dated March 2, 2000)

May 29, 2000

Submit new space requests and facility updates; Include space
statistics for new space requests

2001/02 Minor Capital Outlay Program (call letter forthcoming)

May 29, 2000

Submit list of proposed projects

2001/02 Major Capital Outlay Program

April 3, 2000

Submit draft programs

Elvyra San Juan, Chief

CPDC Due Dates for CPB&G Agenda Items (July 18-19, 2000 Trustees' Meeting)

Master Plan Revisions:

May 16, 2000

All Other Items:

May 30, 2000

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

2000 Schedule for the Capital Projects Training Program
The following table provides information relating to the Capital Projects Training Program for 2000. This schedule, program brochures, and registration information are also available on the CPDC website at http://www.calstate.edu/PPD/CapProjTrg.html.

2000 Schedule for the Capital Projects Training Program
Program Title
Date/Location


The Law of Design and
Construction in the CSU)

January
31st l Pomona (Past)
(Additional Furture Date TBD)


Change Order Analysis and
Negotiation in the CSU

February
25th l Long Beach (Past)
28th l San Francisco (Past)


Building Official:
Code Compliance, ADA, etc.

March
27th l Pomona
31st l San Francisco


Primavera Sure Trak Project
Scheduling

April
28th l Fullerton
May
1st l San Francisco


Design-Build Process, Evaluation
and Management

June
9th l Long Beach
16th l San Francisco

Joint Venture Capital Projects
(Focus on Residential)

August
11th l Long Beach

Construction Claims Mitigation

September
15th l Long Beach

Construction Delivery Methods
(Morning Session)

Annual Trustees Report on
Capital Projects
(Afternoon Session)

October
20th l San Francisco
27th l Long Beach

Linda P. Burke, Director

FINANCIAL SERVICES
Brad Wells, Assistant Vice Chancellor

CONTRACT SERVICES AND PROCUREMENT (CS&P)

Oracle
Negotiations have culminated in the execution of a new, systemwide, 5-year pricing and support services agreement for Oracle database products. In addition to an unlimited license for the Oracle products, the new license provides unrestricted Web access to CSU databases, two years of enhanced maintenance, additional consulting and training credits to be apportioned to campuses and permission for all campuses to participate in the Oracle Academic Initiative. Questions regarding this agreement may be directed to Tom Roberts of CS&P or Mike McLean of ITS.

Annual PSSO Conference
A first annual joint UC and CSU conference for Purchasing and Support Services Officers, materiel managers, buyers and contracting specialists was held from March 8 - 10 in Monterey, California. This conference is the result of joint efforts between the two systems to establish a California Higher Education Consortium to pursue cooperative purchasing, contracting and professional development activities. The theme of the conference this year was "Purchasing for the New Millennium." Over 100 purchasing professionals from CSU and UC campuses attended special sessions including: Environmental Progress on Campus Through Purchasing, an Ethics Workshop, Contract Law Case Studies, Supplier Relations, Lease Purchase Programs and Customer Service.

Pat Dayneko, 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 <www.calstate.edu/oga/>.

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.