A1258689550IMdLD

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Please make sure that you have signed in and have
your department packet before you find your
seat. Also, Please put your cell phones/pagers
on silent or vibrate before we begin. Thanks!
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Getting Started with PACE
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Understanding the Objective

• What is PACE?
• Why are we doing this?
• Who is doing this?
• When are we doing this?
• How are we doing this?

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Understanding the objective

• What is PACE?
• Presidents Advisory Committee on Efficiency and
  Effectiveness
• Designed to allocate every dollar from all fund
  sources and assign every FTE to a specific
  function
• PACE Academic Workload Study

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PACE Matrixwhat is being gathered?

• Funds General
  non General
• Functions Core (3)
• 
  Enabling (12)
• Enabling
  Activities (55)
• Expense Categories EPA Core Faculty
• EPA
  Other Professional
• SPA
  Staff
• All
  Other Expenses

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Understanding the Objective

• What is PACE?
• Why are we doing this?
• The 3 Buckets
• Optimize at the entity level
• Leverage system strengths
• Modify or delete processes as needed

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Understanding the Objective

• What is PACE?
• Why are we doing this?
• Who is doing this?
• Every institution in the UNC system
• UNC General Administration
• Pilot institutions for developing the process and
  data tools were NCSU and NCCU

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Understanding the Objective

• What is PACE?
• Why are we doing this?
• Who is doing this?
• When are we doing this?
• Now through end of July at UNCC
• Entire process will run through end of 2006
• Timing of project noted

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Overall Project Timeline

• Phase 1 Build the Foundation
• Establish campus network
• Create templates and control data
• Conduct training down to data-entry level
• Phase 2 Gather the Data
• Input and review data at department level
• Review and approve data at college/division level
  (NLT July 10)
• Submit final data to GA with appropriate
  footnotes (NLT July 17)
• Phase 3 Analyze the Data
• Phase 4 Develop Ideas and Recommendations
• Phase 5 Present final report to President Bowles

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Understanding the Objective

• What is PACE?
• Why are we doing this?
• Who is doing this?
• When are we doing this?
• How are we doing this?
• Create support structure on campus
• Design tools to assist in data entry
• Provide training and assistance along the way

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Your PACE Worksheet

• Lets look at your worksheet now
• In your packet you should find
• Your PACE worksheet(s)
• Your personnel roster
• A list for all UNCC OUCs
• (Organizational Unit Code)
• Pay particular attention to the sensitive data

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Control totals

• What are they?
• - Actual expenditures from General Fund
• - Actual expenditures from Non-General Fund
• - FTE position count and salaries plus an
  estimation of
• fringe benefits
• Where did they come from?
• - FTEs came from the PDF for Fall 2004
• - Personnel Costs came from the PDF based on
• total salaries and estimated fringe
  benefits
• - Expenditures came from June 30, 2005 financial
• reports in FRS
• Certain eliminations have been already been made
• Control data cannot be changed!

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How do I get started?

• Review your worksheet check the OUC and note
  the control data figures that you will use to
  distribute the FTEs and costs
• Think about your unit, department, or division
  and what people do over the course of a typical
  year
• Use your worksheet to highlight the functions
  that apply to you
• Allocate the FTEs and expenses across the
  identified functions
• Add up the FTE and expenses for each function and
  enter the totals on your worksheet
• Make sure your totals match the control data
  totals

Dont overthink!
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Filling out the Worksheet

• Step 1 Review your worksheet check the OUC
  and note the control data that you will use to
  distribute the FTEs and expenses

General Fund Total                    
Control Total .00 0 4.00 416,043 55.50 2,312,159 59.50 2,728,202 317,427 3,045,629
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Filling out the Worksheet

• Step 2 Think about your office, department, or
  division and what people do over the course of a
  typical year
• Some things to think about
• Faculty Instruction duties? Student advising?
  Sponsored research release time?
• Deans/Chairs financial and HR duties?
  Instruction? Alumni relations? Fundraising?
• SPA staff
• Instructional depts academic support enabling
  activity
• Service/Support units primary functional area
  for the dept
• Other major duties (i.e., budget, personnel, IT)

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Critical Definitions

• Core functions
• Instruction includes expenditures for
• Preparation, delivery and evaluation of academic
  content to students (Regular Term, Distance
  Education, Summer School, and Lifelong Education)
• Departmental research and public service that are
  not separately budgeted should be included in
  this classification
• Excludes personnel expenditures for the
  administrative portion of academic deans.
  However, expenditures for department chairpersons
  and administrators for whom instruction is an
  important role are included

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Critical Definitions

• Core functions (continued)
• Research includes expenditures for
• Activities specifically organized to produce
  research, whether commissioned by an agency,
  external to the institution or separately
  budgeted by an organizational unit within the
  institution
• Institutes and research centers
• Internally supported research programs, if
  separately budgeted, might be included in this
  category

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Critical Definitions

• Core functions (continued)
• Public Service includes expenditures for
• Activities established primarily to provide
  non-instructional services beneficial to
  individuals and groups external to the
  institution.
• Community service programs (excluding
  instructional activities)
• Medical/Veterinary Affairs patient/client care
  services
• Cooperative extension services
• Conferences, institutes, general advisory
  services, reference bureaus, radio and
  television, consulting, and similar
  non-instructional services to particular sectors
  of the community
• Economic Development

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Filling out the Worksheet

• Step 3 Use your worksheet to highlight the
  functions that apply to you
• Make tick marks or highlight as you go.
• Most instructional departments will have most of
  their FTE allocated in the Core Functions
  (Instruction, Research, Public Service).
• Most support/service units will have most of
  their FTE allocated in one major Enabling
  Activity, with some time in a few other Enabling
  Activities or Core Functions.

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Filling out the Worksheet

• Step 4 Develop a strategy for allocating the
  FTEs and expenses across the identified functions
• Look for groups of individuals that do the same
  thing
• Look for those who have additional administrative
  duties
• Be as accurate as you can with what you have
• Think major primary duties gt .10 FTE
• .10 FTE 4hrs/week 200 hrs/year

Dont overthink!
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Filling out the Worksheet

• Step 4 (contd)
• How do you calculate the OTP column for each
  function?
• Did you have any large, unusual expenses in FY
  05, expenses that were not part of a normal
  year?
• New furniture for new building
• New computers for college, labs, etc
• Large one-time purchases using IFLX funds
• If so, then it may be appropriate to back those
  out and place against a specific function that
  best suits the expense
• For the rest of the OTP total, calculate your
  functional OTP costs using this formula
• (personnel costs for the function/total personnel
  cost) x
• total OTP OTP for the function

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Filling out the Worksheet

• Step 5 Add up the FTE and expense figures for
  each function and enter the totals on your
  worksheet

• Step 6 Make sure your totals match the
  control data totals

General Fund Total     4.00 416,043 55.50 2,312,159 59.50 2,728,202 317,427 3,045,629
Control Total .00 0 4.00 416,043 55.50 2,312,159 59.50 2,728,202 317,427 3,045,629
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Example (Instructional Dept)
Step 1. Who are we? School of Hard Knocks,
College of Knowledge
OUC 990010 Step 2. Who does what? This
is who I have EPA Faculty 6 1 - Chair 5
9 month faculty (1 Graduate Coordinator) EPA
Staff 1 research associate (paid w/grant
funds) SPA Staff 1 F/T ofc mgr 1 P/T
(20 hr) Secretary 1 F/T IT
coordinator-webmaster Step 3 Functions? Review
both worksheets and note ones that apply Step 4
allocate FTE, Personnel Costs and expenses to
each function Step 5 Add it all up Step 6
Check your totals
GF Control Total 6.00 240,000     1.50 60,000 8 300,000 90,000 390,000
nonGF Control Total     1.00 40,000       40,000 60,000 100,000
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Example (Dept w/Research)
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Example (Spt/Svc Dept)
Step 1. Who are we? Department of Functional
Equality Step 2. Who does what? This is who I
have EPA Professional 1 Dept Director
SPA Staff
5 F/T (1 Admin Asst 1 F/T webmaster 3
Equality Compliance Monitors) Step 3 Functions?
Review both worksheets and note ones that
apply Step 4 allocate FTE, Personnel Costs and
expenses to each function Step 5 Add it all
up Step 6 Check your totals
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Then what?

• Once you have your worksheet completed and totals
  balanced, youre ready to enter the data into the
  master database.
• Go to this website https//www.acs.ncsu.edu/script
  s/pace/uncc/eff.pl
• Log in using the login name unccusr and use
  password pace2034

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Logging in

• Once logged in, this page will appear

1. Select Data Entry (the Reporting button shows
   a data summary for an OUC no data can be entered
   on the Reporting page)
2. Use the drop down menu to choose your
   Organizational Unit Code (OUC)
3. Click Go

Note You will see 6 digit codes constructed for
the PACE project. The first 2 digits represent
your School Code and the last 4 digits
represent your Department code. The codes were
derived from FRS codes and may be familiar to
you. Your code was pre-printed on your
worksheet, and a code list is included in your
packet.
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The summary page

• After logging in, the Summary Page will appear,
  listing both Core Functions (3 total) and
  Enabling Functions (12 total) in the left-hand
  pane. No data can be entered on the Summary Page

To begin entering data, click one of the
activities under either Core Functions or
Enabling Functions
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Selecting functions and activities

• Depending on which type of function you select,
  you will see a list of activities that correspond
  to that function

Enabling Functions (have several enabling
activities each)
Core Functions (have no enabling activities)
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Entering data

• Depending on which type of function you select,
  you will see a list of activities that correspond
  to that function

Column totals appear in blue at the top of each
column (no data entry possible)
Row totals appear in blue to the right of each
activity
Enter number of full-time employees (FTEs) and
the personnel cost associated with those
employees in the white rows/columns
Note Column and row totals cannot be manually
edited
Dont forget to enter your non-General Fund data
below the red line!
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Saving data
Once all information has been entered, scroll
down to the Grand Totals and Control Totals lines
to make sure they agree. When your data is
entered and the totals are balanced, click Save.
After clicking Save, the Summary Page will appear
showing all data entered for each activity.
Click Cancel to return to the Summary Page
without saving data
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Summing it up
Once back at the Summary page, select the
appropriate status level (box in upper left
corner) for your actions
REVIEW SEQUENCE In progress initial entry can
save and return Complete complete at the dept
level reviewed by Dept
Chair/Director Approved reviewed by the
Dean/Vice Chancellor or
designee Final reviewed by the Internal Audit
Dept
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Selecting another OUC
If you are entering data for more than one OUC,
from the Summary Page click Return to Main to go
back to the Login page. Once back at the Log in
screen, you can select another OUC.
Click here to return to the login page to select
another OUC
Finished for the day? Close your browser!
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Clearing up confusing situations

• Example What do I do with a FTE with multiple
  duties, e.g. a faculty member who is a program
  coordinator?
• Solution Allocate to both core and enabling
  functions
• Example What is an FTE? How do I account for
  9-month contracts?
• Solution An FTE is a full time employee on
  either a academic year or annual (12 month)
  appointment
• Example Ive got a lot of people doing the same
  thing
• Solution Allocate functions across the group,
  no need to allocate by individual (i.e.,
  housekeepers cashiers)

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You know youre finished when

• Your data has been entered into the website
  against the correct OUC
• Your Dept Chair/Director has reviewed the data
  and saved it as COMPLETE
• You have collected all your paper worksheets and
  delivered them to Internal Audit (you may keep a
  copy)
• You have purged your computer and your local
  files of extraneous PACE data

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Take Aways

• What you should take away today
• Your packet with your worksheets and personnel
  roster
• Understand the purpose
• Understand the basics
• Your totals and control totals much match
• No FTE allocated below .10
• Reasonable, proportional, not a perfect solution
• Deadline July 10 - approved by Deans/Vice
  Chancellors
• Who to call for help or questions
• Do you want an electronic version of your
  worksheets and/or personnel roster?

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Who to call

• Control Data questions
• Expenditures Sherrie High, 7-2237
• FTEs Steve Coppola, 7-4006
• Data entry questions
• Functional Tom York, 7-2180
• Technical Tom York (who will contact NCSU)
• General project questions
• Tom York, 7-2180

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• Cooperation
• Collaboration
• Confidence

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Getting Started with PACE
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School Codes (2 digit OUCs)

• 01 Aux Svcs
• 02 Financial Svcs
• 03 Internal Audit
• 04 HR
• 05 Facilities Mgt
• 06 Campus Police
• 08 Budget
• 09 VC Bus Affairs
• 10 Dean of Students
• 11 Student Affairs
• 12 HRL
• 13 Student Affairs
• 18 CRI
• 19 Student Affairs

• 20 Enrollment Mgt
• 21 Internl Programs
• 24 Graduate School
• 25 IRB
• 26 Library
• 28 ITS
• 30 COAR
• 31 COAS
• 32 COBA
• 33 COED
• 34 COEN
• 35 CHHS
• 36 COIT
• 37 Sr Assoc Provost

• 38 MS-EAP
• 39 Provost
• 40 Capital Construct
• 50 RFR
• 51 Alumni Affairs
• 52 Development
• 53 Athletics
• 54 Public Relations
• 55 Ben Craig Center
• 59 Dev/Univ Rel
• 60 Student Activities
• 70 Financial Aid
• 80 Chancellor
• 90 Gen Univ

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Taxonomy

• Definition of Core Functions
• Listing of Enabling Functions with associated
  enabling activities

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Appendix Taxonomy

• Core functions
• Instruction includes expenditures for
• Preparation, delivery and evaluation of academic
  content to students (Regular Term, Distance
  Education, Summer School, and Lifelong Education)
• Departmental research and public service that are
  not separately budgeted should be included in
  this classification
• Excludes personnel expenditures for the
  administrative portion of academic deans.
  However, expenditures for department chairpersons
  and administrators for whom instruction is an
  important role are included

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Appendix Taxonomy

• Core functions (continued)
• Research includes expenditures for
• Activities specifically organized to produce
  research, whether commissioned by an agency,
  external to the institution or separately
  budgeted by an organizational unit within the
  institution
• Institutes and research centers
• Internally supported research programs, if
  separately budgeted, might be included in this
  category

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Appendix Taxonomy

• Core functions (continued)
• Public Service includes expenditures for
• Activities established primarily to provide
  non-instructional services beneficial to
  individuals and groups external to the
  institution.
• Community service programs (excluding
  instructional activities)
• Medical/Veterinary Affairs patient/client care
  services
• Cooperative extension services
• Conferences, institutes, general advisory
  services, reference bureaus, radio and
  television, consulting, and similar
  non-instructional services to particular sectors
  of the community
• Economic Development

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Appendix Taxonomy

• Enabling functions
• Academic administration and support
• Academic support, advising, and mentoring
• Library
• Student computing labs and assistance
• Faculty Development/Enrichment
• Advancement activities
• Fundraising/development/management/foundation
  relations
• Alumni relations

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Appendix Taxonomy

• Enabling functions (continued)
• Auxiliary Services
• Dining and Vending services
• Student housing operations
• Intercollegiate Athletics
• Bookstore, textbook rental, and other retail
  operations
• Parking and transportation services
• Motor Fleet/Motor Pool operations
• Printing, Copying, and Graphics Services
• ID Cards/One Card/All campus card services
• Enrollment related activities
• Student admissions, recruitment and marketing
• Student financial aid and administration
  including scholarships
• Student registration, records, and retention

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Appendix Taxonomy

• Enabling functions (continued)
• External activities
• Marketing, public/constituent relations, and
  media relations
• Government/corporate relations
• Facilities management
• Facilities/infrastructure operations and
  maintenance-including housekeeping, grounds,
  mail/courier services, trades, and etc
• Facilities/infrastructure planning, design and
  construction
• Real estate management
• Waste Management and disposal, including
  hazardous materials
• Campus safety (police) and risk management
  (Environmental Health and Safety)
• Utilities direct costs and management

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Appendix Taxonomy

• Enabling functions (continued)
• Fiscal activities
• Budget management including cash management and
  capital improvement
• Accounting
• Cashiering/receivables
• Endowment and Foundation fiscal management/
  oversight
• Payroll
• Materials management/procurement/purchasing
• Inventory control
• Treasury services including investment and
  financing/ debt management

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Appendix Taxonomy

• Enabling functions (continued)
• Human Resources
• Job classification, recruitment, hiring,
  compensation, and benefits
• Staff training/development and employee relations
• Personnel records
• Information Technology
• - Academic/administrative applications including
  web management activities
• - Database and systems management
• - Client support including training and
  applications support
• - Network infrastructure and support
• - Security measures, compliance, and support
• - Telecommunications
• - Audiovisual support

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Appendix Taxonomy

• Enabling functions (continued)
• Accountability activities
• - Legal, policy development, and compliance
• - Institutional research, planning and analysis
  including accreditation and assessment activities
• - External compliance and other reporting such
  as UNC-GA, State of North Carolina, federal
  government, and legislative entities
• - Disaster Recovery/Business continuity/
  Organizational Resiliency
• - Equal Opportunity, diversity, and disability
  services
• - Auditing Internal and External

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Appendix Taxonomy

• Enabling functions (continued)
• Sponsored Project activities
• Research and project pre-award
• Research and project post-award, including fiscal
  administration
• Development, transfer, and commercialization of
  patents/trademarks
• Student service activities
• Student programs and activities, student conduct,
  career planning and placement, mentoring, and
  student government and organizations
• Student health/counseling
• Recreation and Intramural services

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Getting Started with PACE