Define systemwide initiatives and establish budget targets

Project Goals

  • To identify, manage, track and report on key initiatives which are sponsored by UCOP including systemwide and presidential initiatives.
  • Delineate between ongoing administrative costs and larger systemwide and presidential initiatives, and discuss definitions for ongoing clarity in preparing budgets.
  • Improve management reporting to drive better understanding of all project tracking and accountabilities.

Plan Assumptions

  • UCOP can distinguish and develop definitions for systemwide and Presidential initiatives.
  • Initiatives and tracking can be facilitated by current or future accounting systems, including project accounting and reporting.
  • Systemwide initiatives and presidential initiatives can be distinguished in accounting systems.
  • Appropriate budgets can be determined at annual and quarterly amounts.
  • Costs can be tracked at the UCOP level; however, costs incurred at campuses or funded directly by the campuses would be not be captured systematically.
  • Some systemwide and presidential initiatives are not mutually exclusive, and in those cases, categorization will be at the discretion of the President (or PEO).

CSA Recommendations

By April 2018

  • Develop and use a clear definition of systemwide initiatives and administration to ensure consistency in future budgets.
  • Develop a comprehensive list of systemwide initiatives and presidential initiatives, including their purpose and actual cost that will be used in the regents’ meeting previously recommended.

By April 2019

  • Establish spending targets for systemwide initiatives and administrative costs.
  • Publish the results of the review of systemwide and presidential initiatives, including any funds the Office of the President anticipates reallocating to the campuses.
  • Restructure budget and accounting systems to ensure that the costs of the Office of the President can be clearly tracked and reported annually. Specifically, the budget and accounting systems should be able to distinguish between systemwide initiatives, presidential initiatives, and administrative costs.

By April 2020

  • Publish its progress in meeting systemwide initiative and administrative cost targets publically.
  • Reallocate funds from the review of systemwide and presidential initiatives as well as any administrative cost savings to campuses.
  • Report to the regents on the amount of funds reallocated to campuses.