20052006 Management Flexibility Report

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2005-2006 Management Flexibility Report
Submission due to Budget Office September 15,
2006
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Why must we do the Flex Report?

• Because North Carolina State University has been
  designated a Special Responsibility Constituent
  Institution we have the ability to move funds
  according to the Special Responsibility
  Constituent Operating Guidelines. These
  guidelines can be found in the Flex Report
  section of the Budget Office web site at
  http//www.fis.ncsu.edu/budget/form.htm
• One of the requirements to retain this status is
  that we must complete an annual Flexibility
  Report.

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Why is flexibility important to us?

• It allows us to optimize the use of university
  resources.
• Loss of this designation would lead to the loss
  of our ability to move funds in order to meet the
  changing needs of our organization.
• This is our opportunity to document our
  activities and goals achieved through the
  movement of these funds.

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What are Flex Transactions?

• 'Flex' transactions include budget revisions that
  move funds between purpose codes and/or between
  certain account codes.
• Transactions within the same account code and
  purpose code (just switching projects within same
  purpose code) are not flexes and do not need to
  be explained.
• Each department/unit received files containing
  their 2005-06 flex transactions via email.

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How do you flex/move Budget?

• The Budget Revision form is used to change or
  alter the budget. These revisions are initiated
  from campus departments as authorized by the
  Dean, Vice Chancellor (or designee).
• Some budget revisions are also now entered on
  line by the units.
• A Revision Category field has been noted on the
  Budget Revision Form and should be used, when
  applicable, to note the Management Initiatives
  that support the transactions being processed.
• The Budget Revision form can be downloaded from
  http//www.fis.ncsu.edu/budget/data/forms.html.
  

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Management Initiatives categories can be found on
the next page.
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If applicable, Budget Revisions should contain
one of the following references - M1, M2, M3 etc
- (only one per Budget Revision) as it pertains
to the transactions. Once the Budget Revision is
entered in Financials, this information will be
available in the Line Description field when
querying against the Journal Line table in the
Financials system.

• Management initiatives are
• Strengthening undergraduate instruction and
  improving graduation rates.
• Strengthening graduate instruction and research.
• Expanding library collections and improving
  library services.
• Upgrading classrooms and laboratories, including
  replacing and updating related equipment.
• Enhancing physical facilities (other than
  classrooms and laboratories) and their
  operations.
• Expanding computing, information resources, and
  telecommunications capabilities (include
  developing a distance learning capability).
• Strengthening student support services.
• Improving administrative services infrastructure.
• Enhancing student financial aid programs.
• Strengthening targeted program areas (identify).

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Financials System

• On line Budget Form
• And
• Queries

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Flex Information Field Budget Revision /
Journal Entry Form
To query on this field select Line_Desc from the
JRNL_LN table with BD_ACTUALS specified as the
LEDGER.
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Public Queries
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Prompt box for one-time, continuing, and future
year Public Queries
When a request is made to run the query this
prompt box will appear. If the intent is to see
all departments/OUC's within a given range the
lowest OUC number (110000) would be put in the
top box and the highest number OUC (119999) would
be put in the bottom box. The resulting
information would include all transactions for
all OUC's from 110000 to 119999.
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Public Query BUD_FLEX_ONETIME
Fields Screen
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Public Query BUD_FLEX_ONE TIME
Criteria Screen
2006
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Public Query BUD_FLEX_CONTINUING
Fields Screen
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Public Query BUD_FLEX_CONTINUING
Criteria Screen
2006
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Public Query BUD_FLEX_FUTURE_FROMPASTYR
(Scenario FY29 from Fiscal Year 2004-05)
Fields Screen
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Public Query BUD_FLEX_FUTURE_FROMPASTYR (Scenario
FY29 from Fiscal Year 2004-05)
Criteria Screen
2005
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Analyzing your Flex Data to complete narratives
in Schedule D
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Flex Report Schedules Checklist(Submission to
the Budget Office is required at the 2 digit
department/unit level)All materials must be
routed through the Dean or appropriate VC,
indicating they have reviewed and approved the
documents.
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You may insert rows, but do not change formulas.
Do not report lapsed salaries as fiscal savings.
If savings are not quantifiable put zero in
appropriate column. Please make an effort to
estimate fiscal savings whenever possible.
Schedule C
Distinguish between one-time and permanent.
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Schedule D
Includes one-time as well as permanent
reallocations.
Initiatives
Must include s.
Actions
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Schedule D (continued)
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Tips for completing Schedule D

• Do not use abbreviations
• Focus explanations on programs and activities
  supported by the transfer of funds.
• Do not use any of the following
• To clear negatives
• To realign budget or objects
• To cover shortfalls or over-expenditures
• To move operating funds to salaries
• To move salaries to operating funds
• To support compact plan initiative ____
• Instead, research the expenditures that lead to
  the need for a budget revision and then describe
  the program or activity supported by the
  expenditure.

(continued)
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Tips for Completing Schedule D (continued)

• Do not refer to individuals by name in
  explanations (ex Ann Jones) or by position
  number. It is more informative to refer to the
  title of the position (ex. Director of Career
  Services).
• Assign a dollar amount to each of the
  explanations. There may be a combination of
  multiple budget revisions, which in combination
  support a single program or activity.
• Remember only entries switching funds between
  account codes and/or purpose codes must be
  explained. Dont explain if Journal nets to
  positive amount within you area.
• Single items may contain one-time and permanent
  reallocations.
• Please check your responses for spelling, grammar
  and content.

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Schedule E

• Identify each specific area addressed by
  department/unit.
• List actions taken
• List results achieved.

Quantify and report any related fiscal savings in
Schedule C.
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Schedule H
Carryforward Reporting Budget Office will
complete.
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Please refer to your distribution notification
XX New and Abolished Positions 2005-06.xls can be
used to complete this schedule.
Schedule J
Only report .5 FTE or greater.
Insert rows if needed. Do not change formulas.
Note This report must include any positions
listed on last years schedule K with comments
indicating that the position was to be abolished
in 2005-2006.
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Schedule K
Please refer to your distribution notification
XX 2005-06 9 month Vacant Position Report.xls can
be used to complete this schedule.
Must have been vacant for 9 consecutive months.
Position is not considered vacant if the funds
were expended for the same purpose as originally
budgeted.
Note Any position listed here on last years
report to be abolished in 2005-2006 must be
included on schedule J.
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Schedule K (continued)

• Explanation Codes
• Anticipated Budget Reductions.
• Recruitment Issues.
• Reorganization/Reclassification (provide specific
  details in comments section).
• Search Underway (indicate search status).
• Temporary Operating Needs.
• Temporary Positions.
• Pending New Management.

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Certification Letter

• A signed certification letter for each 2 digit
  department/unit is required to be mailed to Lisa
  Clough in the Budget Office to arrive no later
  than 500 p.m. September 15, 2006.
• A copy of the required certification form to be
  forwarded at the time of submission may be
  downloaded at http//www.fis.ncsu.edu/budget/data/
  a_to_z.html

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(Date) Ms. Lisa Clough Budget Director 2 Peele
Hall North Carolina State University Dear Ms.
Clough I confirm to the best of my knowledge and
belief that the information contained in the
Flexibility Reporting documents submitted to the
University Budget Office for the period covering
July 1, 2005 through June 30, 2006 is a complete
and accurate account of (Unit(s) covered by
submission)'s use of funds transferred as defined
by flexibility guidelines.  The marked areas are
attached for your review  N/A Schedule A
Annual Operating Report ___ Schedule B Fiscal
Savings  ___ Schedule C Fiscal Savings (note
remarks for Schedule E)  ___ Schedule D
Management Initiatives ___ Schedule E Increased
Efficiency and Effectiveness Achieved (if
applicable, quantify/report any related
fiscal savings in Schedule C) ___ Schedule F
Other Outcomes (optional) N/A Schedule G
Documentation of Reallocation of Resources N/A
Schedule H Availability and Use of Non-reverted
Appropriations ___ Schedule I Additional Costs
Incurred (optional) ___ Schedule J Positions
Established and Abolished ___ Schedule K List
of Positions Vacant for more than 9 months (Dean
or Vice Chancellor's Name) _______________________
________ (Signature)
Management Certification Letter
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Questions?
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Contact Information

• Barbara_Moses_at_ncsu.edu
• 513-1263