CENTRAL VIRGINIA COMMUNITY COLLEGE. Annual Strategic Budget Planning Process

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1 CENTRAL VIRGINIA COMMUNITY COLLEGE Annual Strategic Budget Planning Process

2 Table of Contents Important Dates and Deadlines... 2 Compliance Assist Access and Input... 4 Content for Budget Request... 9 Prioritization of Budget Request

3 Important Dates and Deadlines Annual Strategic Budget Planning Schedule (for available funds only) As part of the on-going process of annual budget planning, Central Virginia Community College follows the schedule below: Activity Due Date 1 Person Responsible Educational Program Assessments and Departmental Program Assessments identify expected outcomes, assess the extent to which these outcomes are achieved, and provide evidence of improvement. Available funds are identified from the prior year budget to be used by coordinators as a preliminary basis for budget requests. Program Coordinators, Program Heads, and Department Coordinators submit budget requests using the Budget Request Template. Requests should be developed by focusing in collaboration program faculty and with on CVCC s Mission and Goals as well as educational program outcomes. Department Planning Coordinators submit budget requests using the Budget Request Template in Compliance Assist. Requests should be formed with input from their departments regarding budget needs. Academic Deans review budget requests submitted by Program Coordinators, Program Heads, and Department Coordinators and incorporate them into their departmental requests. Requests should be developed by focusing on CVCC s Mission and Goals as well as departmental and educational program outcomes. Provide budget requests to the Annual Budget Planning Committee. Annual Budget Planning Committee reviews budget requests and prioritizes them using an objective analysis, focusing on supporting CVCC s overall Mission and Goals as well as departmental and educational program outcomes. Ongoing By March 1 By March 15 By March 31 By April 15 By April 30 Department Planning Coordinators 2, Program Coordinators, Program Heads, Department Coordinators 3 VP Finance and Administration Program Coordinators, Program Heads, Department Coordinators Department Planning Coordinators Office of Institutional Effectiveness and Strategic Planning Annual Budget Planning Committee 1 If the Due Date falls on a holiday or weekend it is due on the following business day. 2 Department Planning Coordinators are the budget managers for administrative units and academic and student support services units. 3 Program Coordinators, Program Heads, Department Coordinators are faculty members assigned to these duties. 2

outcomes are achieved, and provide evidence of improvement. Available funds are identified from the prior year budget to be used by coordinators as a preliminary basis for budget requests.

4 Projected available funds are calculated and communicated to the College. Priorities set by the Annual Budget Planning Committee are used to allocate available funds in the budget for the next fiscal year. Prioritized budget initiatives are presented to President s Cabinet for approval. Budget is revised, if necessary, approved, and published. Funds are allocated Present Executive Summary of the budget for the current academic year. By May 31 By June 30 By July 31 At fall convocation Vice President of Finance and Administration Annual Budget Planning Committee Annual Budget Planning Committee, VP of Finance and Administration VP Finance and Administration 3

Prioritized budget initiatives are presented to President s Cabinet for approval. Budget is revised, if necessary, approved, and published.

5 Compliance Assist Access and Input Access CVCC s Compliance Assist website here: Enter the User Name and Password that was provided to you by . If you did not receive one, please contact Kris Ogden (ogdenk@cvcc.vccs.edu) or x

aspx Enter the User Name and Password that was provided to you by e-mail.

6 You should be directed to the Landing Site once logged in. A list of Available Web Sites will be located on the left side of the page. This list may vary depending on the individual so some of you may see more than one item listed. For Departmental Assessment, please select Planning. 5

page. This list may vary depending on the individual so some of you may

7 Select My Dashboard : 6

8 The Table Filtered By should default to the current academic year. If submitting budget requests for the next academic year, select edit filter to choose a new year. Then select the Non-Academic Assessment Plans tab: 7

9 This page reflects the department assigned to each individual coordinator, so it will look different for everyone. You should see your department listed in the organizational chart outline. Click on it: Here you will see your department outcomes. Roll over New Item and select Budget Request 8

You should see your department listed in the organizational chart outline.

10 Content for Budget Request Use this screen to enter information for each individual budget request as follows: Title: Enter a title that provides a general description of the budget request. Providing Department: This should automatically populate with your department name. Description of Request: Select edit and enter a details description of the budget request. Amount Requested: Enter the dollar amount of the budget request. Maintain any documentation to support the requested amount. CVCC Mission Statement: When the arrow to the right of each item is clicked a drop down box will appear. Select the item that this budget request supports. You may select both a mission statement item or an Achieve 2015 goal or just one or the other. VCCS Achieve 2015 Goals: When the arrow to the right of each item is clicked a drop down box will appear. Select the item that this budget request supports. You may select both a mission statement item or an Achieve 2015 goal or just one or the other. Is this request linked to departmental outcomes or educational program outcomes?: When the arrow to the right of this item is clicked a drop down box will appear. Select yes or no. If yes, please explain: Select edit and identify the outcome to which your request is linked. This may require updating outcomes for the year involving the budget request. Use it as an opportunity to review and improve outcomes. 9

Amount Requested: Enter the dollar amount of the budget request. Maintain any documentation to support the requested amount.

11 Justify this request by including research or data that supports the need for the requested item. Please be specific. Indicate how many students and/or employees will be positively impacted if this request is funded: Selected edit and enter any relevant information that backs up the budget request. Remember this information is considered when the request is prioritized. Data driven justification may be supported by results and findings in your outcomes from the previous year. This requires a review of your planning outcomes. How will the success of implementing the request be measured? If your request is funded, how will your measure its success. This should be an existing assessment measure in your outcomes or a new assessment measure incorporated into the academic year for which you are making the request. Select edit and enter your assessment measure. 10

Remember this information is considered when the request is prioritized. Data driven justification may be supported by results and findings in your outcomes from the previous year.

12 Prioritization of Budget Request Budget requests will be prioritized by the Annual Budget Planning Committee using the following rubric: Department Requesting: Description of Request: CENTRAL VIRGINIA COMMUNITY COLLEGE BUDGET REQUEST PRIORITIZATION RUBRIC Directions: Circle or highlight the rating for each category below. Category Zero (0) Low (1) Medium (2) High (3) Request linked to CVCC s mission and goals N/A Supported by a departmental or educational program outcome Cost/Benefit (e.g., many students positively affected using low-cost approach) Data driven justification Total Measurable Outcomes N/A N/A N/A N/A Negligible linkage to CVCC s mission and goals with limited justification Negligible linkage to outcomes Low value compared to cost Little or no data suggesting the need for or feasibility of the project Limited measures suggest for determining success of implementation Moderate linkage to CVCC s mission and goals with some justification Moderate linkage to outcomes Medium value compared to cost Some data suggesting the need for or feasibility of the project Vague measures suggested for determining success of implementation Directly linked to priorities and/or plans and strong justification Strongly linked to outcomes High value compared to cost Significant data suggesting the need for or feasibility of the project Clear measures delineated to determine success of implementation Grand TOTAL Prioritized budget requests are presented to the President s Cabinet for approval. These priorities are used to allocate available funds in the budget for the next fiscal year. 11

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