ITS Budget Request Process

ITS Budget Request Process Process Overview: For each division of the college, the overall budget planning process is the responsibility of the division s senior administrator. Within the administrative or operational departments of the division, this process is usually handled by the department director with appropriate communication provided to the senior administrator. In larger departments, the process is often divided between its functional sections. On the academic side, it is typical for each dean to determine the internal process to be used for his/her school. In all cases, upper-level administrators must be kept informed by the designated budget manager. It is the budget manager s responsibility to collect all IT budget requests, both obsolescence and special projects, and to oversee their input to the process in order to achieve proper review. Obsolescence requests are reviewed at the initial budget meeting between ITS and the department. These requests usually receive approval or denial at the time of the initial meeting. While also reviewed at the initial meeting, special projects, because of their cost increase to the budget, must continue on through the Capital Budget process for thorough review and consideration. Once submitted and approved by the Vice President/Provost, these requests are prioritized and processed by the college s technology committees the Administrative Technology Committee (ATC), the Educational Technology Committee (ETC), and the Information Technology Committee (ITC). It is a responsibility of the ATC or ETC representatives to advocate for budget requests from their areas. It is strongly recommended that the ITS User Technology Services (UTS) representative and the ATC or ETC representative be involved as much as possible in the process for each area. It is important that each department be proactive in making sure their IT needs are known. ITS cannot necessarily provide for needs that arise after the budget planning process is complete. Instructions to the Budget Manager: The following details the IT budget request process for FY 2010-2011. Please be sure to follow each step below when requesting an IT funded item. Step 1 Determine departmental need for IT-related items. (This is done by querying department employees for input.) Step 2 Generate interest in a project request by determining if other areas of the department would benefit from the request and how they would benefit. (The more advocates providing rationale for a project increases its chances for approval.) Step 3 Talk to your UTS representative to determine feasibility of the request. (e.g., Is it cost effective? Will it require additional resources from other areas to implement?) Step 4 Determine the type of budget request you need to make ( Obsolescence, Special Project, or both) then follow the Approval: Information Technology Services Page 1 of 6

remaining instructions below. Step 5 For Obsolescence Requests: (Complete steps 1 4 above first.) Compile a list of all obsolescence requests to be submitted for your area. Be sure to include specification data, rationale, and cost data for all requests. Obsolescence requests should be reviewed with your UTS representative prior to presenting them at the budget meeting. If there are no special projects, proceed to Step 7 of the process. Step 6 For Special Project Requests: (Complete steps 1 4 above first.) Compile a list of special project requests you would like to have submitted for your area. You must include specification data, rationale, and collected cost data for each project being requested. (Review Capital Expenditure Guidelines for details.) Step 7 Schedule a budget meeting with the following people: -Rick Dent, ITS CIO -Susan Smith, ITS Operations, ext. 5047 -Neil Weaver, User Technology Services Director -Berte Thompson, Academic Technology Services Director -Department s UTS Representative -Department s Dean or Vice President -Department s Budget Manager -Additional department members as necessary Contact Sandy Kline, at ext. 7200 (email: kline@messiah.edu), to check on the availability of the Hoffman 206 conference room. Budget managers must bring handouts for all participants, OR email the information to the meeting participants prior to the meeting. Important Budget Dates: November 1 December 7 Schedule a budget meeting (with the above listed), after completing steps 1 thru 6 December 14 February 5 Deans, Directors, and Vice Presidents review and forward a summary of any concerns to the Chief Information Officer. If further clarification is needed, ITS and the ATC or ETC representative have follow-up meetings with chairs, directors, and deans. February 8 March 5 ETC, ATC, and ITC all meet to finalize the prioritization of projects. That plan is forwarded to the Capital Approval: Information Technology Services Page 2 of 6

Coordination Team. March 8 March 31 The Capital Coordination Team prepares a draft of the comprehensive Capital Expenditure Plan for FY11. April 14 President s Cabinet reviews Operating and Capital Plans-votes for approval. April 22 College Council reviews and votes on Capital and Operating plans. May 13 14 Board of Trustees votes on FY11 Operating and Capital Plans. Items covered by the centralized ITS Budget Process include: Desktop computers and laptops Printers Scanners Digital cameras PDAs Software costing more than $1,000 If there is a question about whether a particular request should be submitted on the ITS budget or another college budget, your UTS representative can often clarify. The CIO has final discretion about what is submitted on the ITS budget. Terms Used: Obsolescence: This request is typically for an item for which ITS maintains a standard replacement or upgrade cycle. To assist in this process, individuals should discuss their anticipated needs with their UTS representative. (See attachment A for a more thorough description of this process.) Special Project: This request describes technology that represents a NEW addition to a department s IT structure (computer hardware, software, audio or video) and has a cost of $3000 or more. (See attachment A for a more thorough description of this process. Also see the Capital Expenditure Guidelines document.) User Technology Services (UTS): Formerly ITS Desktop Support Approval: Information Technology Services Page 3 of 6

Governing Committees: Administrative Technology Committee (ATC) Last Name First Name Representing Ayres David Philly Campus Daub Greg ITS Resource Dent Rick ITS CIO Fritschi Ramona Public Relations Gearhart Greg Financial Aid Jaycox Susan Advancement Lerew Don Human Resources Luft John ITS Markley Brad Facilities Services Minich Sherri Community Relations Negley Heather Conference Services Richard Adam Recording Secretary (non-voting) Sauders Deb Public Relations Resource Sotherden Jim Registrar Starner Wendy Controller/Financial Operations Strausbaugh William Provost Office Resource True Mike External Programs (Committee Chair) Wirtz Mark Dining Services Wolgemuth Sherri Admissions Educational Technology Committee (ETC) Last Name First Name Representing Anjos Josiah Student Government Association Dent Rick ITS CIO Finch Daniel School of the Arts Fink Donna Recording Secretary (non-voting) Fritschi Ramona Webmaster Lindsey Seleena Faculty Services Loop Deb School of Health & Natural Sciences Mark Beth Library Perkins-Buzo J. Reid School of Humanities Rohrbaugh Eugene School of Management, Engineering & Business Shannon Susan Provost Office Shughart Justin Student Government Association Strausbaugh William Provost Office (Committee Chair) Thompson Berte ITS Resource Warari Michael Cocurricular Education Approval: Information Technology Services Page 4 of 6

Information Technology Committee (ITC) Last Name First Name Representing Dent Rick ITS CIO (Committee Chair) Fritschi Ramona Administrative Technology Committee Loop Deb Educational Technology Committee Rohrbaugh Gene Educational Technology Committee Smith Luke Student Government Association Smith Susan Recording Secretary (non-voting) Starner Wendy Administrative Technology Committee Strausbaugh Bill Educational Technology Committee Chair True Mike Administrative Technology Committee Chair Voigt Lois Vice President of Finance Approval: Information Technology Services Page 5 of 6

Attachment A Information Technology Budget The Information Technology (IT) budget is funded by two different mechanisms: capital and operational. These mechanisms are described as follows. (1) Obsolescence. (capital account) This budget is used to repair or replace the smaller, indispensable items that have a well-defined or short obsolescence cycle such as PCs, printers, scanners, PDAs and software not under contract. Generally this budget is used to maintain existing equipment or software. However, a few new items, individual items which are not included in any larger project, may be also purchased from this account. The obsolescence budget is basically a simple depreciation calculation. If an item is expected to last five years before being replaced, then it is budgeted for one-fifth of the cost of the item each year. ITS has developed a conservative obsolescence cycle. Prices are reviewed each year to adjust to current market price fluctuations. We seek to minimize the budget by reducing item cost, purchasing items which will last longer or by increasing the obsolescence period. Some items do not fit well into a basic depreciation-based budget because their unit cost can fluctuate widely by the time they require replacement. In addition, each purchase is based on a rapidly changing set of requirements. Thus, some parts of the obsolescence budget calculation are based on a fixed amount, which is reviewed each year. The amount of the allotment is determined on a combination of objective and subjective criteria. (2) Special Projects. (capital account) This budget is used to purchase (a) new items to support new services and programs, (b) new items to expand or enhance existing services and programs, (c) replacement of more expensive items not funded through the obsolescence account. Special projects are carefully reviewed and prioritized by the technology committees. Items purchased from this budget will usually require continual funding in subsequent years through the obsolescence budget and/or the contracts budget. Departments who make the requests are asked to provide as much rationale as possible and to keep their committee representatives well informed of their department needs. (3) Contracts. (operational account) This budget is used to maintain service and maintenance contracts for hardware and software. All contracts which have a periodic payment schedule of one year or less (e.g. annually, quarterly, semiannually or monthly) are paid from this account. Adapted from The Budget Explained, Les Weiand, 2004. Approval: Information Technology Services Page 6 of 6