Annual Resource Planning Process

Utilizing a strong Annual Resource Planning Process (ARPP) helps to support and expand UB’s world-class impact.  The ARPP provides a framework for us to review our financial capacity, evaluate our current activities and identify and assess potential areas for new investment that will continue to elevate the university.  

Launching the Process

View the Resource Planning Calendar

Phase 1 — Three-Year Plan Information Collection

Key Outcome: Share guidance based on the university’s financial position to assist units in providing their input and needs through the Three Year Plan workbook

Date Topic Action Coordinating Unit

8/1-8/31

Facilities

Space

Summer 2019 Classroom Renovations – Identify potential classroom renovations for the next three years (2019, 2020, 2021) to be submitted to Senior Leadership for review and approval in the 2018-19 Annual Resource Planning Process (ARPP)

University Facilities 

9/5

Enrollment

Units approved for enrollment growth begin discussions with Resource Planning on developing Enrollment Growth Pro Formas for Senior Leadership review

Resource Planning

9/5 - 9/15

Information

Guidance

Provost and VPFA send memorandum on 2018-19 ARPP Calendar

Resource Planning

9/18-9/29

Enrollment

VPEM meets with units to discuss enrollment plans

VPEM

9/12-9/13

Tuition

Fees

Board of Trustees Meeting to include final rulemaking for 2017-18 tuition rates

SUNY

10/2

Multi-year Financial Plan

Multi-year Financial Plan preparation and update (Part 1)

Resource Planning and Financial Management

10/2-10/31

Facilities

Space

Summer 2018 Classroom Renovations – Submit scope statements for Summer 2018 projects to Senior Leadership for review and approval (includes A/V & Tech Costs/Budget)

University Facilities

10/2-10/31

Tuition

Fees

Fall Student Consultations for 2018-19 Broad Based Fees (exact date TBD)

Student Life

10/2

Reporting

Quarterly Unit 2017-18 Spending Plan Update Report

Resource Planning, Business Services

10/2

SUNY

SUNY Budget Due to NYS

SUNY

10/2-10/6

Information

Guidance

Resource Planning sends 2018-19 Three Year Plan information collection workbooks to units

Resource Planning

10/2-10/31

Tuition

Fees

Units consulted on proposed 2018-19 Specialized Tuition Rates

Resource Planning

10/16

Tuition

Fees

University and Service Center Fee Requests due to Financial Management

Units

10/16-10/31

SUNY

2017-18 Revenue Target – Fall Update (First Re-projection) submitted to SUNY

Resource Planning, OIA and Financial Management

10/26

Information

Guidance

2018-19 ARPP Q&A Session – North Campus

Resource Planning

10/27

Information

Guidance

2018-19 ARPP Q&A Session – South Campus

Resource Planning

10/31

Tuition and Enrollment

University 2017-18 Enrollment & Tuition Update

Resource Planning and OIA

10/31

Reporting

First Quarter Utility Report

Financial Management

11/1

Facilities

Space

Units submit Space Requests and Summer 2018 Small Scale Capital Rehab Requests to the Capital Planning Group via Cheryl Bailey

Units and Capital Planning Group

11/1

Tuition

Fees

Delivery of reconciled summer share of tuition revenue above base

Resource Planning and OIA

11/1-11/30

Facilities

Space

Summer 2018 Classroom Renovations – Submit Advanced Work Orders for Summer 2018 projects to Senior Leadership for review and approval

University Facilities

11/1-3/30

Tuition

Fees

SUNY Budget Office and campuses discuss proposed 2018-19 tuition rates

SUNY

11/15

Tuition

Fees

Student Life submits 2018-19 housing rates to Senior Leadership for approval     

Student Life and Campus Living

11/29-12/6

Information

Guidance

Provost and VPFA send memorandum regarding 2018-19 Annual Resource Planning process to units. Resource Planning sends additional information including resource planning guiding principles, university goals, Broad Based Fees request, and planning parameters such as tuition, enrollment, fees and salary increases.

Resource Planning

12/1

Tuition

Fees

Senior Leadership approves 2018-19 housing rates                                         

Resource Planning

12/1-12/29

Facilities

Space

Summer 2019 Classroom Renovations – Prioritize the list of classroom renovations for the next three years (2019, 2020, 2021) and finalize projected costs for Senior Leadership review and approval in the 2018-19 ARPP

University Facilities

12/5

Enrollment

VPEM provides Spring enrollment projections, undergraduate & graduate, to Resource Planning

VPEM and Resource Planning

12/11

Enrollment

Unit Graduate Enrollment Managers submit final enrollment targets for 2018-19, 2019-20 and 2020-21 to VPEM for consideration

Units

12/12

Information

Guidance

Deans/Vice Presidents/Unit Business Officers Meeting on 2018-19 Annual Resource Planning Process and University Financial Plan

Resource Planning

12/15

Enrollment

VPEM sends headcount enrollment data to Resource Planning

VPEM and Resource Planning

12/29

Reporting

Quarterly Unit 2017-18 Spending Plan Update Report

Resource Planning and Business Services

1/1-1/31

Facilities

Space

Summer 2019 Classroom Renovations – Submit the prioritized list of classroom renovations for the next three years (2019, 2020, 2021) to Senior Leadership for funding consideration in the 2018-19 ARPP

Resource Planning and University Facilities

1/1-1/31

Facilities

Space

Summer 2018 Classroom Renovations - Submit cost quotes for Summer 2018 classroom renovation to Senior Leadership for review and approval

University Facilities

1/16

Information

Guidance

Units submit materials to Resource Analysts

Units

1/16

Enrollment

Units approved for enrollment growth submit Enrollment Growth Pro Formas to Resource Analysts for enrollment growth investment consideration

Units

1/16

Tuition

Fees

Student Life submits 2018-19 campus dining rates to Senior Leadership for review

Student Life, FSA, Campus Living

Phase 2 — Analysis, Discussion and Decision-Making

Key Outcome: Gain a shared understanding of the unit’s position and needs so as to inform the Resource Planning decisions of Senior Leadership

Date Topic Action Coordinating Unit

1/16 – 3/2

Information/Guidance

Resource Planning analyzes unit input and projections and develops materials for unit budget discussions with a focus on Enrollment/Tuition, Investments/ Outcomes, Philanthropy, 2017-18 Operating Statement and Spending Plan, Carry Forward Spending Plan, Broad Based Fees, Research, Risks/Contingencies, and Faculty/Staff

Resource Planning

1/31

Reporting

Second Quarter Utility Report

Financial Management

2/5 – 2/9

Information/Guidance

Senior Leadership provides feedback to units about topics to include in unit presentations

Resource Planning

2/12 – 2/23

Tuition/Fees

Spring Student Consultations for 2018-19 Broad Based Fees

Student Life

2/28

Tuition and Enrollment

University 2017-18 Enrollment & Tuition Update

Resource Planning, OIA

3/5 – 3/9

Information/Guidance

Unit Resource Planning Meetings with President, Provost and VPFA

Resource Planning


3/12 – 4/13

Information/Guidance

- Provost, in consultation with VPFA, review and prioritize Three Year Plan recommendations

- Provost and VPFA review Three Year Plan recommendations with President Tripathi

- Provost and VPFA prepare Investment Proposal Outcome Letters

Resource Planning

3/12 – 4/13

Tuition and Enrollment

Provost submits SUNY Campus 2018-19 Enrollment Plan; VPFA submits Campus Revenue Projection

VPEM, Resource Planning, Business Services

3/12

Tuition/Fees

VPFA submits SUNY Broad Based Fee Request

Resource Planning

3/15

Tuition/Fees

Senior Leadership reviews 2018-19 campus dining rates

Resource Planning

3/30

Reporting

Quarterly Unit 2017-18 Spending Plan Update

Resource Planning, Business Services

4/1

NY State

NYS Budget is approved

NY State

4/1 – 4/30

SUNY

SUNY reviews enacted budget for compliance

SUNY

4/1 – 5/31

Tuition/Fees

System administration leadership reviews proposed 2018-19 tuition rates

SUNY

4/2

Multi-year Financial Plan

Review of Multi-year Financial Plan open items (Part 2) for current year updates

Resource Planning

4/16

Information/Guidance

FSA/Campus Dining & Shops budget approved by President, Provost, and VPFA

Resource Planning

4/16 – 4/30

SUNY

2017-18 Revenue Target – Fall Update (Second Re-projection) submitted to SUNY

Resource Planning, OIA, Financial Management

4/30

Reporting

Third Quarter Utility Report

Financial Management

Phase 3 — Closure of Annual Resource Planning Process

Key Outcome: Confirm unit expectations and outcomes in order to finalize Three Year Plans and implement Resource Planning decisions

Date Topic Action Coordinating Unit

5/1

Tuition/Fees

Fee Requests submitted to SUNY if applicable

Resource Planning

5/1

Tuition/Fees

Financial Management provides an updated fee report to Resource Planning to be used in the Fee Certifications tabs

Financial Management

5/1

Tuition/Fees

Delivery of reconciled winter share of tuition revenue

Resource Planning, OIA

5/1 – 5/31

Facilities/Space

Summer 2018 Classroom Renovations - Senior Leadership finalizes Summer 2018 investment as part of the ARPP

Resource Planning

5/1 – 5/31

SUNY

2018-19 Revenue Target – Initial projection submitted to SUNY

Resource Planning, OIA, Financial Management

5/1 – 6/15

Enrollment

Senior Leadership and Units that submitted Enrollment Growth Pro Formas discuss enrollment growth tuition revenue share

Resource Planning and Units

5/1 – 6/15

Enrollment

Resource Planning and Units that have Enrollment Growth Investment Agreements in place provide outcomes for Senior Leadership review and consideration for financial investment

Resource Planning and Units

5/15

Information/Guidance

Investment Proposal Outcome Letters sent to units

Resource Planning

5/15 – 6/15

Information/Guidance

Units prepare and submit final budget information to Resource Planning for implementation. This includes the Fees Certification and Financial Plan Delivery Instructions.

Units

5/22

Information/Guidance

Deans/Vice Presidents/UBOs meeting on outcome of 2018-19 process

Resource Planning

6/13 – 6/14

Tuition/Fees

Resolution approved by Board of Trustees / Initialize 2018-19 tuition rulemaking process (45 day public comment period)

SUNY

6/15

Tuition/Fees

VPFA communicates 2018-19 Broad-based Fee Rates to units

Resource Planning

6/15

Information/Guidance

Units confirm PI/department crediting on sponsored awards is correct to facilitate the accurate allocation of ICR funds in August

Units and Sponsored Project Services

6/15 – 7/3

Information/Guidance

Internal Financial Plan closed to prepare for 2018-19 deliveries

Resource Planning, Financial Management

6/20

Tuition/Fees

SUNY Board of Trustees approves 2018-19 tuition rates

SUNY

6/22

Tuition/Fees

VPFA sends tuition rates communication to Deans/Vice Presidents/Vice Provosts

Resource Planning

6/29

Reporting

Quarterly Unit 2017-18 Spending Plan Update Report

Resource Planning, Business Services

7/1

Tuition/Fees

SUNY communicates approved 2018-19 Broad Based Fee rates to campuses

SUNY

7/2

Information/Guidance

Financial Management rolls Annual Allocation from 2017-18 to Annual and Fiscal Allocation for 2018-19 as this is the starting point for the 2018-19 budget

Financial Management

7/2

Enrollment

Units notified of Enrollment Growth Investment Agreement decisions

Resource Planning, Units

7/5

Information/Guidance

Delivery of items designated for “July 1 budget implementation” (including 2018-19 Investments)

Resource Planning, Financial Management

7/16 – 7/20

Tuition/Fees

Resource Planning updates Broad Based Fee totals in the Internal Financial Plan to reflect final actual revenue for the prior fiscal year

Resource Planning

7/20 – 7/24

Tuition/Fees

Financial Management delivers final actual Broad Based Fee revenue for the prior year

Financial Management

8/1

Information/Guidance

Finalize 2018-19 Three Year Plans

Resource Planning, Units

8/1

Information/Guidance

OVPRED notifies Resource Planning that ICR shares are ready to be updated in the Internal Financial Plan

OVPRED

8/1

Tuition and Enrollment

University 2017-18 Enrollment & Tuition Update

Resource Planning, OIA

8/1 – 8/15

SUNY

Financial Management submits 2018-19 SUNY Form 1-Campus Financial Plan

Financial Management,  Resource Planning

8/1 – 8/31

Facilities/Space

Summer 2020 Classroom Renovations – Identify potential classroom renovations for the next three years (2020, 2021, 2022) and submit to Senior Leadership for review and approval in the 2019-20 ARPP

University Facilities

8/10 – 8/20

Information/Guidance

Financial Management rolls over carry forward balances

Financial Management

8/15

Reporting

Final 2017-18 Spending Plan Update Report

Resource Planning, Business Services

8/15

Information/Guidance

2017-18 ICR delivered

Resource Planning, Financial Management, OVPRED

8/15

Enrollment

Enrollment Growth Investment funding delivered according to outcomes of agreement review

Resource Planning

8/15 – 8/29

SUNY

SUNY Monthly Revenue Projections

Resource Planning, Financial Management

8/30

Reporting

Fourth Quarter Utility Report

Financial Management

9/1 – 9/30

Tuition/Fees

Final rulemaking for 2018-19 tuition rates after public comment period

SUNY

9/7

Information/Guidance

Units submit 2018-19 Spending Plan to Resource Planning

Units

Receiving Materials

Resource Planning Workbook

The Resource Planning Workbook is the mechanism by which your unit submits projections and input regarding your plans for the next three years. Information requested via the workbook covers many aspects of your operations; the workbook is reviewed and modified each year, depending on the focus of that year's ARPP. A workbook customized to your unit will be sent to you via email in the fall in preparation for the launch of the ARPP. 

Resource Planning Guide

The Resource Planning Guide provides information regarding the Annual Resource Planning Process, including parameters, guidelines and other information that may be helpful for the preparation of materials for the current year's ARPP, general information related to year-round planning and updates to existing planning-related policies. The RP Guide will be sent to you via email and posted to the ARPP shared drive prior to the annual kick-off presentation, which takes place in early December.

Officially Launching the Process

December Launch Meeting

The ARPP officially begins with the annual kick-off presentation, held in early December. In this presentation, the provost and vice president for finance and administration will provide information relevant to the planning effort, including: 

  • State of the budget
  • New initiatives
  • Updates to the budget model, if applicable

Phase 1 — Information Collection

Find General Planning Resources

The following resources may be helpful as you begin the Annual Resource Planning Process.   

Develop Projections

Enrollment and Tuition Revenue

Research

Projections of both proposals and expenditures are sought through the ARPP.  Historical proposal information can be found in the Proposal Summary Report on the SPS Online Report webpage.  Historical expenditure information can be found on the Research Expenditures tab of the SIRI ARPP Dashboard.   

Capital Space

Capital project requests are summarized in the RP workbook, but the requests must be submitted to the Capital Planning Group separately. The forms for Space Requests and Summer Space Rehab Requests are due to Capital Planning in mid-fall; see the RP Calendar for the due date. 

Fees

Endowment - Unfunds

The ARPP focuses on plans to make full use of endowments that are currently underutilized or unutilized.   

Faculty and Staff

Carry Forward and Spending Plan

Request Investments

Considerations

Requests for central investment should demonstrate how they support the university's strategic priorities, which can be found in the Resource Planning Guide.  As funding to support proposed investments is limited, you should attempt to identify unit resources that could be utilized wherever possible.  You will be expected to include in the investment request an explanation of the resources that your unit will commit toward implementation of the proposal.   

Investment Requests

All investment proposals should be made through the ARPP process, in the RP workbook.  Each request listed in the summary tab of the workbook should be accompanied by a detail template tab; it is important to fill out the detail template in full in order to allow for proper consideration of your request.  In the rare instance that there is an emerging need between ARPP cycles, units can submit an Emerging Needs Request.  Please see the Resource Planning Guide or contact your Resource Analyst for more information. 

Enrollment Growth Proposals

Investment requests that involve enrollment growth should be accompanied by a pro forma that shows the expected revenues and costs related to the enrollment growth.  The pro forma should be submitted as a separate document along with your RP workbook.   

Complete the Workbook

Filling Out the Workbook

Complete all sections of the workbook, following the instructions on each tab.  Additional guidance about the information requested can be found in the Resource Planning Guide. Questions about information requested on specific tabs should be referred to the contact person listed on the individual tab. 

Requesting Target Changes

Requests to change any previously-established targets should be documented in the workbook, and should be accompanied by an explanation in the comments section of the tab. 

Submitting the Workbook

Submit the workbook via e-mail to the central address provided.  Your Resource Analyst should be copied on the message.   

Phase 2 — Analysis and Discussion

Prepare the Presentation

Receive Feedback

After reviewing your workbook submission, Resource Planning will provide you with suggestions for topics that should be included in your presentation to senior leadership.  You may also add your own topics or areas of focus to this list.   

Develop and Submit Presentation

Your presentation should be submitted at least one week prior to your scheduled unit meeting.  The presentation should focus on the specific areas of opportunity or concern.  It is important to keep in mind the amount of time available for the meeting and to leave ample time after the presentation to answer questions and engage in discussion. 

Meet with Senior Leaders

Unit Presentation

The unit meeting will begin with the presentation by your unit to senior leaders.  The president, provost, and vice president for finance and administration will have reviewed the submitted version of your presentation prior to the meeting, and may have questions or request clarification during the presentation.   

Shared Discussion

At the conclusion of the unit presentation, the unit representatives and senior leadership will have an opportunity to discuss the issues raised by the unit, as well as any areas of opportunity or concern identified by the president, provost, and vice president for finance and administration. 

Phase 3 — Closure

Make Final Three-Year Plan Updates

Receive Investment Outcomes

You will be notified of the final outcome of your investment proposals once all decisions have been made.

Update Three-Year Plans

Upon receiving notification of the outcomes of your investment proposals, you will have the opportunity to submit final budget information to Resource Planning for implementation. You should review and make necessary updates to your faculty hiring plans and fees certification, and should also include Financial Plan delivery instructions.

Develop Spending Plan

Develop the Spending Plan

Your spending plan should be based on the final outcomes of the planning discussions, memorialized in your three-year plan.  Information on developing your spending plan can be found in the Resource Planning Guide

Loading Spending Plan into SIRI

After you have submitted your spending plan, it will be loaded into SIRI for use in the quarterly update reports. 

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