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.
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 |
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 |
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 |
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.
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.
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:
The following resources may be helpful as you begin the Annual Resource Planning Process.
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 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.
The ARPP focuses on plans to make full use of endowments that are currently underutilized or unutilized.
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.
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.
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 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.
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.
Submit the workbook via e-mail to the central address provided. Your Resource Analyst should be copied on the message.
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.
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.
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.
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.
You will be notified of the final outcome of your investment proposals once all decisions have been made.
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 submit the fees certification and Financial Plan delivery instructions.
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.
After you have submitted your spending plan, it will be loaded into SIRI for use in the quarterly update reports.
