University at Buffalo (UB) 
Administrative Services Gateway
Administrative Services GatewayBuilding partnerships through collaboration
Administrative Services GatewayUtilizing 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.
Updated 10/21/2022
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 |
|---|---|---|---|
8-16-22 | Tuition / Fees | Update & deliver BBF IFP initial projection (prior year actuals + and rate increases) | Resource Planning |
9-15-22 | Tuition / Fees | Board of Trustees meeting to include final rulemaking for 2022-23 tuition rates | SUNY |
9-19-22 - 10-21-22 | Enrollment | VPEM meets with units to discuss enrollment plans | VPEM |
Mid-Oct 2022 | Information / Guidance | Resource Planning sends 2023-24 Three-Year Plan information collection workbooks to units. Additional information provided includes: resource planning guiding principles, university goals, Broad-Based Fees request and planning parameters such as tuition, enrollment, fees & salary increases. | Resource Planning |
Mid-Oct 2022 | Information / Guidance | Provost and VPFA sends memorandum on 2023-24 ARPP Calendar & Resource Planning Guide | Resource Planning |
Oct 2022 | Facilities / Space | Instructional Facilities Part I - A lead from Facilities works with the Space Utilization and Pedagogy & Design Committees on a 3-year instructional facilities plan (2025, 2026, 2027). The plan is presented to the AVP of Facilities & the Director of IT for approval - draft is due to Resource Planning by 9/30. | Resource Planning & University Facilities |
Oct 2022 | Multi-year Financial Plan | Multi-year Financial Plan preparation & update (Part 1) | Resource Planning & Financial Management |
Oct 2022 | Reporting | Quarterly Unit Dashboard 2022-23 | Resource Planning & Business Services |
Oct 2022 | SUNY | SUNY Budget Due to NYS | SUNY |
Oct 2022 | Facilities / Space | Summer 2024 Classroom Renovations – submit scope statements for summer 2024 projects to Senior Leadership for review & approval (includes A/V & tech costs/budget) | Resource Planning & University Facilities |
Oct 2022 | Broad-Based Fees | Update & deliver BBF IFP fall re-projection (updating fall enrollment figures to fall Census – 3 weeks after start of semester. Spring remains at 94% of fall). | Resource Planning |
Oct 2022
| SUNY | 2022-23 Revenue Target – Fall Update (first re-projection) submitted to SUNY | Resource Planning, OIA & Financial Management |
11-1-22 | Facilities / Space | Units submit space requests & summer 2023 small scale capital rehab requests to the Capital Planning Group | Units & Capital Planning Group |
11-10-22 | Information / Guidance | 2023-24 ARPP Q & A Session – Zoom | Resource Planning |
Nov 2022 | Tuition / Fees | Units consulted on proposed 2023-24 Specialized Tuition Rates | Resource Planning |
Nov 2022
| Facilities / Space | Instructional Facilities Part II - The 3-year instructional facilities plan (2025, 2026 & 2027) is presented to the Steering Committee for feedback | University Facilities |
Nov 2022 | Tuition / Fees | Delivery of reconciled summer share of tuition revenue above base | Resource Planning & OIA |
Nov 2022 | Facilities / Space | Summer 2024 Classroom Renovations – submit advanced work orders for summer 2024 projects to Senior Leadership for review & approval | Resource Planning & University Facilities |
Prior to 12-1-2022
| Tuition / Fees | Fall Student Consultations for 2023-24 Broad-Based Fees | Student Life |
11-1-22 - 3-31-22 | Tuition / Fees | SUNY Budget Office and campuses discuss proposed 2023-24 tuition rates | SUNY |
11-11-22 - 12-5-22 | Workbook Review | Resource Analyst meets with the UBO – unit workbook submission review/check-in | Resource Planning & UBO’s |
12-8-22 | Information / Guidance | Deans/Vice Presidents/Unit Business Officers meeting on 2023-24 Annual Resource Planning Process & University Financial Plan | Resource Planning |
12-15-22 | Tuition / Fees | University and Service Center Fee requests due to Financial Management | Units |
12-15-22 | Enrollment | Unit Graduate Enrollment Managers submit final enrollment targets for 2023-24, 2024-25 and 2025-26 to VPEM for consideration | Units |
Mid-Dec 2022 | Tuition / Fees | Student Life submits 2023-24 housing rates to Senior Leadership for approval | Student Life, Campus Living |
Dec 2022 | Facilities / Space | Instructional Facilities Part III - The 3-year instructional facilities plan (2025, 2026 & 2027) is presented to the Executive Committee for approval for inclusion in the ARPP | Instructional Facilities Steering Committee |
Dec 2022 | Facilities / Space | Instructional Facilities Part IV – The 3-year instructional facilities plan (2025, 2026, 2027) is submitted as part of the ARPP | Instructional Facilities Steering Committee |
Dec 2022 | Tuition / Fees | Senior Leadership approves 2023-24 housing rates | Resource Planning |
1-13-23 | Information / Guidance | Units submit materials to the Resource Planning Resource-Planning-ARPP@buffalo.edu | Units |
Jan 2023
| Enrollment | VPEM sends headcount enrollment data to Resource Planning | VPEM & Resource Planning |
Jan 2023
| Reporting | Quarterly Unit Dashboard 2022-23 | Resource Planning & Business Services |
Jan 2023 | Tuition / Fees | Student Life submits 2023-24 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 |
|---|---|---|---|
Jan 2023 | Facilities / Space | Summer 2024 Classroom Renovations - submit cost quotes for Summer 2024 classroom renovation to Senior Leadership for review & approval | Resource Planning & University Facilities |
Jan-Feb 2023 | Information / Guidance | Resource Planning analyzes unit input and projections and develop briefing documents for unit budget discussions | Resource Planning |
Early Feb 2023 | Information / Guidance | Senior Leadership provides feedback to units about topics to include in unit presentations | Resource Planning |
2-6-23 - 2-17-23 | Tuition / Fees | Spring Student Consultations for 2023-24 Broad-Based Fees | Broad-Based Fee Stewards |
3-6-23 - 3-10-23 | Information / Guidance |
Unit Resource Planning meetings with President, Provost & VPFA
| Resource Planning |
March 2023 | Broad-Based Fees | Update & deliver BBF IFP spring re-projection (updating spring enrollment figures with spring census – 3 weeks after start of semester) | Resource Planning |
March 2023 | Tuition / Fees | VPFA submits SUNY Broad-Based Fee request | Resource Planning |
March 2023 | SUNY | SUNY 2022-23 Revenue Target – (second re-projection) | Resource Planning & Business Services |
March 2023 | Multi-year Financial Plan | Review of Multi-year Financial Plan open items (Part 2) for current year updates | Resource Planning |
March-April 2023 | Information / Guidance |
| Resource Planning |
April 2023 | Reporting | Quarterly Unit Dashboard 2022-23 | Resource Planning & Business Services |
April 2023 | NY State | NYS Budget is approved | NY State |
April 2023 | SUNY | SUNY reviews enacted budget for compliance | SUNY |
April 2023 | Information / Guidance | FSA/Campus Dining & Shops budget approved by President, Provost and VPFA | Resource Planning |
April-May 2023 | Tuition / Fees | System administration leadership reviews proposed 2023-24 tuition rates | SUNY |
Early May 2023 | Information / Guidance | Provost & VPFA prepare Investment Proposal Outcome Letters | Resource Planning |
May 2023 | Spending Plan | Resource Planning remind units to submit Spending Plan due July 14 | Resource Planning |
Key Outcome: Confirm unit expectations and outcomes in order to finalize Three-year Plans and implement Resource Planning decisions
| Date | Topic | Action | Coordinating Unit |
|---|---|---|---|
April 2023 | Tuition / Fees | Fee Requests submitted to SUNY if applicable | Resource Planning |
April 2023 | Tuition / Fees | Financial Management provides Fee Certifications | Financial Management |
April 2023 | Tuition / Fees | Delivery of reconciled winter share of tuition revenue | Resource Planning & OIA |
Early May 2023 | Information / Guidance | Investment Proposal Outcome Letters sent to units | Resource Planning |
May 2023 | SUNY | 2023-24 Revenue Target – Initial projection submitted to SUNY | Resource Planning, OIA & Financial Management |
5-24-23 | Information / Guidance | Deans/Vice Presidents/UBOs meeting on outcome of 2023-24 process | Resource Planning |
Mid-June 2023 | Broad-Based Fees | In anticipation of Annual Rollover Process in Axiom, Resource Planning updates Broad-Based Fee totals in the Internal Financial Plan to reflect July 2022-May 2023 BBF revenue. June 2023 revenue will be finalized and delivered to fee units in mid to end July. | Resource Planning |
June 2023 | Information / Guidance | Finalize 2023-24 Three-Year Plans | Resource Planning & Units |
June 2023 | Tuition / Fees | Resolution approved by Board of Trustees / Initialize 2023-24 tuition rulemaking process (45 day public comment period) | SUNY |
June 2023 | Information / Guidance | Units confirm PI/department crediting on sponsored awards is correct to facilitate the accurate allocation of ICR funds in August | Units & Sponsored Project Services |
June 2023 | Tuition / Fees | SUNY Board of Trustees approves 2023-24 tuition rates & BBF rates | SUNY |
June 2023 | Tuition / Fees | VPFA sends tuition rates communication to Deans/Vice Presidents/Vice Provosts | Resource Planning |
Mid-June to July 1, 2023 | Information / Guidance | Internal Financial Plan closed to prepare for 2023-24 deliveries | Resource Planning & Financial Management |
Early-July 2023 | Information / Guidance | Financial Management rolls Annual Allocation from 2022-23 to Annual & Fiscal Allocation for 2022-23 - this is the starting point for the 2023-24 budget | Financial Management |
Early-July 2023 | Information / Guidance | Delivery of items designated for “July 1 budget implementation” (including 2023-24 Investments) | Resource Planning & Financial Management |
7-14-23 | Information / Guidance | Units submit 2023-24 Spending Plan to Resource Planning | Units |
Mid-July 2023 | Tuition / Fees | Resource Planning updates Broad-Based Fee totals in the Internal Financial Plan to reflect June 2023 revenue received | Resource Planning |
July 2023 | Reporting | Quarterly Unit Dashboard 2022-23 | Resource Planning & Business Services |
July 2023 | Tuition / Fees | SUNY communicates approved 2022-23 Broad-Based Fee rates to campuses. VPFA communicates to units | SUNY |
Late July 2023 | Tuition / Fees | Financial Management delivers final actual Broad-Based Fee revenue for the prior year | Financial Management |
Early August 2023 | Information / Guidance | OVPRED notifies Resource Planning that ICR shares are ready to be updated in the Internal Financial Plan | OVPRED |
Mid-August 2023 | Information / Guidance | 2022-23 ICR delivered | Resource Planning, Financial Management & OVPRED |
Mid-August 2023 | Broad-Based Fees | Resource Planning sends 22/23 Broad-Based Fess Actual Expenditures Reports to Broad-Based Fee units to complete | Resource Planning |
Mid-August 2023 | Tuition | Calculate new targets & enter base allocation commitment changes. Route to Provost & VPFA for review. Send email to UBOs. | Resource Planning |
Mid-August 2023 | Tuition Share | Calculate share of tuition rate increases due to units & enter in IFP | Resource Planning |
August 2023 | Tuition | Final 2022/23 tuition revenue vs targets report. Enter commitments for unit revenue share and TRSA. | Resource Planning |
August 2023 | Information / Guidance | Financial Management rolls over carryforward balances | Financial Management |
Sept 2023 | SUNY | Financial Management submits 2023-24 SUNY Form 1-Campus Financial Plan & Financial Management Strategies document to SUNY | Financial Management & Resource Planning |
Sept 2023 | Tuition / Fees | Final rulemaking for 2023-24 tuition rates after public comment period | SUNY |
Sept 2023 | Reporting | Final Unit 2023-24 Spending Plan Update Report | Resource Planning & Business Services |
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.