BUDGET PROCESS
The strategic planning and budgeting process used at Paradise Valley Community College stresses the important of setting priorities at all levels of the institution.
To strengthen the planning process a strategic planning council (SPC) oversees the planning, institutional research, and budget development phases of the process. This council has representatives from all the various institutional constituencies and includes, faculty, administrators, professional and technical staff, students and community representatives. The SPC finalizes the strategic goals that will be emphasized and serves as a campus review board of all budget requests to ensure that the requests are in line with the established goals. The members of the council represent different viewpoints, provide important suggestions, and are key to the final acceptance and implementation of planning and budgeting initiatives.
This process strengthens the linkages between planning and budgeting and involves more faculty and staff in the decision-making process. The result is a process that focuses on the strategic planning directions of the college and allocates scarce resources to achieve these priorities. The goal is to increase participation and input in the planning and decision-making processes, and to maintain institutional flexibility by ensuring that resource allocation is predicted on planning assumptions.
The process used by PVCC is document on the following pages.
PARADISE VALLEY COMMUNITY COLLEGE
BUDGET PROCESS
CALENDAR
August - September 1 Departments/Divisions review prior year budget and review planning documents.
September - October 1 Budget materials are distributed by Dean of Administrative/Student Services.
October - November 1 Division/department chairs/managers work with faculty and staff to prepare planning and budgeting materials. Review three year strategic plan, identify planning objectives and activities to meet goals for department/division and determine priorities for next planning and budgeting cycle.
November 1 Budget materials due to Strategic Planning Sub-Committees.
November 5 - 15 Budget requests reviewed by Strategic Planning Sub-Committees.
November 16 Prioritized budget materials are submitted to Administrative Dean.
November 19 - 23 Budget materials reviewed by Budget Review Committee - prioritized based on campus initiatives.
December 1 Final budget submitted to the District Budget Office.
BUDGET REVIEW PROCESS
Department managers and division chairs are responsible for working with their respective staff/faculty to evaluate the current budget and to determine operational budget priorities and capital equipment needs including computer, equipment and B&G requests for the coming budget year. A Planning/Budget Request Summary package is prepared and submitted to the appropriate Strategic Planning sub-committee chairperson for consideration. The respective manager/division chair can meet with the sub-committees to review the proposal if necessary. Each sub-committee will submit their prioritized proposals to the Budget Review committee for approval.
The steps involved in linking planning and budgeting at PVCC are:
1. Cognizant of the goals established for the college, each faculty/staff member develops objectives, based upon needs of the department, for a three year period with activities and budget implications for one academic year.
2. Objectives and activities are refined with the departmental manager or division chairperson and then with the Dean or Associate Dean with responsibility for that area.
3. Activities are prioritized by the department/division for funding and submitted to the appropriate strategic planning sub-committee. The Sub-Committee reviews all planning and funding requests. A final priority list for funding is completed after meetings with members of the respective departments.
4. The final, prioritized list of activities requiring funding is submitted by each functional area to the Budget Review committee. The Budget Review Team is comprised of the faculty senate president, two representatives chosen from the SPC sub-committees and a representative of the auxiliary services (student activities and other fund 2 budget categories). The Dean of administrative and Student Services serves on all of the committees in an advisory capacity only.
5. The Budget Review Committee reviews all of the requests and makes a final priority recommendation for presidential approval. Further meetings, with departmental representatives, to clarify funding requests may also take place.
6. Adjustments, if needed, are made to the budget proposal after the President reviews the document. The President, however, usually sits in on the Budget Review Committee discussions and has had input in the discussions and final decisions.
7. The final budget document is prepared by the Dean of Administrative Services and is then submitted to District Budget Office who submit it, along with the documents from the other nine colleges and district support center, to the Chancellor’s Financial Advisory Council (CFAC).
PVCC - Budget Process
© 1997 MCCCD. This page last modified on October 15, 1997 Questions and Comments to Jeanne Franco at franco@pvc.maricopa.edu
http://www2.pvc.maricopa.edu/senate/budgproc.htm