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Getting Started with PACE

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Understanding the Objective

• What is PACE?• Why are we doing this?• Who is doing this?• When are we doing this?• How are we doing this?

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Understanding the Objective

• What is PACE?– President’s Advisory Committee on

Efficiency and Effectiveness– Designed to categorize by function every

dollar from all fund sources and assign every FTE to a specific function

– PACE = Academic Workload Study

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PACE MatrixWhat is Being Gathered?

• Funds: General non General

• Functions: Core (3)

Enabling (12)

Enabling Activities (55)

• Expense Categories: EPA Core Faculty

EPA Other Professional

SPA Staff

All Other Expenses

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Taxonomy

• Definition of Core Functions

• Listing of Enabling Functions with associated enabling activities

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Appendix: Taxonomy

Core functions:• Instruction includes expenditures for:

– Preparation, delivery and evaluation of academic content to students (Regular Term, Distance Education, Summer School, and Lifelong Education)

– Departmental research and public service that are not separately budgeted should be included in this classification

– Excludes personnel expenditures for the administrative portion of academic deans. However, expenditures for department chairpersons and administrators for whom instruction is an important role are included

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Appendix: TaxonomyCore functions (continued)

• Research includes expenditures for:

– Activities specifically organized to produce research, whether commissioned by an agency, external to the institution or separately budgeted by an organizational unit within the institution

– Institutes and research centers

– Internally supported research programs, if separately budgeted, might be included in this category

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Appendix: Taxonomy

Core functions (continued)• Public Service includes expenditures for:

– Activities established primarily to provide non-instructional services beneficial to individuals and groups external to the institution.

– Community service programs (excluding instructional activities)

– Medical/Veterinary Affairs – patient/client care services

– Cooperative extension services

– Conferences, institutes, general advisory services, reference bureaus, radio and television, consulting, and similar non-instructional services to particular sectors of the community

– Economic Development

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Appendix: Taxonomy

Enabling functions• Academic administration and support

– Academic support, advising, and mentoring

– Library

– Student computing – labs and assistance

– Faculty Development/Enrichment

• Advancement activities

– Fundraising/development/management/foundation relations

– Alumni relations

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Appendix: TaxonomyEnabling functions (continued)

• Auxiliary Services

– Dining and Vending services

– Student housing operations

– Intercollegiate Athletics

– Bookstore, textbook rental, and other retail operations

– Parking and transportation services

– Motor Fleet/Motor Pool operations

– Printing, Copying, and Graphics Services

– ID Cards/One Card/All campus card services

• Enrollment related activities

– Student admissions, recruitment and marketing

– Student financial aid and administration including scholarships

– Student registration, records, and retention

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Appendix: TaxonomyEnabling functions (continued)

• External activities

– Marketing, public/constituent relations, and media relations

– Government/corporate relations

• Facilities management

– Facilities/infrastructure operations and maintenance-including housekeeping, grounds, mail/courier services, trades, and etc

– Facilities/infrastructure planning, design and construction

– Real estate management

– Waste Management and disposal, including hazardous materials

– Campus safety (police) and risk management (Environmental Health and Safety)

– Utilities direct costs and management

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Appendix: Taxonomy

Enabling functions (continued)• Fiscal activities

– Budget management including cash management and capital improvement

– Accounting

– Cashiering/receivables

– Endowment and Foundation fiscal management/ oversight

– Payroll

– Materials management/procurement/purchasing

– Inventory control

– Treasury services including investment and financing/ debt management

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Appendix: Taxonomy

Enabling functions (continued)• Human Resources

– Job classification, recruitment, hiring, compensation, and benefits

– Staff training/development and employee relations– Personnel records

• Information Technology- Academic/administrative applications including web management

activities- Database and systems management - Client support including training and applications support- Network infrastructure and support - Security measures, compliance, and support

- Telecommunications

- Audiovisual support

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Appendix: Taxonomy

Enabling functions (continued)

• Accountability activities

- Legal, policy development, and compliance

- Institutional research, planning and analysis including accreditation and assessment activities

- External compliance and other reporting such as UNC-GA, State of North Carolina, federal government, and legislative entities

- Disaster Recovery/Business continuity/ Organizational Resiliency

- Equal Opportunity, diversity, and disability services

- Auditing – Internal and External

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Appendix: Taxonomy

Enabling functions (continued)

• Sponsored Project activities

– Research and project pre-award

– Research and project post-award, including fiscal administration

– Development, transfer, and commercialization of patents/trademarks

• Student service activities

– Student programs and activities, student conduct, career planning and placement, mentoring, and student government and organizations

– Student health/counseling

– Recreation and Intramural services

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Understanding the Objective

• What is PACE?

• Why are we doing this?

“The 3 Buckets” Optimize at the entity level Leverage system strengths Modify or delete processes as needed

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Understanding the Objective

• What is PACE?

• Why are we doing this?

• Who is doing this?– Every institution in the UNC system– UNC General Administration– Pilot institutions for developing the process and

data tools were NCSU and NCCU

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Understanding the Objective

• What is PACE?

• Why are we doing this?

• Who is doing this?

• When are we doing this?– Now until of July 12 at UNCP– Entire process will run through end of 2006

– Timing of project noted

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Overall Project Timeline

• Phase 1 – Build the Foundation– Establish campus network– Create templates and control data– Conduct training down to data-entry level

• Phase 2 – Gather the Data– Input and review data at department level– Review and approve data at college/division level (NLT July 12)– Submit final data to GA with appropriate “footnotes” (NLT July 18)

• Phase 3 – Analyze the Data• Phase 4 – Develop Ideas and Recommendations• Phase 5 – Present final report to President Bowles

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Understanding the Objective

• What is PACE?

• Why are we doing this?

• Who is doing this?

• When are we doing this?

• How are we doing this?– Create support structure on campus– Design tools to assist in data entry– Provide training and assistance along the way

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Control Totals What are they?

- Actual expenditures from General Fund - Actual expenditures from Non-General Fund- FTE position count and salaries plus an estimation of fringe benefits

Where did they come from?- FTEs came from the PDF for Fall 2004- Personnel Costs came from the PDF based on

total salaries and estimated fringe benefits- Expenditures came from June 30, 2005 financial

reports in Banner Certain eliminations have been already been made Control data cannot be changed!

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How Do I Get Started?1. Go to Financial Planning and Budget’s webpage (www.uncp.edu/fpb)2. Review your OUC information on the PACE Control Data Spreadsheet3. Review your employee information on the PACE FTE Control Detail4. Review the PACE Sample Template5. Think about your unit, department, or division and what people do over the

course of a typical year6. Open the Template (https://www.acs.ncsu.edu/scripts/pace/uncp/eff.pl)7. and retrieve your control totals8. Use the Sample Template to highlight the functions that apply to your OUC 9. Distribute the FTEs and expenses across the highlighted functions10. The Spreadsheet will automatically add up the FTE and expenses for each

function11. Return to the Template (https://www.acs.ncsu.edu/scripts/pace/uncp/eff.pl)12. Enter these totals on your Template13. Make sure your totals match the control data totals

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Logging InOnce logged in, this page will appear:

1) Select Data Entry (the Reporting “button” shows a data summary for an OUC; no data can be entered on the Reporting page)

2) Use the drop down menu to choose your Organizational Unit Code (OUC)

3) Click Go

Note: You will see 6 digit codes constructed for the PACE project. The first 2 digits represent your “School Code” and the last 4 digits represent your “Department” code. The codes were derived from Banner codes and may be familiar to you. Your code was pre-printed on your worksheet, and a code list is included in your packet.

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The Summary PageAfter logging in, the Summary Page will appear, listing both Core Functions (3 total) and Enabling Functions (12 total) in the left-hand pane. No data can be entered on the Summary Page

To begin entering data, click one of the activities under either Core Functions or Enabling Functions

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Selecting Functions and ActivitiesDepending on which type of function you select, you will see a list of activities that correspond to that function

Core Functions(have no enabling activities)

Enabling Functions(have several enabling activities each)

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Entering DataDepending on which type of function you select, you will see a list of activities that correspond to that function

Column totals appear in blue at the top of each column (no data entry possible)

Row totals appear in blue to the right of each activity

Enter number of full-time employees (FTEs) and the personnel cost associated with those employees in the white rows/columns

Note: Column and row totals cannot be manually editedDon’t forget to enter your non-General Fund data below the red line!

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Saving DataOnce all information has been entered, scroll down to the Grand Totals and Control Totals lines to make sure they agree. When your data is entered and the totals are balanced, click Save.

After clicking Save, the Summary Page will appear showing all data entered for each activity. Click Cancel to return to the Summary Page without saving data

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Summing It UpOnce back at the Summary page, select the appropriate status level (box in upper left corner) for your actions:

REVIEW SEQUENCEIn progress: initial entry; can save and returnComplete: complete at the dept level; reviewed by Dept Chair/DirectorApproved: reviewed by the Dean/Vice Chancellor or designeeFinal: reviewed by the Budget Office

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Selecting Another OUCIf you are entering data for more than one OUC, from the Summary Page click Return to Main to go back to the Login page. Once back at the Log in screen, you can select another OUC.

Click here to return to the login page to select another OUC

Finished for the day? Close your browser!

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Clearing up Confusing Situations

• Example: What do I do with a FTE with multiple duties, e.g. a faculty member who is a program coordinator?

• Solution: Allocate to both core and enabling functions

• Example: What is an FTE? How do I account for 9-month contracts?

• Solution: An FTE is a full time employee on either a academic year or annual (12 month) appointment

• Example: I’ve got a lot of people doing the same thing• Solution: Allocate functions across the group, no need to allocate

by individual (i.e., housekeepers; cashiers)