FINANCIAL OVERSIGHT

Last Revised: 2/6/18

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Table of Contents

SF STATE FINANCIAL REVIEW OVERSIGHT ............................................................................................................ 2

FINANCIAL REVIEW PROCESS ................................................................................................................................ 3

FINANCIAL REVIEW TIMELINE ............................................................................................................................... 7

SAMPLE TEMPLATE: FINANCIAL REVIEW REPORT: CABINET/DIVISION/SELF SUPPORT/TRUST FUND ............. 8

SAMPLE TEMPLATE: POSITION MANAGEMENT REPORT ................................................................................ 10

SAMPLE TEMPLATE: CERTIFICATION OF FINANCIAL ACTIONS........................................................................ 11

TECHNICAL AND FINANCIAL DATA INFORMATION ............................................................................................. 13

FINANCE DATA WAREHOUSE (FDW) GUIDANCE FOR FINANCIAL REVIEW ......................................................... 14

MANAGE MY BUDGET AS PERIOD & FINANCIAL SUMMARY BY YEAR ............................................................ 15

POSITION MANAGEMENT REPORT INSTRUCTIONS ........................................................................................ 18

CAPITAL PROJECT REVIEW .................................................................................................................................. 21

SAMPLE TEMPLATE: CAPITAL PROJECT REVIEW REPORT ............................................................................... 23

CAPITAL PROJECT REVIEW REPORT INSTRUCTION ......................................................................................... 25

FUND TABLE INDEX ............................................................................................................................................. 27

ACCOUNT CATEGORY DEFINITIONS FOR FINANCIAL REVIEW TEMPLATE .......................................................... 28

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SF STATE FINANCIAL REVIEW OVERSIGHT

PURPOSE

The purpose of financial oversight and monitoring is to exercise due diligence over universities

financial activities through planning and reporting. This includes budget development, ongoing

financial monitoring, and compliance with budget.

In order to provide better defined policy guidance to the administration, establish expenditures

parameters, define reporting requirements and to conform with relevant guiding principle from

ICSUAM 2002, SF State University must exercise clear and transparent due diligence in its over-

sight of the university’s financial activities and establish reporting and monitoring requirements

necessary to fulfill its fiduciary duties.

SCOPE

Each year, SF State will conduct at least two comprehensive financial reviews, one during the

winter and the other during the spring, to identify any problematic financial situations that

have occurred or may be expected to occur prior to the end of the fiscal year. The objective of

the financial review is twofold:

1. To perform a division level analysis of expenditures of current YTD actuals compared to

prior YTD actuals and full year revised projection compared to full year revised budget.

2. To identify material concerns (Revenues: under by 10%, Expenses: over spending by

10%, when comparing fiscal year Revised Projection to fiscal year Revised Budget), that

may have a quantifiable impact on the current budget.

The scope of the reviews will include a comprehensive budget review for all revenue and ex-

penditure activities for all funds, including General, Lottery, Capital, Self-Support, and Trust

funds. In addition, the winter and spring financial reviews will include formal meetings with sen-

ior management, deans, and business managers to review each unit’s financial performance.

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While the primary focus of the two meetings varies, the feedback and discussions assist man-

agement in planning the budget for the upcoming fiscal year and forecasting for next academic

year.

FINANCIAL REVIEW PROCESS

OVERVIEW:

Each Cabinet is required to provide a detailed analysis for each Division (Finance Data Ware-house or FDW defines this as Level 4) and a written report submitted to the Budget Administra-tion and Operation office (BAO) addressing material items (Revenues: under by 10%, Expenses: over spending by 10%, when comparing fiscal year Revised Projection to fiscal year Revised Budget) that will have an adverse effect on the current budget by fiscal year-end.

These reports completed by the Cabinet/Division will serve as an attachment to the compre-hensive financial review report that will be prepared by the BAO for the CFO and President’s re-view.

The comprehensive financial review will include:

Review of financial position

Operating budget surplus / deficit

Future commitments

Capital project review

Deficit review

Other issues

OBJECTIVE:

The primary objective of the financial review is to determine if the funds available for the re-mainder of the fiscal year are adequate to maintain planned service levels.

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In order to achieve the above mentioned objective, it is required for each Cabinet – down to the Division level to:

1. Financial Review Reports: a. Verify revenues and expenses in the Financial Review Reports to the campus

Data Warehouse Financial Reporting System, year to date (YTD) b. Review and analyze YTD actuals compared to their YTD actuals prior year c. Review and analyze, current fiscal year Revised Projection compared to the

current fiscal year Revised Budget and report any material variances defined as, Revenues: under by 10%, Expenses: over spending by 10%, when com-paring fiscal year Revised Projection to fiscal year Revised Budget.

2. Position Management Reports: a. Reconciliation of all labor transactions to the Division level by assessing the

accuracy of the FTE and salary base, and by projecting the vacancies that will be filled by June 30.

REQUIRED BUDGET ELEMENTS:

The Financial Review Reports gives you:

1. Revenues: Breakdown of current YTD revenues by program with comparative actual YTD for the prior fiscal year, current year Original Budget and current year Revised Budget. There is also a set of columns that will give you the current year Revised Projection that includes a column for Adjustments to adjust the Projection column that is calculated. The Projection is calculated with quarterly actuals plus a projection calculation based on the % of year total for each forecasted month multiplied by the total Revised Revenue Budget. The Projection column is meant to serve as a guiding point of reference so use the Adjustment column to change where necessary.

2. Expenditures: YTD expenditures for each category with comparative YTD actual expendi-tures, current year Original Budget and current year Revised Budget. There is also a set of columns that will give you the current year Revised Projection that includes a column for Adjustments and Open Commitments to adjust the Projection column that is calculated. The Projection is calculated with quarterly actuals plus a projection calculation based an av-erage of the quarterly actuals for the current year and loading that value into all of the out

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months. The Projection column is meant to serve as a guiding point of reference so use the Adjustment column to change where necessary.

REPORTING REQUIREMENTS:

The following reports are provided to assist you in completing the required financial analysis.

Financial Review Report By Division, Cabinet, Self Support, Trust Fund:

The Financial Review Report template format is used for Division level (defined as Level 4 for in FDW), Cabinet, Self Support and Trust Fund.

• Financial Review Report provides Revenues and Expenses for the fund grouping (See Fund Chart Index for definition), by subaccount category that is applicable to your Cabinet/Divi-sion/Self-Support/Trust Fund.

• The Division reports roll-up to the Total Cabinet Report.

Position Management Report:

The Position Management Report is provided to the Department level for all funds.

• Vacancies will need to be included by inserting additional rows into the original layout and should include the Department, Fund, Position Number, Salary base, FTE and Estimated hire date.

Certification of Financial Actions:

Each Cabinet is required to provide a memorandum (certification of financial actions) com-menting on the outcome of their financial review process and include comments on the finan-cial conditions of each Division. Material variances must be explained and identified in the writ-ten report. Material variances is defined as Revenues: under by 10%, Expenses: over spending by 10%, when comparing fiscal year Revised Projection to fiscal year Revised Budget). Addi-tional items to note within the report include service level changes, growth issues, unmet needs, trend issues, new programs, reserves or other factors that currently have or are ex-pected to have impact on the budget.

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Summary

When you are completed with your review and analysis, you will submit back to the BAO office:

Financial Review Reports (Division level, Cabinet level, Self-Support and Trust Fund)

Position Management Report Certification of Financial Actions

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FINANCIAL REVIEW TIMELINE

TASK DATE RESPONSIBILITY

Accounting period close Soon after end of cal-endar month Fiscal

Preparation of reports Soon after Account-ing period close BAO

Financial analysis performed by Cabinets One-on-one assistance (by appt. re-quest)

Ongoing through du-ration of financial re-view process

BAO & Cabinets

Cabinet financial package submitted to BAO

3 weeks after BAO distributes reports Vice Presidents

Cabinet/Division reports reviewed 2 weeks after receipt of Cabinet financial packages

BAO

Comprehensive financial report re-viewed

After BAO office re-view CFO and VPs

Financial report submitted to the President

After CFO and VPs reviews BAO

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SAMPLE TEMPLATE: FINANCIAL REVIEW REPORT: CABINET/DIVISION/SELF SUPPORT/TRUST FUND

Period: July to November Actuals

Final Final Final FinalCYP calculated

Operating Funds Operating Funds Operating Funds Operating Funds Operating FundsNo Position No Position No Position No Position No PositionBudget Admin & OpeBudget Admin & Operations Budget Admin & OpBudget Admin & Operations Budget Admin & Operations

Actual Actual Original Budget Revised BudgetQ2 CYP

Actual. Actual. Original Budget. Revised Budget. ProjectionFY 16-17 FY 17-18 Change from % of Year % of Year FY 17-18 FY 17-18 Open FY 17-18 Change from

July to November July to November Prior Year Expenses Completion YearTotal YearTotal Adjustment Commitments YearTotal Revised Projection Revised Budget %

a b c = b-a d = b/ge = current

mth/12 f g h i j k=(h+i+j) l= k-g m = l/g

General Fund Allocation All Programs - - - - 42% - - - - - -

Revenue Spring - - - - 42% - - - - - -Revenue Summer - - - - 42% - - - - - -Revenue Fall - - - - 42% - - - - - -Revenue Winter - - - - 42% - - - - - -Revenue Other - - - - 42% - - - - - -Revenue No Program - - - - 42% - - - - - -Revenue All Programs - - - - 42% - - - - - - - -

Budget Adjustments. All Programs - - - - 42% - - - - - -Federal Reimbursements Work Study. All Programs - - - - 42% - - - - - -Reimbursed Release Time. All Programs - - - - 42% - - - - - -Cel Cost Reimbursement To General Fund. All Programs - - - - 42% - - - - - -Cost Allocation. All Programs - - - - 42% - - - - - -

Other Revenue All Programs - - - - 42% - - - - - - - --

Total Revenues / Other Sources. All Programs - - - - 42% - - - - - - - -

Salary & Wages. All Programs 256,371 204,982 (51,389) 44% 42% 470,309 470,309 409,964 409,964 (60,345) -13%Benefits. All Programs 114,912 112,310 (2,602) 100% 42% - 112,310 224,621 224,621 112,310 100%Operating Expenses. All Programs 12,904 15,082 2,178 38% 42% 34,327 39,953 30,164 30,164 (9,790) -25%Utilities. All Programs - - - - 42% - - - - - -Risk Pool. All Programs - - - - 42% - - - - - -Work Study. All Programs - - - 0% 42% - 16,500 - - (16,500) -100%Total Financial Aid. All Programs - - - - 42% - - - - - -

660809-Carry-Forward: Other Expenses All Programs - - - - 42% - - - - - -All Expenses. All Programs 384,187 332,374 (51,813) 52% 42% 504,636 639,073 - - 664,748 664,748 25,676 4%

Net Transfers. All Programs - - - - 42% - - - - - -

Operating Income (Loss). All Programs (384,187) (332,374) 51,813 52% 42% (504,636) (639,073) (664,748) (664,748) (25,676) 4%

San Francisco State UniversityFY 2017 -18

Budget Administration: Financial Review Report

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Financial Review Report Column Definitions:

Column Description a Actual data for prior YTD - Please use the 'Financial Summary by Year' under the Financial Reporting in FDW to obtain

this data. Instructions are in the following section. b Actual data for current YTD - Please use the 'Financial Summary by Year' under the Financial Reporting in FDW to ob-

tain this data. Instructions are in the following section. c Change from Prior Year = Column b minus Column a or current YTD actuals minus prior year YTD actuals d % of Year Expenses = Column b divided by Column g or actual current YTD divided by current full year Revised Budget. e % of Year Completion = current month divided by total months in a year. f Current fiscal year Original Budget. This can be found in Manage My Budget as of Period in FDW g Current fiscal year Revised Budget. This can be found in Manage My Budget as of Period in FDW h Adjustment. Include the adjustment you feel is necessary so the Revised Projection is what you expect. For example, if

Column k projects $1,000,000, but should be $1,200,000, please insert $200,000 in Column h. i Include open commitments. Go to Manage My Budget as of Period in FDW for encumbrances. j Current fiscal year projection is calculated. For Revenue, the Projection is calculated with quarterly actuals plus a pro-

jection calculation based on the % of year total for each forecasted month multiplied by the total Revised Revenue Budget. For Expenses, the Projection is calculated with quarterly actuals plus a projection calculation based an average of the quarterly actuals for the current year and loading that value into all of the out months. This column is meant to serve as a guiding point for your reference. Please make any adjustments in Column h.

k Current fiscal year Revised Projection which is the sum of Column h,i and j. l Change from Revised Budget = Column k minus Column g or Revised Projection minus Revised Budget.

m Column l divided by Column g or the Change of Revised Projection to Revised Budget over Revised Budget. Material variances must be explained and identified. Material variances is defined as Revenues: under by 10%, Expenses: over spending by 10%, when comparing fiscal year Revised Projection to fiscal year Revised Budget).

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SAMPLE TEMPLATE: POSITION MANAGEMENT REPORT

Dept Level 4 Fdescr

Dept Fdescr Fund Fdescr Acct Cat Fdescr LCD Position Number LCD Union Cd Fdescr LCD Name LCD Base Salary

LCD Salary FTE Estimated Hire Date

00002946 R09 - CSUEU, Technical & Support Services (Unit 9) 3,084.00 3,084.00 0.50 01/00/00

00003443 R09 - CSUEU, Technical & Support Services (Unit 9) 3,680.00 3,680.00 1.00 01/00/00

00003534 M80 - Management Personnel Plan 9,996.00 9,996.00 1.00 01/00/00

00003555 R09 - CSUEU, Technical & Support Services (Unit 9) 4,228.00 4,228.00 1.00 01/00/00

00003974 C99 - Confidential Class 6,566.00 6,566.00 1.00 01/00/00

00004371 C99 - Confidential Class 7,452.00 7,452.00 1.00 01/00/00

00005036 M80 - Management Personnel Plan 6,100.00 3,050.00 0.50 01/00/00

0000AAAA R09 - CSUEU, Technical & Support Services (Unit 9) Vacant 3,000.00 3,000.00 1.00 04/01/18

00002946 R09 - CSUEU, Technical & Support Services (Unit 9) 3,084.00 3,084.00 0.50 01/00/00

00006344 R09 - CSUEU, Technical & Support Services (Unit 9) 6,248.00 6,248.00 1.00 01/00/00

SP595 - SP- Project 601 - Regular S l i d

00008941 R09 - CSUEU, Technical & Support Services (Unit 9) 6,207.00 6,207.00 1.00 01/00/00

SP595 - SP- Project 601 - Regular S l i d

00000XXXX R09 - CSUEU, Technical & Support Services (Unit 9) Vacant 4,000.00 4,000.00 1.00 05/1/18

10.50

Business Unit Fdescr is equal to SFCMP - San Francisco State University

and Dept Level3 Fdescr is equal to ADMIN FIN - Administration & Financeand Dept Level4 Fdescr is equal to BUD ADMIN OPS - Budget Admin & Operationsand Fiscal Year is equal to 2017and Period is equal to 6and

and Dept Tree Name is equal to DEPART_ROLLUP

andand Calendar Period is equal to 201712

BUD ADMIN OPS - Budget Admin & Operations Total

Period is equal to 6

and

Account is not equal to / is not in 603001 , 603003 , 603004 , 603005 , 603007 , 603008 , 603009 , 603010 , 603011 , 603012 , 603013 , 603014 , 603015 , 603016 , 603091 , 603100 , 603800 , 603801 , 603802 , 603803 , 603804 , 603807 , 603808 , 603809 , 603810 , 603811 , 603812 , 603813 , 603814 , 603815 , 603816 , 603817 , 603818 , 603819 , 603820 , 603821 , 603826 , 603851 , 603852 , 603853 , 603854 , 603857 , 603858 , 603859 , 603860 , 603861 , 603899 , 603900 , 603902 , 603904 , 603905 , 603935 , 603936 , 603937 , 603938 , 603939 , 603940 , 603941 , 603942 , 603943 , 603944 , 603945 , 603946 , 603947 ,

Account is not equal to / is not in 603001 , 603003 , 603004 , 603005 , 603007 , 603008 , 603009 , 603010 , 603011 , 603012 , 603

BUD ADMIN OPS - Budget Admin & Operations

6020 - Budget Admin. & Oper. Office

NG001 - General Support & Student Fees

601 - Regular Salaries and Wages

SP053 - SP-Grants & Cont-Admin

601 - Regular Salaries and Wages

insert Row

insert Row

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SAMPLE TEMPLATE: CERTIFICATION OF FINANCIAL ACTIONS

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TECHNICAL AND FINANCIAL DATA INFORMATION

Revenue and expense accounts include all transactions that have been processed through the review period. This can include:

a. Filled positions (salary base and FTE) b. Vendor payments and open encumbrances c. Receipts, hospitality, travel and training d. Expenditure transfers/Journal entries e. Budget transfers and augmentations f. Recharges g. Expenditure Transfers: Expenditure transfers must be included when projecting

expenses. If an expense is being transferred out, it is a reduction to the depart-ment’s expenses. The department receiving the expenditure will show it as an increase to expenses. Coordinate with the appropriate department to ensure that all planned expenditure transfers are accounted for in both areas’ projected expenses.

h. Budget transfers: Validate that your area has received all the agreed allocations and one-time approved programs/projects have been funded.

PROJECTION:

The financial review provides the opportunity to look at what funds are remaining to cover ex-penses for the remaining fiscal year. This is the time when you project the expenses expected for the rest of the fiscal year that must be covered within the budget available.

The following is a sample of items/topics to keep in mind when projecting the remaining year expenses:

- Any salary action that will occur from the period of review until year end and will not re-ceive a budget allocation should be included.

- Are you expecting to purchase equipment for the rest of the year? - Have you reconciled all the open commitments against your contractual agreements

and close the one that are already paid off? - Will budget transfers take place to either increase or decrease your funds? - Is there an annual one-time expense that has not occurred yet? - How many vacant positions you have and the estimated hire date. - Historical information is always helpful. Look at your June 30 data from the prior year to

see what actuals by account code were and what your available budget balance is.

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FINANCE DATA WAREHOUSE (FDW) GUIDANCE FOR FI-NANCIAL REVIEW

The Financial Reporting Dashboard Reports

The Financial Reporting dashboard is designed for managing budgets. This dashboard allows the user to filter reports based on selected fund and account attributes and campus unique trees for department, fund, account, and project tree levels.

Financial Reporting Dashboard Reports for SF State Financial Reviews

There are nine Financial Dashboard Reports. For this financial review, we would like to intro-duce two Dashboard Reports listed below.

Page/Report Name Page / Report Description

Manage My Budget as of Pe-riod

This page is designed to produce reports of budget, actuals, encumbrances, pre-encumbrances, and balance available data based on a limited number of filters, including fund, de-partment, account, project, program, and class Chartfields and the departmental hierarchy. Manage My Budget page defaults to account type 50 (revenue) and account type 60 (expense).

Financial Summary by Year Based on the year and accounting period indicated in the fil-ter, this page is designed to produce reports of budget or ac-tuals based on a wide number of filters which include the Chartfields, state and CSU attributes, trees, and PeopleSoft Chatfield attributes. These reports can be limited to any ac-count type or all-inclusive for assets, liabilities, equity, reve-nue and expense.

On the Home Page: Select Business Unit: SFCMP, Select primary budget ledger: Standard Budget, and select original budget scenario INITL_BUD and click ‘Apply’.

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MANAGE MY BUDGET AS PERIOD & FINANCIAL SUMMARY BY YEAR

Using the advanced filters, enter a department tree to get report results by division.

REPORT FILTERS MANAGE MY BUDGET AS OF PERIOD FINANCIAL SUMMARY BY YEAR Business Unit SFCMP SFCMP Fiscal Year Current Year Between: Prior Year – Current Year Period Accounting Period Close From: 1 to Accounting Period Close Account Type 50 – Revenues & 60 - Expenditures 50 – Revenues & 60 - Expenditures Budget Ledger Standard Budget Standard Budget Fund Refer to the ‘Fund Table Index’ Refer to the ‘Fund Table Index’ Dept Tree DEPART_ROLLUP DEPART_ROLLUP

SUGGESTED COLUMN SELECTORS

Column 1 Dept Level 4 Fdescr Dept Level 4 Fdescr Column 2 Fund Fdescr Fund Fdescr Column 3 Acct Cat Fdescr Acct Cat Fdescr Column 4 Acct Fdescr Acct Fdescr Column 5 Program Fdescr (Apply for Self-Support Report, op-

tional Operating Fund Report) Program Fdescr (Apply for Self-Support Report, op-tional for Operating Fund Report)

Column 6 Hide Hide REPORT VIEW SELECTORS

Select Report View Standard with Original Budget Summary by Year (Actuals)

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Sample: FDW – Manage My Budget as of Period

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Sample: FDW – Financial Summary by Year

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POSITION MANAGEMENT REPORT INSTRUCTIONS

LEVEL 3-PAYROLL DETAIL

The Payroll Detail report is designed to answer various analytic business questions. This report has nine independent column selectors to allow users to set up finance chartfields as well as LCD attributes in a single report.

Report Elements

Type Description

Report Filters Business Unit Fiscal Year Accounting Period CSU Charge Period Fund / {NOT] Fund Dept / [NOT] Dept Account / [NOT] Ac-count Project / [NOT] Pro-ject Program / [NOT] Program Class / [NOT] Class Union Code

Job Function Job Code Empl Class Code Position Nbr Actuals Salary Freq CSU Paycode CSU Type Paygroup Journal ID

Standard Advanced Fil-ters (See Appendix)

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Type Description

Column Selector: Col-umns 1-9

Hide Fiscal Year Accounting Period Business Unit Fund Fund Fdescr Fund CF Status Dept ID Dept Fdescr Account Account Fdescr Acct Cat Acct Cat Fdescr Project Project Fdescr

Program Program Fdescr Class Class Fdescr LCD Dept ID LCD Dept Fdescr LCD Union Cd Fdescr LCD Job Function Code LCD Job Code Fdescr LCD Pay Grade Fdescr LCD Paygroup LCD Empl Class Fdescr LCD Position Number

LCD Position Fdescr LCD Position Pool ID LCD CSU Charge Period LCD Actuals Salary Freq LCD Posted Total Amt LCD Salary LCD Benefits LCD Base Salary Amt LCD CSU Account Cd Level LCD Account Cd LCD Paycode Fdescr LCD CSU Type LCD Name

Column Selector: Show Time

Hide Fiscal Year

Accounting Period Accounting Period Descr

CSU Charge Period CSU Charge Period De-scr

Column Selector: Show Measure

FTE Actuals Salary Rate

Base Salary Amt Actuals Salary Fre-quency

Report Views None

Using this Report:

Scenario Example: By Paygroup by Division

Using the advanced filters, enter a department tree to get report results by division.

REPORT FILTERS

HOME: Primary business unit SFSU-San Francisco State University Fiscal Year Current Year Accounting Period Accounting Period Close CSU Charge Period Accounting Period Close [NOT] Account 603 Dept Tree Name DEPT_ROLLUP Dept Level 3 Select the cabinet

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SUGGESTED COLUMN SELECTORS

Column 1 Dept Level 3 Fdescr Column 2 Dept Fdescr Column 3 Fund Fdescr Column 4 Acct Cat Fdescr Column 5 LCD Position Number Column 6 LCD Union Cd Fdescr Column 7 LCD Name Column 8 LCD Base Salary Amt (this is the comp rate) Column 9 LCD Salary Show Time Hide Show Measure FTE

Report Instructions:

The FTE values are rounded up, to see the correct information you have to download the data in excel and change the number format.

For the vacancies please insert a new row for each vacant position and fill the following col-umns LCD Position #, LCD Union Cd Fdescr, LCD Salary (estimated amount), FTE.

Do not delete any row in the report provided by the budget office, you can adjust by modifying the information already provided.

Please insert at the end of the report a column, which will provide the estimated hire date for the vacancies.

It is your responsibility to validate and make the appropriate corrections to the data that is coming from the system.

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CAPITAL PROJECT REVIEW CAPITAL FRAMEWORK

The core function of the capital budget is to help control expenditures. Spending limits are set by the University through the adoption of the capital budget and through the authorization for individ-ual capital projects. Just like an annual operating budget, a multiyear capital budget requires diffi-cult decisions and involves the balancing of scarce resources with unlimited demands. With proper planning, from the onset of a capital project idea/need, the University can then prioritize and en-sure capital needs are met within the proper timing while managing limited resources. The nature and importance of individual projects, along with fiscal constraints, will dictate which ones will be accomplished in year one and which ones will be accomplished in years two, three, four, and be-yond.

After the completion of the Capital Project Review Template, BAO will incorporate the report and analysis into the comprehensive financial review report (as detailed in the Financial Review Process section) for the CFO and President’s review.

SCOPE:

The capital project review will occur quarterly. The quarterly review will include key performance indicators surrounding projects such as project information, scheduling, budget, actual expendi-tures, open commitments, forecast, funding source, and budget variance analysis for the current fiscal year.

REQUIRED CAPITAL PROJECT ELEMENTS:

The Capital Project Review Report gives you:

1. Project Information: Each project has its own unique Project ID set up in Common Financial Sys-tem (CFS). Project Name that contains the building name and project title. Project Manager who is responsible and managing the project. Project schedule that is the tentative start date and end date. Project status provides the current phase of the project. Funding source for the pro-ject such as financed funding, State Appropriation, Reserve, etc.

2. Budget: The current fiscal year budget that includes the carry forward funding from the prior year, current fiscal year approved new funding, and amendment of the budget during the fiscal year. The budget balance is a quick snapshot that shows the project is under or over budget.

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3. Expenditures: YTD expenditures and open commitments for each project. The forecast for the project costs through the end of the current fiscal year.

REPORTING REQUIREMENTS:

• Review and update the information for Project Manager, Completion Date, and Project Sta-tus.

• Review the Spent YTD and Open Commitment columns. The source data is FDW as of the accounting period close.

• Provide the forecast for the project costs through the end of the current fiscal year. If the project is over the budget, provide the explanation and prepare the amended project char-ter for additional funding request.

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SAMPLE TEMPLATE: CAPITAL PROJECT REVIEW REPORT

Capital Project Review Report

a b c d = a+b+c e f g h = d-e-f-g

NoProject # Project Name ( Bldg. -Title)

ProjectManager

StartDate

OnHold

PlanningPhase

DesignPhase

ConstructionPhase

CompletionPhase Cancelled

Completion Date

CarryForward

NewFunding

AmendmentCFY

BudgetCFY

SpentYTD

Open Commitments Forecast

BudgetBalance

1 DM17BH001 BH-Hallway Floor Replacement Frank Fasano 07/31/17 09/30/18 - 100,000 - 100,000 - - 100,000

2 DM17BH002 BH-Sewer Pipe Replacement Frank Fasano 07/31/17 06/30/18 - 307,500 - 307,500 - - 307,500

3 DM17BH003 BH & Gym-Sewerage Repairs Frank Fasano 07/31/17 08/31/18 - 202,950 - 202,950 - - 202,950

4 DM17CW001 CW ADA Pathways / Roadways Maintenance Frank Fasano 07/31/17 06/30/18 - 246,000 - 246,000 1,500 - 244,500

5 DM17CW002 CW Door Replacement Frank Fasano 07/31/17 06/30/18 - 222,550 - 222,550 - - 222,550

6 DM17CW003 CW-Rekeying BUS, HSS, & Old ADM Bldgs Frank Fasano 07/31/17 09/30/18 - 146,000 - 146,000 - - 146,000

7 DM17CY002 Corp. Yard Emergency Transfer Switches Frank Fasano 07/31/17 07/31/18 - 15,000 - 15,000 - - 15,000

8 DM17TH001 TH-Fire Marshal Corrections Frank Fasano 07/31/17 12/31/17 - 100,000 - 100,000 - - 100,000

9 MC17ADM01 ADM-Roof Replacement Frank Fasano 07/31/17 08/31/18 - 400,000 - 400,000 - - 400,000

10 MC17ADM02 ADM-1st Floor Ceiling & Lighting Frank Fasano 07/31/17 08/31/18 - 300,000 - 300,000 - - 300,000

11 MC17CW001 CW Elevator Door Upgrade Frank Fasano 07/31/17 08/31/18 - 60,000 - 60,000 - - 60,000

12 MC17UPD01 UP-Head End Security System Replacement Frank Fasano 07/31/17 09/30/18 - 200,000 - 200,000 - - 200,000

TOTAL - 2,300,000 - 2,300,000 1,500 - - 2,298,500

Status (as of the review period) CFY Capital Budget FDW Data as of Acctg. Period Close

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Capital Project Review Report Column Definitions:

Col-umn

Description

a Carry Forward funding from the prior year. b Current fiscal year (CFY) approved new funding. c CFY amended funding for the project. d CFY Budget = Carry forward (column a) + CFY New funding (column b) + CFY Amend-

ment (column c). e Actual data for current YTD as of the accounting period close. f Open encumbrance as of the accounting period close. g Forecast for the project costs through the end of the current fiscal year. (i.e. If De-

cember month is closed, forecast from January to June) h Budget Balance = CFY Budget (column d) - YTD actuals (column e) - Open commit-

ments (column f) - Forecast (column g).

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CAPITAL PROJECT REVIEW REPORT INSTRUCTION

REPORT FILTERS FINANCIAL SUMMARY AS OF PERIOD Business Unit SFCMP Fiscal Year Current Year Period Accounting Period Close Account Type 60 - Expenditures Budget Ledger Standard Budget Fund Refer to the ‘Fund Table Index’ Dept Refer to the ‘Fund Table Index’ Project Refer to the Capital Project Review Report Template

(Provided by the Budget Office via email when call for the review) SUGGESTED COLUMN

SELECTORS

Column 1 Project Fdescr Column 2 Fund Fdescr Column 3 Dept Fdescr Column 4 Acct Fdescr Column 5 Hide Column 6 Hide

REPORT VIEW SELECTORS Select Report View Standard with Pre-Enc

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Sample: FDW – Financial Summary AS of Period

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FUND TABLE INDEX

FUND GROUPING NAME FUNDS INCLUDED DEPT IDS INCLUDED

Operating Fund NG001, NG025, NG100, NR101, SE001, SUXXX

All Dept IDs - SFCMP

Athletic Fund NG001, TA650, TR040,

TT050-64, US002-004, 006-009, 011-013, 015-017, 172

For NG001: All Depts in-cluded in Athletics Program, All other Funds use All Dept IDs - SFCMP

Campus Rec Fund TA050, TR700, TT784, TT787 4017 CCSC Facilities TU007 All Dept IDs - SFCMP CEL Fund TC001, TC003, TC004, TC005 All Dept IDs - SFCMP Children’s Campus Fund TR153, TR154 8117 Downtown Campus SP780 6018 Housing Fund TD001-008, TR560 All Dept IDs - SFCMP IRA Fund TAXXX, excluding TA050, TA

650 All Dept IDs - SFCMP

Lottery Fund TLXXX All Dept IDs - SFCMP Mashouf Fund TU004 All Dept IDs - SFCMP Parking Fund TP001-TP004, TP021-26 All Dept IDs - SFCMP Student Health Fund TH100, TH201, TH202,

TH302, TH303, TH304, TH305, TR640, TR641, TT541, TT543

All Dept IDs - SFCMP

Capital Project Fund ITS: 6042

Capital: 6270 Deferred Maintenance: 6255

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ACCOUNT CATEGORY DEFINITIONS FOR FINANCIAL RE-VIEW TEMPLATE

ACCOUNT CATEGORY ACCOUNTS

General Fund Allocation 690XXXRevenue Total 501XXX Higher Ed Fees

502xxx Continuing Ed Fees503XXX Revenue Contribution504XXX Sales & Services of Aux505XXX Reimbursed Activity507XXX Revenue from Interest508XXX Revenue from Investments510XXX Endowment Income580XXX Other Financial Sources590XXX Revenue Adjustments

Budget Adjustments 660805 (only for Dept 7020)Federal Reimbursements Work Study 602802Reimbursed Release Time 601828Cel Cost Reimbursement to General Fund 603818Cost Allocation 660846 (only for Dept 7020)

Salary & Wages Total 601XXX (excl 601828)Benefits Total 603XXX (excl 603818)Operating Expenses Total 604XXX Communications

606XXX Travel607XXX Capital Outlay Projects612001 State Pro Rata Charges613XXX Contractual Services614002 Lease Bond Payments616XXX IT Costs617XXX Services From Other Fnds Agncy619XXX Equipment

660XXX (excl 660010,660016,660830) Misc Operating Expenses

608XXX, 620XXX, 680XXX Direct CostsUtilities Total 605XXXRisk Pool Total 660010

660016660830

Work Study Total 602XXX (excl 602802)Financial Aid Total 609XXX

610XXX

Net Transfers 506XXX, 570XXX 571XXX, 572XXX Transfers In670XXX, 671XXX Transfers Out