Initial Implementation
The new model will be implemented for the 2017/2018 fiscal year. The following components will be addressed during the implementation stage. The implementation stage began in June 2016 and will end in April 2017.
1. Model Development (Based on the Prototype) - Summer 2016:
The internal components of the model are being analysed and improved upon so that the model is not so cumbersome to update from year to year. Data sources will be improved and automated where possible. In some cases, processes will be put in place to generate consistent point-in-time data snapshots (e.g. space data). The model sets the foundation for an environment which will facilitate the development of the resource allocation faculty planning tool.
2. Accountability Board Establishment - Fall 2016:
An Accountability Board will review the activity of the previous fiscal year and plan for the upcoming years of each Faculty and each Academic Support Unit. This board will meet annually and will form the basis of releasing the university fund and setting resources for university priorities.
3. Prototype Completion - Fall 2016:
The Resource Allocation Steering Committee will decide on potential last changes within the model. These will need to be incorporated in the shadow year 2016/2017 calculations before they are applied in future years.
4. Faculty Planning Tool - Phase I by Summer 2016, Phase II by Winter 2017:
Faculties have a need to analyze “what-if” scenarios. A planning tool is being developed that houses the model's logic and incorporates the what-if scenarios in an integrated fashion. The primary users of this tool would be the Deans, Executive Officers (EOs), and Faculty Financial Officers (FFOs). Additionally, the tool would inform decisions of the Provost’s Office and allow IAP to test or estimate the result of various planning scenarios brought forward by Faculties and ASUs.
5. Academic Support Unit Budget Plans & Resource Allocation Requests - Fall 2016:
An early step in the budget planning cycle requires gathering budget plans and resource allocation requests from the ASUs as these drive the Academic Support Units cost allocation to the Faculties.
6. Communication Plan & Implementation - Phase I by January 2017, Phase II by Winter 2017:
A communication plan is required in order to provide a clear and consistent message to all areas directly and indirectly impacted by the budget model, which includes the broader university community. The plan considers all stakeholders and the timeliness of messaging regarding implementation of the model. There will also be regular two-way communication between the implementation working groups and the Steering Committee.
7. Change Management - Winter 2017:
Processes may change as a result of this budget model. Change will be communicated and managed for successful transition from the old to the new budget model. The change management implementation component will intersect and integrate with the communication component.