II. A. 1.a. Annual Budget Requests and Operating Budgets Procedure

An annual operational plan of work and budget is developed by each department, instructional program, and functional unit of the College.  The operational plan of work is based on the following:

  1. Strategic Plan goals and objectives

  2. Strategic Work Plan for the upcoming year

  3. Previous annual operational plan

  4. Commission on Colleges (COC) Core Requirements and Comprehensive Standards (in preparation for Sacs accreditation)

  5. Trend reports from Georgia Department of Technical & Adult Education (DTAE) obtained from KMS

  6. Georgia Workforce 2012 "A Comprehensive Analysis of Long-term Employment Trends" from Georgia Department of Labor

  7. Initiatives and other information provided by DTAE Commissioner at the annual Leadership Summit

  8. Student evaluations

  9. Program specific licensure/accreditation/certification standards and evaluations

  10. Council on Occupational Education (COE) Standards

  11. Evaluation results of federal core indicators

  12. Evaluation results from DTAE PAS

  13. Evaluation results from assessment reports

  14. Faculty/Staff evaluations

The process involves every program and unit and includes evaluating, planning, budgeting, and implementing.  The elements of the plan of work include:  objectives, fiscal year action items, accountability, timetable, and end of year evaluations.  Strategic Plan goals are referenced for each operational objective written in the annual operational plan of work.  The operational planning and the budgeting process are evaluated periodically by North Georgia Technical College's Executive Team to ensure that the process is effectively supporting the institutional mission and goals.

Goals of the Operational Planning and Budgeting Process

  1. Preceded by sound planning.
  2. To have a budgeting process that documents a participatory methodology.
  3. Subject to sound fiscal procedures.
  4. To integrate operational planning, budgeting, reporting, and evaluation into a systematic approach that enables the college to be governed effectively.

The Process

Step 1 (February):
The annual operational planning and budgeting process begins following the annual strategic planning sessions and retreat and the development of the Strategic Work Plan for the coming year that identifies action items to be completed and persons responsible.  The Vice President of Administrative Services prepares a budget request spreadsheet to be completed by each department, instructional program, and functional unit of the college.  Each department receives printouts detailing the current year's expenditures and encumbrances for the department.  Each unit completes Part Two of the Annual Plan identifying unit operational objectives for the following year and tying objectives to budget request.  When completed, the budget package will include the following:

The spreadsheet is given to each department for completion.  (See attached)

 Step 2 (March-April):
The departments evaluate their operational objectives and needs for the next fiscal year and submit to the Vice President in charge of the department.  After review from the Vice President, all Operational Plans of Work and Budget Requests are sent to the Vice President for Administrative Services.

Step 3 (April-May)
The Budget Office compiles the data from all the budget requests.  The Vice President for Administrative Services and the Budget Office estimate projected local funds based on anticipated enrollment, and add projected local funds to state and federal allocations to determine total fund availability.  Fund availability is compared to the funds requested to determine the level of budget enhancement possible.

Step 4 (May):
Budget meetings are conducted by the Executive Team to discuss budget requests as they compare tot he institution's revenue projection for the following year.  Adjustments are made to the budget requests so that the total request aligns with estimated revenues.  The budget originator is consulted on any major adjustments of 25 percent or more.  The Executive Team consists of the President, Vice President of Academic Affairs, Vice President of Institutional Effectiveness, Vice President of Economic Development, Vice President of Student Affairs, Vice President of Technology, Vice President of Administrative Services, Currahee Campus Director of Operations, and the Blairsville Campus Director of Operations.

Step 5 (May):
After the budget meetings are concluded, the Executive Team discusses the requests and makes suggestions for the budget based on projected total funding available for the coming year and alignment with strategic goals.  Revised operational plans and budgets are completed.

Step 6 (June):
The President approves the finalized Annual Operational Plan and Budget for the next fiscal year and presents it to the local board for adoption.  Budgets are adjusted during the fiscal year as funding becomes available due to unforeseen circumstances for needs which may arise.

Step 7 (Monthly):
Monthly budget status reports are given to each department to assist with expenditure analysis during the year, helping determine whether departments are remaining within the constraints of their applicable budget.  The Vice President of Administrative Services submits monthly activity reports to the President and to the local board that outline activities that are accomplished in meeting the planned objectives.

Step 8 (June):
Each department reviews its departmental operational objectives at the end of the fiscal year and documents the success with which the department was able to reach its stated objectives, along with the modifications made for the coming year for those objectives not successfully completed.  The departments submit the information to the Vice President of Institutional Effectiveness who then complies the data into an end-of-year report for the President.  This end-of-year update, along with the Report of Accomplishments of the fiscal year Strategic Work Plan, documents how budgeting is tied to planning in support of the mission.

CROSS REF.:    NGTC Policy II.A.1.a
 

 

Adopted: February 24, 1992
Revised: July 29, 2003
Approved:  August 5, 2003
Revised and Approved:  March 30, 2007
Code: 07-02-01P

 

NORTH GEORGIA TECHNICAL COLLEGE