Rolling up our sleeves
For the past several weeks Cabinet has been reviewing the myriad of suggestions submitted to the budget site. We’ve been impressed with the sincerity and creativity with which people approached the challenge of looking for ways to increase revenues and/or cut expenses.
Although we have not made any final decisions regarding specific actions, I wanted to share with you our thinking regarding several broad categories into which the suggestions seem to fall.
Operating hours:
Several suggestions were submitted regarding office hours, length of the workweek and hours for services, specifically at the Library. While on the surface moving to a four-day week sounds like a good approach, in reality it only generates cost savings if employees agree to work a reduced number of hours. Because we are a 24/7 operation we cannot easily “shut down” for the evening or a full day so there would be very little energy cost savings. We are investigating the feasibility of adjusting hours in the Library, but only if doing so would not adversely affect students.
Use of paper (printing/duplicating)
Numerous people identified wasteful copying as an area we should examine. While this problem is particularly noticeable in the Library and the computer labs, it is prevalent throughout the campus. We’ve been discussing everything from how to convert all required forms from paper to electronic formats, to allocating a set number of free copies beyond which a user would have to pay a per copy price, to how to better utilize an enterprisewide network-printer solution. Reducing consumption in this area would not only save money, but would contribute to our sustainability commitment as well.
Building and energy use
Saving energy is another area where reducing use would save money and help the environment. We have already started a campaign to get people to shut off lights in rooms and buildings not in use, and have installed a networkwide program to put computers to “sleep” at night. Our biggest savings in this area will come from changing human behavior. We all have to be committed to practicing energy-wise habits daily. The Energy Building Conservation Committee has forwarded a number of recommendations, including consolidating activities during the summer session so that we use our buildings more effectively, and setting minimum heating and cooling temperatures, that we are considering. Now that the asbestos abatement in Kraus Hall is complete, that building has moved to emergency lights only status.
Travel
We will be reducing travel budgets in all areas across the University. It is impractical, if not impossible, to “freeze” all travel since various individuals are required to travel to Harrisburg to conduct system business, travel throughout the commonwealth to recruit students, or travel to present at or attend professional conferences to keep current in their fields. Where possible we are encouraging the use of audio or video conferencing or the use of such services as gotomeetings.com as means of reducing costs.
Catering
We have already implemented new guidelines regarding the use of University funds for catering. Use of these funds is only allowed for: events with outside speakers; student functions; advisory or regulatory board meetings, and events with external clients. In all cases minimal refreshments should be served.
Mission critical programs
We are reviewing all programs, activities and services to ensure that they positively contribute to the institutional mission. Those programs, activities or services that are undersubscribed, or that can be provided more cost effectively by outside agencies, will be addressed.
Personnel
Unfortunately, there is no getting around the fact that in order to reduce the budget by $9 million it will be necessary to reduce personnel costs. To do so, we are investigating ways to eliminate overtime, including distributing the workforce over various shifts to provide campus coverage. While we hope to recoup some costs due to natural attrition such as retirements or other voluntary separations, we, along with our sister institutions are working with PASSHE to develop sensitive and legal workforce reduction plans.
Parking
A number of people suggested that we raise parking fees and/or start charging certain work units for parking. At this time, only students pay for parking. Cabinet believes increasing parking fees at this time would be an unfair burden on students. Requiring other units to pay for parking is something that would have to be negotiated, and as such, would not have an immediate impact on the bottom line.
Per the calendar I shared with you earlier, we continue to welcome your ideas through Feb. 5, 2010. At that time, each of the divisions will begin the process of preparing its 2010/11 budgets. Divisional leadership will present their budget to the budget committee in April and the final University budget will be presented to the Council of Trustees in May.
I want to thank you for your interest and support throughout this process. Although we have difficult decisions to be made, I know they will be made based on the best thinking of many and that they will help us emerge from this crisis an even stronger University.
Sincerely,
Robert Smith, president
Although we have not made any final decisions regarding specific actions, I wanted to share with you our thinking regarding several broad categories into which the suggestions seem to fall.
Operating hours:
Several suggestions were submitted regarding office hours, length of the workweek and hours for services, specifically at the Library. While on the surface moving to a four-day week sounds like a good approach, in reality it only generates cost savings if employees agree to work a reduced number of hours. Because we are a 24/7 operation we cannot easily “shut down” for the evening or a full day so there would be very little energy cost savings. We are investigating the feasibility of adjusting hours in the Library, but only if doing so would not adversely affect students.
Use of paper (printing/duplicating)
Numerous people identified wasteful copying as an area we should examine. While this problem is particularly noticeable in the Library and the computer labs, it is prevalent throughout the campus. We’ve been discussing everything from how to convert all required forms from paper to electronic formats, to allocating a set number of free copies beyond which a user would have to pay a per copy price, to how to better utilize an enterprisewide network-printer solution. Reducing consumption in this area would not only save money, but would contribute to our sustainability commitment as well.
Building and energy use
Saving energy is another area where reducing use would save money and help the environment. We have already started a campaign to get people to shut off lights in rooms and buildings not in use, and have installed a networkwide program to put computers to “sleep” at night. Our biggest savings in this area will come from changing human behavior. We all have to be committed to practicing energy-wise habits daily. The Energy Building Conservation Committee has forwarded a number of recommendations, including consolidating activities during the summer session so that we use our buildings more effectively, and setting minimum heating and cooling temperatures, that we are considering. Now that the asbestos abatement in Kraus Hall is complete, that building has moved to emergency lights only status.
Travel
We will be reducing travel budgets in all areas across the University. It is impractical, if not impossible, to “freeze” all travel since various individuals are required to travel to Harrisburg to conduct system business, travel throughout the commonwealth to recruit students, or travel to present at or attend professional conferences to keep current in their fields. Where possible we are encouraging the use of audio or video conferencing or the use of such services as gotomeetings.com as means of reducing costs.
Catering
We have already implemented new guidelines regarding the use of University funds for catering. Use of these funds is only allowed for: events with outside speakers; student functions; advisory or regulatory board meetings, and events with external clients. In all cases minimal refreshments should be served.
Mission critical programs
We are reviewing all programs, activities and services to ensure that they positively contribute to the institutional mission. Those programs, activities or services that are undersubscribed, or that can be provided more cost effectively by outside agencies, will be addressed.
Personnel
Unfortunately, there is no getting around the fact that in order to reduce the budget by $9 million it will be necessary to reduce personnel costs. To do so, we are investigating ways to eliminate overtime, including distributing the workforce over various shifts to provide campus coverage. While we hope to recoup some costs due to natural attrition such as retirements or other voluntary separations, we, along with our sister institutions are working with PASSHE to develop sensitive and legal workforce reduction plans.
Parking
A number of people suggested that we raise parking fees and/or start charging certain work units for parking. At this time, only students pay for parking. Cabinet believes increasing parking fees at this time would be an unfair burden on students. Requiring other units to pay for parking is something that would have to be negotiated, and as such, would not have an immediate impact on the bottom line.
Per the calendar I shared with you earlier, we continue to welcome your ideas through Feb. 5, 2010. At that time, each of the divisions will begin the process of preparing its 2010/11 budgets. Divisional leadership will present their budget to the budget committee in April and the final University budget will be presented to the Council of Trustees in May.
I want to thank you for your interest and support throughout this process. Although we have difficult decisions to be made, I know they will be made based on the best thinking of many and that they will help us emerge from this crisis an even stronger University.
Sincerely,
Robert Smith, president