he University of Oklahoma, Norman Campus, is one of approximately 25 institutions in the Oklahoma State System of Higher Education. The system is coordinated by a Board of Oklahoma State Regents for Higher Education, which processes all higher education budget requests. These budgets contain detailed revenue and expenditure plans for the state colleges and universities and cover the fiscal year beginning July 1 and ending June 30.

Budget planning is not limited to a single year; before one budget cycle ends, the University of Oklahoma has begun planning for subsequent years. The budget process may concurrently include the review of prior year revenues and expenditures, revision of the current year budget, preparation of the operating budget for the upcoming year, and preparation of the needs request and program budget for future years.

Each year the Budget Office prepares revised guidelines in response to the economic climate and the current budget needs of the university and distributes worksheets for documenting budget requests. The general procedures and schedule for the University of Oklahoma budget process follow.

1. Preliminary Budget Planning


The president and vice presidents discuss budget plans. The Budget Office develops planning documents based on revenue estimates and expenditure options.
 

2. Planning at the Departmental Level

The University of Oklahoma budget process begins at the departmental level with the assessment of overall goals and objectives that will help achieve the institutional mission. This process includes a careful evaluation of each program to determine necessary adjustments needed to meet current goals and objectives. Each faculty and staff member has the opportunity to discuss specific needs with his respective department head, who in turn evaluates those needs against the current general departmental goals and objectives and authorizes necessary revisions.

Besides its goals and objectives, each unit studies comparative data to further refine needs. Academic departments analyze peer profiles, including current and projected enrollment at all levels, faculty teaching loads and research efforts, graduate assistant support, student advising efforts, public service release time, sabbatical leave, current course and degree offerings, and new programs and courses. Non-academic areas use comparative data, such as peer factors and production ratios, to determine budget needs.

3. Planning at the Dean/Director Level

Each department head confers with the dean/director to further refine the departmental goals and objectives, program plans, and other needs as they relate to college/area goals and objectives.

4. Planning at the Provost/Vice Presidential Level

Each dean/director consolidates the individual departmental needs statements into overall college/area needs and presents it to the provost or vice president. Each presentation includes supporting documentation that has been developed, evaluated, and refined through the departmental and college/area process. During the final step, the provost/vice president evaluates each college/area recommendation in light of the overall academic mission of the institution and establishes goals and objectives mutually agreed upon with each dean/director.

5. Planning at the Institutional Level

Each provost/vice president presents overall goals and objectives, program plans, and needs for review by the president, other officers, vice presidents, and other campus advisory groups. These goals are evaluated and modified, as necessary, to achieve the overall mission of the institution.

6. General Budget Guidelines

After funding decisions are made, the Budget Office issues general planning guidelines for various levels of funding increases and reallocation as well as the standard reporting format for the financial requests. These requests contain detailed descriptions by program, purpose, benefits, and cost. After the planning period, the Budget Office provides each budget unit with worksheets on which to document specific requests.

7. Official Approval Process

After periodic update throughout the budget planning process, the budget is forwarded to the Board of Regents by the president. After Board approval, the budget is forwarded to the Oklahoma State Regents for Higher Education for approval and to the Office of State Finance for final approval.

8. Funding Scenarios

Until the Legislature finalizes funding levels for higher education, the Budget Office creates several budget scenarios. These scenarios indicate which of the many items can be considered in the upcoming budget year and which may have to wait for consideration in the ensuing years.

9. Beginning and Ending with Goals and Objectives

The establishing and revising of goals and objectives to achieve the overall institutional mission continues throughout the year and forms the basis for the next budget process.

Jan-Feb

University president, vice presidents, campus leaders, and groups review budget prospects. Preliminary budget plans developed.

March

Preliminary budget plans reviewed and refined by University vice presidents, campus leaders, and groups.

Early-Mid March

University Regents review budget planning schedules and timetable.

Late March

President and vice presidents meet to discuss funding outlook and budget scenarios. Initial general guidelines outlined.

Early April

Final general guidelines and operating budget worksheets distributed to the vice presidents, deans, and directors with base budget allocations. Three weeks for Vice presidents to complete worksheets. Process would not include salary recommendation.

Mid April

President and vice presidents meet to make final decisions regarding salary increases and allocations. University Regents review budget planning possibilities.

Late April

Worksheets due from vice presidents, deans, and directors. Budget Office reconciles budget worksheets, prepares analyses and summaries.

May

University Regents advised of funding outlook.

Mid May

Salary guidelines and worksheets distributed to the vice presidents, deans, and directors. Six working days for vice presidents to complete worksheets.

Late May

Salary Recommendations worksheets due from vice presidents, deans, and directors. Budget Office reconciles salary worksheets, prepares analyses and summaries.

Last Friday in May

Legislature adjourns, final allocation to higher education.

Early June

FY97 budget allocation provided by State Regents to institutions. President approves final revenue and expenditure changes.

Mid June

Operating budget summaries, salary recommendations, and capital budget mailed to University Regents for review. University Regents meeting. Fiscal year operating budget, with salary recommendations, and capital budget presented for approval. Budget Office prepares separate and more detailed budget format of the University's budgets that are due to the State Regents' Office with the operating budget detail book.

Late June

State Regents' meeting.

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