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 What is PREP? |
PREP (Program Review to Evaluate Priorities) is a systematic process for using evidence to review and prioritize all campus programs and units to inform budget allocations. For the 2013-2014 fiscal year, the PREP process is designed to identify areas of campus from which budget cuts may be made. In the future, however, it also will be used to identify areas that may be enhanced. PREP was adopted to strengthen our campus, to make budgetary processes more transparent and effective, and to comply with Higher Learning Commission expectations for using evaluation and assessment information for budget planning. It is a step CSU-Pueblo is taking toward a more strategic, effective use of campus resources. |
| Why is the University going through this process? |
In her letter to the campus community sent December 5, 2012, Dr. Di Mare articulated that “the underlying purpose of this initiative is to better align future budgetary decisions with long-term planning. The ultimate goal of this effort is to strengthen our programs while optimizing our financial viability. All areas will be evaluated for effectiveness and relevance to the university mission. Although the current budget deficit created the timely need to assess our cost centers for possible budget reductions, a long-term evaluative process is needed for strategic program planning.” It is in the best interest of the University to regularly evaluate all programs using an established, transparent, inclusive process that will help “clarify institutional purpose and set academic priorities.” (Dickeson, 2010, p. xiii) |
| Who is on the University Budget Board? |
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| What process is the UBB using for PREP? |
The UBB has been asked to make recommendations to the President about budget priorities. The recommendations will be arrived at through the following process:
• All programs on campus—academic and non-academic—will be providing information to the UBB
• The information programs provide encompasses seven categories which are detailed in templates that will guide information preparation
• The information programs submit will be scored to determine the programs’ budget priority relative to other campus programs
• Subgroups will be formed from among UBB members for scoring the various categories of information in the program templates
• Methods have been adopted to increase the validity of the scoring process (e.g., use of rubrics, scorer training, and consensus discussions)
• Program scores will be compared and used to make budget and organizational recommendations to the President
The process the UBB is using can be characterized by these descriptors:
• Best practice-based
• Priority-based
• Participatory
• Accelerated
• Realistic
• Optimistic
Best Practice-Based
In coming up with recommendations for the President, the UBB is making use of lessons learned at other universities that have been through similar processes. Our process is based on that described in the book Prioritizing Academic Programs and Services (Dickeson, 2010).
Priority-Based
Thought leaders in Higher Education believe that across-the-board cuts are not the best way to manage budget shortfalls. It is asserted that, in times of resource scarcity, universities cannot do all things well or fund all programs that have agglomerated over the years, whether still viable or not. The UBB, therefore, is attempting to establish recommendations about the prioritization of programs for funding and University restructuring.
Participatory
Rather than simply enacting budget reallocations directively, the President has asked for input from the UBB. This is “shared governance” in action. The UBB has representation from a number of programs on campus, which should prove helpful during the PREP process. Input into the PREP processes has been sought and used to improve the processes and consider various perspectives. Non-UBB members who are interested in the process can stay informed by viewing related documents on the I-drive and PREP website and provide input via UBB members.
Accelerated
In studying lessons learned from budget reallocation processes at other universities, it appears that CSU-Pueblo’s timeframe for our process is less than ideal. Because of fiscal deadlines and requests from governing bodies, CSU-Pueblo will have to work through the PREP process quickly. Program directors will be especially affected by the deadlines for preparing the requested template information, and we ask the University community to recognize this and provide them with support—both tangible support (e.g., help in preparing information) and emotional support (i.e., recognizing the demands and providing moral support and recognizing their efforts).
Realistic
Because of our tight timeframe, we realize that the PREP process is imperfect and that we will learn many lessons of our own. Our goal is to do the best job that we can during this short timeline. Unforeseen circumstances that arise will be dealt with in a pragmatic, constructive, and—to the extent possible—participatory manner. The UBB’s realistic mindset also means that we know there will be critics of the process. Feedback on the process can be helpful, particularly if made based on an understanding of the process and its rationale and accompanied by recommendations for improvement. The UBB also is realistic about the scope of the task remaining after our recommendations are submitted to the President. Much analysis of potential effects of our recommendations will be required, which in some ways will be a bigger job than the UBB’s task of coming up with recommendations.
Optimistic
It is not difficult to lapse into cynicism during tough times like CSU-Pueblo has experienced since the economic downturn. UBB members, however, have decided to maintain a constructive mindset during this time of budget reallocations because we have been asked for input. President Di Mare is actively advocating for CSU-Pueblo, and she genuinely wants our input into how to handle the current budget shortfall. UBB members have decided that “we’ve done this type of thing before and nothing happens” is not a helpful way to think about things at this time. We have been asked for input, and we are working to provide it. Once we have been through the PREP process, we can improve it for the next time it is used. Eventually the process can be used for reallocations during good times (e.g., budget surpluses) to identify programs for enhancement. |
| What data will the UBB have to conduct its work? |
The analysis will be done using program review templates that have been developed for the six different types of programs we have on campus. The templates will be completed by the program directors, department chairs, or their designee. Institutional data such as enrollment information will be provided by Institutional Research and budgetary information such as expenditures and staffing will be provided by Financial and Administration. For more details regarding the program review templates and the data they contain refer to the sample templates available at I:\University Common\Program Review to Establish Priorities (PREP)\UBB Approved PREP Templates 1.9.13. |
| What programs will be reviewed? |
The list of programs that will be reviewed is located here. |
| When will recommendations be made? |
The UBB’s recommendations are due to President Di Mare by April 4, 2013. A more detailed timeline will be kept on this website. |
| Why are units that are self-funded being asked to participate? |
All units on campus, except for those on soft money, are asked to participate in the PREP process. Doing so gives us a better understanding of the effectiveness and efficiency of the entire campus and provides insight into the level of interdependence of its functional units. |
| Is there really a budget cut? |
In times of deficit, there will be overall budget reductions, but these will not be applied uniformly across the board. President Di Mare charged the University Budget Board with creating a process for evaluating program efficiencies and making recommendations about enhancing, maintaining, reducing, or eliminating programs and activities across the university. The goal of the process is to insure that the university and its various activities are operating as efficiently and effectively as possible, regardless of the current university financial situation. The result of the process will vary across programs and activities, where some programs may experience budget increases, even in times of deficit, while others may experience decreases of varying amounts. It is also possible that some services/programs may be eliminated.
In the current fiscal year, the university as a whole appears to be operating efficiently and significantly below projected budget amounts, according to VPFA Hanifin. If everyone continues to be very frugal, the possibility exists to break even at year end. (It is important to remember, however, that breaking even in this context includes receiving $2 million from the CSU System.) Spending at the current reduced levels does effectively constitute a budget reduction.
The projection for the next two fiscal years is that the university will be operating at a deficit, so the requirement of frugal spending will continue. With the implementation of the process currently being developed, the intention is that meeting those limited spending requirements will be less onerous because any identified unnecessary costs/expenses currently being incurred will have been eliminated.
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| How will integrity and transparency be ensured in this process? |
The administration and the UBB are committed to creating a trustworthy and transparent process for ongoing review, evaluation, and prioritization of university programs. Several mechanisms have been built into the process to ensure this will occur. The membership of the UBB has been expanded to include representation from all reporting areas of the University. Meetings of the UBB are open to all who care to attend. Minutes from the UBB meetings are available to all campus constituents at I:\University Common\University Budget Board\2012-2013 UBB Documents. The templates that each program will complete as well as the rubrics that the UBB will use to evaluate each submission are also available on the I:\University Common\PREP drive. The UBB has created a communications sub-committee to work with the President’s Office to be sure that regular and accurate communication with the entire campus community is maintained throughout the process. |
| Is the University doing anything to look for additional or new sources of revenue while the PREP process is being undertaken? |
Simultaneous with the UBB evaluation process that’s occurring , numerous initiatives are also being implemented to identify new revenue sources. The Retention Task Force has finalized its plan for possible new retention efforts because keeping our students at CSU-Pueblo longer will provide additional tuition dollars. The Marketing Task Force is prioritizing target audiences for recruitment and identifying new marketing methods that will be specific to the target audiences. The university is also participating in a newly created Online Teaching Task Force through the CSU System that might help us move forward with new hybrid and online courses through our own efforts, or collaboration with CSU Global and the CSU System.
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