Agenda Item No.

/

Provost’s Committee on Integrated Planning

Request for Decision

Title of Proposal / Concise title of PCIP submission
Date of Submission /
Date the documentation is submitted.
Presented by / Name and title; add signature.
Sponsored by / Name and title of Executive Sponsor; add signature.
Decision Requested / A high-level summary of the decision being requested, including one-time or permanent financial implications.
History / Provide a brief history of why this project is being brought to PCIP, including dates of any previous consideration by PCIP, Council, Board of Governors or other governing body. Include relationship to Integrated Plan(s) if applicable.
Executive Summary / Provide a maximum one-page executive summary of the proposal.
Rationale / Provide justification for the recommendation based on the following categories (address each item within each category as applicable).
Resources
Budget
Human Resources
Capital
Planning
Third Planning Cycle
Assessment
Risk Factors / Submit a comprehensive budget for your proposal (see Appendix 1). Please indicate implications and amounts for the following areas:
  • Current college/unit fund balances (operating, capital, contingencies) – please refer to crystal report 4992 to support the information provided in this area.
  • Current internal loans/funding arrangements/obligations
  • Implications to the central operating budget for this planning cycle and the next planning cycle.
  • Implications to college/unit budget for this planning cycle and the next planning cycle.
  • Opportunities to leverage existing or new resources.
  • In-kind support or matching funds from colleges/units or other external funding sources.
  • New funds requested (indicate whether one-time and/or permanent).
  • For requests related to faculty or staff positions, use current Position Valuation Guidelines (
  • Explain why this initiative merits new funding and why it takes priority over other college/unit activities. (Describe administrative efficiencies or current activities that could be adjusted or discontinued to support the cost of this initiative.)
Note: Any fundraising initiatives must follow the Fundraising Priority Setting process. See
Outline implications/plans for human resources (faculty/staff).
  • Will there be staffing costs for implementation and/or permanent on-going staffing?
Describe any capital implications of this proposal, for both implementation and on-going costs, including buildings/space, land, infrastructure, information and communications technology (multi-media, information), and equipment.
Note: for capital/implementation/ongoing costs implications that are expected to exceed $500,000, proposals must follow the Major Project Planning Process at
Outline the relationship of this initiative to the current integrated plan, addressing the following areas:
  • Alignment to priorities and commitments in the Third Integrated Plan
  • Relationship to college/unit planning parameters
  • Relationship to priorities within college/unit integrated plan and other current initiatives
  • Describe any other college/unit initiatives coming forward in this planning cycle
  • How does the initiative relate to the areas of focus defined in the Promise and Potential?
  • Describe consultation and review processes that have taken place with commitment leaders, colleges and/or units.
  • Implications for fourth planning cycle
Succinctly identify the deliverables of the project/initiative and indicate rationale for assessing a successful completion, including time-lines and resources consumed (return on investment, total cost of ownership, etc.).
  • If applicable, quantify efficiencies that will be realized and by which specific units.
  • Describe the benchmarks that will be used to measure the project/initiative.
  • What is the primary benefit of this initiative to the university/college/unit/students/other?
  • Is input required from other units?
  • Describe the relationship of this proposal to recent reviews or reorganizations.
  • What are the risks (to the university/college/unit/students/other) if this initiative does not proceed?What riskswill this initiative address? For example, risks that could:
  • Cause the college, unit, or institution to fail to achieve its key priorities orobjectives;
  • Threaten the survival of the college, unit, institution, or continuation of a key program;
  • Cause the college, unit, or institution to significantly change its ‘businessmodel.’
  • If applicable for this proposal, what is the risk to the college/unit/university in the event of financial or time overruns? Identify resources or activities that would be affected if project overruns.
  • Identify and describe other significant risks, e.g. enrolment, safety, facilities or other property, reputational, etc., and briefly describe how you intend to manage each risk.
  • Are there any ethics considerations for this initiative?

Communications / What are the plans for communicating this proposal?
(Please note that communications regarding Academic Priorities Fund allocations will be the responsibility of PCIP and will normally take the form of a joint communication with the proponent. A communications officer, who will assist with developing the announcement and communications plan, will contact the proponent following approval of APF funds.)
Status following receipt of this item by PCIP: (delete those that do not apply)
[ ] Confidential.
This item should not be discussed outside the PCIP meeting, except as necessary to ensure PCIP’s decisions are achieved.
[ ] Details confidential.
PCIP members and resource officers may discuss the fact that this item was received and approved, but should not reveal the details provided with the item.
[ ] Not confidential (no announcement):
There will not be an announcement but the decision can be released at the discretion of PCIP members and or/senior administration.
[ ] Not confidential (to be publicized):
There will be a planned announcement about this item and/or it may be reported in on-campus, or other publications. Following release of the item, PCIP members are free to discuss the decision, subject to the understanding that the nature of the discussion and the viewpoints of particular PCIP members are confidential, and that the Provost or his/her designate acts as the official spokesperson for PCIP decisions.
Anticipated date of announcement:
Primary spokesperson:
Attachments / Please provide a numbered list of specifically relevant supplementary documentation (ideally no more than 10 pages in total). Each document should clearly denote the corresponding attachment number on the top right corner of the first page.
Contact information / Please provide complete contact information for additional information and decision notification.

Appendix 1: Budget Template

(Please see last two pages for a sample completed template)
PROPOSAL FOR:
Year 1 / Year 2 / Year 3 / Year 4 / Year 5
Funding
Permanent Sources
College Contribution
External sources
Term/One-Time sources
College Contribution
External sources
Fundraising
In-Kind Support or Matching Funds
(college/unit/external) – please explain in notes
TOTAL FUNDING AVAILABLE / 0 / 0 / 0 / 0 / 0
Operating Expense
Ongoing
faculty
staff
office
travel
advertising
Term/One-Time
marketing/advertising
TOTAL EXPENSES / 0 / 0 / 0 / 0 / 0
NET OPERATIONS / 0 / 0 / 0 / 0 / 0
Capital
space improvement
equipment
IT/multimedia
furnishings
TOTAL CAPITAL / 0 / 0 / 0 / 0 / 0
FURTHER FINANCIAL INFORMATION
Fund Balances of College/Unit / as of (date)
Plans for funding
Operating
Student awards
Research
Capital
Endowment / -
Other Obligations (internal loans, funding arrangements)
$ / description (nature of item, term of arrangement)
Funding Sources
Source / Amount / terms/description/probability
Human Resources
Employee Group / family / phase / fte / value / comments
SAMPLE BUDGET TEMPLATE
PROPOSAL FOR: / budgeting research program in IPA
Year 1 / Year 2 / Year 3 / Year 4 / Year 5
Funding
Permanent Sources
College Contribution / 100,000 / 100,000 / 100,000 / 100,000 / 100,000
External sources
Term/One-Time sources
College Contribution / 10,000
External sources / 2,000
Fundraising / 50,000
In-Kind Support or Matching Funds
(college/unit/external) – please explain in notes / 90,000 / 90,000
TOTAL FUNDING AVAILABLE / 202,000 / 190,000 / 100,000 / 100,000 / 150,000
Operating Expense
Ongoing
faculty / 123,585 / 308,962 / 308,962 / 308,962 / 308,962
Senior admin-in kind / 90,000 / 90,000
staff / 130,411 / 130,411 / 130,411 / 130,411 / 130,411
office / 25,000 / 25,000 / 25,000 / 25,000 / 25,000
travel / 5,000 / 5,000 / 5,000 / 5,000 / 5,000
advertising / 2,000 / 2,000 / 2,000
Term/One-Time
marketing/advertising / 10,000 / 15,000
TOTAL EXPENSES / 383,996 / 574,373 / 471,373 / 471,373 / 471,373
NET OPERATIONS / (181,996) / (384,373) / (371,373) / (371,373) / (321,373)
Capital
space improvement / 50,000
equipment / 30,000 / 10,000
IT/multimedia / 5,000 / 5,000 / 5,000 / 5,000
furnishings / 10,000 / 15,000
TOTAL CAPITAL / 90,000 / 30,000 / 5,000 / 5,000 / 5,000
FURTHER FINANCIAL INFORMATION
Fund Balances of College/Unit / as of (date)
Plans for funding
Operating / 150,000 / contingency funds, no specific plan
Student awards / 1,500
Research / 600,000 / restricted for research
Capital / 40,000 / plan for photocopier/printer purchase this year $30,000, annual computer renewal of $5000
Endowment / -
Other Obligations (internal loans, funding arrangements)
$ / description (nature of item, term of arrangement)
n/a
Funding Sources
Source / Amount / terms/description/probability
College Operating / 100,000 / permanent reallocation of college resources
College Contingency / 10,000 / one time funding toward furnishings
grant / 2,000 / grant expected from local organization, highly probable it will be received
fundraising / 50,000 / working with UA to develop fundraising program, unsure of probability
Human Resources
Employee Group / family / phase / fte / value / comments
faculty / 2.5 / 308,962.50 / positions required by year 2
aspa technician / SP / 2 / 1.0 / 79,339.00
cupe support / 4 / 1.0 / 51,072.00

PCIP Request for Decision Page 1

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