Updates

Week of August 7 — Update from Task Force Chair Rachael Nava

  • Held the first meeting of the Executive Budget Committee (EBC)
    • President Napolitano welcomed the group
    • Audit Implementation Task Force Chair Nava and workstream leaders provided important background and context for the committee, laying the foundation for the work ahead
    • EBC discussed proposed employee policy changes at UCOP and systemwide
  • Scheduled workgroup meetings with Sjoberg Evashenk Consulting, Inc., the independent third party selected by regents to monitor UCOP’s implementation of recommendations
  • Provided background materials to the California State Auditor in advance of the in-person meeting on August 14 to discuss implementation progress
  • Provided President Napolitano an in-person report on the implementation of audit recommendations by the UCOP task force
  • Task force accomplished the following major items:
    • Finalized summary of one-year milestones for each workstream
    • Provided progress updates on each workstream

Week of July 31 — Update from Task Force Chair Rachael Nava

  • Task force accomplished the following major items:
    • Drafted summary of one-year milestones for each workstream
    • Finalized agenda for the August Executive Budget Committee meeting
    • Provided progress updates on each workstream

Week of July 24 — Update from Task Force Chair Rachael Nava

  • Concluded workstream presentations to Sjoberg Evashenk Consulting, Inc., the independent third party selected by regents to monitor UCOP’s implementation of recommendations
  • Task force accomplished the following major items:
    • Reviewed draft summary of one-year milestones for each workstream
    • Made considerable progress in expedited review and categorization of UC systemwide initiatives and programs
    • Continued development of agenda for the August Executive Budget Committee meeting
    • Provided progress updates on each workstream

Week of July 17 — Update from Task Force Chair Rachael Nava

  • Presented with President Napolitano the latest on audit implementation progress to the UC Legislative Roundtable
  • Provided an update on audit implementation progress to representatives from the California Assembly, Senate, and Department of Finance
  • Provided biweekly update on audit implementation progress to President Napolitano
  • Initiated workstream presentations to Sjoberg Evashenk Consulting, Inc., the independent third party selected by regents to monitor UCOP’s implementation of recommendations
  • Task force accomplished the following major items:
    • Developed timeline and process for expedited review and categorization of UC systemwide initiatives and programs
    • Continued development of agenda for the August Executive Budget Committee meeting
    • Scheduled September Executive Budget Committee meeting
    • Confirmed next in-person meeting with California State Auditor
    • Provided progress updates on each workstream

Week of July 10 — Update from Task Force Chair Rachael Nava

  • Presented to regents Compliance and Audit Committee on the 60-day update to the California State Auditor
  • Presented UCOP budget to the full board of regents, incorporating presentation elements recommended by the California State Auditor for implementation by April 2018
    • Budget item passed unanimously
  • Provided response to preliminary documentation request from Sjoberg Evashenk Consulting, Inc., the independent third party responsible for monitoring UCOP’s implementation of recommendations
  • Received a follow-up document request from the California State Auditor relating to the 60-day update
    • Provided responsive documents to the California State Auditor within their established timeline
  • Task force accomplished the following major items:
    • Developed monthly update to the president
    • Continued review of 6-month milestones and development of 1-year milestones
    • Provided progress updates on each workstream

Week of July 3 — Update from Task Force Chair Rachael Nava

  • Provided President Napolitano a report on task force progress of audit recommendation implementation
  • Finalized presentation for regents on the 60-day update to the California State Auditor
  • Updated UCOP Division Chiefs of Staff on audit implementation progress and received feedback on potential employee benefit and reimbursement considerations
  • Initiated scheduling for the next in-person meeting with the California State Auditor
  • Prepared President Napolitano and Nava for their upcoming presentation of audit implementation progress to the UC Legislative Roundtable
  • Task force accomplished the following major items:
    • Continued review of 6-month milestones and development of 1-year milestones
    • Discussed internal schedule for developing and submitting regular reporting to regents in addition to those recommended by the California State Auditor
    • Provided progress updates on each workstream

Week of June 26 — Update from Task Force Chair Rachael Nava

  • Met with legislative and Department of Finance staff to provide update on audit implementation progress
  • Joined President Napolitano in her regular meeting with UC Academic Council to provide an update on audit implementation progress
  • Met with President Napolitano to discuss potential UCOP and systemwide policy considerations relating to employee reimbursements and benefits
  • President Napolitano met with the Staff Advisors to the Regents and the Executive Board of the Council of University of California Staff Associations (CUCSA) and provided an update on audit implementation progress
  • Worked with Division Leaders and Chiefs of Staff to solicit feedback on the new Major Projects and Initiatives (MPI) Proposal Process, which represents a significant augmentation of the existing budget request process
  • Task force accomplished the following major items:
    • Reviewed 6 month milestones and initiated development of 1 year milestones
    • Provided progress updates on each workstream

Week of June 19 — Update from Task Force Chair Rachael Nava

The primary activity this week was finalizing and submitting our 60-day report to the California State Auditor, who will review and respond in the coming months. Further details on our submission are in the Related Documents section. Major elements of our report include:

  • Planning and transparency
    • President Napolitano created an audit implementation task force, chaired by UC Office of the President Executive Vice President and Chief Operating Officer Rachael Nava
      • The task force meets weekly
      • COO Nava meets with the President on a bi-weekly basis to provide progress updates
    • The task force developed 10 workstreams associated with the implementation of the 33 recommendations.
      • A responsible and accountable official (RAO) is in charge of each workstream
      • Each workstream has developed a charter and a milestone plan
    • The task force developed a public website with information about the task force, its objectives, and implementation progress
      • The website includes weekly progress updates
  • Employee reimbursement and benefits
    • A memo restricting the use of funds for retirement parties and gifts, morale-building activities, and employee recognition awards at the Office of the President was issued on May 31, 2017, with the changes effective immediately
    • Benchmarking of UC employee reimbursement and benefit policies with respect to other universities, CSU, the state of California and federal rates is underway
  • Workforce planning
    • UCOP staff have engaged with the leadership of CalHR directly on a number of matters relating to the implementation of audit recommendations, including specific guidance in the area of workforce planning
  • Budget presentation and process
    • To the full UC Board of Regents in May and then to a special session of the Finance and Capital Strategies Committee of the board in June, UCOP's budget presentation included many elements recommended by CSA (that are not due until April 2018)
    • The President has reconvened and expanded the scope of the UCOP budget Executive Budget Committee (EBC), and a charter is being developed to include governance of the UCOP budget. The EBC consists of campus leaders from every campus, Academic Senate representatives, and UCOP leaders, and will serve in an advisory capacity to the President. Its first meeting is being scheduled for August 2017

Week of June 12 — Update from Task Force Chair Rachael Nava

  • Met with Compliance and Audit Committee Chair Charlene Zettel and newly named Vice Chair Garreth Elliot to provide a progress update on implementation of the audit recommendations and to preview UCOP’s 60-day responses to CSA.
  • Presented update on audit implementation progress and campus involvement to a joint session of the Councils of Executive Vice Chancellors/Provosts, Vice Chancellors for Planning and Budget, and Vice Chancellors for Administration.
  • Finalized composition of the UCOP Executive Budget Committee and began process of scheduling the group’s first meeting.
  • Task force accomplished the following major items:
    • Finalized draft 60-day milestone responses
    • Continued development of potential policy changes
    • Discussed reserve policy development

Week of June 5 — Update from Task Force Chair Rachael Nava

  • Met with Council of Chancellors to discuss implementation progress
    • Consulted with the Chancellors regarding campus participants in committee of representatives to review the UCOP budget
    • Following the meeting, disseminated information about UCOP’s policy changes regarding UCOP retirement events, funding for morale-building activities, and employee recognition programs
  • Initiated process to provide 60-day responses to the California State Auditor
    • 60-day responses are due June 23
  • Task force accomplished the following major items:
    • Reviewed 60-day milestones and associated progress, potential barriers, etc.
    • Reviewed travel policy update
    • Continued development of potential policy changes
    • Discussed reserve policy development
    • Finalized governance and subcommittee structures

Week of May 29 — Update from Task Force Chair Rachael Nava

  • Met with State Auditor Elaine Howle and her team to discuss implementation goals, process, and anticipated milestones for 60-day and 6-month reporting deadlines. Also established shared intention to meet on a regular basis.
  • Met with systemwide Academic Personnel and Program leadership to discuss implementation progress.
  • Announced significant policy changes for UCOP and regents:
    • COO Rachael Nava issued new restrictions on use of UC funds for UCOP retirement events, morale-building events, and other employee-recognition programs
    • UC Board of Regents Chair Monica Lozano issued guidance halting the use of university funds for regents’ dinners. Dinner costs have historically been paid out of a private endowment designated for university business costs not covered by state or tuition funds; they will now be absorbed by individual regents.
  • Task force convened on the following major items:
    • Governance update and discussion of membership for committee of campus representatives to review the UCOP budget
    • Discussion of ongoing travel policy revisions and new policy changes stemming from CSA recommendations
    • Progress updates for each workstream

Week of May 22 — Update from Task Force Chair Rachael Nava

  • Met with President Napolitano to discuss implementation progress
  • Met with Academic Council to discuss implementation progress
  • Met with chairs of Council of Vice Chancellors (Provosts), Council of Vice Chancellors of Planning and Budget (CFOs), and Vice Chancellors of Administration to discuss implementation progress
  • Met with Task Force. Major items included:
    • Identifying UCOP and campus experts to join subgroups to support implementation
    • Identifying potential policy changes resulting from recommendation implementation
    • Initiating fund restriction review and identifying appropriate experts and stakeholders for that process
    • Updating progress for each workstream
  • Confirmed meeting next week with State Auditor Howle and her team to discuss 60-day and 6-month milestones