Capital Budget Planning Analyst

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The University of Wisconsin System, a premier system of public higher education, educates approximately 161,000 students each year and employs about 35,000 faculty and staff statewide. With 13 universities across 26 campuses and a statewide extension network with offices in every county, the UW System is a tremendous academic, cultural, and economic resource for Wisconsin, the nation, and the world. The UW System and its employees are purpose-driven, people-focused, and committed to stewardship.

The Office of Capital Planning and Budget provides support to the Board of Regents, the 13 institutions of UW System and, in partnership with the Wisconsin Department of Administration Division of Facilities Development, the State of Wisconsin Building Commission. The office offers institutional partners guidance and expertise in capital planning, budgeting, administration of the UW Managed design and construction program, architectural/engineering assistance as well as real estate services to support the institutions in developing and maintaining their biggest single physical investment – university facilities.

The office also develops the Board of Regents biennial capital budget request and submits it to the state’s Department of Administration for its recommendation as part of the governor’s biennial state building program.

 

POSITION SUMMARY
This is an advanced technical and management position responsible for assisting in the development and protection of the more than 70 million gross square feet and $15 billion replacement value of University of Wisconsin System facility infrastructure. This position is an essential part of a team of professionals that work with a high degree of independence within the framework of university and state policies, laws, and procedures.

This position provides assistance in managing the capital budget and funding allocations, individual capital project budget estimates and funding, and biennial capital budget request to the Board of Regents and the State of Wisconsin Department of Administration. Primary responsibilities include modernizing, maintaining, and managing capital budget historical and prospective records; developing, leveraging, and expanding an enterprise geographic information system (GIS) data resource; and establishing high quality processes and standards to manage UW System biennial capital budget request, capital project records, and capital budget and funding allocations. These services will provide improved support of campus master planning, long range and biennial capital planning, and campus physical development. Additionally, this individual will provide general consulting to all UW System institutions, and technical assistance to UW System Administration staff, UW System President, and indirectly, to the Board of Regents with regard to capital budget and funding information. This includes active involvement in the organization, research, analysis, presentation, and retrieval of historical and prospective capital budget and project records; developing and evaluating capital budget and project cost estimates; and estimating operating budget impacts for a wide variety of capital planning issues and projects. There is direct participation in developing the more than $750 million biennial capital budget and agenda materials for Board of Regent and State Building Commission meetings.

As a representative of the University of Wisconsin System, this position requires excellent oral and written communication skills to effectively work with state and system executives, assistant chancellors, deans, campus planners, campus physical plant directors and support staff, and private consultants.

 

MAJOR RESPONSIBILITIES
Assist in building and maintaining an enterprise Capital Budget Information System (50%)
This is a comprehensive responsibility to provide capital budget information to all institutions in the University of Wisconsin System, organizing, researching, analyzing, presenting, and retrieving historical and prospective capital budget records.

  • Work with the GIS and Real Estate Specialist to integrate, expand, and maintain the Office of Capital Planning and Budget’s data systems as they relate to historical and prospective capital budget requests and approvals.
  • Develop standards, processes, and procedures for internal sharing, migration, and integration of data systems and sets between and among the Office of Capital Planning and Budget’s information systems, electronic records, and electronic document management.
  • Develop reports and exported data tables, data migration processes and procedures, and methodologies to leverage and integrate data and information systems available within UW System Administration (i.e. PeopleSoft, Plant Ledger, Accountability, etc.) within and/or in conjunction with the Office of Capital Planning and Budget’s information systems.
  • Develop reports and exported data tables, data migration processes and procedures, and methodologies to leverage data and information systems available from the State of Wisconsin’s Department of Administration (i.e. WisBUILD, Capital Project Accounting, STAR, etc.) within and/or in conjunction with the Office of Capital Planning and Budget’s information systems.
  • Organize, manage, and maintain electronic files representing each institution’s six-year capital plan biennial submittal. This includes development of databases and/or workbooks that comprehensively capture all institution’s submittals, requests, and approvals.
  • Track historical and prospective capital budget funding requests and approvals by biennium, capital projects program, and institution. This includes maintaining records for institution priorities and change in priorities for multiple milestones within a biennial capital budget planning cycle.
  • Assist in the development and maintenance of a defensible and transparent methodology to monitor and document fair distribution of capital funding recommendations and approvals for all UW institutions.
  • Assist the GIS and Real Estate Specialist in the annual review and maintenance of all UW System facilities records as it relates to funding responsibility assignments, current and replacement value estimates, and condition ratings. This includes the application of this data for various reporting and presentation requirements within the Office of Capital Planning and Budget, to UW System senior leadership, and the Board of Regents.
  • Develop and maintain detailed historical record of building construction inflation factors for implementation within capital project budget estimates.
  • Develop and maintain detailed historical record of capital project budget estimating methodologies, standards, guidance, exceptions, and anomalies.

Assist in Biennial Capital Budget Request Preparation (25%)
This is a comprehensive responsibility to provide assistance to develop, evaluate, and analyze biennial capital budget request documentation, including capital project requests, budget estimates, funding source assignments and implications, operating budget impacts, and six-year capital plans.

  • Assist in the development, maintenance, interpretation, and implementation of capital projects evaluation analytics, criteria, metrics, and methodology.
  • Assist in the development and organization of the biennial capital project request and capital plan documentation to facilitate evaluation and review by Capital Planning and Budget staff.
  • Assist in the development of biennial capital budget request presentation(s), briefing documentation, and reporting as necessary for the Board of Regents and UW System Administration senior leadership.
  • Develop and document standards, guidelines, instructions, and practices for preparing consistent and defensive capital project budget estimates and operational budget impacts.
  • Perform detailed and documented analysis and evaluation of capital project budget estimates and operational budget impacts.
  • Work with the institutions, the Division of Facilities Development and Management (DFDM), and others to identify capital project funding needs and patterns for the variety of capital projects and programs. Establish priorities, evaluate alternatives for correction, and coordinate funding recommendations by assisting in the preparation of the capital plan.
  • Serve as a liaison among institutions, DFDM, and UW System Financial Administration office on matters related to capital projects funding sources, funding splits, pending charges, and distribution of charges for Agency-wide capital projects.
  • Advise institutions on funding sources and availability, UW System priorities, and procedural matters for implementing capital projects. Review institution project funding requests and provide recommendations for inclusion in the UW System capital budget.
  • Determine propriety of funding sources requested and approved for all capital projects. This requires an understanding of the eligibility requirements for all types of capital funding (bonding and cash) and dozens of commonly used funding accounts.
  • Participating in biennial capital budget deliberations by evaluating project requests from all institutions, assisting in the process of establishing project priorities for inclusion in the university system capital budget, and by assisting in preparation of presentation materials for the Board of Regents and other constituent groups.
  • Assisting institution staff in defining campus needs, project scope, justification, schedule, and budget.

Administrative Policy, Procedure, and Program Management (15%)
This is a responsibility to assist in developing and implementing the administrative and operating structure for capital planning and budgeting in the University System.

  • Monitor status and facilitate timely and efficient cash funding transfers between institutions and the State of Wisconsin Department of Administration for capital projects. This includes regular and persistent interface with the UW System Administration Office of Financial Administration, State of Wisconsin Division of Facilities Development and Management, State of Wisconsin Controllers Office – Capital Accounting, and their associated information systems.
  • Assisting in defining policy and operating procedures for the Office of Capital Planning and Budget and for systemwide planning.
  • Assisting in defining planning processes, procedures, and guidelines to ensure comprehensive, creative planning at all institutions. Administering the guidelines in a manner that assures responsible planning and results.
  • Conduct research and analyze data necessary to prepare complex reports and policy papers as requested by the Board of Regents, State of Wisconsin Building Commission, and UW System senior leadership.
  • Providing direction to institution staff on technical aspects of the capital budget funding sources, application, availability, and other applicable items to establish a consistent approach for projects throughout the university system.

Professional Development and Other Duties (10%)

  • Maintaining current knowledge of new developments in the State of Wisconsin’s Capital Budget planning, procedures, instructions, funding sources, and program initiatives through research and by consulting regularly with staff experts.
  • Research special issues, preparing reports on facilities development and maintenance related issues as directed by the Senior Associate Vice President for Capital Planning and Budget.

MINIMUM QUALIFICATIONS

  • Bachelor’s Degree
  • Three years’ experience in accounting, finance, data analytics, data management, information science or related field.
  • One year experience in capital asset management, construction accounting, facilities management, or related field.

PREFERRED QUALIFICATIONS

  • Bachelor’s Degree in accounting, finance, data analytics, data management, information science or related field.
  • Five years’ experience in accounting, finance, data analytics, data management, information science or related field.
  • Five years’ experience in capital asset management, construction accounting, facilities management or related field

CONDITIONS OF EMPLOYMENT
The UW System is required to conduct a criminal background and sexual harassment check for final candidate(s) prior to employment.  Please note that successful applicants are responsible for ensuring their eligibility to work in the United States (i.e., a citizen or national of the United States, a lawful permanent resident, a foreign national authorized to work in the United States without the need of employer sponsorship) on or before the effective date of appointment.

WORK LOCATION
The office location is 780 Regent Street, Madison, WI 53715.

 COMPENSATION AND BENEFITS
The Capital Budget Planning Analyst is a full-time, salaried, exempt, academic position.  The official title: Budget Planner II. Well-qualified candidates can expect a starting annual salary within a range of $68,000 – $78,000 commensurate with the candidate’s education, related experience, and qualifications.

UW System employees receive an excellent benefits package. To learn more about the benefits package, review the UW System Employee Benefits Brochure.

 APPLICATION INSTRUCTIONS
To ensure full consideration, please submit application materials as soon as possible. Applicant screening will begin immediately and be ongoing through Sunday, June 25, 2023. However, applications may be accepted until the position has been filled.

  1. Go to the UWSA Applicant Portal to submit your materials online and select the appropriate applicant portal, either External Applicants or Internal Applicants and click on the position title that you want to apply for.
  2. Follow the onscreen instructions and be sure to include your salary expectations when asked in our applicant tracking In addition, please be sure to upload ALL THREE of the required documents: resume, cover letter, and references as PDF files. Failing to include any of these documents may disqualify your application.
    1. Your cover letter MUST specifically address how your education and experience relate to the and qualifications. Be sure to emphasize the areas outlined under “Minimum and Preferred Qualifications”
    2. Your reference page should include the names, addresses, email addresses, and phone numbers for three professional references with at least one being from a current or previous
  3. Include a statement of whether you wish to have your application held in confidence or made available to the public upon request. Please note that in the absence of any statement regarding confidentiality, we will assume you do not wish to have your application held in confidence. The UW System will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful candidate will be released. See Stat. sec. 19.36(7).
  4. Submit your application.

The University of Wisconsin System Administration is an affirmative action/equal opportunity employer and actively seeks and encourages applications from women, minorities, and person with disabilities.

Questions may be addressed to: Angie Koppen, Human Resources, at akoppen@uwsa.edu.