|For additional assistance, contact firstname.lastname@example.org.|
|The goal is to have both a sustainable funding model and a budget that reflects all appropriate expenses. |
Complete the two worksheets contained in this workbook using the instructions below.
Insert budget and funding model numbers into "Part 1: Multi-Year Sustainable IT Funding Model and Budget" worksheet.
Add brief line item descriptions to "Part 2: Line Item Description of Multi-Year Sustainable IT Funding Model and Budget" worksheet.
|• Fill out funding and expenses for the duration of the IT funding request period. If there will be ongoing incremental expenses, fill out one additional year to demonstrate the sustainable funding model.|
Example: For a two-year project with ongoing incremental funding needs, fill out FY 16-17 and FY 17-18, with FY 18-19 showing the sustainable ongoing funding sources and no temporary project funding.
If development exceeds 3 years, it is optional to add columns beyond FY 18-19. However, in all cases, the application narrative should discuss the ongoing funding model.
|• Replace [Project Name] with the actual name of the project .||• All numbers can be entered as positive numbers. A negative number in the "balance" cells is a deficit.|
|Form Line Number||Section V.E. Part 1: Multi-Year Sustainable IT Funding Model and Budget||Section V.E. Part 2: Line Item Description of Multi-Year Sustainable IT Funding Model and Budget|
|Funding Model Sources|
|1 and 2: Dept./Unit||Add the name of the unit, e.g., " Astronomy Dept." Fill out known and expected sources of funding, as applicable.||Explain this source of matching funds, e.g., "Administration Control Unit is committing $50K in anticipated salary savings in FY 13-14 and $25K in anticipated carryforward surplus funds in FY 14-15."|
|3: Loan and Payback||Fill in actual and/or requested loan amounts, as applicable. Fill in loan payback (with opposite sign) in future years. Cumulative total should zero out, i.e., loan is offset by the payback.||Include brief explanation of how the loan will be paid back.|
|4: Grant or Other||Specify the source of funding and amounts in each respective fiscal year.||Explain this source of matching funds, e.g., " FY 12-13: Comcast contributed $25K equipment."|
|5: Temporary funding Request from other campus sources||Fill out the funding request from campus source such as dept, unit, or central campus. Include actual and requests as applicable.|
|6: Other (specify)||Specify other expected funding sources and fill in expected amount.||Include any desired annotation.|
|7: Total Funding||.The sum of all expected and/or requested funding for each fiscal year||Include any desired annotation.|
|8: Salaries||These are salaries paid through the UC Berkeley payroll system.||Indicate FTE and staff titles as well as any changes between fiscal years, e.g., "2.0 FTE Applications Developer 3 for development in FY13-14, then 1.0 FTE Applications Developer 3 needed on ongoing basis."|
|9: Benefits||All requests for salary funding must include employee benefits. Please use 46% or current rate (includes GAEL) as the rate for FY16-17 and FY17-18.|
|10: Supply & Expense||This row is for staff expenses for items such as telephones, office supplies, non-inventorial equipment (<$5K), and reference materials. It does not include training.||Itemize what expenses are covered by this line item, e.g., "$1,000 per FTE/year for phone and office supplies."|
|11: Infrastructure Services||Include expenses for services such as desktop support, storage, backup, co-location, network node, etc. For current campus recharge rates, see http://budget.berkeley.edu/recharge-information. For a listing of central IST services, see http://ist.berkeley.edu/services/.||Itemize the services included, e.g., "UC Backup: 100GB @ $360/year."|
|12: Software licenses/upgrades/maintenance||The cost of purchasing software licenses or upgrades as well as annual support and maintenance costs.||Indicate the software and/or the type of software and whether or not it is an initial purchase or upgrade, e.g., "Purchase of security scanning software license in FY 16-17 and anticipated upgrade in FY 17-18." Explain maintenance costs, e.g.., "Ongoing annual maintenance costs for security scanning software, with 5% increase in cost each year."|
|13: Hardware purchase and refresh||The cost of new equipment and replacement/upgrades with a value of more than $5,000. Replacement cycle should be in accordance with published UCOP useful life (http://eulid.ucop.edu/index.php) or with the useful life supported by the unit's actual experience.||Specify the equipment and refresh cycle, e.g., "Initial purchase of blade server in FY16-17, with upgrade/replacement every three years."|
|14: Hardware maintenance||Annual maintenance costs for computing equipment.||Explain annual maintenance costs, e.g., "Annual server maintenance at 15% per year, increasing to 17% per year in FY16-17."|
|15: Contract/consulting services||Costs of contract or consulting services such as project management, technical consulting, project definition. Project management costs are often calculated at 10-15% of the project cost.||Explain the services, e.g., "Project management contract at $200K/year for two years."|
|16: Office space||Cost of rented space, associated utilities, and any other related expenses.||Explain, e.g., "Estimate based on the need to rent 1,000 square feet at $50/square foot/year."|
|17: Training & Travel||Cost of travel and group or individual training in relation to the initiative.||Explain the travel needs. Indicate the type of training and number of people involved, e.g., "One-time project management training in FY16-17 for two groups of 20 people at $8K/group."|
|18: Other Costs||Any cost that doesn't fit into other categories or that is desirable to list separately. Additional rows may be added if necessary.||Explain the other costs.|
|19: Total Expenses||Automatically calculated to add up total expenses.|
|Funds Less Expense|
|20: Funds Less Expense||This line calculates the Total Funding less the Total Expenses. This balance should net out to zero, i.e., anticipated and requested funding should cover expenses.||If this is not a zero balance, explain why.|
|21. Carryforward||The balance (Funds Less Expense) from the previous fiscal year.||Explain reasons for the carryforward.|
|22. Cumulative Total||The combination of the Carryforward and the Funds Less Expense. This represents the cumulative surplus or deficit.||If the cumulative total is a deficit, explain how the deficit will be retired. If the cumulative total is a surplus, explain how the surplus will be used.|