Process at a Glance
The lifecycle consists of three distinct phases. It begins with the detailed creation and approval of the budget, moves to the execution of spending through requisitions, and concludes with the tracking and reconciliation of all expenditures.
Budget Creation
Requisition
Spenddown
Phase 1: Budget Creation Workflow
The budget creation phase is a multi-step process involving various stakeholders from teams to cabinet members. It begins with a call for proposals and moves through several layers of review and approval before a final budget is established. Decision loops allow for projects to be sent back for revision, ensuring quality and alignment.
1. Notification & Assignment
An email is sent to Cabinet Members, who then assign the project proposal task to Team Leads.
2. Preparation & Submission
Team Leads prepare the detailed project and submit it for confirmation.
3. Cabinet Confirmation
Cabinet Members review the project. They can either confirm it or send it back to Team Leads for revision.
4. Committee Review
The Committee reviews the confirmed projects. They hold the authority to approve, reject, or send a project back for further review.
5. Final Approval & Conversion
Once approved by the Committee, the project is officially converted into a budget.
6. Budget Finalization
The Budget Department conducts a final review to ensure fiscal accuracy and finalizes the budget.
7. Distribution
The final, approved budget is shared with all relevant Committee and Cabinet members.
Typical Project Review Outcomes
Based on historical data, the committee review stage results in a mix of outcomes. While a majority of projects are approved, a significant portion require revision, highlighting the importance of this quality gate.
Phase 2: Requisition
This phase is the bridge between budgeting and spending. All requisitions must be entered into the CUNY system with two critical pieces of information to ensure proper tracking.
Phase 3: Spenddown
The reconciliation process is automated by leveraging two key systems. Data is extracted from the central CUNY system and imported into a local system for final processing and reporting.
1. Download Spenddown File
from CUNY System
2. Upload to Local System
for automated linking
3. Display Final Numbers
for project stakeholders
Process Metrics Dashboard
Analyzing the workflow reveals key insights into its efficiency. The following charts illustrate the average time taken for each approval stage, helping to pinpoint where delays occur most frequently.