MEMORANDUM
To: Katalin Voros, Operations Manager
From: Rosemary
Spivey, Administrative Manager
Subject: 2006 Year-End Report
At the close of the 2006 calendar year, the
administrative unit under my direction comprised 4.20 FTE. This unit provided
administrative support to the Microlab and Machine Shop in the areas of fiscal
and budget management, account administration, staff management, procurement
and inventory control. The following report summarizes Microlab activities supported
by the administrative unit during 2006.
I prepared a fiscal year financial
report detailing the budgetary activities of the Microlab during 2005/2006 and
distributed it to Microlab Member Professors on 28 July 2006.
The report included the following
highlights:
►
Microlab recharge
operations ended the fiscal year with a 1.3% positive balance. Collected
recharge revenues of $2,985,060.86 surpassed expenditures of $2,946,319.99. The
previous years’ negative carry-forward balance of $65,422.07 was reduced by
$38,740.87, leaving a remaining carry-forward deficit balance of $26,681.20.
The carry-forward balance represented a total deficit of less than 1% of the
total 2005/2006 operating budget; thus, the Microlab recharge operation ended
the fiscal year “in balance”.
►
Recharge revenue
generated from industrial member use increased 48% from last fiscal year, and
the number of BMLA member companies increased to 23. A total of 533 lab members
utilized the Microlab in fiscal year 2005/2006, supported by 101 Principal
Investigators, which comprised 15 research groups. Research groups’ bmla,
sensor and device were the top three supporters, providing 56% of the lab’s
total revenue.
►
As a result of
excellent equipment availability throughout fiscal year 05/06, lab and
equipment use hours increased 19% (48,201) and 16% (44,992) respectively.
►
Average monthly
membership was 345.
2006/2007
Microlab Budget
|
CATEGORY |
YEARLY BUDGET |
MONTHLY BUDGET |
|
Salaries &
Benefits |
$1,716,000.00 |
$143,000.00 |
|
Supplies &
Expenses |
$1,452,000.00 |
$121,000.00 |
Deficit Recovery
|
$26,681.00 |
$2,223.00 |
Income*
|
$3,168,000.00 |
$264,000.00 |
The Microlab operating fund supported 24.83 FTE career and
student staff salaries and benefits totaling $1,531,512.46 in fiscal year
2005/2006. In addition, 5.71 FTE career Microlab staff salaries and benefits
were supported from non-Microlab funds totaling $575,155.94. We ended the 05/06
fiscal year 1% over budget in this category. Central ERL continued to support
1.5 FTE administrative positions and 0.50 FTE of the Microlab Manager’s
position during the 05/06 fiscal year. At the conclusion of the first half of
the 06-07 fiscal year salaries and benefits are 6% under budget. Effective
10/1/05, non-represented staff received a merit increase of 3.2% – 4.15%. To
date, represented staff has not received a merit increase for 2006 because
union contracts have not been ratified.
The following payroll changes occurred during 2006:
|
Effective Date |
Name |
Action |
|
1/01/06 |
Guillory,
Phillip |
Equity
Increase. |
|
1/16/06 |
Cheung,
Nathan |
Support
Microlab Faculty Director position 38.89% for Spring Semester 2006. |
|
3/01/06 |
Peshette,
Nancy |
Reclassified
to AAIII, retroactive to 12/1/05. |
|
5/24/06 |
Queen,
Daniel |
Hired
as Jr. Development Engineer at 50% time, 5/24/06-8/22/06. |
|
6/01/06 |
Ruff,
Adrienne |
Reclassified
to AAIII. |
|
6/06/06 |
Kaksonen,
Pepe |
Medical
separation from University. |
|
6/12/06 |
Proskurowski,
O. |
Hired
as Programmer Analyst III. (New position for development of new laboratory
information management system.) |
|
6/13/06 |
McNeil,
Brian |
Medical
leave, 6/13/06 - 8/7/06. |
|
6/19/06 |
Sonia
Ganju Andrea
Imhof |
Hired
as high school summer interns, 6/15/06 - 8/15/06. |
|
6/29/06 |
Hamilton,
Robert |
Retired
effective 6/29/06. Rehired at 100% time on 8/7/06. |
|
7/1/06 |
Bucher,
Daniel |
CNRI
MEMS Exchange funding for position reduced to 50% time. |
|
7/1/06 |
Stateler,
Evan |
Equity
Increase. |
|
7/1/06 |
Voros,
Katalin |
Permanent reduction in time to 80%. Funding for FY 06/07 split between ERSO and EECS. |
|
7/1/06 |
Kellogg-Smith,
Susan |
ERSO
Central provides 50% support for FY 06/07, balance of 37.5% on Microlab
funds. |
|
7/1/06 |
Spivey,
Rosemary |
ERSO
Central provides 100% support for FY 06/07. |
|
7/5/06 |
Morford,
Jay |
Hired
as Assistant Development Engineer – Equipment Maintenance Group. |
|
8/1/06 |
Pongracz,
Anita |
Hired
as Associate Specialist to replace Gyorgy Vida as Baseline Engineer. |
|
8/31/06 |
Vida,
Gyorgy |
Resigned
from Baseline Engineer position to return to home country. |
|
9/18/06 |
Change,
Jimmy |
Reclassification to Sr.
Development Engineer, retroactive to 6/1/06. |
|
9/18/06 |
Connolly,
Robert |
Reclassification to Development
Technician V – Equip Maintenance Group. Retroactive to 6/1/06. |
|
10/1/06 |
McNeil,
Brian |
Reclassification to Development
Technician V – Equip Maintenance Group. Retroactive to 7/1/06. |
|
12/1/06 |
Leullier,
Madeleine |
Permanent reduction in time to
75%. |
Microlab supplies and expenses
(S&E) totaled $1,414,807.53 in fiscal year 2005/2006. Major S&E
expenditures paid by the Microlab included general use liquid nitrogen,
$152,703.54; chemicals, $144,691.20; parts and maintenance for misc. equipment
such as heatpulse, randex, quintel, technics, $139,859.14; computer
operations/CIS fees, $79,531.41 and quartzware, $55,656.02. In addition, in
November 2005 $84,951.75 was spent on the refurbishment of the GCA-8500 I-line
Stepper after a burst water line damaged the control electronics rack, overhead
air filtering and temperature control system and piezoelectrically driven
sample stage. A Property Loss Report was submitted to the Office of Risk
Management for damages incurred, from which the Microlab received a
reimbursement of $76,456.57 on 5/2/06. At fiscal year-end the Microlab
maintained S&E expenses within 3% of budget. Excellent equipment up-time
contributed to stable spending throughout the year. To allow for the increasing
costs of consumables such as liquid nitrogen and lithography chemicals, the
S&E budget for fiscal year 06/07 increased slightly to $1,452,000. At
mid-year S&E expenses are 5% over budget, in part due to the increased need
for assorted pumps and quartzware for special equipment maintenance.
Unfortunately it was again necessary to submit a Loss Report on 11/11/06 for a
building power interruption that caused damage to several Microlab systems.
Invoices totaling $11,397 were submitted to replace various pumps and
quartzware.
Recharge income collected from BMLA
membership fees and BMLA/sundry laboratory use overhead fees in fiscal year
2005/2006 continued to support the development of the new Microlab management
information system (Mercury). As well, BMLA funds supported a portion of our
Faculty Director’s salary and benefits. In addition, $125,993.09 was spent from
the Microlab Equipment Reserve fund for new and replacement equipment including
a precision LCR meter, non-MOS polyimide vacuum bake oven, XMB25 pump package
and Seiko Seiki turbo pump.
Income
Recharge revenue generated in fiscal year 2005/2006 was
$2,985,447.36, which exceeded expectations by 1%. Recharge revenue generated
from campus sources remained steady, while industrial member revenue increased
5.5% from the previous year, to comprise 23.9% of our total recharge revenue.
At mid-year 06/07 $1,526,857.66 has been generated, which reflects a 4%
shortfall of projection. Lab membership however remains strong with 326 active
members per month, leading me to remain optimistic that recharge income will
meet its targeted goal of $3.168M by fiscal year-end.
Microlab income is generated based on recharge rates. As the
Microlab met its budgetary goals in fiscal year 2005/2006, and we anticipated a
consistent level of lab/equipment usage in fiscal year 2006/2007, recharge rates
remained unchanged in all categories except the Access Fee which decreased by
3% to $86.00/month. Laboratory and Equipment cut-off limits remain at $1200.00
and $1400.00 per month respectively.
Recharge Rates Effective 1 July 2006
|
Access Fee |
$86.00 |
|
|
General Rate |
$34.80/hour |
$0.58/minute |
|
Special Equipment Use Rate CMP, CSSEM, GCA WS/PG, Plasma etchers;
lam1-5, ptherm & tegal etchers, Tylan/Tystar furnaces, STS, SEM |
$32.40/hour |
$0.54/minute |
|
Exceptional Equipment Rate ASML stepper, P-5000 cvd, Novelus M2i, Applied
Materials Centura, Tystar19/20/SiGe LPCVD |
$36.60/hour |
$0.61/minute |
|
Staff Services |
$67.20/hour |
$1.12/minute |
II.
BUDGET &
ACCOUNT MANAGEMENT
Financial Reports
As in past years, monthly and annual Financial Summaries for
the Microlab were submitted. The reports provided budgetary analysis of account
activity including detailed analysis of recharge specific project codes and
flex fields. The reports were distributed to the Faculty Director, PIs, and
managers of the Microlab.
Various reports, including the Microlab FY 06/07 Recharge
Rate Proposal, CNRI MEMS Exchange Summary Report, Cyro Group Summary Report,
Process Group ETR Summary Report, etc., were prepared as required.
Cory Hall Machine Shop
The 2006/2007
Recharge Rate Proposal for the EECS/ERSO Machine Shop, projects total annual
revenues of $387,418. The hourly recharge rate increased to $68.40, which was
necessary to increase revenue for deficit recovery.
My staff
continued to be responsible for purchasing and accounting functions of the
Machine Shop’s operations. Effective 4/06, Nancy Peshette assumed
responsibility for the preparation of the monthly financial reports for the
Machine Shop detailing expenditures, (S&B/S&E), income, work hour accounting
and YTD pro forma hours provided to EECS.
In 2006 the Machine Shop supported a Sr. Shop
Superintendent, three mechanicians and an AAIII (.50 FTE). According to Fiscal
Year 2005/2006 figures, a total of 42 PIs from the departments of EECS, Physics,
ME, MSE, Chemistry and Linguistics supported the Machine Shop and 290 jobs were
completed for customers. The Microlab was recharged $132,206.00 for 125 jobs
completed, accounting for 39% of the Machine Shop’s total revenue. At the close
of fiscal year 2005/2006, income generated was $358,464.42, while operating
expenses were $335,392.76, resulting in a positive balance of $23,071.66 and
total carry-forward deficit of $12,060.91. At mid-year 2006/2007, the Machine
Shop is carrying a total deficit of $26,613.27. A major shop remodel took place
in July and August, which reduced productive hours and contributed to the
current deficit.
Baseline Process Project
Total operating expenditures for the Baseline Project for
the calendar year 2006 were $109,299; $41,485 for laboratory fees, materials
and implantation costs; and $67,444 for 1.33 staff FTEs. A second report was
produced by Microlab Baseline staff this year, which detailed enhancement to
the 0.35 µm CMOS Process.
Microlab Accounts
Throughout the 05/06 fiscal year 533 labmembers were funded
by 101 principal investigators. The average number of active labmembers on a
monthly basis was 345. The administrative staff requested 158 new Microlab
computer accounts for members with active, guest, courtesy and staff accounts
in 2006. Additionally, 67 “billing only” accounts were requested. I established
and/or maintained Microlab accounts for these members, which included fund
changes, split funding requests, fund transfers and reversals. On a monthly
basis, Microlab supporters received a statement of lab charges incurred by
their students and additional expenditure detail as requested by PIs.
External Accounts
Berkeley Microlab Affiliates (BMLA)
Laboratory income generated by BMLA/sundry sources totaled $679,895.43
in fiscal year 2005/2006, accounting for 23.9% of Microlab operating revenue.
In addition to income generated from lab fees, BMLA members contributed to the
Microlab through the annual membership fee. At the end of fiscal year 2005/2006
there were 23 member companies participating in the program, an increase of
four companies from last year. I have sole responsibility for the financial
management of this program, including invoicing, processing checks through
University Relations/Cashier’s Office, donor acknowledgement letters, account
administration and recordkeeping. As well, I ensured that each new industrial
member read and signed the Microlab Memorandum of Cooperative Agreement and
prepared or amended Business Contract Agreements between The Regents of the
University of California and the industrial member company.
Engineering Test Requests (ETR)
Research endeavors conducted by other Universities in the
Microlab continued in 2006. The administrative staff created and maintained
Microlab accounts for 39 non-UC university members this year. Microlab process
staff performed services for outside universities this year including CalTech,
Duke U., Georgetown U., Howard Hughes Med. Inst., James Madison U., MIT, Naval
Postgraduate School, Oregon State U., Penn State U., Rensselaer Polytechnic
Inst., Research Foundation of SUNY, San Francisco State U., Simon Fraser U.,
Stanford U., U. of British Columbia, U. of Maryland, U. of Michigan, U. of
Pennsylvania, U. of TX Austin, U. of Wisconsin-Madison, Vanderbilt U., and
Universitat zu Koln/Germany, Universite Montpellier II/France and U. of
Jyvaskyla/Finland . As in past years, I worked closely with the process staff
to ensure that all purchase orders were valid and charges were collected for
work performed. In order to provide greater service to our non-UC customers, I
established a merchant account via Authoriz.net which allows me to accept
credit card payment for our services.
Within the UC system 18 accounts for Davis, Irvine, Los Angeles, and San
Francisco have been established and/or maintained.
Lawrence Berkeley
National Laboratory (LBNL)
I managed 24 LBNL contract agreements for Microlab use in
2006. I am responsible for reviewing, approving, billing and preparing
“close-out” documentation for each contract in compliance with Department of
Energy regulations. I worked with LBNL procurement and accounting personnel to
guarantee accurate accounting of these contracts.
Corporation for National Research Initiatives (CNRI)
The Microlab’s participation in the MEMS fabrication service
to U.S. academic and industrial researchers continued this year. The DARPA
funded award was renewed through 2006; however, effective 7/1/06 support was
reduced from 1 FTE to 0.50 FTE. As a result it was necessary to reduce the engineer’s
time to 50%. A total of 37 process runs were completed during the 2006 calendar
year, for which I invoiced CNRI $49,480.59. To provide the required detailed
billing specified in the current CNRI contract, I set-up a billing account for each run and then charged for individual
modules referencing the unique account name.
III.
PROCUREMENT &
INVENTORY MANAGEMENT
Purchasing/Inventory
Susan Kellogg-Smith provided comprehensive procurement
and inventory management for the Microlab and backup service for Machine Shop
during 2006. For detailed information on Microlab procurement and inventory see
Susan’s report.
IV.
MANAGEMENT OF ADMINISTRATION
Supervision of Staff
and Office Administration
Susan Kellogg-Smith continued to provide outstanding leadership
and expertise in all areas of procurement in 2006. Susan and Purchasing
Assistant III, Adrienne Ruff, prepared an average of 200 purchase orders per
month, with an average monthly expenditure of $132K. The Microlab continued to
realize significant savings through Susan’s ability to purchase new and used
parts on E-Bay. This year she purchased power supplies, vacuum pumps, HEPA
filters, mass flow controllers, etc. Susan continued to carefully monitor
inventory levels and evaluated alternate sources whenever possible to hold
costs down. The database of cleanroom items, chemicals and technical staff
supplies currently contains 1650 items in 60 categories. Susan is the
Microlab’s principal resource for gas cylinder purchase and management. She has
established a close working relationship with the campus’ compressed gas
cylinder vendor, Praxair, and works with our representative to provide the
Microlab timely delivery of over 60 specialty gases. In addition to managing
the Microlab’s purchasing needs, I have every confidence in Susan’s ability to
provide needed accounting services. This year I took a month-long vacation
during a period which included fiscal-close. Susan was responsible for
overseeing the Microlab recharge billing process for June. In addition she
handled various personnel matters, and provided administrative support. I
received feedback from the Microlab Operations Manager that Susan provided
seamless support during my absence.
Nancy Peshette managed
the purchasing needs of the Cory Hall Machine Shop in a superior manner again
this year. The Shop was able to provide its customers timely services because
requested parts and materials were ordered immediately and accurately at the
best pricing possible. The Machine Shop operates on a very tight budget and
Nancy is keenly aware of the impact effective purchasing has on the overall
operation. Nancy’s 80% time is shared 50/30 by the Machine Shop and the
Microlab. This year Nancy was assigned additional responsibilities in the area
of accounting. She is now independently responsible for the preparation of
billing and record keeping of Microlab monthly recharge billing. This includes
the review of fund sources from campus, inter-campus, LBNL, other non-UC
university and industrial member accounts prior to the preparation of Financial
Journals, Inter-Campus Journals and invoices submitted via the Campus Accounts
Receivable database. The process for completing the monthly billing is
complicated, as you must adhere to several different billing requirements
dictated by the various institutions using our services. Nancy is quickly
learning the intricacies of this process and was of tremendous assistance to me
this year.
Personnel Support
I provided personnel related support for career staff and
associated researchers of the Microlab and Machine Shop a total of 33 during
2006. This involved new employee hires, performance evaluations,
reclassification requests, equity increase requests, limited waiver of
recruitment requests, reduction in time notification, and two Worker’s
Compensation medical leave cases. Our unit was successful in receiving approval
for five reclassification requests this year. One 10-year service pin was
awarded to Microlab staff and Bob Hamilton received a certificate for 43 years
of service. As the ERSO reorganization is now fully implemented, I am
successfully working within the guidelines of the organization to provide
Microlab staff service in the area of human resources.
V.
CONCLUSION
From the administrative perspective, 2006 was a very
tranquil year for Microlab recharge operations. The lab met its budgetary goals
and personnel activity was calm. I was
delighted with the terrific support provided by the administrative staff and
grateful for their camaraderie. I have high hopes that 2007 will be a duplicate
of this very pleasant year.