MEMORANDUM
To: Katalin Voros, Operations Manager
From: Rosemary
Spivey, Administrative Manager
Subject: 2008 Year-End Report
Date: 20 January 2009
At the close of the 2008 calendar year,
the administrative unit under my direction comprised 4.0 FTE. This unit
provided support to the Microlab and Machine Shop in the areas of fiscal and
budget management, account administration, staff management, procurement and
inventory control, and reporting of new lab fund raising efforts. The following
report summarizes Microlab activities supported by the administrative unit
during 2008.
I prepared a fiscal year financial report detailing
the budgetary activities of the Microlab during 2007/2008 and distributed it to
Microlab Member Professors on 16 July 2008.
The report included the following
highlights:
·
Microlab
recharge operations ended the 2007/2008 fiscal year with a 1.4% negative
balance. Collected recharge revenue of $3.01M fell short of expenditures by
$43,663.65, which was added to the previous years’ negative carry-forward
balance of $61,650.14. The total negative carry-forward balance was
$105,313.79. This represented a deficit of 3.4% of the total 2007/2008
operating budget, which is in budgetary compliance with UCB policies and
procedures for recharge operations.
·
Microlab
recharge operations reached a financial milestone this year by generating (and
collecting) $3M in recharge revenue. This was made possible by excellent
equipment availability throughout the year; the addition of a new electron beam
lithography system utilized by several research groups; and extensive
Engineering Test Request work performed by Microlab process staff for external
members.
·
A
total of 491 lab members utilized the Microlab in fiscal year 2007/2008. The
number of BMLA member companies was 26.
2008/2009
Microlab Budget
|
CATEGORY |
YEARLY BUDGET |
MONTHLY BUDGET |
|
Salaries &
Benefits |
$1,785,000.00 |
$148,750.00 |
|
Supplies &
Expenses |
$1,445,400.00 |
$120,450.00 |
Deficit Recovery
|
$105,300.00 |
$8,775.00 |
Income*
|
$3,335,700.00 |
$277,975.00 |
The Microlab operating
fund supported 24 FTE career and student staff salaries and benefits totaling
$1,413,588.35 in fiscal year 2007/2008. In addition, 6.49 FTE career Microlab
staff salaries and benefits were supported from non-Microlab. We ended the
07/08 fiscal year 3% under budget in this category. At the conclusion of the
first half of the 08/09 fiscal year salaries and benefits are 2% over budget.
To support the transition to the Marvell Laboratory, CITRIS has provided 2.0
FTE salary support for the 08/09 fiscal year. However, it was also necessary to
hire one additional Development Technician V, and an additional
Programmer/Analyst II for the transition.
No funding was provided for staff
salary increases in the State final budget for FY 2008/2009. As a result,
neither represented nor non-represented staff received a merit increase in
2008.
The following payroll changes
occurred during 2008:
|
Effective Date |
Name |
Action |
|
1/16/08 |
King Liu, Tsu-Jae |
Support Microlab Faculty Director
position 38.89% for Spring Semester 2008. |
|
2/01/08 |
Morford, Jay |
Equity Increase |
|
2/01/08 |
Pestal, Danny |
Equity Increase |
|
4/25/08 |
Lake, Benjamin |
On medical leave, 4/25/08 –
8/31/08 |
|
5/01/08 |
Yin, Changrui |
Equity Increase |
|
5/09/08 |
Connelly, Robert |
Resigned from Dev. Tech V
position (Machine Shop) |
|
6/01/08 |
Kellogg-Smith, S. |
Reclassified to Buyer II |
|
6/11/08 |
Kellogg-Smith, S. |
Increased percentage of time
from 87.5% to 100%. |
|
6/18/08 |
Brokaw, Kelsey Wong, |
Hired high school summer interns
– 6/18/08 – 8/8/08 |
|
7/01/08 |
Flounders, Bill |
CITRIS provides 75% support for
FY 08/09, balance of 25% on Microlab funds. |
|
7/01/08 |
Guillory, Phillip |
CITRIS provides 25% support for FY
08/09, balance of 75% on Microlab funds. |
|
7/01/08 |
Morford, Jay |
CITRIS provides 50% support for
FY 08/09, balance of 50% on Microlab funds. |
|
7/01/08 |
Peshette, Nancy |
Increased percentage of time
from 90% to 100% (50/50 split, MS & ML) |
|
7/01/08 |
Kellogg-Smith |
ERSO Central provides 50%
support for FY 08/09, balance of 50% on Microlab funds. |
|
7/01/08 |
Spivey, Rosemary |
ERSO Central provides 100%
support for FY 08/09. |
|
7/01/08 |
Voros, Katalin |
ERSO Central provides 40% support
for FY 08/09, 40% balance on EECS funds. |
|
8/11/08 |
Calico, Susan |
Hired as Programmer/Analyst II. |
|
9/01/08 |
Lake, Ben |
CITRIS provides 50% support
9/1/08-6/30/08, balance of 50% on Machine Shop funds. |
|
9/15/08 |
Peterson, Alan |
Hired as Development Technician
V (Microlab) |
|
10/31/08 |
Szabo, Attila |
Resigned as Visiting Associate
Specialist, (MEMS Exchange Engineer). Returned to home country. |
|
11/15/08 |
Petho, Laszlo |
Extend Associate Specialist
position through 11/14/09. |
|
12/8/08 |
Batie, Jim |
Hired as Development Technician
V for limited appointment through 2/9/08. |
In 2008, Microlab
supervisors and managers mapped all non-represented staff positions to new UCB
Career Compass job standards. After careful review of all job standards in the
new classification system, custom job descriptions were prepared and submitted
for the following new titles: Administrative Officer 4; Applications Programmer
3 and 4; Buyer II; Information Systems Analyst 2 and 3; Research and
Development Engineer 2, 3, 4 and 5; Research and Development Engineer, Mgr 2;
Skilled Crafts & Trades, Mgr 1. ERSO HR Director Cynthia Weekley approved all job descriptions submitted for
Microlab staff, and has sent them on to campus committees for review. The
targeted review completion date is April 2009.
Effective January 2009, the Campus has begun discussions with bargaining units regarding Career Compass job standards for represented positions. The Microlab has been asked to participate on the review committee for Engineering Operational & Technical job standards.
Supplies and Expenses (S&E)
Microlab
supplies and expenses (S&E) totaled $1,329,414.29 in fiscal year 2007/2008.
Major S&E expenditures paid by the Microlab included general use liquid
nitrogen, $204,058.86; chemicals, $153,056.43; parts and maintenance for misc.
equipment such as cpd, heatpulse, iondep, quintel, technics, $107,326.48;
computer operations/CIS fees, $57,488.81 and quartzware, $38,904.93. A
significant decrease in the amount spent on vacuum, cryo, booster, and dry
pumps was realized in FY 07/08. A total of $84,899.88 was spent compared to $182,186.35 spent in FY 06/07. Projected
S&E costs in FY 08/09 for core Microlab operations remains at
$1,445,400.00. At mid-year S&E expenses are less than 1% over budget,
resulting from equipment stability and conservative spending for spare parts.
Recharge income collected from BMLA/sundry laboratory use
overhead fees in fiscal year 2007/2008 continued to support the development of
the new Microlab management information system (Mercury). Effective January 1,
2008, BMLA membership fee contributions were directed to the newly established
Marvell Nanolab fund for the purpose of funding new lab fit-up expenses. To
date, a total of $85,185.02 has been spent on expenses such as the AT&T
MPOE installation charge for a new telephone system, cordless tube squaring
machine, ocean and land freight for the clean track equipment donation,
industrial label and printer maker, etc. As well, BMLA funds continued to
support a portion of our Faculty Director’s salary and benefits for the Spring
’08 semester. Additionally, $55,356.76 from Microlab Equipment Depreciation
funds was spent on the upgrade of the GCAWS6 D-FAS system to a Pentium
Controller, repair ASML CPU and Boot MVME 147 Board and HP 5517 Laserhead.
Also in FY 07/08, a Property/Casualty Loss Report was
submitted to The Office of Risk Management for reimbursement of $90,811.73
which the Microlab paid to repair the ASML 5500/09 lithography stepper when it
was severely damaged by a defective reticle, (supplied by the vendor). After
extensive review of our claim by a third party consultant, the Microlab was
reimbursed $85,317.00.
Income
Recharge revenue generated in fiscal year 2007/2008 was
$3,016,505.79, which was 9% below expectations. Recharge revenue generated from
campus sources was 4% higher than the previous fiscal year; industrial member
revenue remained steady with an increase of 1% from the previous year, and
comprised 21.4% of our total recharge revenue. At mid-year 08/09 $1,696,980.64
has been generated in recharge revenue, which is on target for mid-year
projections. We had a robust start to the fiscal year; lab membership remained
stable and is currently at 325 active members per month. Although we have
recently seen a small reduction in the number of BMLA membership accounts, I am
hopeful that we will meet the targeted income goal of $3.3M by fiscal year-end.
Microlab income is generated based on recharge rates. To
compensate for 2008 inflation, Microlab recharge rates were adjusted
accordingly. Laboratory and Equipment cut-off limits remain at $1200.00 and
$1400.00 per month respectively.
Recharge Rates Effective 1 July 2008
|
Access Fee |
$88.00 |
|
|
General Rate |
$37.80/hour |
$0.63/minute |
|
Special Equipment Use Rate CMP, CSSEM, GCA WS/PG, Plasma
etchers; lam1-5, ptherm & tegal etchers, Tylan/Tystar furnaces, STS, SEM |
$33.60/hour |
$0.56/minute |
|
Exceptional Equipment Rate ASML stepper, P-5000 cvd, Novelus M2i, Applied
Materials Centura, Tystar19/20/SiGe LPCVD |
$38.40/hour |
$0.64/minute |
|
EBEAM Lithography System |
$130.20/hour |
$2.17/minute |
|
Staff Services |
$69.00/hour |
$1.15/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 08/09 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 2008/2009 Recharge Rate Proposal for the EECS/ERSO
Machine Shop projects total annual revenues of $409,505. The hourly recharge
rate increased 4% to $72.30, which was necessary to increase revenue for
out-of-tolerance deficit recovery.
My staff continued to be responsible for purchasing and
accounting functions of the Machine Shop’s operations. Nancy Peshette prepared
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 addition, she provided various charts to the Sr.
Superintendent to assist with detailed budgetary analysis.
At the close of 2008, Machine Shop operating funds support
0.50 FTE Sr. Shop Superintendent, two FTE mechanicians, and one 0.50 FTE AAIII
position. The remaining 0.50 FTE of the Sr. Shop Superintendent’s position is
currently being funded by CITRIS, which is providing salary support during the
transition to the Marvell Laboratory. In addition, a new Development Technician
V position was filled 9/15/08 for the purpose of providing machining services
to the Marvell Laboratory. This position is under the supervision of the Shop
Superintendent, but is funded separately. At mid-year, the Machine Shop has
made excellent progress in decreasing its deficit, and is now operating within
the acceptable tolerance range. The Shop Superintendent is currently costing
new job requests recently submitted for the new lab transition, which should
keep Shop personnel utilized to their full potential, and the Machine Shop
operating within budget.
According to Fiscal Year 2007/2008 figures a total of 53
PIs from the departments of EECS, Astronomy, BNC/QB3, Chemistry, Chemical
Engineering, Integrative Biology, Physics, Mechanical Eng, MSE, Nuclear
Engineering, and UCSF supported the Machine Shop and 387 jobs were completed
for customers. The Microlab was recharged $133,248.77 for 132 jobs completed,
accounting for 35% of the Machine Shop’s total revenue. At the close of fiscal
year 2007/2008, income generated was $385,849, while operating expenses were
$390,820 resulting in a negative balance of $4,971 and total carry-forward
deficit of $34,104.61.
Baseline Process Project
Total operating expenditures for the Baseline Project for
2008 were $86,358.68, for laboratory fees, materials and implantation costs,
and for 1.00 staff FTE. Baseline Report VI., 0.35µm CMOS Process on Six-Inch Wafers, was published on 12/18/08.
Microlab Accounts
Throughout
the 07/08 fiscal year 491 labmembers were funded by 98 principal investigators.
The average number of active labmembers on a monthly basis was 325. The
administrative staff requested 161 new Microlab computer accounts for members
with active, guest, courtesy and staff accounts in 2008. Additionally, 38
“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
Laboratory income generated by BMLA/sundry sources totaled
$569,983.25 in fiscal year 2007/2008, accounting for 21.4% 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 2007/2008 there were 26 companies participating in the program. 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
Engineering Test Requests (ETR)
Research services provided by Microlab process staff to member
companies and non-UC Universities were significant in 2008. From January –
July, one company required extensive process group support, and required
special services from the administrative staff to include customized statements
and invoices. As well, the administrative staff managed purchase orders
requests and invoiced for other specialized services including mask making for
Arizona State U., Brigham Young U., CalTech, Concordia U., Duke U., Georgetown
U., Johns Hopkins U., Rutgers State U. of New Jersey, San Francisco State U.,
Stanford U., Texas A&M U., U. of Maryland, U. of Michigan, U. of South
Florida, U. of Texas Austin, U. of Wisconsin, Vanderbilt U., and Instituto de
Cargonquimica Zaragoza, Spain. 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. Within the UC system
16 accounts for
I managed 19 LBNL contract agreements for Microlab use in
2008. One of the contracts within the LBNL Materials Science Division, is
funded by seven PIs with 11 separate projects, and has been open continuously
since March 2005. 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.
In September – December 2008, I attended meetings with
campus officials to discuss the implementation of a pilot
declining balance credit card program to transact business between campus
service providers and LBNL researchers. The program is still under development, but the Microlab
has agreed to serve as the Campus pilot.
Corporation for National Research Initiatives (CNRI)
The Microlab’s participation in the MEMS fabrication
service to
Microlab Futures Campaign
New lab fund raising efforts were
fruitful in 2008. We received generous
contributions from faculty, staff, current and former labmembers, friends of
the Microlab, and from many unknown to us. On a monthly basis, I informed the
Microlab Technology Manager of current contributions received, so that new lab
fitup expenses could be planned in accordance. As well, I ensured that a
personal acknowledgement was sent to each contributor from the Microlab Faculty
Director. Although we still have a long way to go to reach our fundraising
goal, the level of support received thus far is heartening; $254,867.00 from 52
contributors.
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 2008. For detailed information on Microlab procurement and inventory see
Susan’s report.
IV.
MANAGEMENT
OF ADMINISTRATION
Supervision of Staff and Office Administration
2008 was a milestone year for Microlab Procurement
Manager, Susan Kellogg-Smith. On
September 12, 2008, Susan received official delegation by the Director of
Business Services to the position of Campus Buyer II, which includes authority
for Execution of Purchase Contracts, Subcontracts, and Standard Purchase Orders
in accordance with procedures specified in Business and Finance Bulletin
BUS-43, not to exceed $10,000.00 per order. Susan has been invited to
participate in a six-month Buyer Internship/Mentorship Program, to further
develop her Purchasing knowledge
and skills. I am
delighted that Susan is being recognized as a skilled purchasing professional,
and wholeheartedly support this development opportunity. As the Microlab’s
Purchasing Manager, Susan continued to independently manage all procurement
functions for the Microlab. She exercised a high level of discretion in making
decisions, setting priorities, and unit policies. In fiscal year 2007/2008,
Susan and Purchasing Assistant III, Adrienne Ruff, prepared an average of 195
purchase orders per month, with an average monthly expenditure of $126K. As the
occupancy date of the new Marvell Nanolab draws near, the demand for purchasing
services from Susan and her staff has increased. Susan is responsible for all purchasing
activities for the new lab and meets with the Microlab Technology Manager on
regular basis to discuss purchasing strategies. Susan was successful in
coordinating a complex ocean and land shipment of a major tool donation for the
new lab, and processed the corresponding gift paperwork as required. The coming
year will be a great challenge to Susan and her staff, but the result of their
hard work will be have great impact on our operation and will certainly be
appreciated.
Nancy Peshette continued to provide excellent customer service to all
Machine Shop patrons in 2008. Her service was especially appreciated during the
five-month period the Shop Superintendent was out on leave. Because
Personnel Support
I provided personnel related support for career staff and
associated researchers of the Microlab and Machine Shop, a total of 34 during
2008. This involved new employee hires, performance evaluations, equity
increase requests, limited waiver of recruitment requests, and one medical
leave case. This year the majority of time devoted to personnel matters
consisted of mapping 22 non-represented staff positions to new UCB Career
Compass job standards. This took a considerable amount of effort both on my
part and the part of Microlab supervisors. Mapping of eight represented staff
titles remains to be done in 2009. I am looking forward to completing this task
and to having all Microlab job standards mapped appropriately.
V.
CONCLUSION
Microlab
and Machine Shop administrative matters under my direction ran smoothly in
2008. My staff is stable and devoted to providing quality service to our
recharge units. In the coming year, we know that the rhythm in which we perform
our duties will be disrupted by the transition to the new lab, but we also know
that if we work together we will accomplish all that is required. We are
working on establishing new administrative policies to enhance our current
operation, and look forward to implementing them in our new home, Sutardja Dai
Hall.