Budget Office

West Chester University

201 Carter Drive, Suite 200

West Chester, PA 19383



Complement Management System (CMS) Introduction

The University's distributed leadership and decentralized budgeting models provide University administrators with management tools that provide for flexibility in budgeting. Vice presidents, deans and directors are assigned full responsibility and accountability for managing the resources allocated to their individual units. This includes control of operating expenses as well as hiring decisions for faculty and support staff. As part of the distributed leadership mode a position control system was implemented to assist the authorized level of decentralization in managing personnel budgets and controlling expenditures (see below)

Complement Management System (CMS): The largest expense incurred by the University is the cost of salaries/wages and the associated employee benefits. Because resources are limited, it is in the University’s best interest to maximize the dollars available. In 1991, the University convened a group of administrators, deans and managers from across the campus to explore the feasibility of decentralizing the personnel budget and transferring responsibility for hiring decisions and use of resources from the central budget to the vice-president/dean/director level (authorized level of decentralization). As a result of these discussions the decision was made to implement the University’s Complement Management System (CMS) which is an in-house developed position control system used by the Budget Office, Human Resources and the authorized levels of decentralization in the management of the University’s personnel budget and expenditures.

As part of the decentralization process and system development, personnel budget policies and procedures where adopted to govern the distribution and use of these resources. Some of these policies include funding for external hires and internal hires/transfers/promotions, and development of “market” levels for all bargaining unit positions as well as manager positions. These policies have been reviewed and updated since the inception of CMS in response to dynamic changes in Human Resources and Budgeting.

The four major objectives of the Complement Management System and budget decentralization as defined in the “CMS Policy Statement” are:

    1) To promote shared responsibility for the management of the personnel budget.
    2) To promote timely communication across the University regarding personnel management.
    3) To improve the management of personnel costs.
    4) To allow for decentralized authority and responsibility for personnel budgets to the Associate Vice-President, Dean and/or Director levels.

The position control system provides vice-presidents, deans and directors with the tools necessary for projecting personnel costs as well as monitoring and managing their portion of the University’s personnel budget while the policies outline the underlying responsibilities. The system itself, which was migrated from the M204 legacy mainframe to the PeopleSoft client-server environment during FY08, has proved invaluable in the decentralization of personnel budget management and allows for more efficient utilization of personnel budget resources. CMS has also provided increased local autonomy and flexibility for all managers. This flexibility has been made possible because CMS provides reporting and projecting capabilities that ensure that expenditure levels are under control. In addition, online reports provide a timely view of the personnel budget at various levels – department, college, division, and the entire university.