Budget Process Tool Training - CalPlanning · Password. and select . Log On. Logs user into the system and opens the user’s HomePage. 3 Click on the Explore icon from the toolbar

Budget Process Tool Training

Exercise Packet & Budget Process Report Job Aids

CalPlanning| Activity Packet CalPlanning Reporting Updated 9/26/2017

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Table of Contents

CalPlanning Reporting Exercises ................................................................................................................. 3

Introduction to CalPlanning Homework: Identifying your Reporting Point of View (POV) ........................ 3

Exercise 1: Logging into CalPlanning Workspace and Accessing the CalRptg Report Repository .............. 4

CR103: SRECNA Med ................................................................................................................................... 5

Exercise 2: Selecting POV Members, Running a Report and Changing the POV ........................................ 7

CR120: SRECNA Trend Job Aid .................................................................................................................. 13

Exercise 3: Running a Report on Your Own .............................................................................................. 15

Exercise 4: Using the Period, Time_Series and Year Dimensions ............................................................. 16

CR603: Year to Date Comparison Job Aid ................................................................................................. 17

Exercise 5: Drilling into Member Dimensions within a Report and Formatting as a PDF ......................... 19

Exercise 6: Exporting a CalPlanning Report to Excel ................................................................................. 22

CR301: Entity Summary by Entity Selection Job Aid ................................................................................. 24

Exercise 7: Running Reports with Prompts ............................................................................................... 31

Homework Assignment: Running a CR111 ............................................................................................... 35

Appendix ................................................................................................................................................... 36

A. Answer: Introduction to CalPlanning Homework: Identifying your Reporting Point of View (POV) 36

B. Hierarchy Relationships in CalPlanning ................................................................................................ 37

B. Log into CalPlanning and Setting Preferences ...................................................................................... 38


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CalPlanning Reporting Exercises

Introduction to CalPlanning Homework: Identifying your Reporting Point of View (POV) Scenario: You want to run a CalRptg report to review your current year Forecast that reflects all of the reforecasting you have done to date. Which Dimension Members would you select to return this data?

CalRptg Report Name

Period

Year

Scenario

Version

Fund

Entity

Program Code

Chart1

Chart2

Time Series


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Exercise 1: Logging into CalPlanning Workspace and Accessing the CalRptg Report Repository In this exercise, you will sign into the CalPlanning Workspace and access the CalRptg report repository.

Step Action Result 1 In the training lab, select the link to the CalPlanning workspace from

your desktop. Or, use Internet Explorer with the following URL: https://calpln-rptportal.berkeley.edu/workspace/index.jsp

Opens the CalPlanning Log-in page.

2 Enter your assigned CalNet User ID and Password and select Log On.

Logs user into the system and opens the user’s HomePage.

3 Click on the Explore icon from the toolbar to open the CalPlanning Report Repository.

Opens the CalPlanning Report Repository.

4 From the Folders pane on the left, click on Root to the right of the yellow file folder then> CalPlanning > CalRptg

Opens a list of available CalRptg reports.

https://calpln-rptportal.berkeley.edu/workspace/index.jsp

https://calpln-rptportal.berkeley.edu/workspace/index.jsp


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CR103: SRECNA Med

CR103 CalRptg SRECNA Med (Statement of Revenue, Expenses and Change in Net Assets) CR103 - Statement of Revenue, Expenses and Changes in Net Assets The Statement of Revenues, Expenses, and Changes in Net Assets or SRECNA report is the standard financial report at UC Berkeley and includes traditional revenue and expense statement elements, along with operating transfer activity that indicates the movement of resources between units. The report displays data for the entity selected and can be expanded (drillable) at the account level, allowing users to see the detail accounts for revenue, expenses and fund balances. Those accounts are broken out by major Current fund buckets - expanded to Unrestricted and Restricted in the columns. Questions answered with the CR103 Depending on the POV for the version, scenario, year and time period selected; this report can answer: • Which fund type do I currently have balances? Are most of my monies restricted or unrestricted in nature? • Is my unit running a surplus or deficit? • What is driving my “miscellaneous” expenses? (Drill to the account level to view). When would you use the CR103 report? When you want to review a snapshot of your unit’s finances for one scenario/version across current funds. Since the year and time period can also be selected, this report is helpful at any point in the fiscal year. Considerations Run the Actual Final version at mid-year (December/January) to review financial results and understand the current situation prior to beginning the budget process. Point of View (POV) CR103 Sample Report


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Exercise 2: Selecting POV Members, Running a Report and Changing the POV In this exercise, you will access select POV Members, run a CR103 – SRECNA Med report, change the POV from within the report, save the report to Favorites and close the report.

Step Action Result 1 Locate the CR103 - SRECNA Med from the list of report templates

and double-click on the report name to launch the Preview User Point of View (POV) dialog box.

Launches report POV dialog box.

2 From the Preview User Point of View dialog box click on the Select icon to for the Period dimension. Then click OK.

CalRptg opens the Members selection dialog box for the Period dimension.


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Step Action Result 3a From the Members Selection tab, Click on the yellow folder or

Period to expand the file structure and display the available member options. Click the radio button for YearTotal. Click OK.

The Period dimension is set for the report and the main Preview User Point of View dialog is displayed.

3b You may also type the member name directly into the blank field to the right of the Name drop down cell. If you are unsure of the spelling leverage the Wildcard option by typing in the known characters followed by the * symbol. Click on the OK button.

The Dimension is expanded to display all of the available Members with the typed Member is automatically select


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Step Action Result 4 Repeat this step for each of the Dimensions identified in Exercise 1,

to define the Members to populate the report POV. Then click OK.

Runs the CR103 SRECNA Med report with the specified criteria.

5 Review the SRECNA to identify where the POV selections are displayed throughout the report.

SRECNA report displays the Working Forecast for the time Period and Entity select POV.

Ex1

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Step Action Result 6 Make the CR103 - SRECNA Med report a Favorite for future use.

From Favorites in the Workspace menu bar, click on Add to Favorites.

The CR103-SRECNA Med will now display in the Favorites box on the Workspace Home Page.

7 Navigate to the HomePage to verify the CR103 is displayed in Favorites under Quick Links.

8 From the report POV bar at the top of the page, click in the Scenario: Forecast box to change the Scenario from Forecast to Operating Budget.

The Members tab for Scenario within the Preview User Point of View will display.


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Step Action Result 9 Drill into Scenario and select Operating Budget and click OK.

The report will refresh with Operating Budget plan data.

10 Review the CR103 – SRECNA Med to ensure Operating Budget is reflected.

Operating Budget will now be reflected in the POV toolbar and the report data.

11 When changing multiple dimensions, you can display the POV dialog box by selecting View from the Workspace menu bar at the top of the page and select Preview User Point of View.

The Preview User Point of View window is displayed.


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Step Action Result 12 Change the POV to view FY17 Actual. Select or type the Dimension

Members FY17, Actual and Final into the Preview User Point of View and click OK.

The CR103 report will run for FY17 Actuals.

13 Review the CR103- SRECNA Med report header and data for changes made in to the POV.

Report reflects FY17, Actual, Final data.

14 Close the report by selecting the “X” from the Report Tab.

The CR103 report will close. Note: Report sample available in the appendix.

E

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CR120: SRECNA Trend Job Aid


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Exercise 3: Running a Report on Your Own In this exercise, you will run a CR120 SRECNA Trend Report.

Step Action Result 1 Run a CR120 SRECNA Trend report to compare your current year’s

Forecast, YearTotal to your Actuals for this year and last year. Use your own Org level for the Entity Dimension.

2 Save the CR120 SRECNA Trend report to your Favorites.

3 Close the CR120 SRECNA Trend report.


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Exercise 4: Using the Period, Time_Series and Year Dimensions In this exercise, you will complete the chart below by choosing the correct combination of members from the Period, Time_Series and Year dimensions.

Report Data Needed Period Time_Series Year

1 January, February, and March 2014

2 July through December 2015

3 Daily Actuals, in CalRptg only, Current Year Actuals through yesterday.


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CR603: Year to Date Comparison Job Aid Budget Creation Reporting CR603 CalRptg Year to Date Comparison CR603 - Year to Date Comparison The CR603 provides two comparisons: • Compares year-total Actual data for the prior year to, year-to-date Actual data for the same year. • Compares current year-total for a selected scenario/version, to year-to-date Actuals The report is expandable (drillable) to the account level detail for revenues only. The year total comparisons are displayed as a percent (%) of year total (meaning, Year to Date/Year Total). Questions answered with the CR603 Depending on the POV dimension members selected for the Scenario, Version, Year and Period; this report can answer: • Am I trending over or under my historical averages? If the first quarter of the year, historically has represented 34% of my year total, are my percent contributions above or below 34%? Or for the first half of the year, if my percent contributions have historically reflected six months of activity, are my percent contributions above or below 50%? • Should I update my Forecast to better reflect my current financial position based on Actuals to-date? When would you use the CR603 report? The CR603 report can be run at any point in the year. For the budget process, it’s helpful to run the report mid-year (December/January).to review your financial results to-date and compare them to a prior fiscal year at the high and low levels of your organization. This analysis provides a comprehensive view of your current financial picture, and helps you to identify potential updates that you would want to make to your Forecast. Considerations In particular for the budget process, it can be leveraged mid-year (December/January) to review a unit’s current financial position compared to the same-time last year. Point of View (POV) CR103 Sample Report


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Exercise 5: Drilling into Member Dimensions within a Report and Formatting as a PDF In this exercise, you will run a CR603 - Year to Date Comparison, drill into dimensions, and format it as a PDF.

Step Action Result

1 Navigate back to the Explore tab to see the reports repository and double-click on the CR603 –Year to Date Comparison.

Opens the Preview User Point of View window.

2 Populate the Point of View so that you are viewing FY16 Forecast Working. Use the POV setting in Exercise 2 for Reference. Click OK.

NOTE: You may type Member Names directly into the POV member fields or click Select to choose from a list of available members.

Runs the report with the specified criteria.


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Step Action Result 3 The Year to Date Comparison report is displayed. Review the

layout of the report and note the arrows next to the accounts. Note: Suppression has been turned on in this report so accounts with no data will not display.

SRECNA Hi is displayed.

4 Select and arrow next to one of the accounts. Click on the arrow to drill into the account hierarchy.

If you would like to drill out, select an arrow to collapse the account hierarchy.

Selecting arrow displays the accounts below the parent.


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Step Action Result 5 With drilling selections made, review the report in PDF format.

Select the PDF icon at the top of the page.

Report will be formatted as a PDF.

6 Review the report in PDF format. Note that drilling selections are viewable, but not editable in this format.

Unable to drill into PDF.

7 To update drilling, report must be in HTML. To view the report as HTML again, select the HTML icon at the top of the page.

Report is viewable in HTML format.

8 Make any drilling selections and view again as a PDF. Use steps 4-6 for reference.

Drilling selections viewable as PDF.

9 Close the report by selecting the “X” icon on the report tab.

Report is closed.


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Exercise 6: Exporting a CalPlanning Report to Excel In this exercise, you will open the CR120 SRECNA Trend report you created and saved to your Favorites in Exercise #4 and then export it to Excel.

Step Action Result 1 Navigate to the Workspace Home page at the top of the page click

on the CR120 –SRECNA Trend link from the Favorites section under Quick Links.

2 Navigate to File in the toolbar menu. Select Export > Excel.

Opens a prompt asking the user to Open or Save the report to the desktop.


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Step Action Result 3 Opens a prompt asking the user to Open or Save the report to the

desktop. Click Open.

Saves the document to the user’s desktop.

4 You may be prompted with a message to verify that the file is trusted. Select Yes.

Opens the report in Excel.

5 View the report in Excel.

Report displays in Excel as expected.

6 Note that Excel Functionality can be added to report if desired, and saved.

Excel functionality can be applied.

7 Close the report in the Workspace by selecting the “X” icon on the report tab.

Closes the report.


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CR301: Entity Summary by Entity Selection Job Aid Budget Creation Reporting CR301 CalRptg Entity Summary by Entity Selection CR301 - Entity Summary by Entity Selection A multi-year comparison of a single or multiple entities via a Prompt*. Provides variance analysis of selected Scenario/Version to the previous year’s Actuals. The CR301 report is NOT drillable and the variances are calculated as dollar ($) and percentages (%). If reviewing the dollar ($) variances, the formula is Forecast minus Actuals. The percentage (%) variances takes the dollar difference, divided by Actuals. Questions answered with the CR301 Depending on the POV for the Version, Scenario, Year and Time Period selected; this report can answer: • What is the sum-total amount of Actuals for revenue, expenses or beginning/ending balances for the entities I’ve selected in my unit? • What is the sum-total for my budget or forecast for the entities I’ve selected in my unit? • What is the dollar ($) or percent (%) variance between last year’s actuals and my current forecast (or budget) for the entities I’ve selected in my unit? When to use the CR301 report This report is important when various entities need to be summed-up or consolidated in order to view your unit. The org tree (org hierarchy) does not always roll-up in the manner of which you view your finances. The CR301 allows you to customize the entities that are included, while also providing variance analysis. Considerations Be sure to scroll either left and right (in HTML view) or up and down (in PDF view) because the report prints longer than most. *Respond to Prompts Certain CalPlan reports require an additional step – responding to prompts. This can be thought of as a way to set your point-of-view (POV) prior to viewing the report. The next few pages detail how to complete this step. As this report is titled, the prompts are meant to select specific entities (orgs) for your unit. Once you click on the report and set your standard POV, the prompt will appear next.

If you don’t know the specific org nodes or DeptIDs that you wish to view, then click the magnifying glass icon.


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If you do know the specific org nodes or DeptIDs, then check the box for ‘Edit Member Names’ and enter them directly into the box and click ‘OK’ to view the report.

Type in a node to search and click enter

Drill down to the level that is desired in the org tree and select the nodes you wish to view in the report. Notice that only 4 of the 6 nodes have been selected for this particular report.

Once selected, click the arrow.

When you don’t know your entities

When you do know your entities. Enter them in the Selection box.


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Notice only the 4 that were selected above have moved over. Re-check the boxes for all the nodes and click ‘OK’

Notice all the nodes that were selected have now populated the ‘Selection’ box. Click

‘OK’ to view the report


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Point of View (POV) CR301 Sample Report


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Exercise 7: Running Reports with Prompts In this exercise, you will run a CR301 – Entity Summary by Entity Selection report using prompts. Prompts allow for reports with variable selections or provide the ability to select more than one member at a time.

Step Action Result 1

Navigate back to the Explore tab to see the reports repository and double-click on the CR301 – Entity Summary by Entity Selection.

Opens the report Preview POV window.

2 The Respond to Prompts dialog box displays. Enter your Entity into the SELECT Entity Selection box. Click on OK.

3 If you do not know the exact entity name you can search for your entity by clicking on the magnifying glass icon to go to Member Selection.


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Step Action Result 4 From the Members Selection dialog box, expand the Entity Hierarchy

to locate your desired Entity. Check the box for your Entity and click on the right arrow to move the Entity to the Selected frame on the right. Click OK.

5 The Respond the Prompts dialog box now displays the selected Entity. Click OK.


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Step Action Result 6 The Preview User POV will display. Populate the Point of View so

that you are viewing FY16, Forecast, and Final for Current_Funds Excluding C&G and Periodic. Click OK.

NOTE: You may type Member Names directly into the fields or Select a member.

Runs the report with the specified criteria.

7 The CR301 Entity Summary by Entity Selection displays. You can drill into the Entity by clicking on the right facing gray arrow.


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Step Action Result 8 You can navigate to the desired Entity level by expanding and

collapsing entities by clicking on the gray arrows.

9 Add the CR301 Report to your Favorites.

10 To change the Prompt Selection for Entity, you can refresh the prompt by selecting View from the top of the page and Respond to Prompts.

The Respond to Prompt window is displayed.

11 Close the report in the Workspace by selecting the “X” on the report tab.


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Homework Assignment: Running a CR111 In preparation for the Creating a Unit Plan Navigating CalPlan class, run a CR111, Operating Budget and Forecast Overview without Contracts & Grants reports and bring a printout to class.

Step Action Result 1 Run a CR111 Operating Budget and Forecast Overview report.

2 Add the CR111 Report to your Favorites.

3 Review the report to gain an understanding of the Operating Budget that was created last year for your unit and how it compares to the prior year’s Operating Budget and Forecast.


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Appendix

A. Answer: Introduction to CalPlanning Homework: Identifying your Reporting Point of View (POV) Scenario: You want to run a CalRptg report to review your current year Forecast that reflects all of the reforecasting you have done to date. Which Dimension Members would you select to return this data?

CalRptg Report Name

Period Current Fiscal Year

Year YearTotal

Scenario Forecast

Version Working

Fund Current Funds, several SRECNAs have funds hardcoded to Current

Entity Your entity, 1_#####

Program Code Leave at high level, Program Code

Chart1 Leave at high level, Chart1

Chart2 Leave at high level, Chart2

Time Series Periodic


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B. Hierarchy Relationships in CalPlanning

Parent: A member that has an aggregated branch (children) below it.

• Q3 is the parent to Jan, Feb, and Mar. Children: Members that roll up to a parent.

• Jan, Feb, and Mar are children of parent Q3. Siblings: Members of the same parent and on the same branch (same level).

• Jan, Feb, and Mar are siblings. Descendants: All the members, regardless of whether they are children or parents in the hierarchy that report under a particular member.

• Quarters and months are descendants of YearTotal.


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B. Log into CalPlanning and Setting Preferences

Step Action Result 1 From the Homepage navigate to the drop down menu to Set

user preferences by selecting File > Preferences.

Opens User Preferences window.

2 Select General from the left navigation bar of the pop-up window. Recommended settings are shown below.

• Content: Home Page • Check : Show Path for Documents • Select Theme: Normal

Sets General User Preferences. General preferences control your Setup options.


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Step Action Result 3 Select Financial Reporting icon from the left navigation pane

of the Preferences pop-up window. From the General tab, set preferences as shown below.

Default Preview Mode = HTML Preview User Point of View - Preview = On

Selects Financial Reporting User Preferences.

4 When finished, click OK. Saves User Preferences.