Overview of CalPlanning Tools

CalPlanning Defined

  • CalPlanning is an enterprise software suite of tools used by the University of California, Berkeley to be a one-stop shop for financial planning, budgeting, forecasting, analysis and reporting.
  • CalPlanning provides a common enterprise-wide framework to:
    • Create, analyze, and assess the annual budget
    • Automate and streamline the budget process
    • Increase strategic decision-making within and across campus constituents
    • Provide a direct line of sight into financial plans and results at all levels of the institution
    • Access analytical tools for helping create multi-year plans and ability to run ad hoc reports to answer specific financial questions

CalPlanning Tools

The CalPlanning application is comprised of 5 databases with forms for planners to enter data and report templates for all users to generate reports:

  • CalPlan and HCP are used to enter plan data
  • CalPlan, CalRptg, and HCPRptg are used to generate reports. The reporting databases contain all of the plan data plus actuals data that has been loaded from the general ledger, Berkeley Financial System (BFS).

Planners can interact with CalPlanning with a web interface or an Excel interface called Smart View. In this course, you will use the web interface to generate reports from the CalRptg database.

CalPlan Planning Tool

CalPlan is a financial planning tool for planners to create future year Operating Budgets and revise in year Forecasts for Non-Compensation Expenses, Revenues and Transfers and Changes in Fund Balance. Summarized Compensation plans from Human Capital Planning (HCP) are loaded into CalPlan for planners to review. CalPlan provides planners with:

  • Task lists to guide them through the planning steps
  • Data entry screens
  • Automatic calculations
  • Ability to generate real-time reporting

Human Capital Planning (HCP) Tool

Human Capital Planning (HCP) is a compensation planning tool for planners to create a future year Operating Budget and in year Forecast using Employee and Position data. HCP functionality allows planners to:

  • Plan for future changes to employee and position data imported from our HR system, UC Path
  • Plan for new positions and to-be-hired employees, plus additional compensation expenses by DeptID
  • Manage distributions at the employee and position level
  • Review auto-calculated expenses for Fringe, Vacation, GAEL, UCRP Supplemental Assessment, and Fee Remission

CalRptg Tool

The CalRptg tool is a reporting module that has pre-defined, canned report templates with functionality for planners to select (filter) members to be included in the report. CalRptg provides:

  • Access to Operating Budget, Forecast and Actual data
  • Visibility to data at all organization levels from UC Berkeley to Dept ID
  • Periodic timeframes including month, quarter and year total as well as cumulative timeframes including quarter to date, year to date, and inception to date (used for contracts and grants)
  • Summarized compensation expense data; detailed compensation expense data is available in HCPRptg
  • The CalRptg Chart of Accounts (COA) includes all BFS COA values for actuals data and a subset of summary accounts used for planning

HCPRptg Tool

Like the CalRptg tool, the HCPRptg tool provides pre-defined, canned report templates with functionality for planners to select (filter) members to be included in the report. HCPRptg data includes:

  • Human Capital Planning (HCP) compensation plan data for future year Operating Budgets, in year Forecasts, and Actuals
  • Visibility to both employee level and summarized data

Smart View

Smart View is an Excel interface for the CalPlanning application. With Smart View, you can:

  • Enter data into planning forms
  • Create your own ad hoc reports using data from any of the CalPlanning databases
  • Generate reports from CalRptg, CalPlan, and HCPRptg using the canned report templates

CalPlanning Application Flow

  • Detailed data from Human Capital Planning (HCP) is loaded into HCPRptg to be used for reporting
  • The detailed data from HCP is summarized and loaded into CalPlan so that planners can see compensation expenses while planning for all other budget categories
  • Detailed data from CalPlan is loaded into CalRptg to be used for reporting
  • Actual data is loaded from BFS to HCPRptg and CalRptg to enable reporting of plan and actual data

CalPlanning Roles and Data Access

The data access you have is based on your CalPlanning role. There are 3 CalPlanning roles: CalRptg only, HCPRtpg, and Planner. Consult your Divisional Finance Leader if you are unsure of your CalPlanning role. These are the reports you can run and analyze organized by CalPlanning role:

Report Library CalRptg Only HCPRptg Planner
CalRptg X X X
HCPRptg X X
CalPlan X