Getting Started
How do I get access to the CalPlanning tools?
To get access to CalPlanning, contact your local CalPlanning Access Provider and request access. Each unit has a CalPlanning Access Provider who can submit a CalPlanning User Access Request Form to change type of access or provide new access.
Check out the CalPlanning Getting Started page for more information.
When I log into the CalPlanning Workspace, I see a blank grey screen?
Anyone with a CalNet ID and Passphrase can log into the CalPlanning Workspace. But only those staff with CalPlanning Access will see the modules displayed.
Check out the CalPlanning Getting Started section of our website for information on the types of access available to our campus Finance professionals and how to apply for access.
General
General FAQs
When is CalPlanning available?
CalPlanning is available with technical support:
- 8am-5pm, Monday - Friday, except University holidays
CalPlanning is open but without technical support
- 7am-8am, Monday - Friday and weekends
- 5pm-3am, Monday - Friday
CalPlanning is not available: 3am-7am daily
Check out the CalPlanning home page for the latest updates on CalPlanning availability.
How do I have a DeptID inactivated in CalPlanning tools?
The process for removing the ability to plan to DeptIDs in CalPlanning is an annual process which occurs each January.
Currently the inactivation process is on hold as we work to finalize the timing and requirements. However, Planners should still submit the DeptIDs planned for inactivation so we can process when we reopened.
Before submitting a DeptID for planned inactivation, please check the DeptID status in CalPlan list. If the DeptID is marked for planned inactivation, indicated by N in the Load to CalPlan column, you do not need to complete the DeptID for planned inactivation request form.
You can learn more by reviewing the DeptID Planned for Inactivation page on the DFL Knowledge and Resource Portal to learn about the steps, timing and forms needed to request inactivation.
When does Actuals Data from BFS load into the CalPlanning tools?
Month-end close Actuals data is loaded into the CalPlanning tools on a monthly basis.
The CalRptg and HCPRptg reporting applications are loaded on the same day that the data is available in BAIRS and Cal Answers Financials.
CalPlan and HCP are loaded several days later.
You can check out the CalPlanning home page for dates of upcoming Actuals loads and the BFS General Ledger Monthly Close Schedule.
CalPlan
Is there a quick way to edit data in the CalPlan forms?
This functionality works in both CalPlan and HCP!
In the CalPlan form Update Data CalPlan, is there a way I can remove all of the rows with no data or zeros?
You can apply a filter in the Update Data in Form to hide rows with no data, with zeros, or both.
Right-click on the first column and select Filter and then select one of the three options:
- Hide rows with no data
- Hide rows with zeros
- Hide rows with zeros and no data
To unhide the rows, from the row label, right-click and select Filter / Show rows with zeros and no data.
How do I plan to a BFS Account that is not included in CalPlan?
You can reference the BFS to CalPlan Account Map Table which lists all of the accounts available in BFS. The table identifies which accounts:
- are available to budget to in CalPlan, Planning Level = Individually (column E)
- are NOT available in CalPlan, Planning Level = Summary (column E)
For the accounts not available in CalPlan, the table indicates which Plan Only Account members in the CalPlan Account Value (column F) planners should use for planning the intersection.
When can I see plan updates in CalPlan in the CalPlan "R" reports?
Once a planner saves edits in CalPlan, they are available to review in the CalPlan "R" reports. To view the impact of changes made in CalPlan, Planners do not need to wait for the next data push.
With each save, the edits are aggregated up to the highest entity level (set in Preferences) and available to view in the CalPlan reports.
If the CalPlan preferences are set to an L4, changes made at the L7 will be aggregated up to the department or L4 level. If the planners runs a CalPlan report at the L4 level that matches the entity set in the CalPlan Preferences, the report will reflect all of the edits.
How do I know which of the 5 Plan Only Fund Members an individual fund rolls up under in CalPlan and HCP?
You can reference the BFS to CalPlan Fund Map Table. The table maps each of the 25,000+ individual BFS Funds to the 5 Plan Only Fund members available in CalPlan and HCP. Use the Find functionality in MS Excel to locate the individual BFS fund in Column A and Column D includes the name of the Plan Only Fund.
As this table is updated with each monthly CalPlanning release it is recommended that you access it from the CalPlanning Job Aids page rather than downloading and saving a copy.
Check out the Plan Only Fund Members by Fund Type job aid for more information.
Why are there intersections showing up in CalPlan that are read-only?
There are two possible reasons:
1. If the intersection includes a DeptID that is planned for Inactivation, it will display as read-only to provide visibility but restrict additional planning.
You can learn more about DeptID Inactivation on the DFL Knowledge and Resource Portal.
2. If the intersection includes an Account that is managed by the Central Budget Office (such as 71110 - General Allocation, 71295 - Other Central Commitments,
5380X - Fee Remission - Plan) it will display as read-only.
How do I remove plan values in my Operating Budget that were copied from Inactive &/or restricted DeptIDs with actual data in my Forecast?
Planners can submit a CalPlan HelpDesk Ticket to request temporary access to edit the inactive &/or restricted DeptID values in their Operating Budget.
Where do I find the 5 high-level fund buckets from CalPlan and HCP in the Cal Answers Financial Management Reports?
The 5 high-level fund buckets in CalPlan and HCP are found within the Fund Group column.
If the Fund Group is not displayed in the default of the Cal Answers Financial Management dashboard report, you can right-click on the column labels in the location where you would like to add the Fund Group column. Select Include column and search for Fund Group from the list of includable columns. If it does not display in the list it may already be included in the report or not available.
Fund Groups
- Unrestricted Funds
- Restricted Gift Funds
- Restricted Endowments and FFEs Funds
- Designated
- Contracts and Grants
CalRptg
CalPlan Reporting
What is the difference between an R103 report and a CR103 report?
The R103 SRECNA Med report is run from the CalPlan reporting repository. The plan data reflects the data as of the latest save action taken by the planner in CalPlan. When a planner saves in CalPlan, the edits are aggregated to the entity level set in the CalPlan Preferences.
In CalPlan reports, actual data is as of the Last Loaded Month End Close in CalPlanning, does not include individual Fund details and uses the limited CalPlanning Chart of Accounts (COA).
The CR103 SRECNA Med report is run from the CalRptg reporting repository. The plan data reflects saved data prior to the last push from HCP and CalPlan into CalRptg which occurs every 3 hours starting at 9 am, and ending at 9 pm, Monday -Friday.
In CalRptg, actual data is as of the last close of business and includes all individual funds and the full COA.
CalPlanning has three repositories for running reports:
CalPlan
- R Reports, example: R103
- Plan data is updated in real time
- Actuals are updated monthly
- Chart of Accounts uses summary plan members only
CalRptg
- CR Reports, example: CR103
- Plan data is updated every three hours from 9am to 9pm, Monday-Friday
- Actuals are updated nightly; includes full chart of accounts
- Plan is at summary level only; actuals include full chart of accounts
HCPRptg
- HCP Reports, example: HCP001
- Plan data is updated every three hours from 9am to 9pm, Monday-Friday
- Actuals are updated monthly
- Compensation accounts
Human Capital Planning (HCP)
How do I show that an employee will retire at the end of June, and will not continue into next year?
To remove an employee from your plan:
- Open the Manage Existing Employees and Job Codes task list
- From the Monthly Pay Rate tab zero out the pay rate in the months you no longer want to include them in your plan.
OR
- From the Distributions tab zero out the Distribution value for the months you no longer want them to be included in your plan.
You only need to zero out one metric as HCP needs both the Monthly Pay Rate AND the Distribution Value to calculate a planned Salary Expense.
Note that the employee will continue to display in HCP as long as they have an actual salary expense and/or plan values for the timeframes included.
We are going to be hiring a additional employee later this year. Is there a way I can add the compensation expenses for this employee to my budget without knowing who the person is yet?
Yes, HCP allows you to plan for a To Be Hired (TBH) employee
From the Monthly Pay Rate tab on the Manage Existing Employees and Job Codes task, right-click and select Manage TBH / Add TBH. Select the DeptID (defaults to value in the right-clicked row), TBH #, Job Code, Monthly Pay Rate, Start Month and Year, End Month and Year, and Comment (optional). Then select Launch to create the monthly pay rate row for the to be hired employee.
Once the TBH is added you will need to add a TBH Distribution by right-clicking over the new TBH on the Monthly Pay Rate tab and selecting Manage TBH / Add TBH Distributions.
Once the actual employee is hired, you can then assign that employee to the To Be Hired employee. See To Be Hired Employees for detailed instructions.
I have an employee in HCP who is no longer working for my unit. How do I remove them from my compensation plan?
You can remove an employee from your HCP compensation budgets by either zeroing out the employee's Monthly Pay Rate or the Earnings Distribution value on the Distributions tab of the Manage Existing Employees and Job Codes form. You will need to know the start month and year that they are no longer planned to be funded from the current entity.
If there are actuals for this employee they will continue to display in HCP and on the HCPRptg reports run for Actual Final and Forecast Working.
If I have an employee who is leaving and I plan to re-fill the position, do I need to remove them from HCP?
If you have an employee who is leaving your unit and you plan to rehire for the position, you have two options for planning for the new hire compensation. You may use either option; it is not necessary to do both.
1. Reuse the existing plan data. Change the values on the Monthly Pay Rate tab to zero for the months you expect the position to be vacant. Put a note in the Comments field to indicate that the future plans are for the new hire.
2. Remove existing plan data and create a To Be Hired employee. Zero out the Monthly Pay Rate for all future months when your existing employee will no longer be working for you on the Manage Existing Employee and Job Codes, Monthly Pay Rate tab. HCP will not be able to calculate a planned salary expense for those months and no planned benefits. Then add a To Be Hired employee on the Manage Existing Employee and Job Codes form. See To Be Hired Employees for detailed instructions.
How do I plan for a vacant position?
To plan for a vacant position in HCP, you create a To Be Hired (TBH) employee to serve as a placeholder for the compensation expense associated with your planned employee.
From the Monthly Pay Rate tab on the Manage Existing Employees and Job Codes form, right-click on the first column and select Manage TBD -> Add TBH. Select the DeptID (defaults to the DeptID in the right-clicked row), TBH #, Job Code, Monthly Pay Rate, Start Year, Month and End Year /Month and any Comments.
Once the TBH is added you will need to add a TBH Distribution by right-clicking over the new TBH on the Monthly Pay Rate tab and selecting Manage TBH / Add TBH Distribution.
Once the actual employee is hired, you can then assign that employee to the To Be Hired employee in the compensation plan. See To Be Hired Employees for detailed instructions.
Can I change an existing employee's Job Code in HCP?
Yes. From the Monthly Pay Rate tab on the Manage Existing Employee and Job Code form, right-click on the row of the employee whose job code you would like to change. Select Manage Employee / Update an Existing Employee.
In the Prompt Form, change the job code and add the start year and start month of the new job code. You can also input any changes in Monthly Pay Rate if applicable.
Make sure that all other *required fields are filled in with all the existing values for that employee as the only thing you are changing is the Job code. Select the Launch button.
HCP will now display two rows for that employee on the Monthly Pay Rate form, one for their current and one for the newly planned job code. You will need to review the Monthly Pay Rate for the employee and zero out any previous rates that exist once the new rate starts.
HCP: DeptID Adjustments
Can I delete a DeptID Adjustment that I no longer need?
Yes, you can either change the value(s) to zero or you can delete the intersection (row).
To delete the intersection, right-click on the DeptID Compensation row and select Manage DeptID Adjustments / Delete DeptID Adjustments.
Select Launch from the Delete DeptID Adjustment prompt and then select OK from the confirmation pop up box.
Since DeptID Compensation Adjustments don't actualize the row will be removed from the form.
Can I change the DeptID, Salary Account, Fund &/or CF1 on a DeptID Adjustment I created in HCP?
When adding a DeptID Comp Adjustment in HCP, you can select any account from the available list.
Once the DeptID Comp Adjustment is created, the Distribution elements (DeptID / Entity, Salary Account, Fund or CF1) CANNOT be edited.
If a change is needed, right-click and select Add a DeptID Comp Adjustment that has the correct Distribution elements and then zero out the values from the incorrect DeptID Comp Adjustment as needed.
HCP: Pooled Positions
Can I delete a Pooled Position that was created but no longer needed?
Yes, you can delete the intersection for a Pooled Position that has no data in the Forecast year (and Operating Budget year if available).
From the Create and Manage HCP Pooled Positions form, right-click on the first column of the row containing the Pooled Position you would like to delete and select Manage Pooled Position / Delete Pooled Position
You cannot delete an intersection for which there is data, even if the month has closed.
HCPRptg
Human Capital Planning Reporting
How do I change the Account Dimension in the the HCP001 POV from Total Compensation to another salary account?
From the HCPRptg reporting repository, launch the HCP001 Employee Salary by Fund and Job Code report.
Select the needed members from the POV selection dialog box and select OK. From the Respond to Prompts dialog box, click on the Member Selection icon to the right of the Selection field.
Click the check box to the left of Total Compensation in the right-hand Selected side. Click on the left facing arrow to move Total Compensation to the Available side.
Click on the check box for the desired salary account from the left-hand available side, then click on the right-facing arrow to move the account to the Selected side. Click OK.
On the HCP001 report, what is the Actuals Journals at the end of the report?
When a transaction is done in a BFS journal outside of UCPath and we are unable to link a BFS transaction to an employee, HCP creates a member in the Employee dimension called “Actuals Journals.”
The Actuals Journals amount represents the actualized consolidated employee benefits for GAEL and UCRP Supplemental Assessment that are transacted in BFS at the DeptID level that cannot be attributed to an individual employee for the closed months.
I made changes to my compensation plans in HCP but they aren't showing up in the HCPRptg reports?
Changes made to planned employee and position compensation expenses, pooled positions and DeptID adjustments must be saved in HCP prior to the next data push in order to view the impact of the changes in HCPRptg, HCP, CalRptg and CalPlan. The data push happens 5 times/day Monday - Friday. The first push occurs at 9:00 AM and then every three hours until 9:00 PM.
Do not run CalRptg or HCPRptg reports or refresh Smart View Ad Hoc queries during the first 15 minutes of the push hours.
Check out the CalPlanning System Availability page of our website for more information.
Smart View
How do I get access to Smart View?
Access to Smart View is included with all CalPlanning access requests.
Campus finance members who require access to the CalPlanning tools must have their local access provider submit a CalPlanning User Access Request Form. The CalPlanning data repositories a user can access with Smart View are based on their CalPlanning role of either:
- Planner (CalPlan, HCP, CalRptg & HCPRptg)
- CalRptg only
Once their CalPlanning access is set up, a user can access Smart View via Citrix.berkeley.edu or they can contact the CSS IT Help Desk at calplanhelp@berkeley.edu or (510) 664-9000 option 1 (for IT), then 2 (for CalPlanning) to submit a ticket requesting an install of the Smart View plugin on their workstation.
The Smart View tab is no longer showing up on my MS Excel ribbon. Where did it go and how do I get it back?
If you have Smart View installed locally on your workstation, it can become disabled and no longer display the Smart View tab in the MS Excel ribbon.
Check out the Restore Smart View in Excel job aid for step-by-step instructions on how you can quickly get your Smart View tab back.