February 2018 Release Notes

Overview of HCP Refresh and CalPlanning Enhancements

Fund Simplification

In order to simplify the planning and comparison of plan values to Actuals, the 14 detailed fund types have been eliminated, leaving 5 high-level fund types to plan to. Learn more about the changes by reviewing the Plan Only Fund Members by Fund Type job aid on the CalPlanning website. Review the BFS to CalPlan Fund Map Table to identify which of the 47K+ individual funds roll up into the 5 Plan Only Fund Members. All plan data created prior to the FY19 Operating Budget have been consolidated into the new simplified plan only fund structure. This fund simplification reduced many HCP distributions (at detailed fund types) into a single distribution at the high-level fund type.

Actualized Compensation Forecast

With the new Actualized Forecast process at the close of each month, we now overwrite the Forecast values with Actuals data from BFS for all accounts: non-compensation accounts in CalPlan and compensation accounts in HCP.

The closed months (July 2017 to January 2018) of the FY18 Forecast Working now include actual compensation data. From now on at the close of each month, we will overwrite the Forecast values with Actual data from BFS for all accounts: non-compensation, revenues and transfers, changes in fund balances in CalPlan, and compensation accounts in HCP.   

Employees planned by Job Code instead of Position

Because position data is not included in our Enterprise Data Warehouse (EDW) Actuals data, we have moved to plan employees by Job Code instead of by Position. For this reason, you will no longer see vacant positions, or FTE, as we are not planning employees by Planned Home Departments. Employees will show up in the entities where their salary expense has been incurred or planned to. FTEs can be inferred by distribution percent for planned periods. We are working on a future release to add distribution percent as a proxy for FTE in the forecast year for closed periods. Note: Position data in HCM is still relevant for conversion to UCPath. If Position data become available in Actuals, we may move back to planning by Position at a future date.

HCM Refresh into HCP

• FY18 Forecast and FY19 Operating Budget are BOTH updated with refreshed HCP data and are now available for viewing and data entry. HCP data for individual employees is from HCM as of the night of February 6. Going forward, we will no longer overwrite open period plans with updated information from HCM. We will make that data available to Planners to incorporate if they wish. More information on this process will be communicated as it is developed.
• HCP data for pooled positions and DeptID adjustments are converted from HCP as of the night of February 6. There may be minor amount differences of a few dollars in deptID adjustments due to rounding.
• FY18 monthly pay rate for individual employees has been increased by 3% to seed planned FY19 salaries. To recreate what we have seen in the past in the Actuals ledger: the FY19 July to September periods do not have the salary increase, the October period reflects a 12% increase  (because the increase is usually retroactive); and the following months are increased by 3% over FY18.
• FY18 monthly pay rate for pooled employees has been increased by 3% to seed planned FY19 salaries with the 3% merit. This increase is spread evenly in all months in FY19.
• Mass Salary Adjustments Task List will enable users to update FY19 salaries on a mass level if needed.
• HCP DeptID adjustment monthly amounts for February to June 2018 were loaded to FY2017-18 Forecast. The adjustment amounts were not copied to FY2018-19 Operating Budget. However, planners can copy the data to FY19 or make adjustments as needed.
• Benefits, GAEL, and fee remission rates have been updated for both years in CalPlanning (rates are available below). The automatic calculation function for benefits and GAEL remains the same as in prior years. The calculated fee remission is now spread over the three months of September, October, November for the fall semester and over February, March, April for the spring semester, to mimic the pattern experienced in the Actuals ledger. Most HCP monthly salary and distributions have been extended for you. Contract appointment employees were not extended. Employees who separated on or before December 31, 2017 were not extended. Recommended action: Planners will need to check to make sure the extended distributions do not result in overplanned employees in the FY2018-19 Operating Budget.
• Prior Read-only HCP snapshot application, Jan18HCP, is available to allow you to look back to see what your CalPlan and HCP Forecast looked like as of the night of February 6.

FY18 Forecast to FY19 Operating Budget

• FY18 Forecast Working as of the night of February 6 was copied to the FY19 Operating Budget Working.
• A snapshot of the FY19 Operating Budget Working was taken to create the Read-only Initial version. This version is available in reporting for optional comparisons, after planning numbers are adjusted.
• FY18 Forecast Working Ending Balances flow to the Beginning Balances of the FY19 Operating Budget Working throughout the planning cycle.
• FY18 and FY19 Central Transfers and Commitments have been loaded into CalPlanning from a combination of Actuals data and planned data from the Campus Commitment Database.  
  • General allocation account 71110 was updated to Actual values for FY2017-18 with the actualizing of plan values for everything but compensation data in Dec 2017. The FY2018-19 general allocation account 71110 has been seeded with January permanent budget data.  
  • Account 72210 Regents Endowment/FFE FY2017-18 Actual Payout has been copied to the FY2018-19 Operating Budget. Information from University Development and Donor Relations (UDAR) about fund performance will be available in the FY2018-19 Operating Budget Guidelines for potential planner adjustments.
  • Accounts in the Campus Support 712xx and 714xx series have been updated with the most recent commitments data available by the Campus Budget Office for open periods for both planning years. New Intersection Detail reports have been run and have been loaded to your Divisional Folders in Google Drive for the detail behind the dollars loaded. (Inclusion in the Intersection Detail Report does not indicate a final commitment. All amounts are subject to change.) Data in these accounts for closed periods reflects actual transacted commitments.
• Accounts in the 713xx series have been updated for closed periods with Actuals for the FY2017-18 Forecast.  Accounts in the 71xxx series will be further updated with Form A data provided by the DFLs for both planning years. Cell comments from FY18 Forecast have been copied to FY19 Operating Budget to assist in your planning. We recommend you edit these comments as appropriate.

What is in the FY18 Forecast Working and FY19 Operating Budget

The table below outlines what was seeded in the FY18 Forecast Working and FY19 Operating Budget. Please review the associated job aid “What’s in my Forecast & Operating Budget” for more information.

Simplified HCP Design

The HCP application has been redesigned to simplify and improve the process of creating and editing compensation plans. The changes include:

• Replaced effective dates with editable month fields for pay rate and distributions, to allow planners to more easily update and review employee and pooled position details directly by month. There is now less right-clicking.
• The FTE of an employee can be inferred from the sum of their distribution percentages. For example, a half-time employee with two chartstring distributions will have 25% in one distribution and 25% in the other.
• Position has been replaced with Job Code, so there are no longer vacant Positions in HCP. You are able to create to-be-hired (TBH) employees.
• There is visibility to the Year Total Forecast Working by Month.
• Planning Pooled Employees has been made more accurate by allowing planners to select account codes to plan to vs having fixed account codes by pooled type  (e.g., lecturer can now be planned with regular benefits, limited benefits, or exempt from benefits).  
• Planners are now limited to one Pooled Position type per chartstring. Multiple Pooled positions on a single intersection that existed in prior HCP have been consolidated in simplified HCP (as has the comment field). Recommended action: These pooled positions need Planner review because the average monthly salary amount and the sum of the consolidated distributions were populated using algorithms into the new single pooled position. In some cases, this algorithm may not have produced results that tie to prior HCP.
• Allows simplified analysis and reconciliation between Human Capital Management (HCM) data and HCP plans.
• Provides enhanced reporting on comments in HCP.
• Allows compensation planning to be done and uploaded using forms in Smart View.

CalPlanning Reporting - Quick Access to Accurate Data

• Reminder: Actuals are available on a daily basis in CalRptg.