April 2023 Release Notes

April 10, 2023

April 2023 CalPlanning Release Notes

The CalPlanning tools (CalPlan, HCP, CalRptg, HCPRptg, SmartView) are available. 

Enhancements include:

• A Multi-Year Budget Template form to input FY25 / FY26 directional changes and strategic use of reserves directly via CalPlan and Smart View

• A Compensation Drill Through form to display compensation plan total amounts by account in HCP

Updates include:

• FY2022-23 Forecast Working version has February Actuals

• Central Transfer accounts updated

• Annual removal of DeptIDs for planning has been completed

• Updated UCPath HCM data is available for planners to review and selectively copy to HCP

Please remember: When the "Copy HCM by Entity to Plan" is used by the planner, ALL "To Be Hired" data will be cleared in that entity. Before using this functionality, we suggest exporting the data for Monthly Pay Rate and Distributions to Excel  in case you need to re-enter it.

FY2022-23 Forecast Working version will be updated with March actual data on Thursday morning April 13 between 6 am and 9 am. See the CalPlanning website for details. 

Recommended MyOrg Preferences

To help make the CalPlan and HCP forms perform more quickly for you, we suggest that you set your preferences as: 

• CalPlan MyOrg preference to an L3 org or below 

• HCP MyOrg preference to an L5 or L6 or L7 org

This will bring back fewer intersections to display in your form and improve performance for everyone.

Enhancement: Multi-Year Budget Template

The new Budget Template in CalPlanning allows you to input your FY25 and FY26 directional changes and strategic use of reserves into CalPlan or Smart View at the L4 level. Updates to your FY23 Forecast and FY24 Operating Budget will be reflected in the Budget Template as of the 3 hour data push schedule. After the push, you'll be able to see all updates to CalPlan and the Budget Template roll up to the divisional level. A new Budget Template report, the R180, enables you to report your budget projections at both the L3 and L4 levels. The Multiyear Budget Template Job Aid provides additional information on how to use the form.

Enhancement: Compensation Drill Through

The new HCP Compensation Drill Through form allows you to view your compensation and benefits data at both a summary and detail level, enabling you to see the HCP information in CalPlan and adjust your plan as needed. The form displays information for each unique combination of DeptID, fund, and chartfield1 and drills down to detailed employee information. While viewing detailed data at the employee level, you can make updates as needed. The Compensation Drill Through Job Aid provides additional information on how to use the new Compensation Drill Through form.

Central Transfers

• FY23 and FY24 Central Transfers and Commitments have been updated in CalPlanning from a combination of Actuals data and planned data from the Campus Commitment Database.  

• FY2023-24 general allocation accounts 71110, 71290, and 75101 were seeded with permanent budget data to the C1_GENALC general allocation Chart1 member.

• Accounts in the Campus Support 712xx, 713xx, and 714xx series have been updated with the most recent commitments data available by the Financial Planning & Analysis team for open periods for both planning years. (Inclusion in the commitment database does not guarantee future funding. All amounts are subject to change.) Data in these accounts for closed periods reflects actual transacted commitments.

• Form A Accounts in the 71xxx series have been cleared and will be updated again later this month with Form A data provided by the DFLs for both planning years to the C1_FORMA1 and C1_FORMA2 Form A Chart1 members.

• Account 72210 Regents Endowment/FFE FY2022-23 Actual Payout has been copied to the FY2023-24 Operating Budget and increased by 2%. Information from University Development and Alumni Relations (UDAR) about fund performance is available in the FY2023-24 Operating Budget Guidelines for potential planner adjustments.

Dept ID Inactivation

We applied changes for DeptIDs that are in the process of being inactivated. Actuals remain in the original entity but the Forecast and Operating Budget amounts have been moved to the mapped entity.

For the list of already inactive DeptIDs as well as DeptIDs planned for inactivation, go to the DeptID planned for inactivation in CalPlanning webpage and select DeptID status in the CalPlan list.New Common Chart of Accounts (CCOA) Values in CalPlan 

Please refer to the September 2022 Release Notes to view the new Common Chart of Accounts (CCOA) values added to CalPlan.

Current status of HCP data

Currently, HCP data for FY23 is the same as the night of Friday, March 17, when we took the system down for the release work. You may choose to use the "Review HCM data to add to Plan" dataset (described below) to update your FY23 and/or FY24 plans.

HCP data for FY23 Forecast was copied to FY24 Operating Budget with:

• Monthly FY24 pay rates include an increase over the FY23 June pay rate for individually-planned employee positions and to-be-hired positions. The increased amount varies by union, as indicated in the table below. 

• FY24 Pooled Position amounts were increased by 4.6% over the prior year. See the job code-to-pooled position mapping file.

• Dept ID adjustments were not copied from FY23 to FY24.

Review HCM data to add to Plan

The Review HCM data to add to Plan task and forms can be helpful for updating your plan: with the current and future pay rates and distributions for existing employees, with new hires and transfers into your department, and with employees who have left your department and should be removed from your plan. Planners are encouraged to regularly review and copy HCM data to HCP to ensure periodic increases are accurately captured in their forecasts.

• The Review HCM data to add to Plan task and forms are available.

• The HCM data is from UCPath on the night of Tuesday, March 21. 

• The HCM data was modified in the following ways to minimize manual correction for planners:

• Salaries for employees paid over 10 months corrected to remove the need for manual salary adjustments. HCP spreads annual salaries over 12 months. Employees with ‘1/10’ in their titles had their annual salary multiplied by 12/10 so that the 12-month spread and annual salary are correctly calculated.

• Employees with end dates were extended, except contract appointment employees and employees who separated or were on unpaid leave before 3/1/2023.

• Salary increases and timing for FY24 in the Review HCM data to add to Plan data:

REMINDER: When the Copy HCM by Entity to Plan is used by the planner, ALL To Be Hired data will be cleared in that entity. Make note of To Be Hired data by exporting  the forms to Excel in case you need to re-enter it.

See the Review HCM Data to Add to Plan job aid, the training materials, and video for details on how to use this functionality.

Reminder About Planning Employee Compensation in HCP

If you are not seeing the expected calculated salary expense for your employees, make sure that a monthly salary rate and distribution exist for the employee, DeptID, job code combination in the Manage Existing Employees and Job Codes form. You can also use the Review HCM Data to Add to Plan form to update the current HCM monthly pay and distribution to your HCP plan.

CalPlanning Refresher Training

Keep an eye out for a CalPlanning Refresher Training on the Training page of the CalPlanning website.. We will highlight some features and things to know as you update your budgets. Also see the training page for other upcoming training opportunities.

CalPlanning System Maintenance 

All of CalPlanning (CalRptg, HCPRptg, CalPlan and HCP and Smart View) will be unavailable for planned maintenance to apply required security patches on:

• Wednesday, April 27, 10:30 pm to Thursday, April 28, 8:00 am

• Wednesday, May 24, 10:30 pm to Thursday, May 25, 8:00 am

Details for Reference

Composite Benefit Rates, Fee Remission, and GAEL

Composite Benefit Rates and GAEL and fee remission rates have been updated for planning purposes. UCRP is calculated for Current Funds excluding Contracts & Grants.

The composite benefit rates (CBR) the FY2023-24 rates are for planning purposes only; we will not know the final rates until later this fiscal year.

As a reminder, since implementing UCPath we follow a standard process for calculating rates led by UCOP and will adopt their agreements with the federal government. More information about how the CBR rates are calculated is available on the Composite Benefit Rate webpage. 

See the Composite Benefit Rates (CBR), General, Automobile, and Employment Liability (GAEL), and UCRP Supplemental Interest Assessment websites for more information.