May 2022 Release Notes

May 9, 2022

May 2022 CalPlanning Release Notes

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

• FY2021-22 Forecast Working version has March Actuals

• Central Transfer accounts updated

• Annual removal of DeptIDs for planning has been completed

• Loaded updated UCPath HCM data 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. Make note of "To Be Hired" data (i.e., export the forms to Excel) in case you need to re-enter it.

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 L4 org or below

• HCP MyOrg preference to an L6 or L7 org

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

Central Transfers

• FY22 and FY23 Central Transfers and Commitments have been updated in CalPlanning from a combination of Actuals data and planned data from the Campus Commitment Database.  

• FY2022-23 general allocation accounts 71110, 71290, and 75101 were seeded with permanent budget data.

• 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.

• Accounts in the 71xxx series will be updated again later this month  with Form A data provided by the DFLs for both planning years.

• Central transfers were  loaded to new CalPlan-only Chart1 members: C1_GENALC for general allocations, C1_COMMIT for data sourced from the commitment database, and C1_FORMA1 and C1_FORMA2 for Form A data submitted by DFLs. These are the Chart1 members used only in CalPlanning; they will not be used for the Actuals journals.

• Account 72210 Regents Endowment/FFE FY2021-22 Actual Payout has been copied to the FY2022-23 Operating Budget and increased by 2%. Information from University Development and Alumni Relations (UDAR) about fund performance is available in the FY2022-23 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 webpage and click on the "DeptID status in CalPlan list" link.

Current status of HCP data

Currently, HCP data for FY22 and FY23 is the same as the night of Friday, April 15, 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 FY22 and/or FY23 plans.

In January 2022, FY22 Operating Budget was copied to FY22 Forecast with no salary increase and copied to FY23 Operating Budget with a 3% salary increase. Campus planners input changes to HCP between January and April 15. FY22 Forecast is Actualized for the July to March accounting periods. DeptID Adjustments were not copied from FY22 to FY23. See the January 2022 Release note for more details

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.

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

• The HCM data is from UCPath on the night of Wednesday, April 20. 

• 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 4/1/2022.

• Salary increases and timing for FY23 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 (i.e. export 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 on Sunday, May 15

All of CalPlanning (CalRptg, HCPRptg, CalPlan and HCP and Smart View) will be unavailable for planned maintenance all day Sunday, May 15 to apply required security patches.

Details for Reference

Composite Benefit Rates, Fee Remission, and GAEL

Composite Benefit Rates and GAEL and fee remission rates were updated in January 2022 for planning purposes and have not changed. UCRP is calculated for Current Funds excluding Contracts & Grants.

The composite benefit rates (CBR) the FY2022-23 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 Assessmentwebsites for more information.