budget process tool training - calplanning · the cr120 report is a trending report meaning it...

Budget Process Tool Training

Exercise Packet & Budget Process Report Job Aids

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CalPlanning| Activity Packet CalPlanning Reporting Updated 1/06/2020

Table of Contents Exercise 1: Identifying Your Report Point of View (POV) .............................................................................. 3 Exercise 2: Logging into CalPlanning Workspace and Accessing the CalRptg Report Repository ................ 4 CR103: SRECNA Med Job Aid .................................................................................................................. 8 Exercise 3: Running a Report on Your Own ................................................................................................ 10 CR120: SRECNA Trend Job Aid .............................................................................................................. 11 Exercise 4: Using the Period, Time_Series and Year Dimensions ............................................................... 13 CR603: Year to Date Comparison Job Aid ............................................................................................. 14 Exercise 5: Exporting a CalPlanning Report to Excel ................................................................................... 16 Exercise 6: Running Reports with Prompts ................................................................................................. 17 CR301: Entity Summary by Entity Selection Job Aid ............................................................................. 20 Exercise 7: Exploring the Reports ................................................................................................................ 21 Appendix Answer: Introduction to CalPlanning Homework: Identifying your Reporting Point of View (POV) ... 22

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Exercise 1: Identifying Your Report Point of View (POV) Scenario: You want to run a CalRptg report to review your current year Forecast that reflects all of the reforecasting you have done to date. Which Dimension Members would you select to return this data?

Dimension Dimension Members

Year

Period

Time Series

Scenario

Version

Entity

Fund

Program Code

Chart1

Chart2

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Exercise 2: Logging into CalPlanning Workspace and Accessing the CalRptg Report Repository

In this exercise, you will:

Sign into the CalPlanning Workspace and access the CalRptg report repository

Run a CR103 – SRECNA Med report and select members from the Preview User Point of View dialog box

Drill down on Account member rows in the report

Add the report to your Favorites

Step Action Result

1 In the training lab, select the link to the CalPlanning workspace from your desktop. Or, use Internet Explorer with the following URL: https://calpln- rptportal.berkeley.edu/workspace/index.jsp

Opens the CalPlanning Log In page

2 If you are using Chrome or Firefox, you may see a warning that pop-ups have been blocked. Select the appropriate option to allow pop-ups.

Enter your assigned CalNet User ID and Password and select Log On. Logs user on to CalPlanning and opens the Home Page

In this step, you will turn on the User Point of View Preview:

1. Go to the menu and select File \ Preferences 2. Click Financial Reporting in the left panel 3. Select On in the for the User Point of View Preview selection

and click OK

Now the POV dialog box will always open when you run a report

https://calpln-rptportal.berkeley.edu/workspace/index.jsp

https://calpln-rptportal.berkeley.edu/workspace/index.jsp

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3 Click on the Explore icon from the toolbar to open the CalPlanning Report Repository.

Opens the CalPlanning Report Repository

4 From the Folders pane on the left, click on Root to the right of the yellow file folder then> CalPlanning > CalRptg

Opens a list of available CalRptg reports

5 Double-click on CR-103 SRECNA Med

Preview User Point of View dialog box opens

6 Type YearTotal in the Period text box

Type FY20 in the Year text box

Click Select… next to Scenario

Members tab of Preview User Point of View dialog box opens

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7 Select Forecast and click OK

Forecast is selected for Scenario dimension

8 Type Working in the Version text box

Type your Division ID in the Entity text box or click Select… to open the Members tab and drill down through the hierarchy to find your division and click OK to close the Members tab

Click OK to close the Preview User POV dialog box

Preview User POV dialog box closes and report is generated

9 In the Revenue and Operating Transfers section of the report, click the next to State Support to drill into the details of the report.

Explore the report by clicking more symbols to expand and symbols to collapse

Report expands and collapses

10 Make the CR103 - SRECNA Med report a Favorite for future use. From the menu, select Favorites \ Add to Favorites.

The CR103-SRECNA Med will now display when you select Favorites from the menu

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11 Close the report. Click the x on the report tab to close the report.

Report closes

12 Bonus – if you have time

What is the difference between CR102 and CR103, SRECNA Hi and SRECNA Med?

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CR103: SRECNA Med Job Aid

CR103 CalRptg SRECNA Med (Statement of Revenue, Expenses and Change in Net Assets)

CR103 - Statement of Revenue, Expenses and Changes in Net Assets The Statement of Revenues, Expenses, and Changes in Net Assets or SRECNA report is the standard financial report at UC Berkeley and includes traditional revenue and expense statement elements, along with operating transfer activity that indicates the movement of resources between units. The report displays data for the entity selected and can be expanded (drillable) at the account level, allowing users to see the detail accounts for revenue, expenses and fund balances. Those accounts are broken out by major Current fund buckets - expanded to Unrestricted and Restricted in the columns.

Questions answered with the CR103 Depending on the POV for the version, scenario, year and time period selected; this report can answer: • Which fund type do I currently have balances? Are most of my monies restricted or unrestricted in nature? • Is my unit running a surplus or deficit? • What is driving my “miscellaneous” expenses? (Drill to the account level to view).

When would you use the CR103 report? When you want to review a snapshot of your unit’s finances for one scenario/version across current funds. Since the year and time period can also be selected, this report is helpful at any point in the fiscal year.

Considerations Run the Actual Final version at mid-year (December/January) to review financial results and understand the current situation prior to beginning the budget process.

Point of View (POV) CR103 Sample Report

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Exercise 3: Running a Report on Your Own In this exercise, you will run a CR120 SRECNA Trend Report

Step Action Result

1 Run a CR120 SRECNA Trend report to compare your current year’s Forecast, YearTotal to your Actuals for this year and last year. Use your own Org level for the Entity Dimension.

CR120 – SRECNA report is generated

2 After looking at the current year forecast compared to the last 3 years, you decide to look at next year’s operating budget.

Click Scenario in the Editable POV toolbar

Select Operating Budget Click Year in the Editable POV toolbar and change to FY21

Report presents with these selections:

Scenario: Operating Budget

Year: FY2021

3 If you wanted to change both Scenario and Year at the same time, you could open the Preview User Point of View dialog box

From the menu, select View \ Preview User Point of View

User Point of View dialog box displays

4 Save the CR120 SRECNA Trend report to your Favorites Report is added to the Favorites menu

5 Close the CR120 SRECNA Trend report Report is closed

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CR120: SRECNA Trend Job Aid Budget Creation Reporting CR120 CalRptg SRECNA Trend

CR120 – SRECNA Trend

The CR120 report is a trending report meaning it provides historical (i.e. prior fiscal years) Actuals data. The multi-year actuals can be compared against any scenario/version that is chosen. The report is in the standard SRECNA format.

Questions answered with the CR120

Depending on the POV for the version, scenario, year and time period selected, this report can answer:

What area(s) of my revenue have been trending up or down over the last 3 or 4 years?

What area(s) of my expenses have been trending up or down over the last 3 or 4 years?

Are there spikes or seasonality in the trends that are helpful in understanding how the finances work in my unit?

Does my budget, forecast or current-year actuals reflect a similar trend compared to the last 3 years? Are there any major swings or deviations from the trends?

When to use the CR120 report

The CR120 can be run at any point in the fiscal year. In particular for the budget process, it can be leveraged at the beginning to review financial results compared to trends; or at the end of the process to confirm the final forecast or budget aligns with past results – and any large swings or deviations align with future strategy and plans

Point of View (POV) CR120 Sample Report (on back)

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Exercise 4: Using the Period, Time Series and Year Dimensions

Complete the chart below by choosing a valid combination of members from the Period, Time Series and Year dimensions for 1-2 and the specific time period for 3-4.

Fill in the missing information.

Report run date: Jan 15, 2020

You may run report(s) with various POV’s to check your work

There may be more than one correct answer

# Report Data Needed Scenario Period Time Series Year

1 Jul-Dec 2019 Forecast

2 Fiscal year to date through yesterday (Jan 14, 2020) Actual

3 Operating Budget Q3 YTD FY21

4 Forecast Q2 YTD FY20

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CR603: Year to Date Comparison Job Aid Budget Creation Reporting CR603 CalRptg Year to Date Comparison

CR603 - Year to Date Comparison

The CR603 provides two comparisons:

Compares year-total Actual data for the prior year to, year-to-date Actual data for the same year.

Compares current year-total for a selected scenario/version, to year-to-date Actuals The report is expandable (drillable) to the account level detail for revenues only. The year total comparisons are displayed as a percent (%) of year total (meaning, Year to Date/Year Total).

Questions answered with the CR603

Depending on the POV dimension members selected for the Scenario, Version, Year and Period; this report can answer:

Am I trending over or under my historical averages? If the first quarter of the year, historically has represented 34% of my year total, are my percent contributions above or below 34%? Or for the first half of the year, if my percent contributions have historically reflected six months of activity, are my percent contributions above or below 50%?

Should I update my Forecast to better reflect my current financial position based on Actuals to- date?

When would you use the CR603 report?

The CR603 report can be run at any point in the year. For the budget process, it’s helpful to run the report mid-year (December/January).to review your financial results to-date and compare them to a prior fiscal year at the high and low levels of your organization. This analysis provides a comprehensive view of your current financial picture, and helps you to identify potential updates that you would want to make to your Forecast.

Considerations

In particular for the budget process, it can be leveraged mid-year (December/January) to review a unit’s current financial position compared to the same-time last year.

Point of View (POV) CR603 Sample Report

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Exercise 5: Exporting a CalPlanning Report to Excel

In this exercise, you will open the CR120 SRECNA Trend report you created and saved to your Favorites in Exercise #3 and then export it to Excel.

Step Action Result

1 From the menu, select Favorites \ CR120 –SRECNA Trend

Preview User Point of View dialog box opens

2 Click OK to accept the settings in the POV dialog box CR120 – SRECNA Trend report is generated in HTML format

3 Click the PDF icon in the toolbar

Report is converted to PDF so you can print it

4 Click the HTML icon in the toolbar

Report is converted back to HTML format so you can drill, export to Excel, etc.

5 From the menu, select File \ Export Excel

Report is saved to Downloads folder

6 Double-click the report showing at the bottom of the window

Excel report opens

7 View the report in Excel

Report displays in Excel

8 Note that Excel Functionality can be added to report if desired, and saved

Excel functionality can be applied

9 Close the report in the Workspace by selecting the X icon on the report tab

Closes the report

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Exercise 6: Running Reports with Prompts

In this exercise, you will run a CR301 – Entity Summary by Entity Selection report using prompts.

Prompts allow for reports with variable selections or provide the ability to select more than one

member at a time.

Step Action Result

1 Navigate back to the Explore tab to see the reports repository and double-click on the CR301 – Entity Summary by Entity Selection.

Preview User Point of View dialog box opens.

2 Select the members as shown in the Preview User Point of View dialog box and click OK.

Preview User Point of View dialog box closes and the Respond to Prompts dialog box opens.

3 If you want to run the report for a single Entity, you could type the Member into the Selection text box. For this exercise, we’re going to open the Members dialog box to select multiple entities

Click the magnifying glass icon to go to Member Selection.

Respond to Prompts Members Selection tab opens.

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Step Action Result

4 From the Members Selection dialog box:

Expand the Entity Hierarchy to locate your desired Entities.

Check the boxes for your Entities

Click on the right arrow to move the Entity to the Selected frame on the right.

Click OK.

The selected entities display in the Selection text box of the Respond to Prompts dialog box.

5 The Respond the Prompts dialog box now displays the selected Entity. Click OK.

Report is generated with the selected POV and Entities.

6 The CR301 Entity Summary by Entity Selection displays. You can drill into the Entity by clicking on the

Rows expand and collapse as you click and

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7 To change the Prompt Selection for Entity, you can go to the menu and select View \ Respond to Prompts.

Change the Entities if you wish

The Respond to Prompt window is displayed.

8 Click OK to close the Respond to Prompts window The Respond to Prompts window closes.

9 Close the report in the Workspace by selecting the “X” on the report tab.

Report closes.

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CR301: Entity Summary by Entity Selection Job Aid Budget Creation Reporting CR301 CalRptg Entity Summary by Entity Selection

CR301 - Entity Summary by Entity Selection A multi-year comparison of a single or multiple entities via a Prompt*. Provides variance analysis of selected Scenario/Version to the previous year’s Actuals. The CR301 report is NOT drillable and the variances are calculated as dollar ($) and percentages (%). If reviewing the dollar ($) variances, the formula is Forecast minus Actuals. The percentage (%) variances takes the dollar difference, divided by Actuals.

Questions answered with the CR301 Depending on the POV for the Version, Scenario, Year and Time Period selected; this report can answer:

• What is the sum-total amount of Actuals for revenue, expenses or beginning/ending balances for the entities I’ve selected in my unit? • What is the sum-total for my budget or forecast for the entities I’ve selected in my unit? • What is the dollar ($) or percent (%) variance between last year’s actuals and my current forecast (or budget) for the entities I’ve selected in my unit?

When to use the CR301 report

This report is important when various entities need to be summed-up or consolidated in order to view your unit. The org tree (org hierarchy) does not always roll-up in the manner of which you view your finances. The CR301 allows you to customize the entities that are included, while also providing variance analysis.

Considerations

Be sure to scroll either left and right (in HTML view) or up and down (in PDF view) because the report prints longer than most.

*Respond to Prompts

Certain CalPlan reports require an additional step – responding to prompts. This can be thought of as a way to set your point-of-view (POV) prior to viewing the report. The next few pages detail how to complete this step. As this report is titled, the prompts are meant to select specific entities (orgs) for your unit. Once you

click on the report and set your standard POV, the prompt will appear next.

If you don’t know the specific org nodes or DeptIDs that you wish to view, then click the magnifying glass icon.

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Exercise 7: Exploring the Reports

Step Action Result

1 Navigate to the CalRptg folder

2 Your Division committed to a budget for FY2019-20. You would like to see how Actuals compare to the budget so far this year. Which report(s) can you run to see the variance between the forecast and actual?

3 You have a contract or grant for which you would like to review the expenses for the last 12 months and since inception be sure that you are on track to spend the total amount of the contract or grant. Which report would you run? If you don’t have a contract or grant, you can use 19900 in the Fund dimension to try out reports.

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Appendix

A. Answer: Introduction to CalPlanning Homework: Identifying your Reporting Point of View (POV) Scenario: You want to run a CalRptg report to review your current year Forecast that reflects all of the reforecasting you have done to date. Which Dimension Members would you select to return this data?

CalRptg Report Name

Year YearTotal

Period Current Fiscal Year

Time Series Periodic

Scenario Forecast

Version Working

Fund Current Funds, several SRECNAs have funds

hardcoded to Current

Entity Your entity, 1_#####

Program Code Leave at high level, Program Code

Chart1 Leave at high level, Chart1

Chart2 Leave at high level, Chart2

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