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Cal Answers
Cal Answers is an analytical tool allowing UC Berkeley to view centralized, integrated information from various campus systems. The tool makes data accessible to all, enabling staff, faculty, and students to locate reliable, consistent answers to critical campus questions.
calanswers.berkeley.edu
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From the desk of Erin Gore . . . Dear Colleagues, I am very excited to share with you information on Cal Answers. This campus decision support tool will help empower our Berkeley community to answer the big questions – from better understanding how we can make Cal more affordable for students, how we can achieve our procurement savings goals, how we can align our resources to campus and unit goals, and more. Now more than ever, campus leadership is calling for “one question, one answer.” Cal Answers is a tool that will help make that dream a reality. In 2007, Berkeley launched the Institutional Data Management and Governance (IDMG) initiative with the goal of making institutional data accessible, reliable, consistent and secure to support informed planning, decision-making, and communications across campus. Cal Answers is a critical component of helping us achieve our IDMG goal. We are beginning the data revolution and we want you to help us reach further. This booklet is intended to let you know what is currently available in Cal Answers and what is coming in the near future. For each existing
dashboard, we provide detail on fields, filters, and business questions answered and we would like to engage with you on how you can use Cal Answers to support your needs. We also share training resources and a brief overview to the dashboard functionality. Cal Answers is easy to use, it allows you the ability to track metrics at a campus level and drill down to an individual unit, and provides export capabilities to integrate this data into grant proposals, presentations, or other methods of communication. All you need is your CalNet ID to get started! So I invite you to join us in starting the conversation about how data-driven insights can transform our campus operations and keep Berkeley great. Please jump in, use the data, think about what works for your business processes, and let us know what would make it even more useful for you. Send your feedback to [email protected]. Go Bears!
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Table of Contents • Institutional Data Management and Governance initiative
• Operational Excellence initiative
• Cal Answers initiative
• Currently available data
o Procure to Pay o Student Demographics and Outcomes o Student Financials
• Data available in the near future
o Campus Financials o HR Census o PI Portfolio o Student Applicants o Student Curriculum o UCPath
• Key campus metrics
• Dashboard functionality
• Data in practice
• Engage with the Cal Answers team
• Detailed report information for available data
o Descriptions o Fields o Filters o Business questions
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Institutional Management and Governance Berkeley has charged campus leaders serving on the Institutional Data Council (IDC) to strategize what we could achieve through the Institutional Data Management and Governance (IDMG) initiative. The vision of IDMG is to make institutional data easily accessible, reliable, consistent and secure to support informed planning, decision-making, and communication across campus. The IDC aims to shift the campus’ focus from questions of how data is collected toward spending more time and effort analyzing the data and understanding its implications. From the land of shadow systems, hours spent searching for data, and conversations focused on methodology – not content, Berkeley created the IDMG Roadmap to transform data into information and information into insight. With the support of IDC leadership and Berkeley staff, we are creating a culture of evidence at UC Berkeley and a data environment to support it.
Data Collection
Data Analysis
Data Presentation
ACCESSIBLE RELIABLE SECURE
data
to support…
informed COMMUNICATION
PLANNING DECISIONS Im
ple
men
tatio
n St
ruct
ure
Data Storage, Sharing, and Security
Leadership and Governance
IDMG Roadmap
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Cal Answers OE Projects:
Data Governance
Procure to Pay
Student Curriculum
Student Financials
Operational Excellence UC Berkeley’s Operational Excellence (OE) program began in 2009 as a multi-year, multi-project initiative with three core goals: (i) to achieve $75 million in annual savings from a one-time $75 million investment in new technology, staff training, and improved processes with those savings redirected to support teaching, research, and public service; (ii) to improve the efficiency and effectiveness of administrative operations; and (iii) to embed a culture of continuous improvement within our administrative operations. Project financial profiles, along with program documentation, are available at oe.berkeley.edu.
• By providing accessible and reliable data to campus, Cal Answers supports leaders within schools, colleges, and departments in identifying, capturing, and reallocating administrative savings – year after year – to teaching, research, and public service.
• By delivering a single, integrated web-based solution, Cal Answers gives the campus
efficient access to consistent and reliable data that can support increased effectiveness in our administrative operations, while informing key decisions in curriculum planning and financial analytics to increase access.
• Cal Answers provides our campus with an accurate source of data to inform strategic
decisions, measure performance against key metrics, and monitor progress in achieving goals – all of which are critical components of continuous quality improvement.
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Cal Answers The power of integration
Cal Answers is a critical component of IDMG's journey to create a culture of evidence at Cal and a data environment to support it. Whether you’re performing big tasks like developing your unit’s annual budget or managing your aid offerings – or you’re conducting day-to-day inquiries like reviewing last month’s on-contract spending or researching your students’ graduation rates – Cal Answers helps you quickly and easily find the data to inform your work.
Oracle Business Intelligence Enterprise Edition (OBIEE) powers the tool and development kicked off
in 2011. The team is working to integrate data-collection systems, consolidate reporting tools, and enhance analytical support to improve the quality of operational planning and decision-making campus-wide. Through the efforts of many initiatives each focused on a specific data topic, the team is building out the data incrementally.
As more subject areas are added cross-functional reporting and integrated analysis capabilities will improve, enabling richer and more robust reporting capabilities than any single campus operational system could provide.
Research Human Resources
Cal Answers
Finance
Alumni Facilities
Students
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STUDENTS
RESEARCH
HUMAN RESOURCES
FINANCE
ALUMNI
FACILITIES Applicants
Curriculum
Demographics & Outcomes
Financials*
Space Inventory
Space Utilization
Campus Financials
Procure to Pay*PI Portfolio
HR Census
UCPath
Career Success
Community Impact
Gifts
AVAILABLE NOW*: DATA IN CAL ANSWERS ACTIVE INITIATIVE: DATA COMING SOON
FUTURE DEVELOPMENT
* Active Cal Answers initiative with data available now and
more coming soon.
Development status
Cal Answers
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Data available now
Student Demographics and Outcomes reporting incorporates data for both registered students and awarded degrees. This data helps staff understand the composition and academic behaviors of our student body, and examine outcomes, such as retention and graduation, for different groups.
Majors: Which major programs do students choose? Which majors are growing or shrinking over time?
Diversity: Does the campus attract and retain a diverse set of students?
Residency: What are the trends for out of state and international students?
Academic Excellence: How many classes or units do students take each semester? What are their GPAs?
Outcomes: How many enrolled semesters, on average, do students take to graduate?
Student Financial reporting is an active project in progress that incorporates student financial data to facilitate the best decisions regarding access to affordable education and financial planning.
Access: Who are we serving with our aid programs? How can we preserve and improve access for qualified students from a broad socioeconomic range?
Affordability: Are qualified students at all levels of financial need able and willing to pay the net cost of attendance?
Academic Excellence: How can UC Berkeley optimize the allocation of its financial aid budget to attract and retain a high quality and diverse student body?
Financial Sustainability: To what extent will changes in outside aid levels and trends in the financial profiles of admitted students impact UC Berkeley’s financial model?
Procure to Pay reporting is an active project in progress that provides insight to decision makers to enable us to reach our goals of saving money, smoother processing, greater compliance, stronger relations with key vendors, and vendor diversity. Money saved through more strategic purchasing can be redirected to the university's core mission of teaching, research and public service.
Operational Efficiency: How can we make the purchasing and disbursement processes more efficient?
Financial Sustainability: Where are opportunities to save money by increasing on-contract spending, negotiating early payment discounts, moving spending to catalogues, etc.?
Regulatory effectiveness: How can we improve regulatory controls?
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HR Census reporting will offer Cal Answers as the one-stop shop for information on faculty and staff headcounts, as well as equity inclusion. The metrics will enable the campus to identify trends and analyze budget decision impacts.
Principal Investigator (PI) Portfolio reporting will provide recipients of sponsored awards a user-friendly tool to access award details so they can make smart spending decisions, comply with sponsors, and save time. This functionality will make managing and forecasting award funds quicker and easier, empower PIs to monitor their funds directly, reduce the risks of overspending and compliance issues, and eliminate the need for shadow systems to manage the metrics.
Student Applicant reporting will offer data and analysis on undergraduate applicants allowing us to better understand the applicant pool, how it is changing over time, and our strategies and success in recruiting a strong and diverse student body. Applicant data can be integrated with current student data to provide more insight into varying outcomes for our students. It can also be integrated with financial aid information to understand the effectiveness of our aid offerings.
Student Curriculum reporting will help to inform and transform the way UC Berkeley analyzes supports, communicates, and plans our curriculum. We will be able to see trends, be more proactive in planning the curriculum, and model increases to enrollments when creating a new program. The reporting will provide insight in student course selection, allow feedback to instructors for better grade consistency, and offer insight into individual course evaluations.
Data development in progress Through the efforts of many project teams, each focused on a specific subject area, we are building Cal Answers into a cohesive decision-support center. To learn more about the initiatives, visit calanswers.berkeley.edu where each initiative has its own web page including information about data development, the project teams, and learning resources.
Campus Financials reporting will provide analytics for Berkeley Financial System (BFS) data, reflect UC Berkeley’s current financial analysis best practices, and complement CalPlanning report functionality.
UCPath reporting will provide HR analytics based on the new system-wide HR system. It will include reporting on payroll, workforce administration, absence management, talent acquisition, and position management.
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Decision support for key campus goals
SUBJECT AREA
Equity and Inclusion
Faculty and Academic Excellence
Research Leadership
Sustainable Financial
Model
World-Class Admin
Operations HR Census ♦Staff diversity ♦Faculty counts
OE ♦Project costs and savings
PI Portfolio
♦Effective utilization of grant and contract funds
Procure to Pay
♦On/off contract spend ♦Timely payment ♦Spend by supplier ♦Voucher automation
Student Applicant
♦Number of applicants ♦Yield
♦Staff growth
Student Curriculum
♦Trend in course offerings and enrollments ♦Average class size ♦Percent of enrollments outside unit
♦Courses taught by permanent and temporary faculty ♦Courses below minimum enrollment
Student Demograph
-ics and Outcomes
♦Student counts by gender and ethnicity ♦Graduation rates by ethnicity
♦Trends in undergraduate and graduate majors ♦Degrees awarded ♦Graduation rates ♦Time to degree
Student Financials
♦Aid profile by family income ♦Number of Pell recipients
♦Net cost of attendance ♦Student indebtedness
♦Aid trend by source ♦Net payers
Cal Answers reports are carefully designed to measure progress toward UC Berkeley’s strategic goals. The chart below is a sample of metrics by subject area aligned to the goals they support. You may use this chart as a starting point to determine the Cal Answers reports that would be most useful to you. The Cal Answers team is currently partnering with campus units to incorporate these metrics into existing business processes – such as quarterly management reviews, resource allocation discussions, curriculum and financial planning, and other strategic decision support opportunities.
Available Now | Coming Soon
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PRINT and EXPORT Print: • To print, select either printable PDF or printable HTML. Export: • To download data as it appears, select PDF, Excel, PowerPoint, or Web Archive. • To download the full data set, select CSV, XML, or Tab Delimited format.
SORTING Sort values
and drag/drop rows and
columns to customize
view.
FILTERS Tailor reports with filters. Click
‘Apply’ to run.
TABS Navigate between reports using tabs.
DRILL THROUGH Click a row value to view a new,
related report with additional detail about the value.
DRILL DOWN Click a column header to see more
detailed categories within the value.
Basic dashboard functionality
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Innovative dashboard features
FAST FACTS • Currently available for Student Financial and
Procure to Pay Reporting. • Offers quick, accurate answers to the most
commonly asked campus questions.
AT A GLANCE DASHBOARD • Currently available for Procure to Pay Reporting. • Provides launching place for all reports. • Organizes all reports by subject for intuitive
browsing. • Summary report graphs link to their
corresponding detailed report.
OVERVIEW PAGE • Available for every report within all subject areas. • Offers detailed information about each report,
including description, purpose, business benefit, key fields and filters, unique data considerations, and links to the Cal Answers Wiki where users can find data definitions and training materials.
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Cal Answers in practice
Graduation and retention rates Student Demographic and Outcomes data about cohort activity allows dashboard users to measure graduation numbers and rates by undergraduate entry cohorts, entry semester and year, student entry type (freshman or transfer), gender, residency, and ethnicity. This information has been particularly helpful throughout the Western Association of Schools and Colleges (WASC) accreditation process.
Information sharing with government and related agencies Student Demographic and Outcomes dashboard data is instrumental in preparing mandatory reports and shared data resources the Integrated Postsecondary Education Data System (IPEDS) and the Association of American Universities Data Exchange (AAUDE).
Enrollment planning Student Demographic and Outcomes data about census activity allows analysts to model future enrollments and partner with the Admissions Office to set enrollment targets. Census data includes information such as students’ term, level, unit, college/school, department, division, major, undergrad/grad, and residency status.
Briefing notes, fact sheets, presentations, and reports Having three subject areas (Student Demographic and Outcomes; Procure to Pay; Student Financials) with robust data that is broadly accessible, reliable, and consistent frees data analysts to spend more of their valuable time performing complex work informing the campus’ biggest strategic issues.
Materials and goods paid for vs. received Procure to Pay Auto-Approved Invoicing reporting is currently assisting campus departments like the Engineering Research Support Organization (ERSO) to monitor materials and goods paid for but not received. This type of broadly accessible, department-wide reporting functionality is new to campus procurement and disbursement professionals and can lead to significant cost savings.
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Engage with the Cal Answers team Your involvement is critical to building a community
of data-driven insights!
Web Site • calanswers.berkeley.edu
Visit the starting point for all Cal Answers activity: log in, get started as a new user, sign up for newsletters, catch up on release news, review learning materials, and more.
Wiki Site • wikihub.berkeley.edu/display/calanswers
Review report details, data dictionaries, volunteer to assist project teams, and send comments directly to the business analysts.
Help Desk • E-Mail: [email protected] • Phone: 664-9000 (option 1)
Get in touch with our support team to report technical issues, ask questions, provide feedback, or share your examples of Cal Answers in practice.
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Existing Data: Report Details
Procure to Pay
• Fast Facts • Spend • Payment • Internal Control • Workload • Operations
Student Demographics and Outcomes
• Census • Cohort • Degrees
Student Financials
• Fast Facts • Financial Aid Awards
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Procure to Pay Reports: FAST FACTS View BearBuy transactions for a specified period of time providing quick answers to commonly
requested campus facts.
Metric Campus Goal(s) • Percent of procurement transactions for catalog
suppliers made through online catalogs. • Save processing time. • Take advantage of negotiated deals.
• Percent of transactions with suppliers with whom we
have negotiated contracts. • Save money by taking advantage of existing
deals. • Improve ability to regotiate future deals.
• Dollar amount saved by paying invoices early,
according to supplier discount terms. • Save money by abiding by discount terms.
• Percent of vouchers processed and approved in time
for the payment to be issued before the invoice due date.
• Save money by paying suppliers on time.
• Percent of paperless supplier invoices. • Reduce processing time.
• Eliminate paper waste.
• Dollar amount paid to number of global suppliers. • Improve purchasing power.
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Procure to Pay Reports: SPEND Understand where money is spent to identify opportunities for savings, supplier diversity, local
spend, and other university goals.
Non-Catalog Spend with Catalog Suppliers: compare a unit’s catalog vs. non-catalog voucher activity to campus for a specified time period based on the Voucher Entered Date.
FIELDS • Catalog vs. Non-Catalog • Number of Vouchers • Voucher Merchandise
Amount • Purchase Source • Form Type (Name) • Supplier Name
FILTERS • Purchase Source • Form Type • Supplier • Org Node • Chart of Accounts • Purchase Source • Voucher Detail
BUSINESS QUESTIONS • Are there opportunities to
move spend onto catalogs to save users' time and take advantage of the relationships with our favored suppliers?
On vs. Off Contract Summary: compare on- and off-contract spending by commodity group and supplier.
FIELDS • Commodity Group • Supplier Name • Voucher Merchandise
Amount • On Contract Voucher
Merchandise Amount • Off Contract Voucher
Merchandise Amount • % of Voucher Merchandise
Amount Off Contract • % of Voucher Merchandise
Amount On Contract
FILTERS • Commodity Group • Supplier Name • Org Node • Account • Fund • Dept ID • Program • ChartField1 • ChartField2 • Voucher Entered Date
BUSINESS QUESTIONS • Are there opportunities to
move more spend on-contract, thereby saving the campus money and processing time?
• How do your departments or projects compare with the rest of campus?
• What progress is being made over time in moving purchases to contracted vendors?
Spend by Form Type: compare forms a unit uses to make purchases compared to campus month-by-month for a specified time period based on the Voucher Entered Date.
FIELDS • Form Type Category • Form Type • Number of Vouchers • Number of Voucher Lines
FILTERS • Supplier Name • Org Node • Account • Fund • Dept ID • Program • ChartField1 • ChartField2 • Voucher Entered Date • Form Type
BUSINESS QUESTIONS • Are we minimizing the use of
After-the-Fact Purchase Orders and Payment Requests?
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Spend by Purchasing Supplier: identify the relative spend and order volume units have done with suppliers and compare to campus.
FIELDS • Supplier Name • Voucher Monetary Amount • % Voucher Monetary
Amount • Voucher Merchandise
Amount • % Voucher Merchandise
Amount
FILTERS • Supplier Name • Invoice Date • Org Node • Account • Fund
BUSINESS QUESTIONS • What suppliers are we
doing the most business with?
• Can we improve vendor terms?
• What suppliers do we do minimal business with?
• Can we reduce the number of suppliers?
Voucher Automation: catagorize vouchers into either "High Level of Automation" or "Low Level of Automation" based on the level of human intervention required to process them.
FIELDS • Automation Level • Number of Vouchers
FILTERS • Org Node • Account • Fund • Dept ID • Program • ChartField1 • ChartField2 • Voucher Entered Date • Voucher Type
BUSINESS QUESTIONS • Is the campus improving
our use of electronic invoicing to save time and money?
Procure to Pay Reports: SPEND (cont.) Understand where money is spent to identify opportunities for savings, supplier diversity, local
spend, and other university goals.
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Procure to Pay Reports: PAYMENT Understand manage and identify opportunities for savings through timely voucher approvals
and meeting discount vendor payment terms.
Payment Terms and Discounts: track campus and department success at realizing discounts and paying our suppliers on time. For vouchers with discounts or terms, you can see what percentage of payments, by both payment count and payment amount, achieve discounts and meet net.
FIELDS • Org Node • Payment Terms • Voucher Type • Supplier Name • Eligible for Discount
Payment Count • Eligible for Discount
Payment Amount • Lost Discounts Payment
Count • Lost Discounts Payment
Amount • Realized Discounts Payment
Count • Realized Discounts Payment
Amount • % Realized Discounts (by
Payment Count) • % Realized Discounts (by
Payment Amount) • Total Payments Count • Total Payments Amount • Missed Net Count • Missed Net Amount • Met Net Count • Met Net Amount • % Met Net (by Payment
Count) • % Met Net (by Payment
Amount)
FILTERS • Supplier Name • Org Node • Payment Terms • Voucher Type • Voucher Entered Date • Paid Date
BUSINESS QUESTIONS • Where are we missing
opportunities for early payment discounts?
• Can we demonstrate a history of timely payments that will enable negotiating more favorable contracts?
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Time to Pay (by Org Node): Track the number of vouchers by Org Node and the time it took for payment.
FIELDS • Org Node • Automation Level • Days between Invoice and
Paid Date • Number of Vouchers • Net Met • Net NOT Met
FILTERS • Supplier Name • Org Node • Payment Terms • Supplier Invoice Date • Paid Date
BUSINESS QUESTIONS • Where are payments not
meeting vendor payment terms?
• Where are opportunities to negotiate better payment terms or use a more efficient method of processing payments?
• Are vouchers being approved in a timely manner?
Time to Pay (by Supplier): Track the number of vouchers by Supplier and the time it took for payment.
FIELDS • Supplier Name • Automation Level • Days between Invoice and
Paid Date • Number of Vouchers
FILTERS • Supplier Name • Org Node • Payment Terms • Supplier Invoice Date • Paid Date
BUSINESS QUESTIONS • Where are payments not
meeting vendor payment terms?
• Where are opportunities to negotiate better payment terms or use a more efficient method of processing payments?
• Are vouchers being approved in a timely manner?
Procure to Pay Reports: PAYMENT (cont.) Understand manage and identify opportunities for savings through timely voucher approvals
and meeting discount vendor payment terms.
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Procure to Pay Reports: INTERNAL CONTROL Analyze Purchase Orders and Match Exception Vouchers. Delve into detail behind summary reports to identify transactions of interest, some of which may require additional follow-up.
Approved Match Exception Summary: summary of voucher lines where there was an approved match exception for a greater quantity or cost than the purchase order.
FIELDS • Supplier Name • Org Node • Voucher Entered Calendar
Year • Number of Voucher Lines in
Match Exception • Number of Voucher Lines • % of Voucher Lines in Match
Exception • Voucher Line Merchandise
Amount in Match Exception • Total Voucher Line
Merchandise Amount • % of Voucher Line
Merchandise Amount in Match Exception
FILTERS • Supplier Name • Org Node • Account • Fund • Dept ID • Program • ChartField1 • ChartField2 • Voucher Entered Date
BUSINESS QUESTIONS • Are there overpayments that
can be recovered? • Are there opportunities to
adjust the practices of either purchase orders preparers or particular vendors to reduce match exceptions?
Same Creator and Approver: see when the Purchase Requisition Creator, Requisition Org Node Approver and the Voucher Org Node Approver were the same User.
FIELDS • Supplier Name • Org • Purchase Source • Form Type • Number of Vouchers • Org Node Approver • Voucher Merchandise
Amount
FILTERS • Supplier Name • Org Node • Account • Fund • Dept ID • Program • ChartField1 • ChartField2 • Voucher Entered Date • Purchase Source • Form Type • Creator Org Node
Approver
BUSINESS QUESTIONS • Where are we at risk for
fraud? • How can we improve the
approval chain, so there is oversight for all transactions?
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Auto Approved Invoices – All: quickly view auto-approved payments and show all that have received goods.
FIELDS • Supplier Name • Invoice Number • Voucher Number • Invoice Date • Voucher Date • Invoiced Amount • Voucher Monetary Amount • Purchase Order Number • Org Node • Account • Fund • Dept ID • Program • ChartField1 • ChartField2
FILTERS • Supplier Name • Org Node • Account • Fund • Dept ID • Program • ChartField1 • ChartField2 • Voucher Date
BUSINESS QUESTIONS • Is there an unusual increase
in purchase orders in an attempt to bypass the approval process?
• Are vendors submitting partial invoices in an attempt to bypass the approval process?
Auto Approved Invoices - Quantity Received less than Quantity Paid: quickly view auto-approved payments and determine if you have received the goods.
FIELDS • Supplier Name • Invoice Number • Voucher Number • Invoice Date • Voucher Date • Invoiced Amount • Voucher Monetary Amount • Receipt Status • Purchase Order Number • Org Node • Account • Fund • Dept ID • Program • ChartField1 • ChartField2
FILTERS • Supplier Name • Org Node • Account • Fund • Dept ID • Program • ChartField1 • ChartField2 • Voucher Date
BUSINESS QUESTIONS • Are we paying for goods that
were never received? • Are we entering receipts in
BearBuy and/or in a timely manner?
Procure to Pay Reports: INTERNAL CONTROL (cont.) Analyze Purchase Orders and Match Exception Vouchers. Delve into detail behind summary reports to identify transactions of interest, some of which may require additional follow-up.
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Auto-Approved Requisitions: assess your Org Node's requisition auto approvals compared to the rest of the campus month-by-month for a specified time period based on the Requisition Submitted Date.
FIELDS • Org Node • Requisition Creator • Supplier Name • Requisition Approval Type • Number of Requisitions • % of Requisitions • Requisition Amount • Average Requisition Amount
FILTERS • Supplier Name • Requisition Creator • Org Node • Account • Fund • Dept ID • Program • ChartField1 • ChartField2 • Requisition Submitted Date
BUSINESS QUESTIONS • Is my unit taking advantage
of the efficiency of auto-approved requisitions?
• Are auto-approved requisitions being used appropriately?
Procure to Pay Reports: INTERNAL CONTROL (cont.) Analyze Purchase Orders and Match Exception Vouchers. Delve into detail behind summary reports to identify transactions of interest, some of which may require additional follow-up.
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Procure to Pay Reports: WORKLOAD Understand, manage, and identify opportunities to improve the procure to pay process.
Buyer Activity: a performance metric report and allows the business to monitor Buyer productivity by time frame, COA and Org nodes. This report helps inform the business when workloads need to be adjusted.
FIELDS • Buyer Name • Purchase Order
Merchandise Amount • % of Total Merchandise
Amount • Number of PO Lines • % Contrib # of PO Lines • Number of POs • % Contrib # of POs • Number of Suppliers
FILTERS • Buyer • Org Node • Account • Fund • Dept ID • Program • ChartField1 • ChartField2 • Purchase Order Date • Supplier Name
BUSINESS QUESTIONS • What is the workload of my
campus buyers? • Are there opportunities to
better balance workload, reduce unnecessary work, and increase productivity?
Requisition Creator Activity: displays the volume of Purchase Orders processed by Requisition Creators within a specified Purchase Order Date range.
FIELDS • Requisition Creator • Number of POs • Number of PO Lines • Purchase Order
Merchandise Amount • Number of Suppliers
FILTERS • Supplier Name • Requisition Creator • Org Node • Account • Fund • Dept ID • Program • ChartField1 • ChartField2 • Purchase Order Date • Purchase Order
Merchandise Amount • Purchase Source • Form Type
BUSINESS QUESTIONS • What is the workload of my
requisition creators? • Are there opportunities to
better balance workload, reduce unnecessary work, and increase productivity?
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Procure to Pay Reports: OPERATIONS Analyze Purchase Orders and Vouchers. You can delve into the detail behind summary reports
to identify transactions of interest, some of which may require additional follow-up. For Purchase Orders, in particular, you can navigate to related transactions from other
procurement business processes, i.e., Requisitions, Receipts and Vouchers.
Purchase Order Summary: See information for all purchase orders based on date range, supplier, and chart strings values.
FIELDS • Purchase Order Number • Purchase Order Created
Date • Purchase Order Last Update
Date • Supplier Name • Purchase Order
Merchandise Amount • Purchase Order Monetary
Amount • Purchase Order Status
FILTERS • Supplier Name • Org Node • Account • Fund • Dept ID • Program • ChartField1 • ChartField2 • Purchase Order Date • Purchase Order
Merchandise Amount
BUSINESS QUESTIONS • How can I find the related
transactions if all I know is the purchase order number?
• How many open purchase orders do I have over $100,000?
Voucher Detail: See payment information including invoice/voucher numbers and dates, merchandise and monetary amounts, actual amount paid, and general ledger accounting codes associated with each voucher.
FIELDS • Supplier Name • Voucher Number • Voucher Date • Invoice Number • Invoice Date • Voucher Merchandise
Amount • Voucher Monetary Amount • Misc Charges • Sales Tax • Use Tax • Freight • Voucher Line Description • Org Node • Voucher Quantity • Account • Fund • Dept ID • Program • ChartField1 • ChartField2
FILTERS • Supplier Name • Org Node • Account • Fund • Dept ID • Program • ChartField1 • ChartField2 • Voucher Date
BUSINESS QUESTIONS • How much have I spent with
a specific vendor so far this year?
• How much use tax has my department accrued?
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Student Demographics and Outcomes Reports: CENSUS These reports contain data about the official registered student census, which is taken between
the third and fifth weeks of instruction each semester, counting all degree-seeking students who have enrolled in at least one class and begun paying their fees.
Census Counts: See a simple table of census counts for a user-selectable set of fall and spring semesters, by student level and campus unit.
FIELDS • Undergraduate • Graduate
FILTERS • Year and Term • Headcount and prorated
count table and chart
BUSINESS QUESTIONS • Which major programs do
students choose? • Which majors are growing
or shrinking over time? Census by Multiple Fields: See a customizable table of census counts, by semester, student level, and campus unit.
FIELDS • Level 1 Ethnic Rollup • Level 2 Ethnic Rollup • Short Ethnic Decription • Gender • Entry Status • Education Level • Education Non Exam Level • Registration Eligibility Status • Residency Status
FILTERS • Year and Term • College/School • Department • Undergraduate/Graduate • Division • Major
BUSINESS QUESTIONS • What are the demographic
attributes of students in particular programs?
• How many transfer students are in particular majors?
• Do international students tend to concentrate in particular programs?
Census Equity Comparison: See an interactive report developed for Equity & Inclusion analysts. It displays census counts by semester, student level, campus unit, gender, and ethnicity, for both a selected unit and the overall campus for comparison.
FIELDS • Student Level • Gender • Ethnicity
FILTERS • Year and Term • College/School • Department • Undergrad/Grad • Division • Major
BUSINESS QUESTIONS • How does the student
gender and ethnic composition of a particular unit compare to the campus as a whole?
Census Graphs: See a bubble chart that compares the number of undergraduates by college and division and the percent of women and underrepresented minorities from 1938 to present.
FIELDS
n/a
FILTERS
n/a
BUSINESS QUESTIONS • How have the gender and
ethnic compositions of UC Berkeley’s undergraduate colleges and divisions changed over time?
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Student Demographics and Outcomes Reports: COHORT Contains data on retention and graduation rates for entering cohorts of undergraduates.
Undergraduate Retention: See a table showing yearly retention numbers and rates for undergraduate entry cohorts, for a user-selectable set of semesters, by student entry type, gender, California residency, and ethnicity.
FIELDS • Retained for/Graduated in 1
calendar year • Not retained for 1st year/No
data yet
FILTERS • Year and Term • Entry Type • Gender • Residency • 4-Value Ethnicity • 9-Value Ethnicity • 16-Value Ethnicity
BUSINESS QUESTIONS • How many undergraduates
does the campus retain over time?
• Do retention rates vary by various demographic characteristics?
Undergraduate Graduation Rates: See a table showing graduation numbers and rates for undergraduate entry cohorts, for a user-selectable set of semesters, by student entry type, gender, California residency, and ethnicity.
FIELDS • 2 years or less • 2.5 or 3 years • 3.5 or 4 years • 4.5 or 5 years • More than 6 years • Not graduated
FILTERS • Year and Term • Entry Type • Gender • Residency • 4-Value Ethnicity • 9-Value Ethnicity • 16-Value Ethnicity
BUSINESS QUESTIONS • How many of the
undergraduates who enter UC Berkeley at the same time graduate within 4, 5, and 6 years?
• Do international and domestic out-of-state students, who have higher attendance costs, graduate faster than California residents?
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Student Demographics and Outcomes Reports: DEGREES Contains data about undergraduate and graduate level degrees and certificates the university
awards to students upon completion of their program.
Degree Counts: Provides access to a simple table of degree counts for a user-selectable set of academic years, by degree level and campus unit.
FIELDS • Degree Level
FILTERS • Academic Year
BUSINESS QUESTIONS • How many undergraduates
receive degrees from UC Berkeley?
• How many women in STEM fields does UC Berkeley award each year?
Degrees by Multiple Fields: Provides access to a customizable table of degree counts, by academic year, degree level, and campus unit.
FIELDS • Degree Level • Level 1 Ethnic Rollup • Level 2 Ethnic Rollup • Short Ethnic Description • Gender
FILTERS • Academic Year • College/School • Department • Degree Level • Division • Major
BUSINESS QUESTIONS • What are the demographic
attributes of students who earn degrees from particular programs?
• Are professional degrees growing and, if so, in which programs?
Degree Equity Comparison: Displays degree counts by academic year, degree level, campus unit, gender, and ethnicity, for both a selected unit and the overall campus.
FIELDS • Degree Level • Gender • Ethnicity
FILTERS • Academic Year • College/School • Department • Degree Level • Division • Major
BUSINESS QUESTIONS • How does the gender and
ethnic composition of degree receipients in a particular unit compare to the campus as a whole?
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Metric Campus Goal(s) • Percent of students receiving some form of financial aid. • Access
• Affordability
• Percent of students receiving gift aid (grants and scholarships).
• Access • Affordability
• Average gift amount. • Access
• Affordability
• Percent of students or parents taking loans. • Access • Affordability
• Average loan amount. • Access
• Affordability
• Number of Pell receipients. • Access • Affordability
Student Financial Reports: FINANCIAL AID FAST FACTS View answers to commonly requested undergraduate financial aid metrics corresponding to
the population of registered students in a particular academic year.
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Financial Aid Awards by Source: Bar graph and detail table showing count and dollar amount of awards paid to students by the source of the funds, including the Federal government, State of CA, UC, outside entities, and other.
FIELDS • Award Source • Financial Aid Yr • Award Category Desc • Award Desc • Award Paid Amt • Award Paid Dist % • Awarded Students • Average Award Paid Amt
FILTERS • Financial Aid Yr • Semester Nm • Residency Status • Ungrad Grad • Education Level • Entry Status • Dependency Status Cd • Family Income Year Amt • Account Code ID • Fund Code ID • Org L3 Division Cd • Org L4 Department Cd • Org L5 Discipline Cd • Org L7 Organization Cd • Doctoral Level Cd
BUSINESS QUESTIONS • How are students at all
levels of financial need supported with financial aid?
• What are the trends in the amount and number of students receiving loans?
• What types of scholarship and fellowship programs does UC Berkeley offer to attract and retain high-achieving students?
• How has the amount of student support from government and third-party entities changed year-over-year?
Financial Aid Awards by Type: Bar graph and detail table showing count and dollar amount of awards paid to students by the source of the funds, including Scholarships/Fellowships, Grants, Loans, Work Study, RA/TA Remission, Tuition/Fee Waiver, and other.
FIELDS • Award Category Desc • Financial Aid Yr • Award Source • Award Desc • Award Paid Amt • Award Paid Dist % • Awarded Students • Average Award Paid Amt
FILTERS • Financial Aid Yr • Semester Nm • Residency Status • Ungrad Grad • Education Level • Entry Status • Dependency Status Cd • Family Income Year Amt • Account Code ID • Fund Code ID • Org L3 Division Cd • Org L4 Department Cd • Org L5 Discipline Cd • Org L7 Organization Cd • Doctoral Level Cd
BUSINESS QUESTIONS • How are students at all
levels of financial need supported with financial aid?
• How much debt do they have to take on?
• What types of scholarship and fellowship programs does UC Berkeley offer to attract and retain high-achieving students?
• How has the amount of student support from government and third-party entities changed year-over-year?
Student Financial Reports: FINANCIAL AID These reports include costs to students, financial aid, and other student income so we can
understand trends, opportunities, and impacts of external events and make the best decisions possible regarding access to affordable education and financial planning.
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Financial Aid Award Details: Count and dollar amount of awards paid to students by the source of the funds, including Scholarships/Fellowships, Grants, Loans, Work Study, RA/TA Remission, Tuition/Fee Waiver, and other.
FIELDS • Award Category Desc • Financial Aid Yr • Award Source • Award Desc • Award Paid Amt • Award Paid Dist % • Awarded Students • Average Award Paid Amt
FILTERS • Financial Aid Yr • Semester Nm • Residency Status • Ungrad Grad • Education Level • Entry Status • Dependency Status Cd • Family Income Year Amt • Account Code ID • Fund Code ID • Org L3 Division Cd • Org L4 Department Cd • Org L5 Discipline Cd • Org L7 Organization Cd • Doctoral Level Cd
BUSINESS QUESTIONS • How are students at all
levels of financial need supported with financial aid?
• How much debt do they have to take on?
• What types of scholarship and fellowship programs does UC Berkeley offer to attract and retain high-achieving students?
• How has the amount of student support from government and third-party entities changed year-over-year?
Financial Aid Profile by Income: Multi-part report with 3 sections: • Average Aid per Student by Type: composition of the average award package by key award
type and source combinations for students in each of 5 income ranges • Awards to Students in an Income Range by Source • Distribution of Registered Students in an Income Range by Amount of Aid: count of students by
the total amount of awards received range year-over-year
FIELDS • Award Source Type • Family Income Range • Financial Aid Yr • Award Source • Award Desc • Award Paid Amt • Award Paid Dist % • Awarded Students • Average Award Paid Amt
FILTERS • Financial Aid Yr • Semester Nm • Residency Status • Ungrad Grad • Education Level • Entry Status • Dependency Status Cd • Family Income Year Amt • Account Code ID • Fund Code ID • Org L3 Division Cd • Org L4 Department Cd • Org L5 Discipline Cd • Org L7 Organization Cd • Doctoral Level Cd
BUSINESS QUESTIONS • How are students at all
levels of financial need supported with financial aid?
• How much debt do they have to take on?
• What types of scholarship and fellowship programs does UC Berkeley offer to attract and retain high-achieving students?
• How has the amount of student support from government and third-party entities changed year-over-year?
Student Financial Reports: FINANCIAL AID (cont.) These reports include costs to students, financial aid, and other student income so we can
understand trends, opportunities, and impacts of external events and make the best decisions possible regarding access to affordable education and financial planning.
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Financial Aid Summary by Major: Bar graph and detail table showing count and dollar amount of awards paid to students by the source of the funds, including the Federal government, State of CA, UC, outside entities, and other.
FIELDS • Award Source • Financial Aid Yr • Award Category Desc • Award Desc • Award Paid Amt • Award Paid Dist % • Awarded Students • Average Award Paid Amt
FILTERS • Financial Aid Yr • Semester Nm • Residency Status • Ungrad Grad • Education Level • Entry Status • Dependency Status Cd • Family Income Year Amt • Account Code ID • Fund Code ID • Org L3 Division Cd • Org L4 Department Cd • Org L5 Discipline Cd • Org L7 Organization Cd
Doctoral Level Cd
BUSINESS QUESTIONS • How are students at all
levels of financial need supported with financial aid?
• How much debt do they have to take on?
• What types of scholarship and fellowship programs does UC Berkeley offer to attract and retain high-achieving students?
• How has the amount of student support from government and third-party entities changed year-over-year?
Financial Aid Detail for a Major: Detail table showing count and dollar amount of awards paid to students by the source, category, and type of award.
FIELDS • Award Source • Award Category Desc • Award Desc • Award Paid Amt • Award Paid Dist % • Awarded Students • Average Award Paid Amt
FILTERS • Financial Aid Yr • Semester Nm • Residency Status • Ungrad Grad • Education Level • Entry Status • Dependency Status Cd • Reporting College • Division • Department • Major • Account Code ID • Fund Code ID • Org L3 Division Cd • Org L4 Department Cd • Org L5 Discipline Cd • Org L7 Organization Cd • Doctoral Level Cd
BUSINESS QUESTIONS • How are students at all
levels of financial need supported with financial aid?
• How much debt do they have to take on?
• What types of scholarship and fellowship programs does UC Berkeley offer to attract and retain high-achieving students?
• How has the amount of student support from government and third-party entities changed year-over-year?
Student Financial Reports: FINANCIAL AID (cont.) These reports include costs to students, financial aid, and other student income so we can
understand trends, opportunities, and impacts of external events and make the best decisions possible regarding access to affordable education and financial planning.
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Office of Planning and Analysis 655 University Hall Berkeley, CA 94720
calanswers.berkeley.edu