CalPlan. Creating a Unit Plan Navigating CalPlan Workbook 1/25/18

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1 CalPlan Creating a Unit Plan Workbook 1/25/18

2 Table of Contents Exercise 1: Log into the Workspace & Run a CalPlan Report... 3 Exercise 2: Launching CalPlan and Setting Your Entity Exercise 3: Actualized Forecast Form Exercise 4: Enter Data In Form Exercise 5: Entering Data into the Intersection Form Exercise 6: Adjust Internal Operating Transfers Management Form Exercise 7: Exporting a Form to Excel /25/2018 2

Exercise 1: Log into the Workspace & Run a CalPlan Report This exercise describes the steps necessary to log into the Workspace, enable your POV Preview and run a CalPlan R report.

2 Enter your CalNet ID and Passphrase into the Citrix User Name and Password fields. Click Log On. Opens the Citrix Home Page 3 From the Citrix home page select the CalPlanning - QA icon.

3 Exercise 1: Log into the Workspace & Run a CalPlan Report This exercise describes the steps necessary to log into the Workspace, enable your POV Preview and run a CalPlan R report. 1 From the desktop, launch Google Chrome and then enter: into the browser. Opens the Citrix login screen. 2 Enter your CalNet ID and Passphrase into the Citrix User Name and Password fields. Click Log On. Opens the Citrix Home Page 3 From the Citrix home page select the CalPlanning - QA icon. Note that when you need to input Forecast and Operating Budget edits you will need to access the CalPlanning production environment, not QA. Training The Oracle Workspace Logon page opens. NOTE: We will be working in the CalPlanning production environment with live data. For this reason we will NOT be saving any edits we make to the plan values. 1/25/2018 3

Upon login, you will enter the CalPlanning Workspace.

4 4 Enter your CalNet ID and password in the Oracle User Name and Password in the associated fields. Click Log On. Upon login, you will enter the CalPlanning Workspace. 5 From the File menu dropdown select Preferences. 1/25/2018 4

5 6 From the Preferences box select Financial Reporting from the left hand navigation frame. 7 Click on the Explore icon to open the report repository. Opens the report repository. 1/25/2018 5

8 Expand the folders Root > CalPlanning > CalPlan> to display the CalPlan report templates. Double click on the R551 Forecast-Op Budget By Entity Version Comparison report.

6 8 Expand the folders Root > CalPlanning > CalPlan> to display the CalPlan report templates. Double click on the R551 Forecast-Op Budget By Entity Version Comparison report. Note: To see the list of reports, you must click the CalPlan sub-folder. Opens the R551 report User Point of View (POV) window. 9 Enter the Dimension Members by which you want to run the report either by clicking on the Select buttons or free form typing the member name directly into the field. Opens the Member Selection window. Free form typing into the Dimension field Click on the Select... button to open the Member Selection dialog box 1/25/2018 6

10 Search for an Entity member by typing 1_ followed by any known

Click on the binocular icon to search for any matching member names in the

11 Verify that the correct Entity member name is displayed. Click OK.

7 10 Search for an Entity member by typing 1_ followed by any known characters and then the wildcard symbol *. Click on the binocular icon to search for any matching member names in the hierarchy. Searches for the target member name for the POV. 11 Verify that the correct Entity member name is displayed. Click OK. Selects the target member name for the POV. 12 Click OK. Selects the member for the POV and returns the user to report POV window. 1/25/2018 7

8 13 After you complete all of the required POV selections, click OK. Selects the remainder of the POV members and runs the report. Use the scroll bar to see each dimension in the POV. 14 From the Respond to Prompts type Working into the Selection field and click OK. 1/25/2018 8

9 15 Review the R551 Forecast-Op Budget By Entity Version Comparison report. Report displays with expected results. 16 Use the drop down option from the Page section to select from the available Account Groups. 1/25/2018 9

1 From the Workspace HomePage, click the CalPlan icon under Quick Links in the Applications section of the screen.

10 Exercise 2: Launching CalPlan and Setting Your Entity In this exercise you will launch the CalPlan application, set preferences, and review the CalPlan Planner Task List. 1 From the Workspace HomePage, click the CalPlan icon under Quick Links in the Applications section of the screen. Opens the CalPlan Homepage. 2 The Planning application will launch, displaying navigation options on the left hand side of the page, and a view pane on the right. CalPlan opens. 1/25/

11 3 On the bottom of the left-hand navigation pane, select Preferences by clicking on the (+) icon. Opens User Preferences in the view pane. Then click on the Preferences link. 1/25/

12 4 Select the User Variable Options tab. Click on the Members Selections icon to the right of the MyOrg field. User variable tab displays. Entity is the only User Preference that needs to be set prior to any data entry in CalPlan. 1/25/

5 In the Member Selection window, values will default with the member name Displays Entity only. If you would like to view the alias (description) for members, select the alias.

13 5 In the Member Selection window, values will default with the member name Displays Entity only. If you would like to view the alias (description) for members, select the alias. Display Properties icon in the member selection toolbar for Display Properties. Update the display options to Alias. Note: If you can t see the icons or the text box to search for a member, expand the window size. To do so hover your mouse over any edge of the window and drag it so that the window size increases. 1/25/

14 6 Select your Entity by either searching for the text or expanding the hierarchy Locate desired by clicking on the + icon. entity. 1 Highlight your desired Entity and click on the Add icon Entity from the left pane to the right pane. to move your Entity will move to selected column.. 1/25/

15 7 Once finished, click OK. 8 Your entity will show in the MyOrg field. Entity is displayed in user variables. 9 Once your Entity is selected, click Save. MyOrg is saved. 10 Acknowledge success message by clicking OK. Ok. 1/25/

Exercise 3: Actualized Forecast Form Let s practice navigating the CalPlan Actualized Forecast form and 1 From My Task List, click CalPlan FY2017-18 Budget Process-> Enter Data- >Actualized Forecast

16 Exercise 3: Actualized Forecast Form Let s practice navigating the CalPlan Actualized Forecast form and 1 From My Task List, click CalPlan FY Budget Process-> Enter Data- >Actualized Forecast Form. Opens the CalPlan Actualized Forecast Form 2 Why is the Actualized Forecast _Budget Summary Form read-only? How do you know it is read-only? 3 How is the Actualized Forecast _Budget Summary Form different from the other tabs in the form? 4 Click on the Revenue tab. Review the Forecast Working for the open months of FY18. Was the FY18 Operating Budget created at the year total? How can you tell? 5 Click on the Non-Compensation Expense tab, what is your largest variance $ amount? What is the cause of the variance? 1/25/

17 6 Open the Actualized Forecast Smart View template from the Box folder. Identify the sources and timing of each Scenario Version combination or row of data in the spreadsheet. Scenario, Version Source of Data Timing of Data Load/Creation Considerations Forecast, Working Forecast, Prior Month Forecast, Q1 Submission Actual, Final Operating Budget, Final 7 Back at your desk, download the spreadsheet and override the 1_UCBKL Entity Member with your Department Org. Connect to Smart View Essbase CalPlan cube and Refresh the workbook. Analyze the Total Revenue data for your entity and other account groups as needed. 1/25/

18 Exercise 4: Enter Data In Form You need to adjust your FY18 Forecast for Revenue. 1 From My Task List, expand the CalPlan FY Budget Process Task List by clicking on the (+) icon in the left pane then clicking on the (+) icon preceding Enter Data. Expands the task list 2 Click on the text, Enter Data in Form. The Enter Data in Form opens on the Budget Summary tab. 1/25/

19 3 The form will open to a read-only Budget -Summary tab. Select the tab labeled Budget Revenue. Opens the Budget Revenue Form 1/25/

20 4 From the Entity Dimension dropdown, select a DeptID you would like to edit Changes Entity by clicking on the then typing in the value and highlighting it. in the Page Dimension Note there is no wildcard feature in the Smart List of available entities. 1/25/

21 5 Repeat the steps to select the Fund and Chart1 dimensions from your Smart View query and then click on the to refresh the form. NOTE: C1_SUMPLN is the default Chart1. You may not need to update this value. Changes Fund and Chart1 in the Page Dimension and refreshes the intersection displayed in the form. 1/25/

22 6 The form will refresh with your chosen intersection. Locate the Account you wish to update. Use the scroll bar if needed to locate the Account. What is the YearTotal value for the Account? 7 Select the Months you want to update and input your new Forecast values. Enter new Data values. 1/25/

23 8 Click the Save icon from the toolbar. 9 Click on OK from the Information pop up box. 10 Review the impact of your edits to the YearTotal value for the intersection. 1/25/

25, cell fill yellow 12 Click the Save icon from the toolbar.

24 11 Select another account with existing Forecast values in the open months. Increase the plan value by typing *1.25 into the cell. Existing value in cell multiplied by 1.25, cell fill yellow 12 Click the Save icon from the toolbar. 13 Click on OK from the Information pop up box. 14 Highlight the edited cell, right click and choose the Comments on the menu. Display Cell Comment action screen 1/25/

why I increased this value and click on Add. Comment is added.

25 15 Click on + icon. Displays Cell Comment input screen 16 Type in the text This Is my Comment about why I increased this value and click on Add. Comment is added. 17 Click on Close. Closes the window. 18 Note the cell now has an icon in the corner indicating a comment. Cell is outlined to indicate comments 1/25/

26 19 Save the changes to the Forecast by selecting the Save icon from the toolbar. Saves the changes to the Forecast. 20 Click OK from the Information pop up dialog box. 1/25/

27 Exercise 5: Entering Data into the Intersection Form In this exercise you will use the Intersection form to enter data into CalPlan. The Intersection Form displays only those intersections of data that currently exist in your Forecast, making it easier to find your data for analyzing how to update your budget. You will update plan data in an existing Intersection and also create and plan a new Intersection. 1 From the CalPlan FY18 Forecast Task List, navigate to: CalPlan FY Budget Process Task List ->Enter Data -> Edit Intersection Form by Entity by clicking on the name itself (which is a link to the forms). Opens the intersection form. 1/25/

2 The Intersection Form by Entity will display with all the intersections of data for the selected MyOrg user variable that was selected in the Preferences section.

28 2 The Intersection Form by Entity will display with all the intersections of data for the selected MyOrg user variable that was selected in the Preferences section. Use the >> to display a dropdown box of additional Intersection Forms currently not visible in the Task List Status window. Select from the dropdown to display. Use the << to display a dropdown box of additional Intersection Forms currently not visible in the Task List Status window. Form displays all intersections containing data for the Entity, Scenario, Version, and Year selected. NOTE: To change the MyOrg variable selection you can click directly on the selection from within the form. 3 Navigate through the different tabs of the form to view the intersections by Account Type on each Intersection Form by Entity Tab name. Account Type is displayed. Identify for each of the available Intersection Form by Entity tabs which are read-only and which are writeable. Revenue _Read-Only or Writeable_ Transfers _Read-Only or Writeable_ Compensation Expense _Read-Only or Writeable_ Non-Compensation Expense _Read-Only or Writeable_ Changes in Fund Balance _Read-Only or Writeable_ 4 Navigate to the Revenue tab. 1/25/

6 For each Dimension click on the Member Selection icon to identify the individual Fund, Revenue Account, Chart1

29 5 Right-click anywhere in the Revenue tab, select Add Intersection by Revenue to insert a new intersection into the form. 6 For each Dimension click on the Member Selection icon to identify the individual Fund, Revenue Account, Chart1 and DeptID for the desired intersection you want to add to the form. Click on the Launch button. Note: You can also type the name of each member directly into the field within a pair of parenthesis, Account Name. 1/25/

The confirmation note is dependent on the Account on which the rule is run.

30 7 CalPlan displays message AddIntersection-Revenue was successful. Click OK. The new intersection displays in the row with Zero plan values. Input plan values. The confirmation note is dependent on the Account on which the rule is run. 8 Save your plan edits by clicking on the Save or diskette icon from the Workspace tool bar. When Save is complete, CalPlan will display this message. Click OK. 1/25/

Exercise 6: Adjust Internal Operating Transfers Management Form 1 From the CalPlan FY18 Forecast Task List, navigate to: CalPlan FY2017-18 Budget Process Task List ->Enter Data -> Adjust Internal

31 Exercise 6: Adjust Internal Operating Transfers Management Form 1 From the CalPlan FY18 Forecast Task List, navigate to: CalPlan FY Budget Process Task List ->Enter Data -> Adjust Internal Operating Transfers Management Form by clicking on the name itself (which is a link to the forms). 2 From the Account, Period and C1 Form Page Dimensions choose the Account, open month and CF1 intersection you would like to manage internal transfers. Note that the Period defaults to YearTotal making the entire form read-only until a valid intersection is applied. Opens the Adjust Internal Operating Transfers Management Form Click on the right facing arrow to update the form with the intersections. 1/25/

32 3 Choose the DeptID and high-level Fund to transfer $1M out by entering a negative, - $1,000,000. Then distribute $1M to other DeptIDs in the same month and high-level Fund by adding positive + values equal to $1M as the transfer out. Opens the intersection form. 4 Save the changes to the Forecast by selecting the Save icon from the toolbar. 1/25/

33 5 From The data has been saved. message, click OK. 1/25/

Select the tab you would like to export then navigate to Tools at the top of the page and select Export as Spreadsheet.

34 Exercise 7: Exporting a Form to Excel All of the CalPlan forms are exportable to MS Excel to allow for filtering and advanced data analysis. 1 Exporting an Intersection Form to Excel. On a form with multiple tabs, you will need to export the tabs one at a time. Select the tab you would like to export then navigate to Tools at the top of the page and select Export as Spreadsheet. 2 Based upon your browser and Excel settings you may receive a series of warning. Select YES and to OPEN the document. Export continues. 1/25/

35 3 The selected tab will now display as an Excel document with the Tab Name listed in the Excel worksheet tab at the bottom of the page. Form displays as an Excel document. PRO TIP: When saving the Excel document, be sure to update the name as CalPlan will default to the same name for every tab. 1/25/

Overview. This document explains two ways that you can enter data into Intersection Forms: A) using CalPlan and B) using Smart View.

Overview. This document explains two ways that you can enter data into Intersection Forms: A) using CalPlan and B) using Smart View. Updated 2/10/15 Overview Introduction The Intersection Form is a CalPlanning data form that finds the lowest level intersection of chart of accounts values where your data is populated. The intersection