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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 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 processes, and let us know what would make it even

more useful for you. Send your feedback to [email protected].

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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 Curriculum 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 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 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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Procure to Pay Reporting

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?

Data available now

Student Curriculum Reporting

Student Curriculum Reporting is an active project in progress that helps to inform and transform the way UC Berkeley analyses, supports, communicates, and plans our curriculum. We will be able to provide better access to critical courses, support students more effectively, and more easily access accurate information on how enrollment patterns impact course enrollments, offerings, and demand.

Access: Are students able to get the courses they need? We will be able to more accurately plan for and prevent bottlenecks to students’ progress?

Demographics: What populations are particular courses and programs serving?

Common Good: How are investments in common good curriculum impacting students?

Resource Efficiency: How can we plan the curriculum to optimize financial and space resources along with student needs?

Grading Patterns: How do grading patterns impact student choices and opinions?

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Student Demographics and Outcomes Reporting

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

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?

Data available now (cont.)

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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.

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 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, 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 Curriculum

• Long Term Curriculum Planning

• Weekly Enrollment Management

Student Demographics and Outcomes

• Census • Cohort • Degrees

Student Financials

• Fast Facts • Financial Aid Awards

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Procure to Pay: 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: 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

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

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

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

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

QUESTIONS • Is the campus improving

our use of electronic invoicing to save time and money?

BluCard: see information for all your BluCard transactions. The report returns BluCard data as loaded to the BFS Staging Tables as well as the delivered US Bank File.

FIELDS • Merchant • Supplier Name • Supplier Catalog Flag • Number of Transactions • Number Approved • % Approved • Transaction Total

FILTERS • Merchant • Supplier Name • Supplier Catalog Flag • Transaction Number • Item Description • Org Level • Org Node • Billing Date • Cardholder Name • Account • Fund • Dept ID • Program • ChartField 1 • ChartField 2

QUESTIONS • How much BlueCard activity

is with BearBuy catalog suppliers?

• Are transactions being approved in BFS where appropriate?

• What was my total BluCard spend for FY 2013?

Procure to Pay: 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: 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

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

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

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: 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: 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

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

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

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


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: 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

QUESTIONS • Is my unit taking advantage

of the efficiency of auto-approved requisitions?

• Are auto-approved requisitions being used appropriately?

Procure to Pay: 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: 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

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

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: 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 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

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


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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Curriculum Trends: See offering counts, enrollment counts, student credit hours, and average class size. The result set can be viewed as a table or a chart, and from these views the user can drill into campus units to see data at every organizational level from the campus total to individual classes.

FIELDS • Average Class Size • Student Credit Hours • Enrolled Student Count • Offerings Count

FILTERS • Year and Semester • Snapshot • Course Subject • Course • Course Level • Course Level Detail • Offering Type • Instructional Format

QUESTIONS • Which areas of study are

experiencing enrollment growth or decline?

Course View: See a focused course view that allows the user to see all four metrics at the same time. The result set displays 4 charts with a data table beneath them to allow for comparison across the 4 metrics.

FIELDS • Average Class Size • Student Credit Hours • Enrolled Student Count • Offerings Count

FILTERS • Year and Semester • Snapshot • Course Subject • Course • Course Level • Course Level Detail • Offering Type • Instructional Format

QUESTIONS • Which areas of study are

experiencing enrollment growth or decline?

Student Curriculum: LONG TERM PLANNING These reports support long-term planning for the curriculum. Users can look at key metrics over time to learn more about how course offerings and enrollments have grown or declined.

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Campus Summary: See offering counts, enrollment counts, and a count of courses that have reached their enrollment limits, as well as comparative data for the equivalent week from the prior year and semester. The user can select one week at a time to track how courses are filling, from the beginning of registration through the add/drop deadline.

FIELDS • Average Class Size • Course at Capacity Count • Enrolled Student Count • Offerings Count • Enrollment Limit • % Class Filled • Waitlist Count • Waitlist Limit

FILTERS • Snapshot • Course Subject • Course • Course Level • Course Level Detail • Offering Type

QUESTIONS • Have we offered enough

classes to meet the demand for this course?

• Before instruction starts, which classes filled over 95% of their seat limit?

Course Tracking: See metrics for a selected registration week, including offering counts, enrollment counts, enrollment limits, waitlist counts, waitlist limits, % class filled, average class size, and the number of courses at capacity, as well as comparative prior year data. The user can begin at the department and/or course subject level, then drill down to specific courses or filter the result set by a custom selection of courses.



QUESTIONS • Have we offered enough

classes to meet the demand for this course?

• Before instruction starts, which classes filled over 95% of their seat limit?

Class Tracking: See metrics for a selected registration week for classes, including enrollment counts, enrollment limits, waitlist counts, waitlist limits, and % class filled. The user can begin at the department and/or course subject level, then drill down to specific courses or filter the result set by a custom selection of courses.



Student Curriculum: WEEKLY ENROLLMENT MGT These reports help campus users track and monitor how courses are filling during the registration period leading up to the start of the semester and up through add/drop deadline.

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Student Demographics and Outcomes: 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

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

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

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

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: 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

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

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: 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

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

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

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 Financials: 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

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




• How much debt do they have to take on?



Student Financials: 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.

https://wikihub.berkeley.edu/display/calanswers/Financial+Aid+Awards+by+Source

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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







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







Student Financials: FINANCIAL AID (cont.) These reports include costs to students, financial aid, and other student income so we can


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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






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






Student Financials: FINANCIAL AID (cont.) These reports include costs to students, financial aid, and other student income so we can


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Office of Planning and Analysis 655 University Hall Berkeley, CA 94720

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calanswers.berkeley.edu

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