Cal Answers Subject Areas that Require Special Access

Expand a Subject Area to see more information about what is included and how to request access.

Workforce Detail and Ad Hoc

Workforce Summary

Financial Dashboards and Ad Hoc

IST Phone Usage Dashboard

Payroll Dashboard and Ad Hoc

PI Portfolio Dashboards

Permanent Budget Dashboards and Ad Hoc

Student Data Restricted Dashboards

Student Data Ad Hoc


Workforce Detail and Ad Hoc

Access for the Workforce Detail subject area is bundled; it includes all of the Workforce Detail dashboards, its ad hoc areas, and the Employee Crosswalk dashboard. If your request is approved, you get access to all of these; if your request is rejected, you get no access.

  1. Go to SARA.
  2. Select Request Access for Yourself or Your Employee and follow the ensuing steps to log in and request access for yourself or your employee.
  3. Select Request or Change Access and then click Next.
  4. Select CalAnswers HR Reporting.
    1. If you are requesting access to a certain org(s), select Request Cal Answers HR Departmental Access and click Next.
    2. If you are requesting access to all orgs, select Request CalAnswers HR Global Access (central campus only) and click Next.

Option A:

  1. Check the box for Cal Answers HR Detail in the HCM Roles section.
  2. Select the Org Tree Level.
  3. In the Department ID box, you can enter the ID if you know it. Or you can click the question mark icon to open a list of orgs and select the one you need. (Note: This is not the numerical Dept ID used for finance.)

  4. Select Add in the Action section and click the Make Request button. This adds your selection to the Items Selected section.

  5. To request access to another Department ID within the same Org Tree Level, repeat the previous steps. (Note: If you are requesting access to multiple Department IDs that don't roll up to the same Org Tree Level, you will encounter an error message once you proceed to the next step. You need to create a separate request for each set of IDs that roll up to the same Level.)

  6. When all access you need appears in the Items Selected section, click Next.

  7. Enter the email address of your supervisor as recorded in UCPath, then click Submit.

Option B:

  1. Check the box for CalAnswers HR Detail in the Campus-Wide Access section.
  2. Select Add for the Action.
  3. Select your Home Department from the drop-down list. (Note: The Home Department defaults to the Department for your primary job in UCPath. Typically you can leave it as is. If you have multiple jobs, select the Home Department of the job you are requesting access for.)
  4. Click Make Request.
  5. Enter the Reason for Requesting Campus-Wide Access and click Next.
  6. Enter the email address of your supervisor as recorded in UCPath, then click Submit.

Workforce Detail access request form


Workforce Summary

This request is just for the Workforce Summary subject area. This does not grant ad hoc access. Once you submit, your request is routed to your supervisor for approval. Access is granted once approved.

  1. Go to SARA.
  2. Select Request Access for Yourself or Your Employee and follow the ensuing steps to log in and request access for yourself or your employee.
  3. Select Request or Change Access and then click Next.
  4. Select CalAnswers HR Reporting.
  5. Select Request CalAnswers HR Global Access (central campus only) and click Next.
  6. Check the box for Cal Answers HR Summary.
  7. Select Add for the Action.
  8. Select your Home Department from the drop-down list. (Note: The Home Department defaults to the Department for your primary job in UCPath. Typically you can leave it as is. If you have multiple jobs, select the Home Department of the job you are requesting access for.)
  9. Click Make Request.
  10. Enter the Reason for Requesting Campus-Wide Access and click Next.
  11. Enter the email address of your supervisor as recorded in UCPath, then click Submit.

 Workforce Summary access request form


Financial Dashboards and Ad Hoc

Access for the Finance subject area is bundled. It includes accessss to all the Finance dashboards (except IST Phone Usage) and ad hoc area. If your request is approved, you get access to all of these. If your request is rejected, you get no access.

  1. Open the Add or Delete Finance and PI Portfolio Global Reporting form.
  2. Complete all required fields and then click Order Now in the upper right corner of the window.
  3. The system will route to your supervisor as recorded in the HR system for the first level of approval, and then to the Divisional Finance Leader (DFL) for final approval. Access will be granted after the DFL approves.

Review the instructions for approving access if you are the supervisor or Divisional Finance Leader.


IST Phone Usage Dashboard

This request is just for the IST Phone Usage dashboard. Access to all of the other Finance dashboards is automatically granted to faculty and staff members. If you do not have access to these dashboards, request Global Dashboards access. When you submit, your request is routed to your supervisor (as recorded in UCPath) for approval. Access is granted once approved. 

  1. Go to SARA.
  2. Select Request Access for Yourself or Your Employee and follow the ensuing steps to log in and request access for yourself or your employee.
  3. Select Request or Change Access.
  4. Select BAIRS and BIS.
  5. Select yes or no to indicate whether or not you are a Mac user. Then select no to indicate that you do not have existing access to BAIRS or BIS. Click next to proceed.
  6. Select I need access restricted by org levels (most users) then click the Next button.
  7. Select IST Phone Usage in the Type of Data section.
  8. Check the box for Standard Reports – Dashboards.
  9. Select Org Tree Level from the drop-down list.

10. In the Org Level Node box, you can enter the code if you know it. Or you can click the question mark icon to open a list of orgs and select the one you need.

11. Select Add Roles in the Action section and click the Add Request button. This adds your selection to the Items Selected section.

12. To request access to another Org Level Node within the same Org Tree Level, repeat the previous steps. (Note: if you are requesting access to multiple Org Level Nodes that don't roll up to the same Org Tree Level, you will encounter an error message once you proceed to the next step. You need to create a separate request for each set of Nodes that roll up to the same level.)

13. When all of the access you need appears in the Items Selected section, click Submit Request.

14. Enter the email address of your supervisor as recorded in UCPath and then click Submit. 

 IST Phone Usage request


Payroll Dashboard and Ad Hoc

Access for the payroll subject area is bundled; it includes the Payroll dashboards and ad hoc areas. If your request is approved, you get access to all of these. If your request is rejected, you get no access.

  1. Go to SARA.
  2. Select Request Access for Yourself or Your Employee and follow the ensuing steps to log in and request access for yourself or your employee.
  3. Select Request or Change Access and click Next.
  4. Select BAIRS and BIS.
  5. Select yes or no to indicate whether or not you are a Mac user. Then select no to indicate that you do not have existing access to BAIRS or BIS. Click next to proceed.
  6. Select I need access restricted by org levels (most users) and then click next.
  7. Select Payroll (P) (Global Access Only) in the Type of Data section.
  8. Check the box for Standard Reports – Dashboards.
  9. Select Add Roles in the Action section and click the Add Request Item button. This adds your selection to the Items Selected section.

10. When all the access you need appears in the Items Selected section, click Submit Request.

11. Enter the email address of your supervisor as recorded in UCPath and then click Submit. 

Payroll access request form


PI Portfolio Dashboards

Access to the PI Portfolio dashboards can be granted on a global-only basis or restricted by the lead PI or fund. You do not need to request access if you are a PI or researcher.

For view-only access to many PIs:

1. Open the Add or Delete Finance and PI Portfolio Global Reporting form.

2. Answer the first 3 questions.

3. Select Add Access.

4. Select PI Portfolio.

5. Select No - View Only.

6. Select No - PI Portfolio Only or Yes - PI Portfolio and Oversight.

7. Click Order Now in the upper right corner of the window.

Review the instructions for approving access if you are the supervisor or Divisional Finance Leader.

For view-only access to one or a few PIs or funds:

1. Log in to CalAccess.

2. Click Initiate New Request.

3. Select PI Collaborator, then click Continue.

4. Select Collaborator in the Role drop-down list.

5. Select By Fund or By Lead PI from the Type of access drop-down list.

6. Enter the business need.

7. Click Submit.

For access to create projections for one or more PIs:

1. Open the Add or Delete Finance and PI Portfolio Global Reporting form.

2. Answer the first 3 questions.

3. Select Add Access.

4. Select PI Portfolio.

5. Select Yes - Create Projections.

6. Select No - PI Portfolio Only or Yes - PI Portfolio and Oversight.

7. Click Order Now in the upper right corner of the window.

Review the instructions for approving access if you are the supervisor or Divisional Finance Leader.


Permanent Budget Dashboards and Ad Hoc

Access for the Permanent Budget subject area is bundled; it includes the PermBudg dashboards and ad hoc areas. If your request is approved, you get access to all of these. If your request is rejected, you get no access.

  1. Go to SARA.
  2. Select Request Access for Yourself or Your Employee and follow the ensuing steps to log in and request access for yourself or your employee.
  3. Select Request or Change Access and then click Next.
  4. Select BAIRS and BIS.
  5. Select yes or no to indicate whether or not you are a Mac user. Then select no to indicate that you do not have existing access to BAIRS or BIS. Click Next to proceed.
  6. Select I need access restricted by org levels (most users) and then click Next.
  7. Select Permbudg Ledger / Position Resource Tracking (B) in the Type of Data section
  8. Check the box for Standard Reports - Dashboards.
  9. Select Org Tree Level from the drop-down list.

10. In the Org Level Node box, you can enter the code if you know it. Or you can click the question mark icon to open a list of orgs and select the one you need.

11. Select Add Roles in the Action section and click the Add Request Item button. This adds your selection to the Items Selected section.

12. To request access to another Org Level Node within the same Org Tree Level, repeat the previous steps. (Note: if you are requesting access to multiple Org Level Nodes that don't roll up to the same Org Tree Level, you will encounter an error message once you proceed to the next step. You need to create a separate request for each set of Nodes that roll up to the same level.)

13. When all access you need appears in the Items Selected section, click the Submit Request button.

14. Enter the email address of your supervisor as recorded in UCPath and then click Submit. 

 Permanent Budget access request form


Student Data Restricted Dashboards

You will need to attach your FERPA completion certificate to the Add Student Data Restricted Dashboards form.

  1. Open the Add Student Data Restricted Dashboards form.
  2. Complete all required fields and then click Order Now in the upper right corner of the window.

Note: If you’d like to request All students including confidential records, you may do so. There are typically fewer than five students in any given semester who have their records listed as confidential. Historically, it has been more difficult to be granted with that level of access as compared to All students excluding confidential records.

Review the instructions for approving access if you are the supervisor or Office of the Registrar.


Student Data Ad Hoc

You will need to attach your FERPA completion certificate to the Add Student Data Ad Hoc Analyses form.

  1. Open the Add Student Data Ad Hoc Analyses form
  2. Complete all required fields and then click Order Now in the upper right corner of the window.

Review the instructions for approving access if you are the supervisor, Office of the Registrar, or Office of Undergraduate Admissions.