Getting Access to Cal Answers

Subject Areas that Require Special Access

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

Campus Workforce Planning (HR) Dashboards and Ad Hoc Access

Access to HR data is restricted by Organization.

Subject AreaDashboardsHow to Add Access
Workforce Detail

Campus Position Management

Workforce Detail Dashboard

1. Login to SARA.

2. Choose "Request Access for Yourself or Your Employee" and follow the ensuing steps until you reach the "Request Logon ID or Access" page.

3. Choose "HCM (including HR BAIRS Reports)".

4. Choose "Request HCM Departmental Access" or "Request HCM Global Access" (most likely Departmental).

5. Choose HCM Role = "HR BAIRS Workforce Detail/Cal Answers".



If for Step 4 you chose "Request HCM Departmental Access":

6. Specify an Org Tree Level and the Org you need access to, then click "Make Request"

Choose Org Level from the "Org Tree Level" drop-down and indicate the Department ID by typing the code or selecting it from the Question Mark icon, choose "Add", then click "Make Request". If you are requesting access to multiple Department IDs and/or different org tree levels within the same division, request one at a time by repeating the actions in Step 6.

If you are requesting access to multiple Department IDs that don't roll up to the same division, create a separate request for each set of IDs that roll up to the same division by repeating Steps 1-6. Otherwise, you will encounter an error message once you proceed to Step 7.

7. Verify your choices appear below in the "Items Selected" table, then click "next".

8. Enter the email address of your manager as recorded in the HCM system, then click "Submit".



If for Step 4 you chose "Request HCM Global Access":

6. Choose "Add", select your Home Department, and click "Make Request". Verify your choice appears below in the "Items Selected" table. 

The Home Department defaults to your home department as recorded in the HCM system. Typically you do not need to select a different department. You can request access under one home department only. 

7. Enter your "Reason for Requesting Campus-Wide Access", then click "next".

8. Enter the email address of your manager as recorded in the HCM system, then click "Submit".



The system will route your request for approval. Once approved, access will be granted for both the dashboards and ad hoc areas.

Workforce Summary

Compensation Summary 

1. Login to SARA.

2. Choose "Request Access for Yourself or Your Employee" and follow the ensuing steps until you reach the "Request Logon ID or Access" page.

3. Choose "HCM (including HR BAIRS Reports)".

4. Choose "Request HCM Global Access".

5. Choose HCM Role = "HR BAIRS Workforce Summary/Cal Answers".

6. Choose "Add", select your Home Department, and click "Make Request". Verify your choice appears below in the "Items Selected" table. 

The Home Department defaults to your home department as recorded in the HCM system. Typically you do not need to select a different department. You can request access under one home department only. 

7. Enter your "Reason for Requesting Campus-Wide Access", then click "next".

8. Enter the email address of your manager as recorded in the HCM system, then click "Submit".



The system will route your request for approval. Access will be granted once approved.

Financial Dashboards and Ad Hoc Access

Please check if you already have access by following these instructions.

Subject AreaDashboardsHow to Add or Remove Access

Finance

Chartfield Lookup

Financial Management Reporting

Foundation Reporting

Fund Deficits Reporting

General Ledger Reporting

Gift/Endowment Reporting

IST Billing

Multi-Year Reporting

To add or remove Finance access, submit the Add or Delete Finance and PI Portfolio Global Reporting form.

To add or remove PI Portfolio view-only global access or edit global access, submit this form as well.

The system will route to your manager as recorded in the HR system for the first level of approval, and then the Divisional Finance Leader (DFL) for final approval. Access will be granted after the DFL approves. For Finance, access includes the dashboards and ad hoc area. For PI Portfolio, access is for just the dashboards; there is no ad hoc area.



Review the instructions to add PI Portfolio view-only individual PI or fund access

The system will route to the lead PI for approval. Access will be granted once approved.



Review the instructions for approving access if you are the manager or DFL.

PI Portfolio

Award Processing Time

PI Portfolio

PI Oversight

IST Phone Usage Dashboard

Access to Phone Usage data is restricted by Organization. 

Subject AreaDashboardsHow to Add Access

Finance

IST Phone Usage

1. Login to SARA.

2. Choose "Request Access for Yourself or Your Employee" and follow the ensuing steps until you reach the "Request Logon ID or Access" page.

3. Choose "BAIRS and BIS" and follow the ensuing steps until you reach the "Enterprise Data Warehouse (BAIRS and BAIS) Request: Current COA" page.

4. Choose Type of Data = "GL/ AP / PO Actuals / Tempbudg Ledger (F)".

5. Choose Type of Report = "Standard Reports - Dashboards".

6. Choose Org Level from the "Org Tree Level" dropdown and indicate the Org Level Node or Dept ID by typing the code or selecting it from the Question Mark icon, choose "Add Roles", then click "Make Request". If you are requesting access to multiple org level nodes or dept IDs within the same division, request one at a time by repeating the actions in Step 6.

If you are requesting access to multiple nodes and/or depts that don't roll up to the same division, or you are requesting access to different org tree levels in the same division, create a separate request for each set of org tree levels that roll up to the same division by repeating Steps 1-6. Otherwise, you will encounter an error message once you proceed to Step 7.

7. Verify your choices appear below in the "Items Selected" table, then click "skip Legacy BIS".

8. Enter the email address of your manager as recorded in the HCM system, then click "Submit".



The system will route your request for approval. Access will be granted once approved. Access is for just the dashboard; there is no ad hoc area.

Payroll Dashboard and Ad Hoc Access

Access to Payroll data is restricted by Organization.

Subject AreaDashboardsHow to Add Access

Payroll

Payroll

1. Login to SARA.

2. Choose "Request Access for Yourself or Your Employee" and follow the ensuing steps until you reach the "Request Logon ID or Access" page.

3. Choose "BAIRS and BIS" and follow the ensuing steps until you reach the "Enterprise Data Warehouse (BAIRS and BAIS) Request: Current COA" page.

4. Choose Type of Data = "Payroll (P)".

5. Choose Type of Report = "Standard Reports - Dashboards".

6. Choose Org Level from the "Org Tree Level" dropdown and indicate the Org Level Node or Dept ID by typing the code or selecting it from the Question Mark icon, choose "Add Roles", then click "Make Request". If you are requesting access to multiple org level nodes or dept IDs within the same division, request one at a time by repeating the actions in Step 6.

If you are requesting access to multiple nodes and/or depts that don't roll up to the same division, or you are requesting access to different org tree levels in the same division, create a separate request for each set of org tree levels that roll up to the same division by repeating Steps 1-6. Otherwise, you will encounter an error message once you proceed to Step 7.

7. Verify your choices appear below in the "Items Selected" table, then click "skip Legacy BIS".

8. Enter the email address of your manager as recorded in the HCM system, then click "Submit". 



The system will route your request for approval. Once approved, access will be granted for both the Payroll dashboard and ad hoc areas.

Permanent Budget Reporting Dashboard and Ad Hoc Access

Access to Permanent Budget Reporting data is restricted by Organization.

Subject AreaDashboardsHow to Add Access

PermBudg

Permanent Budget Reporting

1. Login to SARA.

2. Choose "Request Access for Yourself or Your Employee" and follow the ensuing steps until you reach the "Request Logon ID or Access" page.

3. Choose "BAIRS and BIS" and follow the ensuing steps until you reach the "Enterprise Data Warehouse (BAIRS and BAIS) Request: Current COA" page.

4. Choose Type of Data = "Permbudg Ledger / Position Resource Tracking (B)".

5. Choose Type of Report = "Standard Reports - Dashboards".

6. Choose Org Level from the "Org Tree Level" drop-down and indicate the Org Level Node or Dept ID by typing the code or selecting it from the Question Mark icon, choose "Add Roles", then click "Make Request". If you are requesting access to multiple org level nodes or dept IDs within the same division, request one at a time by repeating the actions in Step 6.

If you are requesting access to multiple nodes and/or depts that don't roll up to the same division, or you are requesting access to different org tree levels in the same division, create a separate request for each set of org tree levels that roll up to the same division by repeating Steps 1-6. Otherwise, you will encounter an error message once you proceed to Step 7.

7. Verify your choices appear below in the "Items Selected" table, then click "skip Legacy BIS".

8. Enter the email address of your manager as recorded in the HCM system, then click "Submit". 




The system will route your request for approval. Once approved, access will be granted for both the PermBudg dashboard and ad hoc areas.
 

Student Restricted Dashboards and Ad Hoc Access

Please complete FERPA training before requesting access.

Subject AreaDashboardsHow to Add Access
Student Restricted Dashboards

Restricted Graduation & Retention

Restricted Individual Profiles

Restricted Time to Degree

Submit the Add Student Data Restricted Dashboards form. Attach your FERPA completion certificate by following these instructions.

The system will route to your manager as recorded in the HR system for the first level of approval, and then the Office of the Registrar for final approval. Access will be granted after the Registrar approves.



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

Ad Hoc

Undergraduate admissions data

Undergraduate and graduate student and degree recipient data

 

Submit the Add Student Data Ad Hoc Analyses form. Attach your FERPA completion certificate by following these instructions.

The system will route to your manager as recorded in the HR system for the first level of approval, and then the Office of Undergraduate Admissions and/or the Office of the Registrar for final approval.

The Office of Undergraduate Admissions provides final approval for undergraduate admissions data. The Office of the Registrar provides final approval for undergraduate and graduate student and degree recipient data.

Access will be granted after final approval.



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

Global Dashboards

These dashboards are automatically available to you if you are a faculty or staff member with one of these appointments at UC Berkeley. You do not need to request access. Review instructions to request access otherwise.

What is included in Global Dashboards?

Subject Area

Dashboards

Academic Planning

Campus Enrollment At a Glance

Departmental Curriculum Profile

Campus Workforce (HR) Planning

At a Glance

HR Census

Staff Retirement Metrics

Financial Aid - Grad Div

Fund Balances and Financial Aid Awards

Procure to Pay

All

Security Reports

Customer Access Priviledges

Student Applicants

Undergraduate Applicants

Student Curriculum

All

Student Demographics & Outcomes

At a Glance

Census

Degrees Earned

Graduation, Retention & Time to Degree

Multiple Majors

Student Financial Aid

Student Affordability

Student Financial Aid

Student Financials

Student Fees & Payments

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If you have tried logging into Cal Answers with your CalNet ID but you cannot access it, contact the Cal Answers Help Desk at calanswers-help@berkeley.edu or by calling 664-9000 (option 1, then option 2).