Getting Access to Cal Answers

Do I have access already?

Before you request access, run the Customer Access Privileges dashboard to look up what access you currently have.

WORK IN PROGRESS

Instructions

Run the Customer Access Reports tab to see what what dashboards and areas of data you can see. Run the Data Access Reports tab to see what level of data you can see.

You can use one or all the dashboard prompts.

  • You can find the Calnet UID using the Berkeley Directory. You can search a handful of UIDs by separating each with a semicolon and no space after, e.g. "12345;6789". If you want to look up the roles for your whole department, you can copy and paste a list of UIDs.
  • It is best to populate the Display Name using the "More/Search" function at the bottom of the prompt dropdown, since names have different formats.
  • You can look up a list of users who have access to a certain dashboard or data role using the Access Role prompt.

What the Access Role means

Access Role

What You Have Access To

Aggregate_Answers

You have the ability to create ad hoc analyses with undergraduate and graduate student and degree recipient data globally across UC Berkeley at the aggregate level that excludes Student ID and name. This allows you to create more customized reporting beyond what the Student Demographics and Outcomes dashboards provide. You have access to the ad hoc subject areas that begin with "Student Counts".

BIAdministrator

Reserved only for the Cal Answers technical administration team

BIAuthor

Reserved only for the Cal Answers operations team

BI_FunctionalSupportTeam

Reserved only for the Cal Answers operations team

CF2_Recipient

You have the ability to view your own research funding allocations in the PI Portfolio dashboard via your own portfolio. The allocations must be tied to a Chartfield 2 (CF2), a code that identifies you, in order to be visible in PI Portfolio. If you have this role, you are most likely an academic, whether a faculty member, principal investigator, researcher, and/or postdoc.

Co_PI

You have the ability to view your own research funding allocations in the PI Portfolio dashboard via another PI's portfolio. This is relevant if you are collaborating on projects with other PIs where you share the funding. The allocations must be tied to a Chartfield 2 (CF2), a code that identifies you, in order to be visible in PI Portfolio. If you have this role, you are most likely an academic, whether a faculty member, principal investigator, researcher, and/or postdoc.

EI_Answers

Inactive legacy role that doesn't provide access to current reporting

EI_Dashboards

Inactive legacy role that doesn't provide access to current reporting

FPA_Analysts

You have the ability to access a shared folder intended for Central FP&A use to store specialized ad hoc queries.

FPA_Systems_Analysts

Reserved only for the Cal Answers operations team

Faculty_Dashboards

You have the ability to access the Faculty Portfolio dashboard.

Finance_GL_Answers

You have the ability to create ad hoc analyses with finance data at both summary and compensation with non-compensation transaction detail levels globally across UC Berkeley. This allows you to create more customized reporting beyond what the Finance dashboards provide. You have access to the Finance - GL Answers ad hoc subject area.

Finance_GL_Dashboard

You have the ability to access the Finance dashboards.

Global_Answers

Inactive legacy role that doesn't provide access to current reporting

Global_Dashboards

You have the ability to access the dashboards that are automatically available to you. You can see the full list in the Global Dashboards section of this webpage. 

Grad_App_All

You have the ability to view graduate admissions data at the individual student level including Student ID and name globally across UC Berkeley. You view this data via the Student - Grad Applicants ad hoc subject area. You do not view this data via the Graduate Applicants dashboard, which is globally available and shows data globally across UC Berkeley at the aggregate level that excludes Student ID and name. 

Grad_App_Answers

You have the ability to create ad hoc analyses with graduate admissions data at the individual student level including Student ID and name, either within a specific major/program/department (if you have the Grad_App_Dept role) or globally across UC Berkeley (if you have the Grad_App_All role)This allows you to create more customized reporting beyond what the Graduate Applicants dashboard provides. You have access to the Student - Grad Applicants ad hoc subject area.

Grad_App_Dept

You have the ability to view graduate admissions data at the individual student level including Student ID and name, within a specific major/program/department. You view this data via the Student - Grad Applicants ad hoc subject area. You do not view this data via the Graduate Applicants dashboard, which is globally available and shows data globally across UC Berkeley at the aggregate level that excludes Student ID and name.  

Graddiv_Fund_Dashbaords

You have the ability to access the Graduate Division fund dashboards.

HCM_Answers

You have the ability to access the HCM Answers ad hoc subject area.

HR CONTROL UNIT

You have the ability to view HR data at the individual employee level within a specific control unit (L2). For employees who have multiple appointments, at least one of which resides within the L2(s) you have access to (via the org node) or is funded within the L2 (via the Department ID in the chartstring), you have the ability to view all their appointments across UC Berkeley. You view this data via the Workforce Detail dashboards and ad hoc subject areas that begin with "HR".

HR DEPARTMENT

HR DISCIPLINE GROUP

HR DIVISION

HR GLOBAL

HR SUB UNIT

HR_AA_Answers

HR_AA_Dashboard

HR_AA_Detail_Global

HR_Answers

HR_Detail_Dashboard

HR_Summary_Dashboard

HR_WF_Dept

HR_WF_Global

HR_WF_Summary

IST_Phone_Usage_Dashboard

Lead_PI

OE_Answers

Inactive legacy role that doesn't provide access to current reporting

OE_Dashboards

Inactive legacy role that doesn't provide access to current reporting

PAYROLL CONTROL UNIT

PAYROLL DEPARTMENT

PAYROLL DISCIPLINE GROUP

PAYROLL DIVISION

PAYROLL GLOBAL

PAYROLL ORG CODE

PAYROLL SUB UNIT

PERMBUDG CONTROL UNIT

PERMBUDG DEPARTMENT

PERMBUDG DISCIPLINE GROUP

PERMBUDG DIVISION

PERMBUDG GLOBAL

PERMBUDG ORG CODE

PERMBUDG SUB UNIT

PI_CSS_RA

PI_Collaborator

PI_Dashboards

PI_Haas_Admin_Dashboard

PI_Law_Admin_Dashboard

PI_Oversight

PI_Oversight_Dashboard

PI_RA

PI_Reporting

PI_Writeback

Payroll_Answers

Payroll_Dashboard

Permbudg_Answers

Permbudg_Dashboard

Presentation Server Admin

Procurement_Answers

Security_Answers

StudentFinancials_Answers

Student_All

Student_Analyst

Student_Answers

Student_Applicant_Answers

Student_Applicant_Mask_Name

Student_Athlete

Student_Awards

Student_Curriculum_Answers

Student_Dashboards

Student_Dept

Student_Disabled

Student_EOP

Student_Fees_Payments_Answers

Student_Financial_Aid_Answers

Student_Instructor_Answers

Student_No_Confidential

Student_Restricted_Dashboards

Tableau_Scheduler

UG_App_All

UG_App_All_Clg

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

Graduate 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

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

Legacy Campus Position Management

Legacy Workforce Detail Dashboard

Position Management 

Workforce Detail Dashboard

Employee Crosswalk

Learn more about what level of data you will see.

Access for the Workforce Detail subject area is bundled. You submit one request. You get access to all the Workforce Detail dashboards and HR ad hoc areas if your request is approved, you get access to none if your request is rejected.

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 

This request is just for the Workforce Summary subject area. This does not grant ad hoc access.

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

Access for the Finance subject area (not PI Portfolio) is bundled. You submit one request. You get access to all the Finance dashboards and ad hoc area (except IST Phone Usage) if your request is approved, you get access to none if your request is rejected.

Access for the PI Portfolio dashboards is more granular. There is no PI Portfolio ad hoc.

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 (ad hoc for Undergraduate Applicants dashboard)

Undergraduate and graduate student and degree recipient data (ad hoc for Student Demographics and Outcomes dashboards)

Ad hoc for the Student Curriculum, Student Financial Aid, Student Financials, and Graduate Applicants dashboards are currently granted on a case-by-case basis. Please email calanswers-help@berkeley.edu with your business need for access.

 

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.