Getting Access to Cal Answers

Global Dashboards

These dashboards are automatically available to most faculty and staff members, so you do not need to request access. All entities are included in your access. If you have not automatically received access, you may submit a Global Dashboards access request as noted below.

See Access by Subject Area below for a listing of dashboards by subject area, including those with default global access as well as others that require a special request for access.

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

Procure to Pay

Spend
Payment
Internal Control
Workload
Operations

Student Applicants

Undergraduate Applicants
Graduate Applicants

Student Curriculum

At a Glance
Course Grade Distribution
Curriculum Long Term Planning
Departmental Teaching Workload
Students & Courses
Teaching Activity
Weekly Enrollment Management

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

Security Reports

Customer Access Privileges

Usage Tracking

Cal Answers Usage Tracking

How do I request access to Global Dashboards?

1. Login to CalAccess.

2. Click the "Initiate New Request" button.

3. Choose the "CalAnswers Global Dashboards" application, then click "Continue".

4. Choose the "Global Dashboards" role, then click "Submit".

You are granted access automatically with no approval needed.

How to Check Current Access

Most faculty and staff members are automatically granted access to Global Dashboards. Some subject areas require special access.

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

Instructions

Run the Customer Access Reports tab to see what what dashboards and areas of data you can see.  You can use one or all the dashboard prompts.
  • You can find the Calnet User ID (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 by clicking the Calnet UID prompt dropdown triangle --> More/Search --> pencil icon at the top right --> copy and paste --> OK --> OK --> Apply to run the report..
  • 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.

How to Approve Access

Approvers include:

  • Official supervisor of the person who requested access (all reports requiring additional access)
  • Divisional Financial Leader (Finance, PI Portfolio, Payroll reports)
  • Designated HR approver (HR reports)
  • Office of the Registrar (Student Data reports)
  • Office of Undergraduate Admissions (Student Data reports about undergraduate admissions)

Please follow these instructions to approve or deny access requests for Cal Answers reports.

How to Request Access by Subject Area

HR Reporting

Financials

Payroll

PI Portfolio

Student Data

HR Reporting

Please note requesting access to UCPath is separate from requesting access to HR reporting in Cal Answers, even though the reports source the data from UCPath.
Subject Area Dashboards Access Access Granted Approval
Campus Workforce (HR) Planning

At a Glance
HR Census
Staff Retirement Metrics

 Global All orgs N/A
Workforce Detail including Ad Hoc All Workforce Detail + Employee Crosswalk Request Access Restricted by Organization

1. Supervisor as recorded in UCPath

2. HR data approver

3. UCPath Operations team
Workforce Summary All Request Access All orgs

1. Supervisor as recorded in UCPath

2. HR data approver

3. UCPath Operations team
Affirmative Action including Ad Hoc

All

 Email the AA & EEO team at staffeeo@berkeley.edu for a consultation All orgs

N/A
HR Census Ad Hoc

Just ad hoc

The HR Census dashboard is already available to all Cal Answers users.

 Email the AA & EEO team at staffeeo@berkeley.edu for a consultation All orgs

N/A

Financials

Subject Area Dashboards Access Access Granted Approval
Finance including Ad Hoc All except Telecom Phone Usage Request Access All orgs

1. Supervisor as recorded in UCPath

2. Divisional Finance Leader
Finance - Gift & Endowment

Foundation Reporting

Gift/Endowment Reporting

 Request Access All orgs

1. Supervisor as recorded in UCPath

2. Divisional Finance Leader
Finance - Telecom Phone Usage Telecom Phone Usage Request Access Restricted by Organization

1. Supervisor as recorded in UCPath

2. Divisional Finance Leader
PermBudg including Ad Hoc All Request Access Restricted by Organization

1. Supervisor as recorded in UCPath

2. Divisional Finance Leader

Payroll

Subject Area Dashboards Access Access Granted Approval
Payroll including ad hoc All Request Access All orgs

1. Supervisor as recorded in UCPath

2. Divisional Finance Leader

PI Portfolio

Principal Investigator (PI) Access to your own portfolio is automatically granted to PIs, faculty, and researchers with funding that is allocated and tracked with Chartfield2s linked to your Employee ID. With this access, you can:

  • View your entire portfolio. This includes funds that you share with other PI(s).
  • View HR data by Employee ID for employees allocated to your CF2(s)
  • Ability to write projections on your own portfolio

Request access if you are helping a PI or many PIs manage their portfolio. You need to be employed by UC Berkeley to use PI Portfolio, not an affiliate or visiting PI. See Access PI Portfolio to learn what comes with your access.

Student Data

Subject Area Dashboards Access Access Granted Approval

Academic Planning, Student Applicants, Student Curriculum, Student Demographics & Outcomes, Student Financials, Student Financial Aid

 All except Restricted dashboards in the Student Demographics & Outcomes subject area Global All orgs N/A
Student Restricted

Restricted Graduation & Retention
Restricted Individual Profiles
Restricted Time to Degree

 Request Access Restricted by Organization

Complete FERPA training before requesting access.

1. Supervisor as recorded in UCPath

2. Office of the Registrar
Student Data Ad Hoc N/A Request Access Restricted by Organization

Complete FERPA training before requesting access.

1. Supervisor as recorded in UCPath

2. Office of the Registrar or Office of Undergraduate Admissions