Data Updates - Submit a ClearGov Data Request

Need to make a request right now? Click here to access the form!

Navigate the Data Request Form

Welcome to the Data Team's Data Request form! To start your data request, log into ClearGov.

Note: It typically takes 2-5 business days to turn around your Data requests. 

1. Select the Support and Training (?) icon that is located to the left of your avatar and name. 
2. Select the Data Request Form to navigate to the form. Note: Since you are already logged in the form will automatically know who is making the request and which organization you are from. 

Enter and Upload

Here we will collect all pertinent information for your request. If you need more than one data task performed you will fill out an individual request form for each task. 

1.  Enter the Subject name of your request. It is recommended to list the Data Task Type in your subject box, which you will select from the dropdown below in Step 3. 
2. Sometimes you might have a critical Budget Process Milestone coming up and need the Data team to make a quick change. If you select Yes, then enter your Upcoming Budget Process Milestone Date. This will help the data team to prioritize your requests with other request timelines. Next, give any Budget Process Milestone Information such as Council Meeting or Department Heads start budgeting requesting next week. 
3. From the dropdown menu select the Data Task Type you would like ClearGov to perform to apply to your ClearGov site. Let’s take a look at the Data Task Types:

• Financial Data Updates consist of updating the existing version, adding a new version, adding new line items (accounts) for use in Operational Budgets, and updating check data. 
• Existing Account Updates encompass changing line item descriptions, removing or hiding accounts, editing or changing account numbers, or adding a shorter version of your account numbers.
• Mapping Updates include renaming categories, reordering categories on the same level of mapping, reordering categories on the same level of mapping, deleting or merging categories, and changing the category of a line item or group of line items.
• Column/Default Version Changes consist of renaming or reordering columns and changing the default columns.
• Remapping/Mapping Restructuring encompasses remapping due to ERP conversions, adding or removing all or part of a category layer, changing the appearance of object codes in Personnel or Capital Budgeting, or other major mapping changes. 
• Data Troubleshooting includes missing line items, totals not matching what you expect on charts or in tables, categories missing from dropdown menus, and line item/s being incorrectly classified as a revenue or expense. 

Once you select the Data Task Type then select the action you want the data team to perform with your data. The action menu and subsequent action detail dropdown will change depending on the data task type. 

4. In the Description field enter the details of your request. Be as detailed as possible this will ensure that the data team appropriately understands your request. 
5. Add Attachments by selecting the Add File or dropping in files.

Pro Tip - Uploading Files:

If you need to upload files for the data team to use in your data request, follow a few simple rules:

• All files are required to have columns with the full account number, account description, and amount. Note: Parts of the account numbers can be in different columns.
• Excel or .csv format is strongly preferred.
• ClearGov prefers a file with columns for:
  • A descriptive column header for each budget type (Adopted Budget, Revised Budget, Actuals, etc).
  • Year
  • Type (R for Revenue and E for Expense)
  • Account Number, Description
• If you are submitting a PDF as your only export option, be sure to retain the original PDF Format. Do not convert the PDF to another file format. 

6. Select the Submit button to submit your data request. 

Pro Tip: Data Request FAQs 

If you have questions about anything on the form visit the Data Request FAQs article.

In the Data Request FAQs article, it will cover items such as:

• Tracking the status of my data request
• Formatting files
• Needed information in a request
• Turnaround times for requests