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Capital Budgeting
Status Changes & Approval Flow
A complete rehaul of the existing request status workflow is now available for everyone with the Teams functionality enabled. If you’re interested in exploring the Teams feature set and/or want to take advantage of the upgrades below, please contact your ClearGov point of contact.
As general note, the status associated with a request can now be changed in a variety of places:
- From the edit page for a single request which allows contributors to submit without having to go back to the Request Manager tab.
- From the view page for a single request.
- Within the actions menu for a single request on the Request Manager tab.
- In bulk through the bulk actions also on the Request Manager tab.
Additionally, Unique statuses are now available to users depending on their role associated with the Capital Budget. Below is an outline of the changes and unique statuses available to each.
Contributors:
For Contributors, there are now additional ways to collaborate on the same request, expanding upon the Teams concept.
- In Progress - Any new project or request starts the same way with “In Progress,” which can now be seen while creating or editing a request. This provides additional context and status change options regardless of the viewed page.
- Review Requested - Once a request is in progress, a new option is now available in addition to submitting called “Review Requested.” This will automatically send an email notification to the rest of their team kindly requesting their help in reviewing the request. Requests can move from “In Progress” to “Review Requested” as many times as needed before submission.
- Submitted - Once a request is submitted, the request owner and team no longer have access to make any changes or edits. If the changes are required by the editor, they can simply change the status, opening it up for editing by the submitting team again. This replaces the need for the previous “lock” functionality added and removed by editors.
Editors:
Once requests start to come in as submitted, editors can begin to review and edit them or then send them back to the contributor team for further review and changes based on comments.
Multiple new status options are available on the editor side to provide additional controls over where a request should be sent.
- Accepted - Accepted closes up that request to formalize all of the cost and funding information where no additional edits can take place unless reopened.
- Needs Revision - Needs revision pushes the request back to the contributor team and reopens access for additional changes.
- Denied - Denied indicates the request is not going to be completed at all and there are no future plans to do so, either. A denied request no longer has any impact on the current fiscal year and is removed from the Dashboard, Reporting, and Scenario tabs.
- Deferred - Deferred operates similarly to denied, but with the plans for this project to be tackled in a future fiscal year. Deferred requests are also not included in the Dashboard, Reporting, and Scenario tabs.
- Reopen Request - Accepted, Denied, and Deferred requests can always be reopened as needed if decisions are reversed. Reopening a request from any status puts it back to “In Progress” allowing the contributor team to edit and resubmit as necessary.
Another consideration is that each of these new statuses comes into play with the creation of the next budget and carry-forward process. When selecting which specific requests to carry forward, the table has now been upgraded with more dimensions, cost data, as well as these new statuses. These requests can now be searched for, filtered, and grouped to speed up the next budget creation process.
By choosing to skip specific requests, those will not be carried forward to the next budget cycle.
Contributor Permissions
The other major change with this release is a new permission structure for contributors. This will provide more insight and control over what contributors can do within the budget.
- The “Submit Team Requests” permission will allow that contributor to submit all requests from all teams they are a part of. If this is toggled off, the contributor will still be able to submit requests they are the request owner on. Note: this will also be wrapped in a permission in an upcoming release.
- The “Add Teammates” permission will allow a contributor to invite other people into the budget, but only to the teams they have been assigned to. For example, a department head might invite others from their department.
The title and email have been moved into the tooltip icon next to each contributor’s name.
ClearPlans
New Settings and Layout for Level 1 and Level 2 Plan Items
You will now see a new layout in the summary section on Level 1 and Level 2 Plan Items (called Focus Areas and Goals by default) including a new “Settings” button. The information is consistent with what it was before, but now it is displayed more consistently across the plan items.
Previously, the fields on these pages were editable directly on the page. However, now you will see a “Settings” button at the top right of the page for editing these fields. Each one is edited in the same way as before, but now in the settings.
Digital Financial Reporting
Statement Builder Updates
With this release, you can now change the operator sign of financial values within financial statements. For example, within your financials, Transfers Out may be a positive value in the Trial Balance, but for the purposes of reporting within financial statements they need to be displayed as a negative. When creating the Account Mapping Dynamic Figure, change the Format Option from Default to Display as negative. This will only update the sign with relation to the Dynamic Figure. It will not change the underlying financial data.
Account Mapping Dynamic Figures will initially have a Default value, meaning it will take the operator as stored within the Financials. There is no reason to modify a positive value to Display as positive if the underlying financial value is correct. The Display and positive and negative flags allow for overriding the operator of stored values within financial statements. To revert back to the underlying financial value, revert the flag to Default.
Applications
Charts
New Dollar Bill Chart
When creating a Chart, you will now see an option for “Dollar Bill Chart”. There is only one “style” for this new Chart type, and you still have the option to use ClearGov Financial Data or Custom Data as your Source.
This Chart type (as you see below) is a new representation of a pie chart-style display where the slices are rectangular pieces of a dollar bill. This new type has all the same settings as the “Pie Chart” Type with one addition. You can choose the background as a real $100 bill or you can choose a ClearGov-style bill. This setting is chosen in the “Background” section of the settings sidebar.
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