Check out the latest product updates available in ClearGov's Spring Release! 

Capital Project Tracking

• Module Launch

Personnel Budgeting

• Position Control
• End Dates
• Change Positions
• Concurrent Positions

Capital Budgeting

• Email Upgrades

Document Enhancements

Document enhancements apply to all document templates in Digital Budget Book, Digital Financial Reporting, and ClearPlans Documents.

• Document Locking
• Expand/Collapse Functionality
• PDF Table of Contents Settings Controls
• PDF Customization Settings

Digital Budget Book

• PDF Fit to Width for Financial Schedule Tables
• Document Enhancements

Digital Financial Reporting

• Journal Entries
• Statement Builder Create Screen
• Add Group Row
• Document Enhancements

Dynamic Figures

• New Tool for Dynamic Figures

 

Capital Project Tracking

Module Launch

We’re excited to announce the launch of our latest module in ClearGov, Capital Project Tracking. Specifically designed to revolutionize how you manage and track your capital projects, this new solution brings powerful features focused on streamlining workflows, increasing transparency, and simplifying project management from start to finish.

Capital Project Tracking streamlines capital project management by integrating with existing systems, offering robust tools for tracking and reporting, and automating the creation of public-facing project pages — all to help teams stay organized, accountable, and on track.

Capital Project Tracking is an integrated module designed to provide a comprehensive solution for managing and monitoring capital projects. It uses a three-tiered structure of Projects, Phases, and Action Items, enabling detailed tracking and clear communication of project status.

To get started, you'll enter basic details like the project's name and start date. A key feature of this module is its ability to integrate with ClearGov’s Capital Budgeting module. If you use Capital Budgeting, you can seamlessly sync approved budget requests into Capital Project Tracking—automatically creating corresponding projects.

If you don’t use Capital Budgeting or prefer manual entry, you can create projects directly in the Project Manager tab. Whether synced or manually entered, you'll benefit from the tiered framework for organizing work, collaboration tools that allow different stakeholders to update and manage projects, and status and progress tracking to identify roadblocks and ensure accountability.

A key capability of Capital Project Tracking is its built-in expense tracking, which mirrors the Capital Costs panel from Capital Budgeting Requests. This lets you monitor budget vs. actual expenses in real time. For synced projects, financial data pulls directly from Capital Budgeting. For manual projects, you can enter the financial details directly. The "Actuals" column is always editable, allowing for real-time tracking of spending.

Each project item includes a summary section with key details like start and end dates, project number and type, and the assigned project manager. Visuals compare spent-to-date and budgeted numbers against project status, and the summary section is paginated, offering timeline and budget views. Additional accordions provide details on project locations (via a map), photos (with thumbnail selection), and announcements that can be displayed as banners on public project pages.

Capital Project Tracking includes Public Project Pages that present your projects in an easily digestible format, perfect for communicating with the public. If you’re currently using the existing project pages in ClearGov’s Transparency module, the Capital Project pages replace those with a more updated experience.

Personnel Budgeting

Position Control

Many organizations budget by position rather than by individual employee. In this approach, each role, such as a Police Officer (PO-01), is treated as a unique position with its own code, even if it’s filled by different people over the course of the year.

With Position Control, you can now track filled and unfilled positions for each job title through position codes to better manage the impact on your personnel budget. You can view the total cost of a position for the entire fiscal year, including wages, benefits, and additional pay, regardless of how many employees filled that role.

To maintain the integrity of existing budgets, Position Control is disabled by default and must be manually enabled in your budget settings. It can be activated for any current budget and will also be available as an option for all new budgets moving forward.

A new ‘All Positions' table is now available under the existing Positions tab. This table provides a consolidated view of each unique position code. It includes total wages, additional pay, benefits, and overall compensation for the fiscal year, making it easier to budget by position rather than by employee.

The All Positions table is built using the Position Code field assigned to each job, employee, or vacancy included in your budget. If a position code is missing for any entry, a warning will appear to flag it. To ensure accurate reporting and effective scenario planning, each position code must be unique within the budget.

The filled positions bulk import functionality has also been updated to accept multiple positions for a single person or to account for position changes. This is made possible by two new required fields: End Date and System ID. End Date is used when updating or changing a position. And, System ID is an auto-generated field needed for making changes to existing entries in the budget. When importing a mix of new and existing position updates, leave the System ID field blank for new positions.

End Dates

You can now assign an optional End Date to each employee. This is useful for situations like planned retirements or departures. When an End Date is set, financial calculations will run only through that date instead of the full fiscal year. This update also supports position changes or multiple job assignments and can help with scenario planning and succession management.

This new field is available for both positions and vacancies.

Change Position

Note: This feature requires Position Control to be enabled in the budget settings.

With position control enabled, you can now update an employee’s job mid-year, and compensation will be blended across multiple positions. For example, if an employee moves from Police Officer to Police Sergeant, their compensation will reflect the change in wages, additional pay, and benefits for each role.

When an employee’s position is changed, a vacancy can be automatically created for the position they are leaving.

This functionality allows you to apply the Police Officer’s compensation up through the designated end date for that position, and then apply the Police Sergeant's compensation from the start date of the new position through the end of the fiscal year.

This new position split will also appear in the reports and scenarios tab, providing a clear and cohesive view of calculations and budget impacts. Multiple job changes can be captured for a single person without restrictions. 

Concurrent Positions

Note: This feature requires Position Control to be enabled in the budget settings.

With position control enabled, you can now add concurrent positions so that employees can be assigned multiple positions simultaneously, each with separate compensation and allocation tracking. This is useful if an employee holds multiple positions at the same time within an organization. For example, in schools, a Math Teacher may also serve as the Volleyball Coach. This is not a position change but rather a concurrent role.

Once a concurrent position is added, the blended compensation section will be updated to include all related financial information from each job associated with that person.

Note: This feature requires Position Control to be enabled in the budget settings.

Capital Budgeting

Email Upgrades

With the rollout of new status options in ClearGov, each status now includes a corresponding email notification to keep the right people informed of changes. These emails have been updated and include clear, actionable guidance for next steps or considerations for the recipient. We’ve also refreshed the look and feel with ClearGov’s branding. The emails you receive will depend on your role and permissions.

A new settings page is available in the top right corner of the Request Manager tab. This page includes general budget information and allows you to manage email notification preferences.

The following emails are available for each role:

• Editors:
  • Request submitted
  • Request re-submitted
• Contributors:
  • Comment added to a request where they are the request owner or where they’ve left a comment, and there’s a follow-up comment
  • A teammate pushes a request to the Review Requested status
  • A request is sent back for revision after finance review
  • General status updates for requests, they are the request owner 
• Reviewers:
  • A comment is added to a request they are involved in, and a follow-up comment is posted

Document Enhancements

Document enhancement updates apply to all document and report templates in Digital Budget Book, Digital Financial Reporting, and ClearPlans Documents.

ClearGov Module	Document Template
Digital Budget Book	Digital Budget Book Documents Digital CIP Book Documents Custom Documents
Digital Financial Reporting	Digital ACFRs Digital AFRs Custom Documents
ClearPlans	ClearPlans Documents Custom Documents

Document Locking

You can now lock your document with flexible options to preserve your data and/or content at a particular point in time and prevent changes from being made. On the list view of documents, the actions column has a new “Lock” action available, with two options to lock the document. You can choose to lock the document from content updates, data updates, or both. 

• Option 1 - Lock Content: Lock all text, narratives, charts, and images to prevent any edits.
• Option 2 - Lock Data: Lock all dynamic data, including financials and other connected data sources made in other ClearGov modules, such as capital requests, to secure figures against any updates. 

Once a document has been locked, users will still be able to access and view the document and will always have a view into who locked it, when it was locked, and what type of lock was applied.

• If locked from data updates only, users will still be able to make content changes, but changes to outside data sources, such as budget data, will not be reflected in the document. 
• If the document is locked from content changes, users will still be able to access it, but in a “view only” mode where no content changes can be made. In this instance, data updates will still flow through and update the document. 
• If the document is locked for both types, it may still be accessed, but no updates to either content or data can occur. 

These flexible options enable you to lock the document for each type at different times. For example, content may be finalized and complete, but budget figures are still being adjusted. In this instance, you can lock the document from content changes to preserve the narratives in their current state. Then, you can lock the document from data updates at a later date when you are ready. This provides flexibility to preserve data at different times when needed, without having to wait for everything to be completed before locking. 

Clone Document: A new Clone Document option is also available from the Lock Document modal that gives you the option to create a clone of the document to keep editing while the original is locked. This optional feature duplicates your current document, including all permissions and settings. The cloned document will be unlocked for ongoing work. 

Expand/Collapse Functionality

You can now expand or collapse content blocks within a page to make it easier to navigate the document and reduce the amount of scrolling involved, especially for pages that contain a lot of information. For hidden sections that you’ve chosen not to display, you can also expand or collapse these blocks so they stay out of view and free up real estate on the page so you can focus the page on the content you’re working on. 

PDF Table of Contents Settings Controls

Previously, when a report or document was downloaded as a PDF, the system would automatically create a row within the table of contents for every page. This sometimes lead to a lengthy Table of Contents that wasn’t very intuitive to navigate. With this release, new document settings are available so you can control how you want the pages to appear in the Table of Contents. From the PDF Presentation section of the settings, you can choose to condense the Table of Contents or show more details. This allows you to show meaningful data at the levels you need to, while reducing the length of the PDF document. 

PDF Customization Settings 

You now have more options available to customize the appearance of your PDF. From the PDF Presentation section of the document settings, you can:

• Edit the footer background color 
• Edit the header background color 
• Edit the font color for the footer
• Edit the font color for the header

This level of customization helps you remain compliant with ADA standards while giving you greater control over how to display the PDF version of your document. 

Digital Budget Book

PDF Fit to Width for Financial Schedule Tables

System-generated financial schedule tables can now be configured to fit the width of a PDF, allowing the full table to display in one row without wrapping columns of data or cutting off columns of data. This functionality can be enabled on a table-by-table basis as needed or set globally through the PDF Presentation section of document settings. This feature is most applicable when you have multiple columns of data you wish to include in one table view within a PDF presentation. 

• Be advised that enabling this will scale the table to fit onto the width of a PDF, meaning that the font sizes of figures will be reduced. However, this feature will enable you to display all columns of data in a table without breaking or wrapping the columns, which will reduce the length of the PDF and make the tables easier to scan. 

Digital Financial Reporting

Journal Entries

The Data tool now has a new option available for journal entries, allowing you to record and track financial transactions. From the journal entries tool, you can see a full list of journal entries, the description of each, the type of entry, and more. 

To create a new journal entry:

1. Add the name to the description field.
2. Select the date.
3. Choose an entry type from the dropdown — adjustment, reclassification, or GASB. 
4. Next, select the “Version From” via a dropdown menu that will display a full list of your versions of actuals. Then follow the same process to select the “Version To” below it.
5. Add a memo.
6. After this page is filled out, you can select your accounts, make the changes you need for the entry, and post the journal entry when you’re finished.

Journal entries can be saved as a draft for you to edit later, and they can be posted when they’re complete. Once a journal entry is posted, it cannot be deleted. 

Statement Builder Create Screen

Statement Builder’s “Create New Statement” screen has been updated to make it easier for you to identify the correct statement for the job. This screen now includes a search field, filtering functionality to select a statement by category and type, and the ability to preview images of the statement, making it easier to navigate the page as you choose a template.

Add Group Row

ClearGov’s statement templates generate the most common row groups upon statement creation, but there are circumstances where additional row groups are necessary to customize the structure of your financial statements. For these circumstances, you can now add Group Rows efficiently. Group Rows are sets of rows that include a parent row, which describes the underlying rows, a series of child rows, and a sub-total row, which is the sum of the grouped children.

To add a Group Row:

1. Select the three-dot menu on the right side of a row. 
2. From the menu, select “add row above” or “add row below”. 
3. Next, select Row Group from the available options. A new row will be inserted into the statement with a prompt for you to input the row group’s description. 
4. Upon confirmation of the row group description, a child and sub-total row will be auto-generated. The description of any rows can be renamed or repositioned.
   

Dynamic Figures 

New Tool for Dynamic Figures 

With this release, we have created a new Dynamic Figures tool that provides visibility to all of the dynamic figures and formulas that are being created and leveraged across various documents and other applications, so you can manage them in one place. 

 This new tool enables you to:

• See all the dynamic figures and formulas that have been created across different modules.
• Drill down into the details of each dynamic figure to view the usage and formula dependencies.
• Edit dynamic figures and formulas.
• Create new dynamic figures and formulas.