Document Building - Edit the Data Source (Digital Budget Book and CIP Documents)

The Data Source setting is present in several different Document types (e.g. Digital Budget Book, CIP Document, Strategic Plan Document) and controls the data that displays on dynamic pages within the document.

For budget book documents, you can impact the Operating Budget Data Source, the Capital Budgeting Data Source and the Personnel Budgeting Data Source. For CIP Documents, only the Capital Budgeting Data Source is available. Select the option below to navigate directly to that section of the article.

• Operating Budget Data Source
• Capital Budgeting Data Source
• Personnel Budgeting Data Source

Access the Data Source settings by navigating to the document settings using the button in the upper right corner of the document. In document settings, navigate to the Data Sources tab.

Operating Budget Data Source

The Operational Budgeting Data Source is locked by default to prevent accidental changes. However, you can make changes by selecting the Change Operating Budget Data Source icon. Select the Yes, Continue button, then decide on the:

• Budget Data Year - The year of financial data that drives the financials throughout the document.
• Data Source - Choose Client Onboarded Data to select Budget data that’s been prepared and organized for you by the ClearGov team, ready for your immediate use, or Operational Budgeting Data, data you've managed using ClearGov's Operational Budgeting product, including all your inputs and updates. 
• The Version - Choose versions that are created by the Data team, yourself, and/or created in the Operational Budget. Learn more about versions in this article.
  Pro-Tip: If Operational Budgeting Data is selected and the version is set to the Most Recent Version, the system will automatically update to the ‘most recent’ version as new versions are saved in the Worksheet. 
• Whether you want to Apply Changes to previously created pages.

Select Update Budget Data Source to save the settings.

A few things to know about changing the Operating Budget Data Source:

• Changing the year of the budget book will automatically update previously saved financial pages, such as Fund Summary pages, for example, using the default budget for the selected year.
• Some dynamic content may not be displayed if budget data is unavailable for the selected year.
• You may also want to verify the Financial Settings after making this change to ensure that the years and types of data will be displayed as you expected.
• Updating the data source will apply to any pages created after this change. Previously created pages will not be affected unless you want pages to be recreated with the updated data source.

Capital Budgeting Data Source

These settings import the capital project details and financials from your chosen Capital Budget and Scenario into your budget book. Changing any of these settings will update all capital project information and financial figures across your book to match the new Scenario and version.

In the General sub-tab under the Capital Budgeting Data Source, you can set the following:

• Request Period - Select the Request Period from an existing Capital Budget in the Capital Budgeting Module.
• Scenario from request period - Note: Editors create Scenarios in the Capital Budget application. Learn more about Capital Budgeting Scenarios in this article.
• Version - The version of your Scenario - Adopted, Proposed, Amended, etc.
• Capital Project Detail Display - Choose between grouping capital projects by Department or by Project Type.
• Ordering of Requests - Chart legends and the request listings will display in the order of the option selected: by Highest Values or Alphabetical.
• One-Year Plan Fiscal Year - Set the year for your One-Year Plan pages.
• Multi-Year Capital Improvement Settings - Set the years for the Multi-Year Capital Improvement pages.
• Enable Summary Table View - Enable to hide individual requests within tables and only show the total rows. This view only applies to pages: "Expenditures", "Project Types", "Departments" and “Revenues".
• Display Capital Request Details - Disable this feature if you do not wish to display individual request detail pages within the document. Requests will still display in tables on pages such as Departments and Project Types.
• Display Grand Total Table - Display a grand total summary table. This grand total table view will only display on "Project Types", "Departments", “Expenditures" and "Revenues" pages within the Capital Improvements section.
• Include Deferred Requests - Enable to report on requests that were set to deferred status within the capital budgeting module. Dollar amounts associated with deferred requests will not be reflected in overall totals.
  Note: Learn about Capital Budgeting statuses in this article.
• Include Denied Requests - Enable to report on requests that were set to denied status within the capital budgeting module. Dollar amounts associated with denied requests will not be reflected in overall totals.
• Display Requests on One Year Plan Page - Enable to display Capital Requests on the One Year Plan page. Requests will be grouped based on the selection for Capital Project Detail Display.
• Display Requests on Multi Year Plan Page - Enable to display Capital Requests on the Multi Year Plan page. Requests will be grouped based on the selection for Capital Project Detail Display.

Select Save Settings to confirm any changes made. 

To the left of the General sub-tab are tabs used to control the level of detail that displays for the financial pieces of your capital projects: Capital Costs, Funding Sources, Operational Costs, Operating Revenue, and Cost Savings.

Each of these sub-tabs provides the ability to control how Actuals and Budgeted data displays:

Actuals

• Historical Actuals - Display historical actual expenditures prior to the current fiscal year
• Current Year Estimated Actuals - Display the estimated expenditures for the current fiscal year

Budgeted

• Historical Budget - Display historical budget data prior to the current budget cycle
• Future Budget - Display budgeted amounts beyond the specifically defined fiscal years

Select Save Settings to confirm any changes made. 

Personnel Budgeting Data Source

These settings include FTE counts, staff history, and position summaries in relevant Financial Pages. Information is automatically generated into the Executive Summary and Department Summaries once a Position Count Table is chosen. 

Note: A Position Count Table must be created in the Position Count Tool to import Personnel Budget data. 
Select Save Settings to confirm any changes made.