Gravity: CIP Book Completion Checklist

CIP Book Checklist: 

• Complete CIP Templates 
  • Update Existing CIP Templates
  • Create New CIP Templates 
• Refresh Summary Sheet
• Update and Refresh Variables
• Generate Snapshot
• Review formatting 
• Generate Report 

Complete CIP Templates 

The backbone of your CIP book will consist of CIP Templates. These templates are intuitive to fill out, and the data submission is automated. You will want to begin by updating any existing templates if there are any changes or corrections. Afterwards, you can create and fill out any new CIP templates. 

To create a new CIP Template:

1. Click on the three dots above where you want your new CIP template to print.
2. Click “Add Sibling”.
3. Select “Smart Templates”.
4. Then click “Budgeting”.
5. Select “CIP”.
6. After the template is created, fill out the fields with the necessary information related to how you report your CIP. 
7. When complete, click “OK”.

Dataset Refresh 

Once you have finalized your CIP templates, you will have to refresh the data inside of Gravity. This is a necessary step to present the correct data in your CIP Book. 

To refresh data sets:

1. Navigate to the MDFM. 
2. Click on “Administration”.
3. Select “Datasets”. 
4. Find the CIP dataset button and click on the refresh icon. 

Review mapping 

If you are not using hypercubes to map your data, you can skip this step.

After validating your data, you can start mapping accounts to lines on your financial statement. Gravity mapping functionality will automate your financial statements. As you create accounts, you will have to map the new accounts to your financial statements.

It is imperative that you map all accounts in all statements including cash flow and government wide statements if you want your financial statements to be accurate.

 To map accounts to your financial statements: 

1. Mapping can only be accomplished in hypercubes. Select the hypercube you want to work in. 

2. Once you have opened the hypercube you want, click on “Mapping”. 

In the Mapping Menu:

We have arrived in the Mapping menu. In the Mapping menu, we see three panels. On the left side, we see the parameters panel where we can filter accounts by parameters such as period, reporting structure, or fund. Selecting these parameters will show us different views of all accounts and how they are mapped. 

On the right side, we have mapped accounts panel which shows us all accounts corresponding to the parameters chosen on the left side. Underneath the mapped accounts panel, there is the unmapped accounts panel. This panel shows us accounts that are unmapped. 

In general, we want to avoid having unmapped accounts, since unmapped accounts are not present in your report. There are two ways to map accounts: 

Method 1: Relinking Local Rules: 

This method will be the standard method to ensure that your accounts are mapped. 

1. Click the chevron on the right side of the screen.

2. Then click on “Local Rules”.

3. Once in the Local Rules tab, click on the three lines between “Local Rules”.

4. Then click "Re-Link All".

Method 2: Creating or Editing Local Rules

If you have added new line items, you will have to create new local rules to have those new line items present in the report. To create a local rule: 

1. Click the chevron on the right side of the screen.

5. Then click on “Local Rules”.

6. Select the parameters you want the local rules to apply. For instance, if you have created new line items for your current financial period’s report, select the period you want the new line items to appear in. 

7. Once you have selected the parameters that should apply to your new line item. Click on the blue circle in the bottom right to create a new local rule. 

8. Each rule is a set of conditions that sort data according to these conditions. Click on the plus sign on the right side.

9. You will have to select what parameter you want the rule to apply to. 

10. Then select the type of condition you want to utilize. The “equals” condition means that it takes all values that exactly match the values. “Not equals” will exclude all values that exactly match the values. “Starts with” captures all values that begin with certain letters or numbers. “Not starts with” will exclude all values that begin with certain letters or numbers. 

Note: the “equals” and “not equals” conditions are easier to set up since the Value selection will populate with options from the field select. 

11. Then select the values you want to apply the conditions to. 

12. Once you have modified this condition, click on the floppy disc icon to save the condition. 

13. To add further conditions, repeat steps 6 through 10. 

14. Once completed, click “OK”.

15. Once we have completed adding the local rule, we can immediately see all the line items that the local rule maps in the Matching Rows panel. 

16. To ensure the local rules will be applied, click on the three lines between “Local Rules”.

17. Then click "Re-Link All".

Roll up hypercubes

If it is the case that you think that a journal entry or mapped account is not making its way into the pivot tables inside of the MDFM, you will want to roll up the hypercubes. To roll up the hypercubes: 

1. Right click on the hypercube.

2. Click “Rollup”.

This process will rerun all the rules, formulas, and journal entries you have made and ensure that the most accurate data is pushed out into the report. 

Refresh MDFM Imports

To push the financial data from the MDFM into your report, you will have to refresh the MDFM imports.

To refresh the MDFM imports: 

1. Click on the three dots to right of the top-level report folder. 

2. Select “Data”. 

3. Click “Refresh MDFM Imports”.

If you want to force a particular MDFM import to refresh: 

1. In the MDFM import, click on the three lines between the document tab. 

2. Click “Refresh All Imports.”

Update and Refresh variables

Variables are an important source of automation inside of your report. Variables will automate numbers. These variables can be used to automate either manual tables or narrative documents throughout your budget book. 

One set of numbers that you need to maintain are the period variables. These are located in the Period Report or Period Template.  

To edit the Period Report: 

18. Open the Administration folder. 

19. Double-click "Periods Report"

20. Click on the cell where you enter the period value.

21. Once complete, click on the three lines in the “Periods Report” tab. 

22. Click "Submit".

To Refresh Variables: 

1. Click on “Data” in the blue banner at the top of Gravity. 

2. Select “Refresh Variables”

If you are working with variables in your report, it is a good idea to refresh variables regularly to ensure that your work reflects your numbers accurately. 

Review and Update Manual tables 

While your budget book will have a plethora of automated tables, some of your tables will be manual entry. The Implementation signals which tables have manual entries with “[M]” in front of the name. Also, all manual tables will have rows and columns denoted that you will have to fill out. 

Update narrative documents

Throughout your budget book, you will need to update all your narrative documents such as transmittal letters, budget overviews, department goals, descriptions, mission statements, organizational charts, and so on. These documents will be unique to you and your organization. These documents can be edited like word documents. 

Generate Snapshot

Generating a snapshot is a crucial phase in your CIP Book creation. Gravity’s Generate Snapshot

To generate a snapshot: 

1. Click on the three dots at the top-level report folder. 

2. Select “Generation”. 

3. Click on “Create Snapshot”. 

4. After clicking on “Create” Snapshot”, select the folder where you want to place the snapshot. Generally, there is a review folder at the bottom of the report tree on the left side. 

5. Click “Create”

Optional settings: In the snapshot creation menu, you may want to enable the option “Overlay Object Links”. This will create links in the top left-hand corner of each page that will warp you to the document you are looking at in the snapshot. 

Review Formatting

After you have created a snapshot of your CIP Book, review the formatting of your narrative documents and manual tables to ensure an easy reading process for your constituents. 

Generate Report

When you are finished with the review phase of your CIP Book, you will have to generate a high-quality version of your report to 

1. Click on the three dots at the top-level report folder. 

2. Select “Generation”. 

This will create a high-quality version of your report to download and distribute to your constituents.