FAQ:

How will the OpenGov partnership benefit SJSU?

These are the key ways OpenGov.com will benefit the SJSU campus community:

  • San José State University receives operating fundsfrom a variety of sources, including state funding, student tuition and student fees in addition to other revenue streams such as donations, grants and Continuing Education Reserve Funds.The OpenGov.com interfacewill initially allow campus users to see how operating funds and Student Success, Excellence and Technology Fee revenues are being used on a division and departmental level. Other revenue streams are planned for future release.
  • SJSU’s Finance Service Grouphas provided annual data for the pastthree years along with year-to-date information for the current year. Campus users will be able to see anticipated revenue and allocated funds along with actual expenses. This will allow them to better understandthe history of budget allocations in recent years as well as actual expenditures. Campus users will be able to see dollar amounts and percentages by expense type down to the departmental level.
  • OpenGov.com uses an easy-to-understand visual format to display financial data that is generally presented in lengthy PDFs and spreadsheets. The web-based application allows for the creation of custom reports, with plans for the Budget & Risk Management Office to create saved charts that answer some of the most frequently-asked questions. Custom reports can also be used by divisions and departments to share budget information specific to their programs and initiatives.

Who can use SJSU’s OpenGov.com site?

The OpenGov site is primarily intended to be a resource for the SJSU campus community. However, the platform is available to the public, and the portal to the OpenGov site will be easily accessible from SJSU’s website.

Is there someone who can show me how to use the site?

A series of demos and trainings will be made available to different stakeholders throughout the campus community over the coming months. Look for an announcement soon and sign up for an opportunity to learn more.

Will people be able to see transaction-level detail, such as what items a particular department ordered from OfficeMax?

The OpenGov platform is a resource for analyzing trends and understanding the larger financial picture of university operations, divisions, and departments. Transaction level data is available for campus financial users in the Common Financial System Data Warehouse. If you are interested in learning more about the data warehouse, contact FinanceConnect.

How often is data updated?

Year-to-date reports are updated on a monthly basis, typically after reconciliation of the previous month’s revenue and expenses. This happens around the middle of the following month. For instance, if you were looking at the site in mid to late April, you would expect to find data up through March.

What other agencies use OpenGov.com?

More than 275 agencies, including Cal Poly San Luis Obispo, and Fresno State’s ASI have signed on to use the OpenGov.com web application since 2012 to increase transparency regarding the stewardship of scarce public resources. OpenGov has recently revealed a new functionality called the “OpenGov Network”, which shows all agencies currently using the platform.

If I want to share thoughts on the budget allocations, how can I do that?

Questions regarding OpenGov or the budget allocation process may be directed to the Budget & Risk Management Office. The saved profiles available on OpenGov are based on anticipations of the campus stakeholders concerns or interests. Requests for additional saved profiles can be made to the Budget & Risk Management Office.

I only see SSETF and CSU Operating Funds. What about other funds?

SJSU is committed to budget transparency and communication. The majority of campus financial activity occurs within CSU Operating Fund 485; therefore it remains the focal point of our transparency efforts. Although other funds are presentlyunder consideration for posting to the OpenGov site, nothing has been finalized.

Is there a way to display the data by term?

The Budget & Risk Management Office is working with the OpenGov team to add enhanced features that better serve the needs of the campus community. OpenGov has only recently been adapted for use by the public higher education sector. The financial displays are set up according to the fiscal year from July 1-June 30. Most public agencies use that cycle for financial planning.

How much does OpenGov.com cost?

Our contract with OpenGov.com is less than $20,000 a year.Many other agencies have reported that the application has allowed their financial services operations to save time and money by creating a simpler, more automated way to share information about the their finances for an overall net reduction in costs. We feel our partnership with OpenGov.com is well worth the investment to increase transparency and enable more people to make informed financial decisions.