Capital Planning Fundamentals - Submitting Capital Requests
KB06003861 •537 Views • Updated 3-Mar-2025
Purpose
The following guide is intended for a Planning and Budgeting Administrator who is looking to view or complete any of the following actions:
Action
· Capital Requests – Fiscal Year
· Review Capital Request details and update
· Promote Request to Entity Reviewer
· Create a Supplemental Request from an Approved Request
· Reviewing Approved Requests – FY Cycle
· Capital Requests – Off Cycle
· Review Capital Request details and update
· Promote Request to Entity Reviewer
· Create a Supplemental Request from an Approved Request
· Reviewing Approved Requests – Off Cycle
Terminology
· Request Reference Number
· Pre-fixed by 'CR' this refers to the unique number associated with the reference
· Request Step
· Refers to how far the request has been moved along through the request process.
· Possession
· Refers to who has ownership over the request to make changes (submitter, reviewer, provost office, capital accounting, budget office)
· Promoted/Demoted
· If a request is 'promoted' this indicates it has been sent up to the next reviewer or submitter in the request process. If a request is 'demoted' this indicates it has been sent back to a previous reviewer or submitter in the request process
Prerequisite
· Recording Financial Transaction in Oracle Cloud: Introduction to the Chart of Accounts and POETAF
· Oracle Planning 101 & Budget Development Overview
Capital Requests – Fiscal Year
Create new Capital Request
1. Login to Oracle by selecting the Company Single Sign-On button
2. Click Capital Requests' Cluster from the Homepage
3. Click on 'Fiscal Year' Card at the top of the page.
4. Confirm that correct Organization shows on the top left-hand side of the page and cannot be changed
a. NOTE: Ensure on you have selected vertical 1 .
5. Right Click anywhere on the form, Select Add New Project.
6. Under RQST_Add New Project page, fill out all required fields highlighted with an asterisk / *, on the left-hand side of the boxes.
7. As an optional step: select a Site from the drop-down menu at Select Site.
8. Keep Fund as Unspecified Fund: while you can select the fund here, it is easier to search for and select on the form once you create the project.
9. Click Launch on the top right-hand side.
10. Confirm that the request had been created and information entered lines up with previous steps.
11. Confirm Created by Name and Creation Date.
12. Under the Fund Number Column, click the drop-down menu.
13. Choose the correct fund designated for this request.
a. Note: The search bar can also be used to find the Fund Number.
14. Under Room Number, type in the room number within the building (if applicable).
15. Under Building Property ID, select the arrow to access dropdown menu.
16. Choose the site associated (if applicable).
a. Note: This drop down contains the members from the Site dimension.
17. Update or elaborate on the Project Justification if required, type in the reasoning for the Capital Request.
a. Note: This is a required field in order to make the request in the first place. However, this can be updated to include more information prior to submitting.
18. Click Save on the top right-hand side of the page.
a. Confirm that script is run successfully through the completion confirmation alert.
19. Confirm that Modified By Name and Modification Date have been auto populated after clicking Save.
You have now completed the process of Creating a New Capital Request.
Review Capital Request details and update
NOTE: The main reason you would use this functionality in this section is to:
• View the information for the request vertically instead of horizontally and/or
• Enter an amount to be requested from a different Fund Category and/or Fund Number
1. Right click anywhere on the desired Capital Request.
2. Select View Request Details.
a. Note: Steps 2-5 only apply for Requests from more than one Fund Category and/or Fund Number. Most will be from a single Fund Category and Fund Number and these directions won't be applicable.
3. On Budget Line 2, in the Fund Category Row, Select the dropdown arrow.
4. Select funding source.
5. On Budget Line 2, in the Fund Number Row, select dropdown menu.
6. Select respective Fund Number.
7. On Budget Line 2, in the Capitalizable Cost, enter the desired amount.
8. On Budget Line 2, in the Non-Capitalizable Cost, enter the desired amount.
9. Click Save button on the top right-hand side of the page.
10. Select OK.
11. Confirm that Modified By Name and Modification Date have been auto populated.
You have now completed the process of Reviewing Capital Request details and updating.
Add Attachment to Request
1. Login to Oracle by selecting the Company Single Sign-On button
2. Click on Capital Requests Cluster from the Homepage.
3. Click on Fiscal Year card at the top of the page.
4. On the left-hand side, select Vertical 6.
5. On the request created, click on the empty Attachment cell and right click on it.
6. Select Attachments.
7. Click Choose File.
8. Select desired file for upload and click Open.
9. Click Upload.
10. Ensure that attachment has been uploaded by hovering over the attachment column and confirm widget appears on upper right-hand corner of the cell.
You have now completed the process of adding an Attachment to a Request.
Promote Request to Entity Reviewer
1. On the same Capital Request Created on Review Capital Request details and update, Right click on the request, and select, Promote to Entity Reviewer.
2. Confirm correct Project Number has been selected.
3. Confirm it's defaulted to your proper Organization.
4. Select Launch on the top right-hand side of the page.
5. Select OK.
6. Confirm the Request moved from Draft Requests - To be Submitted into Promoted Request queue.
7. Confirm on the right-hand side Under Step it states, Entity Reviewer (FY) and Under Review By Entity Reviewer.
8. Select Save.
You have now completed the process of Promoting a Request to Entity Reviewer.
Create a Supplemental Request from an Approved Request
NOTE: Supplemental Requests are used to request additional amounts beyond a base amount that has already been approved
1. On the bottom tabs, click on RQST_Submitter Create Supplemental Request horizontal.
2. On the left-hand side, you can view the Organization.
3. On the left-hand side, Right click on the relevant capital request, and select Create Supplemental Request.
4. Select the hierarchy icon to access the Supplemental Request Number options.
5. Select the arrow on Total New Request to navigate down the hierarchy.
6. Select the check mark next to Supplemental Request 1 to select the option.
7. Click Launch.
8. Fill out the details for the original request.
9. Click Launch.
10. Click Launch.
11. On the Bottom Tabs, select RQST_Submitter FY Cycle horizontal.
12. Confirm that the supplemental request was copied onto the initial capital request.
13. Change anything as required under the supplemental request row.
14. Select Save.
You have now completed the process of Creating a Supplemental Request from an Approved Request.
Reviewing Approved Requests – FY Cycle
1. Login to Oracle by selecting the Company Single Sign-On button.
2. Select Capital Requests Cluster on the homepage.
3. Select the Approved Request - FY Cycle card.
4. Utilize this form to review any Approved requests as you desire.
You have now completed the process of Reviewing Approved Requests – Fiscal Year.
Capital Requests – Off-Cycle
Create new Capital Request
1. Login to Oracle by selecting the Company Single Sign-On button
2. Select the Capital Requests cluster from the homepage.
3. Select the OffCycle card.
4. Confirm that the correct Organization shows on the top left-hand side of the page and cannot be changed.
5. Right Click anywhere on the form, select Add New Project.
6. Under RQST_Add New Request_OC page, fill out all required fields highlighted with an asterisk / *, on the left-hand side of the boxes.
7. As an optional step: The user can select a Site from the drop-down menu at Select Site.
8. Keep Fund as Unspecified Fund.
9. Click Launch on the top right-hand side.
10. Confirm that the request had been created and information entered lines up with previous steps
11. Confirm Created by Name and Creation Date.
12. Under the Fund Number column, select the drop-down arrow.
13. Choose the correct fund designated for this request.
14. Select the Room Number field then type in the room number within the building (if applicable).
15. Under Building Property ID, select the dropdown arrow.
16. Choose the associated site.
17. Under Project Justification, type in the reasoning for the Capital Request.
18. Select Save on the top right-hand side of the page.
19. Select OK.
20. Confirm Modified By Name and Modification Date.
You have now completed the process of Creating a New Capital Request.
Review Capital Request details and update
1. On the same Capital Request Created on Create a New Capital Request , Right click on the request.
2. Select View Request Details.
3. On Budget Line 2, in the Fund Category Row, Select the dropdown arrow.
4. Select funding source.
5. On Budget Line 2, in the Fund Number Row, select dropdown menu.
6. Select respective Fund Number.
7. On Budget Line 2, in the Capitalizable Cost, enter the desired amount.
8. On Budget Line 2, in the Non-Capitalizable Cost, enter the desired amount.
9. Click Save button on the top right-hand side of the page.
10. Select OK.
11. Confirm that Modified By Name and Modification Date have been auto populated.
12. Select the RQST_Submitter – Off-Cycle and Review Requests tab.
13. Confirm that the updates have been made in the Total Amount Under Capital Request Cost Details.
14. Confirm the subsequent Budget Line 2 Amount, near the top of the page.
You have now completed the process of Reviewing Capital Request details and updating.
Add Attachment to Request
1. Login to Oracle by selecting the Company Single Sign-On button.
2. Click on Capital Requests. cluster from the homepage.
3. Select the OffCycle card at the top of the page.
4. On the left-hand side, select Vertical 8.
5. On the request created, select the empty Attachment cell and right-click on it.
6. Select Attachments.
7. Click Choose File.
8. Select desired file for upload and click Open.
9. Click Upload.
10. Ensure that attachment has been uploaded by hovering over the attachment column and confirm widget appears on upper right-hand corner of the cell.
You have now completed the process of Adding an Attachment to a Request.
Promote Request to Entity Reviewer
1. On the same Capital Request Created on Review Capital Request details and update, Right click on the request, and select, Promote to Entity Reviewer.
2. Confirm correct Project Number has been selected.
3. Confirm its defaulted to your proper Organization.
4. Select Launch on the top right-hand side of the page.
5. Select OK.
6. Confirm the Request moved from Draft Requests - To be Submitted into Promoted Request queue.
7. Confirm on the right-hand side Under Step it states, Entity Reviewer (FY) and Under Review By Entity Reviewer.
8. Select Save.
You have now completed the process of Promoting a Request to Entity Reviewer.
Create a Supplemental Request from an Approved Request
NOTE: Supplemental Requests are used to request additional amounts beyond a base amount that has already been approved
1. On the bottom tabs, select the RQST_Submitter – Off Cycle - Create Supplemental Request.
2. On the left-hand side, you can view the Organization.
3. On the left-hand side, Right click on any capital request, and select Create Supplemental Request.
4. Select the hierarchy icon to access the Supplemental Request Number options.
5. Select the arrow on Total New Request to navigate down the hierarchy.
6. Select the check mark next to Supplemental Request 1 to select the option.
7. Select OK.
8. Select the second vertical tab in the RQST_Create Supplemental Request Screen.
9. Select the hierarchy icon to access the Project options.
10. Select the arrow on Total Projects to navigate down the hierarchy.
11. Continue to select the arrows for each level to navigate down the hierarchy.
12. Select the check mark next to the correct Capital Project ID to select the Project.
13. Select OK
a. Note: The relevant Capital Project could be in either of the Create New Capital Request or Existing Capital Projects categories.
14. Repeat that process to complete the remaining required fields for Stat ORG, From Request, and Year.
15. Select Launch.
16. On the Bottom Tabs, select RQST_Submitter Off-Cycle tab.
17. Confirm that the supplemental request was copied onto the initial capital request.
a. Note: Now you can change anything as required under the supplemental request row.
18. Select Save.
You have now completed the process of Creating a Supplemental Request from an Approved Request.
Reviewing Approved Requests – Off Cycle
1. Login to Oracle by selecting the Company Single Sign-On button.
2. Select Capital Requests Cluster on the homepage.
3. Select the Approved Request – OC card.
4. Utilize this form to review any Approved requests as you desire.
You have now completed the process of Reviewing Approved Requests – Off Cycle.
Capital Reports
Capital Reports Review
1. Login to Oracle by selecting the Company Single Sign-On button.
2. Click on Capital Requests cluster from the homepage.
3. Click on Capital Reports at the top of the page.
4. Select the Request Details Horizontal.
5. In the Organization POV at the top of the Page, View your Organization as desired.
a. NOTE: This report refreshes every half-hour at the 15- and 45-minute mark. So, depending on when users last entered, saved and/or promoted the Capital Request, they may need to wait until after the next run of the data map calculations.
6. To export report to excel, select the gear icon.
7. Select Download as Excel.
a. NOTE: Excel is the recommended way to review this report, given the number of columns.
8. Repeat the same steps as outlined above for any of the outlined horizontal tabs (reports) in the Capital Reports Card. Select desired report using the horizontal tabs.
a. NOTE: For the Request Details – Selectable Report, users have more options for members to select in the POV of this report. Highlights below include:
Project
1. Use University Capital Projects to view all Projects.
2. Select CR_XXXX member to view an individual project.
Scenario
1. Use Capital Cycles member to view requests at any step.
2. Use Submitter (FY), Entity Reviewer (FY), Provost Office (FY), etc. to view non promoted requests.
Version
1. Users can select Capital Possession member to view user ownership of the next step. This member shows who currently has possession of the request to make changes to it.
2. Users can also select their specific role (Submitter, Entity Reviewer, etc.) to view all requests that they have to take action on.
You have now completed the process of Reviewing Capital Reports.