This reference guide is intended for a Capital Projects Central Administrator to complete any of the actions listed below (actions listed under the Capital Projects Central Administrator Responsibilities section).

When a Capital Project, Constructed Equipment Project, or a Shared Construction Project is materially complete and ready for capitalization, the Capital Projects Central Administrator will create associated capital asset(s), generate asset lines, and transfer them to Fixed Assets. Once in Fixed Assets, the Asset Accountant will verify & update descriptive information on the asset, place the asset into service, and run create accounting to ensure the asset accounting is generated correctly. Upon an asset being placed into service, Oracle Fixed Assets will generate and assign it an asset number. The Capital Projects Central Administrator will then run a process to update the asset information from Fixed Assets to the associated capital assets in PPM.

Action

Capital Projects Central Administrator Responsibilities

• Change Project Status on a Capital Project from Active to Substantially Complete
• Create Project Asset(s) via ADFDI Spreadsheet
• Review Project Assets and Generate Project Asset Lines
• Assign Project Asset Lines to Project Asset via FBDI Spreadsheet
• Transfer Project Assets & Asset Lines to Fixed Assets
• Update Project Asset Information from Fixed Assets
• Change Project Status on a Capital Project from Substantially Complete to Trailing
• Change Project Status on a Capital Project from Trailing to Closed
• Change Project Status on a Capital Project from Substantially Complete to Closed
• Project Close - Process GL Transfer to Move Equity from Capital Project Specific Fund to Capitalized Assets Fund

Asset Accountant Responsibilities

Note: While these steps are listed in the QRG to reference the end-to-end process, refer to the Manage Fixed Assets – Asset Addition (CP/Constructed/Equipment) QRG for these activities

• View Assets in Fixed Assets
• Post Asset Lines in Fixed Assets
• Create Accounting in Fixed Assets

 

• Project: A primary unit of work that can be broken down into one or more tasks containing demographic and financial information at a more detailed level than an award. Multiple projects may exist to differentiate among funding years, departments, PIs, physical locations, F&A rates, or purposes such as capitalizable & non-capitalizable.
• Project Budget: An estimate of planned expenses.
• Capital Projects: Capital Projects are designed to plan, manage, and track capital investments, and are commonly utilized by businesses that make investments in capital assets.
• Capitalizable Task: A Capitalizable Task refers to a task that is associated with capitalizable transactions/costs for capital projects.
• Capital Asset: A Capital Asset is an asset that is constructed based on costs that can be capitalized, specifically for capital projects.
• Capitalization: Capitalization involves transforming the costs or expenses associated with a project into capital assets for that project.
• POETAF: POETAF is an acronym that represents the most granular level of detail of a project. It is a combination of project segments that describe an expenditure item, including Project, Expenditure Organization, Expenditure Type, Task, Award, and Funding Source.
• Expenditure Item: A cost transaction that includes POETAF attributes along with a transaction date (expenditure item date) and other attributes.
• Task: The lowest level of a project used to organize project work into smaller, more easily manageable/reportable units of work such as subawards and participant support.
• Project number:  A number that uniquely identifies each project. 
  • Each project is assigned a 3-letter prefix depending on the type of project.
    • UFP - Facilities eBuilder project.
    • SCP - UCMC shared project.
    • UCP - All other projects.

Note: For projects converted from FAS (added prior to 7/1/2024), the last 5 digits of account number is used with the 3-letter prefix (listed above). Ex: For the Uchicago Center in Paris project, the FAS 8-ledger account is 881121. The converted Oracle project number will be UFP81121.

For projects added in Oracle after 7/1/2024, the project number will be autogenerated starting with 1000000 with the 3-letter prefix (listed above).

1. Login to Oracle by selecting the Company Single Sign-On button

2. Select Projects
3. Select Project Financial Management      

 

4. Expand the Search pane       

 

5. Populate the fields with the previously created project details and select Search

Note: Selecting Advanced will give more search parameters. Changing search criteria for certain fields from Starts with to Contains will allow for more robust searching capabilities

6. Highlight the project row
7. Right-click on the row to see a list of options and select Manage Financial Project Settings

Note: If you select the project using the project name hyperlink, and then use the taskbar (list icon on the right-hand side of the screen), you will see the same options.

8. Select Change Status 

9. Select Substantially Complete Submitted from the dropdown and enter any comments (if desired)

Note: This status change will route for approval to the Capital Projects Central Administrator

10. Select Save and Close

Note: Once approved, you might have to refresh your screen a couple of times

      

11. The project status has changed from Active to Substantially Complete Submitted    

 

12. Upon approval, the project status changes to Substantially Complete

 

You have now completed the process of Changing the Project Status on a Capital Project from Active to Substantially Complete.

Before following these steps, ensure you have the appropriate plugin downloaded and installed in your excel application. If not, please refer to the FST guide for installing the Oracle ADFDI Plug-In. Please note, if you are downloading and installing this for the first time, ensure you have closed any open excel documents you may have. The plug-in will require you to restart your excel application for it to successfully install.

1.  Login to Oracle by selecting the Company Single Sign-On button     

 

2.  Select Projects

3.  Select Assets   

4.  Select the Taskbar

5.  Select Create and Assign Assets in Excel         

 

6.  Select Yes on the popup. An Excel file gets downloaded. Open the Excel file      

7.  Select Company Single Sign-On to access the ADFDI Spreadsheet

Note: Use the same login as Step 1 to access the ADFDI Spreadsheet

    

8.  Enter Project Name, Asset Name, Description, Project Asset Type, Actual In-Service Date and Book.

1. Asset Name: Short name for the capital asset that is housed in PPM.
2. Description: Longer asset name that appears in the Fixed Assets module using a specific nomenclature
3. Project Asset Type: ALWAYS going to be "As built"
4. Book: ALWAYS going to be "UChicago Corporate Book"

Note: If this project is on a componentized building, then the asset type should be Estimated and Asset Category should be blank. 

 

9.  Enter Asset Category, Asset Key and Actual Units

1. Asset Category: This is the major/minor categories that have been setup in Fixed Assets
2. Asset Key: This is the entity and organization COA segments. (NOTE: this will follow the project organization and its associated entity)
3. Actual Units: ALWAYS will be 1

10. Enter Depreciate and Depreciation Expense Account

For the depreciation expense account COA segments:

1. Entity & Organization: Will follow that of the project.
2. Account: Will vary depending on the type of project and asset (78000 range)
3. Fund: ALWAYS will be 348000 (Capital Assets)
4. Purpose: ALWAYS will be 540 (Depreciation)
5. Program, Activity, Site, Affiliate, and Future: Usually the Unspecified Value

Note: For componentized buildings, select the best option for the depreciation expense account for the project. This can be updated later when asset is added

      

11. Enter the Asset Assignment

Asset Assignment: There are 2 options: "Assign asset to the project" and "Assign asset to the task"

For most projects, the Asset Assignment will be "Assign asset to the project." Since most projects (UCP, UFP, and SCP) will have only one capitalizable task, assignment at the project level is feasible and efficient

EXCEPTION: Constructed Equipment Projects (Sponsored & IADF) - Since there will be multiple tasks representing different pieces of constructed equipment, the Asset Assignment for these projects will be "Assign asset to the task" and the specific task must be specified in the Task Number column)

12. Select the Create and Assign Assets tab

13. Select Upload    

14. Select OK on the popup

      

15. The Status column will change to Row Inserted Successfully. Navigate back to Oracle to verify the Asset was created successfully

      

16. Select the Taskbar

17. Select Manage Capital Projects

Note: For componentized building projects DO NOT complete this step until June       

18. Expand the Search pane        

19. Populate the fields with the previously created project details and select Search

Note: Clicking Advanced will give more search parameters. Changing search criteria for certain fields from Starts with to Contains will allow for more robust searching capabilities

20. Highlight the project row and select Actions

21. Select Manage Capital Assets        

22. Verify the Project Asset Details

Note: For componentized building projects, once the capital asset is ready to move to the Fixed Assets module you will need to update asset type to As-built and add the appropriate asset category

      

23. Add Location Details

24. Select Save and Close

You have now completed the process of Creating Project Asset(s) via ADFDI Spreadsheet.

 

1.  Login to Oracle by selecting the Company Single Sign-On button     

2.  Select Projects

3.  Select Assets   

 

4.  Select the Taskbar

5.  Select Generate Asset Lines

 

6.  Select Business Unit, From Project Number, To Project Number, Placed in Service Through Date, and Project Accounting Through Date

     Note: This will be a scheduled process, but it can be run manually off the schedule.

Business Unit: Usually, will be University Capital Projects

EXCEPTION: For Capitalizing a Sponsored Constructed Equipment or Sponsored Capital Project, the Business Unit will be University Sponsored Awards.

Project Accounting Through Date: Ensure that this date is the last day of the month to capture all costs that could be incurred through the month.

7.  Select Submit   

8.  Scroll down on the Assets Overview screen and expand the Process Monitor

9.  Verify that the process has a status of succeeded by clicking the Refresh icon a couple of times

10. Once succeeded, select the View Output to verify that the asset lines have generated successfully      

11. Select the Taskbar

12. Select Manage Capital Projects

      

13. Expand the Search pane        

14. Populate the fields with the previously created project details and select Search

     Note: Selecting Advanced will give more search parameters. Changing search criteria for certain fields from Starts with to Contains will allow for more robust searching capabilities

15. Highlight the project row and select Actions

16. Select Manage Asset Lines

      

17. Verify the Project Asset Line Details 

18. Select the Export icon to export the Project Asset Lines details to Excel  

You have now completed the process of Reviewing Project Assets and Generating Project Asset Lines.

1. Download and Open the Unassigned Asset Lines FBDI spreadsheet and select the Asset Line Assignment tab

1. The First tab in the sheet is an "Instructions and CSV Generation tab giving instructions on how this FBDI works
2. We are going to focus on the Asset Line Assignments Lines tab
3. On this tab, we are going to assign each of our generated Asset Lines to a Project Asset that we created. Using an FBDI spreadsheet allows for more efficient Project Asset assignment rather than manual assignment if you have a high volume of Asset Lines

2. Enter the Asset Line Number and Asset Name

1. The Asset Line Number is the number assigned to the generated asset lines in the previous step.

Note: This process would need to be done by 12 PM to be pick up by the scheduled process of transferring the capital asset from PPM to Fixed Assets       

1. Select the Instructions and CSV Generation tab
2. Select Generate CSV File

Note: Oracle needs the files in a CSV format to upload onto your project

• Click this and a new window will open prompting you to save the template as a .ZIP file
• Save this file with the name as is to your desktop (or somewhere that it will be easily accessible)

3. The macro will run in the background for a few moments.

Note: The name of the ZIP file can be updated. But DO NOT update the names of the individual CSV files

4. You will get a confirmation method that the 'CSV and ZIP files have been generated.'    
5. Login to Oracle by selecting the Company Single Sign-On button     

 

6. Select Tools
7. Select Scheduled Process   

 

8. Select Schedule New Process        

9. Select Load Interface File for Import from the dropdown
10. Select OK

 

11. Select the Import Process (Import Unassigned Asset Lines) and the Data file from the dropdown (Attach the .ZIP file that you created)
12. Select Submit

 

13. Select the Refresh icon (to the right of the 'View Log' button) to see the status of your process; You might have to click it multiple times for the status of “Load Interface File for Import” process say 'Succeeded’

Note: Notice that three subprocesses have kicked off:

• Load Interface File for Import
• Transfer File
• Load File to Interface (this is the last subprocess to kick off)

Make sure all subprocesses have a status of 'Succeeded' before moving onto Step 14

14. Select Schedule New Process        

15. Select Import Unassigned Asset Lines from the dropdown

16. Select OK         
17. Select Submit

          

18. Select the Refresh icon to see the status of your process; you might have to click it multiple times for the status of the “Import Unassigned Asset Lines” process to say 'Succeeded’
19. Highlight the “Import Unassigned Asset Lines” row; the completion text field will say "Asset Lines successfully processed"        

20. Select Projects
21. Select Assets

22. Select the Taskbar
23. Select Manage Capital Projects

      

24. Expand the Search pane        

 

25. Populate the fields with the previously created project details and select Search

Note: Selecting Advanced will give more search parameters. Changing search criteria for certain fields from Starts with to Contains will allow for more robust searching capabilities

26. Highlight the project row and select Actions
27. Select Manage Asset Lines

 

28. Verify that the Asset Line(s) has been assigned to a Project Asset

 

You have now completed the process of Assigning Project Asset Lines to Project Asset via FBDI Spreadsheet.

1.  Login to Oracle by selecting the Company Single Sign-On button

 

2.  Select Projects

3.  Select Assets   

 

4.  Select the Taskbar

5.  Select Transfer Assets to Oracle Fusion Assets

6.  Select Business Unit, From Project Number, To Project Number and Placed in Service Through Date

     Note: This will be a scheduled process but can be run manually off the schedule.

• Business Unit: Usually will be University Capital Projects:
• EXCEPTION: For Capitalizing a Sponsored Constructed Equipment or Sponsored Capital Project, the Business Unit will be University Sponsored Awards

7.  Select Submit

8.  Expand the Process Monitor

      

9.  Verify that the process has a status of succeeded by selecting the Refresh icon a couple of times

10. Select the View Output to verify that the asset lines have been generated successfully

 

You have now completed the process of Transferring Project Assets & Asset Lines to Fixed Assets.

 

Once the Capital Projects Central Administrator creates the capital asset(s), generates the asset lines & assigns them to the appropriate capital asset(s), and transfers them to Fixed Assets, the Asset Accountant can begin the appropriate actions in Fixed Assets. This includes verifying & updating descriptive information on the asset, placing it into service, and running create accounting to ensure the correct asset accounting is generated (reference the Manage Fixed Assets – Asset Additions (CP/Constructed Equipment) QRG for details related to these activities). Once the asset is placed in service in Fixed Assets, the system will autogenerate an asset number. The Capital Projects Central Administrator must run a process to update this asset number to the associated capital asset(s) in PPM.

1. Login to Oracle by selecting the Company Single Sign-On button

 

2. Select Projects
3. Select Assets

      

4. Select the Taskbar
5. Select Update Assets Information from Oracle Fusion Assets

6. Select Submit

7. Scroll down on the Assets Overview screen and expand the Process Monitor

 

8. Verify that the process has a status of succeeded by clicking the Refresh icon a couple of times

9. Select the Taskbar
10. Select Manage Capital Projects

      

11. Expand the Search pane

12. Populate the fields with the previously created project details and select Search

Note: Selecting Advanced will give more search parameters. Changing search criteria for certain fields from Starts with to Contains will allow for more robust searching capabilities

13. Highlight the project row and select Actions
14. Select Manage Capital Assets        

15. Select Asset Details
16. The Asset Number field has been populated and reflects the Asset number assigned in Fixed Assets
17. Select Save and Close

You have now completed the process of Updating Project Asset Information from Fixed Assets.

1.  Login to Oracle by selecting the Company Single Sign-On button

      

2.  Select Projects

3.  Select Project Financial Management

      

4.  Expand the Search pane

      

5.  Populate the fields with the previously created project details and then select Search         

     Note: Selecting Advanced will give more search parameters. Changing search criteria for certain fields from Starts with to Contains will allow for more robust searching capabilities

6.  Highlight the project row

7.  Right-click on the row to see a list of options and select Manage Financial Project Settings

     Note: If you select the project using the project name hyperlink, and then use the taskbar (list icon on the right-hand side of the screen), you will see the same options

8.  Select Change Status

 

9.  Select Trailing from the dropdown and enter any comments (if desired)

10. Select Save and Close

11. The project status has changed from Substantially Complete to Trailing     

You have now completed the process of Changing the Project Status on a Capital Project from Substantially Complete to Trailing.

1. Login to Oracle by selecting the Company Single Sign-On button

 

2.  Select Projects

3.  Select Project Financial Management

      

4.  Expand the Search pane

      

5.  Populate the fields with the previously created project details and select Search

     Note:  Selecting Advanced will give more search parameters. Changing search criteria for certain fields from Starts with to Contains will allow for more robust searching capabilities

6.  Highlight the project row

7.  Right-click on the row to see a list of options and select Manage Financial Project Settings

     Note: If you select the project using the project name hyperlink, and then use the taskbar (list icon on the right-hand side of the screen), you will see the same options.

8.  Select Change Status

9.  Select Closed from the dropdown and enter any comments (if desired)

10. Select Save and Close

11. The project status has changed from Trailing to Closed

You have now completed the process of Changing the Project Status on a Capital Project from Trailing to Closed.

1. Login to Oracle by selecting the Company Single Sign-On button

2. Select Projects
3. Select Project Financial Management

      

4. Expand the Search pane

      

5. Populate the fields with the previously created project details and select Search

 

6. Highlight the project row
7. Right-click on the row to see a list of options and select Manage Financial Project Settings

Note: If you select the project using the project name hyperlink, and then use the taskbar (list icon on the right-hand side of the screen), you will see the same options.

8. Select Change Status

9. Select Closed from the dropdown and enter any comments (if desired)
10. Select Save and Close

11. The project status has changed from Substantially Complete to Closed   

You have now completed the process of Changing Project Status on a Capital Project from Substantially Complete to Closed.

Capital Project Specific Fund to Capitalized Assets Fund

This transfer of funds to close out a Capital Project will be performed by Central F&A users with the Journal Submitter actor role package

1.  Login to Oracle by selecting the Company Single Sign-On button

 

2.  Select General Accounting

3.  Select Journals

 

4.  Select Taskbar

5.  Select Create Journal

 

6.  Enter Journal Batch, Journal Name, Journal Description, Balance Type, Accounting Period, Ledger, Accounting Date, and Category

1. Balance Type: Always will be Actual
2. Period: Always will be defaulted to the current period
3. Ledger: Always will be UChicago US
4. Category: Always will be Transfer-CP

Note: For all Capital Project, Non-Capital Project, or Constructed Equipment Project funds transfer, enter the capital projects fund in the Journal Batch Description.

This can be entered as is or as part of other descriptive details. If the fund in part of the description, Central F&A can use this as a filter in the Journal Details Orbit Dashboard.

7.  Under the Journal Lines section, add 2 lines and select the Account for each line; enter the amount for debit in one line and the amount for credit in the second line

• As part of the closing a capital project, the fund in GL must be closed out as well.

• A journal entry should transfer the capitalized amount of the project (the amount of the resulting asset) to the Capitalized Asset Fund.
• If there are any unused funds in the Capital Projects fund, a second journal must be created to transfer these funds back to the original funding source/unit.
• This can be 1 journal with split distributions (the debit will be the capital project fund & the credit can be to the original fund source for unused funds and the rest to the capital asset fund).

8.  Select Save and then select Complete

Note: Once selecting Complete, the Completion status will change from Incomplete to Complete

9.  Select Post

Note: After Posting, an approval confirmation popup will appear. Click OK and then click Save and Close (in the Save button dropdown) to return to the Journals work area

10. Navigate back to the Journals work area and select the Taskbar

11. Select Manage Approvals

 

12. Verify the journal in the Pending Approval from Others tab

Note: There is a workflow configured for journals to route to the Entity Financial Manager for approval. This routing will depend on the entity entered for the debit/credit entries on the journal

13. Select the Taskbar

14. Select Manage Journals

      

15. Populate the fields and select Search

      

16. Select the Journal hyperlink

17. View the Journal that was created and approved to verify that it has been posted

Note: Once the journal is approved, the Completion Status will say Complete, and the Batch Status will say Posted

You have now completed processing Project Close - Process GL Transfer to Move Equity from Capital Project Specific Fund to Capitalized Assets Fund.