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
· Promote Request to Provost Office
· Reviewing Approved Requests – FY Cycle
· Capital Requests – Off Cycle
· Promote Request to Provost Office
· 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
Demote Request
1. Use SSO to access your Oracle account.
2. Select the Capital Requests cluster on the homepage.
3. Select the Fiscal Year card
4. Select Vertical 2
5. Right click on a request and select Demote Back to Submitter
a. NOTE: Before right clicking, select a member in the dimension closest to the grid so that the row highlights in blue, then right click
6. Write the demotion comment in the "Demotion Comments" box
7. Select Launch.
You have now completed the process of Demoting a Capital Request
Promote Request to Provost Office
1. Use SSO to access your Oracle account.
2. Select Capital Requests Cluster on the homepage.
3. Select the 'Fiscal Year' card.
4. Right click on a request and select Promote to Provost Office
a. NOTE: Before right clicking, select a member in the dimension closest to the grid so that the row highlights in blue, then right click
5. Select Launch.
You have now completed the process of Promoting a Capital Request to the Provost Office
Add Attachment to Request
1. Use SSO to access your Oracle account.
2. Select Capital Requests Cluster on the homepage.
3. Select the 'Fiscal Year' card.
4. On the left-hand side, select vertical 6.
5. On a request created, select the empty "Attachment" cell and right click on it, Select "Attachments".
6. Select Choose File
7. Select desired file for upload, and select Open
8. Select Upload.
9. Ensure that attachment has been uploaded by hovering over the attachment column and confirm widget appears on the upper right-hand corner of the cell.
You have now completed the process of adding an Attachment to a Request
Reviewing Approved Requests – FY Cycle
1. Use SSO to access your Oracle account.
2. Select the 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
Demote Request
1. Use SSO to access your Oracle account.
2. Select the Capital Requests Cluster on the homepage.
3. Select the 'Off Cycle' card.
4. Select Vertical 2.
5. Right click on a request and select Demote Back to Submitter.
a. NOTE: Before right-clicking, select a member in the dimension closest to the grid so that the row highlights in blue, then right-click.
6. Write the demotion comment in the Demotion Comments box.
7. Select Launch.
You have now completed the process of Demoting a Capital Request
Promote Request to Provost
1. Use SSO to access your Oracle account.
2. Select the Capital Requests Cluster on the homepage.
3. Select the Off Cycle card.
4. Right-click on a request and select Promote to Provost Office
a. NOTE: Before right-clicking, select a member in the dimension closest to the grid so that the row highlights in blue, then right-click.
5. Select Launch.
You have now completed the process of Promoting a Capital Request to the Provost Office
Add Attachment to Request
1. Use SSO to access your Oracle account.
2. Select the Capital Requests Cluster on the homepage.
3. Select the Off Cycle card.
4. On the left-hand side, select Vertical 8.
5. On the request created, select the empty Attachment cell and right-click on it, select Attachments.
6. Select Choose File.
7. Select desired file for upload and select Open.
8. Select Upload.
9. 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
Reviewing Approved Requests – Off Cycle
1. Use SSO to access your Oracle account.
2. Select the 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. Use SSO to access your Oracle account.
2. Select Capital Requests Cluster on the homepage.
3. Select the Capital Reports card.
4. Select the Request Details tab.
5. In the Organization POV at the top of the page, view your Organization
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, navigate to the gear icon
7. Select Download as Excel
a. NOTE: Excel is the recommended way to review this report given the number of columns
NOTE: 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.
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 – Use University Capital Projects to view all projects. Select 'CR_XXXX' member to view an individual project.
Scenario – Use Capital Cycles member to view requests at any step. Use Submitter (FY), Entity Reviewer (FY), Provost Office (FY), etc. to view non promoted requests
Version – 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. You can also select your specific role (Submitter, Entity Reviewer, etc.) to view all requests that you have to take action on.
You have now completed the process of Reviewing Capital Reports