CAPS

Temporary Shutdown of CAPS System for FINDINI Enhancements: May 11 - 21

April 12, 2018
CAPS will disable CAPS workflow at the end of day on Friday, May 11th.  Projects in workflow not approved by the 18th will be Returned for Edit to CAPS Requestors.  This is necessary to properly deploy the enhancements to the CAPS system for the automated CAPS funding and close processes.  CAPS will re-enable workflow on May 22nd so that projects can be submitted to CADM before the year-end deadline.

Year-End CAPS Forms Submittal Deadlines

April 12, 2018

To ensure that all necessary approvals are in place and all accounting entries are completed on time, appropriate CAPS forms must be submitted to Central Administration (CADM) by your School/Unit's Authorized Requestor through the CAPS Automated System by the dates below:

  • Friday, May 25th - Completed Project Proposals (PPs) and Construction Authorizations (CAs) submitted by this date will be processed and CIP activities enabled, where applicable, for FY18. This now includes Soft Closes as these are initiated by a revised CA. The deadline is being extended one week to compensate for the temporary CAPS shut down detailed in another article in this eNews edition.
  • Monday, June 18th  - Completed Construction Close Requests (CCRs) submitted by this date will be processed and CIP activities will be disabled for FY18. Please note, per FAR: OA, GL and CCR balances must be equal and have no future charges pending and no invoices in Mass Additions.

Note: Forms submitted after the dates listed above will be held in a queue and processed in FY19 when the CAPS system re-opens for approval on or before Friday, July 6th.

CAPS and CPATH Automated Systems Enhancements

March 15, 2018

Some automated system enhancements are coming.

CAPS Project Approval System
A future enhancement will be the automation of CIP funding journals. This should increase the turnaround time for approvals and accuracy of journals. CAPS will be working with FAR over the next several months on developing the appropriate business requirements to automate this process.

Capital Planning in CPATH
The following enhancements have, or will be, implemented in CPATH:

  • Projected Future Depreciation (CP213) report – Useful life overrides are now allowed for non-MFE assets with depreciable lives different than the standard 20 and 35 years. Other depreciable lives can be input on the Project Finance tab. Reasons for overrides could include lease terms, lab componentization periods that differ significantly from the standard 20-year life estimate, and special situations such as modular construction. Useful lives that are overridden and utilized for the depreciation calculation are highlighted in the Report to facilitate identification.
  • Open Projects (CP207) report – Those projects are now highlighted where project-to-date capital spending exceeds non-debt funding if there is some non-debt funding included as a funding source. This is to identify projects that are being charged interest. If debt funding and resulting interest charges were not anticipated, a CAPS form should be submitted to add additional non-debt funding to the project.
  • Plan to Actuals with CIP Funding (CP979) report (delayed to June 2018) – This will reflect transfers of funds to projects for the current fiscal year and commitments for future years. Funding by source will be obtained from the CPATH CIP Funding sub-tab of the Finance tab (as this is assumed to reflect the funding that was or will be initiated through CAPS forms.) For equity funding, this will show the amount of funding, if any, that will be moved into a CIP this fiscal year. For debt funding, this will show the amount of anticipated borrowing for capital costs for this fiscal year.... Read more about CAPS and CPATH Automated Systems Enhancements

Year-End CAPS Forms Submittal Deadlines

March 15, 2018

To ensure that all necessary approvals are in place and all accounting entries are completed on time, appropriate CAPS forms must be submitted to Central Administration by your School/Unit's Authorized Requestor through the CAPS Automated System by the following dates:

  • Friday, May 18th  Completed Project Proposals (PPs) and Construction Authorizations (CAs) submitted by this date will be processed, and CIP activities enabled, where applicable, for FY18.
  • Monday, June 18th – Completed Construction Close Requests (CCRs) submitted by this date will be processed, and CIP activities will be disabled for FY18. Please note, per FAR: OA, GL and CCR balances must be equal and have no future charges pending and no invoices in Mass Additions.

Forms submitted after the dates listed will be held in a queue and processed in FY19 when the CAPS system re-opens for approval by Friday, July 6th.

FY19 Capital Budget Submission

January 11, 2018

The FY19 capital budget submissions will be due using CPATH by end of day on Friday, February 16, 2018.  In addition, the automated FCA tool, vfa.facility, should be updated as of this date or completed FCI templates should be emailed to Garry Cuneo (garry_cuneo@harvard.edu) or Missy Reed (missy_reed@harvard.edu ). Also, responses to the Capital Plan Narrative Update questions should be submitted; these have been included with the FY19 Budget Guidelines and Narratives distributed by OFSP.  CAPS will obtain your responses from OFSP when you submit the narrative to them.

... Read more about FY19 Capital Budget Submission

CAP Workflow Processing Outage - June 15 through July 6

June 15, 2017

CAP workflow processing will be disabled from Thursday, June 15th, 12:00 PM through Thursday, July 6th, 7:00 AM. During this period time, the CAPS system will be available to users; however, any form on which the “Submit to CADM” button is selected will remain in queue and not be available for action by the CAPS Office until 7:00 AM on Thursday, July 6th. Also, “Initiate PP” links within CPATH will be inactive during this period.

... Read more about CAP Workflow Processing Outage - June 15 through July 6

Modernization of Financial Reporting Project Announces the Release of a NEW AP Holds Dashboard, Enhancements to Existing Content and the Disabling of CREW CAPS Content

June 11, 2015

The Modernization of Financial Reporting Project recently released a new AP Holds dashboard for the Procure to Pay subject area.  Many of the users in our community are very excited about having a dashboard that displays all invoice holds in a single view!  The release of this content is timely with year-end processing about to get underway.  This new dashboard can help users identify on-hold invoices warranting attention prior to year-end close.  If you...

Read more about Modernization of Financial Reporting Project Announces the Release of a NEW AP Holds Dashboard, Enhancements to Existing Content and the Disabling of CREW CAPS Content

Reminder: FY15 Year-End CAPS Forms Submittal Deadlines

April 16, 2015

To ensure that all necessary approvals are in place and all accounting entries are completed in time, appropriate CAPS Forms must be submitted to Central Administration by your School/Unit's Authorized Requestor through the CAPS Automated System by the dates set forth below.

    • Friday, May 8th- Completed Project Proposals (PPs) and Construction Authorizations (CAs) submitted by this date will be processed, and CIP activities enabled where applicable, for FY15. 
    • Monday, June 8th, 12pm -...
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FY15 Year-End CAPS Forms Submittal Deadline

March 19, 2015

To ensure that all necessary approvals are in place and all accounting entries are completed in time, appropriate CAPS Forms must be submitted to Central Administration by your School/Unit's Authorized Requestor through the CAPS Automated System by the dates set forth below.

    • Friday, May 8th- Completed Project Proposals (PPs) and Construction Authorizations (CAs) submitted by this date will be processed, and CIP activities enabled where applicable, for FY15. 
    • ...
Read more about FY15 Year-End CAPS Forms Submittal Deadline

CAPS System Blackout Period - September 15, 2014 through End of October

August 14, 2014

The new automated capital planning system, CPATH (“Capital Planning at Harvard”) will be going live on October 27th. CPATH will be integrated with the CAPS automated system to initiate Project Proposals and with the G/L to pull spending. In an effort to ensure that this integration goes smoothly, the CAPS automated system will have a blackout period from September 15th through the end of October at which time users will have their responsibilities temporarily suspended.

 Requests submitted to Central Administration (CADM) will need to be approved and any...

Read more about CAPS System Blackout Period - September 15, 2014 through End of October