Activate / Deactivate RE Contracts - Portfolio Administration

• Deactivate entities on an annual or semi-annual basis.

• Establish clear rules for deactivation.

  For example, deactivate Facilities that have been closed and Projects that have been completed for 3-5 years.

• Deactivate from the bottom-up.

  For example, if you are deactivating a Location, first deactivate associated Capital Projects and Contracts, then deactivate associated Facilities, and so forth.

• Set up one or more "search" reports for Inactive entities. Include the entity type, entity name, address fields, and whatever else you feel is appropriate.

  This will allow you to access the inactive entities on those rare occasions when you need the historical information.

• If you are deactivating projects immediately after completion, make sure to copy relevant data and documents prior to deactivation.

• Consider adding a note about the reason for deactivation in the entity's Description field.

To deactivate a contract:

1. Enter the name of the contract you want to deactivate in the Search in the upper-right corner of the table.

2. Click Search.

   The contracts matching your search criteria appear in the table.

3. Click Change to Inactive link in the Planned Status column.

   The status changes to Inactive.

   You can also deactivate multiple records at once. If you click Down Arrow in the header of the Planned Status column, a field will appear.

   Important!

   If you select Activate for all grid rows or Deactivate for all grid rows, ALL entities in the table—including entities on other pages—will be impacted.

4. If you want to review the records you have selected, select the Only show entities that will be changed? check box.

   The table updates. The records you have marked appear in the table. Take a moment to review the records prior to proceeding to the next step.

5. Click Apply Changes at the bottom of the page.

   The page refreshes. The system begins processing the change.

6. Once the contracts have finished processing, click Reset.

   The system returns you to the Manage Contracts page.

To reactivate a contract:

1. Click List Inactive option.

   Your inactive contracts appear in the table.

2. Enter the name of the contract you want to reactivate in the Search in the upper-right corner of the table.

3. Click Search.

   The contracts matching your search criteria appear in the table.

4. Click Change to Active link in the Planned Status column.

   The status changes to Active.

   You can also activate multiple records at once. If you click Down Arrow in the header of the Planned Status column, a field will appear.

   Important!

   If you select Activate for all grid rows or Deactivate for all grid rows, ALL entities in the table—including entities on other pages—will be impacted.

5. If you want to review the records you have selected, select the Only show entities that will be changed? check box.

   The table updates. The records you have marked appear in the table. Take a moment to review the records prior to proceeding to the next step.

6. Click Apply Changes at the bottom of the page.

   The page refreshes. The system begins processing the change.

7. Once the contracts have finished processing, click Reset.

   The system returns you to the Manage Contracts page.