Changing start date on an active partner agreement

Symptom:

A partner agreement has been activated, but the start date was incorrectly entered. The user has asked AMS Support to change it.

Cause:

Start date gets locked on a partner agreement once partner agreement workflow has started (and cannot be changed by users once it is approved).

Resolution:

Step 1: check that the new start date falls within the funding award period. That is, the partner agreement start date must be within the start and end date or Amended End date of the funding award or the start date can the same as the funding award. If the start date falls outside the award period, then the change cannot be made.

Step 2: if the new proposed start date of partner agreement is after the current approved start date on the partner agreement, then we need to ensure there are no expenses posted between this period. To do this:

(a) check in Agresso yourself to ensure there are no partner agreement expenses (SOF code, 5200/5201 account code) and then

(b) seek confirmation from implementing office point person of the funding award and the user who raised the request there are no expenses posted (if there is explain to them there is) and that they are not planning to post any in the future.

Step 4. If there are expenses posted, advise the user if they still need the start date changed then they will need to remove the expenses.

Step 3: Once confirmed there are no expenses (or expenses have been removed), advise the user to request an amendment (so status of the partner agreement should be 'amendment created'), be clear to the user NOT to run the partner agreement amendment workflow, only to request an amendment. Please also advise the user to upload a draft partner agreement contract showing the new start date.

Step 4: once the above steps are completed, advise user we will be in touch once the start date has been changed and move the ticket to Level 2.

Action for level 2: partner agreement amendment entity doesn't have start date as a value, this means the start date needs to be updated on the main record itself.

Step 5: Force change the start date on the live record. Once done, start the partner agreement approval directly.

Step 6: Inform the user that the change has been done and that the workflow has also been started on their behalf. They will need to follow up with the approvers to ensure that the workflow is approved in a timely manner.

Additional Notes:

Add text here