Changing of Implementing office on an Award

Reference Ticket: 

Symptom:

User requests Implementing Office change on an award in AMS.

Changing the implementing office is serious business and we almost never do it because of legal and system implications.

Scenario 1: Therefore, if the existing lead implementing office an SCI office, and the new office user has requested is also an SCI Office please check the below:

• Is the user requesting the change from the member office who currently holds the contract? If not, please seek confirmation from member of change.

• Ensure the agreement document for this award record has been uploaded onto AMS.

• Ensure new contract with donor relating to the new implementing office has been initiated.

• Ensure that there is an active amendment

• Once everything is checked send the ticket to AMS L2.

Scenario 2: If lead implementing office is a member programmatic office eg. United States Member Domestic Program or Sweden Member Implementing Office, and the New Implementing Office is SCI Office (or vice versa) please do the below:

If the award is active:

a. Run an amendment on the award with 'old' implementing office to reduce the award amount to zero and also the end date to a date in the past (to reflect that SCI/member is not going to implement this award) . Once the amendment is approved, close down the award.
b. Set up a new award to reflect the changed contractual set up between the donor and the new implementing office.

If the award is not yet active (i.e., at Opportunity or Proposal stage):

a. Archive the existing record

b. create a new record and follow the standard award approval process. 

Scenario 3: If lead implementing office is a member programmatic office eg. United States Member Domestic Program or Sweden Member Implementing Office, and the New Implementing Office is also a Member Domestic Program please do the below:

Two options:

1. Either set up a new award similar to scenario 2 (this will be required if offices in question are using SCI's Agresso)

2. Or Add the new IO as an other implementing office. But should ensure with the new Member that this works with their processes and systems.

** If the request for 'Change of implementing Office' is coming due to CAPP transition, it needs to be discussed with the L2, as they will be aware of the agreed arrangement. 

Scenario 4: If the funding office is a Non-IP Member (i.e., in Member record, "Funding Member" field=No), and the current office is a Non-SCI Office (meaning Member managed office i.e. in Org Unit record, "Part of" field is anything other than Save the Children International) e.g, Member domestic program, Member Head office, Fiji Country Office.

• Non- IP Members cannot set up awards to SC International offices directly. Awards will have to be channeled through one of the IP Members.

• The current record needs to be archived and a new one created with the correct set up.