Changing start date in an active award
Symptom:
Key fields like start date in an award get locked after passing certain stage on AMS. We wouldn't expect such fields to change once an award becomes active. However we may get occasional cases where data was entered incorrectly and needs to be modified.
When a ticket comes through to change a start date, three things need to be provided by user
1) Reason for changing start date
2) Proof of documentation of new start date such as donor agreement showing the start date. (not required for Member Implementation in their own country, e.g.. when funding office and Implementing office is Sweden)
3) Approval of FO point person if the ticket is not raised by them. (not required for Member Implementation in their own country, e.g.. when funding office and Implementing office is Sweden)
Please ensure this information is there before assigning to level 2.
Resolution:
Changing start date can be done via Amendment. Process is as follows:
They want to Amend for an earlier date: No problem
They want to Amend for a later date:
If there is spending in Agresso/FMS between current start date on AMS and new proposed start date: The posted costs should be removed from FMS (To check if there is any spending, in agresso go to Financials> General Ledger> Enquiries> General Ledger Transactions use the sof number as the parameter.)
If there are no spending for this period: No problem.
For Active awards the Amendment should be activated.
Once L2 change the 'Start Date' on the Amendment
User should then start the Agreement Amendment Approval workflow and send for approval. If the donor needs a revised proposal, then please run Proposal Amendment Approval.
Changes will appear on the award record once the Funding office point person activates the Fund Summary amendment.
Move the JIRA ticket to Level 2 only after confirmation has been received that no transactions exist in that period.
For rules regarding other AMS data fields please refer to the