Reopening a closed record (SOF or Partner Agreement)

Infographic showing symptom and solution in brief. For more detail please read the notes below.

Open

Symptom:

User sends a request to reopen a SOF or Partner Agreement with a closed status where there no workflows available.

A reason to reopen the award will need to provided, if the ticket does not specify this please confirm with the user why the award/ partner agreement needs to be reopened.

Level 1 please check the reason for reopening. 

If certain data fields like the reporting schedule needs to be updated, or a document/report uploaded then an award does not need to be reopened, refer to--> When does an award not need to be reopened/ un-archived?

Solution:

Reopening SOF

1. Approval from Point persons of award (SCI and Member (Lead implementing office point person & Funding office point person)) also AMS Champion from Member office is required.
   Please check ALL the emails and information that has been provided in the ticket including looking at the email trails to ensure all approvals have been given and reason for reopening is valid.
   In a lot of cases, point persons may have left the organisation, if this is the case then approval from anyone in awards team in implementing office is fine. Take the same approach for the funding office too and the Member Champion should be able to assist with this. Also, if it is the lead implementing office point person who emailed the member or AMS support asking for approval to reopen the award then we can take this as an approval. If you can see there is at least one approval then ask user to obtain all the other approvals and leave ticket open. If user has not responded within 5 days please close the ticket.

Follow the below format to request approvals for reopening closed SOFs:

Please provide us with the below approvals to be able to reopen this closed SOF(s) for you:

1. Lead implementing office point person (Full Name, Email)

2. Funding office point person (Full Name, Email)

3. AMS Champion for the Funding Office (Full Name, Email)

In case any of the above users is no longer with Save the Children, please obtain the approval from a fellow Awards team member from the same office. 

1. Explain the below steps so they are aware (if approvals are all there):
   a- AMS team will switch the closed award status to pre-closeout
   b- You will need to run an amendment to extend the final posting date to the date in the future.
   c- Once the amendment is complete in AMS, the SOF will automatically re-open in SCI agresso till the new final posting date, so it will allow the CO to post the necessary adjustment,
   d- Once the final posting date has passed, you will need to run the closeout workflow to formally close the award again.

2. If they agree with the process above and point persons approved please move to L2

Reopening Partner Agreement

1. Approval from the Managing Office Champion is required. If it is not there, close ticket and request user to send an email once approvals are obtained.

2. Tell them the below steps so they are aware:
   AMS team will switch the closed partner agreement status to pre-closeout and SCI Agresso will then allow the user to post any transaction related to partner.

3. If they agree with the process above and champion approved it, please move to L2
   
   If main award is active (not yet closed) and only the partner account is closed, we only need approval from super user in the CO and we can help them to change the closed partner to pre-closeout. As the main award is still active, user will then be able to post any transaction to SCI agresso.  
   If the main award is closed then this needs to be re-opened before partner agreement can be reopened.

Reopening Archived/Not - Approved Opportunity 

If the user is asking to unarchived/Re-open an opportunity they need to provide below information

1. Reason it was archived/not approved and why they want it to be active now

2. Approval from the Funding Office Champion