Closing or Reopening a Capital/non-Grant Project

Purpose:  Reference this QRG to learn how to close a Capital Project or Program Project at the 'Project' or 'Activity' levels and reopen/reactive them in ctcLink Project Costing Module.  

Audience:  Finance Staff/Capital Projects Manager.

You must have at least one of these local college managed security roles:

  • ZC Awards Processing
  • ZZ Awards Processing
  • ZZ PC Local Configuration
  • ZZ Project Costing Processing

You must also set these User Preference Definitions:

If you need assistance with the above security roles or User Preference Definitions, please contact your local college supervisor or IT Admin to request role access.

When should you close a Capital Project or a Program Project?

Projects and activities that have a Closed Project Status or Inactive Processing Status do not appear in the prompt lists of PeopleSoft cost feeder systems and effectively shuts off the flow of all transactions to Project Costing for that particular Project or Activity.  Note: when a Project is Closed, no further transactions or cleanup can be processed. However, the Project Status can be easily reopened with a new effective date if necessary.

Security Role needed:  ZZ PC Configuration Role.

All state-funded Capital Projects are valid for a limited period of time. It is important to close Capital Projects that no longer have funding to help avoid invalid transactions.

Closing a Capital Project or Program Project at the Project Level

Navigation: Project Costing > Project Definitions > Define Project General Info

  1. On the Project General search page, enter or look up the Business Unit.
  2. Enter or look up the Project.
  3. Select Search.
  4. Select the Search Results.
  5. The General Information page displays.
  6. Select the Project Status Open hyperlink.

Note the Processing Status is Active and the Project Status is Open.

General Information page
  1. The Project Status page displays.
  2. Select the Plus Icon to add a new Project Status Effective Date.
  3. The Look Up Status window opens.
  4. The Effective Date in the new Project Status defaults to 'Today's Date'. Enter a new Effective Date as needed.
  5. Note the new Project Status defaults to 'Open'. Select the look up tool to select 'C 'for Closed.
  6. Optional to add comments.
  7. Select Save.
select closed status
  1. Your Project is now 'Closed'. Select View All/View 1 hyperlink or the Include History button to view all Effective Dates.
  2. Select the Return to General Information link.

Optional to add/edit Comments and then Save page as needed.

return to general information link
  1. The General Information page displays.
  2. Note the Processing Status is now Inactive and the Project Status is now Closed.
PRoject closed

To view the Status of multiple Projects, follow Navigation: Project Costing > Project Definitions > Update Project Status.  When the Status page opens, enter your Business Unit and select Search.

  1. Section complete.

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.

Video Tutorial Via Panopto

View the external link to Closing a Capital Project at the Project Level. This link will open in a new tab/window.

Closing a Capital Project or Program Project at the Activity Level

Closing a Capital Project or Program Project at the Activity Level prevents the Activity ID from displaying in the Activity Chartfield lookup list in other modules.

Navigation: Project Costing > Activity Definitions > Update Activity Status

  1. The Status page displays.
  2. Enter or look up the Project or Activity.
  3. Select Search.
  4. Select the desired results.
  5. The Status page displays.
  6. The Effective Date defaults to the current date.
  7. In the Status field, enter 'C' for Closed or use the lookup tool to select Closed.
  8. Select the Save button.

If your Activity Status has additional Effective Dates or has been modified before, select the plus icon [+] to add a new Effective Date.

Look up status window

Upon saving the page, the Status will update from Open to Closed.

  1. Optional to add details within the Comments section.
  2. Select the Save button.
add comments

Note: Select the blue hyperlink View All or View 1 to toggle back and forth to view multiple status dates. You can have multiple Open/Close Activity Status dates.

You can have multiple Open/Close Activity Status dates, however please do not overlap the dates.

view multiple activity statuses

Note that there is a Correct History button that you may need to use.  Once an Activity is closed, you can open it back up in a similar manner.  To open it, add a new status (Add New Row + button toward the upper right of the screen), add an effective date one day after the effective date that the activity was closed, select O in the Status field.  

  1. Navigate to Project Costing > Activity Definitions > Define Project Activities.
  2. Search for and select the Project that the Activity is associated with.
  3. On the Detail tab, change the Status from Active to 'Inactive'.
  4. Select the Save button.
Inactivate teh Activity status

By setting the Activity ID status to Inactive, prevents the Activity ID displaying in the Look Up Activity list in other Modules.

Lookup activity
  1. Process complete.

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.

Video Tutorial Via Panopto

View the external link to Closing a Capital Project at the Activity Level. This link will open in a new tab/window.

Re-Opening a 'Closed' Capital Project or Program Project at the Project Level

From the General Information page, you can also select the 'Closed' hyperlink to navigate to view/edit the Project Status.

Navigation: Project Costing > Project Definitions > Define Project General Info

OR

Navigation: Project Costing > Project Definitions > Update Project Status

Navigation: Project Costing > Project Definitions > Update Project Status

  1. On the Status search page displays, enter or look up the Business Unit.
  2. Enter or look up the Project.
  3. Select Search.
  4. Select the Search Results.
  5. The Status page displays.
  6. Select the '+' or Plus Icon to add a new effective date. The View All link turns blue.
  7. Select the View All/View 1 hyperlink and/or select the Include History button to view all Effective Dates.
On the Status page select the plus icon
  1. On the new Project Status Effective Date, enter a new Effective Date (do not overlap prior Closed date).
  2. Enter or use the lookup tool to scelect the Status = 'O' for Open Status.
  3. Optional to Add/Edit Comments as needed (see example below).
  4. Select the Save button.
Update new effective date

Note that there is a Correct History button that you may need to use.  Once an Activity is closed, you can open it back up in a similar manner.  To open it, add a new status (+ button toward the upper right of the screen), add an effective date one day after the effective date that the activity was closed, select O in the Status field.  Save.  

If you need to reopen an Activity you can do the same steps as above, but select a status of Active. Activities can be inactivated and reactivated as many times as needed.

  1. Process complete.

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.

Video Tutorial Via Panopto

View the external link to Re-Opening a Closed Capital Project. This link will open in a new tab/window.