Close, Deactivate, and Delete Projects and Investments

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When the project lifecycle ends, perform one or more of the following closure activities. As a project manager, closure typically takes place after any final retrospectives, baselining, and analysis of posted actuals. A valid policy at your organization might include closing inactive projects, but not deleting them for one year.
Note
: The following procedures apply to projects and all non-project investments available as a default.
Mark Investments for Deletion
Linked
You can now mark an investment (Project, Idea, Custom Investment) for deletion in Clarity 15.9.2 and higher releases by using the Mark for Deletion action button. When you mark an investment for deletion, Clarity sets the Purge Flag field. The relevant stakeholders can now review all the investments that are marked for deletion. Once they are satisfied, they can run the Delete Investments and Time Reporting Period job to delete the relevant investments.
Before you mark an investment for deletion ensure that:
  • The financial status of the investment is set to Closed to prevent new transactions.
  • The investment status is set to Inactive.
  • No process instances are currently running on the investment.
You need to have the <investment> - Delete - All global access right and “Edit” access rights for investments that you want to mark for deletion. The following access rights have been introduced in this release to facilitate the deletion of investments from Clarity.
  • <Custom Investment> - Delete - All
  • Idea - Delete - All
The Mark for Deletion option is specific to Clarity. This functionality does not impact the Mark for Deletion option in Classic PPM.
Key Points to Remember
:
  • Any user with 'Delete – All (Global)' and 'Edit' access for Custom Investments, Ideas, or Projects, will have the ability to use the Mark for Deletion option.
  • When the 'Delete Investments and Time Reporting Periods' job is run, the system will delete the investment and all related data.
  • If an Investment has timesheet actuals and the
    Administration
    ,
    Project Management
    ,
    Settings
    ,
    A
    llow Marked Investments with Timesheet and Transaction Data to be Deleted
    checkbox is NOT selected, you will see a message indicating that the investment cannot be marked for deletion.
Financially Close a Project
To prevent booking more actuals against a project, you can close the project. Closing a project indicates that no future work is allowed. No new transactions can accumulate on the project.
Follow these steps
:
  1. Click
    Home
    ,
    Portfolio Management
    ,
    Projects
    .
  2. Open the project.
    1. Verify that the project has no ETC.
    2. Process all remaining financial transactions into WIP and post all actuals.
  3. Click
    Properties
    ,
    Settings
    .
  4. Expand the
    Financial
    section. To prevent the assignment of more funding, set the
    Financial Status
    field to
    Closed
    .
  5. Expand the
    Time and Staff
    section. To prevent future actuals from posting, clear the
    Open for Time Entry
    check box. If users had already booked actuals and saved their timesheets, those actuals are still posted when the timesheets are approved and the posting job runs.
  6. Save your changes.
Deactivate a Project
By default, only active projects appear on the Projects list page. To remove it from the list, deactivate the project. The application removes inactive projects from many of the default views that only display active projects such as default reports and portlets. The project remains in the database and you can include it in views using filtering.
Follow these steps
:
  1. Click
    Home
    ,
    Portfolio Management
    ,
    Projects
    .
  2. Open the project.
  3. Select
    Properties
    ,
    Settings
    .
  4. In the
    General
    section, clear the
    Active
    check box.
  5. Save your changes.
  6. (Optional) You can reactivate an inactive project.
Mark a Project for Deletion
You can mark a project for deletion only when the project is inactive. Projects that are marked for deletion continue to appear on the Projects list page until the Delete Investments and Time Reporting Periods job runs. After the job runs, the project is removed from the database.
You need the
Delete
access rights for the projects and investments to mark them for deletion.
Follow these steps:
  1. Click
    Home
    ,
    Portfolio Management
    ,
    Projects
    .
  2. Filter the list for inactive projects.
  3. Select the check box next to a project and click
    Mark for Deletion
    .
  4. To confirm, click
    Yes
    .
Before 15.5.1, if a project had time entries or financial transaction data, you could not mark it for deletion. You had to delete the time periods that contain the actuals first. Starting with Release 15.5.1, you can delete investments with timesheet or financial transaction data. To enable this feature, select the
Allow Marked Investments with Timesheet and Transaction Data to be Deleted
check box on the
Settings
page.
Cancel Project Deletion
You can cancel the deletion of a project that was marked for deletion in these situations:
  • The Delete Investments job has not yet run.
  • The project remains inactive and is listed on the Projects list page.
When you cancel deletion, the project is not deleted when the Delete Investments job runs. Inactive projects continue to appear in the list of inactive projects.
Follow these steps:
  1. Click
    Home
    ,
    Portfolio Management
    ,
    Projects
    .
  2. Filter the list for inactive projects.
  3. Select the check box next to a project and click
    Cancel Deletion
    .
  4. To confirm, click
    Yes
    .
To see the list of inactive projects and investments that have been marked for deletion, complete the following steps:
  1. Configure the list to display the Purge Flag field.
  2. Filter or sort the list by the Purge Flag field to review the projects that have been marked for deletion.
Delete a Project or Investment
After you close, deactivate, and mark a project or other investment for deletion, you can delete it.
You require only the
Job - Run
access right for running the Delete Investments and Time Reporting Periods job. To identify any projects that the job did not delete, examine the job log output after running the job.
Prerequisites
Before deleting an investment with actuals in 15.5.1 or higher, as the project or financial manager responsible for managing investments, verify the following prerequisites:
  • The financial status of the investment is set to
    Closed
    to prevent new transactions.
  • The investment status is set to
    Inactive
    .
  • No process instances are currently running on the investment.
  • You have the access rights for completing the following tasks:
    • Mark investments for deletion
    • Run the Delete Investments and Time Reporting Periods job.
  • The parent-child hierarchy allocations for the investment are 0%, 100%, or removed. To verify these values, complete the following tasks:
    1. Open the project.
    2. Click
      Hierarchy
      ,
      Parents
      .
    3. Review the allocations across multiple parents. Verify that only one parent has 100% allocation and all others have 0%. Alternately, remove the investment from all parents before deleting it.
  • The user with the access right to run the Delete Investments and Time Reporting Periods job reviews the investments and time periods that are marked for deletion. Without proper governance, data that was not meant to be deleted can get accidentally deleted.
  • If using Release Planning, delete the releases and requirements associated with the investment.
Follow these steps:
  1. Configure the project management setting to allow users to mark investments with timesheet and transaction data to be deleted. See Define Default Project Settings.
  2. Mark the investments for deletion. See
    Mark a Project for Deletion
    in this article.
  3. Review the time reporting periods and investments marked for deletion. If needed, cancel the deletion.
  4. Run the Delete Investments and Time Reporting Periods job. Your administrator can also schedule this job to run on a recurring basis.
    See
    Jobs Reference
    for more information about the job.
Deleting Projects and NPIOs with Actuals
In 15.5.1 or higher, you can delete projects and other investments that have actuals in timesheets, transactions, or both. The following table lists the conditions for deleting investments with actuals:
PM Admin Setting
Mark Investment for Deletion?
Delete Investments Job Parameter
Investment with Actuals Deleted?
Checked
Yes
Checked*
Yes
Checked
Yes
Unchecked
No
Unchecked*
No
Unchecked
No
Unchecked*
No
Checked*
No
*If the project management admin setting is unchecked before the job runs, even with the job parameter checked, the investment is still
not
deleted.
After running the Delete Investments and Time Reporting Periods job, all transaction entries are deleted. The investment (application, project, product) is removed. The job log shows what was deleted, for example:
REVMGR-20996: Purge Successful. Project Code: 57152PRD_LFES; Transactions Purged=1. 57152PRD_LFES (5002001) has been deleted.
Delete Investment-Specific Charge Codes
When you delete a project, the application removes the investment-specific charge code from the database PRCHARGECODE table. Any rate matrix rows that used the investment-specific charge code are also removed.
Investment-specific charge codes are available for projects but not for non-project investments or custom investment types.
The following sequence of steps summarizes the lifecycle of a charge code:
  1. Click
    Administration
    ,
    Project Management
    ,
    Settings
    and select the
    Enable Investment-Specific Charge Codes
    check box. Click
    Save
    .
  2. Click
    Administration
    ,
    Project Management
    ,
    Charge Codes
    and create your charge code. Set the charge code to
    Open
    so that it shows up on the selection list inside a project.
  3. (Optional) Another way to create project-specific charge codes is to open the project and click the
    Project Properties
    tab. You can create the code on the
    Charge Codes
    subpage.
  4. Select a project in the
    Investment
    field. You cannot change or delete this charge code directly in the user interface.
  5. Click
    Administration
    ,
    Finance
    ,
    Manage Matrix
    .
    1. Create a new rate matrix or use an existing one. Configure the
      Charge Code
      field as a column.
    2. Add one or more rate matrix rows with this investment-specific charge code.
  6. Update the investment with this charge code. Create time entries and financial transactions with this pairing of the investment and charge code.
  7. Set the project or investment
    Financial Status
    field to
    Open
    .
  8. Click
    Home
    ,
    Financial Management
    ,
    Transaction Entry
    and create transactions for resources who are using the charge code on the project or investment.
  9. Run the following jobs:
    • Post to WIP job
    • Post Transactions to Financial job
    • Import Financial Actuals job
  10. Confirm that you see actuals posted for these transactions on the project or investment
    Team
    page.
  11. Close the project and set it to
    inactive
    status.
  12. Mark the project or investment for deletion and run the Delete Investments and Time Reporting Periods job.
  13. Review the job log for messages that confirm that this charge code no longer appears in the list of charge codes.
  14. Click
    Administration
    ,
    Project Management
    ,
    Charge Codes
    and confirm that the charge code no longer appears.
  15. Click
    Administration
    ,
    Finance
    ,
    Manage Matrix
    and confirm that the charge code no longer appears in rate matrix rows where it had been configured as a column.