Expire Master Item

Description

This function is part of the Final Design and Bid Package Preparation subsystem and is used to ‘expire’ a master item in Active status. Once a master item is approved, it cannot be deleted, but this function allows the Project Use To date to be modified such that the master item expires on the given date and can no longer be selected on a project. Note, however, that if the item is already be included on a project; the system does not generate a notification of the expiration. However, the user will receive a warning when they try to advertise the project or submit it for QA review.

The Expire Master Item function provides part of the Master Items Maintenance functionality and is accessed from the Master Item Detail screen when the master item is in Active status.

Note: Throughout the Final Design and Bid Package subsystem documentation, the term ‘master items list’ refers to the comprehensive list of item numbers and their associated details which are stored in the ECMS database. This term is used to distinguish this list from the ‘Construction Items Catalogue’, a document about the master items, which is maintained outside of ECMS.

Step-by-Step Directions

User Action	Result
Open your browser software and access the ECMS Welcome page.	The ECMS Welcome page is displayed with the navigation bar on the left.
Using the Registered Users Login fields at the top of the navigation bar, enter your user ID and password. Click GO or tap the Enter key.	The ECMS Welcome page appears. Your user name now appears at the top of the navigation bar, and the navigation bar options are tailored to your security group(s).
From the navigation bar, select the Design Admin option.	The Design Administration options available to your user group are displayed.
Select the Master Items Maint option under Design Admin on the navigation bar.	The Master Items List Maintenance home page is displayed.
Enter or select search criteria and click the SEARCH button.	The Master Items List is displayed and includes the item number for which you searched.
On the Master Items List page, click the item number hyperlink.	The Master Item Details screen is displayed in read mode.
Use the down arrow in the upper left corner of the screen display to jump to the bottom of the screen.	The lower portion of the screen is displayed.
Click the EDIT button.	The screen switches to edit mode.
Enter the last date the master item may be used in the Project Use To field. Enter the date in mm/dd/yyyy format by overtyping the current value; or select the date using the Calendar/clock icon.	The new Project Use To date appears in the field. This is the last date on which the item may be selected for use on an ECMS project. After this date, the master item no longer appears in any item selection list. Note: The item may already be included on a project. The system does not generate any notifications of the impending expiration. However, if the project has not been let, the user receives a warning when trying to advertise the project or submit the project for QA Review. Additionally, the system generates an error prior to the bid opening if the project scheduled to be let contains an expired item. None of these errors and warnings prevents the project from moving forward with expired items, however.
Click the SAVE or SAVE & EXIT button.	The ‘please wait’ message is displayed while the system saves the data. When the item has been saved, a message is displayed informing you that the save was successful. Note: The master item status remains Active until the Project Use To date you entered, and until the batch 'update master items' batch program is run.
Click OK on the message box.	If you clicked SAVE, you remain on the Master Item Detail screen. If you clicked SAVE & EXIT you are returned to the previous screen in the browser history.

Created by
Joseph D Howe/PennDOT on 03/16/2005 at 10:53:14 AM