TR: Project Completion Management

Overview & Navigation

What Is Project Completion?

Project Completion Management is the final phase of the capital expenditure lifecycle. Once a project's line items are approved, every item must receive a disposition—a formal decision outlining what will happen to that specific asset or expenditure.

Formally closing out these line items ensures the system automatically generates accurate downstream records, including future planning items, asset retirements, and asset replacements. There are five available disposition types:

Disposition Type	When to Use
Complete	The planned expenditure is finished and requires no asset-level action.
Retire	The asset has reached its end of life and must be permanently removed from service.
Repair	The asset will be repaired instead of replaced, successfully extending its useful life.
Refurbish / Renovate	The asset (or a bulk group of guestroom assets) will undergo refurbishment or renovation.
Replace	The existing asset will be retired, and a brand-new asset will take its place.

How to Access Project Completion

You can navigate to the Project Completion Management page using one of two methods:

1. Dashboard Widget: Click directly on the "Projects to Complete" widget.

2. Menu Navigation: Open the Expenditures menu and select Project Completion Management.

Page Layout

The interface is split into two primary panels designed for efficient data review and action:

Left Panel: Project Card List

This is a searchable, scrollable directory of all projects currently waiting for a disposition. Each project card displays:

• Status Icon: A green check mark signifies all line items are dispositioned; a gray check mark means outstanding work remains.

• Project Title & ID: The designated name and identifier of the expenditure project.

• Date Range: Start and end dates, localized to your profile's formatting preferences.

• Progress Counter: Displays the project status followed by a numerical count (e.g., Approved: 3/5), tracking completed line items against the total.

• Cost Summary: Located at the bottom of the card, showing Actual Cost and Approved Cost in USD. If the active site utilizes a different local currency, the equivalent amount is displayed alongside the USD figures.

Note: The search bar allows you to filter this list instantly by project title, type, or other card text. Clicking a card loads its specific items into the right panel.

Right Panel: Line Item Grid

This grid displays the individual line items tied to your selected project. Key elements include:

• Disposition Status Icon: A green check mark indicates an item is completed; a gray check mark means it remains pending.

• Action Button: Represented by a shield/verified icon on each row. Clicking it opens that item's specific disposition form.

  • Enabled Hover Text: "Open disposition modal".

  • Disabled/Grayed Out Hover Text: "No disposition type available" (occurs when no disposition type is assigned at the planning level).

• Toolbar: Features a dedicated Refurbish / Renovate button to execute bulk modifications.

Filter Panel

Clicking the filter icon in the top-left corner of the project list opens options to refine your workspace:

• Is Completed: Filter by Yes, No, or Both (Defaults to No).

• End Date: Date range picker (From / To) with no default constraints.

Click OK to apply filters and refresh the project list.

System Behavior After Saving a Disposition

When a disposition form is saved, the platform executes the following automated workflow:

1. The line item's status icon transforms into a green check mark.

2. The project card's progress counter dynamically increments.

3. Future Planning Generation: If the item is recurring (possesses a non-zero interval), the system calculates and generates a new planning item for the next budget cycle ($Current\ Budget\ Year + Interval$). Note: Items with a 0-year interval or types that do not require an asset will omitted from auto-generation.

4. Asset Tracking Update: For asset-centric actions (Retire or Replace), the underlying asset record is systematically altered or marked inactive.

Currency Display Rules

• Project Cards: Universally display costs in USD. Local currency equivalents are displayed inline if applicable to the site.

• Disposition Forms: Cost fields explicitly utilize the active user's profile currency configuration, noting the currency code in parentheses (e.g., Cost (EUR)).

Disposition Type Guide

Complete

When to Use

Apply this when a planned expenditure is successfully finalized and requires absolutely no downstream tracking, asset replacement, retirement, or maintenance adjustments. This simply signs off on the item.

Layout & Read-Only Fields

• Expenditure Type: Category of the expenditure.

• Cost: Item cost matching user profile currency.

• Interval: Replacement cycle in years (Displays 0 for non-recurring).

• Budget Year: Active budget year assigned to the item.

• New Planning Item Budget Year: Only visible if the item is recurring and requires no asset ($Current\ Year + Interval$).

Form-Top Help Banners

Based on configuration, a blue banner will show contextual rules:

• No asset attached: "Because this line item does not have an asset, we cannot generate a future planning item."

• 0-year interval: "A planning item will not be created because this line item has a 0-year interval"

Requirements & Consequences

• Required Field: Completion Date (Failure throws validation: "Completion Date is required").

• Constraints: None.

• Upon Saving: Marks item as dispositioned, updates progress tracking, and generates a future planning item only if the item is recurring and does not require an asset.

Retire

When to Use

Select this option when an asset hits its structural end-of-life cycle and must be completely decommissioned from operational tracking.

Layout & Read-Only Fields

• Warning Banner: Displays an alert icon indicating that retirement permanently removes or adjusts linked underlying records.

• Asset Information: Displays Asset Description (Title), Location (marked with a map pin icon), and Asset ID (marked with a QR code icon).

• Related Records: Shows clickable links for Scheduled Activities count and Open Work Orders count. Clicking either opens the respective list in a brand-new browser tab.

• Expenditure Details: Expenditure Type, Point Type classification, and Cost.

Requirements & Constraints

• Required Fields:

  • Reason for Retirement ("Reason for Retirement is required")

  • Retire Date ("Retire Date is required")

• Hard Constraint: Open Work Orders block saving. If the asset possesses any open work orders, the Save button is fully disabled. All open work orders must be completed or closed out before retirement is permitted.

• Upon Saving: The line item updates, the asset status shifts permanently to inactive, and scheduled activities are dropped per the warning banner guidelines.

Repair

When to Use

Use this when extending an asset's useful life via localized maintenance or repair work instead of opting for full replacement.

Layout & Read-Only Fields

• Asset Information: Asset Description, Location (map pin), Asset ID (QR code), and Point Type ID.

• Expenditure Details: Expenditure Type, Point Type description, and Cost.

• Planning Information: Repair Date (defaults instantly to the parent project's end date) and Budget Year.

Requirements & Consequences

• Required Fields:

  • Repair Date ("Repair Date is required")

  • Repair Reason ("Repair Reason is required")

• Constraints: None beyond the validation fields.

• Upon Saving: Marks line item complete. If the asset has a non-zero interval, the system generates a future planning item for the next budget cycle.

Refurbish / Renovate

When to Use

Select this when an asset undergoes revitalization work. This mode features both single-item processing and custom bulk handling optimized for large scale guestroom updates.

Single-Item Mode

• How to Open: Click the standard shield icon on a line item row.

• Displayed Data: Asset Description, Expenditure Type, Point Type, Cost, Interval, Budget Year, and a visual arrow tracking the transition to the future Budget Year ($Current + Interval$).

• Required Field: Refurbish / Renovation Date ("Refurbish / Renovation Date is required").

• Upon Saving: Status switches to complete; recurring assets spawn a future planning item.

Bulk Operations Mode

• How to Open: Check multiple checkboxes next to eligible items in the grid, then click the Refurbish / Renovate button in the top toolbar.

• Strict Pre-Validation Rules: The system checks three critical states before launching the form:

  1. Count Check: Must have $\ge 2$ items checked ("You must select two or more items first").

  2. Type Check: All selected elements must belong to a guestroom expenditure type ("Only guestrooms can be completed in bulk").

  3. Status Check: No selected items can be previously completed ("You have already dispositioned one or more of the selected line items...").

• Interval/Budget Year Warning: If items possess mismatched intervals or budget cycles, a yellow warning banner triggers: "Selected items don't all have the same interval and/or budget year and may differ from the below." This is purely informational and will not halt processing; data from the first selected line item acts as the placeholder reference on the form.

• Form Display: Shows Expenditure Type, Point Type, total Asset Count, combined Total Cost, representative Interval, and Budget Year transitions.

• Upon Saving: The entered date applies universally across all selected rows. Every item is updated simultaneously, and future planning items are generated independently based on each individual asset's original interval and budget configurations.

Replace

When to Use

Apply this when an active asset has hit its absolute end-of-life cycle and is being swapped out for a new asset. This process retires the old asset and links the new record to all future tracking.

Layout & Read-Only Fields

• Warnings/Asset Info: Displays the affected record alert banner alongside current Asset Details, Locations, QR codes, and clickable links for open activities/work orders.

• Expenditure & Transition Details: Tracks Expenditure Type, Point Type, Cost, and Interval. Once a replacement asset is chosen, it displays a comparison showing the Current Asset ID $\rightarrow$ New Asset ID along with Current $\rightarrow$ New Asset Budget Year ($Current + Interval$).

Selecting a Replacement Asset

Users must select a replacement asset using one of two functional buttons:

• Select Existing Asset: Launches a searchable directory grid containing active assets. Features helper text: "Select the asset to replace on the selected planning item."

• Create New Asset: Launches the Add Asset sub-form to register a brand-new asset directly into the system. Upon saving, it auto-assigns as the targeted replacement.

Requirements & Constraints

• Required Fields:

  • New Asset Date In Service ("New Asset Date In Service is required")

  • Replacement Asset Selection (Attempting to save without selecting/creating an asset prompts: "Must select or create an asset to replace").

• Hard Constraint: Open Work Orders block saving. If the current asset contains active open work orders, the Save button is locked out. Open work orders must be handled first.

• Upon Saving: The old item is dispositioned and retired (marked inactive). The new asset is bound to the planning item, and if recurring, a future planning item is auto-generated for the next budget cycle housing the new asset record.

 

FAQ & Troubleshooting

Common Questions

Q: Why is the Project Completion list completely empty?

• Site Context: The page filters content based on your active site. Try switching to the correct site context using your profile selector.

• Filter Settings: The default filter state for Is Completed is No. If you are looking for a project that has already been finalized, adjust your filter choices to Yes or Both.

• Permissions Lack: Your assigned security role might lack read privileges for expenditures. Contact your admin.

• Project Readiness: Projects must contain approved line items and actively sit in a "ready for disposition" state. Unapproved projects or projects lacking items are excluded from the list.

Q: Why is a specific line item's shield button grayed out and unclickable?

This occurs when the line item lacks a designated disposition type configuration at the planning level. Hovering over the button reveals the message: "No disposition type available." Ask your system administrator to verify that the dispositionTypes master code table is populated and that the planning record has a disposition assigned.

Q: Why is the Save button disabled inside a Retire or Replace form?

This is a safety constraint triggered when the target asset has open work orders. The system prevents decommissioning assets with outstanding work. Click the Open Work Orders hyperlink within the form, close or complete the outstanding work items in the new tab, and return to the form to re-enable the Save button.

Q: Can I undo a saved disposition action?

• General Rule: No, not directly from this interface. Once saved, the action button locks and displays a static green check mark.

• Repair Exception: For the Repair disposition specifically, you can use the "Undo Repair" action located on the main Expenditure Project Detail page (not this completion dashboard) to reverse the action and restore the original planning item.

• For all other disposition types, you must contact your system administrator for assistance.

Q: Why wasn't a future planning item generated after I saved a disposition?

Future planning item auto-generation requires two conditions to be true: the item must be recurring (have an interval greater than 0), and for the Complete disposition specifically, the item must not require an attached asset. One-time purchases (0-year interval) or asset-dependent completions will not generate follow-up planning items.

Common Error Messages & Resolutions

Error Message	Location	Root Cause / Resolution
"Completion Date is required"	Complete Form	The date field is empty. Input a completion date before saving.
"Reason for Retirement is required"	Retire Form	The text field is empty. Provide an explanation for asset decommissioning.
"Retire Date is required"	Retire Form	Select the effective retirement date before saving.
"Repair Date is required"	Repair Form	Select the scheduled or actual repair date to proceed.
"Repair Reason is required"	Repair Form	Populate the text field detailing the justification for the repair.
"Refurbish / Renovation Date is required"	Refurbish/Renovate Form	Appears in both single/bulk forms if the action date is missing.
"New Asset Date In Service is required"	Replace Form	Input the target date when the replacement asset goes live.
"Must select or create an asset to replace"	Replace Form	Triggers if you attempt to save a replacement without using either "Select Existing Asset" or "Create New Asset".
"You must select two or more items first"	Grid Bulk Toolbar	You clicked the bulk action button with fewer than 2 line items selected.
"Only guestrooms can be completed in bulk"	Grid Bulk Toolbar	One or more checked items has an expenditure type missing from the RefurbishRenovateExpTypes admin group.
"You have already dispositioned one or more of the selected line items..."	Grid Bulk Toolbar	Your bulk selection includes rows that are already completed. Deselect completed rows and try again.