Manage project renewals

Renewing a project creates a new project that has the current project recorded as its previous project. A renewal can optionally copy over all the product details associated with the previous project. A renewal will also automatically reassign the assets when the project renews (subject to certain constraints).

To renew a project, choose the "Renew project" option from the More actions menu.

"Renew project" button

A window will appear with suggested details for the new project's name, customer, and locations based on the data for the current project. The suggested date range for the new project will start on the day after the current project ends and run for the same number of days as the current project.

By default, the same product details will be carried over to the renewal project. You can optionally choose not to carry over the product details. Click "Add" to confirm the renewal.

Project tree

A project can have multiple renewals. For example, if one successful pilot project is renewed into two new contracts. However, each project can have only one previous project.

Previous project

The previous project (if applicable) is always visible in the core project details:

Core project details: previous project

The previous project can be updated simply by clicking on the current project.

Edit previous project

Project history

The full history of the current project, its previous project, and any other projects that refer to this project as previous can be viewed by clicking the "tree" diagram option in the previous project detail.

Project history tree diagram

The full project history shows an interactive timeline of the current project, each previous project up the timeline, and all projects that refer to this project as previous. You can expand/contract the arrow icons ↑↓ in order to view more or fewer project up and down the history tree.

Project history timeline

By default, "sibling" projects of each project are not included. These can be displayed by selecting "Show siblings" option in the bottom left.

Asset reassignment

Assets are automatically reassigned to renewals when the renewal starts. This occurs at midnight in the organization's time zone for every project starting on the next day that has a previous project set.

If a renewal project is found and the previous project has assets assigned, those assets will be unassigned from the previous project as of the prior day and assigned to the renewal project as of the renewal project's start date.

Audit log for a system reassignment

Normal renewal

A normal renewal ends on one day and starts on the next, for example:

• Previous project ends on December 15

• Renewal project starts December 16

At 12:01 AM on December 16, all assets currently assigned to the previous project will be ended as of December 15 at 11:59:59 PM and assigned to the renewal project December 16 at 12:00:00 AM.

Note: this ensures that the assets are reassign precisely from the previous project to the renewal project.

Early renewal

An early renewal starts before the previous project ends, for example:

• Previous project ends on December 15

• Renewal project starts December 8

At 12:01 AM on December 8, all assets currently assigned to the previous project will be ended as of December 7 at 11:59:59 PM and assigned to the renewal project December 8 at 12:00:00 AM.

Note: the previous project will spend the rest of its term with no assets unassigned.

Delayed renewal

A delayed renewal starts well after the previous project ends, for example:

• Previous project ends on December 15

• Renewal project starts December 23

At 12:01 AM on December 23, all assets currently assigned to the previous project will be ended as of December 22 at 11:59:59 PM and assigned to the renewal project December 23 at 12:00:00 AM.

Note: assets will linger on the previous project after its term until the renewal starts.

Multiple staggered renewals (starting different dates)

Multiple staggered renewals happen if the previous project is being renewed into multiple projects over multiple days, for example:

• Previous project ends on December 15

• Renewal project #1 starts December 16

• Renewal project #2 starts December 21

In this case the first renewal "wins" the race. At 12:01 AM on December 16, all assets currently assigned to the previous project will be ended as of December 15 at 11:59:59 PM and assigned to renewal project #1 on December 16 at 12:00:00 AM.

Note: assets will never be assigned to the second renewal project and must be manually reassigned if they are being split up from the previous project and spread across multiple renewals.

Multiple coincident renewals (starting the same date)

Multiple coincident renewals happen if the previous project is being renewed into multiple projects that all start on the same day, for example:

• Previous project ends on December 15

• Renewal project #1 starts December 16

• Renewal project #2 starts December 16

In this case Hardfin is unable to determine which renewal "wins" and will take no action. At 12:01 AM on December 16, all assets currently assigned to the previous project will remain assigned and no assets will be assigned to either renewal project.

Note: assets will never be unassigned from the prior project and must be manually reassigned based on how they are being split up from the previous project and spread across the multiple renewals.