The following steps provide detail instructions for purging (or archiving and purging) in Oracle Projects.

You can populate a purge batch either by providing selection criteria or by selecting specific projects to purge. You can remove projects from the purge batch at any time before you release the batch.

You can define as many purge batches as you want. Each batch can contain either open or closed projects, but not both.

To create a purge batch:

1. Log in using the Projects Implementation Superuser responsibility. See: Assigning Purge Responsibility.

2. Navigate to the Purge Batches window. To navigate to the Purge Batches window, log on with the Projects Implementation Superuser responsibility and choose Purge Project Data.

   Note: To modify an existing purge batch, see Modifying a purge batch.

3. Create a purge batch by completing applicable fields (described in the following table) in the Purge Batches window.

   For this field or region	Do this
   Operating Unit	If you are creating a new purge batch, enter the name of the operating unit to which the batch belongs
   Batch Name Description	Enter a batch name and description of your choosing.
   Batch Status	Display only. Both the Batch Status and Purged Date fields are display only.
   Projects	Choose Open to select open indirect projects or Closed to select closed projects. Note: If you select Open, you can only purge and archive actual data from indirect projects.
   Administrative Projects	Enable the Administrative Projects check box to purge and/or archive only administrative projects.
   Purge Options	Choose the types of data that you want to purge or archive by selecting the appropriate options: - Purge Actuals (Default, required for open projects) - Purge Summary Data - Purge Capital Data - Archive Actuals - Archive Summary Data - Archive Capital Data You cannot choose to archive data without also selecting the corresponding purge option for that data. Purge options set here take effect for all the projects in the batch. You can, however, change the purge options at the project level. Attention: If you change the purge options here after you generate a batch, the change does not affect the projects in the batch.
   Purge-Through Date	For open projects, enter the date through which you want to purge and/or archive actuals.
   Next Purge Status	Select the project status to be assigned to closed projects after the purge process has run. (Open projects are assigned their original status after the purge.) The Next Purge Status is used for closed projects where actual amounts, summary data, and capital data are purged. The Next Partially Purged Status is used for closed projects that retain summary data or capital data. Open projects are assigned their original status after the purge. The default statuses are Purged and Partially Purged. You can change these to any valid user-defined project status that is mapped to a system status of Purged or Partially Purged. See Project Status for Purged Projects.

4. Create a list of projects to purge:

   • If you want to select each project to include in the batch, choose Enter Details. In the Purge Batch Details window, use the list of values in the Project Number or Project Name fields to select each project you want to purge, and then skip to Step 2: Review and Refine the List.

   • If you want to generate a list of projects based on a set of criteria that you define, choose Generate Details.

     • In the Generate Details window, set the criteria for the list of projects you want to purge by filling in the fields shown in the following table:

       For this field	Do This
       Closed - Through Date	Enter a date. The date refers to the date on which the project status was set to Closed. Note: This field is available only if you have selected Closed Projects in the Purge Batches window.
       Organization	(Optional) Select from the list of values.
       Project Type	(Optional) Select from the list of values.
       Project Status	(Optional) Select a status from the poplist.

       If you make a mistake, choose Clear.

     • Choose Generate to display a list of the projects that meet the criteria. The Purge Batch Details window opens.

After you create the purge batch, review the list of projects to be purged.

To review and refine the list:

1. Examine the list of projects to purge and further refine the list as shown in the following table.

   To	Do This
   Delete a project (record) from the list	Select the line containing the project, and then choose Delete Record from the Edit menu.
   Add a project (record) to the list	Select a blank line or choose New Record from the Edit menu. Then choose a project number or name from the list of values.
   See more information about the selected projects	Select Project Information from the poplist to display information about the projects to be purged. Add or delete projects as needed.
   See or alter the archive and purge options for each project	Select Purge Options from the poplist to display the purge options you specified for the batch. Select or deselect the check boxes. For open indirect projects, you can purge (or archive and purge) actuals only. Note: Purge options set on the Purge Batches window take effect for all the projects in the batch when you generate or manually select projects. (You can see the results on the Purge Batch Details window.) Changing the purge options on the Purge Batches window after you generate a batch will not affect the purge options for the projects in the batch.

2. If you want to change purge options at the project level, then change the poplist from Project Information to Purge Options. Change the options for each project as appropriate.

3. Save the list of projects and close the Purge Batch Details window.

After you create purge batches, you validate them by running the ADM: Validate Purge Batch process. The validation process identifies errors in a purge batch. If a purge batch contains errors, you must correct the errors (see: Modifying an Existing Purge Batch), or remove the invalid projects from the list of projects in the purge batch. After you correct the errors, you run the validation process again.

The validation process verifies that the projects to be purged are eligible for purging. All of the projects in a purge batch must be eligible for purging before you can release the batch for purging.

To validate a purge batch:

1. Choose Validate from the Purge Batches window.

   The system starts the ADM: Validate Purge Batch process.

   You can also validate the batch by running the process from the Submit Requests window. See Validate Purge Batches.

   You can view the status of the process by navigating to the Completed Requests window.

2. When the process is complete, review the Purge Validation Report.

   • If the Validation Exceptions section lists any errors, return to the Purge Batch Details window and correct the errors. See Correcting Errors.

   • If the system validates the purge batch, you can release the purge batch. See: Release the Purge Batch.

     Note: If you add projects after the system validates the purge batch, you cannot release or purge the batch until you run the Validate Purge Batch process again.

     For information about validation requirements, see: Prerequisites for Purging Projects. Your implementation team may define additional rules in the Validation Extension.

After all the projects in the batch are validated (required), you release the batch for purging. You cannot release a batch that contains errors.

To release a purge batch

• From the Purge Batches window, Choose Release. This sets the batch status to Released.

  Note: After a batch is released, you must choose Rework if you want to make any changes in the batch. When you choose Rework, the batch status changes from Released to Working.

When you are ready to purge (or archive and purge) a batch, run the ADM: Purge Project Data process.

To start the purge process:

• From the Purge Batches window, Choose Purge. The ADM: Purge Project Data process starts.

  Note: You can also run the purge process from the Submit Requests window.