Click the Contract Administration tab in Buyer Work Center. The Contract Administration page consists of two regions: Search and Select Documents and Document Sets.

The Search and Select Documents region consists of search criteria fields for which you need to provide some values. For example, enter the Document Type as Award or IDV with Lines to narrow down your search for the CLM documents. You can enter additional search criteria using the Add Another List of Values. Select additional criteria, for example, Effective Date or Contract Clause or COTR Office and click Add to add the field to your existing search criteria fields. The new search criteria field(s) are displayed below the existing search criteria fields. Enter values for the search fields and then click Go to view the search results.

When the search results (list of awards or IDVs) are displayed in the search results region, a Select checkbox is also displayed at the start of each row. Use this Select checkbox to choose the multiple awards or IDVs to be modified in a batch or set. A blue dot displays next to an award or IDV number, if the document has one or more active modifications already created for it. Select Closeout Documents from the Actions LOV and click Go.

The Specify Closeout Details page displays. Enter a Closeout Set Name to identify the multiple documents (awards or IDVs) that you will be closing out in a batch.

The Document Sets region lists all the sets or batches of documents (awards or IDVs) that you have created to initiate the closeout process. Click the Description link to take you to the Specify Closeout Details page. The Validation Status column tells you whether the closeout processing was successful or if there were errors / warnings while processing the document set for closeout. If you wish to see the list of errors and warnings, click the Description link to open the Specify Closeout Details page. The Exceptions Summary region in the Specify Closeout Details page provides you with the exceptions that occurred during mass closeout processing.

Enter the relevant details in the following regions of the Specify Closeout Details page to proceed with the Closeout process:

Closeout Details region: Enter the Retention Period and Staging Period, this information is useful when archiving the document. Select Days, Weeks, Months or Years as the duration from the list of values. Ensure that the Retention Period value is greater than the Staging Period value, otherwise an error message displays. The initial status of the closeout is Open.

Checklist Details region: You can specify if you need a checklist of tasks that need to be completed before you close out the document. If you select Yes from the Checklist Required list of values, then you also need to specify if the checklist to be e-signed or not (E-Signature Checklist list of values). If you select Yes for E-Signature Checklist, the Signing Authority search LOV displays, and you need to select the person who will e-sign the checklist when the tasks are complete.

Contract Completion Statement Details region: Select Yes from the Contract Completion Statement Required list of values if you need a contract completion statement and signatures from the administration contract office and the purchasing contract office. Additionally, if you select Yes for the E-Signature Contract Completion Statement, the fields for e-signature display. You need to specify if you will sign the Contract Completion Statement (value selected is Self in the Administration Office Signature and Purchasing Office Signature fields) or sign on behalf of the contracting officer (value selected is Acknowledge in the Administration Office Signature and Purchasing Office Signature fields). Select values for the Administration Office Signing Authority and Purchasing Office Signing Authority from the search LOVs. Optionally, enter comments in the text boxes as required.

Documents Selected for Closeout region: This region displays all the documents (awards or IDVs) that you selected for closeout. You can opt to remove one or more documents from the document set by clicking on the Remove (trashcan) icon. The document gets removed from the set only.

Exceptions Summary region: When you click the Check Exceptions or Submit button, you get a confirmation message that a concurrent program called Initiate Mass Closeout has been submitted. The concurrent request number is also displayed.

Mass Closeout Generate Exceptions (POXMASSCLOSEOUT)

This concurrent program will be invoked when user selects the Check Exceptions button from Mass Closeout Edit Page. It performs validation on documents in the closeout set.

Mass Closeout Submit (POINITIATECLOSEOUT)

This concurrent program will be submitted to initiate the closeout process for the individual document in the closeout set.

The Exceptions Summary region shows you the list of errors or warnings that occurred during the processing of the Initiate Mass Closeout concurrent program. The Exception Type and Exception Reason are displayed to help you identify which documents you need to process for closeout. Correct the errors and warnings and resubmit the document set for closeout using the Submit button. Note that the Submit button is enabled only if the required checklist is attached.

Click the Manage Task button to associate a checklist to the document set. The Closeout: Tasks page displays. You can associate a closeout checklist template to the award or IDV using this page. For more information on creating closeout checklist templates, please refer to the Oracle Contract Lifecycle Management for Public Sector Implementation Guide.

Use the Select Checklist Template list of values to search for and select a closeout checklist template. After you have selected a template, click Copy Tasks to copy the tasks you created in the template to the closeout document. The tasks you copied are displayed in the Tasks region. Additionally, you can create new tasks by clicking Create Task. A new row displays below the copied tasks, so that you can enter the new task details. Click the Update (pencil) icon to update the task information. Click Save to save your work or click Apply to save your work and return to the Specify Closeout Details page.

For more information on closeout signing, please refer to the section Closeout Signatures in the Awards or IDVs chapter.