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Changing and Extending Project Due Dates

Many Projects in PensionPro are created with a Due Date that is either calculated from a formula set within the Project Template or set manually by the user when launching the Project.  This article will address changing or extending those Due Dates after the Project has been launched.

Software Required: Essential, Premium, Business
Security Rights Required: Access Power Tools, Alter Due Dates, Maintenance

 

Manually Extending Due Dates

Security Rights Required: Alter Due Dates

Extend a Project Due Date

Users can manually extend a Project's due date from the Summary tab of a Project. To do so the user must follow the steps below:

  1. On the Plan Details screen for a Plan, click the Workflow tab.
  2. Double-click on the Project to be extended.
  3. Click on the Summary tab above the Task Groupings grid.
  4. Click the Edit button to the right of the Project Summary grid. An Edit Project Details window will appear.
  5. Update the External Deadline field for the Project.
    • Due Dates cannot be earlier than the Project Start Date.
  6. Click Save.

Create an Extension Project

Users can manually extend due dates by using a 5558 Extension Project. These Projects have programming developed by PensionPro that updates the Due Dates for launched Annual Projects.  To obtain a sample of this Extension Template, one is available at the bottom of this article. To manually extend a project with a 5558 Extension Project:

  1. On the Plan Details screen for a Plan, click the Workflow tab.
  2. Double-click on the Project to be extended.
  3. Click on the Summary tab above the Task Groupings grid.
  4. Click the Create Extension button at the bottom of the Project Summary grid. A 'Choose an extension template" window will appear.
  5. Select a 5558 Extension Project template from the Template Name dropdown.
  6. Click the Create button.

 

Extending Due Dates with a Power Tool

To begin, the user must first identify the Projects with Due Dates that will be changed or extended.  There are two Power Tools available to assist the user in changing or extending the Project Due Dates.

  • The Field Update Power Tool allows the user to enter a static date that will be applied to selected Projects.  For example, Projects that may have been initially launched with a Due Date could uniformly be changed to a subsequent date that is defined by the user.
  • The Project Extension Power Tool launches a Project with user-defined steps to complete a process or filing to extend a Due Date.  For example, the completion and filing of Form 5558 by the Due Date of Form 5500 extends the deadline for Form 5500.  The Extension Project (5558 Project) inherits the original Due Date of the Project being extended (Form 5500 or Annual Administration), and sets the original Project Due Date to a new date as defined by the user.  This second option is generally used for extending the due dates of Projects that concern government filings.

Changing a Due Date with the Field Update Power Tool

  1. Click on Power Tools > Field Updates > Projects. The Projects Power Tool screen will appear.
  2. On the Selections tab, use the Field dropdown to choose "Due Date.  A date box will appear to the right of the selected field.
  3. Enter the new date for the Field selected in the Value field.
  4. Click the Options button to select data fields to return to the grid and add data filters to minimize the number of records being returned for review.
  5. Click Refresh and continue to filter and sort the records using further filters located at the top of each column on the grid 
  6. Select the Projects for which the date will be changed and click the Execution tab.  The Unlock button will need to be selected before the Execute button can be selected.
  7. The Completed/Failed tabs on the left side of the grid will return the success of the desired change. 

Editing an Extension Project

To extend Due Dates using a 5558 Extension Project, the Project must be identified by the correct Template Type from the Maintenance > Templates menu. These Projects have programming developed by PensionPro that updates the Due Dates for launched Annual Projects.  To obtain a sample of this Extension Template, one is available at the bottom of this article. If an Extension Project is located in the Template Type named Extension, follow the steps below.

  1. Click on Maintenance > Templates.
  2. From the Template Type dropdown, choose Extension.
  3. Double click on the Extension Template name and the Template will open. Edit the Task Groupings, Tasks, and Task Items to customize the Project.
  4. If users choose to have multiple Extension Projects, simply export the existing project to excel, rename it, make the desired changes to the template and re-import it to the Extension Template Type in PensionPro.

Extending Project Due Dates with Extension Projects

There are two ways to extend Project Due Dates with Extension Projects

  1. Extending the Due Date from within the Projects on an individual Project basis. This option is best suited for a small number of projects, or
  2. Using Power Tools to multi-launch Extension Projects using Project Fields or Plan Cycles.

 To individually extend a Project,

  1. Select the search tab and enter in a Project name
  2. Double click to open the Annual Administration project to be extended.
  3. Click on the Summary tab and note the current date for “External Deadline."
  4. Click the  “Create Extension" button at the bottom of the Summary tab and the "Choose an extension template" box will appear.
  5. Choose the Extension Project to launch and then click “Create.”  Note the change in the External Deadline field.
  6. Click the Assoc. Projects tab to the right of the Summary tab to view the launched Extension Project.  This project will also be visible on the Plan Details\Workflow tab and all appropriate Dashboards and Worktrays.

Note: If an Extension Project has been launched in error, it can be deleted by accessing the Maintenance > Data Deletion Menu. Once the Extension Project has been deleted, manually change the External Deadline of the original Project back to the prior due date by editing the External Deadline field on the Project Summary tab.

To extend Projects using Power Tools,

  1. Click on Power Tools > Projects > Project Extensions.  The Project Extensions Power Tool screen will appear.
  2. On the Select Projects tab, use the Choose a Template dropdown to choose the Extension Project to use.  
  3. Click the Options button to select data fields to return to the grid and add data filters to minimize the number of records being returned for review.  If filing dates have been recorded in Project Fields, select Project Field Name and Project Field Value in the Selection data.  Then use the Data Filter to filter to the appropriate Project Field Names.  If Plan Cycle Data has been used to record filing dates, either from manual entry or importing, select Plan Cycles in the Selection data and filter to the appropriate fields.
  4. Click Refresh and continue to filter and sort the records using further filters located at the top of each column on the grid 
  5. Select the Projects for which the Due Dates will be extended by clicking in the box to the left of the Project.  Click the box at the top of the grid to select "ALL".
  6. Click the "Add Projects and Review" tab.  The Unlock button will need to be selected before the Create button can be selected.
  7. The Messages/Completed/Failed tabs on the left side of the grid will return the success of the desired change. 

Glossary of Terms

  • Extension Project: A Template\Project Type designed to update a Project's External Deadline by two and one-half months from the original date.

 

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