Archive or reactivate (un-archive) an award program

Data archiving is the practice of identifying data that is no longer active and moving it out of production systems into long-term storage systems. You can archive award programs that your agency or department no longer offer, but whose records you want to retain for historical and auditing purposes. Archived award programs still appear on participating personnel records.

Note:  Award program functionality is available in both the full version of PM and PM Basic, but has reduced functionality in PM Basic because you must have the full version of PM to enter class credits, rank, and title information. For information on upgrading to the full version of PM, go to https://www.eso.com/pm-demo/ and fill out the fields to request a demonstration and speak with a sales representative. Your PM module administrator must add the View Award Programs or Edit Award Programs security permission to one of your user roles for the Award Program tab to appear for viewing in personnel records. You must have the Edit Award Programs security permission added to make changes to award programs. Information on user accounts, roles, and permissions is available in Manage a user account.

1. (If you have not done so already) Access the PM or PM Basic module in the ESO Suite.

   Which version of the module opens depends on whether your agency or department has purchased the PM Basic or full version of the PM module.

   1. Do one of the following.

      • (If you are already working in the ESO Suite) Click the Home icon in the upper left corner of the screen.

        

      • (If you have not yet logged in) Log in to the ESO Suite.

        1. In a web browser, go to https://www.esosuite.net/EsoSuite.

           The ESO Suite login screen appears.

        2. Enter your user name, password, and agency name, then click Let's Go.

           If MFA multi-factor authentication is enabled, the Multi-factor authentication dialog box appears, displaying one or more methods you can use to verify your login credentials. The number of methods that appear in the dialog box depends on what MFA methods your ESO Suite administrators enabled in the Admin module.

           Click graphics to open them.

           Information on enabling MFA and specific MFA methods is available in the Admin module online help, in Configure multiple-factor authentication.

           Note: If your ESO Suite administrators have disabled MFA ("opted-out"), this dialog does not appear.

        3. (If the Multi-factor authentication dialog box appears) Depending on which buttons appear in the dialog box, verify your login in one of the following ways.

           With an authenticator application.

           1. Click MFA verification via authenticator app.

              The dialog box updates with boxes for entering the numbers of the authentication code, and the ESO Suite sends an authentication code to the authenticator application installed on your device.

              

           2. Open your authenticator application and note the authentication code currently displayed.

           3. Enter the authentication code displayed in the authenticator application.

           4. Click Log In.

           With a text message (SMS short message service).

           1. Click MFA verification via SMS.

              The dialog box updates with boxes for entering the numbers of the authentication code, and the ESO Suite sends an authentication code to the phone number recorded in your PM records and identified with MFA codes.

              

           2. Enter the authentication code sent to your MFA-registered phone number.

           3. Click Log In.

           With an email message.

           1. Click MFA verification via email.

              The dialog box updates with boxes for entering the numbers of the authentication code, and the ESO Suite sends an authentication code to your agency or department email address, recorded in your PM records.

              

           2. Enter the authentication code sent to your agency or department email address.

           3. Click Log In.

      The ESO Suite landing screen appears.

      Click graphics to open them.

      Note: If MFA multi-factor authentication is enabled, you can access and manage your MFA options through the PM module, on the Settings > Account page, as described in Manage a user account. If your agency or department has enabled MFA but has not purchased the full-featured version of the PM module, you can access your own MFA settings by clicking Change my Multi-Factor Authentication settings on the landing screen, then using the Settings > Account page that appears. If your agency has not enabled MFA, the Change my Multi-Factor Authentication settings link does not appear on the landing screen.

   2. On the top side of the home screen, click PM.

      Tip: If your screen or browser window is too narrow to display all your agency's ESO Suite module icons, an options icon appears on the right side of the icon bar. If you click the options icon, a menu appears containing additional module icons.

      A list of all the personnel in the PM module appears, displayed in a grid format.

      PM (full version)	PM Basic

      Note: If you can access the full-featured PM module, you can view all your own information in it. The amount of information you can edit in the PM module depends on what roles and permissions your ESO Suite administrator assigned to your user account.

      Information on user accounts, roles, and permissions is available in Manage a user account.

2. In the navigation bar on the left side of the screen, click the Award Programs () icon.

   The Award Programs screen appears, displaying a list of the active award programs currently in the PM module.

   

3. Depending on what you want to do, do one of the following.

   Archive an award program.

   • Depending on what screen you are on in the PM module, do one of the following.

     If you are here	Do this
     On the Award Programs screen	On the right side of the listing for the award program you want to archive, choose Actions > Archive. A confirmation dialog box appears. Click Yes. Note: If you are displaying only the active award programs (the default display), the award program disappears from the list on the Award Programs screen. If you need to find the program again, you can filter the list to include archived award programs. Information on filtering the list is available in Add, copy, edit, or delete an award program, under Use filters to find award programs.
     In an award program's individual record	(f you are not already on this tab) Click the Award Program Details tab. The tab opens, set to the Award Program Details bookmark in the left pane. On the right side of the Award program details section, click Edit. The Edit Award Program Definition dialog box appears. At the bottom of the dialog box, for Archived, drag the slider to the right until the slider turns blue and Yes appears to indicate that the award program is archived. Click Save. The Status field on the Award Program Details tab updates to Archived , to indicate that the award program is no longer active. Note: When you return to the Award Programs screen, if you are displaying only the active award programs (the default display), the award program no longer appears in the list. If you need to find the program again, you can filter the list to include archived award programs. Information on filtering the list is available in Add, copy, edit, or delete an award program, under Use filters to find award programs.

   Reactivate (un-archive) an award program.

   1. Depending on what screen you are on in the PM module, do one of the following.

      If you are here	Do this
      On the Award Programs screen	In the upper right corner, click Filters. The Filters dialog box appears on the right side of the screen. For Status, click the field or the list icon to the right of the field, then select Archived in the menu that appears. Click Done. The list of programs on the screen updates to include all archived award programs in the award programs list. On the right side of the listing for the award program you want to archive, choose Actions > Unarchive. A confirmation dialog box appears. Click Yes. The program is unarchived, and remains in the list if you change the filters back to the default selection (active programs only).
      In an award program's individual record	(f you are not already on this tab) Click the Award Program Details tab. The tab opens, set to the Award Program Details bookmark in the left pane. On the right side of the Award program details section, click Edit. The Edit Award Program Definition dialog box appears. At the bottom of the dialog box, for Archived, drag the slider to the left until the slider turns gray and No appears, to indicate that the award is active. Click Save. The Status field on the Award Program Details tab updates to Active, to indicate that the award program is no longer archived. The award program will appear on the Award Programs screen when you return to that screen.