Keep a project's lease info up to date

Each project keeps its own copy of the lessee agency, lease number and lease contacts. The copy comes from the facility’s lease info, so you don’t retype it for every project.

Who can do this: Admin, Manager

What a project stores

The Lessee & lease section of a project holds:

Lessee agency: GSA, VA or Other. If you choose Other, enter the Agency name.
Lease number
Contracting Officer: one person, with an email and phone.
Contracting Officer’s Representatives (CORs): any number of people. Give each a label to tell them apart, such as Primary or Alternate.
Other contacts: anyone else on the lease, with a role such as Lease Administration Manager.

Every contact needs a name. Lease start, firm term end and expiration dates are kept on the facility only. To edit those, see Facilities overview.

When a new project fills in

When you create a project, the lease details fill in from the facility you choose. If you switch to another facility in the form, they fill in again. Details you typed by hand stay if the new facility has no lease info.

If the facility has no lease info yet, the form says so. Enter the details and leave Also save these to the facility’s lease info turned on, so the next project fills in by itself.

Update a project from its facility

When a project’s details no longer match the facility’s, the Lessee & lease card on the project’s Overview tab says what differs. This message doesn’t appear on projects that are Work Complete, Closed or Cancelled.

Open the project. On the Overview tab, find the Lessee & lease card.
Select Update from facility.
Check the list of what will change, then select Update.

This copies only what the facility has filled in. The agency, lease number, Contracting Officer and CORs are replaced if the facility has them. The facility’s other contacts are added, and other contacts already on the project stay.

You can do the same while editing a project. Select Edit, then Fill from facility in the Lessee & lease section, and save your changes.

Pick a contact when you log something

Forms that ask who sent or received something offer the project’s contacts and the facility’s. This applies to Submitted by on a SOW, Sent to and Responded by on a proposal, and the name on correspondence with the government.

Pick someone and their email fills in, and you can still change it. If the person isn’t listed, choose Someone else and type the name.