Note: When following the process, if any of the required information does not match and the agreement cannot be activated, SSA code the activation email as Type: Agreement Rejected in FreshDesk and send back to CSR only with feedback.

  1. Review the documentation received to activate to ensure it is acceptable per the Activation Requirements Job Aide
  2. If the documentation received is:
    1. Signed Contract: review the T&Cs for any changes and confirm management signature, if necessary
    2. Hardcopy PO: if Government or requires STERIS signature (no agreement # listed), management signature is confirmed
  3. In Siebel 1, query on the Agreements screen for the agreement # being activated
  4. In Siebel 2, query on the Agreements screen for the previous version of the agreement # that is being activated, if applicable
  5. Hyperlink on the Agreement #
  6. Confirm that the Credit Status is Blank
    1. If populated, review the Credit Account Statuses job aide to determine if the agreement can be activated and/or if payment is required in advance
    2. If payment is required in advance, confirm that the CSR provided credit card information or confirmation of a check received by the Credit Department
  7. Click in Address Line 1 pick box to confirm the Bill To Address is Primary Active or Active in Siebel and matches the Signed Contract and/or Hardcopy PO, and the Agree Bill To check box is checked and the line is selected.
    1. If both the Signed Contract and Hardcopy PO are received, the Bill To on the PO is what Siebel should reflect
  8. Confirm the Start and End Dates match Signed Contract and/or Hardcopy PO
    1. If Multi Year agreement, determine if there are increases or if the pricing is the same for all years
    2. If there are increases or if only activating one year, update the End Date accordingly to reflect the end date for the years being activated
  9. Update the Multi Year End Date field to reflect the appropriate year
    1. If one year agreement or less, Multi Year End Date should reflect the same as the End Date
    2. If multiyear agreement, Multi Year End Date should reflect the last year of the agreement term that was quoted
  10. Populate the appropriate Sub Status field
    1. If one year agreement or less, field should be blank- just delete ‘Customer’ from this field
    2. If multiyear, PO is for full term, there are increases, and we are not activating the last year, populate Multi Year – Full Term PO/Incr
    3. If multiyear, and PO is only provided for one year, and is not the final year, populate Multi Year – PO Required
    4. If multiyear, PO is for full term, and there are no increases, populate Multi Year – Final Year
    5. If multiyear, PO is for full term, there are increases, and we are activating through the last year, populate Multi Year – Final Year
    6. If 1x Billable Chamber Cleaning, update to 1x Billable CC (if not already populated by CSR)
      1. The activation email request needs to include a note that it is a billable CC.
  11. Enter the Purchase Order # from the activation documentation into the PO# field exactly as provided on the Signed Contract and/or Purchase Order
  12. Navigate to the Line Items tab, Line Details sub tab
  13. Review the Start Date and End Date fields for each line to ensure the dates match the documentation provided, if applicable
    1. Note, if you are activating more than one year, the line end date should match the agreement header end date
  14. Confirm that the Start Date is after the Warranty End Date
    1. If the unit is being converted from warranty, and the warranty expires within the month prior to the line start date of the agreement, the warranty needs to be extended to the end of that month. Example:
      1. Warranty End Date for unit is 1/12/2022 and Line Start Date is 2/1/2022. Warranty would need to be extended from 1/13/2022 to 1/31/2022.
  15. Line Items are at correct end user account and address
    1. Chosen Mission Project, STERIS Holding Account – should not be activated on agreement
  16. Confirm the Equipment Status for each line and confirm the coverage type is allowable per the job aide
  17. Review lines for ConnectCare Service Portal (CCSP)
    1. The CSR must provide the CCSP contact information in the activation email for all new subscriptions and if updates need made to existing subscriptions.
    2. If CCSP is in Declined Equipment Add status:
      1. Hyperlink on the ML SN
      2. Select the Equipment Admin sub tab
      3. Click on the Status field
      4. Update Status to Inactive
    3. If CCSP is being activated:
      1. Hyperlink on the ML SN
      2. Select the Equipment Admin sub tab
      3. Click on the Status field
      4. Update status to Active
      5. Select the List sub tab
      6. Select the Equipment Contact tab
      7. Click the New button
      8. Click the Pick Box in the Last Name field
      9. Select/Search Contact from Activation Request template
        1. If the equipment contact does not exist, click the new button in the top left corner of the pick applet. 
      10. Click in the M!Link field and check the box 
        1. Note: To expose the M!Link field, you must go to Columns Displayed to add this to the Equipment Contact tab. 
  18. Review lines for Travel Charges
    1. The Serial # field cannot be blank, if no Serial # is populated, copy Serial # from line above
    2. If activation request is for 1x Billable CC, there must be a travel charge line on the agreement
    3. If there is a travel charge and CSR did not indicate 1x Billable CC, confirmation is needed if it is a 1x Billable CC and if not, the travel charge needs to be removed and confirmed with Customer
  19. Confirm that the Coverage type on lines match Signed Contract and/or Hardcopy PO, if applicable
  20. Review lines for units in Declined Equipment Add status and confirm that the Start and End Date are the same
    1. If there are units in Declined Equipment Add status, change status to Quoted
  21. Confirm that the dollar amount on line(s) match Signed Contact and/or Hardcopy PO, if applicable
  22. If any changes were made to the lines under Line Items, Query and Go to refresh Siebel
  23. Click the Build Entitle button
  24. Select the Entitlement PM sub tab in both of your Siebel sessions
  25. Review the Entitlements section for each line to ensure the Entitlement type built matches the Coverage type quoted
  26. Review the PM Detail section for each line to ensure that the PM schedule and inspection frequency match the previous PM schedule and frequency, if applicable
    1. If level loading is required due to new business, equipment being added to agreement, or backdated agreement, follow the level loading process  
    2. Chamber Cleaning PMs:
  • If before 10th of the month, schedule 90 days from activation date (include current month), unless the prior agreement schedule is outside of the 90 days from activation, then use prior CC schedule
  • If after 10th of the Month, schedule 120 days from activation date (include current month), unless the prior agreement schedule is outside of the 120 days from activation, then use prior CC schedule
  • All Chamber Cleanings on the agreement must be scheduled in the same month unless otherwise stated by CSR/Scheduling Team
  1. If there are any units that are being declined (currently in Quoted status, that were originally in Declined Equipment Add), delete the line under Entitlements field for these units – this will also delete any PMs that generated, if applicable             
  2. Navigate to the Invoice Plan tab
  3. Confirm that the Invoice Schedule matches the Signed Contract and/or Hardcopy PO
  4. Confirm the Invoice Method
    1. For normal agreements, should be Advance unless requested otherwise by the Customer
    2. If agreement is for a VA, should be Arrears and Invoice Timing should be the 25th of the Month
    3. If 1x Billable CC (Chamber Cleaning), must be Annual Billing
  5. Navigate to the Invoice Schedule tab
  6. Confirm the Line Price Total matches the quoted amount on the Signed Contract and/or the Hardcopy PO
  7. Change the Status of the agreement to Active
    1. If there are lines that are declined, navigate to the Line Items tab, change the status of the line(s) back to Declined Equipment Add, and navigate back to the Invoice Tab
  8. Click the Build Schd button
  9. Verify PO # on Invoice Schedule lines matches PO# on agreement header
  10. Export the Invoice Schedule to confirm the total of the invoices is less than or equal to the Line Price Total, Signed Contract total, and/or Hardcopy PO total – must be equal to or less than the lowest amount listed
    1. If the total is higher than the Line Price Total, Signed Contract total, and/or Hardcopy PO, follow the Agreement Invoicing Job Aide process
  11. If 1x Billable CC agreement, the Planned Date for the invoice needs to be updated to the 25th of the month in which the Chamber Cleaning is scheduled
  12. Respond to the CSR and any DSM(s) and/or technician(s) copied on the email that the agreement has been activated
  13. Navigate to the Notes tab
  14. Create note with Note Type of Agreement and Note stating “Agreement activated – [date & your initials]”
    1. If activating more than one year, make note of # of years are being activated.
      1. Example: Years 1 &2 of agreement activated 3/1/22 ERM
  15. Navigate to the Attachments tab
  16. Attach the Activation Checklist as Attachment Type of Activation Checklist
  17. Attach the activation email with all associated documents and select the appropriate Attachment Type
    1. If Hardcopy PO is received for activation, select Purchase Order
    2. If Signed Contract is received for activation, select Signed Contract
    3. If Hardcopy PO and Signed Contract are received for activation, select Purchase Order and add a Comment stating “and Signed Contract”
    4. If the CSR sent in Customer email confirmation of any missing or incorrect information, add a Comment stating “and Email Confirmation”