GSE Disposal
Definition
When HiSERV decides it’s time to say goodbye to an equipment, it’s not as simple as just tossing them in the trash. This is where asset decommissioning comes into play, that is, the process of safely and responsibly handling an equipment that has reached the end of its lifecycle. The goal is to make sure that when an asset is no longer needed, it’s either disposed of without harming the environment or it is given a new purpose.
GSE decommissioning is a critical phase in the lifecycle management of a GSE, ensuring its secure disposal, complying with regulatory requirements, and potentially recouping value through its reuse (resale). The decommissioning process involves detailed inventory and valuation of assets, sanitization, legal compliance, and the creation of a structured plan and timeline to coordinate the retirement of the assets. Best practices in asset decommissioning include selecting certified vendors for secure and environmentally responsible disposal, and regularly updating policies to stay compliant with evolving regulations.
As of June 2025, only a core disposal process is developed in Hexagon. Basically, a reservation is created and given a specific type (DISP). Once the disposal process is confirmed by HiSERV and other stakeholders, the reservation can closed, and all GSE included in it will be decommissioned automatically on the date specified in the reservation. No document is automatically created during the process, but external documents (sale agreement, delivery note, etc.) can be attached to the reservation or to the GSE during the process.
Reservation of GSE for disposal
The reservation of a GSE prior to disposal follows the same procedure as for any other type of reservation (i.e. rental or sale) -> See this article on GSE Reservations.
To create a new reservation, open the reservation module:
- Contract management > GSE Reservation
Procedure:
Steps to follow to create a new reservation (see screenshot below):
- "New Record" ([+] symbol). A reservation number will be automatically created by the system after saving the entry.
- Describe the reservation
- "Status" should be "In preparation".
- "Purpose": Select DISP.
- "Customer": Select the disposal company if relevant, otherwise a dummy company name.
- "Invoice Organization"; Select the company code located behind this Reservation.
- "Start Date": Select the date when the handover and decommissioning is planned to take place; this can be modified at any stage before the actual decommissioning by creating a new revision.
- "End Date": Select the any date in the future, so that it "blocks" the GSE for a certain period of time; in itself, the value is not relevant in the process.
- "Location" Select the location of the disposal, e.g., "BER".
- Go to "Reservation Items" tab
Add reservation items (GSE)
Once the reservation is created and an incomplete version is available (Status = In Preparation), items can be added to it via the following tab: "Reservation Items".
Note: if the reservation revision is already complete or approved, GSE cannot be added to it. Instead, a new revision must first be created.
Procedure:
Steps to follow to add active (commissioned) GSE via the "Reservation items" tab (see screenshot below).
- "Cross-Company No.": Enter GSE, or...
- ... multiple GSEs can be easily selected.
- "OK"
Finalise the reservation while waiting for customer approval
Once the reservation is complete, it can be finalised by changing its status to "Offer to Customer".
In principle, at this stage, the disposal company has received an request from HiSERV describing its requirements: dates, types and number of GSE, selection of actual GSE (if available), etc.
Important: This stage represents the first indication that the GSE should be prepared for disposal. The disposal itself has not yet begun in Hexagon.
If the current date falls between 30 days before the reservation start date and its end date, all GSE included in the reservation should display the availability status "Openly reserved" (controlled by Alert 10036, which runs every 8 mins).
See this article on GSE Reservations, section "Finalise the reservation while waiting for customer approval".
Confirm the reservation after customer approval
Once the reservation is finalised, it can be confirmed by changing its status to "Offer Accepted".
In principle, at this stage, the dispsal company has approved the offer from HiSERV contenting all of its requirements: dates, types and number of GSE, selection of actual GSE (if available), etc.
Important: This stage represents the confirmation that the GSE is ready for disposal. However, the disposal itself has not yet begun in Hexagon.
If the current date falls between 30 days before the reservation start date and its end date, all GSE included in the reservation should display the availability status "Reserved" (controlled by Alert 10036, which runs every 8 mins).
See this article on GSE Reservations, section "Confirm the reservation after customer approval".
Disposal initiation before agreement between all stakeholders
Before the disposal process is approved by all stakeholders, the reservation can be finalised.
Important: This stage represents the confirmation that the GSE is ready for disposal and that all stakeholders have been informed, which launches the disposal process itself. However, the disposal process and schedule are not yet fully established among stakeholders, meaning that the GSE remains in Service and part of HiSERV fleet.
Steps to initiate the disposal process via the Reservation "Record view" tab (see screenshot below). A new revision is necessary.
"Create new revision"
-
"Disposal?": Select the following option:
Click "OK"
Select the following "Status": "Ready for Disposal"
Click "Save" (floppy disc symbol).
Upon saving, the reservation automatically displays the new status "Waiting for Disposal Confirmation":
GSE included in the Reservation display the new status "In Disposal":
Finalise the GSE disposal and decommissioning process
Once the disposal process and scheduling have been approved by all stakeholders, the reservation can be finalised and closed.
Important: This stage represents the final confirmation that the GSE disposal process is ready to take place. When the reservation revision is saved, all GSE will be decommissioned on the given Start Date. This process is irreversible, so make sure that all GSE are indeed ready for decommissioning.
Steps to finalise the disposal process via the Reservation "Record view" tab (see screenshot below). A new revision is necessary.
"Create new revision"
-
"Disposal?": Select the following option:
Click "OK"
Select the following "Status": "Ready for Disposal"
Click "Save" (floppy disc symbol).
Upon saving, the reservation automatically displays a new status depending on the Start Date.
If the start date is in the future, the new reservation status is: "Ready for Disposal". In this case, GSE included in the Reservation continue to display the status "In Disposal":
If the start date is the current date or has already past, the new reservation status is: "Disposal Completed". In this case, GSE included in the Reservation display the new status "Scrapped":
Note: at this stage, no further revision may be created (see the section below on possible error messages).
Information for Developers:
- if the start date is the current date or has already past: Flex Rule R5CUSTOMERCONTRACTS-127 Post-Update takes care of changing the reservation status and of GSE decommissioning .
-
if the start date lies in the future, Alert 10067 (runs daily) will take care of it when the start date is reached.
- in either case, Flex Rule R5CUSTOMERCONTRACTS-127 Post-Insert prevents the creation of a new revision at this stage.
Edit a reservation after a change of requirements
Once the reservation is finalised (status "Offer to Customer"), it can be edited again via a new revision with status "In Preparation".
In principle, at this stage, either HiSERV or the disposal company has modified its disposal conditions: new dates, types or number of GSE, selection of actual GSE, etc.
See this article on GSE Reservations, section "Edit a reservation after customer request".
Reject a reservation after cancellation of GSE disposal
A reservation for disposal can be rejected at the status "Offer to Customer".
In principle, at this stage, HiSERV has cancelled the disposal process and does not want to dispose of the GSE anymore.
See this article on GSE Reservations, section "Reject a reservation after customer rejection".
Cancel a reservation if erroneous
If the reservation contains errors or is no longer needed, it can be cancelled at the status "Offer to Customer" and "Offer accepted".
All GSE included in the reservation will be free upon saving the reservation edit.
See this article on GSE Reservations, section "Cancel a reservation if erroneous".
Possible warning and error messages
The current status of the disposal process may not be empty:
Symptom: This warning message appears when attempting to save a revision with the status "Ready for Disposal" but with no information regarding the current stage in the field "Disposal?".
Cause: It is triggered by Flex Rule R5CUSTOMERCONTRACTS-126 Post-Update, which checks if the current revision has the status "DRFD".
Solution: Select a value in the field "Disposal?".
Reservation ABC is closed and may no longer be edited:
Symptom: This warning message appears when attempting to create a new revision after the last revision has been finalised and the disposal process is finished or about to take place.
Cause: It is triggered by Flex Rule R5CUSTOMERCONTRACTS-126 Post-Insert, which checks if any revision has the status "DCPL" or "DWFD".
Solution: The disposal process is closed, the reservation may no longer be edited.
