P2i Naming Conventions

Purpose

The purpose of this document is guide the use of a standard methodology in the naming of Procurement projects, Request for Quotes, contracts, contract management documents and associated system fields and corresponding documents in P2i. .

Process

The following process should be used when uploading documents into P2i.

Prior to Uploading

Please note the following points prior to commencement of naming and uploading your documents –

As part of the task instructions for preparing a procurement project, set up a project in your recordkeeping system
You should save the file to be used for upload, in a folder in your departmental recordkeeping system, using the same naming convention as that described in the below tables. This ensures the document saved to your project folder has the same name as that in P2i.
Service Agreements, Funding Schedules and Variations are to be uploaded as separate documents.

Tip Do not upload any files containing combinations of these documents. This ensures documents are easy to identify.
When uploading a “Variation Package” (e.g. for renewals – Variation and Funding Schedule/s); you should upload the Variation first followed by the applicable Funding Schedule/s.

Note The naming convention refers to Region. This may be different for each department, but as a general rule, it refers to the regional boundary or locality of the project/service.

Department can be replaced with Funding Stream throughout the document (e.g. DCYJMA = YJ)

Program can be replaced with initiative type.

To help identify the hierarchy, the P2i field name Project Reference should be in uppercase and the P2i field name Project Title should be in lower case.

The number of characters allowed in the title fields is no more than 70 characters.

Service Outlet Number

Existing services will continue to use their existing service outlet number previously allocated

For brand new services, the service outlet number will be created by using the combination of the unique project number and unique contract number auto-generated in P2i.

For example:

Your project has the reference PRJ_123 and your contract has the reference CON_234. Using those two numbers (PRJ_123 and CON_234), the new service outlet number can be created, 123 (PRJ) 234 (CON).

New Service Outlet No. 123234

Procurement Projects/RFQs

Type of activity	Naming Convention
Procurement Project	Department/Name of Program/Region(s) e.g. DCYJMA Youth at Risk CQ Field name in P2i: Project Title
Guidance Note: Enter the name into the Project Title field. Where an SPP has multiple approaches to the market, the procurement project is the title to each individual approach. If there is one approach, then the name would be the same as the procurement program.
Procurement Program	DEPARTMENT123/NAME OF PROGRAM/Region(s) e.g. DCYJMA123 YOUTH AT RISK STATEWIDE Field name in P2i: Project Reference
Guidance Note:Enter the name into the Project Reference field. This name aligns with the SPP and is the overarching procurement project name. The number (Eg. 123) will be the PRJ number generated by P2i when commencing a project.
Request For Quote	Department/Name of Program/Region(s) RFQ e.g. DCJYMA Youth at Risk CQ RFQ Field name in P2i: RFQ Title
Guidance Note: Enter the name into the RFQ Title field. This is the name of the RFQ (which should also align with the SPP). By including “RFQ” at the end of the name, searching documents will be easier.

Streamlined Agreements

Type of agreement	Naming convention
Funding and Service Details	Department/Name of Organisation FSD e.g. DCJYMA UnitingCare Community FSD Field name in P2i: Project Title Department/Organisation Name e.g. DCYJMA UNITINGCARE COMMUNITY Field name in P2i: Project Reference Department/P2i Contract Number/Organisation Name FSD e.g. DCYJMA CON_122 UNITINGCARE COMMUNITY FSD Uploaded Document Name: DCYJMA CON_122 UNITINGCARE COMMUNITY FSD Field Name in P2i: Contract Title
Guidance Note: The naming convention varies as the FSD is specifically related to the organisation rather than a procurement activity. It should be noted the original organisation number (eg. CSYW6644) will be replaced by a P2i generated CON number. An existing FSD will be given a CON number when migrated to P2i.
Variation Agreement	Department/P2i Contract Number/Organisation Name FSD VA e.g. DCYJMA CON_122 UNITINGCARE COMMUNITY FSD VA Field Name in P2i: Contract Title Document Name: DCYJMA CON_122 UNITINGCARE COMMUNITY FSD VA Q1 2020
Guidance Note: This refers to adding or replacing a funding schedule. Variation Agreements are created off system and attached in P2i. The naming convention of the document may include the renewal period (e.g. Q1 2020 as stated in the above Document Name example). It should be noted the original organisation number (e.g. CSYW6644) will be replaced by a P2i generated CON number. An existing FSD will be given a CON number when migrated to P2i.
Funding Schedule	Department/Contract Number/Program/Service Outlet No. FS e.g. DCYJMA CON_234 YOUTH AT RISK 123234 FS Uploaded Document Name: DCJYMA CON_234 YOUTH AT RISK 123234 FS Field Name in P2i: Contract Title
Guidance Note: Enter the name into the Contract Title field. The CON number is auto-generated in P2i and will be different to that given to the FSD. Adding FS at the end of the name will make searching easier. If a renewal, the service type may replace the initiative type (For example: YOUTH AT RISK will become YOUTH SUPPORT) See note above regarding the service outlet number.
Changes to Funding Schedules that were originally created through an RFQ process In P2i, a Funding Schedule cannot be varied. Any changes to the Funding Schedule will result in the creation of a new Funding Schedule in P2i.	Department /Name of Program/Region(s) or Location/Service Outlet No. e.g. DCYJMA Youth at Risk CQ 123234 FS VA Field name in P2i: Project Title DEPARTMENT (<procurement project number>/NAME OF PROGRAM/Region(s) or Location/ Service Outlet No. e.g. DCYJMA123 YOUTH AT RISK CQ 123234 Field name in P2i: Project Reference Department/New Contract Number/Program/Service Outlet No./ FS VA e.g. DCYJMA123 CON_124 YOUTH AT RISK 123234 FS VA Uploaded Document Name: DCYJMA123 CON_124 YOUTH AT RISK 123234 FS VA Field Name in P2i: Contract Title
Notification Letter	Department/ Organisation Name/Service Outlet Number/NL e.g. DCYJMA UnitingCare Community Youth At Risk 123234 NL
Guidance Note: The Notification Letter is off system and will be attached in P2i.

Particulars Agreement

Type of activity	Naming convention
Particulars for Service Provision	Department/Contract Number/Program/Service Outlet No/SFP e.g. DCYJMA CON_234 YOUTH AT RISK SFP Uploaded Document Name: DCYJMA CON_234 YOUTH AT RISK 123234 SFP Field Name in P2i: Contract Title
Guidance Note: To be entered into the Contract Title field. The CON number is auto-generated in P2i. The SFP at the end of the name will make searching easier. SFP = Short Form Particulars
Short Form Particulars for Non-Service Provision (Events)	Department/Contract Number/Program/Service Outlet No/ SFPE e.g. DCYJMA CON_234 YOUTH AT RISK SFPE Uploaded Document Name: DCYJMA CON_234 YOUTH AT RISK 123234 SFPE Field Name in P2i: Contract Title
Guidance Note: To be entered into the Contract Title field. The CON number is auto-generated in P2i. The SFPE at the end of the name will make searching easier. SFPE = Short Form Particulars Events
Changes to Service Particulars In P2i, a Particulars Agreement cannot be varied. Any changes to the Particulars Agreement will result in the creation of a new Particulars Agreement.	Department/Name of Program/Region(s) or Location e.g. DCYJMA Youth at Risk CQ SFP VA Field name in P2i: Project Title DEPARTMENT123/NAME OF PROGRAM/Region(s) or Location e.g. DCYJMA123 YOUTH AT RISK STATEWIDE Field name in P2i: Project Reference Department/Contract Number/Program /Service Outlet No./ SFP e.g. DCYJMA CON_124 YOUTH AT RISK 123234 SFP Uploaded Document Name: DCYJMA CON_124 YOUTH AT RISK 123234 SFP Field Name in P2i: Contract Title
Guidance Note: Variations require a new project to be created in P2i The CON number is auto-generated in P2i. SFP = Short Form Particulars

Type of activity

Naming convention

Particulars for Service Provision

Department/Contract Number/Program/Service Outlet No/SFP

e.g. DCYJMA CON_234 YOUTH AT RISK SFP

Uploaded Document Name: DCYJMA CON_234 YOUTH AT RISK 123234 SFP

Field Name in P2i: Contract Title

Guidance Note: To be entered into the Contract Title field.

The CON number is auto-generated in P2i. The SFP at the end of the name will make searching easier.

SFP = Short Form Particulars

Short Form Particulars for Non-Service Provision (Events)

Department/Contract Number/Program/Service Outlet No/ SFPE

e.g. DCYJMA CON_234 YOUTH AT RISK SFPE

Uploaded Document Name: DCYJMA CON_234 YOUTH AT RISK 123234 SFPE

Field Name in P2i: Contract Title

Guidance Note: To be entered into the Contract Title field.

The CON number is auto-generated in P2i. The SFPE at the end of the name will make searching easier.

SFPE = Short Form Particulars Events

Changes to Service Particulars

In P2i, a Particulars Agreement cannot be varied. Any changes to the Particulars Agreement will result in the creation of a new Particulars Agreement.

Department/Name of Program/Region(s) or Location

e.g. DCYJMA Youth at Risk CQ SFP VA

Field name in P2i: Project Title

DEPARTMENT123/NAME OF PROGRAM/Region(s) or Location

e.g. DCYJMA123 YOUTH AT RISK STATEWIDE

Field name in P2i: Project Reference

Department/Contract Number/Program /Service Outlet No./ SFP

e.g. DCYJMA CON_124 YOUTH AT RISK 123234 SFP

Uploaded Document Name: DCYJMA CON_124 YOUTH AT RISK 123234 SFP

Field Name in P2i: Contract Title

Guidance Note: Variations require a new project to be created in P2i

The CON number is auto-generated in P2i.

SFP = Short Form Particulars

Grants Process

For a Grants Process, a ‘G’ will be added to the beginning of the naming convention. This ensures searching for grants processes will easier.

For example:

GDCYJMA CON_234 YOUTH AT RISK SFPE

Uploaded Document Name: GDCYJMA CON_234 YOUTH AT RISK 123234 SFPE

This convention will be used for all grants activities.

Contract Management Documents

For those documents that are required to be developed off-system and attached to the project / contract in P2i the following naming conventions should apply.

Type of activity	Naming convention
Value/risk matrix	Department/Contract Number/Name of Program/Region(s)/Service Outlet No./VRM e.g. DCYJMA CON_234 Youth at Risk CQ 123234 VRM
Contract Management Checklist or Contract Management Plan	Department/Contract Number/Name of Program/Region(s)/Service Outlet No./CM e.g. DCYJMA CON_234 Youth at Risk CQ 123234 CM
Kick Off Meeting	Department/Contract Number/Name of Program/Region(s)/Service Outlet/ KO e.g. DCYJMA CON_234 Youth at Risk CQ 123234 KO
Contract Performance Review or Contract Review Report	Department/Contract Number/Name of Program/Region(s)/Service Outlet No./PR e.g. DCYJMA CON_234 Youth at Risk CQ 123234 PR
Risk Register	Department/Contract Number/Name of Program/Region(s)/ Service Outlet No./RR e.g. DCYJMA CON_234 Youth at Risk CQ 123234 RR
Checklist for Contract Extensions/Renewals	Department/Contract Number/Name of Program/Region(s)/ Service Outlet No./CERF e.g. DCYJMA CON_234 Youth at Risk CQ 123234 CERF
Other Contract Management Documents	Department/Contract Number/Name of Program/Region(s)/ Service Outlet No./OT e.g. DCYJMA CON_234 Youth at Risk CQ 123234 OT
Lessons Learned Log	Department/Contract Number/Name of Program/Region(s)/ Service Outlet No./LL e.g. DCYJMA CON_234 Youth at Risk CQ 123234 LL
Close Out Checklist	Department/Contract Number/Name of Program/Region(s)/ Service Outlet No./CO e.g. DCYJMA CON_234 Youth at Risk CQ 123234 CO