Popular Topics and Frequently asked Questions (FAQs)

The following is a list of topics and questions asked about P2i. You can scroll through the questions and responses or use the search locate information about a topic.

 

What is SIP? And what is P2i?

The Social Investment Program (SIP) is refreshing how the Department will commission human services and procure goods to ensure that we invest public money in the right places, for the right people, at the right time, in the right way.

It will replace the current Online Acquittal Support Information System (OASIS), Grants Management System (GMS), and Web Based Assessment Tool (WBAT).

Procure to Invest, or P2i is the name of the ICT solution.

 

​Who will be impacted by SIP?

Departmental officers from DCSYW, DCDSS, YJ and DHPW who are involved in commissioning and procurement, contract set up, management, payments and performance reporting. The system will also impact service supplier staff performing contract management and performance reporting activities.

 

What current systems will be replaced by P2i?

The P2i ICT solution will replace the following current systems: Online Acquittal Support Information System (OASIS), Grants Management System (GMS), and Web Based Assessment Tool (WBAT)

P2i will interact with a range of other departmental systems to provide a single source of social investment truth. This means that all authenticated departmental officers and service providers will be ​looking at tailored views of the same set of investment information.

 

Will Funded Organisations be trained on how to use the new system?

Thousands of funded organisatons employees will access P2i through the new supplier portal. The P2i project team is currently considering the training needs and delivery options. The P2i training plan will detail the most appropriate training approach aimed to be delivered ‘just in time’ with centralised learning support likely to be in place.

 

What are the business changes we can expect?

High level anticipated work/staff impacts are:

• Replacing Online Acquittal Support Information System (OASIS), Grants Management System (GMS), and Web Based Assessment Tool (WBAT) with one technology solution.
• Implementing an out-of-the-box system will mean processes, policies and work practices are reviewed so that low value, high volume tasks can be automated through the P2i Solution, allowing staff to focus on high value activities and mitigate reductions in staff levels as a result of transition to the National Disability Insurance Scheme (NDIS).
• P2i by itself is not expected to result in a reduction in the overall establishment. It is expected to assist in reducing manual processing workloads for staff impacted by the overall reduction in staff numbers as a result of the transition to the NDIS.
• P2i may result in changes to the way in which some staff undertake their work, or their reporting line. The need for such changes will be identified as we explore each step and work out the best way to align our business processes.
• The technology and associated process changes are expected to enhance staff’s ability to perform duties due to simplified and streamlined workflow and process flows.

 

How will P2i benefit departmental officers?

The end-to-end nature of P2i means that it will be the ‘one stop shop’ for departmental officers who work in commissioning, procurement and contract management. Some of the great benefits of using the new system are:

• Performance improvements
• Enhanced, seamless user experience with dynamic, interactive dashboards and reports
• Increased ‘line of sight’ for appropriately authorised officers
• Automated workflows and dataflow
• Simplified, real-time, electronic approvals and signatures
• Streamlined process for multiple approvals
• Budgeting module enabling authorised officers to approve within their span of control

Other benefits

• Reduced administrative effort and processing time
• Support increased information sharing and collaboration with NGOs
• Improved real-time information for social investment evaluation and decision making
• Alignment with WoG procurement framework and standard taxonomy for key data sets
• A key data set to enable future measurement of social investment outcomes

 

Does each Department have their own Budget?

​Each Department will only be able to access and view their own Budget.

 

What is the Investment Reporting Framework and what is its relationship to the Social Investment Program ICT Solution?

The Investment Reporting Framework brings an integrated and flexible reporting approach within and across departments. It provides a holistic reporting mechanism bridging the gap between the Outcomes Map, the investment specifications for each department and the contractual performance measures.

The Investment Reporting Framework will be embedded in the new Social Investment Program ICT solution. It is envisaged that Procurement and Contract Setup will select a Service Type from the social services catalogue lists with flexibility to tailor particular components procured or contracted.

 

What are the Investment Reporting Framework benefits?

​The Investment Reporting Framework is mapped against the investment specifications for each department. It provides a flexible approach in defining the right performance measures for contracts as well as leveraging opportunities with providers to achieve better outcomes from our investments.

​

Will the Investment Specifications be replaced by the Investment Reporting Framework?

​No. The Investment Specifications are a foundational piece and will not be replaced.

​

Will the current and/or future contracts be impacted?

​No variations to current contracts are expected. All contracts will be performance managed and reported under the current Investment Specifications through the Investment Reporting Framework.​

 

How has the business been involved in the development of the reporting framework?

​The Investment Reporting Framework has been defined in consultation with subject matter experts representing impacted business areas in the Department of Child Safety, Youth and Women, the Department of Communities, Disability Services and Seniors, and the Department of Housing and Public Works. All consultation sessions were held during May, June and July 2018.​

 

Where can I find more information about the Investment Reporting Framework?

​Training and communication will be provided as part of the rollout of SIP. You can also find more information about the Social Investment Reporting Framework on theSIP Virtual Lab. Alternatively, please contact: P2iMailbox@csyw.qld.gov.au.

 

What Business Engagement will take place to ensure business input into the Program and business readiness for implementation?

A multi-faceted rolling Communication and Engagement Plan and Training Plan has been developed and is currently being rolled out to impacted stakeholders. Elements of Business Engagement include:

The inclusion of Business Change Managers from impacted Departments on the SIP Program Board to sponsor, lead and drive the change within their respective departments and teams and cascade messaging providing Departmental context. These are senior roles and will advocate for the change in their organisation and ensure that a business transition plan is enacted for successful transition and embedding of the change.

The implementation of Change Champions who were nominated from their local business areas to work with the SIP Project Team and their respective Business Change Managers to drive and support change at the local level.  They will become involved in stakeholder engagement and training activities, participating in training activities to provide context. They will also work with the Business Change Managers to ensure that their organisations are ready for the P2i Implementation and will be assisting to develop and deliver their respective business transition plan.​

Members from the Business Change Management Group, the Business Working Group and the Change Champion Network will be invited to attend Agile Project showcases where they will collaborate with the project team in the iterative solution design of P2i.

Regular briefing sessions to create awareness (using existing channels in the first instance as well as targeted sessions where required)

 

How do I get access to P2i?

​All existing users of GMS and OASIS will have access to P2i. The process for existing users will be communicated prior to Go-Live.

New Users must submit a SAR defining:

Email address

First Name

Surname

Department

Organisation

Division

Workgroup

Role

A System Access Request (SAR) must be approved by appropriate (HR and financial) delegate.

 

What happens if a Contract Manager/Contract Officer has a conflict of interest with a supplier and therefore cannot be involved with a particular contract?

​Contract Managers/Contract Officers that have declared a conflict of interest will be able to view but not be able to edit a contract.​

 

Will P2i report by initiative, such as ICE prevention?

P2i will be able to accommodate examples like ICE prevention - not only in the Budget Module but also in the Payment Allocation Module.  Two additional 'initiative' tags have been included in the build.  This will allow for two levels of data breakdown (eg First level could be Carmody and the second tag could be G1 W6 R5.4)

​

Will there be an audit trail of changes made within the Budget Tool

​P2i will log all changes, including the date and who made the change.

As well as this, the Budget Tool contains a Change History function for each line item. The change history can also be extracted to Excel.

 

How does ERO work?

​Unlike indexation, ERO historically does not have a consistent formula applied.  It will be difficult to automate without a formula.  P2i has eased the workload by allowing the user to download line items into Excel, allowing the user to update the relevant line items with the ERO amounts and then automatically uplaod the new amounts back into the payment allocation module within P2i.

​

How will unallocated funds be handled within the Budget Tool?

​These will require manual updating within the budget tool due to complexity.

There will be many reasons for budget movements - eg budget transfers, unspent funds from contracts, and late start up of contracts.  It is far too complex and expensive to code the system to automate this process.

​

How will own sourced revenue, budget adjustments, unspent funds, ATMS be handled within the new system?

​There are some things that just can't be automated.  The system can't tell if there needs to be a budget adjustment for example.  This will need to be a manual entry.  However, there is provision to record the budget transfer, own sourced revenue and unspent funds and ATM numbers.

With regards to unspent funds and short paying, the funding allocation module in P2i will show what was originally due to be paid and also the short payments. Where there are remaining funds there is provision in the payment allocation module to allow the user to make reference and add the amount to be returned.

 

How will budget allocation and factoring be handled in P2i to ease workloads.

​P2i can pull out a report to determine when payments are due, were made or yet to be made. This will not be populated into SAS automatically. It will be the same process as currently followed in GMS.

​

Can SAS to P2i reconcilliation be automated?

The SAS system is not in-scope for the project.

​

Can budget data be reported by service stream?

The service stream is used to populate the SDS and is currently derived by running a group of cost centres in SAP.  Each cost centre has been given an attribute that maps the cost centre to a service stream.

 

Will P2i be the contracts' repository for the various departments

​For those departments that choose to use P2i, their contracts will be maintained in the solution.

 

How easy will it be to make changes in P2i to areas such as contract terms, department names, etc?

While the solution will keep as close to out of the box as possible, a system administration area has been created to manage and update data that is referenced in the system, such as department names.

 

What type of reports will be availabe in the P2i solution?

Existing RN reports (or similar) will be made available when the P2i solution goes live. Procurement Key Data Sets and Open Data have also been identified as mandatory reporting requirements. Adhoc reports are available via Tableux and other Executive reports will be developed at a later stage.

 

Where will historical contractual data be stored once the P2i goes live?

Any contract with a start date or end date after 30 June 2019 will be migrated to P2i. All other contracts will be stored in GMS and could be accessed by staff. Data from legacy systems will be migrated to Corporate Data Warehouse.

 

How does P2i address the PBA (Performance Based Acquittals) business rules for ‘Payments’?

​Business Rules with respect to PBA (Performance Based Acquittals) are not being impacted directly by the P2i solution. Any changes to the PBA business rules will be driven by the business. The P2i team will facilitate change impact analysis workshops in the near future where current business rules could be reviewed and new ones created.

Can a Payment be made even though a funded organisation did not perform to the standard agreed in the contract?

​The business have indicated that it is a requirement for the P2i solution to be able to make payments without reporting requirements being met, for example when an urgent payment needs to be made or if there is a natural disaster. There will be a module in the system which shows where a payment has been made when reports are yet to be submitted.​

 

How does the unspent fund process work for both shortpay and customer invoice? Will reporting on actuals reflect all recovery of unspent funds?

​Where there is a shortpay, P2i will record the amount being short paid and the amount being paid. This information will also be available in the payment file. Where a notification needs to be raised for recovery of funds, the user will be able to enter the details and the amount in the Payment Allocation module in P2i.

 

How is the P2i solution addressing updates which are currently entered manually entered by the user such as 'record as posted and paid, SAP numbers and dates'?

This functionality was discussed in previous workshops and the SIP team agreed to investigate it noting it is not widely used within the Department. ​

 

How will the P2i solution address the daily payment runs?

Each individual payment run will have its own unique identifier even when there are same CS vendor numbers. This will allow for better reconciliation of daily payments. QSS have been involved in discussions and have confirmed this approach.

 

What will be the recommended approach to the daily payment requirements and troubleshoot?

​It is expected that the business will determine who does this role (preferably someone central). It is not anticipated that this will be a full time job. The SIP team will investigate the possibility of automatically update the status of a payment in P2i from SAP. This will require, though, further development work from multiple teams, including SIP, ESB and QSS.​

 

Once the P2i solution is implemented, which business area will be monitoring payments and agreements with other Departments for shared funding of grants?

​Each Department (CSYW, CDSS, YJ and HPW) will have their own users. In cases where a Department has a contract with a funded organisation but the actual funding is coming from another Department via an MOUs, we see the role of raising the invoices potentially sitting with the 'Budget Officer', and the management of the MOU with Commissioning. The P2i Project team anticipates, however, that this is a business decision.

 

How will approved funding memorandums be administered in SIP?

​Funding memos will be developed and progressed in Commissioning areas through the Commissioning Plan Process. Commissioning areas will work very closely with the Budget Officers, as they currently do, to ensure that what has been approved in a Commissioning Plan aligns with what is included in the SIP Budget module.

 

Some of the terminology in P2i does not match current business terminology. Why?

​In keeping with SIP Board Members guidance, the solution being implemented is being developed as 'out of the box' as possible. The solution being implemented supports contemporary practice in contract management and procurement and as such, there will be differences between the terminology in the solution and the terminology currently in use by the Department.

 

Will there be parallel running of systems as part of the implementation plan?

This is currently under review and yet to be determined by the SIP Board.

 

How will I be able to access historical data once P2i has been implemented?

Any contract with a start date or end date after 30 June 2019 will be migrated to P2i.  All new contracts create in P2i will be stored in P2i during its life cycle. GMS and OASIS will remain available to users with read only access for reporting on historical data.

 

What will the governance structure be post go-live?

​The SIP Project is currently developing the System Management Plan which describes the governance structure post go-live.The System Management Plan will soon be ​submitted to the Board for approval. Once approved, the information will be made available to the business.

 

How does the reconciliation work between P2i and SAP?

On a daily basis, the Payment Allocation Officer will: access and review the SAP Transaction Analysis Report (i.e. Payment Results)(off-system) - which details all payments processed/not processed, their statuses, their amounts...etc. extract and review all payment records within SIP reconcile/compare the SAP Transaction Analysis Report (i.e. Payment Results) vs SIP payment information (off-system) ​

 

Will the contracts be changing as a result of P2i?

​The look and feel of the contract will change, however, the content of the contracts will remain the same. ​

 

In the Go to Market activities, how will funded organisations be notified in P2i?

​Both unsuccessful and successful notifications are built into the system as part of the P2i workflows. Notifications are sent when contract is activated. Standard wording has been developed and uploaded into the system. ​

 

How can we search for contracts in P2i?

​Contracts can be searched in P2i in a number of ways. By status, type, name, and etc. Consistent naming convention is required to allow improved searching and reporting. View proposed P2i naming convention here.​

 

How are contracts assigned to Officers and Managers in P2i?

When a contract is setup in P2i, the user is required to assign the contract to a Contract Officer. Then, in the Contract Management Hub, the Contract Officer is required to assign the contract to a Contract Manager and a Finance Officer.

 

Which P2i system role can make payments in P2i?

​The Contract Officer role can recommend a payment. The Contract Manager role activates the payment and reporting schedule. This segregation of tasks has been recommended by Internal Auditors and has been supported by the SIP Board. ​

 

Does P2i record any changes made in the Budget Tool?

​A change history is created every time a data field is copied or edited thereby keeping a record of every change made.​

 

Can we save versions of budgets?

The P2i Budget Officer system role can save up to 20 versions of the budget in the Budget Tool. These versions can also be exported to Excel.​

 

Do I need a P2i role?

​Please use this flowchart ​to assist you in self assessing which P2i system role maybe applicable to you.

 

How can I request a P2i system role?

​A P2i system role can be requested through a System Access Request. Existing levels of P2i access can be upgraded/downgraded by P2i Super Users in each department​. For more information on P2i Super Users please visit this page.​

 

Can funded organisations access and use their previous RFQ response?

​Yes. Funded organisations can use their previous supplier registration and RFQ response information to respond to tenders, saving time and improving consistency. ​

 

Will there be a freeze on any contract changes?

This has not be determined as yet.  This information will be provided once finalised.

 

How can I support P2i go live?

​We have requested that as many contract changes as possible (new, variations, renewals) be completed before October 2020 and all contract information be entered into GMS. This contract data will then be extracted and used for a full end to end data migration test from October onwards.

 

Who can view Reports in P2i?

​P2i Report Viewer system role will be able to view reports by filtering fields and selecting dropdown data sets.​

 

Who can create Reports in P2i?

P2i Report Developer system role is the one responsible to create and publish new reports based on business requirements.

A limited number of licences will be provided to each agency.​

 

What is the difference between activating the Contract and activating the Contract Management Hub

​The P2i Contract Officer system role activates the Contract after:

• they are assigned to the Contract by the P2i Senior User system role
• the signed Contract has been attached into P2i in the Contract Setup module

The P2i Contract Manager system role activates the Contract Management Hub after:

• they are assigned to the Contract by the P2i Contract Officer system role
• the P2i Payment Allocation Officer system role has updated the Service Outlet and Payment Details allowing the Contract Manager to view Scheduled Reports and Scheduled Payment​s

 

Is the Investment Area from Contract Setup carried into the Payment Allocation Tool?

​During payment allocation setup of a contract, the Service User and Service Type are captured in the contract and automatically copied over to the Payment Allocation Tool, however as the Investment Area is not a mandatory field during Contract Setup, the Investment Area is not carried into the Payment Allocation Tool and thus the Payment Allocation Officer needs to manually add this. ​

 

I understand payments can be split in specific cases. Can I unsplit them and revert them back to its original scheduled?

Once a payment has been split, it cannot be unsplit. Payments need to be made separately​.

 

Can a payment be made before reports are submitted?

The 'Recommend Payment' button will be disabled until all related reports are submitted, however Contract Officers can escalate payments by exception.

 

What are Request for Information (RFI)?

RFIs are used to collect Qualification and Technical information from suppliers in order to evaluate the supplier base and to narrow the field of competition to qualified suppliers.​

 

What are Request for Quotation (RFQ)?

​RFQs are used to collect detailed Technical and Commercial information from pre-qualified suppliers in the form of a private offer. RFQs are also known as Invitations to Tender (ITT).​

 

What is a Project?

​A container used to organise the related sourcing objects, such as RFx, contracts and collaborations. ​

 

What is a Workflow?

A workflow is a set of tasks organised in the sequence to be completed. Workflows contain dependencies which are tasks that must be completed before subsequent tasks can be started.​

 

What is a Task?

​A task is an action in the workflow. It contains work instructions detailing how to complete the task, list of dependencies, and which task will follow.​

 

What is an Object?

​An object sits within a task. It contains fields and attachments collected together to generate a resource such as an RFQ, a Contract or a set of documents.​

 

What are Collaborations?

​Collaborations provide a versatile means for a project owner to share information with colleagues across a Department and to request feedback on the information. Collaborations in P2i are typically used to upload endorsed procurement or contract documentation.​

 

What is Promote to Task?

Promote to Task is a function to move objects forward in the workflow to the next task.​

 

What are Opening Committees?

​Opening committees allow the Department to manage a formal response opening process and to prevent unauthorised access to supplier response envelopes. Opening committees maybe either Assembled (gathered around the same computer at the same time) or Remote (different computers but restricted to a time frame). If the Department decides to use an Opening Committee, it is recommended that only Remote is used.​

 

What are Qualification Envelopes?

​The purpose of the Qualification Envelope is to gather information in order to qualify suppliers. In P2i, many of the qualification questions are answered by the supplier when they register. Since it is not necessary to rank suppliers on the basis of their responses, scoring is not available.​

 

What are Technical Envelopes?

​The purpose of the Technical Envelope is to gather details about the ability of a supplier to deliver the services that meet the evaluation criteria. This information is used to rank suppliers, so scoring is available.​

 

What are Commercial Envelopes?

​The purpose of the Commercial Envelope is to gather pricing information from suppliers.​

 

What is Scoring?

​A setting that allows points or weightings to be added to questions included in an envelope.​

 

What is RFx?

The generic term “RFx” isused to describe the common behaviors of RFIs and RFQs in P2i.

 

What are Envelopes?

​​Envelopes are an alternative name for a set of questions. Qualification, Technical, and Commercial questions form discrete "Envelopes" and they must be opened separately by the Department.

 

What is a Project Team?

​The project team in P2i are selected by the Project Owner to share access to the project and its contents.

 

What does Off-system mean?

Off-system refers to actions and tasks not performed in P2i. They may be referred to in P2i to acknowledge their completion outside of the system.​

 

Can a Funded Organisation Director resubmit their Financial Acquittal if they have made a mistake?

Yes. The Funded Organisation Director will need to contact the relevant Department Contract Officer and request that the previously submitted Financial Acquittal be rejected so that a new one can be submitted.​

 

What should I do if I activate the wrong workflow?

​Staff are able to either select "Do not start tasks" when starting a project, or, if tasks have been started, are able to go into the started tasks and select "Stop Task" for each active task, then Deactivate the parent task. Or you can suspend your project and start a new one.

 

​What can I do if I delete a question I need for my RFQ?

​Library questions are a source of regularly used questions and your question may be in there. Alternatively, it is easy to add a new section or question. Refer to the P2i onlne help.

 

I'm a Panel Chair. Why is the Freeze Technical Evaluation button not showing?

​Panel members don't "Freeze" the evaluation, this is done by the Panel chair after each panel member has provided comments, and then the panel chair completes moderation.

So after all panel members have

1. Ended their evaluation job and

2. the Panel Chair has opened the comments up for the moderation process to begin and

3. all members have updated their comments and ended theie evaluation jobs, then

4. The Panel Chair can Freeze Technical Evaluation

 

Is the score to be shown an average over the scores we gave for all questions in technical envelope?

​During moderation, the panel chair will see the average score as a suggested score. This is "Out of the Box" functionality. The panel chair can change the overall scoring during moderation to whatever value the panel agrees to.

​

Can evaluations be done offline and then taken into moderation for evaluation group to update?

​P2i has the ability to download and evaluate offline, then upload results.

​

Can only the nominated chair pull the Individual report of scores of panel members?

​Only the panel chair can see all scoring AFTER all panel members have submitted their results and they go into moderation. It is a business requirement to do blind evaluations.

​

Reports need to be saved otherwise need to keep generating report

​Reports automatically save to the Downloads folder (or the folder configured in the individual's browser settings for Downloads). Staff can copy this to another location if required, but are able to find the downloaded file/s wherever their downloads get saved to. This is standard web application behaviour.

​

How do I see that I have evaluated all the submissions?  How do I see my scores?

​Staff can see their individual scoring by going back into each supplier's response, then clicking through the comments noted for each question. Alternatively, they can run an Evaluation Report, which will show their own scores. This is P2i out of the box functionality.

​

What is the purpose of having confirmed price in the evaluation process?  

It would go in the negotiation phase (after evaluation is completed). "Confirmed Price" is not set up to be used by this project. It aligns with using the Total Price option for pricing, which doesn't meet the business requirements/needs (as the business have advised they would like the supplier to upload full breakdown of costs/prices/etc.). As this is an "off the shelf product" it will contain some features that will not be used by the Department/s this project is configuring the solution for. This is a out of the box feature that cannot be configured to be invisible if not used.

​

Are qualification envelop questions mandatory?

Envelopes have been set up with templates based on workshops with business staff. When setting up the RFQ envelopes (during RFQ setup), staff can add/remove/change any question or section by many different means, and can also mark questions and/or scoring as mandatory as required.

​

What is the process for recovering from user error in clicking ‘end evaluation’ process?

Project to manage through training -  "Panel chair" can reopen panel responses if required.​

 

Commercial envelope - can only the chair enter this in and have panel members view what was entered or does all panel members and chair have to put in their scores?

​Set up of panel members and roles on panel for each envelope is done at the time the RFQ is setup. This is based on business processes and practices on who should be on the Commercial envelope. Solution is flexible to meet business processes to have many or just one panel member on each envelope.

​

What is the relevance of the Default Score when you have Current Technical Score in Technical Envelope Evaluation Status?

"Default score" is not set up to be used by this project. It aligns with the system performing automatic "default" scoring, which doesn't meet the business requirements/needs. As this is an "off the shelf product" it will contain some features that will not be used by the Department/s this project is configuring the solution for. This is a out of the box feature that cannot be configured to be invisible if not used.

​

Can I seen another panel member's suggested score and comments if blind evaluation is used?

​When blind evaluation is used only the individual can view their own score and comments.

 

Unable to locate a consolidated report showing individual scores, total score, moderated score and all comments.

​Multiple ways for panel chair to see all scores when going into moderation. Each panel member cannot see other panel members scoring until the envelope has been completed (due to blind scoring being set). After all panel members have submitted their scoring, the Panel chair, during moderation, can run an "Evaluation Report" which will provide all scoring done by all panel members for all suppliers. Alternatively, during moderation, the panel member can click on the Comments button next to the question and see each panel members score and comments.

​

What is the Commissioning Plan?

​Commissioning Plan = significant procurement plan or other procurement plan

​

It is unclear who has the responsibility for opening and completing the information in the commercial envelope. Is this done in isolation by the panel chair on behalf of the evaluation team?

​Evaluation Panels for each envelope are set up during RFQ setup. Per current business practices, staff setting up the RFQs will know who is supposed to be on each panel, and who should be the panel chair. This has now moved to "on system" instead of current manual processes. The Evaluation Panel for each of the envelopes can be updated by the RFQ owner at any time during the life of the RFQ.

​

I multiple tasks running in the workflow and I can complete a later task before an earlier task is competed.

​The solution does not replace human assurance that tasks are done in correct order. There are key points in the workflow that act as bollards to prevent continuing (such as approvals, PA and Budget Officer endorsement etc.) and some tasks may actually be done in parallel, hence they will be active to allow staff to prepare these tasks.

​

I sent multiple RFQs to my procurement authority and were published. Why are they visible to the Supplier?

​Depending on how the RFQ was set up, where it was up to in the project workflow, etc., will determine when it appears. RFQ closing dates can be an issue where the RFQ is closed before it is published. Also, depending on if the RFQ was set up as a Public or By Invitation will determine if it shows to all suppliers.

 

Procurement Authority can approve after they have sent comments back, before comments have been incorporated

​If sending work back - need to "Not approve" the task, which will then send the task back to the originating person for correction (per the comments made by Procurement Authority).

​

What do i need to do if I deny a request for approval of Go To Market documents?

​When rejecting a request for approval, use the comments field in the task reassignment and track changes in the updated document as per current business practices.

 

How do I locate all the tasks that are assigned to me in each RFQ Procurement Project?

​Automatic task assignment has not been implemented for P2i, therefore searching for tasks assigned to an individual is not possible, unless staff manually update the Task owners for all tasks within a Project.   Staff are able to filter for their own Projects or Objects (e.g. RFQ, Contract, Collaborations) at the Project Owner level, or Object Owner level (e.g. RFQ, Contract) so staff will be able to see all Projects they are the Project Owner of, or, all Objects they are the owner of.  For example, with RFQ:  Staff can go into the "Projects" page, then in filters, select "Owner" from the third filter option and type in their name - this will return all projects they are the current owner of For Objects (e.g.: RFQ), staff can go into "My RFQs", then in the "Filter By:" box, select "Only My RFQs" There are more filters and ways to navigate around the solution that will be covered during training.

​

Various DCDSS service have contracted obligations outside automated service tasks and as such these tasks are required to be entered manually. Will all service tasks listed in OASIS be carried across to P2i, including the manually created tasks?

The only service task list reminders that will be migrated to P2i are:Financial AcquittalsPBA (Performance Report & Director's Certification)Annual Financial Statement & Annual Acquittal Statement

​All other reminders that were created through the Add Document (manually created) functionality will not be migrated to P2i.

 

Evaluation panels - you can choose multiple members, with different roles to be on panels.

​This poses no additional risk to the current process. Choosing a panel is currently done "off system" - the same approach would be required to identify panel member for "on system", i.e. you would only add people who have been selected to be part of the panel. Increased audit-ability as system will capture who has been added to a panel, when and by whom which can be requested of the system administrator.

 

Why is the Task Owner blank in P2i

​All Task Owners are blank and default to the Project Owner. "Task Owner" can be updated by the Project Manager if they need different people working on different tasks in the workflow by selecting "Change Owner" in the task.

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Why is the task end date so far in the future?

​The task schedule can be changed by the Project Owner to meet staff timeframes via the Task Schedule screen.

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What do I select for Opening Committees in P2i?

​Opening Committees aren't generally used by the Department. Standard out of the box functionality allows users to select "Yes" or "No" to "Enable Opening Committees" during RFQ setup. Select "No" for Opening Committees when creating an RFQ.

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How do I ensure that all supplier responses go to the Procurement Authority?

​During RFQ setup, the P2i Senior User / P2i Regional Manager needs to go to "Details" -> "Email Recipients" and set this to be the Procurement Authority, or whoever should be responding to Supplier Questions, and remove themselves from the list.

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Why does P2i auto create the end date of the Project?

​Project end dates don't exist in system - a Project only has a start date. Tasks within the project have start and end dates. End dates have been set to future dates. Staff are able to re-schedule all Task Start and End Dates via the Task Schedule screen, similar to MS Project. Staff are able to also visualise tasks via the in-built Gantt functionality.

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How does the QA process work when senior user puts RFQ into P2i but needs to have procurement look at it and provide proposed changes?

Tthe current business practices is for staff to work with Procurement Services while drafting the RFQ/RFI. This should remain the same, and continuously work with Procurement Services as they do today, only putting information required in-system where needed/instructed. If staff wish for Procurement Services to have input in system, they can add them to the project team. Procurement Services can see all RFQs/RFIs for their Department, however, if they wish to edit anything in system, they would need to be added to the Project Team. Eval Plan is offline - so this will follow the same processes as currently used, with negotiations with Procurement Services. RFQ document is also still offline (as requested by CPO) - so this will follow the same processes as currently used, with negotiations with Procurement Services.

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Are Funded Organisations required to set up user acounts for every contract when it is awarded?

​Funded Organisations need to allocate existing users to new contracts​.

 

How are funded organisations advised of RFQ's?

​RFQ's will continue to be listed on QTender

 

Which role will update CPI increase in budget tool if/when they are approved?

​The Payment Allocation Officer will enter and  trial the CPI increases in P2i. Once they are approved, the Payment Allocation Officer will apply the changes.​

 

How should funding be input within P2i considering that HPW does not split funding to orgs on the basis of service type?

P2i relies on allocating funding by service type. The following options are provided to HPW to consider for how they can allocate funding.

1.      Input a $0  figure against applicable service types

2.       Split the total contracted value across the various services​

 

If the grant descriptions available are not suitable, how are new options made available?

Grants come from the communities specification which covers a large range of options. A new or varied Investment Specification is required to create a new one. Please discuss further with your department’s Commissioning team. ​​ The Commisioning team confirms with the P2i service management team to ensure that the format meets systems contraints who then implement the change in P2i.​

 

How will the increased rigour of the P2i Go to Market process affect Funded Organisations?

​No current impact anticipated for CSYW and YJ as there are no existing or projected recurrent grants (i.e. grants that require more than one payment).

DCDSS will continue to use SmartyGrants for go to market of recurrent and once off grants.

 

How do I capture the service outlet?

On system instructions advise the user how to capture the Service Outlet​.

Service outlet numbers will remain the same for contracts which are renewed or varied.

For brand new contract’s it will be based on the combination of the P2i Project number and P2i Contract number (i.e. 011001)

 

What happens when a contract is copied?

​A new contract number is created each time a contract is copied. Details of supplier and other specifics will be identical and will need to be checked before activating.​

Any time a contract is copied it will automatically record which contract it was copied from. For renewals and variations, a manual link must also be made from the original contract to the renewed/varied contract.​​​​

 

How will the populating of "out years" within the budget tool impact administrative resources?

​The Payment Allocation Grid auto populates all of the out years in the budget tool providing timesavings which offset the time required to populate the out years. In addition, the Budget Officer won't need to undertake rollover work at the end of each year.

This system will allow Funding Services Team reconcile with Financial Services Team over the Qld Govt’s standard 4 Year Forward Estimates period

 

How are funded organisations supported to create supplier profile in P2i?

​Once a grantee has been selected out of the grants process, communication from the department will be required supplying a link to create their own profile on P2i. A step by step guide will be provided in the funded organisations training material.​

 

Does the new contract need to be on the system before you can terminate the old contract?

​In P2i a new contract must be set up and activated before the old contract is terminated.

 

Will the letter that usually accompanies a Short Form Events Particulars be created in P2i?

​No it won't. However, any documents that are created and accompany a contract can be uploaded into P2i.

 

Who performs the Contract Setup activities in P2i?

​The contract is typically set up by the P2i Senior User, however the P2i Regional Manager, P2i Contract Manager and P2i Contract Officer can edit the contract details if they have been added to the Project Team.

 

Who inputs the financial information into the Contract?

​The P2i Senior User will set up the funding amounts and types for each funding period. The P2i Payment Allocation Officer is responsible for setting up Service Outlet details and Payment details once the contract has been activated and they have been assigned the role.

 

Can the contract be duplicated for a renewals and variations

For renewals and variations the original contract can be copied and then updated.

 

Are we planning to user electronic signatures for contracts

Electronic signatures are not being used. The P2i Contract Officer can email the PDF version of the contract to the Funded Organisation for wet signature.

 

Does the contract officer approve payments?

​The contract officer recommends payments and the contract manager releases payments.

 

How are the accounts for funded organisations migrated to P2i?

The Supplier Administrator (Super User) will receive a Welcome to P2i email in December for the Business Go Live.  This will provide them with P2i access and enable commencement of pre-Launch setup activities for their organisation.  As they setup up staff in P2i, this will generate password reset emails to these individual staff in readiness for their January launch.