P2i Naming Conventions

Purpose

The purpose of this topic is to 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.

Note Departments may have developed more specific naming conventions. Please consult that documentation.

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 –

  1. As part of the task instructions for preparing a procurement project, set up a project in your recordkeeping system

  2. 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.

  3. Service Agreements, Funding Schedules and Variations are to be uploaded as separate documents.

    Tip Do not upload files containing combinations of these documents. This ensures documents are easy to identify.

  4. 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. DFSDSCS = 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.

Existing services will continue to use their existing Service Outlet Number previously allocated.

For new services, the Service Outlet Number will be created by using the combination of the Funded Organisation's unique Account ID number and first Funded Organisation contract number auto-generated for the in P2i.

Example The Funded Organisation has the Account ID of 24379 and the first contract (either Funding Schedule or Particulars) has the reference con_12934.

New Service Outlet No. 2437912934

Type of activity Naming Convention
Procurement Project

Department/Name of Program/Region(s)

(e.g. DFSDSCS 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. DFSDSCS123 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 (e.g. 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. DFSDSCS 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.

Type of agreement

Naming convention

Funding and Service Details

Department/Name of Organisation FSD

(e.g. DFSDSCS UnitingCare Community FSD)

Field name in P2i: Project Title

Department/Organisation Name

(e.g. DFSDSCS UNITINGCARE COMMUNITY)

Field name in P2i: Project Reference

Department/P2i Contract Number/Organisation Name FSD

(e.g. DFSDSCS CON_122 UNITINGCARE COMMUNITY FSD)

Uploaded Document Name: DFSDSCS 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 (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.

Variation Agreement

Department/P2i Contract Number/Organisation Name FSD VA

(e.g. DFSDSCS CON_122 UNITINGCARE COMMUNITY FSD VA)

Field Name in P2i: Contract Title

Document Name: DFSDSCS 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. DFSDSCS CON_234 YOUTH AT RISK 123234 FS)

Uploaded Document Name: DFSDSCS 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 (e.g. 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. DFSDSCS 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. DFSDSCS123 YOUTH AT RISK CQ 123234)

Field name in P2i: Project Reference

Department/New Contract Number/Program/Service Outlet No./ FS VA

(e.g. DFSDSCS123 CON_124 YOUTH AT RISK 123234 FS VA)

Uploaded Document Name: DFSDSCS123 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. DFSDSCS UnitingCare Community Youth At Risk 123234 NL)

Guidance Note:

The Notification Letter is off system and will be attached in P2i.
Type of activity

Naming convention

Particulars for Service Provision

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

(e.g. DFSDSCS CON_234 YOUTH AT RISK SFP)

Uploaded Document Name: DFSDSCS 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. DFSDSCS CON_234 YOUTH AT RISK SFPE)

Uploaded Document Name: DFSDSCS 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. DFSDSCS Youth at Risk CQ SFP VA)

Field name in P2i: Project Title

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

(e.g. DFSDSCS123 YOUTH AT RISK STATEWIDE)

Field name in P2i: Project Reference

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

(e.g. DFSDSCS CON_124 YOUTH AT RISK 123234 SFP)

Uploaded Document Name: DFSDSCS 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

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:

GDFSDSCS CON_234 YOUTH AT RISK SFPE

Uploaded Document Name: GDFSDSCS CON_234 YOUTH AT RISK 123234 SFPE

This convention will be used for all grants activities.

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. DFSDSCS 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. DFSDSCS CON_234 Youth at Risk CQ 123234 CM)

Kick Off Meeting

Department/Contract Number/Name of Program/Region(s)/Service Outlet/ KO

(e.g. DFSDSCS 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. DFSDSCS CON_234 Youth at Risk CQ 123234 PR)

Risk Register

Department/Contract Number/Name of Program/Region(s)/ Service Outlet No./RR

(e.g. DFSDSCS 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. DFSDSCS 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. DFSDSCS 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. DFSDSCS 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. DFSDSCS CON_234 Youth at Risk CQ 123234 CO)