Glossary of Terms

Buyer: Buyer is the term used to describe the Department that is engaging a supplier to provide a service.

Supplier: Supplier is a general term used in P2i to describe the Funded Organisations or service providers.

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.

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).

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

Project: A container used to organize the related sourcing objects, such as RFx, contracts and collaborations.

Envelope: 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.

Qualification Envelope: 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.

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

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

Opening Committee: 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).

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

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.

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

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.

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 set of documents.

Promote to Task: Promote to Task is a function to move objects forward in the workflow.

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

Off-system: 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.

Create Objects Only from Auto-Create Templates: This is refers to the ability to create Contracts and RFx automatically by clicking the link to the object template in the task. If set to NO, it means that you can create objects without clicking the object template.

Supplier Portal: The Supplier Portal is the area of P2i where users from the Funded Organisation can respond to RFx and view their contracts.

Supplier Contract Management Portal: The Supplier Contract Management Portal is the area of P2i where Service Outlet users can submit their acquittals reports to the department.

Sourcing Portal: The Sourcing Portal is where Department users can manage buyer sourcing and contract setup.

Buyer Sourcing: Buyer Sourcing includes all Go to Market activities, including creating procurement projects, creating and publishing RFx, and evaluating and awarding suppliers.

Contract Management Portal: The Contract Management Portal is where the Department users can manage the ongoing contracts with Funded Organisations, including assessing and approving Acquittals and managing payments.

Contract Management Hub: The Contract Management Hub is where the contracts are set up and managed by both the Department and the Funded Organisation.