Create a New RFQ Procurement Project

The Sourcing Lead The Sourcing Lead is a P2i Senior User involved in Go to Market, Supplier Evaluation and Contract Setup activities, including creating go-to-market documents, evaluating supplier offers and drafting contracts. sets up the Procurement Project in P2i, creates the project folder in their records management system, assigns the project team members and prepares the Request for Quote (RFQ) and the associated Go to Market documents.

In P2i this role is undertaken by a P2i Senior User or a P2i Regional Manager. (Refer to P2i Roles for more information on these roles)

The process for preparing the procurement project is as follows:

1. Create a Procurement Project – The Sourcing Lead creates a new Procurement Project in P2i.

2. Set up a project folder in your recordkeeping system – The Sourcing Lead creates a project folder in their department's records management system that references the procurement project created in P2i. The Sourcing Lead can add procurement project related documents to the project folder.

3. Assign project team members – The Sourcing Lead selects and determines the make-up of the project team. At a minimum this should be a P2i Senior Director and the Procurement Authority/Procurement Services. A Procurement Services or Procurement Authority role needs to be added to the project team. Procurement Services roles can view all procurement projects, whereas a Procurement Authority role can only see those procurement projects they’ve been added to.

4. Prepare RFQ – The Sourcing Lead prepares the RFQ within P2i. The RFQ outlines all services to be procured, the conditions, and all evaluation criteria and questions interested suppliers need to respond to.

5. Attach the approved Go to Market documentation – The Sourcing Lead prepares go to market documentation off-system and attaches it into the project workflow where it is subsequently sent for approval.

Watch video - Create a Procurement Project

Create a Procurement Project

All RFQs are created within a procurement project by the P2i Senior User or P2i Regional Manager. Within P2i this is done by selecting the project template and entering details regarding the RFQ.

To create a Procurement Project:

1. Click New Project from the Main Dashboard.

   

2. Click Create From Project Template

   

3. Select the SS Proc To Contract SS Proc to Contract is a shortened for "Social Services Proceed to Contract". This is a project template. template from the list and click Select.

   Note This template provides access to the RFQ workflow.

   

4. Enter a Project Title.

Note Follow your department's rules for naming your project.

For example:
Department/Name of Program/Region(s)
DCYJMA Youth at Risk CQ

Consistently naming your Project Title allows it to be easily searched later and improves reporting.

Refer to Naming Conventions for further guidance.

5. Enter a Project Reference to link it to other procurement projects.

Note Follow your department's rules for naming your project.

For example:
DEPARTMENT1234/NAME OF PROGRAM/Region(s)
DCYJMA1234* YOUTH AT RISK STATEWIDE


Consistently naming the Project Reference allows it to be easily searched later and improves reporting.

Refer to P2i Naming Conventions for further guidance.

*This name aligns with the SPP and is the overarching procurement project name. The number (e.g. 1234) will be the PRJ number generated by P2i when commencing a project.

6. Leave the Select Information to Copy fields as selected.

7. Click Create.

   

8. Enter your RFQ description into the Internal Project Description field.

   Note Follow your department's rules for populating your project with your internal project description. In the example below, the internal project description consists of the background information that form the details about the RFQ.

9. Leave Create Objects Only from Auto-Create Templates set to No.

   Note This 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 you can create objects without clicking the object template.

10. Select the Categories related to the Procurement Project.

Note The Categories area contains the list of available Service Types. Multiple Service Types can be selected for the project and once selected at the project level will carry through to the RFQ and Contract. You can refine your selections when creating RFQs and Contracts.

11. Click Save.

    

Set up a project folder in your recordkeeping system

The next step is to attach any relevant documentation to the project.

Project documentation may include:

• Acknowledgement of Obligations
• Approval to Establish the Project
• Approved Master Document
• Funding Memorandum for Approval (approval for planning and go to market)
• Commissioning or Procurement Plan

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.

Attaching your project documents

To attach your project documents:

1. Click Project Attachments and select Visible only to Buyers

   

2. Click Create Folder.

   

3. Enter the Folder Name and Folder Description, if required and click Save.

   

4. Click the Folder Name to open the folder.

   

5. Click Upload New File.

   

6. Click Select Files to Upload or drag and drop your files in to the Drag and Drop area.

   

7. Click Confirm.

   

8. Click Save All to save all documents into the folder.
   

   Tip Click Upload New File to add more documents to the folder or click the icon next to the documents to remove or replace them.
   

Assign project team members

At a minimum the Project Team should be a person who has the P2i Senior Director role and a person that has the P2i Procurement Authority or P2i Procurement Services role assigned to them. P2i Procurement Services roles can view all procurement projects, whereas a P2i Procurement Authority role can only see those procurement projects they’ve been added to.

To add your project team:

1. Click Project Team to add your project team members.

   

2. Click + Add.

   

3. Use the Quick Selection by Name field to locate project team members by name.

   Tip Begin typing the Project Team member's first or last name and then click their name to add them.

   

4. Search for and select other Project Team members including your P2i Senior Director and then click Save.

   Note Click Ok when prompted by the system.

5. Alternatively, click Select with Search Criteria if you want to search for project team members by their P2i Role Name.

   

6. Type Role in the Enter Filter field and click Role Name.

   

7. Type the P2i Role Name and click Search.

   

8. Tick the team member and click Save.

   Note Click OK when prompted by the system.

   

Start the procurement project

After attaching project documents and adding project team members the project is ready to be started. Change the status of the procurement project to Running. The project is now active.

To start your procurement project:

1. Click Change Status to Running.

   

2. Click Start Project.

   

3. Click Activate next to GO-TO-MARKET (RFQ).

   

   Click Do Not Start Tasks.

   Warning If you mistakenly selected the wrong activity, click Do Not Start Tasks.

   If you have already clicked the Start Tasks button:

   • open each of the started tasks
   • click Stop Task
   • click the Deactivate button (You can click Change Status to Suspended and start a new project.

   

   The GO-TO-MARKET (RFQ) activity has now started with the Prepare Procurement Project (RFQ) task ready to start.

   

   Note You are now ready to move to the next topic: Preparing a Procurement Project (RFQ).