Terminate a contract

1. From within the Procurement project, click the Process tab > Project Approver List.

   

2. Click Contract Closeout Approver/s hyperlink.

3. Enter the user details of the approvers in the User List to select them from the list.

   

4. Click .

   Warning If multiple approvers are selected, the first approver needs to approve prior to the next approver.

   Ensure the order accurately reflects your department's approval process.

   

   

Note Send the P2i Contract Officer an email notifying the approver list has been set up.

1. Search for and select the contract for termination. Refer to Search for contracts from the Contracts Register.

2. From the contract, Details tab > Settings > Details, click the Manage Contract hyperlink in the Task Path field.

   

3. Click .

   

4. Click .

   

5. Click .

   

   

   Note The Manage Contract workflow is Completed. The contract is progressed to the Prepare contract close out & send approval workflow task which is automatically set to Running by P2i.

The P2i Contract Officer is required to use the standard checklist for contract close out (i.e. for termination). For information on where to access and how to complete this checklist, refer to your department's business processes.

There are a number of activities to complete before the checklist can be finalised and approved to close out (i.e. terminate) the contract.

The activities do not need to be performed sequentially or chronologically, but will be dependent on the specific contract being closed (i.e. terminated).

One activity includes an important manual check for unspent/remaining funds needing to be recovered from the funded organisation. The P2i Contract Officer must work with the P2i Payment Allocation Officer who records the value and details of any remaining funds to be recovered in the P2i payment allocation/budgeting tool.

1. Search for and select the contract for termination. Refer to Search for contracts from the Contracts Register.

2. From the contract, Details tab > Settings > Details, click the Prepare contract close out & send approval hyperlink in the Task Path field.

   

3. Review the task instructions.

   

4. Scroll down to the Auto Create Template links area and click Create to create the Contract Close Out collaboration.

   

5. Enter a Title and Description for the Contract Close Out collaboration.

   Note Use the following naming convention for the Title:

   DCSSDS CON_### PROJECT TITLE CLOSE DOCS

   

6. Click .

7. Click Browse to attach a file or drag and drop the document into the respective area.

   

   Tip Repeat for all relevant Contract Close Out documents.

8. Click .

   

9. Scroll down to CONTRACT CLOSE OUT REASON section and click .

   

10. Select an option from the Response dropdown list.

    

11. Click .

    

12. Click Complete and Show Project Team.

    Warning You MUST click Complete and Show Project Team so the project team can view the documents.

    To review the project team membership, from the procurement project > Details > Project Team. Refer to Assign project team members.

    

1. Search for and select the contract for termination. Refer to Search for contracts from the Contracts Register.

2. From the contract, Details tab> Settings > Details, click the Prepare contract close out & send approval hyperlink in the Task Path field.

   

3. Copy the approval wording from the task instructions.

   Click Request Approval

   

4. Paste the copied wording into the Description field.

   Tip Modify the wording as needed.

   

5. Ensure the approvers radio button is selected in the Select Approvers section against the approver list needed.

   Note The approver list for contract close out (including termination) was set up at the commencement of the instructions. Refer to Set up the Project Approver List for contract close out.

   If noone or an incorrect person is listed in the Approver column , then please:

   • organise the list as per the instructions - Set up the Project Approver List for contract close out

     OR

   • alternatively, follow the instructions to Add an approver list manually.

   Add an approver list manually.

   Example  

   1. In the Select Approvers section, click .
      A new area is displayed in the section.

      

   2. In the Enter Approver Details (type to start search) textbox, start entering the approver name (perhaps 4 characters) and then wait.

   

   3. Click the approver. It is selected when it has a tick and is added to the list box.

      Tip Click the name again to unselect or click the X in the list box to remove from the list.

      

      Tip If more than one approver required, repeat to find the next approver.

      Use the Move buttons to ensure the order of approvers is correct.

6. Click .

   

   

   Note The status of the task will change to Awaiting Approval.

   An email notification which includes the task description and a link to the approval task, has been sent to the first approver in the approval list.

1. Search for and select the contract for termination. Refer to Search for contracts from the Contracts Register.

2. From the contract, Details tab > Settings > Details, click the Prepare contract close out & send approval hyperlink in the Task Path field.

   

3. Click Promote Objects.

   

4. Select --- from the Promote to Task dropdown list for the Commentary object.

   Ensure Close Contract is selected from the Promote To Task dropdown list for the Contract object.

   Note Remember, ONLY the contract being promoted.

   Click .

   

1. Search for and select the contract for termination. Refer to Search for contracts from the Contracts Register.

   

2. Click the ... button and select Terminate from the options.

   

3. Click .

   

4. Enter the Termination Date and Termination Time.

Warning  

Termination Time is ALWAYS 23:59

The Termination Date may be backdated to an appropriate date representing the last day of the terminated contract. The date cannot be before the contract Start Date.

If the termination is the result of a variation, Termination Date is the last date that the contract will be active (i.e. if the start date of the variation is 1/10/2023 00:00 then the Termination Date is 30/9/2023 23:59).

If the termination is the result of being "null and void", the Termination Date is the contract Start Date and the Termination Time is last minute of the Start Date (i.e. 01/07/2023 23:59).

Note Any reports or payments:

• which have a Start Date after the Termination Date will be removed if they have not already commenced once the contract's termination is accepted in P2i Downstream Dashboard

• not representing a full period due to the contract's termination not aligning with the end of the period, may require work by the P2i Payment Allocation Officer to adjust (pro-rata) the period's payment.

5. Enter any Comments regarding the earlier termination of the contract.

6. Click .

   

   Note If an error displays stating it is not possible to terminate the contract due to pending activities, check if:

   1. an unapproved Pricing Table is awaiting approval

      Approve or reject it.

   2. an unconfirmed MCD is awaiting final approval.

      Confirm it. There is no material impact on the contract being terminated.

7. The Contract Status now displays as Terminated in the Contracts Register.

   

   Note There is a time delay of approximately 5 minutes before this termination is registered in P2i's Downstream Dashboard's contracts in the Contract Management Hub app.

1. Login to .

2. From P2i's Downstream Dashboard, click Contract Management Hub app.

   

3. Click .

   

4. Enter the contract number and click .

   Tip Search for contracts by contract number, supplier organisation name, service outlet name, service outlet number, or contract officer. Refer to Search for contracts in the Contract Management Hub.

   For a terminated contract , filter by Contract Status of Terminated.
   
   

   

5. Click the contract number to open the contract.

6. Click .

   

7. Confirm the Contract Termination Date is the same as the Effective Termination Date.

   Click .

   

   The Contract Status now displays as Termination Accepted.

   

   Note Any reports or payments which have a Start Date after the Termination Date will now be removed if they have not already commenced.

   Remember, any payment not representing a full period due to the contract's termination not aligning with the end of the period, may require work by the P2i Payment Allocation Officer to adjust (pro-rata) the period's payment.

1. Login to .

2. From P2i's Downstream Dashboard, click Contract Management Hub app.

   

3. Click .

   

4. Enter the contract number and click .

   Tip Search for contracts by contract number, supplier organisation name, service outlet name, service outlet number, or contract officer. Refer to Search for contracts in the Contract Management Hub.

   Filter by Contract Status of Termination Accepted.

   

   

5. Click the contract number to open the contract.

6. Click .

   

1. From the contract, Details tab > Settings > Details, click the Close contract hyperlink in the Task Path field.

   

2. Click

   

3. Click .

   

4. Click .

   

   

1. From within the Procurement project, click the Process tab > Workflow.
2. Scroll down the workflow list and click Complete Task next to the Close FSD workflow task.

   

3. Click .
4. Click .

If the procurement project is in the Status of Running, there are still tasks requiring to be completed or need to be set to Not Applicable.