Responding to Variation approval requests

There are two approvals required in the Contract Variation activity in P2i. To complete the Initiate, draft and request approval for contract variation task, the P2i Senior User must submit a request for approval to the P2i Budget Officer and the P2i Senior Director. Included with the approval request are:

  • the contract (copied from the original),
  • documents supporting the approval of the variation,
  • and the following task instructions:

By approving this contract variation request, you acknowledge:
1. Funding has been approved by appropriate financial delegate
2. Variation documents have been reviewed, and
3. Contract variation can progress per the FMA recommendation

If you reject, please provide comment when prompted.

The approval request comes as an email notification to the selected P2i Budget Officer with a link to the approval task. On completion of the approval request, a notification is sent to the P2i Senior Director. The P2i Budget Officer must approve the request before it goes to the P2i Senior Director. The P2i Senior User receives a notification that the request has been approved or denied.

To respond to an approval request:

  1. Click the task link in the email and login to P2i.

  2. Use the Departmental Staff Login button to access the approval request.

  3. Click the Go To Task Detail button.

  4. Scroll down to the Objects in the Task section and open the contract.

  5. Review the details of the contract.

  6. Click Back to List to return the Task Detail screen.

  7. Click Go to Pending Request to return to the request screen.

  8. Click the link to the Variation Documents to open a Summary view.

  9. Scroll down to access the attached documents.

    Tip Click the links to the documents to open them.

  10. Click the Close button to close the Summary and return to the task.

  11. Click the link to the Variation Contract to open a Summary view.

  12. Click the Close button to close the Summary and return to the task.

Denying an Approval Request

  1. Select Denied from the Approval Response list.

  2. Enter a Comment specifying the reason for denying the approval request.

    Tip You can add response attachments to the approval response. Click to attach file, drag and drop the file and click Confirm.

  3. Click Confirm to complete the approval request.

    Note A notification has been sent to the P2i Senior User to inform them that the approval request has been denied.

Approving an Approval Request

  1. Select Approved from the Approval Response list.

  2. Enter an optional Comment.

    Tip You can add response attachments to the approval response. Click to attach file, drag and drop the file and click Confirm.

  3. Click Confirm to complete the approval request.

    4. Note A notification has been sent to the P2i Senior User to inform them that the approval request has been approved. A notification has been sent to the P2i Senior Director to inform them that they have an approval request.