Attach supplier renewal supporting documents and finalise recommendation

This step involves uploading all supporting documentation for the renewal and sending through a request for approval. If you haven't already done so, add your P2i Director, P2i Budget Officer, P2i Senior User and P2i Senior Director to the Approvers List.

The P2i Contract Officer, Regional Manager or P2i Contract Manager can attach the supplier renewal documents if they have been added to the Project Team. Typical attachments include:

• Supplier performance
• Value Risk Matrix
• Contract Management Plan or Contract Checklist
• Contract Renewal Report
• Term Analysis Tool
• Associate final recommendation for the contract renewal
• Associate approved FMA

To complete the Attach supplier renewal supporting documents and finalise task:

1. Click the Attach supplier renewal supporting documents and finalise task.

   

2. Click the Contract Renewal Supporting Documents link under Auto Create Template Links.

   

3. Enter a Title and Description and click Create.

   

4. Click Edit Response.

   

5. Click Click to attach file.

   

6. Click Select a File to Upload or drag and drop the document into the area.

   

7. Click Confirm.

   

8. Once all documents have been attached, click Save and Return.

   

9. Click Complete and Show Project Team.

   Warning Click Complete and Show Project Team so anyone on the project team can view the documents.

   

10. Click the link to the Attach supplier renewal supporting documents and finalise recommendations task.

    

11. Copy the wording in the tasks instructions to add to the Approval Description.

    

12. Click the ... button and select Request Approval.

    

13. Paste the instructions you copied into the Description details.

14. Click Send Approval Request.

    

Note The Status of the task will change to Awaiting Approval.Refer to the topic, Responding to Renewal approval requests. If any of the approvers denies the approval request, refer to the topic, Your Renewal Approval Request Has Been Denied.

Once the P2i Director, P2i Budget Officer, P2i Senior User and P2i Senior Director have responded to the request for approval the P2i Contract Officer can promote the contract to the Request Supplier to sign contract task. If the approvers deny the request, refresh the supporting documents and resubmit the request. If the request is still denied, then complete the Reject Renewal task.

Click Promote Object.



15. Select Request supplier to sign contract from the Promote to Task if the Attach supplier renewal supporting documents and finalise task was approved.

Note If the Attach supplier renewal supporting documents and finalise task was rejected and the contract has not been renewed, complete the Renewal Rejected task, communicate the rejection of the renewal to appropriate stakeholders, and close the project by making it invalid.

16. Click Promote Objects.

    

17. Click OK when prompted.