Set up an FS contract

1. From the contract, Details tab > Agreement Settings page.

   

2. Click .

3. Edit the fields as needed.

   Refer to MCD Agreement Settings section for the setting of the fields in this section

   • Require Main Contractor MCD Agreement = Yes

     

4. Click Save.

Additional Information contains a number of fields which are included in the MCD Master Contract Document. There are multiple sections (groupings) of fields.

Mandatory fields are marked with an asterisk (*) and must be completed before a contract can be activated. Refer to Validate for Activation

1. From the contract, Contents Management tab > Additional Information page.

2. Click .

   

3. Complete all sections as required. (not all sections are listed here)

   Note Each field in each section provides a Description of the information being captured.

   The following information will highlight certain sections and fields (i.e. not every field value).

   GENERAL DATA section.

   • Select a value from the Contract Classification dropdown list.

     Note The Risk Profile options are selected based on the outcomes of the Value Risk Matrix.

     • Focused (low value / high risk contracts)
     • Leveraged (high value / low risk contracts)
     • Routine (low value / low risk contracts)
     • Strategic (high value / high risk contracts)

   CONTRACT DETAILS section

   Choose the correct combination of values from the dropdown lists:

   • Applicable Department

   • Service Stream

    VARIATION DETAILS section

   • Leave the fields with the defaults. They are to be populated during the variation process.

   RELEVANT SERVICE AGREEMENT section.

   • Enter the associated FSD Service Agreement Number.

     Note If no funding and service details exists for this Funded Organisation, create one. Refer to Funding and Service Details (FSD) Contract.

     If this funding schedule is new to an existing Funding and Services Details, follow departmental procedures for attaching the signed variation agreement or deed of variation and funding schedule to the Funding and Services Details.

     Warning FSD Service Agreement Number is important as it is used by P2i reports when reporting on linked contracts and displays within the Funding Schedule.

     FSD Service Agreement Number becomes more important to be correctly populated due to a workaround where the contract's Link tab > Contract Relationships page to the FSD may be removed if the FSD has reached the P2i system limit of 100 links.

     Refer to Link an (FS) contract to an FSD.

   IMPORTANT DATES section

   • Enter the contract Establishment Date.

     Warning Only insert a date if the Services under the Funding Schedule are new with an approved establishment or start-up period later that the Schedule Start Date.

     The Establishment Date is the date by which the services must be operational (i.e. doors open). If the Services are existing Services or new Services that are to commence delivery from the Schedule Start Date then do not enter a date (i.e. leave blank).

   • Leave Execution Date blank (unless it is known).

     It will be entered at the Sign and execute contract step (or just before activating the contract).

   SERVICE OUTLET section

   • Enter the details of the Service Outlet.

     Tip Refer to Service Outlet Number.

    REPORTING REQUIREMENTS - DATA, STATEMENTS & REPORTS YOU ARE TO SUBMIT section

   • Click the checkbox for the values needed.

     Ticking the checkbox for Periodic Reports values will display a specific section for each ticked checkbox with mandatory fields for the report frequency and the due day(s) for the report.

     Example Selecting Financial Statements will display the REPORTING - PERIODIC - FINANCIAL STATEMENTS section.

     

     Ticking the checkbox for Non-Periodic Reports values will display a specific section for each ticked checkbox with a mandatory field for the details and standard of reporting.

4. Click Save.

Create the per-annum and one-off funding amounts which form the deliverables of a contract.

1. Click Contents Management tab > Prices page.

2. Click Create Price List.

   

3. Enter the date the price list is effective from.

   

4. Click Create.

5. Click + (the add section button).

   

6. Enter a Section Title and click Create.

   Tip Enter the Service Type Code and description. For example: T206 Residential Care.

   

7. Click Add Item.

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8. Select Price and click Create.

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9. Search for and select the Master Service Type - Service User.

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   Tip Search by Service Type Code or Service Type Description, Service User Code or Service User Description.
   
   
   
   To search by Code or Description only, click the Select Master Service Type - Service User button and apply the appropriate filter.
   
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   Enter a search term and click Search.
   
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Note When a Master Item is selected, the Item Code and Description fields will automatically populate.

10. Enter the year or period that the funding applies to.

    Tip Replace this text with either:

    1. where the Funding Types are Per annum funding or Brokerage, enter the applicable financial year in format yyyy-yyyy (e.g. 2026-2027)

    2. where the Funding Types are Milestone, One-off funding and One-off funding purchase assets enter the payment month/year in format mm/yyyy (e.g. 07/2026)

    Warning The funding period must be:

    • entered in the required format without any spaces or other characters
    • within the start and end dates of the contract.

11. Set Display Funding Period to Yes.

12. Select the Funding Type.

    Note Select Per annum funding or Brokerage for funding periods that have the format yyyy-yyyy.
    
    Select Milestone, One-off funding or One-off funding purchase asset for funding periods that have the format mm/yyyy.

13. Enter 1 for the Quantity.

    Warning Only enter 1 in the Quantity field.

14. Enter the Unit Price.

    Tip Enter the pro rated amount for the funding period.

    Example Consider a contract which has a start date (01/04/2026) and an end date (31/03/2028) with a per annum funding of $400,000.

    2025-2026. Unit price = $100,000

    2026-2027. Unit Price = $400,000

    2027-2028. Unit Price = $300,000.

15. Click Create.

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Tip Repeat the steps for each funding period.

Duplicate an item within a section by selecting one and click Duplicate. This saves time creating items for a multi-year contract.

Create additional Sections for each Service Type - Service User combinations.

16. Click Approve/Reject Proposal.

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17. Click Approve.

Now additional information is complete, generate a contract (MCD Master Contract Document).

Choose the instruction path if this contract involves electronic signatures.

This procedure ensures the contract is in a valid state prior to and being ready for activation. This process can be performed in two workflow steps. This is the first opportunity to perform the action.

1. From the contract, click the ellipsis (... in the right-hand corner of the screen).

   

2. Click Validate for Activation

   

   Note The Warning for MCD - Conditions not met for Contract Activation highlights the Last MCD Proposal Not Approved. This is expected and is normal for this point in the process. Correct any other warnings.

At this point in the process, assign the P2i Contract Officer to be the contract's Contract Manager. (This will also ensure the P2i Contract Officer can complete the contract setup activities in the Contract Management Hub).

1. From contract, click the ellipsis (... in the right-hand corner of the screen).

   

2. Click Change Contract Manager.

3. Search for and select the P2i Contract Officer.

   

4. Click Confirm.

   

The Contract Manager is updated and the P2i Contract Officer receives an email notification informing they are the Contract Manager for this contract.