Set up an FSD contract

The setup step involves four processes.

Additional Information contains a number of fields which are included in the MCDClosed Master Contract Document. There are four 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.

    contracts additional information fields for no electronic signature

    no electronic signature

    Note There is no Signatories page (between the MCD and Clause Management pages).

    contracts additional information fields with eSign

    with electronic signature

    Note There is a Signatories page (between the MCD and Clause Management pages).

  2. Click edi pencil icon.

  3. Complete the CONTRACT DETAILS section.

    1. Choose the correct combination of values from the dropdown lists:

      • Applicable Department

      • Applicable Department ABN - the order of the ABN aligns to the order of the Department

      • Service Stream

    2. Choose a Supplier Entity Type from the dropdown list.

      The option selected will determine the signature clause included in the MCD.

      Note When the option of Registered Power of Attorney is selected, enter a value for the Power of Attorney Number.

    3. In Type of Signature dropdown list, select the value which aligns with the value chosen in the Details tab > Settings page > Manage MCD dropdown list. Refer to Manage MCD.

  4. Leave the VARIATION DETAILS section with the default values.

  5. Complete the PROVIDER'S CONTACT DETAILS and DEPARTMENT'S CONTACT DETAILS sections.

    contract's additional fields for provider and department contact details

  6. Click Save.

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

Warning  

Ensure configuration of the Agreement Settings is completed BEFORE creating a contract (MCD) proposal. Refer to Agreement Settings page.

Consider carefully setting these fields as the settings are fixed for the life of the contract, including the contract variation process. For example, if contract negotiation is set to occur during initial contract creation, it will occur during the contract variation process.

Once the MCD proposal is created, editing these agreement settings IS NOT possible.

Choose the instruction path if this contract involves electronic signatures.

  1. From the contract, Contents Management tab > MCD page.

    Note There is no Signatories page (between the MCD and Clause Management pages).

    contracts contract management MCD tab displaying no proposals

  2. Click Create New Proposal

  3. Leave Select Proposal Origin dropdown list set to From the latest Clause Revision.

    TABLE: Select Proposal Origin - Values and Use
    Option Source Use Case

    From the Enable Library Clause

    Standardised, pre-approved clauses stored in the clause library

    Use when needing the most up-to-date, compliant, and standardised clauses

    From the Latest Clause Revision

    The most recent version of a clause that was modified in a prior contract or proposal

    Use when needing to maintain continuity with a customised clause from a previous contract
    From Previous Proposals Clauses from a specific previous proposal or contract

    Use when wanting to replicate clauses from a past proposal that are relevant to the current one.

    Will need to pick which proposal version.

    Note The warning indicators are a reminder clauses are not applicable to this contract. If it appears a clause is being excluded but it ought to be included, click Cancel and return to Contract Management tab > Additional Information page and change selections.

    create new MCD proposal screen with clauses being displayed

  4. Click Create New Proposal

    Note The status of the the MCD is To Be Submitted.

  5. (Optional) Click Edit MCD Contents.

    contracts contract management MCD is open in word

    The MCD opens in Microsoft Word and is available for editing.

    Warning Use extreme caution when editing the MCD document as it contains numerous P2i tagged content and there may be unintentional errors introduced if incorrect editing occurs. If this happens delete proposal, recreate a new proposal and recommence the edits.

  6. Click View Document.

    contracts contract management MCD tab displaying newly created proposal

  7. Review the contract and click Back arrow.

    Tip <- ... is to left of Proposal #: at top of window

    the contract (MCD) is displayed

  8. Click Confirm Final Approval.

    contracts contract management MCD tab displaying newly created proposal

  9. Click Approve.

    the contract (MCD) approve button displayed

The status of the MCD is Proposal Approved.

MCD proposal approved screen

 

When an MCD which includes annexes is being electronically signed, the electronic signature process is to sign the MCD and each annexe.

  1. From the contract, Contents Management tab > MCD page.

    Note There is a Signatories page (between the MCD and Clause Management pages).

    Signatories are updated within workflow task: Setup and execute FSD (refer to Electronic signatures).

  2. Click Create New Proposal

    contracts contract management MCD tab displaying no proposals

  3. (Optional) Click Upload Annexes hyperlink

    create new MCD proposal screen with clauses being displayed

    1. DRAG and DROP file/s into the Attachment box or click Select Files.

      attachments annex upload screen

    2. Enter an Attachment Description and Comment.

      attachments annex upload screen with one attachment awaiting confirmation

    3. Click Confirm.

    4. Click Create New Proposal.

      attachments annex upload screen with one attachment

  4. Leave Select Proposal Origin dropdown list set to From the latest Clause Revision.

    TABLE: Select Proposal Origin - Values and Use
    Option Source Use Case

    From the Enable Library Clause

    Standardised, pre-approved clauses stored in the clause library

    Use when needing the most up-to-date, compliant, and standardised clauses

    From the Latest Clause Revision

    The most recent version of a clause that was modified in a prior contract or proposal

    Use when needing to maintain continuity with a customised clause from a previous contract
    From Previous Proposals Clauses from a specific previous proposal or contract

    Use when wanting to replicate clauses from a past proposal that are relevant to the current one.

    Will need to pick which proposal version.

    Note The warning indicators are a reminder clauses are not applicable to this contract. If it appears a clause is being excluded but it ought to be included, click Cancel and return to Contract Management tab > Additional Information page and change selections.

    create new MCD proposal screen with clauses being displayed

  5. (Optional) Select Yes or No from Associate Annexes to Proposal dropdown list.

    create new MCD proposal screen with clauses and annexures being displayed

  6. Click Create New Proposal

    Note The status of the the MCD is To Be Submitted.

  7. (Optional) Click Edit MCD Contents.

    contracts contract management MCD is open in word

    The MCD opens in Microsoft Word and is available for editing.

    Warning Use extreme caution when editing the MCD document as it contains numerous P2i tagged content and there may be unintentional errors introduced if incorrect editing occurs. If this happens delete proposal, recreate a new proposal and recommence the edits.

  8. Click View Document.

    contracts contract management MCD tab displaying newly created proposal

  9. Review the contract and click Back arrow.

    Tip <- ... is to left of Proposal #: at top of window

    the contract (MCD) is displayed

  10. Click Confirm Final Approval.

    contracts contract management MCD tab displaying newly created proposal

    no annexe

    contracts contract management MCD tab displaying newly created proposal with annexes

    with annexes

  11. Click Approve.

    the contract (MCD) with no annexes and approve button displayed

    no annexe

    the contract (MCD) with annexes and approve button displayed

    with annexes

The status of the MCD is To be Signed.

MCD proposal approved screen with no annexes

no annexe

MCD proposal approved screen with annexes

with annexes

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).

    MCD proposal approved screen with options for the ellipsis displayed

  2. Click Validate for Activation

    Validation for activation results screen

    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).

Tip If the P2i Contract Officer has not been added to the Project Team, add them. Being on the Project Team will enable more access to make changes to the contract. Refer to Assign project team members.

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

    MCD proposal screen with options for the ellipsis displayed

  2. Click Change Contract Manager.

  3. Search for and select the P2i Contract Officer.

    a screen to search for a Contract Manager

  4. Click Confirm.

    confirming the contract manager change - old and the new

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

the contract's details highlightinh the changed contract manager field