Frequently Asked Questions
System Related
Which internet browser should I use to access P2i?
P2i works on most modern internet browsers but for optimal experience it is recommended to use Chrome, Chomium Edge or Safari.
Does P2i timeout?There is a times-out set for 30 minutes of inactivity. Any work not saved will be lost.
Please be mindful of this, especially when doing significant pieces of P2i work. Remember to save as you go
. P2i has the option of downloading an excel form to complete offline and upload.
Why don't I receive my P2i Notifications?
To ensure P2i users in your organisation receive P2i notifications we recommend your IT area add: @jaggaer.com and; @infosys-platforms.com to your organisations “safe list” of email domains. Please also check your spam/junk folder.
Are electronic signatures being used for contracts?Electronic signatures are not being used at this time. The Department P2i Contract Officer will email the PDF version of the contract to funded organisations for wet signature and the Department P2i Contract Officer will scan the signed contract will then be saved to P2i.
I am seeing a blank screen in P2i, is there a problem?By default, users have access to all areas of the system, however if their role does not participate in an area, when they click the link it will show as blank. If you believe you need access to an area which is showing as blank, please contact your Funded Organisation's .
What file types/ file extension types can be attached to P2i?
Most file types are permitted. P2i will advise you when certain file extensions are not permitted (e.g. .bin, .exe, .dll, .pif, .bat, .cmd, .com, .htm, .html, .msi, .js, .json, .reg). These file types are not permitted because they are either executable files (dangerous to the software) or require certain software to open the file.
An email file can be uploaded. First save it from the email reader either in Outlook's .msg format, or by saving it as a text file (.txt), or a .pdf format. It cannot be saved .html format and then upload into P2i.
Please keep attachments to a manageable size in order to facilitate downloading. The platform allows individual attachments up to a maximum size of 52 MB but it is recommended that you keep attachments to 2MB or less (note larger files will need more time to load).
Ensure the attachment filename is 40 or less characters.
Request for Quote (RFQ)
How are Funded Organisations advised of RFQs?P2i Supplier Administrators receive a notification from P2i when a Request for Quote (RFQ) for new services has been released. RFQs will continue to be listed on the QLD QTenders website, https://qtenders.hpw.qld.gov.au/qtenders/, staff who are subscribed to QTenders alerts will also receive a notification via QTenders. Responses to tenders will be captured in P2i.
Can a Funded Organisation access and use their previous RFQ responses?Yes, Funded Organisations can use their previous supplier registration and RFQ response information previously submitted in P2i to respond to tenders for certain generic and regularly used RFQ questions, saving time and improving consistency.
Reporting
Why can I not see my in the Acquittals Dashboard?
The normally listed in the respective application (apps) within the Acquittals Dashboard (refer to Acquittals Dashboard Applications (Apps)) may not be visible due to being assigned to someone else even if the contract Assignment Details have been updated.
Refer to Allocate Assignment Details.
To reassign the work item refer to Delegate (reassign) work items.
I am a Outlet Data Entry Officer and trying to upload a milestone. I see a blank screen. How do I fix this?
If you are a P2i Data Entry Officer trying to upload your Funded Organisation's milestone and seeing a blank screen, It's likely that you are selecting the Milestone tile. You would upload milestone reports in this area if your reporting requirements are Milestone only (not Performance Based Acquittal (PBA)).
If you upload a milestone report as part of your Performance Based Acquittal (PBA) you will need to select the Social Service Fulfilment tile, select the relevant PBA and then upload the milestone report as part of the Attachments section.
Where P2i refers to period in unspent funds reporting is it Year, Year to date or Quarter?A period in P2i refers to a quarter.
Can a Funded Organisation resubmit their acquittals (i.e. performance and financial reporting) if they have made a mistake?Provided that the department has not already approved the report submitted by the Funded Organisation, someone within the Funded Organisation can contact the relevant Department P2i Contract Officer and request that the previously submitted acquittal be rejected so a new report/acquittal can be submitted.
Can an acquittal/payment be received/approved for a previous quarter?Yes, an acquittal/payment be received/approved for a previous quarter as long as it is within the current financial year. While P2i focuses on the current active quarter, Funded Organisations can still submit acquittals for previous quarters. These can then be acquitted and a payment recommendation made and approved.
Can more than one Funded Organisation user update data for a P2i contract?
While it is not possible to add more than one Funded Organisation user to the same P2i contract role, there are other ways multiple Funded Organisation P2i users can collaborate to enter data for a single contract.
• Use the delegation feature Delegate (reassign) work items to switch the task between the different P2i users.
Only the Funded Organisation's has access to the delegation feature by default. If appropriate for your organisation your Supplier Administrator can elevate other P2i users to also have this access.
Refer to Assign Permission Role/s (at step 4 - Role dropdown, select Supplier_Admin role and at step 5 - Apps dropdown, select Delegate app)
.
As an alternative, the Supplier Administrator add the Supplier delgation role a user. Refer to Assign Permission Role/s.
• The P2i user in the Service Outlet Data Entry role assigned to the contract (refer to Allocate Assignment Details) can download a single measure into an excel format and then distribute it to their staff accordingly. Staff work on the PBA offline and then have the Service Outlet Data Entry upload the responses into P2i and when all measures are added to the PBA, submit the PBA work order for endorsement. Refer to Submit (or resubmit) a PBA.
Do I have to add a comment in if I have a 10% variance against an acquittal (aka performance or financial report)?To assist with timely payments against your acquittal, it is strongly encouraged that funded organisations add a comment in if there is a 10% variance against an acquittal (aka performance or financial report)
Users
How do I reset my password?Users are able to reset their own passwords through the "forgotten your password?" link on the login screen. Refer to Reset a forgotten password.
Is a Funded Organisation required to assign users to every contract when it is awarded?Yes. (if the user does not exist, first create an account - Refer to Managing users)
(a) check they have the correct assigned permission role (refer to Assign Permission Role/s)
(b) check user is assigned to the contract (refer to Allocate Assignment Details).
Can a Funded Organisation have more than one P2i Supplier Administrator?
There can only be one person allocated to the role. If the Supplier Administrator requires help to perform system administration functions, they can elevate the user rights of another account (i.e. Set Full Rights). Refer to Elevate user access.
Can a user be assigned more than one role or can more than one user be assigned to a particular role in a contract?
Yes. P2i allows one person to act in more than one assigned (permission) role. Refer to Assign Permission Role/s
At this point in time it is not possible to allocate more than person to a single role for a single contract (i.e. cannot have two or more people in the one contract assignment role of Service Outlet Manager, Service Outlet Data Entry User, or Supplier Budget and Finance Officer for a contract).
The Organisation Director is selected from a list when a performance report is ready to be progressed to them for review/approval. Refer to Allocate Assignment Details
The only exception to this is the P2i Supplier Administrator role. If the P2i Supplier Administrator needs to perform other additional roles, a second user account will need to be created for this person. For more information on managing users (including creating) refer to Managing users.
To ensure best financial practice, it is recommended there is a separation of duties (i.e. a staff member performing data entry is not the approver).
I work in and support multiple Funded Organisations. Do I need a separate P2i login for each?
Yes. A user login is attached to a specific Funded Organisation. You can use the same email address for all your profiles.
To get your login please contact the respective P2i Supplier Administrator for each Funded Organisation.
How can the Supplier Administrator role be changed/transferred to another person?Before the Funded Organisation Supplier Administrator (Super User) relinquishes the administrator role in P2i they should allocate a new P2i Supplier Administrator (Super User). Refer to Change the P2i Supplier Administrator (Main User).
If this is not done, then the Supplier Organisation Director should contact the Funded Organisation support number or email their request to update to your Supplier Administrator as soon as you become aware of any change. As part of the request, your Organisation Director will need to provide the following:
• Evidence of the Organisation Director’s approval to assign the Supplier Administrator
(e.g. email from the Org Director with their name and signature block)
• Name and email address of the new Supplier Administrator
• Name and email address of the old Supplier Administrator
A service request will then be raised in our tracking system (ServiceNow) against the Funded Organisation assignment group. The P2i Support team will make this update.
If the new Funded Organisation Supplier Administrator does not yet have a P2i account, their account will need be created as the Supplier Administrator can only be changed to an existing user. Once the new Funded Organisation Supplier Administrator account has been checked / created, the P2i Support team will set them up as the P2i Supplier Administrator for your Funded Organisation and disable the old Supplier Administrator account.
Note: There can only be one assigned P2i Supplier Administrator for each Funded Organisation. The Supplier Administrator can elevate the user rights of another account to Set Full Rights – this provides the same rights as the Supplier Administrator. For detailed instructions on how to do this refer to Create a user.
What if I am away and I want to delegate (reassign) my duties (or work items) in P2i to someone else?Please contact your funded organisation’s P2i Supplier Administrator for assistance with this. Refer to Delegate (reassign) work items.
When I am updating a user, where can I find information on User Rights and what the values mean and what they control in the P2i Main Dashboard?
Please refer to User Rights table which details these rights.
Organisation Details
As a Funded Organisation I am trying to update the Service Outlet contact details in the Contract Management Hub but there is no ‘Save’ button.
If you are trying to update the Service Outlet contact details in the Contract Management Hub but there is no ‘Save’ button, this indicates there is an issue within the editable fields that you are trying to submit. If you hover over each editable Service Outlet field, P2i will show where the error lies. The most common issues are spacing at the start and/or end of the editable fields or special characters that aren't accepted by P2i which will need to be removed in order for the 'Save' button to appear.
How do Youth Justice services report through P2i?
Funded Organisations delivering Youth Justice services can continue to provide their performance and financial reports to the department as attachments however these attachments will now be uploaded into P2i. The department has developed a step by step guide to help Youth Justice services complete this process in P2i. Funded Organisations will receive a copy of the fact sheet from the department. If you haven’t received a copy or require it to be resent to your organisation please contact your Youth Justice Senior Contract manager.
Contract Related
I have missing/additional contract 'Measures' in P2i
If you have ‘Measures’ that have come up on your contract in P2i that are not in your hard copy contract or ‘Measures’ that are missing, then please see the interim work arounds:
• Complete the primary (main) report for all measures showing.
• A response value of zero should be recorded against measures that should not appear, according to your contract.
• Where measures are missing, create a replacement report in a word or excel document and add as an attachment providing the measure target and data required, also add any comments you wish to note.
I have a number of contracts that include off spec / off-investment specifications reporting. Previously in OASIS organisations were required to attach a template document as their quarterly report. Where should they submit these in P2i?
Templates for off-investment specification reporting should be attached against the project (PRJ_) which is linked to the contract (CON_). Please navigate to the relevant PRJ_ and save in Details > Attachments > Visible to Main Contractor.
The Funded Organisation can either submit these as attachments to related on-specification performance work order items if they exist in the contract as part of Submitting Performance Reports. If on-specification performance work order items do not exist in the contract, the Funded Organisation will instead email these completed reports for the Contract Officer to attach to P2i as part of the Recommending payments / Pay by exception process for each contract's related payment.
Alternatively, the Funded Organisation can use the message system that is available for each contract on the Main Dashboard under My Contracts and attach the off spec / off-investment specifications report. This message and the attachment will go directly to the Contract Officer responsible for the contract.
NB: Historical attachments in OASIS (including off-investment specification report submissions) were not migrated to P2i.
Will DCDSS Queensland Community Support scheme (QCSS) performance reporting and the uploading of spreadsheet data be replicated in P2i?Organisations providing Queensland Community Support scheme (QCSS) will submit some of their reporting into P2i and their client related information will be uploaded to a different interface (using the same CSV file). This portal for client related information is called the QCSS Output Measurement System (OMS) and does not result in a significant change to Funded Organisations' reporting processes as the same file will be provided through a different system.
What social service contracts are not included in P2i?The P2i solution will manage all social services contracts across DCSSDS, DCDSS, DYJ and DHPW Housing and Homelessness and, with the exception of:
• DCSSDS Child Related Costs (CRC), Placement Assistance Services (PAS) and Individualised Placement Support (IPS) individual contracts which will remain as currently managed.
• Certain DCDSS programs including Meals on Wheels, Advocacy, Disability Services Peak Bodies, Monsoon Trough, School Breakfast Program which will remain managed how and where they currently are.
If you believe there is a contract missing from P2i please let your departmental contract officer know. Your contract officer will be able to have this contract added to P2i, so that you can view it there and assign staff to the contract roles.
What unique identifier on the Remittance Advice will let the Funded Organisations know that a payment has been made from P2i?The following text will display on your remittance advice:
[Service Type]-[Service User]_[Financial Year]_Period
e.g. T443-SU230_2020-2021_Oct-Dec
Please note that the remittance text from P2i go live will be different to the pre-P2i remittance text.