BUSINESS PROCESS
NHS WALES
BUSINESS SERVICES CENTRE PONTYPOOL
Author
Title
Issue:
Issue Date:
No. of pages
Document No.
Gerald Jones
Ordering Core Services Process
Preliminary Draft
XX/XX/XXXX
8
PCMTBPRO-07_Ordering_Core_Process
REVISION HISTORY
Issue No.
Created
Brief description of changes
01
14/05/07
23/05/07
Preliminary draft – ordering core services
Added/changed details, including: added details to
step 8 in table 1 and step 7 in table 2 regarding the
evaluation exercise; also added statement about
forming contract in step 12 in table 1 and step 13
in table 2.
Various
editorial
changes.
Feedback
from
Roberta/Ed. Updated Audience section. Moved info
about pro forma order to Intro. Updated flowcharts.
Corrected arrow in wrong direction. Updates from
Ed (after meeting). Editorial changes. Added links
to requirement form PCMTF02 and costed proposal
form PCMTF03 in Forms folder. (NOTE that the
files in the Forms folder are placeholders at
the moment, but will be overwritten with the
forms when they are completed.)
30 May –
22 June
RELEASE AUTHORIZATION
Regional IT manager _________________________ (Andrew MacBean)
IT Project Manager
_________________________ (Roberta Houghton)
NHS Business Services Centre Pontypool
1.0
Ordering Core Services Process
AUDIENCE AND PURPOSE
This document is for Performance and Contract Monitoring Team (PCMT)
staff who participate in the ordering of core services process. Readers of
this document should be familiar with the GMS Systems and Services
Framework Agreement, from which the ordering core services process is
derived.
The purpose of this document is to explain the activities involved in the
ordering of core services process, to enable PCMT staff to understand and
perform their role and responsibilities. Although practice, LHB, BSC regional
staff and supplier staff can view this document, it does not describe in
detail their activities in the process. It is assumed that non-PCMT staff refer
to their own process and procedural documentation.
For an overview of PCMT’s role in the business processes for the provision
of core and additional services under the GMS Systems and Services
Framework Agreement, refer to Role of PCMT.
2.0
SCOPE AND CONTENT
This document describes the process. The map of the process in Chapter
5.0 is explained fully in the detailed steps in Chapter 0.
This document does not describe detailed, step-by-step instructions for the
use of tools, database management systems or other software applications
to perform the activities described in the process.
3.0
RESPONSIBILITY
Various parties are responsible at different steps in the process, as defined
in Chapter 0.
4.0
INTRODUCTION
When a GP practice or LHB raises a requirement for a core service, it is
either offered to a single supplier or to all the suppliers who participate in
the Framework Agreement.
There are three scenarios:
• For hardware, the requirement is offered to a single supplier. An
order can then be placed with that supplier.
• For a system with the same supplier, the GP practice or LHB can
choose the same supplier, or the requirement can be subject to a
mini competition, in which all suppliers have the opportunity to
present their proposals and bid successfully for the order.
• When the GP practice opts to change the supplier, the requirement
must be subject to mini competition.
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Ordering Core Services Process
When a supplier prepares the pro forma order, it must include the
following:
• An explicit statement that the communication is an order
• Details of the services ordered
• Agreed timescales for delivery
• Deployment plan
• Agreed charges to be paid by the LHB
• Contractual term of each of the ordered services
• Details of the GP practices that receive the ordered services
• Any specific LHB responsibilities
• Contractual term of each ordered service
The deployment plan must include key deployment milestones and
verification criteria. The milestones include:
• Initiation complete
• System installed
• Verification complete
Chapter 5.0 illustrates the ordering of core services process. The activities
and the two routes (single supplier and mini competition) shown in the
process map are described in the tables of detailed steps in Chapter 0.
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5.0
Ordering Core Services Process
PROCESS MAP
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6.0
Ordering Core Services Process
DETAILED STEPS
The following tables describe the detailed steps to be performed for the
ordering of core services:
• Table 1 describes the activities when ordering a service from a single
supplier.
• Table 2 describes the activities when ordering a service through “mini
competition”, when a requirement is offered to all the suppliers who
participate in the Framework Agreement.
For timescales, when the due date falls on the weekend or a public holiday,
the next working day is acceptable.
Table 1: Defining Requirement
Step
Description
1
2
Raise a requirement.
Define the requirement in detail.
The requirement must be
documented fully and have been
agreed by the LHB to proceed.
LHB
LHB
Complete form PCMTF02.
LHB
PCMT
3
4
Validate the requirements form
PCMTF02.
If valid, go to step 4.
If not valid, return to step 2 and
address any gaps in the
information.
Decide if the requirement meets
the single supplier criteria, or to
all the suppliers on the
Framework Agreement.
If single supplier go to table 2
Step 1.
If mini competition is required go
to table 2 Step 1.
Timescale
1 business day
Who
PCMT
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Table 2: Single Supplier
Step
Description
1
Is Consolidation of the request
stated? If yes, hold onto request
until the agreed timescales. If
no, process the request
straightaway.
Request a costed proposal from
the supplier. Complete form
PCMTF03.
2
Timescale
Who
LHB
2 business days
PCMT
3
Supplier provides a written,
costed proposal, to the LHB
through PCMT.
10 business days, or 15
days for a posted call
off requirement
Supplier
4
Validate proposal meets the
value for money criteria by
comparing against buy per Wales
costs and the schedules.
If yes, go to step 5.
If no, return to step 2 and
request a revised costed
proposal.
LHB Authorise costed proposal
1 business day
PCMT
Notify the supplier that it can
proceed with creating the pro
forma order.
Supplier creates the pro forma
order to LHB agreed
specification.
Agree the deployment plan
1 business day
5
6
7
8
9
10
11
LHB decide to authorise the pro
forma order
Send the order with the supplier.
This order is now a contract for
provision of the services by the
supplier.
Register the order in the
database
LHB
Supplier
LHB and/or
practice
LHB
1 business day
PCMT
3 business days
PCMT
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Table 3: Mini Competition
Step
Description
Timescale
Who
1
PCMT send request to all GPSS
on the Framework Agreement for
them to bid for the service.
Supplier must respond
within 2 days for an
emailed call off
requirement, or 5 days
for a posted call off
requirement, with a
written indication of its
intention to respond.
Supplier
2
PCMT inform LHBs of the
suppliers intention to bid for the
service.
Supplier provides a written,
costed proposal, to the LHB.
3
4
Assess the proposal(s) against
mini-competition criteria
5
LHB and/or select supplier. LHB
sends outcome to PCMT who
notify the suppliers of the
outcome of the mini competition
Notify the supplier that it can
proceed with creating the pro
forma order.
LHB decide to authorise the pro
forma order
Send the pro forma order with
the supplier. This order is now a
contract for provision of the
services by the supplier.
Register the order in the
database
6
7
8
9
PCMT
Supplier has provided a
written response, it has
10 business days, or 15
days for a posted call
off requirement, to
provide a proposal.
Supplier
Supplier
1 business day
LHB
1 business day
PCMT
PCMT
LHB
1 business day
PCMT
3 business days
PCMT
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