BUSINESS PROCESS
NHS WALES
BUSINESS SERVICES CENTRE PONTYPOOL
Author
Title
Issue:
Issue Date:
No. of pages
Document No.
Gerald Jones
Ordering Additional Services Process
1.0
01/10/2007
5
PCMTBPRO-06_Ordering_Additional_Services_Process
REVISION HISTORY
Issue No.
Created
Brief description of changes
01
15/05/07
23 May –
22 June
Preliminary draft – ordering additional services
Changed “quotation” to “costed proposal” (feedback
from Ed from Roberta). Also linked to copy of
Agreement. Various editorial changes. Updated as a
result of feedback from Roberta/Ed on the core
services process (made similar updates, for
consistency). Updated Audience section. Moved info
about order from table to Intro. Updated
flowcharts. 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.)
RELEASE AUTHORIZATION
Regional IT Manager __________________________ (Andrew MacBean)
IT Project Manager
__________________________ (Roberta Houghton)
NHS Business Services Centre Pontypool
1.0
Ordering Additional Services Process
AUDIENCE AND PURPOSE
This document is for Performance and Contract Monitoring Team (PCMT)
staff who participate in the ordering additional services process. Readers of
this document should be familiar with the GMS Systems and Services
Framework Agreement, from which the order process is derived.
The purpose of this document is to explain the activities involved in the
ordering of additional 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 nonPCMT 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 6.0.
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
INTRODUCTION
When a practice or LHB raises a requirement for an additional service, it is
offered to a single supplier.
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
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4.0
Ordering Additional Services Process
RESPONSIBILITY
Various parties are responsible at different steps in the process, as defined
in Chapter 6.0.
5.0
PROCESS MAP
LHB or practice
raises a
requirement
LHB or practice
defines the
requirement
No
Valid
requirement?
Yes
Single supplier selected
No
PCMT requests
costed proposal
No
Supplier provides
costed proposal
Value for money?
Yes
LHB authorize?
Yes
PCMT notifies
supplier to
proceed with pro
forma order
Supplier creates
pro forma order
LHB or practice
agrees to
deployment plan
No
LHB authorize?
Yes
PCMT sends
order to supplier
PCMT registers
order in database
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6.0
Ordering Additional Services Process
DETAILED STEPS
The following table describes the detailed steps to be performed for the
procurement of additional services.
For timescales, when the due date falls on the weekend or a public holiday,
the next working day is acceptable.
Table 1: Ordering Additional Services
Step
Description
1
Raise a requirement.
2
Define the requirement in detail.
The requirement must be
documented fully and the LHB
needs to agree to proceed.
3
4
5
6
7
8
9
Complete form PCMTF02.
Validate the elements required.
Check the completed form
PCMTF02.
If valid, proceed to the next step.
If not valid, return to step 2 and
address any gaps in the
definition.
Request a costed proposal from
the supplier. Complete form
PCMTF03.
Provide a written, costed
proposal, incorporating the call
off terms, to the LHB.
Check if the quotation shows
value for money. If yes, go to
step 7; if no, return to step 6.
Decide whether to authorize the
proposal by conducting an
evaluation exercise. If yes, go to
the next step. If no, return to
step 5.
Notify the supplier that it can
proceed with the pro forma
order.
Create the pro forma order to a
specification designed by the
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Timescale
Who
LHB or
practice.
LHB or
practice,
regional
team and
current
system
supplier.
1 business day
LHB
PCMT
PCMT
10 business days, or 15
days for a posted call
off requirement
Supplier
PCMT
LHB
PCMT
Supplier
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Step
Description
10
LHB.
Agree to the deployment plan.
11
12
13
14
Ordering Additional Services Process
Timescale
Who
Practice or
LHB
LHB
Decide whether to authorize the
order. If yes, go to the next step.
If no, return to step 9.
Place the order with the supplier,
by signing the pro forma order.
Send the order to the supplier.
This order is now a contract for
provision of the services by the
supplier.
LHB
PCMT
Register the order in the
database.
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