BUSINESS PROCESS
NHS WALES
BUSINESS SERVICES CENTRE PONTYPOOL
Author
Title
Issue:
Issue Date:
No. of pages
Document No.
Gerald Jones
Ordering Core Services Process
1.0
01/10/2007
8
PCMTBPRO-07_Ordering_Core_Process
REVISION HISTORY
Issue
No.
01
Created
Brief description of changes
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.)
Updated process diagrams, split processes in to
Single Supplier and Mini Competition. Updated
process defining requirements also.
30/05/07 –
22/06/07
02
17/04/08
RELEASE AUTHORIZATION
Regional IT manager _________________________ (Andrew MacBean)
NHS Business Services Centre Pontypool
Ordering Core Services Process
IT Project Manager _________________________ (Roberta Houghton)
1.0 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 –Single Supplier
LHB send
requirement form
to PCMT
No
Form Validated?
Yes
PCMT registers order
in database and sends
confirmation to the
LHB
Consolidate
Order?
Yes
Hold order until
consolidation
dates
No
PCMT notifies
supplier to produce
a pro forma order
Supplier creates
pro forma order
No
LHB authorise?
Yes
PCMT sends
signed order to
supplier
LHB and/or
practice agrees to
deployment plan
Process continued
within Deployment
Process
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PROCESS MAP – Mini Competition
LHB requests
inventory for
validation
LHB sends
requirement form,
validated inventory
form and Event
Evaluation Form
to PCMT
No
Form Validated?
Yes
PCMT registers
order in database
and sends
confirmation to
LHB
PCMT requests costed
proposals from the
system supplier and
their intention of bidding
for the service
Supplier has
responded with intention
of bidding for the
service
No
PCMT inform LHB
of the suppliers
not bidding
Yes
PCMT inform LHB
of bidders
Suppliers provide
costed proposal
PCMT populate
Evaluation Criteria
Spreadsheet and
notifies LHB of
outcome
LHB give their
authorisation to
proceed
PCMT notifies the
successful
supplier and
requests a pro
forma order
PCMT notifies the
unsuccessful
supplier/s
Supplier creates
pro forma order
LHB and/or
practice agrees to
deployment plan
LHB
authorise?
Yes
PCMT sends
signed order
to supplier
Process
continued within
Deployment
Process
No
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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 – Single Supplier
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
5
6
7
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.
Is Consolidation of the request
stated? If yes, hold onto request
until the agreed timescales. If
no, process the request
straightaway.
Request a pro forma order from
the supplier. Complete form
PCMTF03.
Supplier provides a written,
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Timescale
Who
1 business day
PCMT
LHB
2 business days
PCMT
10 business days, or 15
Supplier
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Step
8
9
10
11
12
Ordering Core Services Process
Description
Timescale
costed proposal and pro forma
order to PCMT.
days for a posted call
off requirement
Validate pro forma order to
ensure it meets buy4wales costs
and schedule 6.
If yes, go to step 5.
If no, return to step 2 and
request a revised costed
proposal.
LHB Authorise pro forma order
1 business day
Send the order with the supplier.
This order is now a contract for
provision of the services by the
supplier.
Agree the deployment plan
1 business day
PCMT
Register the order in the
database
3 business days
LHB and/or
practice
PCMT
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Who
PCMT
LHB
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Table 2: Defining Requirement - Mini Competition
Step
Description
1
Request GP Practice inventory for
validation
Define the requirement in detail
by completing PCMTF02 form.
(The requirement must be
documented fully and have been
agreed by the LHB to proceed)
and complete the MiniCompetition Event Evaluation
Form.
2
3
4
5
6
7
8
9
10
Validate the requirements form
PCMTF02.
If valid, go to step 4.
If not valid, return to step 1 and
address any gaps in the
information.
PCMT send request for a costed
proposal and Practice inventory
to all GPSS on the Framework
Agreement for them to bid for
the service.
PCMT inform LHBs of the
suppliers intention to bid for the
service.
Supplier/s provide a written,
costed proposal, to the LHB.
Populate Mini Competition
Evaluation Criteria and notify the
LHB of the outcome
LHB authorise to request the pro
forma order
LHB and practice agree
deployment plan
Send the signed pro forma order
to the supplier. This order is now
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Timescale
Who
LHB
LHB
2 business day
PCMT
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
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
PCMT
LHB
LHB/Practice
1 business day
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12
a contract for provision of the
services by the supplier.
Register the order in the
database
Process continues within
Deployment Process
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3 business days
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