Register your interest in a contract / Create a Supplier Account

• To set up a new account click on the link provided - e.g. for a local authority, https://app.panacea-software.com/[insert organisation name].
• Click on the Request a new account button.
• Follow the onscreen prompt and enter your supplier details.
  • Ensure to select Supplier as the type of organisation.
• Click Send Request once you have filled in your details.

Your request will be sent to the relevant officers managing the framework.

• You will then be sent an email containing a link to reset your password.
• Once you have logged in to your Panacea Software site, you will find all available contracts under 'Participate'   - > Register Interest.   
• Click the Participate button. 
  • If your participation to the questionnaire doesn't require approval, you will find the questionnaire under My Questionnaire. 
  • If it does require approval, you will be emailed once the relevant officer has approved your request.
  • On the Register Interest screen, there is a column titled 'Attempt', if within this field, the number is 2 or more, this means you have already participated (see My Questionnaire screen for details).
• Participate Again
  • If you are on your second or more attempt, you will see a Participate Again button instead of Participate. 
  • By clicking Participate Again, you will receive an alert asking 'Are you sure?'. If your previous submission was successful, do not submit a new 'Attempt', unless you wish to bid for an additional lot or change important information from your previous submission.
  • Go to the Expiring Documents screen if you need to replace an existing document. 
  • Confirm that you have read and understood the information and would like to proceed to Participate Again.

Respond to questionnaires

• To respond to a questionnaire, go to the 'My Questionnaires' tab in your left-hand drop-down menu. Here you will find a list of all questionnaires and their statuses (including Expired- you can review answers to Expired Questionnaires but cannot edit them). You can click on the 'Research' or 'Tender' tab based on the stage. Next to each Questionnaire, the 'Closing Date' for submissions will be displayed. 
• Click on the Documents link to see all supporting documents - can see this in both the Research and Tender Questionnaires. 
• Click on the Respond button next to the section you wish to complete.
  • You can save your answers as you go, and come back to them later if you wish. 
  • To do this click the Save Section button. 
  • Reminder: Questionnaires DO have an expiry date.
  • NB: Please DO NOT have multiple tabs opened containing the questionnaire, this can lead to duplicate sections being submitted or sections not being saved. 
• The Status represents the stage that you are at with answering the questions in a section.    
  • Not Started - None of the questions have been answered in the section. 
  • In Progress - You have answered one or more of the questions in the section but have not yet answered all of the questions in the section. 
    • Depending on the question, either of the following messages will appear underneath each mandatory question you have not answered: 
      • "Please select an option" 
      • "Please enter your answer for this question" 
    • The following message will also appear at the bottom underneath the save buttons: 
      • "Question mandatory not answered"
  • Knocked-out - You have provided an answer to one or more of the questions in the section which does not meet the requirements to qualify as a supplier. 
    • These are normally Yes/No questions. E.g. A question could ask you, 'Do you agree with the terms and conditions for registering as a supplier?' - 'Yes' or 'No'. Answering 'No' to this question will result in you being knocked-out and unable to submit your application. 
    • You will be provided with help text suggesting the kind of information/response this type of question is looking for.
    • Depending on the particular questionnaire/section, if your answer has been 'Knocked-out', either of the following messages will appear:
      • "You will not be able to submit your response, as your answer to this question fails to meet the minimum requirements"
      • "Your answer to this question fails to meet the minimum requirements" 
  • Completed - You have provided an answer to all of the questions.
• When you are happy that you have fully answered the questionnaire, submit it by clicking the Submit button. 
  • You will be able to review, edit and resubmit your submitted response at any time until either: 
    • The Closing Date for submissions has past
    • An evaluator has begun to evaluate their submission
  • You are able to Withdraw your submitted responses by pressing the Withdraw button, which will appear immediately after submittal (N.B. until the above highlighted criteria has not been completed):
  • After pressing Withdraw, you will be presented with the buttons to Save or Submit to edit and resubmit responses. 
• Evaluators will be alerted when you have submitted a questionnaire and you will be contacted once your submission has been evaluated and qualified. 

You also have the option to opt out of responding to a questionnaire.

• Go to the 'My Questionnaire's' tab in your left-hand drop-down menu.
• Click the button labelled opt out for the relevant section.
• You will be prompted to provide an opt out reason then select the button labelled opt out to submit.
• The status of the questionnaire will change to 'opt out.' 
• This decision can be reversed by pressing 'Opt-In', which will appear after pressing 'Opt-Out', doing so will generate the Save or Submit buttons to start responding. 

Expired Documents

Notifications

• You will now receive notifications relating to the documents which were submitted when responding to a questionnaire. This can be seen in the top right-hand corner under the bell icon. If you have several, click View more… which will open a new window containing all your notifications.
• You will receive notifications if:
  • It is within 28 days of your document's expiration date. You will be able to submit a replacement for them. You will receive a notification warning once a week until a replacement has been submitted or until they expire.
  • Your resubmitted document has been approved.
  • If you do not submit a replacement if they have expired.

Updating Expired Documents

• Under ‘Participate’ > ‘Expired Documents’, the screen will show you which documents need to be updated or replaced. 
• It will notify you when its due and how many days are remaining.
• The questionnaire will open so you can update the information on the document.
• When you are happy with the responses re-submit the section.
• Evaluators will be notified of your response, and only once the response has been re-evaluated will it then leave the 'Expired Documentation' screen.

Qualification

• When your questionnaire response has been evaluated and qualified by the relevant officers, you will receive an email notification confirming the Lots/Categories to which you have been qualified, or told you have been invited to the next stage.
• You may be asked to start filling in Price Matrices on the software (subject to the clients requirements). Please follow instructions on the email, to submit your standard pricing information using the Price Matrices on Panacea Software, in order to be considered for any work relating to those Lots.