Creating a Requirement

When creating a Requirement, there are certain tabs and information you need to ensure you're inputting. Please follow the steps below on setting up a new Requirement.

TABLE OF CONTENTS:

1. Create the Requirement
2. Specify a Stage
3. Write a Detailed Description
4. Assign users in the Peoples tab
5. Assign the Buyers
6. Build your Categories/Lot(s)
7. Specify a Call-off Requirement*

1. Create the Requirement

• Go to Sourcing > Requirements.
• Click '+Add a new Requirement' – this button is located in the top right-hand side of the screen. 

N.B. You can also add a new Requirement from the 'Add Requirement' icon in the header bar at the top of any page on Panacea.

• Provide the following information:
  • Title – Give the Requirement an appropriate title
  • Reference Prefix – this is appended to the front of Notice Reference numbers and Questionnaires linked to the requirement.
    • Reference prefix is editable until a notice is published on Contracts Finder, after which point the prefix will no longer be editable. Max. 15 characters and may include letters and numbers.
  • Description – A brief description of the Requirement (a longer description may be provided later)
  • Suitability for SME or VCSE
  • Contract Start and End Dates - these must be within the date range 01/01/1900 - 31/12/2999, any dates that don't fall within this range will be flagged and must be amended
    
  • Price - indicate the lowest or actual price (if this is not known, type 0.00). You may also specify the highest price, but this is optional
  • Postcode & Region
  • CPV Code - select from the list the type of work. You can search by name or by CPV code 
    • This code is required in order to publish a Notice
  • Contract Review Date (optional)
  • Notice Period (optional)
  • Threshold (optional) - select the relevant Threshold if applicable. Please click here for more on creating and managing Thresholds 

• Click 'Save'.

The Requirement has now been created and will appear in Sourcing > Requirements. 

2. Specify a Stage

Next, you will need to specify the Stage of the requirement. This indicates what stage the Requirement is at and is also linked to the type of Notices you can publish. 

• Click the 'Stage' button from inside the Requirement (this is visible from within every tab)
• Select a stage from the list:
  • Research (Early engagement)
    • Research the market for supply options to fulfil requirement.
    • Suppliers can register interest and respond to your questionnaire.
    • Need to provide: Closing Date & Time for Research questionnaire responses.
  • Define (Future Opportunity)
    • Research internally to find expected spend requirements
    • Draft and test supplier selection questionnaire.
  • Tender (Opportunity)
    • Publish and capture bids using supplier selection questionnaire.
    • Evaluate supplier's responses and (dis)qualify after moderation where appropriate.
    • Need to provide: Closing Date& Time for Tender questionnaire responses.
  • Evaluation
  • Negotiation
  • Award (Awarded Contract)
  • Live
  • Cancelled
    • Need to provide: reason for cancelling requirement.
  • Closed
    • Need to provide: reason for closing the requirement. (e.g. contract has not expired, and a new one is in effect)
• Click 'Save' to update.
• You can change the Stage at any point as the requirement develops.

3. Write a Detailed Description

You need to provide a longer description. You will need to do this if you wish to publish a Notice regarding this Requirement.

• Go to the Description tab
• Write your description, including relevant information about how suppliers can apply and any additional information they may need to know.
• Click 'Save'

This description will be automatically pulled into any Notice regarding this Requirement.

4. Assign users in the Peoples tab

You need to set the internal people associated with the contract.

• Go to the Peoples tab
• Specify who the Procurement Manager, Contract Manager and/or Stakeholders are 
• Specify which users are to be alerted when Clarification Questions come through from suppliers on Questionnaires
• Specify the user responsible for Supplier Messaging 
• Specify the Lead Person for the requirement 

Please click here for more information on the Peoples tab.

5. Assign the Buyer

You need to set who the customer is for the contract, whether that's a whole company/organisation, or just specific departments and/or sections. 

• Go to the Buyers tab
• Select the Company(s), Department(s) and/or Section(s) as the Buyers
• Specify the Lead Buyer for the requirement 

6. Build your Categories/Lot(s)

Start building your relevant Categories/Lot(s) as needed, at least one should be added. You can also add new Cost Categories (DirectP2P) and Cost Descriptions (ProjectP2P), based on site configuration) as needed. 

• Go to the Categories tab
• Add at least one category related to the requirement

Please click here for more information on adding categories/lots.

Specify a Call-off Requirement*

Types of Requirements:

• Discrete - By default, all requirements are discrete, this means they have no Call-off (i.e. Child) Requirements and that they themselves are not a Call-off
• Call-off - i.e. a child contract
• Framework - This is a requirement with Call-offs assigned to it (i.e. a parent contract)

For more information on creating a Call-off Requirement from a Framework/parent Requirement please see here.

NB: Call-offs can be created even if the parent framework has no lots or suppliers. 

*Not applicable to Stakeholders who can add their own Requirements. This is only for Key Users (Administrators, Procurement Managers, Contract Managers etc.)

For more information on Call-off Requirements, please see here.