Table of Contents

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
  • 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. For more about creating and managing Thresholds click here. 
  • Click Save.


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

You will automatically be taken to the Requirement’s dashboard. (The details of this page can be found here)


N.B: The Contract Start Date, Contract End Date and Contract Review Date must be within the date range 01/01/1900 - 31/12/2999. Dates entered that do not fall within this range will be flagged and must be amended in order to Save.Cea


Specify a Stage

Next, you will be asked to specify the stage.

  1. Click the Stage button from inside the Requirement dashboard. (this is visible from within every tab)
  2. Select a stage from the list
    • The Stages are:
      • 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 suppliers' responses and (dis)qualify where appropriate.
        • Need to provide: Closing Date& Time for Tender questionnaire responses.
      • Evaluation
      • Negotiation
      • Award (Awarded Contract)
      • 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)
  3. Click Save


Write a Detailed Description*

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

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

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


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. See here for more information. 


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)


Click the settings wheel next to the edit button.

You will then be able to create a Call-off Requirement, this means:

  • Details from the original Framework will be carried across onto the new Call-Off.
  • You have the option to 'inherit' the suppliers and their lots from the parent framework.
  • You can select specific lots to inherit suppliers from. 

Or, you can add an existing requirement as a Call-off to this Requirement.


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


Users are able to copy documents in the  Document Library from the Framework requirement. Within the Document Library click 'Copy from Framework' then select the relevant document.


As soon as you add a Call-off to a discrete Requirement, it will automatically be changed to framework

This will also introduce the Call-off tab in the dashboard, where you can view all Call-offs of that Requirement.


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