Requirements List

Modified on Tue, 24 Feb at 5:14 PM

The Requirements screen acts as your internal contracts register, with an overview of Requirements added to your site. You have many filtering, sorting and organising tools on this screen which help you view and report on global Requirement information.

This screen is accessed via Sourcing > Requirements

Depending on your user permissions, you may only be able to access Requirements for which you are a named contact.

Filtering
Archive
Columns
Reporting
Warnings
Dashboard

Filtering

The standard Default filter "All Requirements" shows all Requirements, you have access to, without any filters specified.

You can use the different filtering options at the top of your screen to only display those meeting certain criteria.

To clear all filters, click Reset.

You may also search for Requirements using the search bar under the filter options.

Create Filters/ views of Requirement List

If you wish to create and save your own filters for ease of use or to help support scheduled/routine reporting on your requirements, simply

Select your Filters for the Requirement list as needed
Select the Column headers you wish to see as needed
To create a new filter, click Create New Filters
- Specify a filter name and click Save
To edit an existing filter, click Save Changes

Edit Filter

If you wish to edit your Saved Filter:

Ensure you have picked the relevant 'Filter name' from the drop-down list
Amend your Filters for the Requirement list as needed
Amend the Column headers you wish to see as needed
Click Save Changes

N.B. If you need to edit the Filter name, click the Cogwheel > Click Rename Filter > Provide the new name > Click Save.

If you need to delete a Filter, again click the Cogwheel > Click Delete Filter. You cannot delete a Default filter OR "All Requirements"

Pick a Default Filter/ view

If you wish to create your own default filter view of the Requirement list (i.e. to always open/view Requirements when navigating to the screen):

Pick the relevant 'Filter name' from the drop-down list
Click the Cogwheel, then click Set as My Default

Columns

You can add or reduce the columns to customise the type of information about the Requirements that are shown on the dashboard.

This is useful for displaying Custom Fields if you want to capture specific information against a Requirement
- These can be pre-set by key users and are entirely customisable. They can added or removed via Sourcing > Settings. Click here for more information on adding Custom Fields.

Standard Column Headers Explanation:

#Num - Requirement Number set by the software
Title - Requirement Title
Type - Requirement Type (Discrete | Framework | Call-off etc)
Prefix - Requirement Prefix
Actual Value (£) - Lowest or Actual Contract Value
Off-Contract - Whether the Requirement has been marked as Off-contract
Class - The classification of the Requirement (Bronze, Gold etc)
Regulation - From the associated threshold held against the Requirement
Output - From the associated threshold held against the Requirement
Threshold - From the associated threshold held against the Requirement
Authorisation Status - If the Authorisation module is in use for thresholds
Spend Limit Total - The spend limit total for the Requirement
Spend Limit Balance Total - The remaining spend limit balance total for the Requirement
Total Expenditure (exc. VAT) - The total of approved expenditure costs
Total Paid Invoices - The total of paid invoices obtained through the API
Contracting Authority
Lead Person - As set on the "People" tab of the Requirement
Lead Buyer - As set on the "Buyer " tab of the Requirement
Lead Supplier

Reporting

You can pull off Excel or PDF reports containing all information displayed on your Requirements dashboard screen

You can filter and customise your columns and then pull off reports capturing this information

Warnings

Requirements will have a warning sign next to them if there are certain tabs or potentially crucial areas that aren't populated. Warnings include:

No Long Description set
- Crucial for publishing Notices as this is pulled into Notices. Click here for guidance on adding Long Description.
No Stage set
- Crucial for publishing PCR 15 Notices as different stages are linked to different Notice types. Stages are also useful for auditing. Click here for guidance on setting Stages.
No Evaluator set (only when a RFX questionnaire is published)
No Clarification Q&A respondent set
- Crucial for when RFX's are published, as when suppliers ask clarification questions these go to the user(s) assigned responsibility to answer. Click here for guidance on setting users as Clarification Q&A respondents
No CPV code set
No Category(s) added
No Buyer set
No Suppliers
No Buyer API Token added
No Authorisation has been given
- For when the Authorisation' module is in use, when a Requirement has not yet been authorised.

Dashboard

See here for more information on the Requirements Dashboard (Charts)