Appendix 4:
Tracking procurement outcomes / service changes
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Complete Order Tracker, (embedded below) and send to GPITF on a Monthly basis
NHS Digital will send the CCG an Order Tracker once a month with a request for all required changes to be completed on the Order Tracker and returned by the CCG to gpitf.fulfilments@nhs.net by the date requested, even if there are no changes a null response should be provided, to ensure NHS Digital records are fully up to date. This date will depend on which region the CCG is in and is purely such that NHS Digital can spread the arrival of the completed Order Trackers over the month. The Order Tracker will require basic information about the required changes i.e. Practice Name and ODS code, Solution to add / change / cease, proposed dates of the change.
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Review Order Tracker
NHS Digital team to review the completed Order Trackers to determine if the suppliers of the requested services are assured on the new GP IT Futures Framework or if they are on a GPSoC Transition Assistance Notice.
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Supplier contacts CCG to confirm service / solution details
Suppliers account teams will contact the CCG’s directly to confirm the details of the orders i.e. where the supplier is unable to accommodate a requested migration date etc. where further training or migration services are required to support the overall Order including Additional or Associated Services.
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Supplier to confirm all details to
gpitf.fulfilments@nhs.net
Pursuant to the suppliers account teams’ discussions with the relevant CCG’s, the supplier will provide updated information to NHS Digital.
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Create new Call-off Agreement or update Continuity Call Off Agreement (or create new Call Off Agreement if the CCG doesn’t have a current Continuity Call Off Agreement with a supplier) and send to supplier to complete their sections
NHS Digital will update the Order Tracker and make the relevant changes to the CCG’s supplier specific [Continuity] Call Off Agreement prior to sending the updated [Continuity] Call Off Agreement to the specific suppliers.
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Supplier updates sections and returns to
gpitf.fulfilments@nhs.net
The supplier will review the changes to the [Continuity] Call Off Agreement and make the relevant amendments to the sections requiring their input
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Finalise Call Off / Amend CCOA as required. Send to CCG detailing all costs etc.
NHS Digital make any final amends to the [Continuity] Call Off Agreement/s and send to CCG
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CCG to confirm details are correct and sign and return a copy to
gpitf.fulfilments@nhs.net
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On receipt of signed Call-off / Continuity Call Off Agreement/s from the CCG, NHS Digital to confirm to Supplier by way of sending signed [Continuity] Call Off Agreement/s
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Supplier to confirm and complete Order as requested
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Any changes that need to be made to reflect your GP estate software and services, for example: Practice Migrations, Cessations, Mergers or Splits need to be notified to NHS Digital using the GPITF Order Tracker.
The date of any activations of new services should also be recorded on the order tracker.
Order Tracker
Details of your Continuity Call Off Agreements will be pre-populated on your Order Tracker, please check these are correct.
Any new orders will be added to the order tracker upon receipt of an order form . The date of any activations of new services should also be recorded on the order tracker. This in addition to completion and submission of certificates M1 and M2 as part of the order form
The completed Order Tracker must be uploaded to your organisation’s teams page on a monthly basis, (even if a nil return) by the date allocated to your organisation to enable prompt processing of supplier payments on your behalf. Your teams page will be created for you once you have provided contact emails for nominated individuals from your organisation.
The submitted Order Tracker data will be used to prepare Reconciliation Invoices. The reporting of actual practice activation or cessation dates is critical to ensure that correct payments are made to suppliers. Payments for services will start and end based on the information submitted in the Order Tracker.
CCGs need to confirm service activation, cessation or merger dates on the Order Tracker. Site activations or cessations should be identified against an order. Mergers of practices should be added Order Tracker where applicable.
Further details of how to access your Order Tracker will be provided directly to you.
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