Ordering Solutions / Service changes

Tracking procurement outcomes / service changes

1. 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. Details of Continuity Call Off Agreements will be pre-populated on the Order Tracker you are sent, please check these are correct. 
   
   

2. 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.
   
   

3. 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.
   
   

4. 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.
   
   

5. 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.
   
   

6. 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.
   
   

7. 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
   
   

8. CCG to confirm details are correct and sign and return a copy to
   gpitf.fulfilments@nhs.net
   
   

9. 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
   
   

10. Supplier to confirm and complete Order as requested
    
    

11. The finalised Order Tracker is returned to the CCG by NHS Digital.