Contracts Register Service User Guide
Contents
1. shows how many contracts have been updated each month by authority There is a key below each map explaining what the different colours mean 5 3 READ AND EDIT ACCESS Users with this level of access have all the functionality available to Read Only users as well as being able to add new contracts to the register and edit existing ones After successfully logging on to the system the following screen will be displayed identical to that for Read Only users apart from an extra option in the top menu bar Add a New Contract indicated by the arrow below New Information Paradigms Ltd Page I5 of 26 3 May 2007 Version 1 2 Final CONTRACTS REGISTER SERVICE USER GUIDE Contracts Register LCE Microsoft Internet Explorer provided by Blopenworld i l x File Edit View Favorites Tools Help Ea Back gt A A Gsearch GFavorites media lt 4 v S E S Syrolders amp p Address la http Avww contractsregister com Spaces LCE Home ea I Links Yahoo first direct Google G Jot D B W Bookmarksy PaseRank y 5543 blocked oY Check 4 AutoLink AutoFill gt Q Settingsv Contracts Register Home LCE Organisations LB Hammersmith and Fulham Contracts Search Add a Ni Centre of Excellence London Ontract My Details LogOut Help Welcome to the LCE Contracts Register If you have any comments or questions on the system please forward them to Esther Thoma2. Contact Email sible once contract saved Contact Telephone Msible once contract saved Private File Attachments Upload file Browse Public File Attachments Upload file Browse Document Locations j Copyright 2005 2007 New Information Paradigms Ltd New Information Paradigms Ltd Page 18 of 26 3 May 2007 Version 1 2 Final CONTRACTS REGISTER SERVICE USER GUIDE Where the choice of data to be entered into a field is pre defined there are either drop down lists or pop up boxes showing the available options to choose from An example of a list field is Contract Type to view the options to choose from click on the arrow to the right of the box you can only choose one An example of a pop up box field is Categories to view the list of options click on the icon to the right of the field A box will pop up listing the options and you can choose as many as you like so for example each contract can have multiple categories selected Fields that require you to enter dates such as Start Date have calendar icons beside them Clicking on the icon will bring up a calendar from which you can select the date you require by clicking on it Several sets of fields can be filled in via Lookup buttons These fields can be filled in by manual typing like normal text fields however they can also be automatically filled in with information already in the system For example the Supplier and
3. Examples of these documents are an OJEU Notice or a specification Select the browse option for either Public or Private File Attachments find the document you want to attach and click on it to make the attachment USING THE CoPY FACILITY TO ADD A CONTRACT If you want to add a contract which is similar to an existing contract search for the contract on the register and click the Copy Contract button from the bar at the top of the contract form The screen displayed will contain details of the contract you have chosen to copy Change the relevant fields and then select the Save Contract button to upload a new contract EDIT AN EXISTING CONTRACT To edit an existing contract search for the contract you want to change using the search facility Click the Edit Contract button from the bar at the top of the Contract form and the screen displayed will contain details of the contract you have chosen to edit Change the relevant fields and then select the Save Contract button to save the changes to the contract New Information Paradigms Ltd Page 19 of 26 3 4 May 2007 Version 1 2 Final CONTRACTS REGISTER SERVICE USER GUIDE 5 4 ORGANISATION ADMINISTRATOR ACCESS When you have logged on as an organisation administrator you will see the screen shown below You will be able to access all the functionality available to users with Read Only and Read and Edit access as well the extra ones described below AUTHORITY DETAILS As an organisation adm
4. This will also allow you to make any changes you require Once you re happy with the message click on the Submit button and your message will be posted to the forum for everyone to read LIST OF SUPPLIERS Here you can see an alphabetical list of all the suppliers in the system Clicking on a supplier s name will take you to their details and allow you to see what contracts for that supplier are on the Contracts Register One of the problems potentially facing the Register is inconsistency in the naming of suppliers to mitigate against this the LCE has prepared some guidance on being consistent with supplier names which can be downloaded here BULK UPLOAD Here you can download a spreadsheet to allow you to upload data in bulk to the CRS useful if you have a lot of contracts to input To find out how to use the spreadsheet download the Master Spreadsheet Notes document New Information Paradigms Ltd Page 14 of 26 3 4 May 2007 Version 1 2 Final CONTRACTS REGISTER SERVICE USER GUIDE PROCLASS HIERARCHY Here you can download a PDF of all the ProClass Hierarchy which is used to categorise the contracts on the CRS PARTICIPATION MAP Here you can see various maps of the authorities participating in the CRS e CRS Participation Map shows how many contracts and users each authority has on the CRS e CRS New Contract Activity Map shows new contracts entered each month by authority e CRS Contract Update Activity Map
5. amount of duplication on the system and meaning it is easier to see which suppliers are supplying more than one authority in London New Information Paradigms Ltd Page 17 of 26 3 4 May 2007 Version 1 2 Final CONTRACTS REGISTER SERVICE USER GUIDE eae Contracts fees Register Home LCE Organisations LB Hammersmith and Fulham Contracts Search Add a New Contract My Details Log Out Useful Info Contract New Contract For Organisation LB Hammersmith and Fulham Contract Title SSS Contract Reference O Status Open Z Visible To oe Description mandatory field f Contract Type Call Off Contract z Framework Originator Categories Availability CRS Availability Non CRS Start Date Expiry Date Expiry Alert Contract Extended Extension Expiry Date Extension Details a f Total Value I estimated publically visible Annual Value I estimated I publically visible Supplier Lookup Supplier Supplier Details E g Supplier Contact Lookup Supplier Contact Supplier Contact Email E 7 Supplier Contact Telephone Add additional supplier Department Responsible Building Technical Services c Lookup Department Department Email visible once contract saved Department Telephone Msible once contract saved Contact Velma Chapman ea Lookup Contact
6. the subgroup to which the organisation belongs and whether it is a member or holding organisation Holding is used for the LCE itself or one of the subgroups e g WLA DEPARTMENTS AND CONTACTS USERS This section lists by department all the users and contacts in the system with their email address and access level Clicking on an individual user will take you to a screen showing their details which includes a list of all the open contracts for which that user is the contact New Information Paradigms Ltd Page II of 26 3 4 May 2007 Version 1 2 Final CONTRACTS REGISTER SERVICE USER GUIDE CURRENT SUPPLIERS This section lists in alphabetical order all the suppliers your organisation currently has contracts with and any associated suppliers details which have been entered If you then click on a supplier s name a list of contracts for that supplier will be displayed EDIT HISTORY This section shows the history of when a contract was added updated or deleted and by whom 5 2 4 CONTRACTS SEARCH The 4 option in the menu bar Contracts Search defaults to a screen showing all of the contracts on the CRS for the authority you belong to shown below The drop down list labelled Search contracts within allows you to search for contracts from your own authority your subgroup or the whole of the LCE Additionally by clicking on one of the buttons to the right of the Search button you can display the results sorted b
7. 2008 Categories Financial Services Audit x You now have the option to refine the search to show the types of contract you are specifically interested in There is no limit to the number of different criteria you can set on each search To fill in a field either click on the icon next to it and select the value s you require or if the field is not greyed out you can type directly into the field itself Data can be presented in expiry date order and or timeline format as explained in the previous section of this User Guide To clear values you have set for individual fields select the clear link next to them to clear everything and start again select Clear all Fields Remember the search will always default to show data only for your own organisation unless you actively specify otherwise New Information Paradigms Ltd Page 13 of 26 3 4 May 2007 Version 1 2 Final CONTRACTS REGISTER SERVICE USER GUIDE 5 2 5 USEFUL INFO The final option in the menu bar is Useful Info previously called Help a page where there are a number of resources to help you get the most out of the CRS There s a brief description of each of the current resources below USER GUIDE Here you can download this User Guide from the site It is worth checking you have the latest version every month or so to see if there have been any updates made USER GROUP ISSUES FORUM As mentioned about there is a forum for discussion of issues raised at Use
8. a specific need and will generally be short term contracts to supply goods and services to meet an individual requirement e g the supply of specialist scientific equipment for the Trading Standards Service or the supply of consultancy services for a particular project These contracts are sometimes referred to as Spot contracts e Note For One Off or Spot Contracts only the following columns are mandatory Title Status and Contract Type Renewable or Period Contract These are contracts for services required on a regular basis and are generally let over a longer period of time 1 5 years and will be monitored on a regular basis e g building cleaning grounds maintenance Call Off Contract A call off contract is used for the supply of a specific quantity a minimum and maximum range can be specified of goods or services over a given time period subject to the prices specifications and terms and conditions agreed Delivery will be made either to a delivery schedule built into the call off contract or more usually by separate call off orders placed against the contract In essence a call off contract is the same as a framework agreement except that the call off contract is a legally binding contract with the supplier An example would be a Block contract in the social care environment Partnership Arrangement This is where the Authority seeks to develop a relationship with a supplier based on partnership principles as d
9. in italics are those organisations the contract is available to When searching for contracts within a particular organisation you will not include contracts that are just available to it To search for those contracts use the advanced search options explained below At the bottom of the screen there is an option to download these contracts into an Excel spreadsheet for further interrogation ADVANCED SEARCH If you expand the advanced search option by clicking on the triangle next to Advanced Search you will see the following screen Sr Contracts Centre of 4 Sene Register Home LCE Organisations LB Hammersmith and Fulham Contracts Search My Details Log Out Useful Info r Contracts Search Search Expiry Report Timeline Report Normal Report Search contracts within LB Hammersmith and Fulham only 7 Advanced Search Contract Types Categories Letting Organisations Availability CRS clear clear clear clear Start Date After Start Date Before Expiry Date After Expiry Date Before Minimum Total Value Maximum Total Value Minimum Annual Value Maximum Annual Value Status Framework Only Extension Only oven E r id e Title Organisations Duration Suppliers Value Contract Contact Internal Audit Services LB Hammersmith 3 years 6 Deloitte and Touche Total 1 091 5008 Contract 013064 Mr Geoff Drake and Fulham months Annual 309 0008 CaltOff Contract 01 Oct 2004 to 31 Mar
10. select an email address which the alert mails for your organisation will come from and any email addresses you would like all alert mails for your organisation to be copied to New Information Paradigms Ltd Page 20 of 26 3 May 2007 Version 1 2 Final CONTRACTS REGISTER SERVICE USER GUIDE Top SUPPLIERS BY EXPENDITURE This will show you a list of the top 50 suppliers by spend that your organisation used in the last financial year n b this information is only available to organisations who submitted data for the 2005 6 Expenditure Analysis run by the LCE and the PAE The suppliers are sorted by descending value of spend i e biggest spend at the top of the screen DEPARTMENTS AND CONTACTS USERS This will list by department all the users of the system with their email address and access level At the bottom of this section you have the option to Create a New Department Create a New Contact and Create a New User If you click on an individual user s name then their details will be shown and at the bottom of that screen you will be able to expand a section to view all the open contracts for that user indicated by the arrow below You can also delete a contact by clicking on the Delete Contact button at the top of the screen Contracts Register LCE Microsoft Internet Explorer provided by Bropenworld lej x File Edit View Favorites Tools Help pack gt gt A A Qsearch Favorites Meda Ey 3 E H Folders
11. 7 Version 1 2 Final CONTRACTS REGISTER SERVICE USER GUIDE 5 2 3 ORGANISATION NAME If you click on the name of your Organisation third from the left on the menu bar you will see the screen shown below In this example we are logged in as LB Hammersmith and Fulham Contracts Register LCE Microsoft Internet Explorer provided by Blopenworld E P le x File Edit View Favorites Tools Help Back gt A A Qsearch Favorites Gmedia Gy S is E Gurolders Bs Address E http Avww contractsregister com Spaces LCE Organisation LB 20Hammersmith 20and 20Fulhar 7 Go Links Yahoo first direct Bookmarksy Paseank 3543 blocked YF Check y AutoLink H AutoFill gt O Settings Google G ___ IO OB 2 Contracts Erratience Re gister tendon Home LCE Organisations LB Hammersmith and Fulham Contracts Search My Details Log Out Help Organisation LB Hammersmith and Fulham Subsidiary Of WLA Name LB Hammersmith and Fulham Class Member Departments and Contacts Users Current Suppliers Copyright 2005 2006 New Information Paradigms Ltd f Eoee ee a a a E Astart E Hl H OA8aQ M S Seeqna Hs eOMsIS 2 HVOF 15 20 The screen is divided into 4 sections each of which is described below To see the detail of each section click on the triangle next to that section s name ORGANISATION This section shows the title of your organisation
12. BB Address a http www contractsregister com Spaces LCE User Alan 20Parry read html id 6232 gt Go Links VYahoo first direct E otp D Br Bookmarksy PaseRank v 543 blocked YF Check AutoLink AutoFill gt O Settings User Alan Pary First Name Alan Last Name Parry Email alan parry lbhf gov uk Telephone 020 8753 2581 Organisation LB Hammersmith and Fulham Department Finance Department Department Email n a Department Telephone 020 8753 2586 Login Name alan parry lbhf gov uk Password Encrypted Deactivated No Access Level Organisation Admin Open contracts that Alan Parry is contact for Copyright 2005 2006 New Information Paradigms Ltd C i T i intemet Astart 2 Hasoasga Mestan a0 New Information Paradigms Ltd Page 21 of 26 3 May 2007 Version 1 2 Final CONTRACTS REGISTER SERVICE USER GUIDE RECENT CONTRACT ACTIVITY This section allows you to look at contracts for your authority that have either e Been created e Been updated e Have expired in the last seven days Individual contracts can be selected from the list and the full details displayed by clicking on the contract title displayed in blue type 5 5 GROUP ADMINISTRATOR ACCESS Group Administrators have access to all the functionality available to Organisation Administrators In addition they are also able to access the functionality Organisation Administrators hav
13. Centre of Excellence London NEW INFORMATION PARADIGMS LTD Contracts Register Service User Guide Author Alison McCreath and Phil Mannion Date 21 September 2007 Version Version 1 3 Final Copyright This document contains confidential information This information is provided on the understanding that it will not be amended reproduced or disclosed to other parties without the express written permission of New Information Paradigms Ltd CONTRACTS REGISTER SERVICE USER GUIDE CONTENTS 1 Purpose 2 Background 3 Scope and Objectives 4 Getting Started 5 Using the System 5 1 Access Levels 5 2 Read Only Access 5 3 Read and Edit Access 5 4 Organisation Administrator Access 5 5 Group Administrator Access 6 OGC Buying Solutions 6 1 Accessing the OGC Buying Solutions Contracts Appendix 1 Data Standards Appendix 2 Maintaining Your Contracts Register Entries Appendix 3 Valid Contract Types New Information Paradigms Ltd 3 4 May 2007 O O O N A WO OQ 20 22 23 23 24 25 26 Page 2 of 26 Version 1 2 Final 1 CONTRACTS REGISTER SERVICE USER GUIDE PURPOSE This document sets out the activities required to successfully set up use and maintain the Contracts Register Service CRS BACKGROUND The initial specification of the Contracts Register Service was generated by procurement specialists from the Procurement Agency for Essex PAE at the beginning of 2005 The application was then de
14. Contractl1444 Mike Lewis Electronic Office Camden LB Islington LB Lambeth LB Southwark LB 01 Oct 2005 Annual 800 000 Renewable or Supplies Wandsworth LB Barnet LB Enfield LB Haringey LB to A j Period Waltham Forest LB Bromiley LB Croydon LB Merton 01 Oct 2010 Contract LB Richmond LB Sutton RB Kingston LB Barking and Dagenham LB Bexiey LB Greenwich LB Hackney LB Havering LB Newham LB Redbridge LB Tower Hariets LB Brent LB Ealing LB Hammersmith and Fulham LB Harrow LB Hillingdon LB Hounsiow RB Kensington and Chelsea Categories Stationery Sundries Contaminated LB Hammersmith and Fulham 1 year 11 Waterman Total 100 000 Contract8390 Toby Andrews Land Inve months International Annual 50 000 Renewable or 01 Oct 2005 Consultants Period to Contract 30 Sep 2007 m http www contractsregister com ntemet Astart El l a s SHAA WBS e64NE EM oA RVOR 15 42 Use the numbers below the search box to scroll through the contracts To see more information about a New Information Paradigms Ltd Page I2 of 26 3 4 May 2007 Version 1 2 Final CONTRACTS REGISTER SERVICE USER GUIDE particular contract either click on the I icon next to the contact s Title for summary information or the Title itself for the full contract details Where there are multiple entries in the Organisations column the entry in normal type is the authority that let the contract and those
15. ER SERVICE USER GUIDE On the log screen shown below for the LCE space you should enter your username which is usually your email address and your unique password to gain access to the system a centre of Excellence Regi ster Contracts Home Login Username Log In Password Your username is usually your email address e Forgotten your password e Anyone can click here to browse contracts offered by the Office of Government Commerce Buying Solutions Copyright 2005 2006 New Information Paradigms Ltd Your username is usually your email address and the password should be something you can easily remember but which has a meaning only to you Both of these can be set within the system and this will be demonstrated later in this User Guide Users are set up with one of the following levels of access e Group Administrator e Organisation Administrator e Read and Edit e Read only You can see what level of Access you have to the system by clicking on the My Details link in the menu bar once you are logged in New Information Paradigms Ltd Page 8 of 26 3 4 May 2007 Version 1 2 Final CONTRACTS REGISTER SERVICE USER GUIDE 5 USING THE SYSTEM 5 1 ACCESS LEVELS The system has 4 levels of access Read Only Read Edit Organisation Administrator and Group Administrator All the functions available at Read Only level are available to Read Edit and both Administrator levels all the functions at Read Edit lev
16. Supplier Details fields clicking the Lookup Supplier button will pop up a box showing all the suppliers who have already been entered onto the CRS Selecting one of these suppliers will cause their details to be entered into the fields automatically One thing to note about the pop up box here is the Name begins field typing a few letter in there and pressing enter will show you a list of all suppliers whose name begins with those letters making finding the supplier needed from the long list much easier Other Lookup buttons which function in a similar way are e Lookup Supplier Contact which allows you to choose contacts to fill in the Supplier Contact Supplier Contact Email and Supplier Contact Telephone fields e Lookup Department which allows you to choose departments to fill in the Department Responsible Department Email and Department Telephone fields e Lookup Contact which allows you to choose contacts to fill in the Contact Contact Email and Contact Telephone fields If more than one supplier is involved in the contract then click on the Add Additional Supplier button and fill in their details in the extra fields that will be added to the form there is no limit to the number of additional suppliers which can be added to a contract Finally there is an option to attach relevant documents to the contract you can chose whether these documents are made visible to the Public or not by attaching them to the relevant category
17. acts Register Service s home page The CRS is designed to underpin collaborative working between public sector organisations and to support the ongoing development of the shared services agenda It does this in many ways including e tracking and managing the ownership terms and lifecycle of key contracts e delivering accurate and up to date information on current and future contract information e providing on line management information e supporting the planning and coordination of future contract activity including alignment e searching and reporting on current and future contracts by category supplier value date etc including the local government procurement classification ProClass e identifying framework and other shared contracts which can be accessed by other boroughs e allowing information such as OJEU notices contract terms specifications and other supporting documentation to be downloaded e providing Alert facilities to enable the contract owner to specify how many months ahead of the contract expiry date an email is sent out alerting both the contract owner and the department this email alert also shows a list of contracts in other authorities with the same classification that expire within six months either side of the selected contract s end date GETTING CONTRACTS ON THE CRS Now If you do not have your contracts on the CRS then you will find it difficult to e identify other authorities using the same suppl
18. an arrange to visit and explain the CRS to senior managers PROCLASS HIERARCHY Local authorities across the country are now taking on board a standard procurement classification not coding structure known as ProClass which is included in the CRS A standard procurement classification is essential to the delivery of the efficiency and service improvement agenda as it e Supports the standardisation of management reporting performance measurement and benchmarking e Facilitates the exchange and comparison of meaningful information between authorities and other public sector bodies to identify new areas for collaborative working particularly as a result of undertaking Expenditure Analysis e Allows business managers to seek opportunities for cost reduction supplier rationalisation and streamlined contractual arrangements including support for promoting the shared services agenda e Underpins closer cooperation with trading partners and critical suppliers particularly post contract e Supports the planning process including the identification of areas where scarce procurement and commercial resources should be focused for maximum benefit to the organisation New Information Paradigms Ltd Page 5 of 26 3 4 May 2007 Version 1 2 Final CONTRACTS REGISTER SERVICE USER GUIDE e Provides the overarching framework for the successful deployment of any procurement or e Procurement system although these will most likely contain a coding system
19. be continually reviewing the contracts to see if 1 Suppliers details erroneously entered into the authority contact detail are moved to the new suppliers detail fields and the correct contract contact details entered To view the contacts set up on your organisation use the Departments and Contacts User facility described on page 8 of this document to identify any changes necessary Ensure that the contacts have valid email addresses in order that people with their authority as well as in other authorities can easily contact them for information Also the email alert for a contract which is going to expire will go to this address if the address is not valid no email will be sent Worse still it may go to completely the wrong person Check that the alert timeframes are sufficiently lengthy for the large contract e g construction contracts in order to give you time to look at possible collaboration and joint service delivery options Review the contracts which have expired in the last 7 days and check if extension have been made and if so ensure the details are now entered onto the system remembering to update the new expiry date Check that any extension details are reflected in the contract values and end dates New Information Paradigms Ltd Page 25 of 26 3 4 May 2007 Version 1 2 Final CONTRACTS REGISTER SERVICE USER GUIDE APPENDIX 3 VALID CONTRACT TYPES One Off or Spot Contract These are contracts to meet
20. cing them here 10 01 2007 e A User Guide for the system has been released It explains how to use the functionality available in the CRS It can be downloaded from the Useful Info page Older Changes If you have any comments uestions on the system please forward ther to Esther Thomas at London Councils at esther thomas londoncounct If you experience any technical diffi es with the system then please contact us at support contractsregister com Copyright 2005 2007 New Information Paradigms Ltd The menu bar at the top of the screen shows all the functions available to you The Recent changes section describes any new functionality which has been added to the system and should be checked on a regular basis You can see older changes to the system by expanding the Older Changes indicated by New Information Paradigms Ltd Page 9 of 26 3 4 May 2007 Version 1 2 Final CONTRACTS REGISTER SERVICE USER GUIDE the arrow 5 2 2 LCE ORGANISATIONS The link in the horizontal menu bar named LCE Organisations will show you all the authorities within the LCE presented in their five subgroups When a subgroup is expanded a list of the members of that group is shown displaying for each member the number of active users and the number of contracts they have in the system To show the subgroups in reverse alphabetical order click the triangle beside the Organisation heading of the table Contracts Register LCE Microsoft Inter
21. cts Search Add a New ct My Details LogOut Help Please select type of contract to add Call Off Contract Copyright 2005 2006 New Information Paradigms Ltd f E i Internet Astart foh v ic arme Bs oe tyetoceach 7o ILS SLE ME CSHMIS YOR 10 15 The screen shown below is then presented for you to start to enter the contract details All fields with a red asterisk beside them are mandatory and the contract will not be uploaded if they are not completed If you do not have all of the information available but still wish to load the contract then nominal details such as Department Email can be entered as TBA or TBC and similarly for department telephone numbers either enter the switchboard number or TBC The register is not available for the public to view at present however when it is available then the value fields can be withheld from the public view as will be the Contract Manager details only the departmental data will be displayed Help is available for each field that has a next to it click on this symbol and the help text will be displayed It is recommended that you read each bit of help text as it often explains the intended use of the field NOTE ON ENTERING SUPPLIERS When entering a new contract please make sure to use the Lookup Supplier button its use is explained below This allows you to choose suppliers from those already entered on to the CRS reducing the
22. e for their own organisation explained in section 5 4 above for each Organisation within their Subgroup For example someone who is a Group Administrator and is a user for an Organisation within the WLA Subgroup would be able to access the functionality described in section 5 4 for each organisation within the WLA Groups Administrators can access the pages of Organisations other than their own and then use the functionality described in section 5 4 by using the LCE Organisations link in the top menu bar explained in the Read Only Users section of this User Guide New Information Paradigms Ltd Page 22 of 26 3 May 2007 Version 1 2 Final CONTRACTS REGISTER SERVICE USER GUIDE 6 OGC BUYING SOLUTIONS 6 1 ACCESSING THE OGC BUYING SOLUTIONS CONTRACTS To look at the OGC Buying Solutions contracts click on the link on the Contracts Register Service home page see the arrow below and follow the instructions on the screen which is then displayed All CRS users have read only access to the OGCBS contracts using the search facility described on pages 10 and 11 above F Contracts Register CRS Microsoft Internet Explorer provided by BTopenworld File Edit View Favorites Tools Help Bak 7 gt A A Qsearch Favorites media lt 3 Er S amp E E Syrolders amp BB Address perenne htto Awww contractsregister com Spaces CRS Home Go Links abe first direct Google G M CE E O Bx Q Bo
23. el are available at both Administrator levels and all the functions available at Organisation Administrator are available at Group Administrator Level 5 2 READ ONLY ACCESS 5 2 1 LOG ON SCREEN When you have logged on to the system as a Read Only user you will see this screen gt ya _ Contracts Excellence Regi ste r London Home LCE Organisations LCE Contracts Search My Details Log Out Useful Info Welcome to the LCE Contracts Register Recent changes 30 01 2007 e We ve added a forum to the site for users of the CRS to discuss issues raised in the regular User Group meetings To kick things off we ve added the issues that were discussed at the last meeting on the 18th of January so it s worth taking a look if you couldn t attend yourself Also if you d like to see other issues discussed at future meetings or on the forum itself feel free to add them You can access the forum here and it is also linked from the Useful Info page e We ve added a Participation Map to the system making it easy to see which authorities currently have contracts on the CRS that you can search for It can be seen on the Useful Info page e To make things easier to find weve created a new Useful Info page which appears in the far right of the menu There we ve put the User Guide and spreadsheets for bulk upload as well as a few other useful documents and links It s also where we will add new resources as and when they become available after announ
24. iers e make the most of potential collaborative opportunities e find where there are existing and possibly better contracts that you could use which could contribute to cashable savings targets New Information Paradigms Ltd Page 4 of 26 3 4 May 2007 Version 1 2 Final CONTRACTS REGISTER SERVICE USER GUIDE e inform your internal stakeholders of existing contracts e ensure you have the best terms and conditions e work collectively to resist potential price or cost increases Having your contracts on the CRS will help you to achieve all these things however if you have no data there you will gain little or no benefit BARRIERS DIFFICULTY IN COLLECTING DATA When you adopt the CRS you may encounter some of the following barriers e Some people do not understand the importance and significance of the CRS and are reluctant to provide data or gave poor quality incomplete information e Senior management may not have bought into the CRS with the result that it takes longer to find and log contracts e Contract information is often difficult to find and can often be locked away in a cupboard or archive e Contracts are often jealously guarded and some people may be unwilling to share the information e A corporate contracts register or in some case several registers may already exist Most of these issues can be addressed through a communications strategy within each organisation and or a short period of hands on training Also the LCE c
25. inistrator you have the ability to edit the details of your authority Click on your organisation s name the 3 link in the menu bar and you will be presented with the following screen It is similar to that described in the Read Only section page 9 except that there is another section Recent Contract Activity and two buttons at the top Edit Organisation and Top Suppliers by Expenditure These extra options are explained below along with new functionality in the Departments and Contacts Users section A f Contracts Excellence Regi ster London Home LCE Organisations LB Hammersmith and Fulham Contracts Search Add a New Contract My Details Log Out Useful Info Edit Organisation Top Suppliers by Expenditure Organisation LB Hammersmith and Fulham Subsidiary Of WLA Name LB Hammersmith and Fulham Class Member Expenditure Analysis Visible To AN this organisation s users Alerts From Name Alerts From Email Alerts Copied To Email Departments and Contacts Users gt Recent Contract Activity gt Current Suppliers Edit Organisation Top Suppliers by Expenditure Copyright 2005 2007 New Information Paradigms Ltd EDIT ORGANISATION This will allow you to change the title of your organisation change the subgroup to which the organisation belongs and to determine whether it is a member or holding organisation holding is used for the LCE itself or one of the subgroups e g WLA You can also
26. ister com Spaces CRS Home Go Links yYahoo first direct M C _ deje D Bx Q Bookmarksy PaseRank y 546 blocked P Check AutoLink v AutoFill gt Q Settingsv Contracts Register Home Existing Users Log In Welcome to the Contracts Register Service The Contracts Register Service supports the secure recording and presentation of contract details Click here to see a two page Z brochure PDF format It is a straightforward web based service designed with ease of use in mind Contract information stored in the Contracts Register can be made available for sharing and searching within an Authority Signing up as part of a group opens up opportunities for contract alignment consolidation and re negotiation Ifthe demand exists there is scope for elements of the contract information in the Contracts Register to be made available to the general public in accordance with guidelines in the national procurement strategy for local government e Existing and Trial users should visit the existing users page to log in e Anyone can browse contracts offered by the Office of Government Buying Solutions Copyright 2005 2006 New Information Paradigms Ltd E 2 of 24 Clipboard gg Item collected Type to search wo jw 4 2 agma ANSA 11 27 E Astart E lc Eam cec u mesoa New Information Paradigms Ltd Page 7 of 26 3 4 May 2007 Version 1 2 Final CONTRACTS REGIST
27. istinct from a formal partnership with a supplier thereby sharing the costs and risks involved for example civil engineering works and individual building New Information Paradigms Ltd Page 26 of 26 3 4 May 2007 Version 1 2 Final
28. net Explorer File Edit View Favorites Tools Help Q x amp x a EA JO search She Favorites amp B w B a 3 Address al http www contractsregister com Spaces LCE Organisations i Go Links BT amp Customize Links 8 first direct Windows Yahoo Mail a Windows Media Google G EL B Bookmarksy E 8 blocked YW Check S Autolink Send tow w X Y o wal Search Web Fay Ql Save toMy Web 3Y Mail Messenger Y Mobile fa Contracts Register LCE sF Add Tab Settings s Contracts Centre of Excellence Regi ste r ondor Home LCE Admin LCE Organisations LCE Contracts Search Add a New Contract My Details Log Out Useful Info LCE Organisations Note To see the individual organisations within a grouping click on the triangle next to the group name Organisation Y Class Users Contracts LCE Holding 6 CLP Member gt GLA Family Member LCSG Member London Councils Member gt NLSA Member gt SLP Member gt TGLP Member gt WLA Member Expand All Collapse All Canvriaht 2NN5 20N7 New Infnrmatinn Paradinms td Internet s Start ORe Nod th Contracts Register U J 0 unread Yahoo M Contracts Register L In addition you can choose to show all organisations or just the subgroups by using the expand all collapse all options indicated by the arrow above New Information Paradigms Ltd Page 10 of 26 3 May 200
29. okmarksy PaseFanky G 546 blocked P Check AutoLink v H AutoFill gt O settings Contracts Register Home Existing Users Log In Welcome to the Contracts Register Service The Contracts Register Service supports the secure recording and presentation of contract details ye Click here to see a two page brochure PDF format It is a straightforward web based service designed with ease of use in mind Contract information stored in the Contracts Register can be made available for sharing and searching within an Authority Signing up as part of a group opens up opportunities for contract alignment consolidation and re negotiation Ifthe demand exists there is scope for elements of the contract information in the Contracts Ster to be made available to the general public in accordance with guidelines in the national procurement strategy for local government e Existing and Trial users should visit the existing users page to log in e Anyone can browse contracts offered by the Office of Government Buyingolutions Copyright 2005 2006 New Information Paradigms Ltd 2 of 24 Clipboard g Item collected Typetosearch 70 ll GS OH OMT 2 BOE 11 27 E an A odaad aeaa New Information Paradigms Ltd Page 23 of 26 3 4 May 2007 Version 1 2 Final CONTRACTS REGISTER SERVICE USER GUIDE APPENDIX 1 DATA STANDARDS CRS Supplier Creation Rules General o Use no punctuation in the sup
30. plier name e g John Bloggs amp Co Ltd not John Bloggs amp Co Ltd o Use upper lower case e g John Bloggs Ltd Strictly no Capitals o Use the name that is used on the contract not the Parent or Holding Company unless that is what appears Supplier Name o If Limited Ltd or Public Limited Company PLC use the abbreviation o Company to be written in full o Print name in full copying the style of the supplier Only use initials when used by the supplier e g J amp J should be Johnson amp Johnson B T should be British Telecommunications plc Supplier Address o Enter street number house name trading estate name and street name e g Amplevine House Dukes Road o Leave one space in the middle of the postcode Telephone numbers o Enter all numbers including dialling code leave no spaces New Information Paradigms Ltd Page 24 of 26 3 May 2007 Version 1 2 Final CONTRACTS REGISTER SERVICE USER GUIDE APPENDIX 2 MAINTAINING YOUR CONTRACTS REGISTER ENTRIES All computer systems are only as good as the data entered onto the system The old adage Garbage in Garbage out still applies Therefore to make the most of this powerful tool you need to ensure that the quality and completeness of the data entered is as good as possible but just as importantly it needs to be maintained to retain its currency otherwise it becomes redundant and of little value Contract owners and administrators should
31. r Group meetings It is open to all users and you are encouraged to raise any issues you have with the site there To go to the forum click on the link on the Useful Info page and follow the instructions you are given Once there feel free to add your thoughts to an existing topic or to raise new issues yourself by starting a new one If you d like to learn how to use the forum there s a simple guide below although we d recommend you take a look at the FAQ Frequently Asked Questions You ll find the link at the top of each page of the forum To view an existing topic click on its name on the main forum view To make a contribution to a topic click on the Post Reply button either at the top or bottom of its page To start a new topic for discussion click on the New Topic button which you ll find at the top and bottom of the main forum page and on individual topic pages as well Once you either start a topic or respond to an existing one you ll be taken to a screen where you can type your message You can add a subject and type the main body of the message just like an email You can add simple formatting called BBCode such a bold text or underlining to your message if you wish by using the buttons above the space where you type your message A more detailed description of how to use BBCode is in the FAQ mentioned above Once you ve finished your message you can view how it will look on the forum by clicking on the Preview button
32. s at London Councils at esther thomas londoncouncils gov uk There is a note prepared by the LCE on consistent naming of Suppliers it sets out some guidelines that everyone adding new Suppliers should follow It can be downloaded here Objectives Location and Access Recent changes Copyright 2005 2006 New Information Paradigms Ltd f a internet WS 2 G64NO EH oA 2ReOR 16 24 E Astart EJ ADD A NEW CONTRACT a To add a new contract to the register select the Add a New Contract menu item and the following screen will be displayed Click on the drop down list to show a list of all the valid contract types which can be added to the register Select the required type and click next New Information Paradigms Ltd Page 16 of 26 3 4 May 2007 Version 1 2 Final CONTRACTS REGISTER SERVICE USER GUIDE 4 Contracts Register LCE Microsoft Internet Explorer provided by BTopenworld le x File Edit View Favorites Tools Help Ea Heak v gt OA A Qsearch_ aiFavorites Meda G Dr 3 bs 7 H CuFolders a GA Address la http Avww contractsregister com Spaces LCE NewContract forOrganisation 4239 Go Links yYahoo first direct Google Gr Miles o D Bx B Bookmarksy PaseRank y 546 blocked P Check AutoLink AutoFill gt Q Settingsv e gt Contracts Centre of Exsis Register Home LCE Admin LCE Organisations LCE Contra
33. s gain real benefits but is also adopted in other regions as a cost effective and easy way of promoting collaborative working In order to realise the considerable benefits open to public sector organisations the User Group is already determining improvements requesting new functionality and offering process recommendations to enhance the Service There is a forum on the CRS for discussion of Issues and suggestions raised as the User Group meetings It s open to all users of the CRS not just those who have attended the Group How to get access to the forum is explained below New Information Paradigms Ltd Page 6 of 26 3 4 May 2007 Version 1 2 Final CONTRACTS REGISTER SERVICE USER GUIDE 4 GETTING STARTED To access the CRS go to www contractsregister com and you will be presented with the screen shown below To log in to the system you have two options e You can select the Existing Users link from the top menu which will then display a screen showing all the groups of organisations currently using the CRS Clicking on one of these names will take you to the log in screen for that group e Alternatively select the Log In link from the top menu which will take you to a log in screen anyone can use ontra Re e R oso erne ore ovide BTope o laj x File Edit View Favorites Tools Help e Back gt A A Qsearch Gyravories GPmedia Br 3 E Folders amp m Address Se eae em acre htto Avww contractsreg
34. signed and developed by an independent software company New Information Paradigms Limited NIP and is currently hosted on NIP s servers at their offices in Berkshire The CRS was trialled in Essex during the late summer and autumn of 2005 and went live in the PAE in November of the same year Subsequently the West London Alliance WLA comprising the following authorities Brent Ealing Hammersmith and Fulham Harrow Hillingdon and Hounslow and now Royal Borough of Kensington and Chelsea trialled the CRS on behalf of the London Centre of Excellence LCE In March 2006 the LCE Management Board agreed the recommendation in a paper from the WLA to adopt the CRS across the organisations covered by the LCE New Information Paradigms Ltd Page 3 of 26 3 May 2007 Version 1 2 Final CONTRACTS REGISTER SERVICE USER GUIDE 3 SCOPE AND OBJECTIVES The CRS is a web based on line service which requires only a browser and Internet access for any registered organisation to search update and maintain their contract data It has been designed to be easy to use and it takes just a couple of minutes to enter a contract into the system There are search facilities to view the contract data online but that data can also be easily downloaded into a spreadsheet for further manipulation and what if queries An upload facility to add contracts to the system in bulk is also available on request Details of the upload can be found on the Contr
35. to support the ordering process This message was underlined in the Efficiency in Civil Government Procurement 1998 Report ISBN 0947819592 that said to be effective collaboration and joint procurement needs full and reliable information about who is buying what from whom and through what means This will entail using a common classification system It is important to stress that a common procurement classification system is not designed to interfere with or prevent the development of local policies or reporting processes already in place It is also not designed or intended to support any of the following activities e Analysis of expenditure by supplier e Support for policies on SMEs BMEs and or economic regeneration e Catalogue content and or trade with the private sector e Budget planning and forecasting More details can be found on the LCE web site www lcpe gov uk under the Pan London Management Strategies page If you have difficulty finding an existing classification that fits your contract then you can ask for assistance or request an addition to the Classification Hierarchy from the LCE who are managing the process Please send your enquiry to Esther Thomas at esther thomas londoncouncils gov uk USER GROUP A User Group has been formed comprising representatives from London Boroughs and the Procurement Agency for Essex PAE It is actively working with NIP to ensure that the CRS not only continues to help borough
36. y expiry date by selecting Expiry Report and or display the results graphically by selecting Timeline Report If you click on a column heading written in blue then the information will be sorted in that sequence if you click a second time on the same heading the order of the data presented will be reversed i e from ascending to descending A small blue triangle next to a column heading indicates the sort criteria e g in the example below the results are sorted by Contract A Contracts Register LCE Microsoft Internet Explorer provided b id al x File Edit View Favorites Tools Help EJ Back gt A A Qsearch GFavorites media 4 Br amp E S Folders p e mhia jhana contractsregister com Spaces LCE Contracts Go Links diiz first direct Google G zlota 9 E Bookmarksy Pesan 1543 blocked Check y autolink v 95 AutoFill gt O Settingsv 7 Contracts SARS Register Home LCE Organisations LB Hammersmith and Fulham Contracts Search My Details Log Out Help E Search Search contracts within LB Hammersmith and Fulham only z Advanced Search ge eg Fern Expiry Report Timeline Re Normal Report MERA LIF I Ei E Title Organisations Duration Suppliers Value Contract Contact Stationery amp LB Lewisham City of London City of Westminster LB S years Office Depot Total 4 000 000
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