CFH STEP Online User Manual
Contents
1. Procurements available Title End date DC Test Procurement 28 02 2010 Second Test 13 12 2009 Second Test Procurement 4 27 07 2009 Create supplier user Create boilerplate response 29 07 2009 Received a questionnaire registration link Copy the ink in the textbox below and click on request access button 31 07 2009 30 07 2009 31 08 2009 21 07 2011 30 09 2009 29 12 2009 190709 Second Test 3rd Test 190709 Recent boilerplates Boilerplate description Standards section Update date Standard DM amp D Dictionary of Medicines and Devices dm d 05 10 2009 HRG Standard 2009 Healthcare Resource Groups HRGs 05 10 2009 September 2009 Standard Response Clinical Classification ICD 10 O0PCS 4 05 10 2009 Privacy Statement Copyright Statement The home page consists of six sections 1 Navigation tabs These facilitate easy navigation to the main tasks that a supplier can undertake 2 Breadcrumb trail The breadcrumb trail will change according to which screen a user has navigated to and facilitates an easy link to go back to any of the previous screens the user has navigated through 3 Quick links The quick links allow a supplier user to quickly go to common tasks 4 _Procurements available This identifies any existing procurements that the supplier user has been selected to respond to by a purchasing organisation or those that have been delegated to the user by another2. conformance will be taken from the questionnaires default conformance level uestion Question text Default conformance New conformance Question Help Text Test Mandatory gt Guidance link test Mandatory gt Save Cancel Privacy Statement Copyright Statement 3 4 MANAGE PROCUREMENTS A purchaser can manage procurements by clicking on the Procurements tab From this page a purchaser can navigate through to view the details of any existing procurements including details of which questionnaires have been associated with the procurement which suppliers have been invited to participate and which suppliers have already responded From here the purchaser user can also create a new procurement record 3 Information Standards Board for Health and Social Care 3 4 1 Create new procurement Selecting the Create new procurement link allows the purchaser to record a title and description for the procurement exercise and select the issue and end dates for the procurement The purchaser can also determine whether access to the procurement exercise is to be restricted to themselves within the purchasing organisation by selecting the Restricted check box If the check box is left unchecked any other purchaser user within the same purchasing organisation will be able to see the procurement from their home page and access the procurement record Note a restricted procurement can be derestricted at any time by the user
3. 0 declined Authorise users Name Email Organisation Authorise questionnaire access requests Questionnaire title Name Email Organisation Authorise Copy of testi Sparky Malone sparks rve co uk Taurus Technology Privacy Statement Copyright Statement Once this is done if the supplier user account has not yet been authorised by the central administration function the user account will also need authorisation The purchaser user should refresh their home page view and they will see the supplier user details in the Authorise users section The user can now authorise the supplier user by selecting the users name which will navigate the user to the supplier user details screen and selecting Authorise When the questionnaire access request is authorised the supplier user will receive a notification email also when the user account is authorised the supplier user will receive a confirmation email NHS Connecting For Health STEP Home Page Log Out Logged in as Test Purchaser3 STEP Online Connecting for Health Home Sections Questionnaires Procurements Users You are here Home My ongoing procurements Update profile Title End date Supplier submissions Create procurement 29 06 2009 Oof 0 0 declined Create questionnaire DTP 1 21 07 2011 O of 1 0 declined Create purchaser user Area 51 29 12 2009 3 of 9 0 declined New Test 05 12 2010 O of 3 0 declined De
4. Health and Social Care NHS Connecting For Health STEP Home Page Log Out Logged in as Trevor Anders STEP Online Connecting for Health naires Procurements Users You are here Home gt P amp G Test gt Delete questionnaire Delete questionnaire You are trying to delete questionnaire P amp G Test Are you sure you want to continue with this deletion Continue Cancel Privacy Statement Copyright Statement 3 3 5 Create copy The Create copy creates a new copy of the current questionnaire allowing the title and description to be modified The copied questionnaire is then subsequently displayed allowing questionnaire sections to be added or deleted as needed and any of the question conformance levels to be edited NHS Connecting For Health STEP Home Page Log Out Logged in as Trevor Anders STEP Online Connecting for Health aires Procurements Users Home Sections fuest You are here Home gt Questionnaires gt Copy of 3rd Test gt Edit questionnaire details Edit questionnaire details Title Copy of 3rd Test Description Copy of Test Privacy Statement Copyright Statement 3 3 6 Add Delete section The sections included in the current questionnaire as well as other published sections which can be added are displayed as two lists Clicking on any section within these lists shows its details and then this sec
5. NHS Connecting For Health STEP Home Page Log Out Logged in as bob bob STEP Online Connecting for Health Sections Questionnaires Procurements Users Standards sections Dictionary of Medicines and Devices dm d 190709 Test DMD 1 Do the system s conform to the latest versions of the NHS dm d Data Model Technical Specification and content Category 2 Desirable Yes No Systems s not conforming Privacy Statement Copyright Statement 3 3 MANAGE QUESTIONNAIRES A purchaser can manage questionnaires by clicking on the Questionnaires tab From this page a purchaser can navigate through to view the details of any existing questionnaires including whether they have been allocated to a procurement exercise and whether the questionnaire has been sent out to suppliers as part of the procurement exercise From here the purchaser user can also create new questionnaires using the published STEP standards sections NHS Connecting For Health STEP Home Page Log Out Logged in as Trevor Anders STEP Online Connecting for Health Questionnaires Procurements Users You are here Home gt Manage questionnaires Create new questionnaire Questionnaires Questionnaire title Last modified by Procurement title Questionnaire status Trevor Anders 3rd Test 190709 Published Trevor Anders 190709 Second Test Published Trevor Anders
6. is given or the reason given is not relevant 2 2 SUPPLIERS When you receive a notification that you have been selected to complete a STEP questionnaire online login to the STEP Online application and access the procurement record Fill in all of the sections indicated in the questionnaire if a section does not appear to be relevant to the procurement exercise there should be a steering question at the beginning which allows you to end the section and save it Where you have not completed a section in a STEP questionnaire you should include comments as to why your product doesn t need to conform to the standard Additional comments can be included in the Comments section of the questionnaire Answer all the questions in the relevant sections if there is an End Section or Go to instruction against a question follow it On saving the section response any navigation responses will be checked and answers to questions that are not relevant will be deleted If you believe other STEP sections are relevant but have not been included in the STEP questionnaire create Boilerplate responses to the sections identified and send these under separate cover to the purchaser making a note in the Comments section of the questionnaire lf you are proposing one solution with a number of options complete one questionnaire for the main solution If the selection of any of the options would invalidate any of the answers you must indicate this in the Comments
7. new questionnaire Add existing questionnaire Questionnaire Details Title Guidance Test Description New One Standards sections Procurement Responses Questionnaire Supplier name Response status Privacy Statement Copyright Statement From the questionnaire details screen the user can edit the questionnaire to add or remove sections or to change the default conformance level for individual questions NHS Connecting For Health STEP Home Page Log Out Logged in as Trevor Anders ST E P n Ine Connecting for Health Home Sections Questionnaires PProcurementsi Users You are here Home gt Manage procurements gt New Test gt P amp G Test Edit questionnaire details Remove questionnaire Create copy Publish questionnaire Questionnaire Details Title P amp G Test Description Standards sections Policy and Guidance Test Sections included in this Change question s conformance level Policy Link Policy and Guidance Test P amp G 1 Question Help Text Test Mandatory res Delete section No Other available sections P amp G 2 Guidance link test Mandatory Guidance Link Data Collections Yes Clinical Classification ICD 10 OPCS 4 DTS i Healthcare Resource Groups HRGs No Dictionary of Medicines and Devices dm d 3 4 5 Remove questionnaire Selecting the Remove questionnaire link takes the purchaser to a confirmation screen before proceeding wit
8. removing the check from the Restricted checkbox The restricted indicator can be set unset at any point in time against the procurement record however only the user who created the procurement record will be able to do this NHS Connecting For Health STEP Home Page Log Out Logged in as Trevor Anders STEP Online Connecting for Health Sections Questionnaires i You are here Home gt Manage procurements gt Create procurement Procurement details Title Description Issue date Day 5 x Month Oct Year 2009 End date Day 5 Month Oct Year 2009 Restricted o Privacy Statement Copyright Statement Selecting Create will allow the purchaser to associate a STEP questionnaire with the procurement They can do this by selecting the appropriate link to either create a new questionnaire or to add a questionnaire previously created Note a procurement exercise can have more than one STEP questionnaire associated with it and each questionnaire can be sent to different supplier users NHS Connecting For Health STEP Home Page Log Out Logged in as Trevor Anders STEP Online Connecting for Health Home Sections Questionnaires f You are here Home gt Manage procurements gt New Test Edit procurement details Delete procurement Title New Test Description Test Issue date 05 10 2009 End date 05 12 2010 Raised by Trevor Anders Create new qu
9. the screen is first accessed Otherwise it is necessary to navigate away from the screen and to navigate back again in order to regenerate the URL link Information Standards Board for Health and Social Care Once the supplier user has completed the registration process the central administration function is automatically notified that a new user account has been created and requires authorisation Users in the purchasing organisation will have an authorisation request which appears in the Authorise questionnaire access requests section of their home page The user in the purchasing organisation authorises the supplier request by selecting the Authorise link NHS Connecting For Health STEP Home Page Log Out Logged in as Trevor Anders STEP Online Connecting for Health I Sections Questionnaires Procurements Users You are here Home Quick links Update profile Title End date Supplier submissions Create procurement 29 06 2009 0of0 0 declined Create questionnaire DTP 4 21 07 2011 O of 1 0 declined Create purchaser user Area Si 29 12 2009 3 of 9 0 declined New Test 05 12 2010 O of 3 0 declined Defect 51 051009 05 10 2010 1 of 3 0 declined testi 31 10 2009 O of 2 0 declined Boilerplate test 09 10 2010 O of 4 0 declined Test Procurement for Guidance 09 10 2012 O of O 0 declined SAP 3 10 02 2010 O of O 0 declined SAP4 31 03 2010 O of 4 0 declined Chech New 20 03 2010 O of 1
10. their details NHS Connecting For Health STEP Home Page New Purchaser Register Here New Supplier Register Here STEP Online Connecting for Health You are here Home gt Supplier registration Please enter your details First Name LastName oe New organisation Organisation Organisation Name Please select an existing organisation or enter details Supplier Organisations Organisation Select Name Please select an option above Address Ple nonin abe Telephone Enter multiple telephone no s separated by comma Email This will be used for sign in Password Confirm password Please enter the same as above Once the user has registered the central administration function is automatically notified that a new user account has been created and requires authorisation Once an account is authorised the user will receive a confirmation e mail Note that the supplier user cannot login unless and until they have been authorised 4 1 Information Standards Board for Health and Social Care 4 1 SUPPLIER HOME PAGE On successfully logging in the supplier is directed to the supplier home page NHS Connecting For Health STEP Home Page Log Out Logged in as Trevor Anders STEP Online Connecting for Health Sections Boilerplate Users You are here Home Quick links a Update profile
11. user in the same supplier organisation 5 Recent boilerplates This is a list of recent boilerplate responses that have been created for any of the STEP sections 6 Request access This enables an already registered supplier to request access to a questionnaire for which they have received a registration link from a purchaser 7 Log Out The current users name is displayed at the top with a link to log out of the system and links to the STEP and Connecting for Health home pages 4 2 SECTIONS 4 2 1 View Sections A supplier user can view all the STEP standards questions that have been published by clicking on the Sections tab and selecting a section from the left hand window Each section can be individually exported to a Word document or printed out 4 2 Information Standards Board for Health and Social Care NHS Connecting For Health STEP Home Page Log Out Logged in as Trevor Anders STEP Online Connecting for Health R j Home Sections Boilerplate Users You are here Home gt View sections Standards sections 190709 Test with changes Clinical Classification ICD HRG 1 Does the system or service use the groupers provided by The NHS Information Centre Category 3 Advisory Healthcare Resource Groups HRGs 10 OPCS 4 Data Collections OYes Go to HRG 3 Defect R51 Test ONo Dictionary of Medicines and Devices dm d DTS 1 HRG 2 Can the groupers used be shown to p
12. 190709 Test Published Trevor Anders Fred Published Trevor Anders Created Trevor Anders Created Test Purchaseri11i Created Copy of Test Questionnaire 4 Trevor Anders Test 4 Published Test 3 Test Purchaser1i111 Test 3 Published Questioannire for Second Test Trevor Anders Second Test Published DC Test 13 05 Trevor Anders DC Test Procurement Published Privacy Statement Copyright Statement 3 3 1 Create new questionnaire Selecting the Create new questionnaire link allows the purchaser to record a title and description for the questionnaire 3 3 Information Standards Board for Health and Social Care NHS Connecting For Health STEP Home Page Log Out Logged in as Trevor Anders STEP Online Connecting for Health Sections uestonnal Procurements Users You are here Home gt Questionnaires gt Create questionnaire Create questionnaire Title Description Privacy Statement Copyright Statement Selecting Create will then take the purchaser to a blank questionnaire From this view the STEP standards sections which are relevant to the procurement that the questionnaire is being created for can be added by selecting the section title and then selecting Add section If necessary the conformance levels for individual questions in the section can also be modified naires Procurements Users ee lt You are here Home gt Questionnaires gt open sourc
13. Information Standards Board for Health and Social Care STEP Online User Manual September 2010 Version 1 1 Information Standards Board for Health and Social Care TABLE OF CONTENTS 1 Introduction 1 1 1 1 What is the STEP Questionnaire 1 1 1 2 Why an Online Version 1 1 1 3 When Should Use It 1 1 1 4 What if Identify a Problem with the Online Questionnaire 1 1 1 5 Where Can I Get More Information 1 1 1 6 What are NHS Standards 1 1 1 7 Which Standards are Mandatory 1 2 1 8 How do I Navigate the Questionnaire 1 2 1 9 Can Change Text in the Questionnaire 1 2 2 What Should I Do 2 1 2 1 Purchasers 2 1 2 2 Suppliers 2 1 3 Purchaser Users 3 1 3 1 Purchaser Home Page 3 2 3 2 Sections 3 2 3 38 Manage Questionnaires 3 3 3 4 Manage Procurements 3 7 3 5 Manage Users 3 16 4 Supplier Users 4 1 4 1 Supplier Home Page 4 2 4 2 Sections 4 2 4 3 Manage Boilerplates 4 3 4 4 Responding to a Procurement 4 4 4 5 Manage Users 4 8 1 1 Information Standards Board for Health and Social Care 1 INTRODUCTION 1 1 WHAT IS THE STEP QUESTIONNAIRE The Online STEP Questionnaire is a means of checking whether IT products and services conform to agreed NHS IT standards 1 2 WHY AN ONLINE VERSION The STEP Online Questionnaire tool has been developed to e Enhance the existing STEP process for both purchasers and suppliers e Provide a faster mechanism to respond to increasingly frequent standards development and f
14. acilitate the timely incorporation of standards requirements into STEP e Control the distribution of the questionnaire e Manage the question history and questionnaire versions across all purchasers and suppliers e Ensure questions cannot be changed or altered 1 3 WHEN SHOULD I USE IT e Purchasers When you are buying products or services that need to conform to IT standards e Suppliers When it is sent to you as part of a procurement exercise In such cases it is expected a requirements document such as a Summary of Need SON Output Based Specification OBS or other requirements document will have been or will be sent to you separately 1 4 WHAT IF I IDENTIFY A PROBLEM WITH THE ONLINE QUESTIONNAIRE lf you identify any problem with using the STEP Online application which cannot be resolved through reference to the user guide or the Frequently Asked Questions section on the STEP home page contact stepo nhs net providing your contact details and as much information as possible regards the problem experienced 1 5 WHERE CAN I GET MORE INFORMATION The CFH STEP Home page provides further information on NHS standards and these have additional links to other online resources If you need any further help contact steo nhs net which is available to both purchasers and suppliers 1 6 WHAT ARE NHS STANDARDS Information Standards Board for Health and Social Care An NHS Standard is any standard or technical specification that has b
15. ave declined and those suppliers that have not yet provided a response To view a particular supplier response the purchaser must select the appropriate View supplier responses link NHS Connecting For Health STEP Home Page Log Out Logged in as Trevor Anders STEP Online Connecting for Health Sections Questionnaires Procurements Users You are here Home gt Manage procurements gt PAS1 Edit procurement details Delete procurement Procurement details PASI PASI 11 10 2009 11 12 2009 Trevor Anders Create new questionnaire Add existing questionnaire Questionnaire Details Title PAS1 Description PAS 1 Standards sections Policy and Guidance Test Procurement Responses Questionnaire Supplier name Response status PAS 1 Excaliber Industries Supplier declined Taurus Technology View supplier responses Dodge IT Awaiting response submission Privacy Statement Copyright Statement Where a supplier has declined to provide a response to the questionnaire the status will be displayed as Supplier declined and the supplier will have the option to record a reason why To see the reasons a supplier has given for not submitting a response the user needs to position the cursor over the Supplier declined text anda notes box will be displayed 3 15 Information Standards Board for Health and Social Care NHS necting For Health STEP Home Page Log Out Logged in as Trevor Ander
16. be given Manage Suppliers access privileges if they wish With this access role they can also update any existing users account in their organisation changing the users name details telephone number login email address and password Note it is only possible to select users by their surname Through accessing any user account record they can also update the organisation name and address details Note where the organisation name and or address is changed this change will be applied to all user account records in that supplier organisation A supplier user can view modify and create supplier user records by clicking on the Users tab ealth STEP Home Page Log Out Logged in as Trevor Anders NHS Connecting For H gt Page i NHS ST P O n Ine Connecting for Health You are here Home gt Manage users Create supplier user A B C D E E G H I J K je M N Q E Q R In H Ic Ix x lt lt IN Privacy Statement Copyright Statement 4 5 1 Updating own account Any user in an organisation can maintain their own user account record allowing them to change their name details telephone number login email address and password They do this by selecting the Update profile link in the Quick links section on their home page or identifying their user record through the Users tab 4 8
17. care Resource Groups HRGs 2 05 10 2009 Privacy Statement Copyright Statement 4 3 1 Create new boilerplate Choosing the Create boilerplate response link will display to the supplier all the published sections from which they can create and save a boilerplate response It is recommended a meaningful title is entered in the description field to aid selection when adding responses to a procurement exercise Note any number of boilerplate responses can be created for the same standards section 4 3 Information Standards Board for Health and Social Care STEP Online Connecting for Health You are here Home gt Manage boilerplates gt Boilerplate response Standards sections IT Service Management 190709 Test with changes 1s aegi ICD ITSM 1 Has the supplier achieved certification to ISO IEC 20000 1 from a recognised certification body Category 2 Desirable 10 OPCS 4 Data Collections OYes Defect R51 Test ONo Go to ITSM 4 Dictionary of Medicines and Devices eT ITSM 2 Confirm that a copy of the certificate has been attached Category 1 Mandatory Healthcare Resource Groups OYes HRGs ONo End section Policy and Guidance Test ITSM 3 Confirm the date the certification was or is expected to be achieved and the name plus contact details of the certification body Category 3 Advisory Date of Certification Certification Body ITSM 4 Confirm that the existing or proposed certification covers t
18. d Test R38 amp R39 has question Test 2 for which no response has been submitted Dictionary of Medicines and Devices dm d has question DMD 1 for which no response has been submitted 4 4 2 Decline response lf a supplier does not wish to submit a response they should select Decline response Selecting Decline response allows the supplier to record a reason why they have declined selecting Submit will then enable the purchaser to see that a response has been declined by the supplier and the reason recorded The reason recorded is also automatically copied into the Additional comments field in the Comments on questionnaire section and can be viewed at any time by selecting Update response Note declining a response does not mean the supplier cannot make a response later if a supplier does later change their mind they can still respond by selecting the Create response or Update response button depending on whether they had previously already part saved a response 4 6 Information Standards Board for Health and Social Care NHS Connecting For Health STEP Home Page Log Out Logged in as Trevor Anders STEP Online Connecting for Health Sections Boilerplate Users You are here Home gt R40 Test Procurement details Title R40 Test Description R40 Test Issue date 19 09 2009 End date 30 09 2009 Raised by Test Purchaseriiil Organisation CFHs Technology Office Q
19. d completed and each section needs to be saved independently to any other section i e if a supplier highlights a standards section completes responses against the questions in the right hand side but then selects another section from the list on the left without selecting Save all their responses for that section will be lost Note a section can be saved at any time and does not need all answers to be completed before Save can be selected Once a response has been saved if the supplier navigates to a different page or logs out and comes back to te response at a later time they can go back into the procurement and click on Update response to continue completing the response NHS Connecting For Health STEP Home Page Log Out Logged in as Trevor Anders STEP Online Connecting for Health Sections Boilerplate Users You are here Home gt R40 Test gt My response Contact details Company name and Dodge T address Questionnaire sections Test R38 amp R39 Dictionary of Medicines and Devices dm d IT Service Management Comments on questionnaire The Software House Hardcoded Lane St Helens Export All l Print All Contact name Trevor Anders Telephone 0114 Email trevor gh 7 uk Proposal Reference TCON Privacy Statement Copyright Statement The response is only returned to the purchaser when Submit is selected Clic
20. e Edit questionnaire details Delete questionnaire Create copy Questionnaire Details open source Apache Reference Test Change question s conformance level Dictionary of Medicines and Devices dm d DMD 1 Do the system s conform to the latest versions of the NHS dm d Data Model Technical Specification and content Category 2 Desirable ves Delete section vc Systems s not conforming IT Service Management Policy and Guidance Test Add section iit Select to add to questionnaire 3 3 2 View questionnaire details On clicking through an existing questionnaire name the questionnaire details can be viewed The questionnaire details are shown in the summary at the top and above this a warning will be displayed if since the questionnaire was created STEP sections have been updated or are currently being revised Note if this warning is displayed the sections in the existing questionnaire will relate to the previous published sections and will not reflect any changes that have been made since the questionnaire was created 3 4 Information Standards Board for Health and Social Care This screen allows the questionnaire details to be edited deleted or copied The sections in the questionnaire can be added to or deleted as appropriate from the two list windows on the left If need be the questions conformance levels can be modified for any section in a questionnaire STEP Online Connecting
21. een adopted to meet the national objectives of the NHS 1 7 WHICH STANDARDS ARE MANDATORY NHS standards policies specify three levels of conformance and these are expressed in the questionnaire as three categories of standard e Category 1 Mandatory standards standards with which NHS systems must conform unless there are overriding reasons e Category 2 Desirable standards standards with which NHS systems should conform i e it is advantageous if the systems conform e Category 3 Advisory standards These are standards which are not yet formal NHS standards but which may become so at some stage in the future Therefore it can be an advantage for them to conform but this may not be entirely practical in all cases The Category of each standard in the Questionnaire is shown alongside the Question it relates to These Categories can be overridden for example the purchaser can make a Category 2 standard mandatory by changing the question conformance level 1 8 HOW DO I NAVIGATE THE QUESTIONNAIRE The Questionnaire contains two types of question e Steering questions these can be identified as they will have a navigation instruction taking the user to another question or the end of a section The question help will also identify that it is a steering question e Standards Questions these will be followed by conformance level information All questions in the relevant sections must be answered There is no penalty to answ
22. ement 3 4 9 View ongoing procurements The details of any existing procurement exercise can be viewed by selecting the procurement title from the home page The procurement screen contains three distinct sections one for displaying the procurement details one displaying a summary of the questionnaires in the procurement which can be individually selected to view their details and a section showing the supplier responses Each supplier response can be viewed by selecting the View supplier responses link 3 13 Information Standards Board for Health and Social Care STEP Online Connecting for Health Home Sections Questionnaires Procurements Users You are here Home gt Manage procurements gt DC Test Procurement Edit procurement details Delete procurement Procurement details DC Test Procurement Test DC questionnaire completion 13 05 2009 28 02 2010 bob bob Create new questionnaire Add existing questionnaire DC Test 13 05 Test first questionnaire load Data Collections 2 Questionnaire Details Title P amp G Test Description Standards sections Policy and Guidance Test Procurement Responses Questionnaire Supplier name Response status DC Test 13 05 Dodge IT View supplier responses 3 4 10 Edit procurement details The procurement details can be modified via the Edit procurement details link STEP Online Connecting for Health Home Sections Questionnaires Procu
23. ering No to steering questions If No is answered to a standards question an explation must be given in any available comments space or in the Comments section of the questionnaire 1 9 CAN I CHANGE TEXT IN THE QUESTIONNAIRE No If you are the purchaser you must put any additional requirements in a separate document If you are a supplier you must only answer the questions as stated Information Standards Board for Health and Social Care 2 WHAT SHOULD I DO 2 1 PURCHASERS Decide which STEP standards will be applicable to your procurement exercise Look at the questions in each section and decide whether the default categories are relevant particularly considering whether any Desirable or Advisory categories should be made mandatory Ensure you send out a copy of your requirements documentation to the suppliers that have been identified through the procurement exercise and use STEP Online to manage the distribution and collection of STEP questionnaires to the suppliers as part of the procurement exercise When the supplier submits a response to the STEP questionnaire check for No answers If there are any other than those to steering questions check the Supplier s explanation of non conformance remembering to also look at the Comments section If in doubt ask the supplier for an explanation or contact step nhs net Don t shortlist the supplier if the mandatory standards cannot be complied with and no reason
24. estionnaire Add existing questionnaire Procurement Responses Questionnaire Supplier name Response status Privacy Statement Copyright Statement 3 8 Information Standards Board for Health and Social Care 3 4 2 Create new questionnaire Selecting the Create new questionnaire link allows the user to create a new questionnaire that will be automatically linked to the procurement See section 3 3 1 for more information on creating a questionnaire To go back to the new procurement record without sending the questionnaire out to suppliers use the breadcrumb trail to navigate back 3 4 3 Add existing questionnaire selecting the Add existing questionnaire link allows the user to add a questionnaire that has already been created and not used with any other procurement exercise The list of existing questionnaires will be displayed and to associate the relevant questionnaire with the procurement select the Add link next to the questionnaire name Note only those questionnaires which have not already been published as part of a procurement exercise will have an Add link next to them Also there is a notification section which identifies if since the questionnaire was created any of the STEP sections in the questionnaire have been updated or are currently being revised NHS Connecting For Health STEP Home Page Log Out Logged in as Trevor Anders STEP Online Connecting for Health Home Secti
25. ew user account has been created and requires authorisation Once an account is authorised the user will receive a confirmation e mail 3 1 Information Standards Board for Health and Social Care Note that the purchaser user cannot login unless and until they have been authorised 3 1 PURCHASER HOME PAGE On successfully logging in the purchaser is directed to the purchaser home page NHS Connecting For Health STEP Home Page Log Out Logged in as Trevor Anders STEP Online Connecting for Health ome Sections Questionnaires Procurements Users You are here Home My ongoing procurements Update profile Title End date Supplier submissions Create procurement DC Test Procurement 28 02 2010 1 of 1 0 declined Create questionnaire Second Test 13 12 2009 O of 6 0 declined Create purchaser user Test 3 29 11 2009 1 of 1 0 declined Test 4 14 05 2023 O of 1 0 declined 29 06 2009 O of 0 0 declined Fred 29 07 2009 O of 1 0 declined 190709 Test 31 07 2009 O of 1 0 declined 190709 Second Test 30 07 2009 1 of 1 0 declined 3rd Test 190709 31 08 2009 O of 1 0 declined DTP 1 21 07 2011 O of 1 0 declined R40 Test 30 09 2009 1 of 5 0 declined Area 51 29 12 2009 3 of 9 0 declined Name Email Organisation Questionnaire title Name Email Organisation Privacy Statement Copyright Statement The home page consists of seven sections 1 Navigation tabs The
26. fect 51 051009 05 10 2010 1 of 3 0 declined testi 31 10 2009 O of 2 0 declined Boilerplate test 09 10 2010 O of 4 0 declined Test Procurement for Guidance 09 10 2012 O of O 0 declined SAP 3 10 02 2010 O of 0 0 declined SAP4 31 03 2010 0 of 4 0 declined Chech New 20 03 2010 O of 2 0 declined Name Email Organisation Sparky Malone sparks rve co uk Taurus Technology Authorise questionnaire access requests Questionnaire title Name i Organisation Privacy Statement Copyright Statement 3 12 Information Standards Board for Health and Social Care 3 4 8 Withdraw questionnaire When a questionnaire has been published as part of a procurement and the purchaser wants to make any changes the questionnaire must be withdrawn by the purchaser using the Withdraw questionnaire link which is enabled once a questionnaire has been published Any suppliers previously selected will be able to see from their procurement record that the questionnaire has been withdrawn NHS Connecting For Health STEP Home Page Log Out Logged in as Sean Caliber STEP Online Connecting for Health Home Sections Boilerplate Users You are here Home gt PAS1 PAS 1 PAS 1 11 10 2009 11 12 2009 Trevor Anders CFHs Technology Office Title PAS 1 Description PAS1 5 Standards sections Policy and Guidance Test Questionnaire is withdrawn Privacy Statement Copyright Stat
27. for Health Home Sections Questionnaires Procurements Users You are here Home gt Questionnaires gt 190709 Test Edit questionnaire details Delete questionnaire Create copy WARNING Published Update 190709 Test Unpublished Update 190709 Test Clinical Classification ICD 10 OPCS 4 Questionnaire Details Title 190709 Test Description Standards sections 190709 Test Clinical Classification ICD 10 OPCS 4 Trea achuiod as fae Change question s conformance level questionnaire Policy Link 190709 Test Test 1 TQ1 End section D Guidance Link carry on with more End section finish just checking 3 3 3 Edit questionnaire details The questionnaire title and description can be modified by clicking on the Edit questionnaire details screen NHS Connecting For Health STEP Home Page Log Out Logged in as Trevor Anders STEP Online Home Sections Questionnaires Procu ae P You are here Home gt Questionnaires gt P amp G Test gt Edit questionnaire details Connecting for Health Edit questionnaire details Title P amp G Test Description E Privacy Statement Copyright Statement 3 3 4 Delete questionnaire When a purchaser tries to delete a questionnaire a confirmation screen is shown allowing the purchaser to confirm the deletion by selecting Continue or to stop the deletion by selecting Cancel 3 5 Information Standards Board for
28. h removal of the questionnaire from the procurement Note that this will just remove the linking between the questionnaire and the procurement the questionnaire will remain in the system and can be used again 3 10 Information Standards Board for Health and Social Care NHS Connecting For Health STEP Home Page Log Out Logged in as Trevor Anders STEP Online Connecting for Health Sections Questionnaires You are here Home gt Manage procurements gt New Test gt P amp G Test gt Delete questionnaire Delete questionnaire You are trying to delete questionnaire P amp G Test from procurement New Test Are you sure you want to continue with this deletion Privacy Statement Copyright Statement 3 4 6 Publish questionnaire Once the questionnaire is ready for sending out to suppliers as part of the procurement exercise the purchaser must select the Publish questionnaire link available from the questionnaire screen This redirects the user to the Assign suppliers screen where the purchaser can select which suppliers will be invited to provide a response to the questionnaire Suppliers are selected through a supplier users Surname once the supplier user is identified select the Add link next to the Supplier users name As soon as a supplier user is added they will appear in the suppliers with access list and they will immediately be notified by email that they have been invited to respond to a proc
29. he IT services to be provided in this procurement Category 2 Desirable OYes ONo Please enter a description for this boilerplate response 4 3 2 View Edit boilerplate Boilerpate responses that have been created are displayed as active links Selecting a bolierplate description active link will open up the saved response and the supplier can then change any of the responses to any of the questions in the standards section and save the new responses Note it is not possible to change the description field once a response has been saved NHS Connecting For Health STEP Home Page Log Out Logged in as Trevor Anders STEP Online Connecting for Health Sections You are here Home gt Manage boilerplates gt Boilerplate response Dictionary of Medicines and Devices dm d Standards sections Dictionary of Medicines and Devices dm d DMD 1 Do the system s conform to the latest versions of the NHS dm d Data Model Technical Specification and content Category 3 Advisory Yes ONo Systems s not conforming Standard DM amp D Privacy Statement Copyright Statement 4 4 RESPONDING TO A PROCUREMENT When the supplier is selected to provide a response to a procurement exercise the supplier will receive an e mail to notify them that they have been selected To look at the procurement the supplier will need to select the procurement from the Procurement
30. king on the Submit button will validate the response for any missed questions and if 4 5 Information Standards Board for Health and Social Care successful will submit the response back to the purchaser Note clicking on Submit will not validate whether any information has been added to the comments and evidence section and therefore a response can be submitted with no details in the Comments on questionnaire section Once the response has successfully been submitted the supplier cannot make any further modifications to their response Once the response has been submitted the purchaser will receive an email confirmation that the supplier has provided a response NHS Connecting For Health STEP Home Page Log Out Logged in as Trevor Anders STEP Online Connecting for Health Sections Boilerplate Users You are here Home gt R40 Test gt My response Questionnaire sections Comments on questionnaire Contact details Test R38 amp R39 Additional comments Dictionary of Medicines and Devices dm d IT Service See L Compliance evidence Submit Please click the Submit button to submit your response to the purchaser You wont be able to make any further changes once you have submitted your response The questionnaire is not complete Please see below for the sections which needs to be filled in Test R38 amp R39 has question Test 1 for which no response has been submitte
31. link A purchaser when creating a procurement exercise and publishing a questionnaire to Suppliers may not realise or be able to identify a supplier as a registered STEP Online user In this case the purchaser will have sent a questionnaire registration URL to the supplier lf the supplier is already a registered STEP online user they should login to the STEP Online application and on their home page on the left hand side they will see a section for the questionnaire registration link The URL link supplied by the purchaser should be copied in full ensuring there are no additional spaces at the end and pasted in to the text box and the Request access button selected 4 7 Information Standards Board for Health and Social Care Once this has been done a confirmation message will be displayed The users in the purchasing organisation will have an authorise questionnaire access request appearing on their home page which they will need to authorise Once the questionnaire access request is authorised by the purchaser the supplier user will receive a notification email 4 5 MANAGE USERS When a supplier is first registered if they are the first user for that supplier organisation they will be granted with the Manage Suppliers access role which gives limited administration rights Supplier users with the Manage Suppliers access role can create new supplier user accounts for other users in their organisation in turn allowing them to also
32. ons Questionnaires You are here Home gt Manage procurements gt New Test gt Add questionnaire Click on the Add link to add the questionnaire to the procurement Questionnaires Questionnaire title Last modified by Add Guidance Test Trevor Anders Notification Add Copy of testi Trevor Anders Test R37 Test Purchaseri111 Published Update Dictionary of Medicines and Devices dm d IT Service Management testi Trevor Anders Published Update Healthcare Resource Groups HRGs P amp G Test Trevor Anders Privacy Statement Copyright Statement 3 4 4 Managing questionnaires in a procurement lf a new questionnaire was selected the user will already be in the questionnaire screen If add questionnaire was selected the questionnaire title will appear as an active link in the Questionnaire Details section select the questionnaire title to enter the questionnaire screen 3 9 Information Standards Board for Health and Social Care NHS Connecting For Health STEP Home Page Log Out Logged in as Trevor Anders SI E P n Ine Connecting for Health Home Sections Questionnaires Procurements Users You are here Home gt Manage procurements gt Test Procurement for Guidance Edit procurement details Delete procurement Procurement details Title Test Procurement for Guidance Description Test Issue date 09 10 2009 End date 09 10 2012 Raised by Trevor Anders Create
33. rements Users You are here Home gt Manage procurements gt DC Test Procurement gt Edit procurement details Procurement details pc Test Procurement Test DC questionnaire completion Day 13 Month May Year 2009 Day 28 gt Month Feb gt Year 2010 gt Privacy Statement Copyright Statement 3 4 11 Delete procurement Selecting the Delete procurement link takes the purchaser to a confirmation screen before proceeding with deleting the procurement record Note if a questionnaire has already been published to suppliers the procurement record can still be deleted however the suppliers will not receive notification of this It is therefore advisable to withdraw the questionnaire before deleting a procurement exercise 3 14 Information Standards Board for Health and Social Care STEP Online NHS Connecting for Health Home Sections Questionnaires Procurements Users You are here Home gt Manage procurements gt DC Test Procurement gt Delete procurement Delete procurement You are trying to delete procurement DC Test Procurement Are you sure you want to continue with this deletion Continue Cancel Privacy Statement Copyright Statement 3 4 12 View supplier response To view supplier responses the purchaser needs to select the procurement record from there it is possible to see in the Procurement Responses section which suppliers have responded which h
34. roduce the same results as the latest versions of the appropriate groupers issued by the Information Centre Category 1 Mandatory OYes End section IT Service Management ONo End section Policy and Guidance Test HRG 3 Does the system use the latest version of the appropriate groupers as published by The NHS Information Centre at the time of this Export procurement Category 1 Mandatory Guidance Link Print OYes ONo System s grouper s and versions s HRG 4 will this work Privacy Statement Copyright Statement 4 3 MANAGE BOILERPLATES Boilerplates are standard responses that a supplier can create to any of the STEP standards sections which can then be used at any time when creating a response to a procurement exercise A user can view and modify their current boilerplate responses as well as creating new boilerplate responses by clicking on the Boilerplate tab NHS Connecting For Health STEP Home Page Log Out Logged in as Trevor Anders STEP Online Connecting for Health Home Sections Boilerplate Users You are here Home gt Manage boilerplate responses Create boilerplate response My boilerplates Boilerplate description Standards section Standard section version Update date September 2009 Standard Response Clinical Classification ICD 10 OPCS 4 4 05 10 2009 Standard DM amp D Dictionary of Medicines and Devices dm d 3 05 10 2009 HRG Standard 2009 Health
35. s STEP Online Connecting for Health Edit procurement details Delete procurement Title PASi Description PAS1 Issue date 11 10 2009 End date 11 12 2009 Raised by Trevor Anders Create new questionnaire nnair Questionnaire Details Title PAS 1 Description PAS1 Standards sections Policy and Guidance Test Questionnaire Supplier name Response status PAS1 Excaliber Industries S lier line Taurus Technology 1 This is not an area of the market that we want to move in to 3 5 MANAGE USERS When a purchaser is first registered if they are the first user for that purchasing organisation they will be granted with the Manage Purchasers access role which gives limited administration rights Purchaser users with the Manage Purchasers access role can create new purchaser user accounts for other users in their organisation in turn allowing them to also be given Manage Purchasers access privileges if they wish With this access role they can also update any existing user accounts in their organisation changing the users name details telephone number login email address and password Note it is only possible to select users by their Surname Through accessing any user account record they can also update the organisation name and address details Note where the organisation name and or address is changed this change will be applied to all user account records in that purchasing organisation A purcha
36. s available window and click through from the highlighted procurement This opens up the procurement details and from here the supplier can view the procurement information and see the questionnaire which has been created for the procurement exercise The supplier can then decide whether to create a response decline the offer to take part in the procurement exercise or delegate the response to another supplier user in the same organisation 4 4 Information Standards Board for Health and Social Care NHS Connecting For Health STEP Home Page Log Out Logged in as Trevor Anders STEP Online Connecting for Health Home Sections Boilerplate Users You are here Home gt R40 Test Procurement details Title R40 Test Description R40 Test Issue date 19 09 2009 End date 30 09 2009 Raised by Test Purchaseriiii Organisation CFHs Technology Office Title R40 Test Description R40 Test Standards sections Test R38 amp R39 Dictionary of Medicines and Devices dm d IT Service Management Delegate Privacy Statement Copyright Statement 4 4 1 Create Update response Clicking on the Create response will redirect the supplier to a questionnaire viewing page from where they can submit their response The response does not need to be completed all at once and the supplier can save their response at any time to come back to later Each section noted on the left must be selected an
37. se facilitate easy navigation to the main tasks that a purchaser can undertake 2 Breadcrumb trail The breadcrumb trail will change according to which screen a user has navigated to and facilitates an easy link to go back to any of the previous screens the user has navigated through 3 My ongoing procurements This identifies any existing procurements that the purchaser user has access to 4 Authorise users This identifies any suppliers requiring authorisation where the purchasing organisation has invited a supplier not previously registered with STEP Online to participate in a procurement 5 Authorise questionnaire access requests This identifies any suppliers requiring authorisation to access a questionnaire in a procurement exercise that the purchasing organisation has notified them about but not directly added them to the procurement 6 Quick links The quick links allow a purchaser user to quickly go to common tasks 7 Log Out The current users name is displayed at the top with a link to log out of the system and links to the STEP and Connecting for Health home pages 3 2 SECTIONS 3 2 1 View Sections 3 2 Information Standards Board for Health and Social Care A purchaser user can view all the STEP standards questions that have been published by clicking on the Sections tab and selecting a section from the left hand window Each section can be individually exported to a Word document or printed out
38. section of the questionnaire 2 1 Information Standards Board for Health and Social Care lf you are proposing more than one solution you may need to complete a questionnaire for each solution using STEP Online this can only be done by delegating responses to other users within your organisation If this is not practical you should talk to the purchasing organisation to agree how you will submit more than one questionnaire response 2 2 Information Standards Board for Health and Social Care 3 PURCHASER USERS The purchaser user accesses the application from the STEP Online home page NHS Connecting For Health STEP Home Page New Purchaser Register Here New Supplier Register Here STEP Online Connecting for Health STEP Online Login From here a purchaser user can either login if they have previously registered or they can select the New Purchaser Register Here link at the top of the page Selecting this link will take the purchaser user to the registration page shown below where they can enter their details NHS Connecting For Health STEP Home Page New Purchaser Register Here New Supplier Register Here STEP Online Connecting for Health You sre Mere Home gt Purc aser reg stration Please enter your details Enter multiple telephone no s seperated by comma Once the user has registered the central administration function is automatically notified that a n
39. ser user can view modify and create purchaser user records by clicking on the Users tab NHS Connecting For Health STEP Home Page Log Out Logged in as Trevor Anders STEP Online Connecting for Health Sections Questionnaires Procurements Users You are here Home gt Manage users Create purchaser user A B C D E F G Purchaser users Name No users present Privacy Statement Copyright Statement 3 16 Information Standards Board for Health and Social Care 3 5 1 Updating own account Any user in an organisation can maintain their own user account record allowing them to change their name details telephone number login email address and password They do this by selecting the Update profile link in the Quick links section on their home page or identifying their user record through the Users tab Information Standards Board for Health and Social Care 4 SUPPLIER USERS The supplier user accesses the application from the STEP Online home page NHS Connecting For Health STEP Home Page New Purchaser Register Here New Supplier Register Here STEP Online Connecting for Health STEP Online Login From here a supplier user can either login if they have previously registered or they can select the New Supplier Register Here link at the top of the page Selecting this link will take the supplier user to the registration page shown below where they can enter
40. tion can either be added or deleted from the questionnaire When a purchaser tries to delete a section from a questionnaire a confirmation screen is shown allowing the purchaser to confirm the deletion or to cancel the deletion 3 6 Information Standards Board for Health and Social Care NHS Connecting For Health STEP Home Page Log Out Logged in as Trevor Anders STEP Online Connecting for Health Home Sections aestionnailtes Procurements Users You are here Home gt P amp G Test gt Delete section Delete section You are trying to delete section Policy and Guidance Test from questionnaire P amp G Test Are you sure you want to continue with this deletion Continue Cancel Privacy Statement Copyright Statement 3 3 Changing question conformance levels The conformance levels specified for any questions in a section can be changed by selecting Change question s conformance level Where a conformance level has been changed from the default value for the question the new conformance level is displayed in bold when viewing the questionnaire section NHS Connecting For Health STEP Home Page Log Out Logged in as Trevor Anders STEP Online Connecting for Health de a Procurements Users Select the new conformance levels of questions from section Policy and Guidance Test for questionnaire P amp G Test If no new conformance level is set the
41. uestionnaire Details Title R40 Test Description R40 Test Standards sections Test R38 amp R39 Dictionary of Medicines and Devices dm d Decline response Delegate IT Service Management Privacy Statement Copyright Statement 4 4 3 Delegate response A supplier can delegate the task of completing a response to another supplier user from their organisation They do this by selecting the Delegate link which will take them to a new screen to identify another user from their organisation Note it is only possible to select other users by their surname Once other users have been selected and added to the list of suppliers with access the original user that was invited to provide a response can remove themselves from the access list Note on doing this the supplier user will no longer have access to the procurement and it will no longer appear in their Procurements available list NHS Connecting For Health STEP Home Page Log Out Logged in as Trevor Anders STEP Online Connecting for Health Sections Boilerplate Users You are here Home gt R40 Test gt R40 Test gt Add suppliers Please select and add suppliers to be given access to this questionnaire See we oe eee ee eS kn H E I lt l x N Suppliers with access Name Supplier users Trevor Anders Name Email No users present Privacy Statement Copyright Statement 4 4 4 Supplier receives a questionnaire URL
42. urement exercise NHS Connecting For Health STEP Home Page Log Out Logged in as Trevor Anders STEP Online Connecting for Health You are here Home gt Manage procurements gt Test Procurement for Guidance gt Guidance Test gt Assign suppliers Please select and add suppliers to be given access to this questionnaire Alternatively you can send the following link to suppliers so that they can register themselves for this questionnaire Once they have registered you can authorise them and they can start filling in the questionnaire Suppliers with access Name No suppliers given access Name Organisation Adders Julie Taurus Technology Anders Steven Taurus Technology Sutton Industries Sutton Industries Aster Sven Dodge IT Privacy Statement Copyright Statement 3 4 7 Supplier not a registered STEP Online user lf the supplier user cannot be found or the supplier user is not currently a registered user of STEP Online the questionnaire can still be sent to them To do this a URL link is generated on the Assign suppliers screen This link should be copied in full and pasted into an email and sent to the nominated supplier user asking them enter the URL into their browser Once the supplier user submits the URL they will be taken to the STEP Online registration screen Note once a supplier user is selected and added the URL link will be removed therefore it is advisable to take a copy of the link when
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