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User Guidelines

 

Please read the following guideline on how the Irish Public Sector Buyers Catalogue works.


Irish Public Sector Buyers Catalogue Guidelines

These guidelines determine the protocols to be used in the administration and use of the Irish Public Sector Buyers Catalogue. The ownership of these guidelines remains with the National Public Procurement Policy Unit and any changes deemed necessary are to be reviewed and actioned by this Unit in consultation with the Irish Public Sector Buyers Catalogue User Group.


Administration

The administration of the Irish Public Sector Buyers Catalogue is to be conducted only by those persons registered in the Administrators register. Administrators are responsible for the following:

Correct system operation
Administrators are to ensure that the system is operating correctly and efficiently at all times. This is to be done through monitoring the system and interpreting complaints and issue registration.

Feedback
Listed here are the steps involved in the feedback cycle. They appear in the order of workflow.

  1. Create Feedback - Feedback of any type can be received online, email or verbally. The online facility is the preferred method. The User Administrator will monitor the feedback on a daily basis.
  2. Register - All feedback must be registered in the feedback register upon receipt. This register is maintained by the User Administrator. The User Administrator may make contact with the originator in order to better understand the problem and/or obtain more information.
  3. Allocate Severity - The severity is allocated by the User Administrator who will then notify the originator. The levels of severity are as follows:
    C - Improvement suggestion or comment that relates to a thought or idea rather than a problem or incident.
    B - Minor problem that has interfered, or has the potential to interfere with the operation or intent of the Irish Public Sector Buyers Catalogue.
    A - Major problem that has adversely effected the operation of the Irish Public Sector Buyers Catalogue and Users workflow.
  4. Notify Originator - Once the severity has been determined the User Administrator will immediately notify the originator by email explaining the action against the severity.
  5. Action - The following action will take place according to the severity.
    C - No immediate action. Feedback given this severity will be set aside for discussion and possible action by the User Group.
    B - Will be action within seven days of the allocation of severity.
    A - Will be actioned immediately.
  6. Notify Originator
    Once the issue has been dealt with, the originator will be informed by The User Administrator of the details of the resolution via email.

Training
Training material and agendas are the responsibility of the User Administrator. Training agendas are posted on the Irish Public Sector Buyers Catalogue websites front page. This agenda can be accessed prior to formal logon so as to allow unregistered potential users to view it.

Online information
A User Guide is available online and is administered by the User Administrator who will ensure that it is up to date and accurate on a monthly basis. The Key Performance Indicator (KPI) online information is the responsibility of the User Administrator who will ensure that it is up to date at the beginning of each month.

System security
Security of the system is the responsibility of all Administrators and relates to the following points:
  • Access possible by registered users only so that no unauthorised use is possible.
  • Restriction facility is enabled and working correctly so that Awarding Authorities have control over the extent of information that may be seen by various catalogue users about particular supply arrangements.
  • User passwords are encrypted so that no-one, including Administrators can access this information.
  • Requests to reset passwords must be done via email. The password will be reset to the default and the User required to change it on the first subsequent logon.


Supply Arrangement usage by entities other than the Awarding Authority

The Supply Arrangements of an Awarding Authority may be used by other public sector buyers provided the Arrangement:

  • was established in compliance with National public procurement guidelines
  • was established on the basis that other public sector buyers could use the Arrangement
  • does not contain information that the Awarding Authority does not want to become known to other public sector buyers
  • is deemed suitable by the Awarding Authority for use by other public sector buyers
The willingness of an Awarding Authority to allow the use of a Supply Arrangement by other public sector buyers should be indicated by the Awarding Authority about Arrangement the in the catalogue.

Where an Awarding Authority does not allow the use of a Supply Arrangement by other public sector bodies then the Awarding Authority should use the ‘restriction’ facility to allow only those permitted to use the Arrangement to see its detail.


User Forum
An online User forum facility exists within the system and is available to all registered users. This forum is designed to allow users and administrators to talk in real time about the system in regards to use, issues and improvement suggestions. The following protocols apply:

  • Discussion must relate directly to the Irish Public Sector Buyers Catalogue
  • No bad language or derogatory comments are made

User Group
The User Group consists of at least one Administration representative and a single representative from each of the Awarding Authorities that have registered users. This meeting is to be held on a quarterly basis and chaired by National Public Procurement Policy Unit. A register of members is maintained and kept by the User Administrator. It is the role of the User Group to discuss:

  • Improvements to the software.
  • Changes to processes.
  • Changes to documentation.