My contracts

The My Contracts tile displays all contracts associated with your organisation.

By default, live contracts are shown, but you can also use the filter to view archived contracts.

To open a contract record, simply select the contract name.

Each contract record contains key information about the contract, including contract values, key dates and performance measures.

Throughout the system, help icons are available to provide additional information and guidance relating to the field.

Further down the contract record, you will find the performance section. This includes both Social Value commitments and Key Performance Indicators, or KPIs.

Each Social Value commitment is assigned to a specific financial year, shown here, and reflects the commitment agreed as part of the contract award process. Please ensure that any updates are recorded against the correct financial year's commitment.

To update your Social Value delivery, select the relevant Social Value record and click Edit.

The Actual Delivered Social Value field is cumulative, meaning it should reflect the total amount delivered to date against the commitment, rather than only the activity delivered since your last update.

It is important that this information is kept up to date, as it enables your Liverpool City Council Contract Manager to monitor progress against the Social Value commitments made under the contract.

You can also use the Comments field to provide a brief summary of the activity delivered and its impact.

Once you have added your updates, select Save. This will take you back to the contract record.

You can also upload supporting documents in the Notes and Attachments section by going back into the Social Value record. Click on the CS reference, once back in the record, select Upload File. Further guidance on suitable evidence is available on Liverpool City Council's website.

You will also receive automated email reminders as the Social Value completion date approaches, helping you ensure your delivery information is up to date and that the commitment has been fully delivered by the required date.

When you have finished updating the Social Value record, return to the contract record by selecting the contract name.

At the bottom of the contract record, you will see all KPIs associated with the contract.

The KPI status indicator helps you quickly identify which KPIs require attention and are due for review, which have already been completed, and which are not yet due.

In addition to viewing your contract record, you will receive automated email reminders when KPI updates are due. 

These reminders are generated based on the KPI review dates configured within the system.

To update a KPI, select a KPI with a status of Due and click Edit.

In the Actual Service Level field, enter the level of performance achieved during the reporting period.

This field only accepts numerical values. Letters, symbols and percentage signs cannot be entered and will generate an error message.

For example, if your KPI performance for the reporting period was 90%, simply enter 90 in the field. 

You can then use the Description field to provide any supporting information or commentary relating to the score achieved.

Any relevant supporting documents can also be uploaded in the Notes and Attachments section by selecting Upload File.

Once the score has been saved, the KPI will automatically be marked as complete and can no longer be amended by suppliers.

If an incorrect KPI score is entered, please contact your Liverpool City Council Contract Manager, who can update the score on your behalf.

Similarly, KPIs that are not yet due for review, or have become overdue, cannot be updated by suppliers as the fields will be locked. If an update is required, please contact your Liverpool City Council Contract Manager for assistance.

When you have finished updating your KPI record, you can return back to the contract record or home.

Complete KPIs or service levels

The Complete KPIs or Service Levels tile provides a quick way to view and update KPI information across your contracts.

This is particularly useful if your organisation has multiple contracts with Liverpool City Council and you want to quickly identify which KPI updates are currently due.

When you open the tile, you will see a list of contract records that contain KPIs. The number of KPI updates currently due for each contract will be displayed alongside the contract record.

Select the relevant contract to view the associated KPIs.

By default, the page displays KPIs that are currently due for review. You can also use the filter options to view all KPIs associated with the contract or search within a specific date range.

The KPI status indicator provides a quick overview of the current status of each KPI, helping you identify which KPI updates require action.

KPIs may be shown as Due, Complete, Overdue or Not Yet Due.

Please note that KPIs marked as Complete, Overdue or Not Yet Due cannot be updated by suppliers. If an update is required, please contact your Liverpool City Council Contract Manager for assistance.

To update a KPI, select a KPI with a status of due and open the record. 

In the Response field, enter the level of performance achieved during the reporting period.

This field only accepts numerical values. Letters, symbols and percentage signs cannot be entered and will generate an error message. For example, if your KPI performance for the reporting period was 90%, simply enter 90 in the field. 

Use the comments field to provide any supporting information relating to the score achieved. 

Please complete the supplier declaration before selecting Save to submit your KPI update. 

If required, supporting documents can be uploaded as evidence. 

Please note that each uploaded document must be given a description before it can be attached and saved. 

Once the KPI has been saved, it's status will automatically update to complete. 

If an incorrect KPI score is entered, please contact your Liverpool City Council Manager, who can update the score on your behalf. 

When you have finished, you can return to the KPI list, navigate to the contract record, or return to the home page.

Social Value

The Social Value tile provides a quick way to view and update Social Value commitments across all of your contracts with Liverpool City Council.

This is particularly useful if your organisation has multiple contracts and you want to quickly review or update your Social Value delivery.

The list displays all Social Value commitments linked to your contracts, including the amount committed and the amount delivered to date.

Each Social Value commitment is assigned to a specific financial year and reflects the commitment agreed as part of the contract award process.

Please ensure that any updates are recorded against the correct financial year's commitment.

You can use the filters to search for specific commitments, contracts or reporting periods. To update your Social Value delivery, select the relevant Social Value record and click Edit.

The Actual Delivered Social Value field is cumulative, meaning it should reflect the total amount delivered to date against the commitment, rather than only the activity delivered since your last update.

For example, if your annual commitment is £1,000 and you previously reported £500 of delivery, then deliver a further £250, you should update the field to show £750. You should always enter the total delivered to date, not just the value of the latest activity.

You can also use the Comments field to provide a brief summary of the activity delivered and any outcomes achieved.

Once you have added your updates, select Save.

You can also upload supporting documents in the Notes and Attachments section by selecting Upload File. Further guidance on suitable evidence is available on Liverpool City Council's website. It is important that this information is kept up to date, as it enables your Liverpool City Council Contract Manager to monitor progress against the Social Value commitments made under the contract.

You will also receive automated email reminders as the Social Value completion date approaches, helping you ensure your delivery information is up to date and that the commitment has been fully delivered by the required date.

Once you have finished updating the record, you can return to the Social Value list or navigate back to the home page.

Company details

The Company Details tile allows you to view the information Liverpool City Council currently holds for your organisation.

Select your company record to open and review your details.

The Company Details record contains key information Liverpool City Council holds about your organisation, including your company name, address, postcode, Liverpool City Council vendor reference, company or charity registration details, and VAT registration number.

Throughout the system, help icons are available to provide additional information and guidance relating to the field.

Please note that this core company information cannot be amended by suppliers. If any of these details are incorrect or have changed, please contact: cpucontract.admin@liverpool.gov.uk

Further down the supplier record, you will find sections that can be reviewed and maintained by your organisation, including the Risk Assessment and Policy Compliance and Other Fields sections.

These sections contain information collected during the procurement process, alongside information that should be maintained by your organisation throughout the life of the contract.

If information is already displayed, please review it and update any details that have changed since your original submission.

If no information has been recorded, select the pencil icon to open the field and enter your response. 

Once you have completed your updates, select Save.

The Other Fields section contains information such as supplier contact details and insurance information.

Please ensure this information is kept up to date and reflects your current arrangements. 

To make changes, select the pencil icon, update the information as required and then select Save.

At the bottom of the company record, you can view all contracts held with Liverpool City Council.

For each contract, you can see the contract name, awarded value, and the contract start and end dates. 

You can also navigate directly to a contract record from this section.

For guidance on viewing and updating contract information, please refer to the My Contracts training video.

When you have finished reviewing or updating your information, you can return to the home page using the navigation options at the top of the screen.

Manage contacts

The Manage Contacts tile allows you to view and manage the contacts within your organisation who have access to the supplier portal.

A list of all registered contacts will be displayed.

The lead account holder is identified by a tick next to their name.

To view or update a contact's details, select their name to open their record.

The contact record contains information such as name, job title, email address and contact details.

To make changes, select the pencil icon, update the information as required and then select Save.

Please ensure that contact details are kept up to date so that important communications relating to your contracts are received by the appropriate individuals.

When you have finished, you can return to the home page using the navigation options at the top of the screen.