Frequently asked questions (FAQs)

General information

Q What is changing for us?

 The primary changes include:   

• The introduction of purchase orders for all active contracts and the requirement to include these numbers on all invoices  
• Access to the Supplier/Partner portal 
• Electronic signatures - you’ll be able to securely review and sign contracts digitally, simplifying the process and reducing turnaround times. 

Please note - it’s not compulsory to use the portal or e-signatures, but we believe using both will greatly benefit the way we work together.

Q When is this happening?

The changes will take effect from 24 November. From then on you will need to include your purchase order number on any invoices and you will be able to access the Supplier/Partner portal to view transactions.

Q Why is MSD doing this?

MSD is making changes to the systems we use to manage our social sector contracts to make it easier for suppliers and partners to engage with us. This modern system will enhance transparency, streamline contract management, and reduce administrative effort over time. It will enable us to collaborate more effectively and focus on achieving better outcomes together, making it easier for you to continue supporting the New Zealanders you serve. 

Q Who was involved in the decision to adopt this technology?

The changes to the systems we use to manage our social sector contracts was shaped through close collaboration with suppliers and partners across community organisations and internal business units. This collective effort ensures the new system better supports shared goals and simplifies engagement, enabling us to focus on delivering meaningful outcomes together.

Q What new technology is being introduced?

The change introduces a secure online Supplier/Partner portal, giving partners more visibility over their payments and contract information and procurement opportunities. It also adds features like electronic signatures and simplified ways to engage in procurement, making working together more efficient and supporting our shared focus on delivering better outcomes for communities.

Q Will this change the way we interact with MSD?

Your existing relationships and ways of working with MSD will remain the same. The changes introduce more flexible and secure options for sharing information.

Q Do we need to change our current systems or processes?

No, suppliers/partners won’t need to change their own systems. The new technology is designed to work alongside existing ways of working, offering optional tools like the Supplier/Partner portal to make accessing contract information, signing documents, and engaging in funding opportunities easier and more efficient.

Q Where do I go to get all the information I need to make sure I get it right?

The person managing your contract now will continue to do so and will be there to guide you through the process. 

We will add to this site both detailed and quick reference user guides, and instructional videos. We will also be offering webinars both before and after 24 November, and from 24 November you can call a dedicated MSD Contracted Service Helpdesk for any technical support while everyone gets used to the changes. 

While the MSD person managing your contract will always be your first point of contact, you can also email community_information@msd.govt.nz 

Q Will this mean a change to our contracts and our funding?

Our relationships with you, your contracts and funding with us will not change. Those people who manage your contracts will continue to do so and provide support when you need it. 

Q How will this affect our contract reporting requirements?

The new technology won’t change your core reporting requirements or schedules. You’ll continue to report as you do now, but some reporting can be submitted directly through the Supplier/Partner portal, making the process more streamlined. We’ll provide clear guidance ahead of go-live to help you understand what reporting will look like. 

Q Is there a financial cost to partners when using e-signing?

No, the new system only requires internet access and has no additional cost to you.

Q What are the benefits to us of this change?

The main benefits from the changes over time will be to:    

• reduce manual processes for both your organisation and MSD
• improve visibility and transparency of your transactions with us 
• make participation in procurement processes easier through the partner portal 
• streamline payments
• ensure data is accurate and consistent.

Q What support will we be given - both leading up to when we start working with the new system changes and after?

The person managing your contract now will continue to do so and will be there to guide you through the process.

This website will have both detailed and quick reference user guides, and instructional videos. We are also offering webinars both before and after 24 November, and from 24 November you can call a dedicated MSD Contracted Service Helpdesk for any technical support, while everyone gets used to the changes.

While the MSD person managing your contract will always be your first point of contact, you can also email community_information@msd.govt.nz

Electronic signatures (e-signatures)

Q What do we need to do to be able to sign our contracts electronically?

Contracts will continue to be sent by email, with simplified steps that make signing and returning documents faster, easier, and more efficient. You don’t need any extra software or equipment at your end.

Q Do we have to use electronic signatures?

No – you can continue to sign your contracts and other documents manually – just as you do now.

Using the Supplier/Partner portal

Q Is it going to be compulsory to sign up for the portal?

No – you don’t have to use the portal. We do however, strongly encourage partners to take advantage of the enhanced capabilities it offers. The new Supplier/Partner portal has been designed with suppliers and partners in mind, offering practical benefits, such as simplified processes and on-demand access to transactions and other information whenever needed. These improvements are aimed at helping you work more efficiently, stay informed, and deliver greater value to your clients. We do recommend you get a RealMe user-name and login so you can be ready to access the portal if and when you want to. After 24 November the portal can only be accessed using RealMe user-name and login.

Q What are the benefits to us of using the portal?

Using the portal will make it easier to:

• get secure visibility of payments and contract information anytime, including seeing contracts when created or varied in the system
• update your organisation’s information, for example you can make real time updates to your address, bank account details, and key contacts, and assign staff to contract management roles
• have direct visibility of upcoming procurement opportunities and documents, with the ability to submit responses efficiently in a single system.

Q How can I sign in to the portal?

To access the portal you will need a RealMe user name and password. If you don’t already have a RealMe login you can create one here Home – RealMe.