Supplier Advisory Panel Terms of Reference (TOR)

Purpose

The Supplier Advisory Panel (the Panel) is an advisory body established to support Pharmac’s process improvement work by providing supplier perspectives, testing ideas, and offering practical feedback on proposed changes. 

Objectives

The objectives of the Panel are to:

• provide supplier perspectives on current and proposed processes.
• support collaboration on process improvements.
• identify unintended consequences or implementation risks for suppliers.
• build shared understanding and constructive relationships. 

Scope

The Panel may consider matters related to:

• proposed changes to policies, guidance, templates, or tools affecting suppliers.
• opportunities to simplify, standardise, or improve processes.
• implementation planning and change impacts for suppliers.

Out of scope:

• individual commercial negotiations or supplier specific issues‑specific issues.
• advocacy for individual medicines or medical devices.

Membership

The Panel will comprise a mix of suppliers who are members of Medicines New Zealand, as well as suppliers who are not. Membership will aim to reflect diversity in supplier size and scale, as well as in therapeutic areas or product types.

Members are appointed by targeted invitation in collaboration with Medicines New Zealand and Pharmac. Appointments will be based on the ability to contribute constructively and represent broader supplier perspectives.

Members are appointed for an initial term of 12 months, with the option of reappointment. Membership may be refreshed periodically to ensure diversity of perspectives.

The Panel will be chaired by a supplier representative chosen by the members. The Chair will be rotated periodically (approximately every two months) as agreed by the Panel.

Roles and Responsibilities

Members are expected to:

• act in good faith and contribute constructively to discussions.
• prepare for meetings and review materials in advance.
• maintain confidentiality of sensitive information.
• declare any relevant conflicts of interest.

Pharmac will:

• provide timely and relevant information to support effective input.
• consider Supplier Advisory Panel feedback in decision-making and communicate outcomes.
• p[rovide administrative and secretariat support.

 Conflict of Interest

• Members must complete an interest disclosure for and declare any actual, potential, or perceived conflicts of interest.
• Declared conflicts of interests will be recorded and managed in line with organisational policy. 

Confidentiality

• Members must keep confidential any non-public, commercially sensitive, or otherwise restricted information shared through the Panel.
• Confidentiality obligations continue after membership ends.
• Members are required to sign a confidentiality agreement.
• Pharmac will clarify during every meeting which elements discussed or shared are not bound by confidentiality obligations, including wider communications.

Remuneration

• Membership is voluntary and members will not be remunerated for participation.
• Reasonable meeting-related expenses may be covered at Pharmac’s discretion. 

Meeting Arrangements

• Meetings will be held virtually as required, typically 6-10 times per year.
• A quorum will be a simple majority of members.
• Meeting notes and actions will be recorded and shared with members.
• Should members not be able to attend the meeting, they will have opportunity to provide feedback on papers via email. 

Decision-Making

• The Panel is advisory in nature. It is not a decision‑making body.
• Consensus will be sought where possible with differing views noted.

Review of TOR

• The TOR will be updated as required to ensure they remain fit for purpose.