1. e-Request – ITSS II
Supplier portal
DIGIT presentation

2. Agenda Introduction e-Request & e-Procurement
e-Request Objectives & Architecture
e-Request Business
e-Request standard Workflow & Roles
Access to the application
Presentation of the application
Planning, URL …
Q&A and Conclusion

3. e-Request Supplier Portal
Introduction

4. Introduction Objective of the presentation:
Explain the new application to be used for the electronic management of ITSS II service requests;
Integrated demonstration of a request based on the DIGIT ITSS II framework contract.

5. e-Request & e-Procurement

6. e-Procurement & e-Request …
e-Request is part of the e-Procurement suite, the other modules are:
e-Invoicing;
e-Ordering;
e-Catalogue;
e-Fulfillment; …
The main goal of e-Procurement is:
allow electronic document exchange between systems;
avoid re-encoding and paper document processing.

7. Functionalities Pre-Awarding Post-Awarding
(not yet covered)
Notification
Submission
Awarding
Post-Awarding
Customer [Purchase to Pay business process]
Purchase
Order
Goods receipt
Invoice
control
Invoice
payment
Requisition
Approval
Request
Request
Request
Order
Order
Receipt
Receipt
Quotation
Contract
Catalogue
Catalogue
Invoice
Invoice
Quotation
Catalogue
Customer request
Quotation Offre
Order
Order
processing
Billing
Payments
Supplier [Order to Cash business process]

8. Project timeline Q4 2009 Q1 2010 Q2 2010 Q3 2010 Q4 2010 2011
e-REQUEST
e-SOURCING
e-INVOICING
e-FULFILLMENT
e-CATALOGUE
e-ORDERING
e-INVOICING
« Self Service »
(via Supplier Portal)

9. e-Request Supplier Portal
Objectives & Architecture

10. Objectives … e-Request:
automates the exchange of requests ("demandes") between the European Commission (+ Executive Agencies) and their suppliers;
automates the exchange of offers ("quotations") based on the requests;
facilitates the procedure to establish specific contracts based on framework contracts (Signed by the Commission and their registered suppliers);
was put in production at the start of the ESP-DESIS II DIGIT framework contract. (September 2010)

11. Architecture … Main components for the users
Supplier portal: e-Request
Customer portal: e-Request (Commission …)
Connecting platform between Supplier & Customer systems
e-Prior
Other components
Commission & Supplier Back Offices

12. Architecture … SUPPLIER PORTAL CUSTOMER PORTAL e-PRIOR Integrity
e-Invoicing
e-Ordering
e-Request
Traceability
Integrity
Non-repudiation
Routing
Archiving
Supplier systems
Back Office
EC systems
Back Office=
ABAC & ABAC ASSETS

13. e-PRIOR Interoperability Platform
Supplier
portal:
E-Request
e-REQUEST
Consortium of suppliers
e-INVOICING
Supplier 1
Supplier 2
Supplier 3
Supplier … EC
e-INVOICING
Back Office
e-PRIOR
Service provider
Traceability
Integrity
Non-repudiation
Routing
Archiving

14. Architecture features …
The electronic exchanged documents are:
The request, the supplier proposals, offers …: .XML files
Annex documents: only .PDF & .TIF files (Technical annex, list of CVs …)
notifications to the customer and to the supplier

15. e-Request Supplier Portal
Business

16. ITSS II Business … e-Request & ABAC Contrats: Framework contracts
Procedure: ITSS II (IT support & services)
Lot1: Local Service Support
Lot2: Corporate Service Support (JRC, DIGIT DataCentre only)
Framework contracts
for each lot 3 suppliers
1st Contractor
2nd Contractor
3rd Contractor

17. ITSS II Business … Request types: Request procedures - support of:
Time & means + extensions
Financial Provision
Request procedures - support of:
1st round with cascade (3 suppliers)
2nd round with cascade (3 suppliers)
Create a new request
ITSS II requests do NOT support multi-profiles (DESIS II requests do)
1 profile line

18. e-Request Supplier Portal
Workflow & Roles

19. e-Request Actors Customer Supplier
DIGIT, as the organisation that has awarded the ESP-ITSS II market procedure;
Any Commission Directorate-General or Executive Agency that requests services to the ITSS II suppliers.
Supplier
Consortium/Company that signed ESP-ITSS II framework contracts;
Consortium/Company that will respond to service requests submitted by the Customer.

20. e-Request Supplier Roles
SDA (Supplier Data Entry Agent)
Reads requests and linked documents (Technical Annexes …) received from the Customer;
Prepares proposals, offers and related documents.
SAS (Supplier Authorised to Sign)
See SDA + …
Sends proposals, offers and related documents to the Customer.
Roles are granted by framework contract, and only if the framework contract has been signed by BOTH the supplier and the European Commission.

21. Existing Workflow (Paper)
Commission
Supplier
REQUEST
Request form + Technical annex
Reception fax + receipt confirmation
ACKNOWLEDGEMENT
YES/NO WILLINGNESS
Willingness
Selection & interviews of candidates
PROPOSAL (s)
List of CVs
Decision
Request for final offer
PROPOSAL ACCEPTANCE
Offer + signed CVs
OFFER
Accepted Offer
OFFER ACCEPTANCE
CLOSE OFFER

22. e-Request Electronic Workflow
Customer Portal
Create the request (demande d'offre) and send it to the 1st supplier (prime contractor) of the cascade.
Supplier Portal
Acknowledgment (automatically sent to the customer at opening of the request);
Send Y/N Willingness to respond;
If Willingness=Yes, supplier sends the "proposal" (CVs) + "Declaration of suitability" If Willingness= No, the cascade mechanism applies.
Acceptance / refusal of the final proposal;
In case of refusal, the customer rejects the request and the same request is used to restart the process with the next supplier of the cascade.
In case the proposal is accepted, the supplier prepares the offer and sends it to the customer. (Commission)
Acceptance (or refusal) of the offer.

23. e-Request detailed Electronic Workflow

24. e-Request Electronic Workflow…
e-Request Customer Portal
The Customer may cancel a request at any time in the process (Justification is mandatory).
e-Request Supplier Portal
The Supplier may stop (withdraw) the request process at any time (via Adhoc document).
After the offer, made in e-Request, has been accepted by the Commission, the workflow continues, as before, resulting in a signed order. (Specific contract)

25. Supplier to Customer documents
Formal documents linked to the request process
Additional documents (Ad Hoc)
Manually created and sent when needed

26. e-Request Supplier Portal
Access to the application

27. e-Request: Access How to access the application ? Access rights
Supplier Portal URL: Prerequisite 1: ECAS login + password Prerequisite 2: Access rights requested and granted
Access rights
Fill in the Excel document;
Send the Excel document to the accredited contact; (contact person of the framework contract prime contractor)
This person, after validating, sends the document to
Another verification occurs at European Commission level.

28. Supplier Portal: Welcome Page
Language selection
Build
Role

29. e-Request Supplier Portal
Presentation of the application

30. e-Request: Home Page
Language selection
Build
Role

31. e-Request: Mailbox Supplier Portal Banner Mailbox window
Supplier Portal footer
Mailbox tabs (access to views)
Mailbox Filter area

32. e-Request: Mailbox Views
Inbox
shows all documents (proposals, offers, adhoc documents) received from the Customer
In preparation
shows all documents (proposals, offers and adhoc documents) that are "in preparation" but not yet sent to the customer
Sent
shows all documents that have been sent to the customer
All
shows all documents

33. e-Request: Mailbox Filter Area
Displayed in all mailbox views;
A filter can be set for each column;
Click "Search" or press "Enter" to activate;
Remove the filter with "Reset Filters";
Click on the column title to sort the data.

34. e-Request: Workflow Steps & Icons

35. e-Request: Document Identification
In the application, each document has an unique identification number.
Request ID
Request number
Legal Entity of the supplier
Document type (request)
Round number
Other document ID
Document type
Document sequence number

36. e-Request: Document Structure
Document header
Title bar
Customer reference
Supplier reference
Request reference
List of related documents
Document body
Request timeline
‘Next document’ bar
Disclaimer information

37. e-Request: Related Documents
The Related Documents area = multi page
lists all the existing documents linked to the same request
shows the workflow advancement of the request
shows the currently opened document in bold
is sorted on the date in ascending order

38. e-Request: Next Document Bar
Shows which document you need to create next in the workflow.
If several documents can be created, the drop-down list displays “List of possible docs to create”, and you need to select which of the documents you want to create.
In the example below, the next document to be created is the "proposal"

39. e-Request Supplier Portal
Step by Step Demo …
Example "Time & Means"

40. e-Request: Check the Inbox
Acknowledgement
Willingness (Yes/No)
Create/send Proposal
Create/send Offer
e-Request: Check the Inbox
Inbox: display of the received requests/documents
Multiple ways to identify the request(s) to be processed:
Filter on "Initial Request", step "To be processed"
Click the column title to sort data

41. e-Request: Check the Inbox
Acknowledgement
Willingness (Yes/No)
Create/send Proposal
Create/send Offer
e-Request: Check the Inbox
At opening of the initial request, an automatic acknowledgement receipt is sent to the Customer.

42. Check the Inbox
Acknowledgement
Willingness (Yes/No)
Create/send Proposal
Create/send Offer
Willingness (Yes/No)
Deadline for the "Willingness" procedure is displayed in:
the "Next Action" column of the mailbox

43. Willingness: Create & Send
Check the Inbox
Acknowledgement
Willingness (Yes/No)
Create/send Proposal
Create/send Offer
Willingness: Create & Send
Click Create in the “Next document” bar
Choose "Yes" / "No" + Send

44. Save, Send, Close buttons
Check the Inbox
Acknowledgement
Willingness (Yes/No)
Create/send Proposal
Create/send Offer
Save, Send, Close buttons
The Save button:
Stores the current data
Allows to close the document and finalise the input later.
Saved documents are listed in the "In preparation" mailbox
The Send button:
Is only available to users with SAS role.
Saves and sends the document to the customer (No more editing possible)
Closes the document if sending was successful
Sent documents are listed in the "Sent mailbox" view.

45. Willingness Scenarios
Check the Inbox
Acknowledgement
Willingness (Yes/No)
Create/send Proposal
Create/send Offer
Willingness Scenarios
In case of "Willingness: Yes"
The customer receives a willingness receipt (automatically sent to the supplier in case of Time & Means, manually sent for Financial provision);
The supplier prepares/sends the proposals (applications, CVs, declaration of suitability) before the deadline.
In case of "Willingness: NO"
The customer (Commission) needs to refuse the request and add the "refusal" report;
This ends the workflow of the request for the current supplier.
In case the Willingness is not sent before the deadline
The system creates automatically an "expire document"
The customer (Commission) needs to reject the request and add the refusal report

46. Proposal Deadline for the "proposal" (CV's) procedure is displayed in:
Check the Inbox
Acknowledgement
Willingness (Yes/No)
Create/send Proposal
Create/send Offer
Proposal
Deadline for the "proposal" (CV's) procedure is displayed in:
The "Next Action" column of the mailbox
The request details "Time line"

47. Proposal: Create Click Create in the “Next document” bar
Check the Inbox
Acknowledgement
Willingness (Yes/No)
Create/send Proposal
Create/send Offer
Proposal: Create
Click Create in the “Next document” bar

48. Click the "Add candidate" button to add candidates & CVs
Check the Inbox
Acknowledgement
Willingness (Yes/No)
Create/send Proposal
Create/send Offer
Proposal: Create
The proposal contains:
List of candidates (2 per request) + their applications + "Declaration of suitability" for each candidate (ITSS II only)
The supplier can send several proposals (CVs)
Until the proposal deadline;
At sending of the "Final proposal" no additional CVs can be sent and this stops the clock;
Click the "Add candidate" button to add candidates & CVs

49. Proposal: Add Candidates
Check the Inbox
Acknowledgement
Willingness (Yes/No)
Create/send Proposal
Create/send Offer
Proposal: Add Candidates
Click to add attachments
Mandatory attachments: CV + declaration of suitability per candidate (PDF or TIF)

50. Proposal: Send Edit / delete candidate details & attachments
Check the Inbox
Acknowledgement
Willingness (Yes/No)
Create/send Proposal
Create/send Offer
Proposal: Send
Edit / delete candidate details & attachments
Add / remove document attachments
Sends the proposal to the Customer

51. Proposal scenarios If on the proposal deadline:
Check the Inbox
Acknowledgement
Willingness (Yes/No)
Create/send Proposal
Create/send Offer
Proposal scenarios
If on the proposal deadline:
A final proposal is sent:
The Customer either accepts or refuses the proposal (CVs). In case the proposal is refused, the cascade mechanism is applied.
No final proposals have been sent:
The system considers the latest non final proposal as the final one.
No proposals have been sent:
The system sends an Expire document
The Customer refuses the proposal and the request goes to the cascade.

52. Arrange interviews (Optional)
Reception of "Customer Additional Info" with the details of the interviews

53. Interviews Interviews of the candidates are not handled in e-Request.
Candidate acceptance and formal offer request by the Customer.

54. The Offer Search for the "Proposal Acceptance" to be processed
Check the Inbox
Acknowledgement
Willingness (Yes/No)
Create/send Proposal
Create/send Offer
The Offer
Search for the "Proposal Acceptance" to be processed
The supplier sends:
The formal financial offer for the requested number of days for the initial SC
The signed code of conduct
The signed confidentiality statement

55. The Offer Open the "Proposal Acceptance" document Check the Inbox
Acknowledgement
Willingness (Yes/No)
Create/send Proposal
Create/send Offer
The Offer
Open the "Proposal Acceptance" document

56. Preparation of the Offer
Check the Inbox
Acknowledgement
Willingness (Yes/No)
Create/send Proposal
Create/send Offer
Preparation of the Offer
Click Create to prepare the offer.
Add "Offer Reference" & "Validity Date"
Add "Daily Price" or/and change any other field

57. Check the Inbox
Acknowledgement
Willingness (Yes/No)
Create/send Proposal
Create/send Offer
Add Formal Offer
Click "Add Attachment" to annex the signed offer (.PDF)
Sends the offer to the Customer

58. Offer scenarios The customer:
Check the Inbox
Acknowledgement
Willingness (Yes/No)
Create/send Proposal
Create/send Offer
Offer scenarios
The customer:
Accepts the offer & closes the offer at signature of the specific contract.
Requests to change the offer
The supplier opens the request and click the "Change Offer" document to see the details.
Refuses the offer + Refusal Report
This ends the request workflow for the supplier.

59. e-Request Supplier Portal
Ad Hoc Documents

60. Sending ad hoc documents
The application allows the supplier to send the following documents (at any time) in the workflow:
Supplier Information Request
To request additional information from the Customer.
Supplier Additional Information
To provide additional information to the Customer, usually to respond to an "Information Request form" from the Customer.
Withdrawal
Can be sent at any stage of the workflow to let the customer know that the supplier does not want to pursue the processing of the current e-request.

61. Receiving ad hoc documents
Change contact details
Demand for Delay Extension
of the "Willingness" and the "Proposals"
The customer sends additional info
The customer requests more information

62. Sending ad hoc documents
Click the "Create Adhoc Doc" icon
It is not possible to add Adhoc Doc when the workflow step of the request is "Cancelled", "Closed" or "Refused".

63. e-Request Supplier Portal
What's next ?
Benefits …

64. e-Request: what’s next?
Production date:
Mid February 2011
for the Commission & Executive Agencies
for the suppliers that signed the ITSS II framework contracts
Access right request
Procedure to obtain is explained on slide 27

65. In case of problems/issues/questions
Concerning application issues or questions:
Concerning Procedural questions (establishment of the Specific Contract):
Concerning Contractual questions (on the Framework Contract modalities):
Support and Documentation Website:
Please be as complete as possible by specifying:
User contact, role & details, request number, workflow step, language used, last action done before issue (+screenshot), error message (+screenshot), detailed issue, description...

66. Benefits of using e-Request
Cost savings on encoding the data
Better data quality
Implemented business rules (on dates, attachments …)
Attachments are in original format
All data exchange between the supplier and customer are saved in ONE file
Faster time line
Less delay of document exchange between the Commission and the suppliers
No waste of time due to the document scanning
notifications
Transparency for the suppliers
Environmental friendliness (Paperless workflow)

67. Thank you for
your attention

68. Questions
& ANSWERS