Presentation on theme: "DIGIT presentation e-Request – ITSS II Supplier portal."— Presentation transcript:
DIGIT presentation e-Request – ITSS II Supplier portal
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 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 Customer [Purchase to Pay business process] Supplier [Order to Cash business process] Invoice control Invoice payment Payments Order processing Billing Invoice Purchase Order Customer request Quotation Offre Quotation RequisitionApproval Request Catalogue Goods receipt Receipt Pre-Awarding (not yet covered) NotificationSubmissionAwarding Post-Awarding Catalogue Request Order Invoice Quotation Receipt Contract
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 PORTALCUSTOMER PORTAL e-PRIOR e-Invoicing e-Ordering e-Request e-Invoicing e-Ordering Traceability Integrity Non-repudiation Routing Archiving Supplier systems Back Office Supplier systems Back Office EC systems Back Office= ABAC & ABAC ASSETS e-Invoicing
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: 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 Contractor3rd Contractor2nd Contractor
17 ITSS II Business … Request types: Time & means + extensions Financial Provision Request procedures - support of: 1st round with cascade (3 suppliers) 2 nd 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 Workflow & Roles e-Request Supplier Portal
19 e-Request Actors Customer 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 REQUEST Existing Workflow (Paper) Commission Supplier Request form + Technical annex Reception fax + receipt confirmation Willingness List of CVs Offer + signed CVs Selection & interviews of candidates Decision Request for final offer Accepted Offer OFFER OFFER ACCEPTANCE PROPOSAL (s) YES/NO WILLINGNESS PROPOSAL ACCEPTANCE ACKNOWLEDGEMENT CLOSE OFFER
22 Electronic 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. Customer Portal 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. Supplier Portal In case the proposal is accepted, the supplier prepares the offer and sends it to the customer. (Commission) Customer Portal Acceptance (or refusal) of the offer.
24 Electronic 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 Formal documents linked to the request process Additional documents (Ad Hoc) Manually created and sent when needed Supplier to Customer documents
26 Access to the application e-Request Supplier Portal
27 How to access the application ? Supplier Portal URL: https://webgate.ec.europa.eu/supplier_portal 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. e-Request: Access
28 Supplier Portal: Welcome Page
29 Presentation of the application e-Request Supplier Portal
30 e-Request: Home Page
31 1.Supplier Portal Banner 2.Mailbox window 3.Supplier Portal footer 4.Mailbox tabs (access to views) 5.Mailbox Filter area e-Request: Mailbox
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 1.Request ID 1.Request number 2.Legal Entity of the supplier 3.Document type (request) 4.Round number 2.Other document ID 1.Request ID 2.Document type 3.Document sequence number e-Request: Document Identification In the application, each document has an unique identification number.
36 1.Document header a)Title bar b)Customer reference c)Supplier reference d)Request reference 2.List of related documents 3.Document body 4.Request timeline 5.Next document bar 6.Disclaimer information e-Request: Document Structure
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 Step by Step Demo … Example "Time & Means" e-Request Supplier Portal
40 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 1.Check the Inbox 2.Acknowledgement 3.Willingness (Yes/No) 4.Create/send Proposal 5.Create/send Offer
41 At opening of the initial request, an automatic acknowledgement receipt is sent to the Customer. e-Request: Check the Inbox 1.Check the Inbox 2.Acknowledgement 3.Willingness (Yes/No) 4.Create/send Proposal 5.Create/send Offer
42 Willingness (Yes/No) Deadline for the "Willingness" procedure is displayed in: the "Next Action" column of the mailbox 1.Check the Inbox 2.Acknowledgement 3.Willingness (Yes/No) 4.Create/send Proposal 5.Create/send Offer
43 Willingness: Create & Send Click Create in the Next document bar Choose "Yes" / "No" + Send 1.Check the Inbox 2.Acknowledgement 3.Willingness (Yes/No) 4.Create/send Proposal 5.Create/send Offer
44 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. 1.Check the Inbox 2.Acknowledgement 3.Willingness (Yes/No) 4.Create/send Proposal 5.Create/send Offer
45 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 This ends the workflow of the request for the current supplier. 1.Check the Inbox 2.Acknowledgement 3.Willingness (Yes/No) 4.Create/send Proposal 5.Create/send Offer
46 Proposal Deadline for the "proposal" (CV's) procedure is displayed in: The "Next Action" column of the mailbox The request details "Time line" 1.Check the Inbox 2.Acknowledgement 3.Willingness (Yes/No) 4.Create/send Proposal 5.Create/send Offer
47 Click Create in the Next document bar Proposal: Create 1.Check the Inbox 2.Acknowledgement 3.Willingness (Yes/No) 4.Create/send Proposal 5.Create/send Offer
48 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; 1.Check the Inbox 2.Acknowledgement 3.Willingness (Yes/No) 4.Create/send Proposal 5.Create/send Offer Proposal: Create Click the "Add candidate" button to add candidates & CVs
49 Proposal: Add Candidates 1.Check the Inbox 2.Acknowledgement 3.Willingness (Yes/No) 4.Create/send Proposal 5.Create/send Offer Click to add attachments Mandatory attachments: CV + declaration of suitability per candidate (PDF or TIF)
50 Proposal: Send Add / remove document attachments Edit / delete candidate details & attachments 1.Check the Inbox 2.Acknowledgement 3.Willingness (Yes/No) 4.Create/send Proposal 5.Create/send Offer Sends the proposal to the Customer
51 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. Proposal scenarios 1.Check the Inbox 2.Acknowledgement 3.Willingness (Yes/No) 4.Create/send Proposal 5.Create/send Offer
52 Reception of "Customer Additional Info" with the details of the interviews Arrange interviews (Optional)
53 Interviews Interviews of the candidates are not handled in e-Request. Candidate acceptance and formal offer request by the Customer.
54 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 The Offer 1.Check the Inbox 2.Acknowledgement 3.Willingness (Yes/No) 4.Create/send Proposal 5.Create/send Offer
55 Open the "Proposal Acceptance" document The Offer 1.Check the Inbox 2.Acknowledgement 3.Willingness (Yes/No) 4.Create/send Proposal 5.Create/send Offer
56 Click Create to prepare the offer. Preparation of the Offer 1.Check the Inbox 2.Acknowledgement 3.Willingness (Yes/No) 4.Create/send Proposal 5.Create/send Offer Add "Offer Reference" & "Validity Date" Add "Daily Price" or/and change any other field
57 Click "Add Attachment" to annex the signed offer (.PDF) Add Formal Offer 1.Check the Inbox 2.Acknowledgement 3.Willingness (Yes/No) 4.Create/send Proposal 5.Create/send Offer Sends the offer to the Customer
58 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. Offer scenarios 1.Check the Inbox 2.Acknowledgement 3.Willingness (Yes/No) 4.Create/send Proposal 5.Create/send Offer
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: whats 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: x_en.htm x_en.htm 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)