2 Agenda Introduction e-Request & e-Procurement e-Request Objectives & Architecturee-Request Businesse-Request standard Workflow & RolesAccess to the applicationPresentation of the applicationPlanning, URL …Q&A and Conclusion
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.
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)NotificationSubmissionAwardingPost-AwardingCustomer [Purchase to Pay business process]PurchaseOrderGoods receiptInvoicecontrolInvoicepaymentRequisitionApprovalRequestRequestRequestOrderOrderReceiptReceiptQuotationContractCatalogueCatalogueInvoiceInvoiceQuotationCatalogueCustomer requestQuotation OffreOrderOrderprocessingBillingPaymentsSupplier [Order to Cash business process]
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-RequestCustomer portal: e-Request (Commission …)Connecting platform between Supplier & Customer systemse-PriorOther componentsCommission & Supplier Back Offices
14 Architecture features … The electronic exchanged documents are:The request, the supplier proposals, offers …: .XML filesAnnex documents: only .PDF & .TIF files (Technical annex, list of CVs …)notifications to the customer and to the supplier
16 ITSS II Business … e-Request & ABAC Contrats: Framework contracts Procedure: ITSS II (IT support & services)Lot1: Local Service SupportLot2: Corporate Service Support (JRC, DIGIT DataCentre only)Framework contractsfor each lot 3 suppliers1st Contractor2nd Contractor3rd Contractor
17 ITSS II Business … Request types: Request procedures - support of: Time & means + extensionsFinancial ProvisionRequest procedures - support of:1st round with cascade (3 suppliers)2nd round with cascade (3 suppliers)Create a new requestITSS II requests do NOT support multi-profiles (DESIS II requests do)1 profile line
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.SupplierConsortium/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) CommissionSupplierREQUESTRequest form + Technical annexReception fax + receipt confirmationACKNOWLEDGEMENTYES/NO WILLINGNESSWillingnessSelection & interviews of candidatesPROPOSAL (s)List of CVsDecisionRequest for final offerPROPOSAL ACCEPTANCEOffer + signed CVsOFFERAccepted OfferOFFER ACCEPTANCECLOSE OFFER
22 e-Request Electronic Workflow Customer PortalCreate the request (demande d'offre) and send it to the 1st supplier (prime contractor) of the cascade.Supplier PortalAcknowledgment (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.
24 e-Request Electronic Workflow… e-Request Customer PortalThe Customer may cancel a request at any time in the process (Justification is mandatory).e-Request Supplier PortalThe 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 processAdditional 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 grantedAccess rightsFill 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 toAnother verification occurs at European Commission level.
28 Supplier Portal: Welcome Page Language selectionBuildRole
29 e-Request Supplier Portal Presentation of the application
30 e-Request: Home PageLanguage selectionBuildRole
31 e-Request: Mailbox Supplier Portal Banner Mailbox window Supplier Portal footerMailbox tabs (access to views)Mailbox Filter area
32 e-Request: Mailbox Views Inboxshows all documents (proposals, offers, adhoc documents) received from the CustomerIn preparationshows all documents (proposals, offers and adhoc documents) that are "in preparation" but not yet sent to the customerSentshows all documents that have been sent to the customerAllshows 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.
35 e-Request: Document Identification In the application, each document has an unique identification number.Request IDRequest numberLegal Entity of the supplierDocument type (request)Round numberOther document IDDocument typeDocument sequence number
36 e-Request: Document Structure Document headerTitle barCustomer referenceSupplier referenceRequest referenceList of related documentsDocument bodyRequest timeline‘Next document’ barDisclaimer information
37 e-Request: Related Documents The Related Documents area = multi pagelists all the existing documents linked to the same requestshows the workflow advancement of the requestshows the currently opened document in boldis 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"
40 e-Request: Check the Inbox AcknowledgementWillingness (Yes/No)Create/send ProposalCreate/send Offere-Request: Check the InboxInbox: display of the received requests/documentsMultiple 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 AcknowledgementWillingness (Yes/No)Create/send ProposalCreate/send Offere-Request: Check the InboxAt opening of the initial request, an automatic acknowledgement receipt is sent to the Customer.
42 Check the InboxAcknowledgementWillingness (Yes/No)Create/send ProposalCreate/send OfferWillingness (Yes/No)Deadline for the "Willingness" procedure is displayed in:the "Next Action" column of the mailbox
43 Willingness: Create & Send Check the InboxAcknowledgementWillingness (Yes/No)Create/send ProposalCreate/send OfferWillingness: Create & SendClick Create in the “Next document” barChoose "Yes" / "No" + Send
44 Save, Send, Close buttons Check the InboxAcknowledgementWillingness (Yes/No)Create/send ProposalCreate/send OfferSave, Send, Close buttonsThe Save button:Stores the current dataAllows to close the document and finalise the input later.Saved documents are listed in the "In preparation" mailboxThe 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 successfulSent documents are listed in the "Sent mailbox" view.
45 Willingness Scenarios Check the InboxAcknowledgementWillingness (Yes/No)Create/send ProposalCreate/send OfferWillingness ScenariosIn 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 deadlineThe 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 InboxAcknowledgementWillingness (Yes/No)Create/send ProposalCreate/send OfferProposalDeadline for the "proposal" (CV's) procedure is displayed in:The "Next Action" column of the mailboxThe request details "Time line"
47 Proposal: Create Click Create in the “Next document” bar Check the InboxAcknowledgementWillingness (Yes/No)Create/send ProposalCreate/send OfferProposal: CreateClick Create in the “Next document” bar
48 Click the "Add candidate" button to add candidates & CVs Check the InboxAcknowledgementWillingness (Yes/No)Create/send ProposalCreate/send OfferProposal: CreateThe 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 InboxAcknowledgementWillingness (Yes/No)Create/send ProposalCreate/send OfferProposal: Add CandidatesClick to add attachmentsMandatory attachments: CV + declaration of suitability per candidate (PDF or TIF)
50 Proposal: Send Edit / delete candidate details & attachments Check the InboxAcknowledgementWillingness (Yes/No)Create/send ProposalCreate/send OfferProposal: SendEdit / delete candidate details & attachmentsAdd / remove document attachmentsSends the proposal to the Customer
51 Proposal scenarios If on the proposal deadline: Check the InboxAcknowledgementWillingness (Yes/No)Create/send ProposalCreate/send OfferProposal scenariosIf 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 documentThe 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 InboxAcknowledgementWillingness (Yes/No)Create/send ProposalCreate/send OfferThe OfferSearch for the "Proposal Acceptance" to be processedThe supplier sends:The formal financial offer for the requested number of days for the initial SCThe signed code of conductThe signed confidentiality statement
55 The Offer Open the "Proposal Acceptance" document Check the Inbox AcknowledgementWillingness (Yes/No)Create/send ProposalCreate/send OfferThe OfferOpen the "Proposal Acceptance" document
56 Preparation of the Offer Check the InboxAcknowledgementWillingness (Yes/No)Create/send ProposalCreate/send OfferPreparation of the OfferClick Create to prepare the offer.Add "Offer Reference" & "Validity Date"Add "Daily Price" or/and change any other field
57 Check the InboxAcknowledgementWillingness (Yes/No)Create/send ProposalCreate/send OfferAdd Formal OfferClick "Add Attachment" to annex the signed offer (.PDF)Sends the offer to the Customer
58 Offer scenarios The customer: Check the InboxAcknowledgementWillingness (Yes/No)Create/send ProposalCreate/send OfferOffer scenariosThe customer:Accepts the offer & closes the offer at signature of the specific contract.Requests to change the offerThe supplier opens the request and click the "Change Offer" document to see the details.Refuses the offer + Refusal ReportThis ends the request workflow for the supplier.
60 Sending ad hoc documents The application allows the supplier to send the following documents (at any time) in the workflow:Supplier Information RequestTo request additional information from the Customer.Supplier Additional InformationTo provide additional information to the Customer, usually to respond to an "Information Request form" from the Customer.WithdrawalCan 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 detailsDemand for Delay Extensionof the "Willingness" and the "Proposals"The customer sends additional infoThe customer requests more information
62 Sending ad hoc documents Click the "Create Adhoc Doc" iconIt 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 2011for the Commission & Executive Agenciesfor the suppliers that signed the ITSS II framework contractsAccess right requestProcedure 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 dataBetter data qualityImplemented business rules (on dates, attachments …)Attachments are in original formatAll data exchange between the supplier and customer are saved in ONE fileFaster time lineLess delay of document exchange between the Commission and the suppliersNo waste of time due to the document scanningnotificationsTransparency for the suppliersEnvironmental friendliness (Paperless workflow)