4 Objective of the presentation: Explain the new application to be used for the electronic management of European Commission service requests; Integrated demonstration of an IT service request based on the DIGIT DESIS 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: to allow electronic document exchange between systems; to avoid re-encoding and paper document processing.
7 e-Procurement & e-Request … Customer=European Institutions [Purchase to Pay business process] Supplier [Order to Cash business process] Invoice control Invoice payment Payments Contract Order processing Billing Invoice Purchase Order Customer request Quotation (Price Offer) Quotation Requisition (Local) Approval Request (Central) Request e-Catalogue Catalogue Goods receipt Receipt Pre-Awarding (not yet covered) NotificationSubmissionAwarding Post-Awarding
10 Objectives … e-Request automates the exchange of requests ("demandes") and offers between the European Commission (+ Executive Agencies) and their suppliers; e-Request facilitates the procedure to establish specific contracts based on framework contracts signed by the Commission and their registered suppliers; e-Request was put in production at the start of the ESP-DESIS II DIGIT framework contract.
11 Architecture … Main components for the users Supplier portal: e-Request (Suppliers) Customer portal: e-Request (Commission …) Connecting platform between Supplier & Customer systems e-Prior Other components (Commission Back Office)
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 …) e-mail notifications to the Customer and to the supplier
16 Business … e-Request & ABAC Contrats: Procedure: DESIS II Lot: linked to the selected procedure: Framework contracts for each lot 3 suppliers (Below example Lot 4–DESIS I) 1st Contractor 3rd Contractor 2nd Contractor
17 Business … Request types: Time & means Fixed price Quoted time & means Extensions Request procedures - support of: 1st round with cascade (3 suppliers) 2 nd round with cascade (3 suppliers) Create a new request A request "can" support multi-profiles
19 e-Request Actors Customer DIGIT, as the organisation that has awarded the ESP- DESIS II market procedure; Any Commission Directorate-General or Executive Agency that requests services to the DESIS II suppliers. Supplier Consortium/Company that signed ESP-DESIS II framework contracts; Consortium/Company that will respond to service requests submitted by the Customer.
20 e-Request 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, plus… Sends proposals, offers and related documents to the Customer. Roles are granted by framework contract, and only once the framework contract has been signed by BOTH the supplier and the European Commission.
22 REQUEST e-Request Paper Workflow 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 E-Request Document Name CLOSE OFFER
23 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 Acknowlegment (automatically sent to the customer at opening of the request); Send Y/N Willingness to respond; If Willingness=Yes, supplier sends the "proposal(s)" (CVs) If Willingness= No, the process is to restart with the second supplier of the cascade. 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 sents it to the customer. (Commission) Customer Portal Acceptance (or refusal) of the offer.
24 e-Request Electronic Workflow… Customer Portal The Customer may cancel a request at any time in the process (Justification is mandatory). Supplier Portal The Supplier may withdraw the request at any time in the process (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 Supplier Portal e-Request Access to the application
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 DIGIT-ESP-IS-QUALITY@ec.europa.eu; DIGIT-ESP-IS-QUALITY@ec.europa.eu Another verification occurs at European Commission level. Supplier portal: Access
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.
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 Supplier Portal e-Request Step by Step Demo … Example "Time & Means"
40 Inbox: display of the received requests/documents Multiple ways to identify the request(s) to be processed: Filter on "Document Type", step "To be processed" Click the "Next Action" to sort data e-Request : Check the Inbox 1.Check the Inbox 2.Acknowledgement 3.Willingness (Yes/No) 4.Create/send Proposal 5.Create/send Offer
41 The 1st time the supplier opens a request, an automatic acknowledgement receipt is sent to the Customer. Acknowledgment 1.Check the Inbox 2.Acknowledgement 3.Willingness (Yes/No) 4.Create/send Proposal 5.Create/send Offer
42 Deadline for the "willingness" procedure is displayed in: the "Next Action" column of the Mailbox the request details "Time line". Willingness (Yes/No) 1.Check the Inbox 2.Acknowledgement 3.Willingness (Yes/No) 4.Create/send Proposal 5.Create/send Offer
43 Click Create in the Next document bar Choose "Yes" / "No" + Send Willingness: Create & Send 1.Check the Inbox 2.Acknowledgement 3.Willingness (Yes/No) 4.Create/send Proposal 5.Create/send Offer
44 In case of "Willingness: Yes" The supplier receives a willingness receipt (automatically sent to the supplier in case of TM and QTM, manually sent for FP); The supplier prepares the proposals until the final one for each profile (applications, CVs); In most of the cases, the supplier sends only one proposal. In case of "Willingness: NO" The customer (Commission) needs to refuse the request; A "refuse" document arrives in the supplier's inbox; 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 Willingness Scenarios
45 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 the document and sends it 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
46 Deadline for the "proposal" (CV's) procedure is displayed in: The "Next Action" column of the mailbox The request details "Time line" Proposal 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 Type the suppliers reference for the proposal; Indicate if your proposal is final or not: The supplier can send several proposals (CVs) until the proposal deadline or until he sends the final one; Each proposal does NOT replace, but extends the prior one; Only the final proposal will be taken into account for further treatment; Once the supplier sends the final proposal, no additional CVs can be sent. 1.Check the Inbox 2.Acknowledgement 3.Willingness (Yes/No) 4.Create/send Proposal 5.Create/send Offer Proposal: Create
49 Time & means: Add candidate(s) & the application(s) (CV) for each request line If needed, add attachment(s) at document level Multiple profiles 1.Check the Inbox 2.Acknowledgement 3.Willingness (Yes/No) 4.Create/send Proposal 5.Create/send Offer Click the "Add candidate" button to add candidates for the selected profile request Proposal: Add Candidates
50 Proposal: Add Candidates 1.Check the Inbox 2.Acknowledgement 3.Willingness (Yes/No) 4.Create/send Proposal 5.Create/send Offer Click on this tab to add attachments Attach at least one CV per candidate (PDF or TIF)
51 Proposal: Before Sending Attachment at document level Add or remove document attachments Edit or delete candidate details 1.Check the Inbox 2.Acknowledgement 3.Willingness (Yes/No) 4.Create/send Proposal 5.Create/send Offer
52 Proposal: Send Attachment at document level Add or remove document attachments Edit or delete candidate details 1.Check the Inbox 2.Acknowledgement 3.Willingness (Yes/No) 4.Create/send Proposal 5.Create/send Offer To send the proposal to the Customer
53 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. The supplier receives a "Close Document" form in the Inbox No proposals have been sent: The system sends an Expire document The Customer refuses manually 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
54 Quoted Time & Means: Add "Number of Days" and the "Daily Price" Fixed Price: Add "Proposed Price" and the "Proposed Delivery Delay" vient de la Commission Proposal: QTM / Fixed Price 1.Check the Inbox 2.Acknowledgement 3.Willingness (Yes/No) 4.Create/send Proposal 5.Create/send Offer
55 Search for the "Proposal Acceptance" in the Inbox The Offer 1.Check the Inbox 2.Acknowledgement 3.Willingness (Yes/No) 4.Create/send Proposal 5.Create/send Offer
56 Open the Proposal Acceptance document Click Create in the Next document bar to prepare the offer. The Offer: Create 1.Check the Inbox 2.Acknowledgement 3.Willingness (Yes/No) 4.Create/send Proposal 5.Create/send Offer
57 Add your internal offer reference Fill in the "Validity Date" Click the "Edit" button to change profile details & attachments, to add "daily price" Add the scanned "signed offer" The Offer: Create 1.Check the Inbox 2.Acknowledgement 3.Willingness (Yes/No) 4.Create/send Proposal 5.Create/send Offer
58 Add the "Daily Price" or/and change any other field The Offer: Change Details 1.Check the Inbox 2.Acknowledgement 3.Willingness (Yes/No) 4.Create/send Proposal 5.Create/send Offer
59 Click "Add Attachment" to annex the scanned signed offer (.PDF) The Offer: Add Formal Offer 1.Check the Inbox 2.Acknowledgement 3.Willingness (Yes/No) 4.Create/send Proposal 5.Create/send Offer Select the scanned version of the signed offer & select "Formal Offer"
60 The Offer: Send Attachment at document level Add or remove document attachments 1.Check the Inbox 2.Acknowledgement 3.Willingness (Yes/No) 4.Create/send Proposal 5.Create/send Offer Click the "Send" to send the offer to the Customer Scanned version of the offer with the signature
61 The customer: Accepts the offer & closes the offer at signature of the order. 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
63 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. Demand for Delay Extension To ask officially for a delay extension, ONLY in circumstances beyond one's control (En cas de force majeure) 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.
64 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".
65 Supplier Portal e-Request What's next ? Benefits …
66 e-Request: w hats next? Production date: 20/09/2010 for the Commission & Executive Agencies for the suppliers that signed the ESP-DESIS II framework contracts Access right request Procedure to obtain is explained on slide 27
67 In case of problems/issues/questions Concerning application issues or questions: firstname.lastname@example.org Concerning Procedural questions (establishment of the Specific Contract): DIGIT-ESP-IS-QUALITY@ec.europa.euDIGIT-ESP-IS-QUALITY@ec.europa.eu Concerning Contractual questions (on the Framework Contract modalities): DIGIT-contracts-info-centre@ec.Europa.Eu DIGIT-contracts-info-centre@ec.Europa.Eu Support and Documentation Website: http://ec.europa.eu/dgs/informatics/supplier_ portal/index_en.htm Please be as complete as possible by specifying: User contact, details, request number, workflow step, language used, user role, last action done before issue (+screenshot), error message (+screenshot), detailed issue, description,...
68 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 E-mail notifications Transparency for the suppliers Environmental friendliness (Paperless workflow)