INTERCENT-ER Agency A regional prospective on e-invoicing Stockholm - December 2, 2014 Regional Agency for the development of electronic markets

2 Emilia-Romagna: general overview Citizens Public Administrations Economics Operator 4,5 million inhabitants population density: 197/ km 2 EO: Employees: Small enterprises (<20 employees): 98% 9 Provinces 348 Municipalities 14 Health Trusts and hospitals

3 Intercent-ER: role and goals Intercent-ER is Emilia-Romagna’s central purchasing unit for Public Administrations. Totally funded by the Regional Government and active since 2005, Intercent-ER has developed an eProcurement system and an innovative approach to public tenders in order to:  rationalize the public spending for goods and services in the regional area;  improve the efficency of procurement processes;  increase the quality of goods and services used by public bodies;  raise market competitiveness;  enhance the regional economic system.

4 Public Administrations involved Intercent-ER operates for: The use of Intercent-ER’s services is mandatory The use of Intercent-ER’s services is optional  Regional Government and public bodies directly owned by the Region  Health Trusts and Hospitals  Local Public Bodies (i.e. provinces, municipalities, etc.)  Universities and schools  other regional PAs

5 5 Intercent-ER’s ePROCUREMENT PLATFORM Suppliers can be selected through an electronic tender completely paperless. eNotification eTendering eNegotiation eSocurcing Pre-award process Suppliers and PAs use standard documents and exchange them with interoperable systems Intercent-ER’s ACCESS POINT “NoTIER” eInvoicing eOrdering Post-award process eCatalogue Our approach to the whole digital procurement process Spending analysis and reporting Framework Agreements

6 The regional infrastucture for digital procurement regional infrastucture for digital procurement  Since October 2013, Intercent-ER has been incharged to set up the regional infrastucture for digital procurement (SiCiPa-ER)  main SiciPa-ER jobs: archiving of e-procurement documents the generation, sending, transmission, receiving and archiving of e-procurement documents only paperless

7  NoTIER has been developed as a fully interoperable Access Point, to exchange e-procurement documents between different systems, expecially about electronic invoices validatedeuropean and national technical standards on electronic invoicing  NoTIER ensure sending, transmission, receiving of documents validated with legal requirements and european and national technical standards on electronic invoicing Italian national e-invoicing infrastructure European e-invoicing standards The regional Access Point: NoTIER

Our PEPPOL implementation context 8 Vast Area's logistic hub for Health local Trusts and Hospitals Sender: Reggio Emilia health trust Recipient: other local health administrations Electronic invoices are transferred from Public Administrations on the regional archiving centre of digital records (ParER) which is responsible for the long term archiving Drugs’ invoices G2G Digital Archiving Go live: November 2013…

Recent updates 9 “FatturaPA” format  NoTIER can also manage the “FatturaPA” format PEPPOL format  All the regional health trusts and hospitals are implementing the PEPPOL format enlarge this model to the local Entities and Municipalities  Intercent-ER’s aim is to enlarge this model to the local Entities and Municipalities extended to all goods and services  The use of e-invoicing has been extended to all goods and services Starting from October 2014

Regional archive centre for PAs (PArER) Invoice xml Invoice SdI signed fattura SdI validated Invoice PEPPOL PA’s Service Provider (NoTIER) National Interchange System (SDI) TranscodingPEPPOL/SdI SUPPLERSSUPPLERS TranscodingSdI/PEPPOLPEPPOL/SdI Order PEPPOL DA PEPPOL DA xml Order xml Invoice SdI signed Order PEPPOL DA PEPPOL By 31/03/2015 Supplier’s Service Provider 10 CENTRAL PA Invoice SdI validated Invoice SdI signed Emilia Romagna’s regional framework: link PEPPOL-SdI: eProcurement Receipt /Rejection notification Receipt/Failed delivery/Rejection notification Receipt /Rejection notification Receipt/Failed delivery/Rejection notification *: DA = Despatch Advice

it’s given to the recipient after being converted to PEPPOL  The electronic invoice is received from SDI to NoTIER and it’s given to the recipient after being converted to PEPPOL format to allow to automatically check the mutual validity with the order and the despatch advice  The recipient performs the recovery of its documents  The recipient performs the recovery of its documents (via web service) specifying the office’s identifier who have to receive the invoice (an administration can have from 1 to n offices) registration data required to fulfill the correct digital archiving  After having registered the invoice on its accounting system, the office sends to NoTIER the registration data required to fulfill the correct digital archiving in PARER 11

issued by the accounting sw application in the PEPPOL format  The invoices are issued by the accounting sw application in the PEPPOL format conversion from “PEPPOL” format to “FatturaPA” centrally managed  The conversion from “PEPPOL” format to “FatturaPA” format is centrally managed by NoTIER  The digital signature is managed by NOTIER, freeing the PA by that charge  The PA can use a function of approval through a web interface that allows sending to SDI 12

13 NoTIER interface NoTIER’s web interface  through the NoTIER’s web interface it’s possible to monitor each phase of the transmission/reception process  It’s also possible to:  download  view  print the purchasing documents

14 Organizations and offices in NoTIER (1/2) NoTIER can register Organizations and Offices one or more offices recipients  Each organization must decide whether to manage one or more offices recipients of electronic invoice a NoTIER identifier  For each office a NoTIER identifier is created in order to transmit and receive documents (internal routing) IPA code for electronic invoicing  An office that is a recipient of invoice must also be associated with a “IPA code for electronic invoicing” “PEPPOL identifier”  An office who wants to recieves a despatch advice or to send an order must also be associated with a “PEPPOL identifier”

15 Organizations and offices in NoTIER (2/2)  Each Organization: digital certificate NoTIER authentication  Receive a digital certificate in order to get NoTIER authentication  Each Office: identifier used for the reception and transmission  has its own identifier used for the reception and transmission digital archive of bills and other purchasing documentations  has its own configurations for managing the digital archive of bills and other purchasing documentations

Key points 16 Regional PAs have to use only one semantic and syntactic format NoTIER manages the format convertion issues NoTIER ensures semantic and syntactic interoperability Using PEPPOL specifications for orders, despatch advices and invoices allows to automatically check the mutual validity between eProcurement's electronic records PEPPOL BIS (UBL 2.1) National format (FatturaPA) Toward national market Toward crossborder marketsNOTIER achieves the full interoperability being compliant with PEPPOL transport infrastructure and the national technical requirements

17 Informations and technical specification

Thank you for your attention Intercent-ER Viale A. Moro n – Bologna, Italy Phone number: +39 (0)