DIGIT presentation e-Request – ITSS II Supplier portal

DIGIT presentation

e-Request – ITSS IISupplier portal

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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

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e-RequestSupplier Portal

Introduction

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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.

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e-Request& e-Procurement

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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.

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Functionalities

Customer [Purchase to Pay business process]

Supplier [Order to Cash business process]

Invoice control

Invoicepayment

PaymentsOrder Order processing

Billing

Invoice

Purchase Order

Order

Customer

request

QuotationOffre

Quotation

Requisition Approval Request

Request

Catalogue

Catalogue

Goods receipt

Receipt

Pre-Awarding (not yet covered) Notification Submission Awarding

Post-Awarding

CatalogueCatalogue

RequestRequest OrderOrder

InvoiceInvoiceQuotationQuotation

ReceiptReceipt

Contract

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Project timeline

Q4 2009 Q1 2010 Q2 2010 Q3 2010 Q4 2010 2011

e-INVOICING

e-REQUEST

e-ORDERING

e-CATALOGUE

e-FULFILLMENT

e-SOURCING

e-INVOICING

« Self Service »

(via Supplier Portal)

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Objectives & Architecture

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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)

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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

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Architecture …

SUPPLIER PORTAL CUSTOMER PORTALe-PRIOR

e-Invoicing

e-Ordering

e-Ordering

e-Request 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

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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

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Business

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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 Contractor 3rd Contractor2nd Contractor

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ITSS II Business …

• Request types: 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

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Workflow & Roles


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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.

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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.

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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

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e-Request ElectronicElectronic 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.

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DG

DG accepts candidate-

Request formal financial offer for X days service

Contractor

T6

Candidate Acceptance / Refusal date

accept refuseform

Request financial offer

next contractor in cascade

T2 ≥ T1 + 5 working days T3 ≥ T2 + 6 working days =T3 £ T1 + 11 w.days

Every CV with associated declaration of suitability attached in e-Request

2 CVs per request, except if 1 CV requested

T4 £ T3 + 5 working days ~T4 £ T1 + 16 w.days

Arrange interviews orSendAcceptance–Refusal form withinX working days after T4à Warning by e-Request


Attach CV & Decl of compliance to AAF

No Y/N on T2

No CVs on T3

No acceptable CV

No acceptable candidate

Step 1Step 1Step 1

T2 ,T3 ,T4 are fixed

Step 1Step 1Step 2 Step 1Step 1Step 9Step 1Step 1Step 8Step 1Step 1Step 6Step 1Step 1Step 5Step 1Step 1Step 4Step 1Step 1Step 3

DG

DG Sends Request

Contractor

Tech Anx

Request form

T1Request

Date

DG

Contractor Presents 2 CVs of candidates

Contractor

T3 Date of List Presentation

CV2

Dec

lS

uita

bilit

y

CV1

Dec

lare

Su

itabi

lity

DG

DGAccepts / refuses

proposed CVs

Contractor

T4

CV acceptance / refusal date

CVaccept refuseform

T4 £ T3 +5

DG

DG interviews the candidates with accepted CVs

Contractor

T5 Interview date


SendAcceptance - Refusal form within5 working days after T5

à Warning by e-Request

DG

DG Establish dossier in ABAC ASSETS

FORMS

AAO - DIGIT

T8

Establisch specific contract

DIGIT-R2DIGIT A1-SITSCrosscheck validity

DG

Contractor’s provider starts execution of IT

support service

Contractor

T9Start of execution

Probation Rejection

If within T9 + 10 working days, level or capabilities prove to be insufficient

AttachCV of accepted candidateDeclaration of compliance

Probation Rejection

Handled manuallyby e-request E-Request forwards to AAF Handled manuallyNot handled e-Request

DG

Contractor confirms Willingness to

offer

ContractorY/N

T2 Y/N Date

Step 1Step 1Step 7

DG

Contractor sends formal financial offer

for X days

AAO - DIGIT

T7Send formal

offer

Formal Financial Offer

DIGIT-R2DIGIT A1-SITSCrosscheck validity

Accepted CV

Dec

lC

omp

lianc

e

e-Request detailed ElectronicElectronic Workflow

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e-Request ElectronicElectronic 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)

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• Formal documents linked to the request process

• Additional documents (Ad Hoc)

Manually created and sent when needed

Supplier to Customer documents

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Access to the application


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• How to access the application ? Supplier Portal URL:

https://webgate.ec.europa.eu/supplier_portal Prerequisite 1: ECAS login + passwordPrerequisite 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 [email protected];

Another verification occurs at European Commission level.

e-Request: Access

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Supplier Portal: Welcome Page

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Presentation of theapplication


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e-Request: Home Page

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1. Supplier Portal Banner

2. Mailbox window

3. Supplier Portal footer

4. Mailbox tabs (access to

views)

5. Mailbox Filter area

e-Request: Mailbox

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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

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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.

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e-Request: Workflow Steps & Icons

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1. Request ID

1. Request number2. Legal Entity of the supplier3. Document type (request)4. Round number

2. Other document ID

1. Request ID2. Document type3. Document sequence number

e-Request: Document Identification

In the application, each document has an unique identification number.

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1. Document headera) 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

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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

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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"

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Step by Step Demo …Example "Time & Means"


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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 Inbox2. Acknowledgement3. Willingness (Yes/No)4. Create/send Proposal5. Create/send Offer

Step 1Step 1Step 2

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• At opening of the initial request, an automatic acknowledgement receipt is sent to the Customer.

e-Request: Check the Inbox


Step 1Step 1Step 2

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Willingness (Yes/No)

• Deadline for the "Willingness" procedure is displayed in: the "Next Action" column of the mailbox


Step 1Step 1Step 2

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Willingness: Create & Send

• Click Create in the “Next document” bar

• Choose "Yes" / "No" + Send


Step 1Step 1Step 2

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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.


Step 1Step 1Step 2

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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.


Step 1Step 1Step 2

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Proposal

• Deadline for the "proposal" (CV's) procedure is displayed in: The "Next Action" column of the mailbox

The request details "Time line"


Step 1Step 1Step 3

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• Click Create in the “Next document” bar

Proposal: Create


Step 1Step 1Step 3

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• 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 Inbox2. Acknowledgement3. Willingness (Yes/No)4. Create/send Proposal5. Create/send OfferProposal: Create

Step 1Step 1Step 3

Click the "Add candidate" button to add candidates & CVs

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Proposal: Add Candidates


Click to add attachments

Mandatory attachments: CV + declaration of suitability per candidate (PDF or TIF)

Step 1Step 1Step 3

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Proposal: Send

Add / remove document

attachments

Edit / delete candidate details

& attachments


Sends the proposal to the Customer

Step 1Step 1Step 3

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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 scenarios1. Check the Inbox2. Acknowledgement3. Willingness (Yes/No)4. Create/send Proposal5. Create/send Offer

Step 1Step 1Step 3

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• Reception of "Customer Additional Info" with the details of the interviews

Arrange interviews (Optional)Step 1Step 1Step 4

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Interviews

• Interviews of the candidates are not handled in e-Request.

• Candidate acceptance and formal offer request by the Customer.

Step 1Step 1Step 5

Step 1Step 1Step 6

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• 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


Step 1Step 1Step 7

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• Open the "Proposal Acceptance" document

The Offer


Step 1Step 1Step 7

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• Click Create to prepare the offer.

Preparation of the Offer


Add "Offer Reference" & "Validity Date"

Add "Daily Price" or/and change any other field

Step 1Step 1Step 7

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Click "Add Attachment" to annex the signed offer (.PDF)

Add Formal Offer


Step 1Step 1Step 7

Sends the offer to the Customer

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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 scenarios1. Check the Inbox2. Acknowledgement3. Willingness (Yes/No)4. Create/send Proposal5. Create/send Offer

Step 1Step 1Step 7

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Ad Hoc Documents

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Sending ad hoc documentsThe 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.

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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

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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".

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What's next ?Benefits …

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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

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In case of problems/issues/questions• Concerning application issues or questions:

[email protected]

• Concerning Procedural questions (establishment of the Specific Contract):[email protected]

• Concerning Contractual questions (on the Framework Contract modalities):[email protected]

• 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, role & details, request number, workflow step, language used, last action done before issue (+screenshot), error message (+screenshot), detailed issue, description...

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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)

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Thank you for your attention

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Questions

& ANSWERS