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Study on the use of electronic catalogues in the field of electronic public procurement DG Internal Market. IDABC eProcurement Working Group 22/06/06 Brussels. Elias Lizardos. Presentation Agenda. Project objectives Project execution Preliminary analysis conclusions - PowerPoint PPT Presentation
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IDABC eProcurement Working GroupIDABC eProcurement Working Group22/06/0622/06/06BrusselsBrussels
Elias LizardosElias Lizardos
Study on the use of electronic catalogues in the Study on the use of electronic catalogues in the field of electronic public procurementfield of electronic public procurement
DG Internal MarketDG Internal Market
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22/06/06
Presentation AgendaPresentation Agenda
Project objectivesProject executionPreliminary analysis conclusionseProcurement standardisation initiativesYour input
Project ObjectivesProject Objectives
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Project ObjectivesProject Objectives
To study EU eCatalogue initiatives and deduce re-usable concepts, operational elements, and technical implementations, also establishing core set of data to be included in eCatalogue messages
To summarise current Standardization Activities on eProcurement, in particular with regard to usage of eCatalogues in Public eProcurement
To suggest Legal, Functional and Technical Requirements for setting the conditions under which eCatalogues may constitute a valid offer in an electronic public procurement procedure
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Where could an eCatalogue be used as a tender?Where could an eCatalogue be used as a tender?
Repetitive purchasesFramework Agreements (with or without re-opening competition)Dynamic Purchasing Systems
Individual contractsUnder specific conditions, they could form valid tenders
A tender submitted by a tenderer in particularly when competition has been reopened under a framework agreement or where a dynamic purchasing system is being used, may take the form of that tenderer’s electronic catalogue, if the latter uses the means of communication chosen by the Contracting Authority in accordance with Article 42.
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What is an eCatalogue?What is an eCatalogue?
eCatalogue as an offer:Constitutes electronic documents provided by suppliers, which form valid tendersContains price and product descriptionTo be treated as any other tender document, respecting principles of the EU Directives on public procurement, such as:
Equal treatment (all suppliers should be able to submit eCatalogues)Confidentiality (information in eCatalogues should be confidential and available only to the supplier and the Contracting Authority)Effectiveness (eCatalogues should be valid for a specific call for tenders and binding to the supplier)
eCatalogue as a management system:Constitutes electronic management system of the buyer, for handling Framework AgreementsStores and presents products and price listsManages contracts, based on awarded call for tendersCan be integrated with an eProcurement system
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Phases where eCatalogues can be usedPhases where eCatalogues can be used
eInvoicing
ePayment
eOrdering
eContracting
eTendering
eAwarding
eNotification
Focus on eCatalogues as offers (prospectus)
Consider the “pre-awarding” phasedefinitionsubmissionevaluationcomparison
Project ExecutionProject Execution
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State of the Art
Project ActivitiesProject Activities
Perform analysis on existing EU eCatalogue projects, for identifying:
relevant Member States initiativestypes, practices and their usageadvantages, disadvantages, and pioneering conceptsneeds and difficultiesrequirements and commonalitiesbest practices
The State of the Art will provide input to the Functional Requirements document
STAT
E OF
TH
E AR
T
STAN
DARD
IZAT
ION
INIT
IATI
VES
FUNC
TIO
NAL
REQ
UIRE
MEN
TS
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Standardisation Initiatives
Project ActivitiesProject Activities
Activities of European and International Standardisation Bodies (CEN/ISSS, UN/CEFACT, OASIS)Presentation of such organisations, including organisation, structure, teams and leadersOrganisation requirements for participating in their activitiesMain standardisation activities in Member States in the context of eProcurementComplementarities, synergies and overlapping of the different standardisation activities
The Standardisation Initiatives report will provide input to the Functional Requirements document
STAT
E O
F TH
E AR
TST
ANDA
RDIZ
ATIO
N IN
ITIA
TIVE
S
FUNC
TIO
NAL
REQ
UIRE
MEN
TS
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Functional Requirements
Project ActivitiesProject Activities
Reference to relevant EU legislation on public procurementIdentify the legal requirements, also comprising the intended use of eCatalogues in the context of eProcurementDefine operational interoperable functional requirements Describe relevant standards and technical requirementsProvide recommendationsList of open issues, relevant for further analysis / standardisationProvide update on Preliminary report including UML analysis (use cases, activity diagrams)
STAT
E O
F TH
E AR
TST
ANDA
RDIZ
ATIO
N IN
ITIA
TIVE
SFU
NCTI
ONAL
RE
QUIR
EMEN
TS
Preliminary Analysis ConclusionsPreliminary Analysis Conclusions
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Overview of current situation in the public sector
Preliminary analysis conclusionsPreliminary analysis conclusions
eCatalogues commonly not used to form tendersPrimary operation of eCatalogues is for populating marketplacesMore focus on eCatalogue systems rather than on eCatalogues as valid offersAdvanced eCatalogue systems integrated with other eProcurement modules, such as eOrdering and eInvoicingMainly used for below threshold contractsDiversity of eCatalogue technical standardsDiversity of product classification standardsOperation and maintenance of eCatalogue systems is commonly outsourced
OASI
S PU
BLIC
SEC
TOR
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Overview of current situation in the private sector
Preliminary analysis conclusionsPreliminary analysis conclusions
Primary objective is to achieve “straight-through” processingMain focus of eProcurement systems is on eOrdering, eContracting, eFulfillment, eInvoicing, eInformationConformity in usage of standards across the same industry (for instance, eCl@ss in the German automobile industry)Main obstacles (not relevant to Member States):
worldwide presence of buyers with differentiated needscomplex and diverse ERP systemsOA
SIS
PRIV
ATE
SECT
OR
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Preliminary analysis conclusionsPreliminary analysis conclusionsLE
GAL
ASPC
TED
Area to consider Explanation
Authentication Consider prerequisites for user authentication
Classification Schemes Consider classification schemes to use for effective description of products in eCatalogues
Integration to Supplier Website (Punch-Out)
Consider how eCatalogues can be updated, reducing to the minimum the necessary effort for suppliers, preserving the EU principles
Catalogue Management Consider processes to be followed for eCatalogue format definition, and eCatalogue creation, validation, maintenance, etc
Evaluation of electronic CataloguesConsider processes and conditions to be met for the evaluation of eCatalogues pre and post awarding (evaluation committee vs. one-person decisions)
Order through eCatalogueConsider when and under which conditions eOrdering should be possible through an eCatalogue, and by whom (snapshot or “frozen” state for ordering)
Areas to be considered for functional requirements
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Preliminary analysis conclusionsPreliminary analysis conclusionsFU
NCTI
ONAL
ASP
ECTS
Area to consider Explanation
Processes Consider functional aspects for the creation and updating of eCatalogue, and their practical usage (search, compare, etc)
Security Consider functional aspects for user authentication, and eCatalogue submission, opening, storage, etc
InteroperabilityConsider functional aspects for increasing the interoperability of eCatalogue (cross-platform, cross-border, semantic/technical interoperability, etc)
Support of Location Consider multiple currency, multilingualism, eCatalogue presentation
Catalogue Access Consider user roles and who should have access to which eCatalogue and when
Product Information Consider which is the minimum information an eCatalogue should have for adequately describing products and prices
Content Verification
Consider how content verification and quality can be assured for eCatalogue, in the pre-awarding phase (content cannot be opened/verified before the opening of tenders)Consider business (content) and technical (format) verification is practically used. Identify requirements.
Areas to be considered for functional requirements
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Preliminary analysis conclusionsPreliminary analysis conclusionsTE
CHNI
CAL
ASPE
CTS
Areas to consider Explanation
Data Storage Consider the storage of the catalogue information describing products and prices in the catalogue system
Data Exchange Consider message exchange standards for ensuring equality of treatment, confidentiality and technical-interoperability
Format Conversion Consider message formatting standards for minimising needs for format conversion and ensuring semantic-interoperability
Areas to be considered for functional requirements
eProcurement StandardisationeProcurement Standardisation InitiativesInitiatives
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Standardisation Bodies
eProcurement Standardisation InitiativeseProcurement Standardisation Initiatives
OASIS: Organisation for the Advancement of Structured Information Standards
UN/CEFACT: United Nations / Center for Trade Facilitation and Electronic Business
CEN/ISSS: European Committee for Standardisation (Comité Européen de Normalisation)/Information society standardisation system
ECCMA: Electronic Commerce Code Management Association
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Organisation for the Advancement of Structured Information Standards
eProcurement Standardization InitiativeseProcurement Standardization Initiatives
DescriptionA not-for-profit global consortium Founded in 1993 More than 5,000 participants Supported by many industries (IBM, EDS, SAP, Sun Microsystems, etc.)
Mission Development, Convergence & Adoption of e-Business Standards
Activity FocusDevelopment of standards related to Web services, Security, Ecommerce, EProcurement
Milestones in the area of eProcurementElectronic Business eXtensible Markup Language (ebXML) (with the cooperation of UN/CEFACT)Universal Business Language (UBL 0.7 and UBL 1.0)
Ongoing Activities Proceeds with UBL 2.0 completion
OASI
S OA
SIS
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Centre for Trade Facilitation and Electronic Business
eProcurement Standardization InitiativeseProcurement Standardization Initiatives
DescriptionOperates under the supervision of the United Nations Economic Commission for Europe (UN/ECE)
Mission Facilitation & improvement of trade and eBusiness transactions at an international level
Activity FocusSimplification and harmonisation of processes, procedures and information flows / UN/CEFACT Standards consist in business or technical specifications
Milestones in the area of eProcurementInternational standard for electronic data interchange (EDIFACT)Electronic Business eXtensible Markup Language (ebXML) (with the cooperation of OASIS)
Ongoing Activities Business Requirements Specifications (BRS) & Requirements Specifications Mapping (RSM) for eCatalogues with the cooperation of CEN/ISSS (Sept.2006)
Harmonisation integration of OASIS UBL 2.0 with UN/CEFACT
UN/C
EFAC
T
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CEN Information Society Standardization System
eProcurement Standardization InitiativeseProcurement Standardization Initiatives
DescriptionOperated within CEN - “European Entry point” of UN/CEFACTCreated in 1997
Mission Provide comprehensive and integrated range of standardization-oriented ICT services and products, for the success of the Information Society in Europe
FocusUse and promotion of Information Technologies (interface and establish partnerships with EU and National regulatory authorities
Milestones in the area of eProcurementeProcurement Workshop (WS/ePRO) - promotion of interoperable eProcurement solutions based on international standards - published in February 2005
Ongoing Activities European e-Business Interoperability Forum (eBIF) WorkshopWorkshop on multilingual eCataloguing & eClassification in eBusiness (eCAT)eBusiness Board for European Standardization (eBES) WorkshopeInvoicing Workshop
CEN/
ISSS
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Electronic Business XML (ebXML) or ISO/TS 15000
eProcurement Standardization InitiativeseProcurement Standardization Initiatives
DescriptionInitiative from OASIS and UN/CEFACT for providing an open XML-based infrastructure enabling the global use of electronic business information in an interoperable, secure and consistent manner by all parties
StructureebXML framework is divided into:
Business Operational View (BOV)The semantics of business data in transactions and associated data interchangesThe architecture for business transactions, including
Operational conventionsAgreements and arrangementsMutual obligations and requirements
Functional Service View (FSV)Functional capabilitiesBusiness Service InterfacesProtocols and Messaging Services
ebXM
L
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RegistryRepositoryRegistry
Application
Business Service
Interface
Register/discover
Application
eProcurement Standardization InitiativeseProcurement Standardization Initiatives
Business Process
Business Documents
Business Objects
Core Component
s
Partner Profile
Partner Profile
Business Process and Information Model
ebXM
L
Business Service
Interface
ebXML Architecture
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Universal Business Language (UBL)
eProcurement Standardization InitiativeseProcurement Standardization Initiatives
DescriptionAn extensible interchange format for business documents that covers all industry & electronic \business sectors
Based on xCBL3 Developed by OASIS UBL Technical Committee (TC) in 2003Developed with the input of various industry data standards organization Built according to ebXML CCTS v.2.01
Aim: To enables interoperability among different XML vocabularies UBL 1.0: Comprises business documents covering the purchasing phase (order & pay) of eBusiness procedure
Key Points: As a single syntax facilitates integration process and lowers implementation costsEnables SMEs enter into the eBusiness transactions processContribution by IDABC
UBL
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Universal Business Language 2.0
eProcurement Standardization InitiativeseProcurement Standardization Initiatives
DescriptionTo be made public and accepted as OASIS Standard by September 2006Planned to be adopted by UN/CEFACT after its finalizationThe UBL 2.0 documents and library are designed to support a typical sourcing-to-payment procurement cycleUBL 2.0 introduces new document types for the pre-ordering, post-invoice phase, and international shipping. The following table represents UBL document types categorized according to the eProcurement phase they belong to.
Sourcing Ordering & Invoicing Post-Invoice International Shipping
Request for Catalogue Order Credit Note Bill of Lading
Reject Request for Catalogue OrderResponse Account Response Waybill
Catalogue OrderResponseSimple Self-billed Invoice Forwarding Instruction
Catalogue Replacement OrderChange Self-billing Credit Note Certificate of Origin
Catalogue Deletion OrderCancellation Debit Note
Catalogue Item Update DespatchAdvice Remittance Advice
Catalogue Pricing Update ReceiptAdvice Statement of Account
Negative Receipt Invoice
Positive Receipt
Request for Quotation
Quotation
UBL
2.0
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Electronic Commerce Code Management Association (ECCMA)
eProcurement Standardization InitiativeseProcurement Standardization Initiatives
DescriptionA non-profit trade association for electronic commerce Established in 1993
Mission The development and maintenance of international open standard dictionaries for the consistent labelling of information
Activity Focus Development of Open Source cataloguing tools and quality improvement and cost
reduction of cataloguing
Milestones in the area of eProcurementElectronic Open Technical Dictionary (eOTD)eOTD Open Source Catalog Builder, eOTD Open Source Query Builder, Open XML Catalog Syntax
Ongoing Activities Harmonization of eOTD with ISO standards
ECCM
A
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EU Member States Activities
eProcurement Standardization InitiativeseProcurement Standardization Initiatives
Northern European UBL 2.0 Subset Working Group (Denmark, Norway, Sweden, Finland)
UK OGC has developed “eProcurement Functional Requirements Specification v.4.0”
Norway has developed “Platform independent model, Product catalogue and maintenance” : Describes business processes that Ehandelsprogrammet followed for the establishment & maintenance of catalogues on the Marketplace ehandel.no
The Danish Ministry of Science, Technology and Innovation has hosted a range of international workshop on e-catalogues & Prepares proposals to UBL / Has adopted UBL 0.7
German-speaking countries adopt BMEcat catalogue-exchange standard
ECCM
A
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eProcurement Standardization InitiativeseProcurement Standardization InitiativesSynopsis of Product Classification & Description Standards Attributes
SYNOPSIS OF MAIN CLASSIFICATION SYSTEMS CHARACTERISTICSClassification
Systems CPV eOTD UN/SPSC eCl@ss NCS
Responsible Organization
EU Commission ECCMA UNDP Cologne Institute for Business
Research
NATO
Geographical Focus Europe / Implied by European law
Global GlobalCross-Industry
Global /Mainly German-
speaking countries
GlobalDesigned to meet
the needs of NATOOpen Source & Open Standard
No /Available for free
Yes / Available for Free
Yes / Available for free
Yes / Available for free
No
Hierarchy Levels ++ +++ +++ +++ ++
Frequency of Updates
Less than once a year
Monthly Often One major & one minor a year
Bi-monthly
Multilingualism 20 Official EU Languages
EN, FR, ES, PL, DE, NL, CS
EN, FR, ES, PT, DE, IT, DA, NL,
Korean, Japanese, Chinese
Further on demand
DE, EN, FR, ES, IT, Chinese
Multilingual
Integration of Attributes
No Yes No Yes Yes
Terminology & Synonyms
No Synonyms No Synonyms Synonyms
Stan
dard
s fo
r Cla
ssifi
catio
n &
Desc
riptio
n
Your input for this Study Your input for this Study
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Your input for this StudyYour input for this Study
Your input is inputYour current systems utilising any form of eCatalogues and computerisation of public procurement in general:
Usage of eCatalogues (above/below threshold, who has access, etc)Processes for defining, creating, maintaining eCatalogueseCatalogue messages formateCatalogue messages exchangeProduct classification used in your eCatalogues
Your current / planned initiatives on eCataloguesYour needs and requirements for eCatalogue messages and eCatalogue systemsThe issues you have identified/encountered on utilising eCataloguesYour plans for growing the usage of eCatalogues (supplier adoption)
Contact us at: [email protected]
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Questions to cover legal, functional and technical aspects
Your input for this StudyYour input for this Study
Are there specific legal requirements for the IT security to be used for electronic tenders submission (or exchange of confidential data in general), such as digital certificates?In which public procurement procedures do you (or are you planning to) use eCatalogues?Is there a supplier adoption programme for the utilisation of electronic catalogues?What are the main obstacles in the use of eCatalogues as valid offers?What are the main obstacles in establishing (or improving) your eCatalogue system?What is the core (minimum set of) data that should be included in an eCatalogue offer?What eCatalogue formatting standards are used (or are more appropriate) for your (current or future) eCatalogue system?
TOPI
CS T
O AD
DRES
S