e-Request – ITSS II
Supplier portal
DIGIT presentation
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
2
e-Request
Supplier Portal
Introduction
3
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.
4
e-Request
&
e-Procurement
5
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.
6
Functionalities
Pre-Awarding
(not yet covered)
Notification
Post-Awarding
Submission
Awarding
Customer [Purchase to Pay business process]
Requisition
Approval
Request
Purchase
Order
Order
Order
Request
Request
Goods
receipt
Invoice
control
Invoice
payment
Receipt
Receipt
Contract
Catalogue
Catalogue
Catalogue
Invoice
Invoice
Quotation
Quotation
Customer
request
Quotation
Offre
Order
Order
processing
Billing
Payments
Supplier [Order to Cash business process]
7
Project timeline
Q4 2009
Q1 2010
Q2 2010
Q3 2010
Q4 2010
2011
e-REQUEST
e-SOURCING
e-INVOICING
e-FULFILLMENT
e-CATALOGUE
e-ORDERING
e-INVOICING
« Self Service »
(via Supplier Portal)
8
e-Request
Supplier Portal
Objectives & Architecture
9
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)
10
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
11
Architecture …
SUPPLIER PORTAL
CUSTOMER PORTAL
e-PRIOR
• Traceability
• Integrity
• Non-repudiation
• Routing
• Archiving
e-Request
e-Request
e-Invoicing
e-Ordering
EC systems
e-Ordering
Back Office=
ABAC & ABAC ASSETS
e-Invoicing
e-Ordering
Supplier systems
e-Invoicing
Back Office
12
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
14
e-Request
Supplier Portal
Business
15
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
2nd Contractor
3rd Contractor
16
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 multiprofiles (DESIS II requests do)
 1 profile line
17
e-Request
Supplier Portal
Workflow & Roles
18
e-Request Actors
• Customer
 DIGIT, as the organisation that has awarded the ESPITSS 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.
19
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.
20
Existing Workflow (Paper)
Supplier
Commission
REQUEST
Request form +
Technical annex
ACKNOWLEDGEMENT
Reception fax +
receipt confirmation
YES/NO WILLINGNESS
Willingness
Selection & interviews
of candidates
Decision
Request for final offer
PROPOSAL (s)
PROPOSAL ACCEPTANCE
OFFER
Accepted Offer
List of CVs
OFFER ACCEPTANCE
Offer + signed CVs
CLOSE OFFER
21
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
 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.
22
e-Request detailed Electronic
Workflow
next contractor in
cascade
T1
Request
Date
T2
StepStep
2 1
StepStep
3 1
No Y/N
on T2
No CVs
on T3
Y/N Date
T3
StepStep
4 1
Date of List
Presentation
Contractor confirms
Willingness to
offer
Contractor Presents
2 CVs of candidates
DG
DG
DG
T2 ,T3 ,T4 are fixed
CV
acceptance /
refusal date
DG
Accepts / refuses
proposed CVs
DG
Y/N
Contractor
T2 ≥ T1 + 5 working days
Handled manually
by e-request
Contractor
Declare
Decl
Suitability
Suitabilit
y
Contractor
T4
CV2
CV1
form
StepStep
6 1
Contractor
T5
Interview date
DG interviews the
candidates with
accepted CVs
DG
T6
T3 ≥ T2 + 6 working days
=T3 £ T1 + 11 w.days
T4 £ T3 + 5 working days
~T4 £ T1 + 16 w.days
Every CV with
associated declaration
of suitability attached
in e-Request
Arrange interviews
or
Send
DG accepts candidate
Request formal financial
offer for X days service
DG
T7
Send formal
offer
Contractor
T5 £ T4 + 15 working days
~T5 £ T1 + 31 w.days
Contractor
Request
financial
offer
T6 £ T5 + 5 working days
~T6 £ T1 + 36 w.days
Send
Acceptance - Refusal
form within
5 working days after T5
Not handled e-Request
à Warning by e-Request
T8
Establisch
specific
contract
Contractor sends
formal financial offer
for X days
DG Establish dossier
in ABAC ASSETS
FORMS
DG
DG
accept
Accepted
refuse
CV
form
Acceptance–Refusal form
within
2 CVs per request,
X working days after T4
except if 1 CV requested à Warning by e-Request
StepStep
8 1
StepStep
9 1
Probation
Rejection
Candidate
Acceptance /
Refusal date
CV
accept
refuse
form
T4 £ T3 +5
StepStep
7 1
No acceptable
candidate
No acceptable
CV
DG Sends Request
Tech
Anx
Request
StepStep
5 1
Decl
Complianc
e
StepStep
1 1
T9
Start of
execution
Contractor’s provider
starts execution of IT
support service
DG
Formal
Financial
Offer
Probation
Rejection
AAO - DIGIT
AAO - DIGIT
DIGIT-R2
DIGIT A1-SITS
Crosscheck validity
DIGIT-R2
DIGIT A1-SITS
Crosscheck validity
Attach CV & Decl of
compliance to AAF
E-Request forwards to AAF
Contractor
If within T9 + 10 working
days, level or capabilities
prove to be insufficient
Attach
CV of accepted candidate
Declaration of compliance
Handled manually
23
e-Request Electronic 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)
24
Supplier to Customer documents
• Formal documents linked to the request
process
• Additional documents (Ad Hoc)
 Manually created and sent when needed
25
e-Request
Supplier Portal
Access to the application
26
e-Request: Access
• 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-ITSS-TM@ec.europa.eu;
 Another verification occurs at European Commission
level.
27
Supplier Portal: Welcome Page
28
e-Request
Supplier Portal
Presentation of the
application
29
e-Request: Home Page
30
e-Request: Mailbox
1.
Supplier Portal Banner
2.
Mailbox window
3.
Supplier Portal footer
4.
Mailbox tabs (access to
views)
5.
Mailbox Filter area
31
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
32
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.
33
e-Request: Workflow Steps & Icons
34
e-Request: Document Identification
In the application, each document has an unique
identification number.
1. Request ID
1.
2.
3.
4.
Request number
Legal Entity of the supplier
Document type (request)
Round number
2. Other document ID
1. Request ID
2. Document type
3. Document sequence number
35
e-Request: Document Structure
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
36
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
37
e-Request: Next Document Bar
• Shows which document you need to create
next in the workflow.
• If several documents can be created, the dropdown 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"
38
e-Request
Supplier Portal
Step by Step Demo …
Example "Time & Means"
39
Step Step
2 1
e-Request: Check the Inbox
1.
2.
3.
4.
5.
Check the Inbox
Acknowledgement
Willingness (Yes/No)
Create/send Proposal
Create/send Offer
• 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
40
Step Step
2 1
e-Request: Check the Inbox
1.
2.
3.
4.
5.
Check the Inbox
Acknowledgement
Willingness (Yes/No)
Create/send Proposal
Create/send Offer
• At opening of the initial request, an automatic
acknowledgement receipt is sent to the Customer.
41
Step Step
2 1
Willingness (Yes/No)
1.
2.
3.
4.
5.
Check the Inbox
Acknowledgement
Willingness (Yes/No)
Create/send Proposal
Create/send Offer
• Deadline for the "Willingness" procedure is
displayed in:
 the "Next Action" column of the mailbox
42
Step Step
2 1
Willingness: Create & Send
1.
2.
3.
4.
5.
Check the Inbox
Acknowledgement
Willingness (Yes/No)
Create/send Proposal
Create/send Offer
• Click Create in the “Next document” bar
• Choose "Yes" / "No" + Send
43
Step Step
2 1
Save, Send, Close buttons
1.
2.
3.
4.
5.
Check the Inbox
Acknowledgement
Willingness (Yes/No)
Create/send Proposal
Create/send Offer
• 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.
44
Step Step
2 1
Willingness Scenarios
1.
2.
3.
4.
5.
Check the Inbox
Acknowledgement
Willingness (Yes/No)
Create/send Proposal
Create/send Offer
 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.
45
Step Step
3 1
Proposal
1.
2.
3.
4.
5.
Check the Inbox
Acknowledgement
Willingness (Yes/No)
Create/send Proposal
Create/send Offer
• Deadline for the "proposal" (CV's) procedure is
displayed in:
 The "Next Action" column of the mailbox
 The request details "Time line"
46
Step Step
3 1
Proposal: Create
1.
2.
3.
4.
5.
Check the Inbox
Acknowledgement
Willingness (Yes/No)
Create/send Proposal
Create/send Offer
• Click Create in the “Next document” bar
47
Step Step
3 1
Proposal: Create
1.
2.
3.
4.
5.
Check the Inbox
Acknowledgement
Willingness (Yes/No)
Create/send Proposal
Create/send Offer
• 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;
Click the "Add candidate" button to
add candidates & CVs
48
Step Step
3 1
Proposal: Add Candidates
1.
2.
3.
4.
5.
Check the Inbox
Acknowledgement
Willingness (Yes/No)
Create/send Proposal
Create/send Offer
Click to add attachments
Mandatory attachments: CV +
declaration of suitability per
candidate (PDF or TIF)
49
Step Step
3 1
Proposal: Send
1.
2.
3.
4.
5.
Check the Inbox
Acknowledgement
Willingness (Yes/No)
Create/send Proposal
Create/send Offer
Edit / delete
candidate details &
attachments
Add / remove document
attachments
Sends the proposal to
the Customer
50
Step Step
3 1
Proposal scenarios
1.
2.
3.
4.
5.
Check the Inbox
Acknowledgement
Willingness (Yes/No)
Create/send Proposal
Create/send Offer
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.
51
StepStep
4 1
Arrange interviews (Optional)
• Reception of "Customer Additional Info" with the
details of the interviews
52
Step Step
5 1
Interviews
• Interviews of the candidates are not handled in
e-Request.
StepStep
6 1
• Candidate acceptance and formal offer request
by the Customer.
53
StepStep
7 1
The Offer
1.
2.
3.
4.
5.
Check the Inbox
Acknowledgement
Willingness (Yes/No)
Create/send Proposal
Create/send Offer
• 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
54
StepStep
7 1
The Offer
1.
2.
3.
4.
5.
Check the Inbox
Acknowledgement
Willingness (Yes/No)
Create/send Proposal
Create/send Offer
• Open the "Proposal Acceptance" document
55
StepStep
7 1
Preparation of the Offer
1.
2.
3.
4.
5.
Check the Inbox
Acknowledgement
Willingness (Yes/No)
Create/send Proposal
Create/send Offer
• Click Create to prepare the offer.
Add "Offer Reference" &
"Validity Date"
Add "Daily Price" or/and change
any other field
56
StepStep
7 1
Add Formal Offer
1.
2.
3.
4.
5.
Check the Inbox
Acknowledgement
Willingness (Yes/No)
Create/send Proposal
Create/send Offer
Click "Add Attachment" to annex the
signed offer (.PDF)
Sends the offer to the
Customer
57
StepStep
7 1
Offer scenarios
1.
2.
3.
4.
5.
Check the Inbox
Acknowledgement
Willingness (Yes/No)
Create/send Proposal
Create/send Offer
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.
58
e-Request
Supplier Portal
Ad Hoc Documents
59
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.
• 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.
60
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
61
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".
62
e-Request
Supplier Portal
What's next ?
Benefits …
63
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
64
In case of problems/issues/questions
• Concerning application issues or questions:
ec-central-helpdesk@ec.europa.eu
• Concerning Procedural questions (establishment of
the Specific Contract):
DIGIT-ITSS-TM@ec.europa.eu
• Concerning Contractual questions (on the
Framework Contract modalities):
DIGIT-contracts-info-centre@ec.Europa.Eu
• Support and Documentation Website:
•
http://ec.europa.eu/dgs/informatics/supplier_portal/inde
x_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...
65
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)
66
Thank you for
your attention
67
Questions
& ANSWERS
68