Supplier Portal e-Request DIGIT presentation. 2 Agenda Introduction Objectives e-Request Architecture e-Request Business Supplier Portal e-Request: Actors

Supplier Portale-Request

DIGIT presentation

2

Agenda

• Introduction

• Objectives

• e-Request Architecture

• e-Request Business

• Supplier Portal e-Request: Actors & Roles

• Supplier Portal e-Request: Standard Workflow

• Access to the application

• Presentation of the application GUI

• Step-by-Step Demo

• Planning, URL …

• Q&A and Conclusion

3

Supplier Portal e-Request

Introduction

4

Introduction

• 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.

5


e-Procurement & e-Request

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

Invoicepayment

Payments

Contract

Order Order processing

Billing

Invoice

Purchase Order

Order

Customer

request

Quotation(Price Offer)

Quotation

Requisition(Local)

Approval Request(Central)

Request

e-Catalogue

Catalogue

Goods receipt

Receipt

Pre-Awarding (not yet covered) Notification Submission Awarding

Post-Awarding

8

Project timeline

Q4 2009 Q1 2010 Q2 2010 Q3 2010 Q4 2010 2011

e-INVOICING

e-REQUEST

e-ORDERING

e-CATALOGUE

e-FULFILLMENT

e-QUOTATION

e-Procurement & e-Request …

9


Objectives & Architecture

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)

13

e-PRIOR Interoperability Platform

Consortium of suppliers

Supplier 1

Supplier 2

Supplier 3

Supplier …

Service provider

Back Office

e-PRIOR

Supplierportal:E-Request

e-REQUEST

e-INVOICINGe-INVOICING

Traceability

Integrity

Non-repudiation

Routing

Archiving

EC

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

15


Business

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 Contractor2nd Contractor

17

Business …• Request types:

Time & means

Fixed price

Quoted time & means

Extensions

• Request procedures - support of:

1st round with cascade (3 suppliers)

2nd round with cascade (3 suppliers)

Create a new request

• A request "can" support multi-profiles

18


Actors & Roles

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.

21


e-Request Workflow

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


Access to the application

27

• 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.

Supplier portal: Access

28

Supplier Portal: Welcome Page

29


Presentation of theapplication

30

e-Request: Home Page

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.

34

e-Request: Workflow Steps & Icons

35

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.

36

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

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


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 Inbox1. Check the Inbox2. Acknowledgement3. Willingness (Yes/No)4. Create/send Proposal5. Create/send Offer

41

• The 1st time the supplier opens a request, an automatic acknowledgement receipt is sent to the Customer.

Acknowledgment1. Check the Inbox2. Acknowledgement3. Willingness (Yes/No)4. Create/send Proposal5. 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 Inbox2. Acknowledgement3. Willingness (Yes/No)4. Create/send Proposal5. Create/send Offer

43

• Click Create in the “Next document” bar

• Choose "Yes" / "No" + Send

Willingness: Create & Send1. Check the Inbox2. Acknowledgement3. Willingness (Yes/No)4. Create/send Proposal5. 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 Inbox2. Acknowledgement3. Willingness (Yes/No)4. Create/send Proposal5. Create/send OfferWillingness Scenarios

45

Save, Send, Close buttons

The Save button:Stores the current dataAllows to Close the document and finalise the input later.

Saved documents are listed in the In preparationmailbox

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

Proposal1. Check the Inbox2. Acknowledgement3. Willingness (Yes/No)4. Create/send Proposal5. Create/send Offer

47

• Click Create in the “Next document” bar

Proposal: Create1. Check the Inbox2. Acknowledgement3. Willingness (Yes/No)4. Create/send Proposal5. Create/send Offer

48

• Type the supplier’s 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 Inbox2. Acknowledgement3. Willingness (Yes/No)4. Create/send Proposal5. Create/send OfferProposal: 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


Click the "Add candidate" button to add candidates for the selected profile request

Proposal: Add Candidates

50

Proposal: Add Candidates1. Check the Inbox2. Acknowledgement3. Willingness (Yes/No)4. Create/send Proposal5. 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


52

Proposal: Send



Edit or delete candidate details


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

55

• Search for the "Proposal Acceptance" in the Inbox

The Offer1. Check the Inbox2. Acknowledgement3. Willingness (Yes/No)4. Create/send Proposal5. Create/send Offer

56

• Open the Proposal Acceptance document

• Click Create in the “Next document” bar to prepare the offer.

The Offer: Create1. Check the Inbox2. Acknowledgement3. Willingness (Yes/No)4. Create/send Proposal5. 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: Create1. Check the Inbox2. Acknowledgement3. Willingness (Yes/No)4. Create/send Proposal5. Create/send Offer

58

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

The Offer: Change Details1. Check the Inbox2. Acknowledgement3. Willingness (Yes/No)4. Create/send Proposal5. Create/send Offer

59

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

The Offer: Add Formal Offer1. Check the Inbox2. Acknowledgement3. Willingness (Yes/No)4. Create/send Proposal5. Create/send Offer

Select the scanned version of the signed offer & select "Formal Offer"

60

The Offer: Send




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

62


Ad Hoc Documents

63

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.

• 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


What's next ?Benefits …

66

e-Request: what’s 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:

[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.htmPlease 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)

69

Thank you for your attention

70

Questions

& ANSWERS