8th EXPP Summit 2012

From e-Invoicing

to the full e-Procurement chain

Mr. Angelo TOSETTI

Head of Unit, Information systems for Policy support, Grant Management and

e-Procurement

DG for Informatics, European Commission

e-Procurement roll out in the European Commission

e-Procurement: political context

Digital Agenda for Europe ICT-enabled benefits for EU society Action 88: Create and implement an ambitious eCommission 2011-2015 action plan. Lead by example on open and transparent eGovernment by creating in 2010 and implementing an ambitious eCommission 2011-2015 action plan, including full electronic procurement.

Granada Ministerial Declaration on the European Digital Agenda Digital Single Market Stimulate cross-border e-commerce by the promotion, and government adoption, of interoperable e-procurement, e-invoicing and e-payment systems based on open and flexible technologies. Embed innovation and cost effectiveness into eGovernment through the systematic promotion of open standards and interoperable systems, development of EU wide e-authentication schemes and proactive development of e-invoicing, e-procurement…

COMMUNICATION FROM THE COMMISSION (2012) A strategy for e-procurement The Commission has put forward an ambitious but realistic proposal to modernise the EU's public procurement legal framework as foreseen in the 2011 Single Market Act. One objective of these proposals is to achieve a full transition to e-procurement in the EU by mid-2016. … KEY ACTIONS: (…) (13) European Commission to implement full e-procurement by mid-2015 (one year before the deadline for Member States) (14) European Commission to make its e-procurement solutions available to Member States that are building their infrastructure, to reduce investment costs.

e-Procurement: political context

• e-PRIOR allows the exchange of e-procurement documents

between any Public Administration and its Suppliers

SUPPLIER WEB

PORTAL

Supplier systems

Public

Administration

systems

Through web applications

for SME and individuals

Through a machine-to-

machine communication

for bigger companies

• Traceability

• Integrity

• Non-repudiation

• Routing

• Archiving

The EC e-Procurement solution

e-PRIOR

• e-PRIOR is using standards: Electronic Business

Documents as specified by the CEN’s WS/BII

European Committee for Standardization

Comité Européen de Normalisation

Standardised solution

• Cooperation with CEN BII in the context of document

exchange architecture

o contribution to the analysis of business document headers

o error handling and related code lists

o exchange of binary files

• Cooperation with OASIS

o significant contribution to UBL 2.1: Credit Note, Catalogue…

Cooperation with standardisation bodies

Cooperation results

• Interoperability

Tests demonstrated interoperability between Difi* using Elektronisk

Handelsformat (EHF) and DG Informatics using UBL

*Agency for Public Management and eGovernment (Norway)

Norway

DG Informatics

UBL EHF

e-PRIOR

Invoice

<INVOICE>

<ID>

<IssueDate>

<Period>

Collaboration with Member States

Interoperability with PEPPOL

1300 downloads on Joinup.eu

Cooperation with universities in

Norway, Italy, Sweden

Deployed in Greece, Portugal,

Ireland, Norway, Croatia

Other Member States interested to

implement Open e-PRIOR :

o Belgium

o Spain

o Malta

o ...

https://joinup.ec.europa.eu/software/openeprior/home

Collaboration with Member States

• Collaboration with universities

o Norway: 5 studies delivered

o Italy: collaboration started

• Collaboration with DIFI around PEPPOL and Open e-PRIOR

o Integration in Open e-PRIOR of the PEPPOL Access Point, Oxalis,

developed by DIFI

o DIGIT is taking over the maintenance of the source code

• Collaboration with Ireland

o infrastructure allowing their Service Providers to exchange invoices

with each other using PEPPOL AP and Open e-PRIOR

(7 of their Service Providers are participating in the pilot)

o DIGIT helped with deploying Open e-PRIOR in their environment

Evolution: technology

All post-awarding modules covered by Open e-PRIOR

e-Catalogue e-Ordering

Framework

Contract

Post-Awarding

e-Fulfilment e-Invoicing

Evolution: technology

Pre-Awarding Framework

Contract

Evolution: technology

DECEMBER 2012 JUNE 2013 DECEMBER 2013 JULY 2014 JUNE 2015

e-Qualification (basic)

e-Qualification (enhancements)

e-Submission (basic)

Phase 1 Phase 2 Phase 3 Phase 4 Phase 5

e-Submission (enhancements)

e-Qualification (extension)

e-Submission (extension)

e-Awarding e-Evaluation

e-Attestation

Dynamic Purchasing System

e-Auction

e-Notification

e- Qualification

&

e-Submission e-Awarding

e-Submission

e-ACCESS

e-Submission Back Office

e-PRIOR

1 The Contracting Authority creates the Call for Tenders (CFT)

e-Submission Front Office

2 Information about the CFT is sent to the Back Office

3 The BO creates and sends back the tender template

Economic Operator (EO)

Contracting Authority (CA)

4 The EO views the CFT on e-Access and is redirected to the e-Submission Front Office

5 The EO fills the tender template, attaches the required documents creating the Tender Bundle

6 A Preparation Report is created and made available to the EO

7 The Tender Bundle and the Preparation report are sent to the e-Submission Back Office

Opening Board

8 At the opening date, the Opening Board is authorised to open the Tender

Evolution: roll-out strategy

• Making e-procurement mandatory: All new market

procedures of DIGIT include an e-procurement provision

• Roll-out: Setting mandatory deadlines for Suppliers and

Customers

• Machine-to-machine connection with Suppliers having

large volume of invoices/year

• Connection via the Supplier Portal e-Invoicing for SME,

individuals and Suppliers with low volume of invoices/year

Deployment strategy in the EC and EU Institutions

Evolution: roll-out strategy

Onboarding, testing and configuration of Suppliers

Evolution: roll-out strategy

Domains

IT… training … medical services … books…

Modules

e-Request… e-Invoicing… e-Ordering…

Customers

DIGIT… other DGs / Agencies / Institutions

Deployment strategy in the EC and EU Institutions

Evolution: roll-out strategy

Domain: IT

Market procedure: ESP DESIS II

13 Consortia

18 Supplier companies

Onboarding example

18 Suppliers x 2 modules (e-Invoicing, e-Request…)

18 Suppliers x 2 modules x 49 DGs/Agencies…

Evolution: roll-out strategy Deployment strategy in the EC and EU Institutions

e-Invoicing mandatory for other domains (Phase 1)

e-Invoicing mandatory for IT

e-Invoicing pilot

2011 2012 2013 2014

e-Ordering mandatory for other domains

e-Ordering mandatory for IT

e-Ordering pilot

e-Fulfilment mandatory for IT

e-Fulfilment pilot

e-Submission mandatory for IT

e-Submission pilot

e-Invoicing mandatory for other domains (Phase 2)…

Back Office integration Integration with the back-office systems of the EC for e-Invoicing

5 back-office systems at the EC

Main

BO system

BO system in phase-out

Local system

Local system

Local system

Used by 90% of the Customers

Interface with e-PRIOR developed by DIGIT

No integration with e-PRIOR

Support provided for the development of the interface with e-PRIOR

Adoption in other EU Agencies and Institutions

CDT

Court of Auditors European Council Court of Justice

e-Invoicing users – EU Customers

The European Commission is adopting e-PRIOR

Goal: Adoption of e-Invoicing in all 48 Directorate-Generals

and Executive Agencies by January 2013

e-Invoicing users - Suppliers

Connected Suppliers

• All suppliers connected to e-PRIOR can be connected to any

administration, which is using Open e-PRIOR

4 service providers interfacing with e-PRIOR

e-Invoicing users – Service providers

e-Invoicing curve

number of e-invoices

2010 2011 2012