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IDABC eProcurement Working Group 22/06/06 Brussels

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

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IDABC eProcurement Working Group 22/06/06 Brussels

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  1. Study on the use of electronic catalogues in the field of electronic public procurement DG Internal Market IDABC eProcurement Working Group22/06/06Brussels Elias Lizardos

  2. Presentation Agenda • Project objectives • Project execution • Preliminary analysis conclusions • eProcurement standardisation initiatives • Your input

  3. Project Objectives

  4. Project 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

  5. Where could an eCatalogue be used as a tender? According to EU Directive 2004/18/EC on public procurement • Repetitive purchases • Framework Agreements (with or without re-opening competition) • Dynamic Purchasing Systems • Individual contracts • Under 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.

  6. What is an eCatalogue? • eCatalogue as an offer: • Constitutes electronic documents provided by suppliers, which form valid tenders • Contains price and product description • To 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 Agreements • Stores and presents products and price lists • Manages contracts, based on awarded call for tenders • Can be integrated with an eProcurement system

  7. eNotification eTendering eAwarding eContracting eOrdering eInvoicing ePayment Phases where eCatalogues can be used • Focus on eCatalogues as offers (prospectus) • Consider the “pre-awarding” phase • definition • submission • evaluation • comparison

  8. Project Execution

  9. Project Activities State of the Art • Perform analysis on existing EU eCatalogue projects, for identifying: • relevant Member States initiatives • types, practices and their usage • advantages, disadvantages, and pioneering concepts • needs and difficulties • requirements and commonalities • best practices • The State of the Art will provide input to the Functional Requirements document STATE OF THE ART STANDARDIZATION INITIATIVES FUNCTIONAL REQUIREMENTS

  10. Project Activities Standardisation Initiatives • Activities of European and International Standardisation Bodies (CEN/ISSS, UN/CEFACT, OASIS) • Presentation of such organisations, including organisation, structure, teams and leaders • Organisation requirements for participating in their activities • Main standardisation activities in Member States in the context of eProcurement • Complementarities, synergies and overlapping of the different standardisation activities • The Standardisation Initiatives report will provide input to the Functional Requirements document STATE OF THE ART STANDARDIZATION INITIATIVES FUNCTIONAL REQUIREMENTS

  11. Project Activities Functional Requirements • Reference to relevant EU legislation on public procurement • Identify the legal requirements, also comprising the intended use of eCatalogues in the context of eProcurement • Define operational interoperable functional requirements • Describe relevant standards and technical requirements • Provide recommendations • List of open issues, relevant for further analysis / standardisation • Provide update on Preliminary report including UML analysis (use cases, activity diagrams) STATE OF THE ART STANDARDIZATION INITIATIVES FUNCTIONAL REQUIREMENTS

  12. Preliminary Analysis Conclusions

  13. Preliminary analysis conclusions Overview of current situation in the public sector • eCatalogues commonly not used to form tenders • Primary operation of eCatalogues is for populating marketplaces • More focus on eCatalogue systems rather than on eCatalogues as valid offers • Advanced eCatalogue systems integrated with other eProcurement modules, such as eOrdering and eInvoicing • Mainly used for below threshold contracts • Diversity of eCatalogue technical standards • Diversity of product classification standards • Operation and maintenance of eCatalogue systems is commonly outsourced PUBLIC SECTOR OASIS

  14. Preliminary analysis conclusions Overview of current situation in the private sector • Primary objective is to achieve “straight-through” processing • Main focus of eProcurement systems is on eOrdering, eContracting, eFulfillment, eInvoicing, eInformation • Conformity 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 needs • complex and diverse ERP systems PRIVATE SECTOR OASIS

  15. Preliminary analysis conclusions Areas to be considered for functional requirements LEGAL ASPCTED

  16. Preliminary analysis conclusions Areas to be considered for functional requirements FUNCTIONAL ASPECTS

  17. Preliminary analysis conclusions Areas to be considered for functional requirements TECHNICAL ASPECTS

  18. eProcurement Standardisation Initiatives

  19. eProcurement Standardisation Initiatives Standardisation Bodies • 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

  20. eProcurement Standardization Initiatives Organisation for the Advancement of Structured Information Standards Description • A 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 Focus Development of standards related to Web services, Security, Ecommerce, EProcurement Milestones in the area of eProcurement • Electronic 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 OASIS OASIS

  21. eProcurement Standardization Initiatives Centre for Trade Facilitation and Electronic Business Description • Operates 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 Focus • Simplification and harmonisation of processes, procedures and information flows / UN/CEFACT Standards consist in business or technical specifications Milestones in the area of eProcurement • International 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/CEFACT

  22. eProcurement Standardization Initiatives CEN Information Society Standardization System Description • Operated within CEN - “European Entry point” of UN/CEFACT • Created in 1997 Mission • Provide comprehensive and integrated range of standardization-oriented ICT services and products, for the success of the Information Society in Europe Focus • Use and promotion of Information Technologies (interface and establish partnerships with EU and National regulatory authorities Milestones in the area of eProcurement • eProcurement Workshop (WS/ePRO) - promotion of interoperable eProcurement solutions based on international standards - published in February 2005 Ongoing Activities • European e-Business Interoperability Forum (eBIF) Workshop • Workshop on multilingual eCataloguing & eClassification in eBusiness (eCAT) • eBusiness Board for European Standardization (eBES) Workshop • eInvoicing Workshop CEN/ISSS

  23. eProcurement Standardization Initiatives Electronic Business XML (ebXML) or ISO/TS 15000 Description • Initiative 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 Structure ebXML framework is divided into: • Business Operational View (BOV) • The semantics of business data in transactions and associated data interchanges • The architecture for business transactions, including • Operational conventions • Agreements and arrangements • Mutual obligations and requirements • Functional Service View (FSV) • Functional capabilities • Business Service Interfaces • Protocols and Messaging Services ebXML

  24. Registry Repository Registry eProcurement Standardization Initiatives ebXML Architecture Business Process Business Objects Core Components Business Documents Business Process and Information Model Register/discover ebXML Partner Profile Partner Profile Application Application Business Service Interface Business Service Interface

  25. eProcurement Standardization Initiatives Description An extensible interchange format for business documents that covers all industry & electronic \ business sectors • Based on xCBL3 • Developed by OASIS UBL Technical Committee (TC) in 2003 • Developed 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 costs • Enables SMEs enter into the eBusiness transactions process • Contribution by IDABC Universal Business Language (UBL) UBL

  26. eProcurement Standardization Initiatives Universal Business Language 2.0 Description • To be made public and accepted as OASIS Standard by September 2006 • Planned to be adopted by UN/CEFACT after its finalization • The UBL 2.0 documents and library are designed to support a typical sourcing-to-payment procurement cycle • UBL 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. UBL 2.0

  27. eProcurement Standardization Initiatives Electronic Commerce Code Management Association (ECCMA) Description • A 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 reductionof cataloguing Milestones in the area of eProcurement • Electronic 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 ECCMA

  28. eProcurement 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 EU Member States Activities ECCMA

  29. eProcurement Standardization Initiatives Synopsis of Product Classification & Description Standards Attributes Standards for Classification & Description

  30. Your input for this Study

  31. Your input for this Study • Your input is input • Your 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 eCatalogues • eCatalogue messages format • eCatalogue messages exchange • Product classification used in your eCatalogues • Your current / planned initiatives on eCatalogues • Your needs and requirements for eCatalogue messages and eCatalogue systems • The issues you have identified/encountered on utilising eCatalogues • Your plans for growing the usage of eCatalogues (supplier adoption) • Contact us at: dgmarkt_ecatalogues@eurodyn.com

  32. Your 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? Questions to cover legal, functional and technical aspects TOPICS TO ADDRESS

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