Knowledge Society Agency 2. eGovernment in Portugal 3. National Public Procurement Program

2. Knowledge Society Agency2. eGovernment in Portugal3. National Public Procurement Program Agenda

3. 1. Knowledge Society Agency

4. 1 • ANALYSE • Analyse situation • Identify barriers and enablers ANALYSE 2 • DEFINE • Definestrategic guidelines • Propose measures Transversal strategy to all Government Strategic leadership to the highest political level Operational co-ordination 3 • IMPLEMENT • Implement strategy • Assure co-ordinationin the implementation of measures • Dynamise the public and privateparticipation DEFINE EVALUATE 4 • EVALUATE • Follow up the implementation of measures IMPLEMENT UMIC: a transversal structure Created in November 2002 as a Mission Unit, it was transformed into a Public Agency in January 2005. Main responsability: to support Portuguese Government on the development of Information Society Strategy and to develop special transversal projects.

5. National Public Procurement Program 2003-2006: Strategy, Goals, Projects, Responsabilities Information Society Action Plan Goal: More Competitiveness, More Social Cohesion, Better Quality of Life Attractive contents • National Initiative for Broadband • National Program for Citizens with Special Needs Health services available to all 7 5 Quality and Efficiency in Public Sector 6 3 4 Information Society for All New ways to create economic value Better Citizenship 1 2 • eGovernment Action Plan New Capacities

6. 2. eGovernment in Portugal

7. Key Projects on eGovernment in Portugal eVoting To assure quality public services, to support the modernization of Public Administration, to make costs rational and to increase transparency perception Company Creation Interoperability framework for Public Administration Citizen’s Portal Public Servant Portal Rationalization of Communications Costs Unified National Information System for Social Security National Public Procurement Program Single Document for Car Registration

8. 3. National Public Procurement Program (NPPP)

9. General Goals with the NPPP To generate structural savings and efficiency gains on Public acquisitions To increase transparency and quality of service in State To facilitate and open the access to all company to public procurement market Council of Ministers’ Resolution, in August 2003: National Public Procurement Program

10. More than technology, Innovation in Processes • Uniformization and Simplification • Transversality and Share of Knowledge: coordinated actions between ministries • Accountability and Control • Fastness • Stocks decrease

11. Business Sector and Suppliers Entities Websites Public Sector Buyers Public in general National Level Contents Management Download CE Tenders Alerts Authentication and Security Payments System Search Engine Payments Gateway for Public Administration Suppliers National Registry Information Management System (BI) Planning/ Needs Agregation Tool Contracts Management Tool Fully Electronic Procurement Tenders Central Catalogue Management Tool Electronic Auctions Transactions management Sectorial Level Entities Level e-sourcing systems e-procurement systems Payments Management Support systems Public Administration and Suppliers Backoffice integration with interoperable standards Technology as an enabler

12. National Public Procurement Program Overview Structural Projects Quick Wins e Focused Implementation Ministerial Procurement Units 3 sectorial projects Health, National Defense and Public Construction + Municipalit. National Procurement Agency Phase I 8 pilot-projects PCM, MSST, MOPTH, MJ, MS, MEd. + MF e MADRP New Framework Agreements www.Compras.gov.pt Bus. Intel. Suppliers National Registry Phase II Pilots in all remaining ministries Public Tenders Technological integration Electronic Catalogues Support, Communication, Process Reengineering Projects Adaptation of the Legal environment Savings Estimation and Monitorization System Process Reengineering Training and Change Management Incentives to SME

13. Organization – NPA and MPUs The organizational model for NPPP forecasts the creation of a NATIONAL PROCUREMENT AGENCY, where leadership and strategy definitions are the main responsabilities, and the creation of MINISTERIAL PROCUREMENT UNITS, centralizing procurement responsabilities at a ministerial level, therefore promoting a higher level of organizational integration and an efficient and simplified relationship with the NPU. People and competencies Future Kick-off phase Entity 1 MPU 1 Entity 1 MPU 1 Pilots NPA Entity 2 MPU … Coordenation UMIC UMIC Entitie 2 Evolution Evolution Pilots MPU ... Entity ... MPU 16 Pilots MPU 16 Entity 1500

14. With Adequate Legislation .: Coming Approval of a new Law on Electronic Tenders • The obligation to run public tender with electronic information tools; • The simplification of the proof regime; • The regulation of “time stamping” aspects; • The obligation to announce all public tenders on the national procurement website portal www.compras.gov.pt; • The obligation to announce awards regarding tenders above €124.699,47; • The regulation of the Electronic Public Act; • The regulation of electronic auctions. • The obligation of payment through electronic transfer. .: Launch of new Framework Agreements

15. With significant impact on Debt After full implementation of NPP, anual average savings may add up to € 267 M Phase I Phase II PhaseIII Quick Wins

16. Price adjustments Price saving Volume negotiation + = Savings around 15% Savings around 20% Copy Paper 80 Grams A4 White 3,010 2,940 2,940 2,810 2,810 2,810 2,700 2,630 Prive Levelling 2,500 2,490 2,480 2,450 2,360 2,300 2,270 2,250 2,250 2,200 2,190 2,140 2,068 Volume negotiation Org. 1 Org. 2 Org. 3 Org. 4 Org. 5 Org. 6 Org. 7 Org. 8 Org. 9 Org. 10 Org. 11 Org. 12 Org. 13 Org. 14 Org. 15 Org. 16 Org. 17 Org. 18 Org. 19 Org. 20 Org. 21 A real case of savings for interministerial negotiation .: Agreggated negotiation for 3 ministries, with overall savings of over € 200 m

17. Main Results / Achievements • 8 ministries e 132 entities, 907 users; • 31 sourcing, aggregation and negotiation processes; • Categories submitted to NPPP: paper, computer equipment, cleaning goods and services, office goods, energy, security services; • 1000 catalogue transactions, € 13 M negotiated (1% of public expenditure on transversal goods), 30% saved (€ 3,5 M); • 3 pilots on electronic public tenders; • Training on negotiation skills with a new attitude towards public services delivery, with the development of a specific training program from INSEAD, given, on its 1st edition, to 90 top-level public servants.

18. Moments: 1st Auction at the Ministry of Social Security 27th November, 2003

19. Moments: 1st Elect. Transaction at the Presidency of Council Ministers 17th February, 2004

20. THANK YOU.

21. Qualidade e Eficiência no sector Público • Plano de Acção para o Governo Electrónico • Programa Nacional de Compras Electrónicas PILARES DE ACTUAÇÃO E DOCUMENTOS • Iniciativa Nacional para a Banda Larga • Iniciativa para os Cidadãos com Necessidades Especiais Conteúdos atractivos Saúde ao Alcance de Todos 7º 5º Regiões Autónomas 6º Sociedade da Informação para todos Novas formas de Criar Valor Económico 3º 4º Melhor Cidadania 1º 2º Novas Capacidades