idabc eprocurement working group 22/06/06 brussels

IDABC eProcurement Working GroupIDABC eProcurement Working Group22/06/0622/06/06BrusselsBrussels

Elias LizardosElias Lizardos

Study on the use of electronic catalogues in the Study on the use of electronic catalogues in the field of electronic public procurementfield of electronic public procurement

DG Internal MarketDG Internal Market

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Presentation AgendaPresentation Agenda

Project objectivesProject executionPreliminary analysis conclusionseProcurement standardisation initiativesYour input

Project ObjectivesProject Objectives

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Project ObjectivesProject 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

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Where could an eCatalogue be used as a tender?Where could an eCatalogue be used as a tender?

Repetitive purchasesFramework Agreements (with or without re-opening competition)Dynamic Purchasing Systems

Individual contractsUnder 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.

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What is an eCatalogue?What is an eCatalogue?

eCatalogue as an offer:Constitutes electronic documents provided by suppliers, which form valid tendersContains price and product descriptionTo 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 AgreementsStores and presents products and price listsManages contracts, based on awarded call for tendersCan be integrated with an eProcurement system

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Phases where eCatalogues can be usedPhases where eCatalogues can be used

eInvoicing

ePayment

eOrdering

eContracting

eTendering

eAwarding

eNotification

Focus on eCatalogues as offers (prospectus)

Consider the “pre-awarding” phasedefinitionsubmissionevaluationcomparison

Project ExecutionProject Execution

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State of the Art

Project ActivitiesProject Activities

Perform analysis on existing EU eCatalogue projects, for identifying:

relevant Member States initiativestypes, practices and their usageadvantages, disadvantages, and pioneering conceptsneeds and difficultiesrequirements and commonalitiesbest practices

The State of the Art will provide input to the Functional Requirements document

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Standardisation Initiatives


Activities of European and International Standardisation Bodies (CEN/ISSS, UN/CEFACT, OASIS)Presentation of such organisations, including organisation, structure, teams and leadersOrganisation requirements for participating in their activitiesMain standardisation activities in Member States in the context of eProcurementComplementarities, synergies and overlapping of the different standardisation activities

The Standardisation Initiatives report will provide input to the Functional Requirements document

STAT

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Functional Requirements


Reference to relevant EU legislation on public procurementIdentify the legal requirements, also comprising the intended use of eCatalogues in the context of eProcurementDefine operational interoperable functional requirements Describe relevant standards and technical requirementsProvide recommendationsList of open issues, relevant for further analysis / standardisationProvide update on Preliminary report including UML analysis (use cases, activity diagrams)

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Preliminary Analysis ConclusionsPreliminary Analysis Conclusions

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Overview of current situation in the public sector

Preliminary analysis conclusionsPreliminary analysis conclusions

eCatalogues commonly not used to form tendersPrimary operation of eCatalogues is for populating marketplacesMore focus on eCatalogue systems rather than on eCatalogues as valid offersAdvanced eCatalogue systems integrated with other eProcurement modules, such as eOrdering and eInvoicingMainly used for below threshold contractsDiversity of eCatalogue technical standardsDiversity of product classification standardsOperation and maintenance of eCatalogue systems is commonly outsourced

OASI

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Overview of current situation in the private sector

Preliminary analysis conclusionsPreliminary analysis conclusions

Primary objective is to achieve “straight-through” processingMain focus of eProcurement systems is on eOrdering, eContracting, eFulfillment, eInvoicing, eInformationConformity 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 needscomplex and diverse ERP systemsOA

SIS

PRIV

ATE

SECT

OR

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Preliminary analysis conclusionsPreliminary analysis conclusionsLE

GAL

ASPC

TED

Area to consider Explanation

Authentication Consider prerequisites for user authentication

Classification Schemes Consider classification schemes to use for effective description of products in eCatalogues

Integration to Supplier Website (Punch-Out)

Consider how eCatalogues can be updated, reducing to the minimum the necessary effort for suppliers, preserving the EU principles

Catalogue Management Consider processes to be followed for eCatalogue format definition, and eCatalogue creation, validation, maintenance, etc

Evaluation of electronic CataloguesConsider processes and conditions to be met for the evaluation of eCatalogues pre and post awarding (evaluation committee vs. one-person decisions)

Order through eCatalogueConsider when and under which conditions eOrdering should be possible through an eCatalogue, and by whom (snapshot or “frozen” state for ordering)

Areas to be considered for functional requirements

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Preliminary analysis conclusionsPreliminary analysis conclusionsFU

NCTI

ONAL

ASP

ECTS

Area to consider Explanation

Processes Consider functional aspects for the creation and updating of eCatalogue, and their practical usage (search, compare, etc)

Security Consider functional aspects for user authentication, and eCatalogue submission, opening, storage, etc

InteroperabilityConsider functional aspects for increasing the interoperability of eCatalogue (cross-platform, cross-border, semantic/technical interoperability, etc)

Support of Location Consider multiple currency, multilingualism, eCatalogue presentation

Catalogue Access Consider user roles and who should have access to which eCatalogue and when

Product Information Consider which is the minimum information an eCatalogue should have for adequately describing products and prices

Content Verification

Consider how content verification and quality can be assured for eCatalogue, in the pre-awarding phase (content cannot be opened/verified before the opening of tenders)Consider business (content) and technical (format) verification is practically used. Identify requirements.


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Preliminary analysis conclusionsPreliminary analysis conclusionsTE

CHNI

CAL

ASPE

CTS

Areas to consider Explanation

Data Storage Consider the storage of the catalogue information describing products and prices in the catalogue system

Data Exchange Consider message exchange standards for ensuring equality of treatment, confidentiality and technical-interoperability

Format Conversion Consider message formatting standards for minimising needs for format conversion and ensuring semantic-interoperability


eProcurement StandardisationeProcurement Standardisation InitiativesInitiatives

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Standardisation Bodies

eProcurement Standardisation InitiativeseProcurement Standardisation Initiatives

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

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Organisation for the Advancement of Structured Information Standards

eProcurement Standardization InitiativeseProcurement Standardization Initiatives

DescriptionA 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 FocusDevelopment of standards related to Web services, Security, Ecommerce, EProcurement

Milestones in the area of eProcurementElectronic 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

OASI

S OA

SIS

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Centre for Trade Facilitation and Electronic Business


DescriptionOperates 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 FocusSimplification and harmonisation of processes, procedures and information flows / UN/CEFACT Standards consist in business or technical specifications

Milestones in the area of eProcurementInternational 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/C

EFAC

T

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CEN Information Society Standardization System


DescriptionOperated within CEN - “European Entry point” of UN/CEFACTCreated in 1997

Mission Provide comprehensive and integrated range of standardization-oriented ICT services and products, for the success of the Information Society in Europe

FocusUse and promotion of Information Technologies (interface and establish partnerships with EU and National regulatory authorities

Milestones in the area of eProcurementeProcurement Workshop (WS/ePRO) - promotion of interoperable eProcurement solutions based on international standards - published in February 2005

Ongoing Activities European e-Business Interoperability Forum (eBIF) WorkshopWorkshop on multilingual eCataloguing & eClassification in eBusiness (eCAT)eBusiness Board for European Standardization (eBES) WorkshopeInvoicing Workshop

CEN/

ISSS

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Electronic Business XML (ebXML) or ISO/TS 15000


DescriptionInitiative 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

StructureebXML framework is divided into:

Business Operational View (BOV)The semantics of business data in transactions and associated data interchangesThe architecture for business transactions, including

Operational conventionsAgreements and arrangementsMutual obligations and requirements

Functional Service View (FSV)Functional capabilitiesBusiness Service InterfacesProtocols and Messaging Services

ebXM

L

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RegistryRepositoryRegistry

Application

Business Service

Interface

Register/discover

Application


Business Process

Business Documents

Business Objects

Core Component

s

Partner Profile

Partner Profile

Business Process and Information Model

ebXM

L

Business Service

Interface

ebXML Architecture

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Universal Business Language (UBL)


DescriptionAn extensible interchange format for business documents that covers all industry & electronic \business sectors

Based on xCBL3 Developed by OASIS UBL Technical Committee (TC) in 2003Developed 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 costsEnables SMEs enter into the eBusiness transactions processContribution by IDABC

UBL

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Universal Business Language 2.0


DescriptionTo be made public and accepted as OASIS Standard by September 2006Planned to be adopted by UN/CEFACT after its finalizationThe UBL 2.0 documents and library are designed to support a typical sourcing-to-payment procurement cycleUBL 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.

Sourcing Ordering & Invoicing Post-Invoice International Shipping

Request for Catalogue Order Credit Note Bill of Lading

Reject Request for Catalogue OrderResponse Account Response Waybill

Catalogue OrderResponseSimple Self-billed Invoice Forwarding Instruction

Catalogue Replacement OrderChange Self-billing Credit Note Certificate of Origin

Catalogue Deletion OrderCancellation Debit Note

Catalogue Item Update DespatchAdvice Remittance Advice

Catalogue Pricing Update ReceiptAdvice Statement of Account

Negative Receipt Invoice

Positive Receipt

Request for Quotation

Quotation

UBL

2.0

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Electronic Commerce Code Management Association (ECCMA)


DescriptionA 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

reduction of cataloguing

Milestones in the area of eProcurementElectronic 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

ECCM

A

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EU Member States Activities


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

ECCM

A

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eProcurement Standardization InitiativeseProcurement Standardization InitiativesSynopsis of Product Classification & Description Standards Attributes

SYNOPSIS OF MAIN CLASSIFICATION SYSTEMS CHARACTERISTICSClassification

Systems CPV eOTD UN/SPSC eCl@ss NCS

Responsible Organization

EU Commission ECCMA UNDP Cologne Institute for Business

Research

NATO

Geographical Focus Europe / Implied by European law

Global GlobalCross-Industry

Global /Mainly German-

speaking countries

GlobalDesigned to meet

the needs of NATOOpen Source & Open Standard

No /Available for free

Yes / Available for Free

Yes / Available for free

Yes / Available for free

No

Hierarchy Levels ++ +++ +++ +++ ++

Frequency of Updates

Less than once a year

Monthly Often One major & one minor a year

Bi-monthly

Multilingualism 20 Official EU Languages

EN, FR, ES, PL, DE, NL, CS

EN, FR, ES, PT, DE, IT, DA, NL,

Korean, Japanese, Chinese

Further on demand

DE, EN, FR, ES, IT, Chinese

Multilingual

Integration of Attributes

No Yes No Yes Yes

Terminology & Synonyms

No Synonyms No Synonyms Synonyms

Stan

dard

s fo

r Cla

ssifi

catio

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Desc

riptio

n

Your input for this Study Your input for this Study

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Your input for this StudyYour input for this Study

Your input is inputYour 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 eCatalogueseCatalogue messages formateCatalogue messages exchangeProduct classification used in your eCatalogues

Your current / planned initiatives on eCataloguesYour needs and requirements for eCatalogue messages and eCatalogue systemsThe issues you have identified/encountered on utilising eCataloguesYour plans for growing the usage of eCatalogues (supplier adoption)

Contact us at: [email protected]

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Questions to cover legal, functional and technical aspects

Your input for this StudyYour 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?

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idabc eprocurement working group 22/06/06 brussels

Documents

electronic management

ecatalogue messagesto

electronic documents

usage of ecatalogues

public eprocurementto

public procurementa

valid offer

use of electronic catalogues