E proc goldenbook-presentation_barcelona_v0.2

e-Procurement Golden Book of Good Practice

20 March 2013

www.pwc.com

Kelly [email protected]

2PwC

e-Procurement Golden Book of Good Practice

1

PwC 3

Measuring

What is the EC doing to promote e-Procurement?

Spreading good practices

Legislation modernisation proposal

Flanking measures

Supporting implementation

Leading by example

PwC 4

Where does the Golden Book fit in the puzzle?

Golden Booke-Procurement

of Good Practice

Measuring

Spreading good practices

Legislation modernisation proposal

Flanking measures

Supporting implementation

Leading by example

PwC 5

How did we identify the good practices of the Golden Book?

Identification of 20 to 30 platforms to be assessed and Areas to be assessed

In-depth review of 28 platforms

e-Procurement Golden Book of Good Practices

Test cases and InterviewsWhat did we observe in platforms?

End-user surveyWhat do the users value and how well do the platforms meet their expectations?

Task 1. Scoping Task 2. Analysis Task 3. Reporting

JAN. FEB. MAR. APR. MAY JUN. JUL. AUG. SEP. OCT. NOV. DEC. JAN.

2013

Findings

Practices

6PwC

We have tested 28 e-Procurement platforms in 18 countries

28MT

DK

BE

PT

UKDE

IT

FR

ES

CY

EE

LT

IE

AU

NO

FI

SE

Tested platforms

SK

7PwC

936Large enterprise

Medium enterprise

Micro enterprise

Small enterprise

109

187

173

335

Educational Institution

e-Procurement platform

Non-Profit Organisation

Private Company

Public Administration

15

13

13

804

91

Surveyed users

We have surveyed 936 platform users from 25 different countries. A majority of the respondents are SMEs

We have listened to the voice of the platform users...

8PwC

Platfo

rm a

fford

abilit

y

Searc

h re

sults

Techn

ical s

tabil

ity

Simple

regis

tratio

n

Releva

nt e

mail

not

ificat

ions

Faste

r ten

derin

g

Intu

itive

inter

face

Price

trans

pare

ncy

Platfo

rm fl

exibi

lity

Trans

pare

ncy

Expor

taba

lity o

f inf

orm

ation

Suppo

rt av

ailab

ility

Secur

ity: s

ubm

ission

Secur

ity: a

cces

s

Post-a

ward

func

tiona

lities

Inte

rope

rabil

ity2

2.5

3

3.5

implementation

value

(1) Valued functionality not implemented (well) by the platforms e.g. Interface, search results.

(1)

(1)(1)

(1)(1)

(1)(1)

(1)

(2)(2)

(2) Implemented functionality not valued by users e.g. Security.

(1) (1)

(1)

Platforms are not aligned with users’ expectations

...and they have confirmed our findings

9PwC

The e-Procurement Golden Book of Good Practice

2

10PwC

1 23

4

5

6

7

89

1011121314

1516

17

18

19

20

2122

23 24

The e-Procurement Golden Book includes 24 practices to help implementing or improving e-Procurement platforms

The e-

Procurement Golden Book

PwC

These practices were rated against the business objectives defined by eTEG

Improves SME accessibility

Ensure legal certainty and confidence

Facilitates cross-border bidding

Improves transparency and accountability

Improves usability and efficiency

Facilitates change management

11

12PwC

Some examples of good practices

The e-

Procurement Golden Book

Practice 24. Platforms use standard specifications to structure their data and to promote interoperability

Practice 2. Economic operators and contracting authorities benefit from affordable training plans

Practice 5. Economic operators can register on the platform without having to provide country-specific information

Practice 21. Platforms clearly indicate all costs related to the use of the platform

Give clear information about costs per transaction

Minimize the registration costs for economic operators, free is preferable

21. Platforms clearly indicate all costs related to the use of the platform Rating 3,8

Platforms that apply this practice provide an overview of all the costs related to the use of the platform in a freely accessible webpage or document.

This way, it is possible for economic operators and contracting authorities to identify upfront all the costs linked to the use of the platform.

Summary

This practice has been observed in

Do’s Don’tsDon't add timestamps as hidden extra charge for economic operators

Don't add a hidden additional charge per additional user of the same organisation accessing the platform

Don't require economic operators to provide attestations, certified translations or other documents that may bring costs for them when registering with the platform

189 countries

This practice concerns

10 platforms 28

e-Notification e-Access e-Submission e-Evaluation e-Awarding

Home > Catalogue > Platforms clearly indicate all costs related to the use of the platform

My account | Site map | Help | Contact | Log inAbout use-Procurement Golden Book of Good Practice

Why?

Why?

Why?

Why?

Why?

Why?

See more

Enhance accessibility for SMEs

Ensure legal certainty & confidence

Facilitate cross-border tendering

Promote transparency & accountability

Improve usability & efficiency

Support change management See anecdote

Centralised public platform

Non centralised public platform

Private platform





21. Platforms clearly indicate all costs related to the use of the platform Rating 3,8Summary


Do’s Don’ts

189 countries


10 platforms 28



See more

See anecdote



Private platform






Support change management


Don't add timestamps as hidden extra charge for economic operators



Why?

Why?

Why?

Why?

Why?

Why?









Summary


Do’s Don’ts

189 countries


10 platforms 28



See more

See anecdote



Private platform








Why?

Why?

Why?

Why?

Why?

Why?








Summary


Do’sGive clear information about costs per transaction


Don’ts

189 countries


10 platforms 28



See more

See anecdote

This can help in: Promoting transparency & accountability

close



Private platform







Why?

Why?

Why?

Why?

Why?

Why?

> SMEs bid for smaller contracts and are price sensitive, and so the costs of using the platform can be significant and uncertainty about those costs may lead a SME to not use the platform.

21. Platforms clearly indicate all costs related to the use of the platform Rating 3,8Summary




Don’ts

189 countries


10 platforms 28



See more



See anecdote




Private platform










Why?

Why?

Why?

Why?

Why?

Why?






Summary


Do’s Don’ts

189 countries


10 platforms 28



See more



Facilitate cross-border bidding


Improve usability and efficiency

Support change management See anecdote



Private platform





Why?

Why?

Why?

Why?

Why?

Why?




Summary




Don’tsDon't add timestamps as hidden extra charge for economic operators





See anecdote

What we have found is that some platforms require the purchase of time-stamps to be able to submit a tender. These time-stamps could only be purchased in bundles of 100 and where valid for only one year, which caused economic operators to purchase superfluous time-stamps.

We have also found that some platforms charge extra for urgent registrations, to send notifications to economic operators or to allow economic operators to search opportunities. This kind of pricing strategy was often paired with a lack of transparency.

Finally, we have found that some platforms require the purchase of a digital signature to be able to submit tenders or access tender specifications. Moreover, a new digital signature had to be purchased for each additional user of the same organisation accessing the platform. Information on this additional cost was privided exclusively to registered users.







189 countries

10 platforms 28



Private platform

Why?

Why?

Why?

Why?

Why?

Why?

Clearly indicate which fields are mandatory, and which are not

Protect user data according to EU personal data protection Directives

Simplify the registration process by reducing the number of mandatory fields and the number of steps required to complete the registration

5. Economic operators can register on the platform without having to provide country-specific information

Rating 4

Platforms that apply this practice make country specific information optional in the registration process. Platforms also simplify the registration step by requesting information that economic operators can provide without consulting third parties, such as Certification Authorities, chambers of commerce or other business organisations.

This way, it is possible to avoid foreign economic operators being prevented from registering.

Summary

This practice has been observed inDo’s Don’ts

Don't require a digital certificate to register on the platform

Don't require individuals representing economic operators to provide evidence of their relationship to the economic operator (during the registration process)

Don't require a full extract from the business register to register on the platform Related practice

Practice 6. Economic operators complete their registration on a platform by clicking an activation link sent by email.

189 countries


11 platforms 28

Home > Catalogue > Economic operators can register on the platform without having to provide country-specific information


Why?

Why?

Why?

Why?

Why?

Why?

See more

See anecdote



Private platform

See more








Make the courses affordable

Make the platform as user-friendly as possible to minimise the need for training

Host joint sessions between economic operators and contracting authorities

Make the courses hands-on

Include information about the EU legal Procurement framework and national framework in the courses

Offer the courses online

2. Economic operators and contracting authorities benefit from affordable training plans

Rating 4,3

Platforms that apply this practice entice economic operators and contracting authorities to use e-Procurement. The training courses for economic operators may be delivered by the platforms, contracting authorities or other organisations such as chambers of commerce. The platforms should also be as user-friendly as possible to minimise the need for training.

This way, economic operators and contracting authorities are educated on the use of electronic procurement platforms and can learn more quickly about the benefits of using e-Procurement platforms.

Summary


Do’s Don’tsDon't make the courses a selling pitch

Related practicePractice 3. Platforms have communication plans in place to promote the use of e-Procurement

1811 countries

14 platforms 28

Home > Catalogue > Economic operators and contracting authorities benefit from affordable training plans


Why?

Why?

Why?

Why?

Why?

Why?

See more

See anecdote



Private platform







Consider implementing the specifications developed by CEN/BII and the services from PEPPOL

Include a link to e-Certis so that economic operators are able to identify which documents and certificates they need to submit, and to help contracting authorities establish what documents they need to request.

24. Platforms use standard specifications to structure their data and to promote interoperability

Rating 4

Platforms that apply this practice implement specifications such as those of CEN BII and PEPPOL.

This way, it is possible for platforms to benefit from increased interoperability by adopting the specifications of CEN/BII and the building blocks and specifications developed by the PEPPOL project. The recommendations of CEN's e-Procurement workshop help platforms to establish interoperability agreements at organisational and semantic levels. The specifications of PEPPOL are complementary and support interoperability at the technical level.

Summary


Do’s Don’tsdon't implement ad hoc, proprietary specifications which are not intended to promote interoperability across borders

Related practiceEconomic operators have the freedom to choose the platform of their preference without being locked in by the choice of the contracting authority

184


4 28

Home > Catalogue > Platforms use standard specifications to structure their data and to promote interoperability


Why?

Why?

Why?

Why?

Why?

Why?

See more







See anecdote



Private platform

See more


PwC

How can the e-Procurement Golden Book be useful for you?

323

24PwC

How can the Golden Book be useful for you?

Learn Assess

>Consult the catalogue of good practices online

>Download the full catalogue

Receive a self-assessment report

Fill in a self-assessment survey online

Discuss the assessment results with us

Sharepwcblogs.be/eProcGoldenBook/

@eProcGoldenBook

[email protected]

linkedin.com/eProcGoldenBook

http://www.pwcblogs.be/eProcGoldenBook/

https://twitter.com/

http://www.google.be/url?sa=i&source=images&cd=&cad=rja&docid=Q2uE6KJvxLSgWM&tbnid=yaqwOicpuOznVM:&ved=0CAgQjRwwAA&url=http://www.mattheweaves.co.uk/wordpress-upgrades-and-plugins-4-key-lessons-learned/&ei=oMxFUa2iD8PR0QXemYHACg&psig=AFQjCNHT0X0bdK5teGuIbAaXaJgfyr4IPQ&ust=1363615264290210

PwC

Together we can make e-Procurement happen

© 2012 PricewaterhouseCoopers. All rights reserved. “PricewaterhouseCoopers” refers to the network of member firms of PricewaterhouseCoopers International Limited, each of which is a separate and independent legal entity.

E proc goldenbook-presentation_barcelona_v0.2

Technology

the6 eprocurement

findings platforms

platform users

organisation10 platforms

costs perdont

registration costs

platformthe platform

goldenbook of good practice20