20121214_Eproc-GoldenBook_en.pdf

7/28/2019 20121214_Eproc-GoldenBook_en.pdf

1/28

e-Procurement Golden

Book of Good PracticeSeminar on Electronic Procurement - An opportunity toprovide feedback on Commission projects

14 December 2012

www.pwc.com

Kelly [email protected]


2/28

PwC

Why an e-Procurement

Golden Book of GoodPractice?

2


3/28

PwC

e-Procurement could potentially save huge costsby improving the efficiency of public expenditure

12.651 bn

EU GDP (2011)

2.407 bn

EU's procurement

market

100 bnPotential Savings from e-Procurement / Year

Source: COM(2012) Communication from the Commission to the European Parliament,

the Council, the European economic and social Committee of the Regions.

Source: Eurostat

3


4/28

PwC

On average, the EU did not reach the 2010 target

71%Availability

5-10% Use

Sources: Eurostat e-Government statistics | DG Internal Market Management Plan 2012

4


5/28

PwC

Measuring

What is the EC doing to promote e-Procurement?

5

Spreading good practices

Legislation modernisation proposal

Flanking measures

Supporting implementation

Leading by example


6/28

PwC

Where does the Golden Book fit in the puzzle?

6

Golden Book

e-Procurementof Good Practice

Measuring

Spreading good practices

Legislation modernisation proposal

Flanking measures

Supporting implementation

Leading by example


7/28

PwC

How did we identify the good practices of theGolden Book?

Identification of20 to 30

platforms to beassessed andAreas to beassessed

In-depth review of 28platforms

e-ProcurementGolden Book of

Good PracticesTest cases and Interviews

What did we observe in platforms?

End-user surveyWhat do the users value and how well do theplatforms 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

7


8/28

PwC

We have tested 28 e-Procurement platforms in 18countries

288

MT

DK

BE

PT

UKDE

IT

FR

ES

CY

EE

LT

IE

AU

NO

FI

SE

Tested platforms

SK


9/28

PwC

936109

187

173

335

Large enterprise

Medium enterprise

Micro enterprise

Small enterprise

15

13

13804

91

Educational Institution

e-Procurement platform

Non-Profit Organisation

Private Company

Public Administration

9

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...


10/28

PwC

2

2,5

3

3,5

implementation

value

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

(1)

(1)(1)

(1)

(1)(1)

(1)

(1)

(2)(2)

(2) Implemented functionality not valued by userse.g. Security.

10

(1) (1)

(1)

Platforms are not aligned with users expectations

...and they have confirmed our findings


11/28

PwC

The survey highlights the same issues that weencountered while testing

63%

23%

64%

44%

80%

There is no single point of access fornotices

Tenders are notstored encrypted

The economic operators are required toprovide country-specific information

There is a lack of costtransparency

There is a lack of use of standard specifications

11

We found that:


12/28

PwC

The e-Procurement Golden

Book of Good Practice

12

Some Examples


13/28

PwC

12

3

4

5

6

7

89

1011

121314

15

1617

18

19

20

21

2223

24

The draft e-Procurement Golden Bookincludes 24 practices to help implementing

or improving e-Procurement platforms

Thee-ProcurementGolden Book

13


14/28

PwC

These practices were rated against the businessobjectives defined by eTEG

Improves SME accessibility

Ensure legal certainty and confidence

Facilitates cross-border bidding

Improves transparency and accountability

Improves usability and efficiencyFacilitates change management

14


15/28

PwC

Some examples of good practices

Practice 5.Economic operators canregister on the platformwithout having to providecountry-specificinformation

Practice 18.

Platforms keep tendersencrypted until the

opening session

Practice 21.

Platforms clearly indicateall costs related to the use

of the platform

15

Practice 24.Platforms use standardspecifications to structuretheir data and to promoteinteroperability

5

18

21

24



16/28

Give clear information about costs pertransaction

Minimize the registration costs foreconomic 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 relatedto the use of the platform in a freely accessible webpage or document.

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

Summary

This practice has been observed inDos Donts

Don't add timestamps as hidden extracharge for economic operators

Don't add a hidden additional charge peradditional user of the same organisationaccessing the platform

Don't require economic operators to

provide attestations, certified translationsor other documents that may bring costsfor them when registering to the platform

Related practice

Economic operators have access to calls for tenders withoutadministrative or technical pre-requisites

Economic operators have the freedom to choose the platformof their preference without being locked in by the choice of the

contracting authority

189 countries

This practice concerns

10 platforms 28

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

e-Awarding e-Ordering e-Invoicing e-Payment

e-Auction DPS Electronic marketplace

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

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

Why?

Why?

Why?

Why?

Why?

Why?

See more

See more

Enhance accessibility for SMEs

Ensure legal certainty & confidence

Facilitate cross-border bidding

Promote transparency & accountability

Improve usability and efficiency

Support change managementSee anecdote

Centralised public platform

Non centralised public platform

Private platform


17/28






Rating 3,8Summary






Related practice




189 countries


10 platforms 28






Why?

Why?

Why?

Why?

Why?

Why?

See more

See more









Private platform


18/28




Rating 3,8



Summary






Related practice




189 countries


10 platforms 28






Why?

Why?

Why?

Why?

Why?

Why?

See more

See more









Private platform


19/28


Rating 3,8



Summary

This practice has been observed inDos



Donts





Related practice




189 countries


10 platforms 28






See more

See more

See anecdote

This can help in:Promoting transparency & accountability

close

Why?

Why?

Why?

Why?

Why?

Why?






Support change management



Private platform


20/28

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


Rating 3,8Summary

This practice has been observed in

Dos



Donts





Related practice


189 countries


10 platforms 28






See more



See anecdoteWhy?

Why?Why?

Why?

Why?


Facilitate cross-border biddingPromote transparency & accountability



Why?Enhance accessibility for SMEs



Private platform


21/28




Rating 3,8



Summary






Related practice




189 countries


10 platforms 28






Why?

Why?

Why?

Why?

Why?

Why?

See more

See more









Private platform


22/28


Rating 3,8



Summary


Dos


Minimize the registration costs for

economic operators, free is preferable

Donts


Don't add a hidden additional charge per

additional user of the same organisationaccessing the platform

Don't require economic operators toprovide attestations, certified translationsor other documents that may bring costsfor them when registering to the platform






See more

See anecdote

> To be able to submit a tender on a platform, we were forced to buytimestamps, which were only available in bundles of 100 timestamps.Additionally, these timestamps were only valid for one year.

Why?

Why?

Why?

Why?

Why?

Why?







Related practice




189 countries

10 platforms 28

See more



Private platform


23/28

Clearly indicate which fields aremandatory, and which are not

Protect user data according to EU

personal data protection Directives

Simplify the registration process byreducing the number of mandatory fieldsand the number of steps required tocomplete the registration

5. Economic operators can register on the platform without having to

provide country-specific informationRating 4

Platforms that apply this practice make country specific information optionalin the registration process. Platforms also simplify the registration step byrequesting information that economic operators can provide withoutconsulting third parties, such as Certification Authorities, chambers ofcommerce or other business organisations.

Like this it is possible to avoid that foreign economic operators are preventedfrom registering.

Summary


Dos Donts

Don't require a digital certificate to registerin the platform

Don't require individuals representing

economic operators to provide evidences oftheir relation to the economic operator(during the registration process)

Don't require a full extract from the businessregister to register in the platform

Related practice

Economic operators can access and retrieve contract noticesand tender specifications as anonymous users

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


24/28

Set a fixed deadline for opening tenders

Provide for a backup for each officerrequired to open tenders

Set down formal organisationalprocedures and non-disclosureagreements to ensure segregation ofduties and full confidentially of tenders

18. Platforms keep tenders encrypted until the opening session

Rating 4,5

Platforms that apply this practice store tenders in encrypted form until theopening session. Tenders cannot be opened until the date set for the openingsession. This mechanism is commonly known as a tenderbox. There are alsoorganisational procedures in place to ensure appropriate access control to theprivate decryption key until the opening session.

This way, it is possible to ensure the full confidentiality of tenders until the

opening time.

Summary


Dos Donts

Don't forget that the use of technology doesnot replace good practices such as the 4-eyesprinciple during the opening session

Don't share the private decryption key with

non-authorised people

Related practice

N/A

1812 countries


20 platforms 28



Home > Catalogue> Platforms keep tenders encrypted until the opening session


Why?

Why?

Why?

Why?

Why?

Why?

See more







See anecdote



Private platform

See more


25/28

Consider implementing the specifications

developed by CEN/BII and the servicesfrom PEPPOL

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

Rating 4

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

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

Summary


Dos Donts

don't implement ad hoc, proprietary

specifications which are not intended topromote interoperability across borders

Related practice



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




26/28

PwC

How can the e-Procurement

Golden Book be useful for you?

26


27/28

PwC

Benchmark your platform with the goodpractices of the Golden Book

27

12

3

4

5

6

7

8

9

1011

121314

15

16

17

18

19

20

21

2223

24


ra

ra

r

a

a

a

a

a

r

rr

r

r

r

r r

aa

aa

a

a


28/28

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 aseparate and independent legal entity.

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

@eProcGoldenBook

[email protected]

http://linkedin.com/eProcGoldenBook

Download the full cataloguehttp://ec.europa.eu/internal_market/publicprocurement/e-procurement/conferences/

Share your thoughts
http://www.pwcblogs.be/eProcGoldenBook/https://twitter.com/https://twitter.com/https://twitter.com/http://www.pwcblogs.be/eProcGoldenBook/

20121214_Eproc-GoldenBook_en.pdf

Documents

Transcript of 20121214_Eproc-GoldenBook_en.pdf