E proc goldenbook-presentation_barcelona_v0.2

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  • E proc goldenbook-presentation_barcelona_v0.2

    1. 1. www.pwc.come-Procurement GoldenBook of Good Practice20 March 2013 Kelly Liljemo kelly.liljemo@pwc.be
    2. 2. e-Procurement GoldenBook of Good PracticePwC 2
    3. 3. What is the EC doing to promote e-Procurement? Legislation modernisation proposal Flanking measures Spreading good practices Measuring Supporting implementation Leading by examplePwC 3
    4. 4. Where does the Golden Book fit in the puzzle? Legislation modernisation proposal Flanking measures e-Procurement Spreading good practices Golden Book of Good Practice Measuring Supporting implementation Leading by examplePwC 4
    5. 5. How did we identify the good practices of the Golden Book? Task 1. Scoping Task 2. Analysis Task 3. Reporting Identification of In-depth review of 28 e-Procurement 20 to 30 platforms Golden Book of platforms to be Good Practices assessed and Test cases and Interviews Areas to be What did we observe in platforms? Findings Practices assessed End-user survey What do the users value and how well do the platforms meet their expectations?JAN. FEB. MAR. APR. MAY JUN. JUL. AUG. SEP. OCT. NOV. DEC. JAN. 2013 PwC 5
    6. 6. We have tested 28 e-Procurement platforms in 18countries SE FI NO EE DK LT IE UK DE 28 BE SK FR AU IT ES PT MT CY Tested platformsPwC 6
    7. 7. We have listened to the voice of the platform users...We have surveyed 936 platform users from 25 different countries.A majority of the respondents are SMEs Small enterprise 335 Public Administration 91 Micro enterprise 173 Private Company 804 Medium enterprise 187 Non-Profit Organisation 13 e-Procurement platform 13 Large enterprise 109 936 Educational Institution 15 Surveyed usersPwC 7
    8. 8. ...and they have confirmed our findings Platforms are not aligned with users’ expectations (1) Valued functionality not implemented (well) by the platforms e.g. Interface, search results. (2) Implemented functionality not valued by users e.g. Security. 3.5 value implementation 3 (1) (1) (1) (1) (1) (1) (1) 2.5 (1) (1) (1) (1) (2) (2) 2PwC 8
    9. 9. The e-Procurement GoldenBook of Good PracticePwC 9
    10. 10. The e-Procurement Golden Book includes24 practices to help implementing orimproving e-Procurement platforms 24 1 23 2 22 3 21 4 20 5 19 The 6 e-Procurement 18 Golden Book 7 17 8 16 9 15 10 14 11 13 12PwC 10
    11. 11. 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 efficiency Facilitates change managementPwC 11
    12. 12. Some examples of good practices Practice 24. Platforms use standard specifications to structure their data and to promote Practice 2. interoperability Economic operators and contracting authorities benefit from affordable training plans Practice 21. The Platforms clearly indicate e-Procurement Practice 5. all costs related to the use Golden Book Economic operators can register on of the platform the platform without having to provide country-specific informationPwC 12
    13. 13. e-Procurement Golden My account | Site map | Help | Contact | Log inAbout us Book of Good PracticeHome > Catalogue > Platforms clearly indicate all costs related to the use of the platform21. Platforms clearly indicate all costs related to the use of the platform Summary Rating 3,8 Enhance accessibility for SMEs Why? Platforms that apply this practice provide an overview of all the costs related Ensure legal certainty & confidence Why? to the use of the platform in a freely accessible webpage or document. Facilitate cross-border tendering Why? This way, it is possible for economic operators and contracting authorities to Promote transparency & accountability Why? identify upfront all the costs linked to the use of the platform. Improve usability & efficiency Why? Support change management Why? See anecdote Do’s Don’ts This practice has been observed inGive clear information about costs per Dont add timestamps as hidden extra chargetransaction for economic operators 9 countries 18Minimize the registration costs for Dont add a hidden additional charge pereconomic operators, free is preferable additional user of the same organisation 10 platforms 28 accessing the platform Dont require economic operators to provide Centralised public platform attestations, certified translations or other Non centralised public platform documents that may bring costs for them when registering with the platform Private platform See more This practice concerns e-Notification e-Access e-Submission e-Evaluation e-Awarding
    14. 14. e-Procurement Golden My account | Site map | Help | Contact | Log inAbout us Book of Good PracticeHome > Catalogue > Platforms clearly indicate all costs related to the use of the platform21. Platforms clearly indicate all costs related to the use of the platform Summary Rating 3,8 Enhance accessibility for SMEs Why? Platforms that apply this practice provide an overview of all the costs related Ensure legal certainty & confidence Why? to the use of the platform in a freely accessible webpage or document. Facilitate cross-border tendering Why? This way, it is possible for economic operators and contracting authorities to Promote transparency & accountability Why? identify upfront all the costs linked to the use of the platform. Improve usability & efficiency Why? Support change management Why? See anecdote Do’s Don’ts This practice has been observed inGive clear information about costs per Dont add timestamps as hidden extra chargetransaction for economic operators 9 countries 18Minimize the registration costs for Dont add a hidden additional charge pereconomic operators, free is preferable additional user of the same organisation 10 platforms 28 accessing the platform Dont require economic operators to provide Centralised public platform attestations, certified translations or other Non centralised public platform documents that may bring costs for them when registering with the platform Private platform See more This practice concerns e-Notification e-Access e-Submission e-Evaluation e-Awarding
    15. 15. e-Procurement Golden My account | Site map | Help | Contact | Log inAbout us Book of Good PracticeHome > Catalogue > Platforms clearly indicate all costs related to the use of the platform21. Platforms clearly indicate all costs related to the use of the platform Summary Rating 3,8 Enhance accessibility for SMEs Why? Platforms that apply this practice provide an overview of all the costs related Ensure legal certainty & confidence Why? to the use of the platform in a freely accessible webpage or document. Facilitate cross-border tendering Why? This way, it is possible for economic operators and contracting authorities to Promote transparency & accountability Why? identify upfront all the costs linked to the use of the platform. Improve usability & efficiency Why? Support change management Why? See anecdote Do’s Don’ts This practice has been observed inGive clear information about costs per Dont add timestamps as hidden extra chargetransaction for economic operators 9 countries 18Minimize the registration costs for Dont add a hidden additional charge pereconomic operators, free is preferable additional user of the same organisation 10 platforms 28 accessing the platform Dont require economic operators to provide Centralised public platform attestations, certified translations or other Non centralised public platform documents that may bring costs for them when registering with the platform Private platform See more This practice concerns e-Notification e-Access e-Submission e-Evaluation e-Awarding
    16. 16. e-Procurement Golden My account | Site map | Help | Contact | Log inAbout us Book of Good PracticeHome > Catalogue > Platforms clearly indicate all costs related to the use of the platform21. Platforms clearly indicate all costs related to the use of the platform Summary Rating 3,8 Enhance accessibility for SMEs Why? Platforms that apply this practice provide an overview of all the costs related Ensure legal certainty & confidence Why? to the use of the platform in a freely accessible webpage or document. Facilitate cross-border tendering Why? This way, it is possible for economic operators and contracting authorities to Promote transparency & accountability Why? identify upfront all the costs linked to the use of the platform. Improve usability & efficiency Why? Support change management Why? See anecdote Do’s Don’ts This practice has been observed inGive clear information about costs per Dont add timestamps as hidden extra chargetransaction for economic operators 9 countries 18Minimize the registration costs for close Dont add a hidden additional charge pereconomic operators, free is preferable This can help in: additional user of the same organisation 10 platforms 28 Promoting transparencyaccessing the platform & accountability Dont require economic operators to provide Centralised public platform attestations, certified translations or other Non centralised public platform documents that may bring costs for them when registering with the platform Private platform See more This practice concerns e-Notification e-Access e-Submission e-Evaluation e-Awarding
    17. 17. e-Procurement Golden My account | Site map | Help | Contact | Log inAbout us Book of Good PracticeHome > Catalogue > Platforms clearly indicate all costs related to the use of the platform21. Platforms clearly indicate all costs related to the use of the platform Summary Rating 3,8 Enhance accessibility for SMEs Why? 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. > 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 This way, it is possible for economic operators and contracting authorities to SME to not use the platform. identify upfront all the costs linked to the use of the platform. Ensure legal certainty & confidence Why? See anecdote Facilitate cross-border tendering Why? Promote transparency & accountability Why? Do’s Don’ts Improve usability & efficiency Why?Give clear information about costs per Dont add timestamps as hidden extra charge Support change management Why?transaction for economic operatorsMinimize the registration costs for Dont add a hidden additional charge pereconomic operators, free is preferable additional user of the same organisation This practice has been observed in accessing the platform Dont require economic operators to provide 9 countries 18 attestations, certified translations or other documents that may bring costs for them 10 platforms 28 when registering with the platform See more This practice concerns Centralised public platform Non centralised public platform e-Notification e-Access e-Submission e-Evaluation e-Awarding Private platform
    18. 18. e-Procurement Golden My account | Site map | Help | Contact | Log inAbout us Book of Good PracticeHome > Catalogue > Platforms clearly indicate all costs related to the use of the platform21. Platforms clearly indicate all costs related to the use of the platform Summary Rating 3,8 Enhance accessibility for SMEs Why? Platforms that apply this practice provide an overview of all the costs related Ensure legal certainty & confidence Why? to the use of the platform in a freely accessible webpage or document. Facilitate cross-border bidding Why? This way, it is possible for economic operators and contracting authorities to Promote transparency & accountability Why? identify upfront all the costs linked to the use of the platform. Improve usability and efficiency Why? Support change management Why? See anecdote Do’s Don’ts This practice has been observed inGive clear information about costs per Dont add timestamps as hidden extra chargetransaction for economic operators 9 countries 18Minimize the registration costs for Dont add a hidden additional charge pereconomic operators, free is preferable additional user of the same organisation 10 platforms 28 accessing the platform Dont require economic operators to provide Centralised public platform attestations, certified translations or other Non centralised public platform documents that may bring costs for them when registering with the platform Private platform See more This practice concerns e-Notification e-Access e-Submission e-Evaluation e-Awarding
    19. 19. e-Procurement Golden My account | Site map | Help | Contact | Log inAbout us Book of Good PracticeHome > Catalogue > Platforms clearly indicate all costs related to the use of the platform21. Platforms clearly indicate all costs related to the use of the platform Summary Rating 3,8 Enhance accessibility for SMEs Why? Platforms that apply this practice provide an overview of all the costs related Ensure legal certainty & confidence Why? to the use of the platform in a freely accessible webpage or document. Facilitate cross-border bidding Why? This way, it is possible for economic operators and contracting authorities to Promote transparency & accountability Why? identify upfront all the costs linked to the use of the platform. Improve usability and efficiency Why? Support change management Why? 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 This practice has been observed in purchased in bundles of 100 and where valid for only one year, which caused economic operators to purchase superfluous time-stamps. 9 countries 18 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 28 10 platforms 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. Centralised public platform Moreover, a new digital signature had to be purchased for each additional user of the same organisation accessing the platform. Information on this additional Non centralised public platform cost was privided exclusively to registered users. Private platform Do’s Don’tsGive clear information about costs per Dont add timestamps as hidden extra chargetransaction for economic operatorsMinimize the registration costs for Dont add a hidden additional charge pereconomic operators, free is preferable additional user of the same organisation accessing the platform Dont require economic operators to provide
    20. 20. e-Procurement Golden My account | Site map | Help | Contact | Log inAbout us Book of Good PracticeHome > Catalogue > Economic operators can register on the platform without having to provide country-specific information5. Economic operators can register on the platform without having toprovide country-specific information Summary Rating 4 Enhance accessibility for SMEs Why? Platforms that apply this practice make country specific information optional Ensure legal certainty & confidence Why? in the registration process. Platforms also simplify the registration step by requesting information that economic operators can provide without Facilitate cross-border bidding Why? consulting third parties, such as Certification Authorities, chambers of Promote transparency & accountability Why? commerce or other business organisations. Improve usability and efficiency Why? This way, it is possible to avoid foreign economic operators being prevented Support change management Why? from registering. This practice has been observed in See anecdote Do’s Don’ts 9 countries 18Clearly indicate which fields are Dont require a digital certificate to registermandatory, and which are not on the platform 11 platforms 28Protect user data according to EU Dont require individuals representingpersonal data protection Directives economic operators to provide evidence of their relationship to the economic operator Centralised public platformSimplify the registration process by (during the registration process) Non centralised public platformreducing the number of mandatory fieldsand the number of steps required to Dont require a full extract from the business Private platformcomplete the registration register to register on the platformSee more See more Related practice This practice concerns Practice 6. Economic operators complete their registration on a platform by clicking an activation link sent by email. e-Notification e-Access e-Submission e-Evaluation e-Awarding
    21. 21. e-Procurement Golden My account | Site map | Help | Contact | Log inAbout us Book of Good PracticeHome > Catalogue > Economic operators and contracting authorities benefit from affordable training plans2. Economic operators and contracting authorities benefit from affordabletraining plans Summary Rating 4,3 Enhance accessibility for SMEs Why? Platforms that apply this practice entice economic operators and contracting Why? Ensure legal certainty & confidence authorities to use e-Procurement. The training courses for economic operators may be delivered by the platforms, contracting authorities or other Facilitate cross-border bidding Why? organisations such as chambers of commerce. The platforms should also be as Promote transparency & accountability Why? user-friendly as possible to minimise the need for training. Improve usability and efficiency Why? This way, economic operators and contracting authorities are educated on Support change management Why? the use of electronic procurement platforms and can learn more quickly about the benefits of using e-Procurement platforms. This practice has been observed in See anecdote 11 countries 18 Do’s Don’tsMake the courses affordable Dont make the courses a selling pitch 14 platforms 28Make the platform as user-friendly aspossible to minimise the need for training Centralised public platform Non centralised public platformHost joint sessions between economicoperators and contracting authorities Private platformMake the courses hands-on Related practiceInclude information about the EU legalProcurement framework and national Practice 3. Platforms have communication plans in place toframework in the courses promote the use of e-Procurement See moreOffer the courses online
    22. 22. e-Procurement Golden My account | Site map | Help | Contact | Log inAbout us Book of Good PracticeHome > Catalogue > Platforms use standard specifications to structure their data and to promote interoperability24. Platforms use standard specifications to structure their data and topromote interoperability Summary Rating 4 Enhance accessibility for SMEs Why? Platforms that apply this practice implement specifications such as those of Ensure legal certainty & confidence Why? CEN BII and PEPPOL. Facilitate cross-border bidding Why? This way, it is possible for platforms to benefit from increased interoperability Promote transparency & accountability Why? by adopting the specifications of CEN/BII and the building blocks and Improve usability and efficiency Why? specifications developed by the PEPPOL project. The recommendations of CENs e-Procurement workshop help platforms to establish interoperability Support change management Why? agreements at organisational and semantic levels. The specifications of PEPPOL are complementary and support interoperability at the technical level. This practice has been observed in See anecdote 4 18 Do’s Don’tsConsider implementing the specifications dont implement ad hoc, proprietary 28 4developed by CEN/BII and the services specifications which are not intended tofrom PEPPOL promote interoperability across borders See more Centralised public platformInclude a link to e-Certis so that economicoperators are able to identify which Non centralised public platformdocuments and certificates they need to Private platformsubmit, and to help contracting authoritiesestablish what documents they need torequest. Related practiceSee more Economic operators have the freedom to choose the platform This practice concerns of their preference without being locked in by the choice of the contracting authority e-Notification e-Access e-Submission e-Evaluation e-Awarding
    23. 23. How can the e-ProcurementGolden Book be useful for you?PwC 23
    24. 24. How can the Golden Book be useful for you? Learn Assess >Consult the catalogue Fill in a self-assessment survey online of good practices online Receive a self-assessment report >Download the full catalogue Discuss the assessment results with us pwcblogs.be/eProcGoldenBook/ Share eProcGoldenBook@pwc.be @eProcGoldenBook linkedin.com/eProcGoldenBookPwC 24
    25. 25. Together we can make e-Procurement happen© 2012 PricewaterhouseCoopers. All rights reserved. “PricewaterhouseCoopers” refers to thenetwork of member firms of PricewaterhouseCoopers International Limited, each of which isa separate and independent legal entity.PwC

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