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e-PRIOR e-Ordering & e-Catalogue Pilots

This document provides an agenda, background information, project status, and practical details for the e-PRIORe-Ordering and e-Catalogue pilots. It also includes information on the pre-awarding and post-awarding processes related to public procurement.

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e-PRIOR e-Ordering & e-Catalogue Pilots

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  1. e-PRIORe-Ordering & e-Catalogue Pilots 29 April 2010 Didier Thunus Angelo Tosetti

  2. Agenda • Background • e-PRIOR Project Status • Pilot: profiles/options, calendar, practical details

  3. Order Invoice Framework Contract Invoice payment Purchase Order Goods receipt Invoice control Request Requisition Approval Quotation Request Catalogue Customer request Order processing Catalogue Quotation Order Billing Payments Public Procurement High-Level Overview Pre-Awarding processes: mostly out of scope Post-Awarding processes: Customer: Purchase to Pay business process Suppliers: Order to Cash business process

  4. Agenda • Background • e-PRIOR Project Status • Pilot: profiles/options, calendar, practical details

  5. Project Timeline

  6. Agenda • Background • e-PRIOR Project Status • Pilot: profiles/options, calendar, practical details

  7. Catalogue Request Order Dispatch Advice Invoice Order Change Reminder Document submitted by the Supplier Application Response Order Response Simple Statement Cross-references between business documents Credit Note Order Ack. Statement Response Application Response Order Cancellation Document submitted by the Customer Attached Doc. Basics about Business Profiles Sourcing Sourcing Ordering Ordering Fulfilment Fulfilment Billing Payment Payment Billing Legend Catalogue Application Response Standard Data Components Library, highly reusable vocabulary, shared by all Business Documents

  8. Fulfilment Fulfilment Billing Payment Payment Billing Catalogue Request Order Dispatch Advice Invoice Catalogue Order Change Reminder Application Response Application Response Order Response Simple Statement Cross-references between business documents Credit Note Order Ack. Statement Response Application Response Order Cancellation Document submitted by the Supplier Document submitted by the Customer Attached Doc. Business Profiles for the Pilot Sourcing Sourcing Ordering Ordering Legend Standard Data Components Library, highly reusable vocabulary, shared by all Business Documents

  9. Order Order Change Order Response Simple OK Order Response Simple KO Order Ack. Order Cancellation Order Cancellation Order State Machine

  10. Catalogue Application Response Application Response Catalogue State Machine

  11. Business Profiles for the Pilot European Committee for Standardization - Workshop on Business Interoperability Interfaces www.cenbii.eu Catalogue Only Order with Response Submit Catalogue Type: Asynchronous In Message: Catalogue Out Message: Ack Submit Order Change Type: Asynchronous In Message: Order Response Out Message: Ack Inbox Request Type: Synchronous In: Inbox Request Out: Inbox Response Retrieve Request Type: Synchronous In: Retrieve Request Out: Retrieve Response Submit Order Response Simple Type: Asynchronous In Message: Order Response Simple Out Message: Ack Submit Attachment Type: Asynchronous In Message: Attach. Doc Out Message: Ack Status Request Type: Synchronous In: Retrieve Request Out: Retrieve Response Order Order Acknowledgment Order Cancellation Application Response

  12. Submit Attachment Type: Asynchronous In Message: Attach. Doc Out Message: Ack Pilot Option A Catalogue Only Submit Catalogue Type: Asynchronous In Message: Catalogue Out Message: Ack Inbox Request Type: Synchronous In: Inbox Request Out: Inbox Response Retrieve Request Type: Synchronous In: Retrieve Request Out: Retrieve Response Status Request Type: Synchronous In: Retrieve Request Out: Retrieve Response Mandatory Optional

  13. Pilot Option B Catalogue Only Order with Response Submit Catalogue Type: Asynchronous In Message: Catalogue Out Message: Ack Submit Order Change* Type: Asynchronous In Message: Order Change Out Message: Ack Inbox Request Type: Synchronous In: Inbox Request Out: Inbox Response Retrieve Request Type: Synchronous In: Retrieve Request Out: Retrieve Response Submit Order Response Simple Type: Asynchronous In Message: Order Response Simple Out Message: Ack Submit Attachment Type: Asynchronous In Message: Attach. Doc Out Message: Ack Status Request Type: Synchronous In: Retrieve Request Out: Retrieve Response * Mandatory for some Suppliers Mandatory Optional

  14. Let’s run a scenario: Options A +B selected Catalogue Only Order with Response Submit Catalogue Type: Asynchronous In Message: Catalogue Out Message: Ack Submit Order Change Type: Asynchronous In Message: Order Change Out Message: Ack Inbox Request Type: Synchronous In: Inbox Request Out: Inbox Response Retrieve Request Type: Synchronous In: Retrieve Request Out: Retrieve Response Submit Order Response Simple Type: Asynchronous In Message: Order Response Simple Out Message: Ack Submit Attachment Type: Asynchronous In Message: Attach. Doc Out Message: Ack Status Request Type: Synchronous In: Retrieve Request Out: Retrieve Response

  15. Central Catalogue Catalogue UBL Catalogue Only Scenario (1/5) Step 1: The Supplier creates the Catalogue in its own system Public Entity (Customer) Supplier(s)

  16. Central Catalogue Catalogue Authenticate Supplier Authorise Supplier Send Technical Ack to Supplier Catalogue Only Scenario (2/5) Step 2: This system sends the Catalogue to e-PRIOR (machine to machine communication) Public Entity (Customer) Supplier(s) Back-Office

  17. Central Catalogue Validate Message Apply Business Rules Archive & Render to Human Readable Catalogue Only Scenario (3/5) Step 3: e-PRIOR pre-processes the Catalogue Public Entity (Customer) Supplier(s) Back-Office

  18. Application Response Central Catalogue Catalogue Notify Supplier (e-mail) Update status of Catalogue Store response in Inbox Catalogue Only Scenario (4/5) Step 4: e-PRIOR storesthe Catalogue in the Central Catalogue The Central Catalogue sends the response to e-PRIOR e-PRIOR sends an email notification to the Supplier Public Entity (Customer) Supplier(s) Back-Office

  19. Inbox Response Retrieve Response Central Catalogue Catalogue List of responses Each response is correlated to its parent Inbox Request Retrieve Request Catalogue Only Scenario (5/5) Optional Step 5: The Supplier may consult its Inbox and retrieve the Application responses Public Entity (Customer) Supplier(s) Back-Office

  20. Order Order with Response Scenario (1/9) Step 1: The Customer creates the Order in its Back-Office Public Entity (Customer) Supplier(s) Back-Office Back-Office

  21. Order Notify Supplier (e-mail) Update status of Order Store response in Inbox Order with Response Scenario (2/9) Step 2: This system sends the Order to e-PRIOR e-PRIOR sends an email notification to the Supplier Public Entity (Customer) Supplier(s) Back-Office Back-Office

  22. Inbox Response Retrieve Response List of responses Each response is correlated to its parent Inbox Request Retrieve Request Order with Response Scenario (3/9) Step 3: The Supplier consults its inbox and retrieves the Order responses Public Entity (Customer) Supplier(s) Back-Office Back-Office

  23. Order Resp. Simple Order with Response Scenario (4/9) Step 4: The Supplier creates the Order Resp. Simple in its own system Public Entity (Customer) Supplier(s) Back-Office Back-Office

  24. Order Resp. Simple Authenticate Supplier Authorise Supplier Send Technical Ack to Supplier Order with Response Scenario (5/9) Step 5: This system sends the Order Resp. Simple to e-PRIOR (machine to machine communication) Public Entity (Customer) Supplier(s) Back-Office Back-Office

  25. Validate Message Apply Business Rules Archive & Render to Human Readable Order with Response Scenario (6/9) Step 6: e-PRIOR pre-processes the Order Resp. Simple Public Entity (Customer) Supplier(s) Back-Office Back-Office

  26. Order Resp. Simple Order with Response Scenario (7/9) Step 7: e-PRIOR routes the Order Resp. Simple to the appropriate Back-Office of the Customer Public Entity (Customer) Supplier(s) Back-Office Back-Office

  27. Order Ack. Notify Supplier (e-mail) Update status of Order Store response in Inbox Order with Response Scenario (8/9) Step 8: The Back-Office of the Customer handles the Order Resp. Simple and sends the Order Acknowledgment to e-PRIOR. e-PRIOR sends an email notification to the Supplier Public Entity (Customer) Supplier(s) Back-Office Back-Office

  28. Inbox Response Retrieve Response List of responses Each response is correlated to its parent Inbox Request Retrieve Request Order with Response Scenario (9/9) Step 9: The Supplier consults its inbox and retrieves the Order Acknowledgment Public Entity (Customer) Supplier(s) Back-Office Back-Office

  29. Pilot - Goals • Make sure that e-PRIOR is a sound infrastructure for doing e-Ordering and e-Catalogue at the Commission • Ensure that you are able to exchange with DIGIT electronic documents that are technically valid and meaningful to the business based on the selected Profile/Options • Set path for the use of CPV • DIGIT needs your feedback on CPV • During pilot, required classification is the existing Framework Contract classification • CPV classification is optional, but recommended: future call for tenders may impose CPV

  30. What DIGIT provides you with: Interface Control Document (ICD) Functional Specification of e-PRIOR (Profiles, Services, WSDLs, etc); Behavioral Specification of e-PRIOR, specifies the expected sequence of steps to be respected by the Suppliers; Messages Specification, specifies the syntax and semantics of the data (UBL XSDs, examples, validation tool, etc); Interface Policy Specification such as the security requirements. Conformance Testing Protocol (CTP) Set of test cases to run based on the selected Profile and Option Test execution and results verification using an Excel file Goal: assess your system readiness to interface with e-PRIOR Successful completion = prerequisite to access the e-PRIOR production environment Interchange Agreement (ICA) Formal prerequisite for exchanging messages with e-PRIOR. Support: E-mail:DIGIT-EPRIOR-SUPPORT@ec.europa.eu Phone: +32 2 299 4183 Pilot - In practice

  31. What DIGIT expects from you Confirm your participation to the Pilot before the end of May Appoint a primary contact for the Pilot Attend individual kick-off meeting to agree on scope (Profile/Options) and timing Sign the simplified Interchange Agreement Map your data format to the EC format (based on CEN/BII – UBL 2.0) Obtain and communicate your Global Location Number (GLN) Connect to the web services of e-PRIOR Do some preliminary testing Execute the Conformance Testing Protocol (incl. business validation) Sign the final Interchange Agreement Go live Production version different from pilot version: service packs added Pilot - In practice

  32. How to create your business document in 5 steps? Get the XSDs available in the ICD annex 003 Read the FAQs available in the ICD annex 008 and look at ICD annex 004 for some examples Read the business rules in the ICD annex 006 Map your data format to the EC data format Validate your message with the validator tool, available in the ICD annex 007 How to send your business document in 5 steps? Read the ICD chapter 4.2 – Boundary Interface Design Model Read the ICD chapter 4.4 - Security Considerations Use the WSDLs available in ICD annex 005 to help you create the connection Use your GLN and the EC GLN to create the SOAP header Don’t forget the http basic authentication Pilot - In practice

  33. Pilot - Calendar

  34. Contact persons: Mr Angelo Tosetti (Head of Unit B4 - IS Supporting Policies, Financial Management and Activity Management) Mr Didier Thunus (e-PRIOR Project Manager) e-PRIOR Support Team Questions and support: E-mail:DIGIT-EPRIOR-SUPPORT@ec.europa.eu Phone: +32 2 299 4183 Documentation: http://circa.europa.eu/ Pilot - In practice

  35. Q & A

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