Golden Book of e-Procurement Good Practices
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The document outlines the advantages and practices of e-procurement in the EU, emphasizing its potential to save costs and improve efficiency in public expenditure. It summarizes the findings from a survey of 936 users about their experiences with 28 e-procurement platforms, identifying gaps between expected and actual functionalities. The 'e-procurement golden book of good practice' includes 24 recommendations aimed at enhancing usability, accessibility for SMEs, and transparency in the procurement process.
Golden Book of e-Procurement Good Practices
- 1. www.pwc.com e-Procurement Golden Book of Good Practice Seminar on Electronic Procurement - An opportunity to provide feedback on Commission projects 14 December 2012 Kelly Liljemo [email protected]
- 2. Why an e-Procurement Golden Book of Good Practice? PwC 2
- 3. e-Procurement could potentially save huge costs by improving the efficiency of public expenditure € 12.651 bn EU GDP (2011) Source: Eurostat € 2.407 bn EU's procurement market € 100 bn Potential 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. PwC 3
- 4. 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 PwC 4
- 5. What is the EC doing to promote e-Procurement? Legislation modernisation proposal Flanking measures Spreading good practices Measuring Supporting implementation Leading by example PwC 5
- 6. 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 example PwC 6
- 7. 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 7
- 8. We have tested 28 e-Procurement platforms in 18 countries SE FI NO EE DK LT IE UK DE 28 BE SK FR AU IT ES PT MT CY Tested platforms PwC 8
- 9. 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 users PwC 9
- 10. ...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) 2 PwC 10
- 11. The survey highlights the same issues that we encountered while testing We found that: There is a lack of use of standard specifications 80% The economic operators are required to provide country-specific information 64% There is no single point of access for notices 63% There is a lack of cost transparency 44% Tenders are not 23% stored encrypted PwC 11
- 12. The e-Procurement Golden Book of Good Practice Some Examples PwC 12
- 13. The draft e-Procurement Golden Book includes 24 practices to help implementing or improving 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 12 PwC 13
- 14. 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 PwC 14
- 15. Some examples of good practices Practice 21. Practice 24. Platforms clearly indicate Platforms use standard all costs related to the use 24 specifications to structure of the platform their data and to promote interoperability 21 5 The e-Procurement 18 Golden Book Practice 5. Practice 18. Economic operators can Platforms keep tenders register on the platform encrypted until the without having to provide opening session country-specific information PwC 15
- 16. e-Procurement Golden My account | Site map | Help | Contact | Log in About us Book of Good Practice Home > Catalogue > Platforms clearly indicate all costs related to the use of the platform 21. 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 in Give clear information about costs per Don't add timestamps as hidden extra transaction charge for economic operators 9 countries 18 Minimize the registration costs for Don't add a hidden additional charge per economic operators, free is preferable additional user of the same organisation 10 platforms 28 accessing the platform Don't require economic operators to Centralised public platform provide attestations, certified translations Non centralised public platform or other documents that may bring costs for them when registering to the platform Private platform See more This practice concerns Related practice e-Notification e-Access e-Submission e-Evaluation Economic operators have access to calls for tenders without administrative or technical pre-requisites e-Awarding e-Ordering e-Invoicing e-Payment Economic operators have the freedom to choose the platform e-Auction DPS Electronic marketplace of their preference without being locked in by the choice of the contracting authority See more
- 17. e-Procurement Golden My account | Site map | Help | Contact | Log in About us Book of Good Practice Home > Catalogue > Platforms clearly indicate all costs related to the use of the platform 21. 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 in Give clear information about costs per Don't add timestamps as hidden extra transaction charge for economic operators 9 countries 18 Minimize the registration costs for Don't add a hidden additional charge per economic operators, free is preferable additional user of the same organisation 10 platforms 28 accessing the platform Don't require economic operators to Centralised public platform provide attestations, certified translations Non centralised public platform or other documents that may bring costs for them when registering to the platform Private platform See more This practice concerns Related practice e-Notification e-Access e-Submission e-Evaluation Economic operators have access to calls for tenders without administrative or technical pre-requisites e-Awarding e-Ordering e-Invoicing e-Payment Economic operators have the freedom to choose the platform e-Auction DPS Electronic marketplace of their preference without being locked in by the choice of the contracting authority See more
- 18. e-Procurement Golden My account | Site map | Help | Contact | Log in About us Book of Good Practice Home > Catalogue > Platforms clearly indicate all costs related to the use of the platform 21. 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 in Give clear information about costs per Don't add timestamps as hidden extra transaction charge for economic operators 9 countries 18 Minimize the registration costs for Don't add a hidden additional charge per economic operators, free is preferable additional user of the same organisation 10 platforms 28 accessing the platform Don't require economic operators to Centralised public platform provide attestations, certified translations Non centralised public platform or other documents that may bring costs for them when registering to the platform Private platform See more This practice concerns Related practice e-Notification e-Access e-Submission e-Evaluation Economic operators have access to calls for tenders without administrative or technical pre-requisites e-Awarding e-Ordering e-Invoicing e-Payment Economic operators have the freedom to choose the platform e-Auction DPS Electronic marketplace of their preference without being locked in by the choice of the contracting authority See more
- 19. e-Procurement Golden My account | Site map | Help | Contact | Log in About us Book of Good Practice Home > Catalogue > Platforms clearly indicate all costs related to the use of the platform 21. 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 in Give clear information about costs per Don't add timestamps as hidden extra transaction charge for economic operators 9 countries 18 Minimize the registration costs for close Don't add a hidden additional charge per economic operators, free is preferable This can help in: additional user of the same organisation 10 platforms 28 Promoting transparencyaccessing the platform & accountability Don't require economic operators to Centralised public platform provide attestations, certified translations Non centralised public platform or other documents that may bring costs for them when registering to the platform Private platform See more This practice concerns Related practice e-Notification e-Access e-Submission e-Evaluation Economic operators have access to calls for tenders without administrative or technical pre-requisites e-Awarding e-Ordering e-Invoicing e-Payment Economic operators have the freedom to choose the platform e-Auction DPS Electronic marketplace of their preference without being locked in by the choice of the contracting authority See more
- 20. e-Procurement Golden My account | Site map | Help | Contact | Log in About us Book of Good Practice Home > Catalogue > Platforms clearly indicate all costs related to the use of the platform 21. 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, 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 bidding Why? Why? Do’s Don’ts Promote transparency & accountability Improve usability and efficiency Why? Give clear information about costs per Don't add timestamps as hidden extra transaction charge for economic operators Support change management Why? Minimize the registration costs for Don't add a hidden additional charge per economic operators, free is preferable additional user of the same organisation This practice has been observed in accessing the platform Don't require economic operators to 9 countries 18 provide attestations, certified translations or other documents that may bring costs 10 platforms 28 for them when registering to the platform See more This practice concerns Centralised public platform Non centralised public platform e-Notification e-Access e-Submission e-Evaluation Private platform e-Awarding e-Ordering e-Invoicing e-Payment e-Auction DPS Electronic marketplace Related practice Economic operators have access to calls for tenders without administrative or technical pre-requisites
- 21. e-Procurement Golden My account | Site map | Help | Contact | Log in About us Book of Good Practice Home > Catalogue > Platforms clearly indicate all costs related to the use of the platform 21. 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 in Give clear information about costs per Don't add timestamps as hidden extra transaction charge for economic operators 9 countries 18 Minimize the registration costs for Don't add a hidden additional charge per economic operators, free is preferable additional user of the same organisation 10 platforms 28 accessing the platform Don't require economic operators to Centralised public platform provide attestations, certified translations Non centralised public platform or other documents that may bring costs for them when registering to the platform Private platform See more This practice concerns Related practice e-Notification e-Access e-Submission e-Evaluation Economic operators have access to calls for tenders without administrative or technical pre-requisites e-Awarding e-Ordering e-Invoicing e-Payment Economic operators have the freedom to choose the platform e-Auction DPS Electronic marketplace of their preference without being locked in by the choice of the contracting authority See more
- 22. e-Procurement Golden My account | Site map | Help | Contact | Log in About us Book of Good Practice Home > Catalogue > Platforms clearly indicate all costs related to the use of the platform 21. 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 > To be able to submit a tender on a platform, we were forced to buy timestamps, which were only available in bundles of 100 timestamps. This practice has been observed in Additionally, these timestamps were only valid for one year. 9 countries 18 Do’s Don’ts 10 platforms 28 Give clear information about costs per Don't add timestamps as hidden extra transaction charge for economic operators Centralised public platform Minimize the registration costs for Don't add a hidden additional charge per economic operators, free is preferable additional user of the same organisation Non centralised public platform accessing the platform Private platform Don't require economic operators to provide attestations, certified translations or other documents that may bring costs Related practice for them when registering to the platform Economic operators have access to calls for tenders without See more administrative or technical pre-requisites This practice concerns Economic operators have the freedom to choose the platform of their preference without being locked in by the choice of the e-Notification e-Access e-Submission e-Evaluation contracting authority e-Awarding e-Ordering e-Invoicing e-Payment See more
- 23. e-Procurement Golden My account | Site map | Help | Contact | Log in About us Book of Good Practice Home > Catalogue > Economic operators can register on the platform without having to provide country-specific information 5. Economic operators can register on the platform without having to provide 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? Like this it is possible to avoid that foreign economic operators are prevented Support change management Why? from registering. This practice has been observed in See anecdote Do’s Don’ts 9 countries 18 Clearly indicate which fields are Don't require a digital certificate to register mandatory, and which are not in the platform 11 platforms 28 Protect user data according to EU Don't require individuals representing personal data protection Directives economic operators to provide evidences of their relation to the economic operator Centralised public platform Simplify the registration process by (during the registration process) Non centralised public platform reducing the number of mandatory fields and the number of steps required to Don't require a full extract from the business Private platform complete the registration register to register in the platform See more See more Related practice This practice concerns Economic operators can access and retrieve contract notices and tender specifications as anonymous users e-Notification e-Access e-Submission e-Evaluation e-Awarding e-Ordering e-Invoicing e-Payment
- 24. e-Procurement Golden My account | Site map | Help | Contact | Log in About us Book of Good Practice Home > Catalogue > Platforms keep tenders encrypted until the opening session 18. Platforms keep tenders encrypted until the opening session Summary Rating 4,5 Enhance accessibility for SMEs Why? Platforms that apply this practice store tenders in encrypted form until the Ensure legal certainty & confidence Why? opening session. Tenders cannot be opened until the date set for the opening session. This mechanism is commonly known as a tenderbox. There are also Facilitate cross-border bidding Why? organisational procedures in place to ensure appropriate access control to the Promote transparency & accountability Why? private decryption key until the opening session. Improve usability and efficiency Why? This way, it is possible to ensure the full confidentiality of tenders until the Support change management Why? opening time. See anecdote This practice has been observed in Do’s Don’ts 12 countries 18 Set a fixed deadline for opening tenders Don't forget that the use of technology does not replace good practices such as the 4-eyes Provide for a backup for each officer principle during the opening session 20 platforms 28 required to open tenders Don't share the private decryption key with Set down formal organisational non-authorised people Centralised public platform procedures and non-disclosure See more Non centralised public platform agreements to ensure segregation of duties and full confidentially of tenders Private platform See more This practice concerns Related practice N/A e-Notification e-Access e-Submission e-Evaluation e-Awarding e-Ordering e-Invoicing e-Payment
- 25. e-Procurement Golden My account | Site map | Help | Contact | Log in About us Book of Good Practice Home > Catalogue > Platforms use standard specifications to structure their data and to promote interoperability 24. Platforms use standard specifications to structure their data and to promote 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 CEN's 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’ts 4 28 Consider implementing the specifications don't implement ad hoc, proprietary developed by CEN/BII and the services specifications which are not intended to from PEPPOL promote interoperability across borders Centralised public platform See more See more Non centralised public platform Private platform This practice concerns e-Notification e-Access e-Submission e-Evaluation Related practice e-Awarding e-Ordering e-Invoicing e-Payment Economic operators have the freedom to choose the platform of their preference without being locked in by the choice of the contracting authority
- 26. How can the e-Procurement Golden Book be useful for you? PwC 26
- 27. Benchmark your platform with the good practices of the Golden Book 24 1 23 2 r r ar 22 3 21a a 4 20 a a 5 r r 19 a The e-Procurement a6 18 r Golden Book a7 17 r a8 r 16 r r9 r 15 a 14 a aa 10 13 12 11 PwC 27
- 28. Together we can make e-Procurement happen Download the full catalogue http://ec.europa.eu/internal_market/publicproc urement/e-procurement/conferences/ Share your thoughts http://www.pwcblogs.be/eProcGoldenBook/ [email protected] @eProcGoldenBook http://linkedin.com/eProcGoldenBook © 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.
Editor's Notes
- #4: 1. Let me remind you the importance of e-Procurement in the EU landscape...2. What are we already doing to tap into these 100 bn?We learnt what works and what does not work.
- #5: When we look at the situationThe commission services estimated that the 13% of enterprises using internet to submit a tender, corresponds to 5-10% of tenders submitted electronically
- #14: Click on the DO, come back and click on why
- #15: Click close
- #16: Click why to close
- #17: Click anecdote