Presentation of the Golden Book project by Kelly Liljemo at the Seminar on Electronic Procurement organised by DG MARKT in Brussels on the 14th of December 2012.

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
kelly.liljemo@pwc.be

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
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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
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