1.
e-Procurement roll out in
the European Commission
From e-Invoicing
to the full e-Procurement chain
Mr. Angelo TOSETTI 8th EXPP Summit 2012
Head of Unit, Information systems
for Policy support, Grant Management and
e-Procurement
DG for Informatics, European Commission

2.
e-Procurement: political context
Granada Ministerial Declaration on the European Digital Agenda
Digital Single Market
Stimulate cross-border e-commerce by the promotion, and government
adoption, of interoperable e-procurement, e-invoicing and e-payment
systems based on open and flexible technologies.
Embed innovation and cost effectiveness into eGovernment through the
systematic promotion of open standards and interoperable systems,
development of EU wide e-authentication schemes and proactive
development of e-invoicing, e-procurement…
Digital Agenda for Europe
ICT-enabled benefits for EU society
Action 88: Create and implement an ambitious eCommission 2011-2015
action plan. Lead by example on open and transparent eGovernment by
creating in 2010 and implementing an ambitious eCommission 2011-
2015 action plan, including full electronic procurement.

3.
e-Procurement: political context
COMMUNICATION FROM THE COMMISSION (2012)
A strategy for e-procurement
The Commission has put forward an ambitious but realistic proposal to
modernise the EU's public procurement legal framework as foreseen in
the 2011 Single Market Act. One objective of these proposals is to
achieve a full transition to e-procurement in the EU by mid-2016.
…
KEY ACTIONS:
(…)
(13) European Commission to implement full e-procurement by
mid-2015 (one year before the deadline for Member States)
(14) European Commission to make its e-procurement solutions
available to Member States that are building their infrastructure, to
reduce investment costs.

4.
The EC e-Procurement solution
• e-PRIOR allows the exchange of e-procurement documents
between any Public Administration and its Suppliers
Through web applications
for SME and individuals
SUPPLIER WEB
PORTAL
e-PRIOR Public
• Traceability
• Integrity
Administration
• Non-repudiation systems
• Routing
• Archiving
Through a machine-to-
machine communication
Supplier systems for bigger companies

5.
Standardised solution
• e-PRIOR is using standards: Electronic Business
Documents as specified by the CEN’s WS/BII
European Committee for Standardization
Comité Européen de Normalisation

6.
Cooperation with standardisation
bodies
• Cooperation with CEN BII in the context of document
exchange architecture
o contribution to the analysis of business document headers
o error handling and related code lists
o exchange of binary files
• Cooperation with OASIS
o significant contribution to UBL 2.1: Credit Note, Catalogue…

7.
Cooperation results
• Interoperability
Tests demonstrated interoperability between Difi* using Elektronisk
Handelsformat (EHF) and DG Informatics using UBL
Norway
EHF UBL
Invoice
DG Informatics
<INVOICE>
<ID>
<IssueDate>
<Period>
e-PRIOR
*Agency for Public Management and eGovernment (Norway)

8.
Collaboration with Member States
 Interoperability with PEPPOL
 1300 downloads on Joinup.eu
 Cooperation with universities in
Norway, Italy, Sweden
 Deployed in Greece, Portugal,
Ireland, Norway, Croatia
 Other Member States interested to
implement Open e-PRIOR :
o Belgium
o Spain https://joinup.ec.europa.eu/software/openeprior/home
o Malta
o ...

9.
Collaboration with Member States
• Collaboration with universities
o Norway: 5 studies delivered
o Italy: collaboration started
• Collaboration with DIFI around PEPPOL and Open e-PRIOR
o Integration in Open e-PRIOR of the PEPPOL Access Point, Oxalis,
developed by DIFI
o DIGIT is taking over the maintenance of the source code
• Collaboration with Ireland
o infrastructure allowing their Service Providers to exchange invoices
with each other using PEPPOL AP and Open e-PRIOR
(7 of their Service Providers are participating in the pilot)
o DIGIT helped with deploying Open e-PRIOR in their environment

10.
Evolution: technology

11.
Evolution: technology
All post-awarding modules covered by Open e-PRIOR
Post-Awarding
Framework
Contract
e-Catalogue e-Ordering e-Fulfilment e-Invoicing

12.
Evolution: technology
Pre-Awarding e- Qualification Framework
e-Notification & e-Awarding Contract
e-Submission
Phase 1 Phase 2 Phase 3 Phase 4 Phase 5
DECEMBER 2012 JUNE 2013 DECEMBER 2013 JULY 2014 JUNE 2015
e-Qualification (basic)
e-Submission (basic)
e-Qualification Dynamic Purchasing System
(extension)
e-Auction
e-Submission
(extension)
e-Qualification
e-Awarding
(enhancements) e-Evaluation
e-Submission e-Attestation
(enhancements)

13.
e-Submission
The Contracting Authority creates
1
the Call for Tenders (CFT)
e-Submission
Contracting Back Office
Information about the CFT
Authority (CA) 2
e-ACCESS is sent to the Back Office
The BO creates and sends
3
back the tender template
e-PRIOR
The EO views the CFT on e-
4 Access and is redirected to the Opening Board
e-Submission Front Office At the opening date, the
8 Opening Board is authorised
e-Submission to open the Tender
Economic
Operator (EO)
Front Office
The Tender Bundle and the
7 Preparation report are sent to
The EO fills the tender template, the e-Submission Back Office
5 attaches the required documents
creating the Tender Bundle
A Preparation Report is created and
6
made available to the EO

14.
Evolution:
roll-out strategy

15.
Evolution: roll-out strategy
Deployment strategy in the EC and EU Institutions
• Making e-procurement mandatory: All new market
procedures of DIGIT include an e-procurement provision
• Roll-out: Setting mandatory deadlines for Suppliers and
Customers
• Machine-to-machine connection with Suppliers having
large volume of invoices/year
• Connection via the Supplier Portal e-Invoicing for SME,
individuals and Suppliers with low volume of invoices/year

16.
Evolution: roll-out strategy
Deployment strategy in the EC and EU Institutions
Domains
IT… training … medical services … books…
Onboarding, testing and
configuration of Suppliers
Modules
e-Request… e-Invoicing… e-Ordering…
Customers
DIGIT… other DGs / Agencies / Institutions

17.
Evolution: roll-out strategy
Onboarding example
Domain: IT
Market procedure:
ESP DESIS II
13 Consortia
18 Supplier companies
18 Suppliers x 2 modules (e-Invoicing, e-Request…)
18 Suppliers x 2 modules x 49 DGs/Agencies…

18.
Evolution: roll-out strategy
Deployment strategy in the EC and EU Institutions
2011 2012 2013 2014
e-Invoicing e-Invoicing
e-Invoicing
e-Invoicing pilot mandatory for other mandatory for other
mandatory for IT domains (Phase 1) domains (Phase 2)…
e-Ordering
e-Ordering
e-Ordering pilot mandatory for
mandatory for IT
other domains
e-Fulfilment
e-Fulfilment pilot
mandatory for IT
e-Submission e-Submission
pilot mandatory for IT

19.
Back Office integration
Integration with the back-office systems of the EC for e-Invoicing
5 back-office
systems at the EC
Used by 90%
of the Local
Customers system Support
Local
Main system
provided for the
Interface with development of
e-PRIOR BO system the interface
developed by Local with e-PRIOR
DIGIT system
BO system
in phase-out
No integration with e-PRIOR

20.
e-Invoicing users – EU Customers
The European Commission is adopting e-PRIOR
Goal: Adoption of e-Invoicing in all 48 Directorate-Generals
and Executive Agencies by January 2013
Adoption in other EU Agencies and Institutions
CDT
Court of Justice Court of Auditors European Council

21.
e-Invoicing users - Suppliers
• All suppliers connected to e-PRIOR can be connected to any
administration, which is using Open e-PRIOR
Connected Suppliers

22.
e-Invoicing users – Service providers
4 service providers interfacing with e-PRIOR

23.
e-Invoicing curve
number of e-invoices
2010 2011 2012