1. Pilot Implementations Workshop Tim McGrath, Deputy WPM WP8 Malmö, February 10 th 2010

2. Timetable 2 11:.00 Introductions Objectives of PEPPOL pilots Identifying pilots, participants and processes Roles and responsibilities for pilot participants 12.45Lunch 13.45PEPPOL business profiles 15.15Break 15.30Plugging in to PEPPOL Connecting the dots 16.30Closing

3. Who am I? Presenting about a European project But I am Australian Discussing eProcurement But I am a document engineer Describing common standards for procurement information But I speak only one language Therefore… I must be a consultant! 3

4. 4

5. Pilot Implementation Planning Workshop5

6. Summary Objectives of PEPPOL pilots Identifying pilots, participants and processes Roles and responsibilities for pilot participants PEPPOL business profiles Plugging in to PEPPOL Connecting the dots 6

7. Summary Objectives of PEPPOL pilots Identifying pilots, participants and processes Roles and responsibilities for pilot participants PEPPOL business profiles Plugging in to PEPPOL Connecting the dots 7

8. The PEPPOL project Objective: Enabling EU-wide public eProcurement A Large Scale Pilot focused on Interoperability (Pilot A) – Key actors: Member States or national authorised representatives – The outcome should be an open, common interoperable solution with results widely disseminated and available to all Member States – The EU contribution is up to 50% of costs for achieving interoperability Coordinated by the Norwegian Agency for Public Management and eGovernment (Difi) – 14 beneficiaries from 8 countries – Total budget 19,6 M€ – 8 work packages, <900 person months and 6,6 M€ on sub-contractors – Project start up: 1 May 2008, duration 36 months The PEPPOL project is the result of the European Competitiveness and Innovation Programme (CIP) ICT Policy Support Programme (ICTPSP) 2007 Call for Proposals

9. The PEPPOL project Objective: Enabling EU-wide public eProcurement A Large Scale Pilot focused on Interoperability (Pilot A) – Key actors: Member States or national authorised representatives – The outcome should be an open, common interoperable solution with results widely disseminated and available to all Member States – The EU contribution is up to 50% of costs for achieving interoperability The PEPPOL project is the result of the European Competitiveness and Innovation Programme (CIP) ICT Policy Support Programme (ICTPSP) 2007 Call for Proposals From 1.11.2009 – based on enlargement proposal (subject to change) – 19 beneficiaries from 13 countries – Total budget 30,8 M€ – 8 work packages, <1.600 person months and 10 M€ on sub-contractors – Project start up: 1 May 2008, duration 42 months

10. Consortium Operational Reference Group Regional Nodes Consortium and Operational reference Group

11. The PEPPOL Vision Any company (incl. SMEs) in the EU can communicate electronically with any EU governmental institution for all procurement processes. 11 v Where are you?

12. OrganizationalLegalSemanticTechnical Barriers Org A Org B Business requirements vary a lot No agreed upon businesses processes Huge difference in business models High barriers in previous legislation Member states implement directives differently Different data models Different coding systems No common understanding Incompatible technical solutions Shared infrastructure components are missing

13. OrganizationalLegal`SemanticTechnical Addressing the barriers Org A Org B Mandate minimal business processes Set-up a well defined governance process Multilateral agreements Loosen technical requirements Align MS implementation of directives Define mandatory set of data- elements Promote common standards Accept syntax mappings will co-exist Mandate a transport standard Establish and fund core infrastructure

14. PEPPOL will deliver... (I) A secure, reliable and scalable European electronic transport infrastructure Made for PEPPOL but generic in its nature – well suited also for other purposes A market for middleware that enables easy connection between national infrastructures and the PEPPOL infrastructure Demonstrator software supporting public procurement processes Functioning open source software connected through the PEPPOL infrastructure Implementing the results of the CEN WS ”Business Interoperability Interfaces in public procurement in Europe” (CEN BII) Providing SMEs with tools to access the large European public procurement market Basis for further development by European software industry

15. PEPPOL will deliver... (II) Guidance and building blocks for connecting national e-procurement solutions to the PEPPOL infrastructure Implementing the results of the CEN WS ”Business Interoperability Interfaces in public procurement in Europe” (CEN BII) A methodology to encompass all Member States Availability of demonstrator software + implementation support + funding = “starter kits” that can fulfil i2010 target of 100% availability of e-procurement solutions in Europe Long term sustainability Governance setup and transfer of responsibility for operations of centralised components to a relevant permanent organisational unit

16. Summary Objectives of PEPPOL pilots Identifying pilots, participants and processes Post-award Pre-award Roles and responsibilities for pilot participants PEPPOL business profiles Plugging in to PEPPOL Connecting the dots 16

17. Technologies Used in PEPPOL Post-awardPre-award

18. Technologies Used in PEPPOL Post-awardPre-award Transport Infrastructure BusDox only

19. Transport Infrastructure Access point Application Interface START Interface Application Interface START Interface Application Trusted SMPs Access point START certificates SMP SML Certificate Server Trusted Access Points 19

20. Post-Award Transport Infrastructure (simplified) Access point Application Interface Application Interface Application Access point START Interface START Interface

21. Using the Transport Infrastructure PEPPOL provides the Service Metadata Locator. – Currently exists at NITA in Denmark. All Service Metadata Publisher providers must: – Register with the SML using an SMP Agreement. All beneficiaries participating in post-award processes must ensure the provision of at least one Access Point for their community. – Beneficiaries only participating in pre-award processes may also need access to an Access Point. Each Access Point Provider will need an Agreement with PEPPOL before the production pilot stage. 21

22. Transport Infrastructure Issues Challenges: – Attracting technology providers (middleware, network providers, ERP developers) to create interfaces, SMP registries and access points Governance issues: – Contractual obligations and service levels for service providers: Access point Provider Agreement Service Metadata Publisher Agreement – Transference after the pilots 22

23. Technologies Used in PEPPOL Post-awardPre-award Business ServicesSignature Validation Transport Infrastructure BusDox only

24. Signature Validation Service Access point Application Interface Application Interface Application Access point Validation Transformation START Interface Validation Transformation START Interface Signature Verification Service

25. Technologies Used in PEPPOL Post-awardPre-award Business ServicesSignature Validation Document ExchangeCEN BII profiles Transport Infrastructure BusDox only

26. eCatalogue (post-award) Supplier needs to update their customer with information about their products: – “we have a price update on the blood analysis kit #25361” Already have a contract to supply to the customer. May need to classify “blood analysis kit #25361” using the customer’s product classification system. Pilot Implementations Workshop26

27. eCatalogue Pilots (post award) Access point Application Interface Application Interface Application Access point Validation Transformation START Interface Validation Transformation START Interface Following BII Profiles Following BII Profile 27

28. Technologies Used in PEPPOL Post-awardPre-award Business ServicesSignature Validation Item Classification templates Document ExchangeCEN BII profiles Transport Infrastructure BusDox only

29. eCatalogue Pilots (post award) Access point Application Interface Application Interface Application Access point Validation Transformation START Interface Validation Transformation START Interface Following BII Profiles Following BII Profile 29 Classification Template Service/Tool Containing CA’s classification template

30. PEPPOL Classification Template service Contracting Authorities: – Link with on-line Registries(Product Property Servers) – Contract Template creation and submission to the chosen Supplier Suppliers: – Download contract template – Mapping of existing Catalogues to the template including integration linking to existing registries 30

31. Implementing eCatalogue Post-award -1 Each pilot Contracting Authority needs to: – Identify a willing (cross border) supplier. – Receive an eCatalogue document following the rules and processes defined by CEN/BII for the specific profile they plan to use. NB Post-award information may differ from pre- award – e.g. the number of properties defined for an item may vary 31

32. Implementing eCatalogue Post-award -2 Each pilot supplier needs to be: – a legitimate supplier to the contracting authority. – able to create an eCatalogue document following the rules and processes defined by CEN/BII for the specific profile they plan to use. This may involve mapping the supplier’s products to the properties defined in the contracting authority’s template. 32

33. Implementing eCatalogue Post-award -3 Document exchanges must be via the PEPPOL Infrastructure – Supplier must have connection to a PEPPOL Access Point – Contracting Authority must have connection to a PEPPOL Access Point 33

34. eOrdering Customer has catalogue information and wants to buy products: – “we need 500 sets of blood analysis kit #25361” or perhaps that should be... – “nous voudrions acheter blood analysis kit #25361” ?? Already have a contract with their supplier. Pilot Implementations Workshop34

35. eOrdering Pilots Access point Application Interface Application Interface Application Access point Validation Transformation START Interface Validation Transformation START Interface Following BII Profiles Following BII Profile 35

36. Implementing eOrdering - 1 Each pilot Contracting Authority needs to be: – Identify a willing (cross border) supplier. – able to create an eOrder document following the rules and processes defined by CEN/BII for the specific profile they plan to use. 36

37. Implementing eOrdering - 2 Each pilot supplier needs to be: – a legitimate supplier to the contracting authority. – able to receive an eOrder document following the rules and processes defined by CEN/BII for the specific profile they plan to use. 37

38. Implementing eOrdering - 3 Document exchanges must be via the PEPPOL Infrastructure – Supplier must have connection to a PEPPOL Access Point – Contracting Authority must have connection to a PEPPOL Access Point 38

39. Implementing eOrdering - 4 eSignature may also be applied – Supplier must have a certified signature – Based on prior agreement between trading partners. – Contracting Authority can verify the signature 39

40. eOrdering Pilot Issues Challenges: – Attracting suppliers wishing to participate in cross border pilots – Interfacing national procurement systems with PEPPOL Access points Governance issues: – Maintenance of BII profiles – PEPPOL pilots may/will identify requirements for changes to BII profiles. 40

41. eInvoicing Supplier has delivered the products and wants to be paid: – “500 sets of blood analysis kit #25361 cost DKK 100,000 ” Already have a contract with their customer. May (or may not) have received the order electronically. May (or may not) wish to digitally sign their invoice. – by mutual agreement Pilot Implementations Workshop41

42. eInvoicing Pilots Access point Application Interface Application Interface Application Access point Validation Transformation START Interface Validation Transformation START Interface Following BII Profiles Following BII Profile 42

43. Implementing eInvoicing Each pilot supplier party needs to be: – a legitimate supplier to the contracting authority. – a ble to create an eInvoice document following the rules and processes defined by CEN/BII For the specific profile they plan to use. Agree on XML syntax Documents will be relayed via the PEPPOL Infrastructure 43

44. eInvoicing Pilot Challenges Attracting suppliers wishing to participate in cross border Pilots Interfacing national procurement systems with PEPPOL Access points Mapping BII profiles to national formats Legislative differences on EU directives for taxation and evidence 44

45. eInvoicing Pilot Governance Maintenance of BII profiles – PEPPOL pilots will identify requirements for changes to BII profiles – a suitable governance mechanism needs to accommodate these changes. Revised archiving and auditing processes may be required 45

46. Summary Objectives of PEPPOL pilots Identifying pilots, participants and processes Post-award Pre-award Roles and responsibilities for pilot participants PEPPOL business profiles Plugging in to PEPPOL Connecting the dots 46

47. Technologies Used in PEPPOL Post-awardPre-award Business ServicesSignature Validation Item Classification templates Transport Infrastructure BusDox onlyBusDox and local/other

48. Pre-Award Transport Infrastructure Access point Application Interface Application Interface Application Access point START Interface Other Interface START Interface Other Interface Pre-award Pre- and Post-award

49. Technologies Used in PEPPOL Post-awardPre-award Business ServicesSignature Validation Item Classification templates Pre-VCD evidentiary equivalence mapping Document ExchangeCEN BII profilesCEN BII2 profiles Transport Infrastructure BusDox onlyBusDox and local/other

50. VCD Pilots Access point Application Interface Application Interface Application Access point Following BII2 profiles Validation Transformation START Interface Other Interface Validation Transformation START Interface Following BII2 profiles Other Interface 50 Pre-VCD Tool Ontology defined for both/all parties

51. Using the VCD document exchange Each pilot economic operator: – Needs to be qualified for the call for tender issued. – Needs to be able to create a VCD Package document following the BII2 (under development). – may need an application to assemble the various evidentiary documents into a single XML document. This document may be uploaded directly to the Contracting Authority or relayed via a transport mechanism such as the PEPPOL Infrastructure. 51

52. Using the pre-VCD Mapping Service A formal ontology must be developed Two teams of PEPPOL consultants, PEPPOL.AT and UKL. PEPPOL are developing VCD ontologies for each beneficiary or pilot participating domain. 52

53. Virtual Company Dossier Pilot Issues Challenges: – Pilot economic operators cannot be favoured in production pilots Governance issues: – Maintenance of pre-VCD service – Maintenance of the VCD document structure – Integrity of the equivalence rules 53

54. Technologies Used in PEPPOL Post-awardPre-award Business ServicesSignature Validation Item Classification templates Pre-VCD evidentiary equivalence mapping Item Classification templates Document ExchangeCEN BII profilesCEN BII2 profiles Transport Infrastructure BusDox onlyBusDox and local/other

55. eCatalogue Pilots (pre award) Access point Application Interface Application Interface Application Access point Validation Transformation START Interface Other Interface Validation Transformation START Interface Other Interface Classification Template Service/Tool Containing CA’s classification template Following BIII2Profiles Following BII2 Profiles 55

56. Pre Award Classification Template service Economic Operators: – Download tender template – Mapping of existing Catalogues to the template including integration linking to existing registries – Submit catalogue – Receive response Contracting Authorities: – Link with on-line Registries(Product Property Servers) – Tender Template creation and publication – Upload (or Submission) 56

57. Pre Award eCatalogue document exchange Each pilot economic operator: – Needs to be qualified for the call for tender issued. – Needs to create an eCatalogue document following the rules and processes defined by BII2 (under development). – May involve an application to map the economic operators products to the properties defined in the contracting authority’s template. May be uploaded directly or relayed via the PEPPOL Infrastructure 57

58. Finding candidate economic operators for cross border pilots – Pilot economic operators cannot be favoured in production pilots Coordinate pre- and post-award requirements – Post-award information may differ from pre- award – e.g. the number of properties defined for an item may vary 58 Implementing eCatalogue Pre-award - issues

59. Summary Objectives of PEPPOL pilots Identifying pilots, participants and processes Roles and responsibilities for pilot participants PEPPOL business profiles Plugging in to PEPPOL Connecting the dots 59

60. PEPPOL Document Exchanges VCD VCD Package BII01 Catalogue Only BII18 Punch out BII03 Basic Order Only BII04 Basic Invoice Only BII05 Basic Billing BII06 Basic Procurement BII07 Simple Procurement BII19 Advanced Procurement 60

61. 61 BII Post Award Processes

62. BII Catalogue Profiles BII01 Catalogue Only – This profile allows for establishing and maintaining a catalogue of products and/or services offered from one supplier. BII18 Punch out – This profile describes a process where a Customer access a website and receives a quote back to his own system (e.g. a public purchasing portal) for further processing, e.g. in the shopping basket. 62

63. BII Order Profiles BII03 Basic Order Only – This profile describes a process comprising only an electronic (purchase) Order. – It allows for electronic ordering of goods and services/services that are non-standard or not easily described in catalogues. – The Order may contain Items (goods or services) with Item identifiers and/or items identified by name/description. Because of this, the internal processes for transaction handling at the Supplier are expected to require manual intervention. – This process is intended to result in acceptance or rejection of the Order, but such responses are external e.g. by phone or email. – This profile can be used with no or little integration to ERP systems. 63

64. BII Invoice Profiles BII04 Basic Invoice Only – This profile describes a process comprising only an electronic Invoice. – It is intended for situations where invoicing is electronic but where matching of the Invoice to other electronic documents may not be practicable. The Invoice is a self-contained document with respect to commercial and fiscal requirements. – It is not a primary objective of this profile to facilitate automatic order matching and/or cost allocation; the profile assumes limited or no procurement data content and limited or no aligned and synchronized identifiers in the system to match the transaction. – This profile can be used with no or little integration into ERP systems. It may be introduced with minimal advance exchange agreement if coding schemes are not used. – This profile may cover Invoice factoring arrangements. 64

65. BII05 Basic Billing – A process comprising an electronic invoice and, potentially, an electronic credit note. BII06 Basic Procurement – Comprising an electronic (purchase) order, an electronic order response, an electronic invoice, and, potentially, an electronic credit note. BII07 Simple Procurement – Comprising an electronic (purchase) order, an electronic order response, an electronic invoice, an electronic invoice dispute and, potentially, an electronic credit note. BII19 Advanced Procurement – Electronic messaging support for the business processes of ordering, billing and invoicing. It is intended for use by businesses with a requirement for matching of order, dispatch and invoice at line level. Collaborative Profiles 65

66. Summary Objectives of PEPPOL pilots Identifying pilots, participants and processes Roles and responsibilities for pilot participants PEPPOL business profiles Plugging in to PEPPOL Connecting the dots 66

67. The organisational structure Provide Resources Manage Resources Provide Pilots Manage Pilots

68. PEPPOL funding priorities 1.International building blocks – usable for all 2.Building blocks usable for many 3.Building blocks usable for one/few (pilot/beneficiary/service provider) 4.Services – not reusable (based on overall benefit to european community) PEPPOL funding can not be used for national infrastructure.

69. Services for PEPPOL Pilots Access point Application Interface Application Interface Application Access point Pre-VCD Service Validation Transformation START Interface Other Interface Validation Transformation START Interface Other Interface Classification Template Service Signature Verification Service These are common

70. Document Exchange Requirements for Pilots Application Interface Application Interface Application Validation Transformation START Interface Validation Transformation START Interface 70 These are specific to each party* (3) v These can share reusable Components (2) v These can be common (1)

71. Overall Timeline Nov 2009  May 2010  Nov 2010  Nov 2011  Proof of concept Test applications Test data Test Pilot Phase Real applications Test data Production Pilot Phase Real applications Real data End of Pilots Start sustainability phase 71

72. Summary Objectives of PEPPOL pilots Identifying pilots, participants and processes Roles and responsibilities for pilot participants PEPPOL business profiles Plugging in to PEPPOL Connecting the dots 72

73. Requirements for Pilots Services Infrastructure Business Process Support Services Document Validation Standards for Document Exchanges Document Transformation Reusable Components Application Interfaces API Development support Pilot Operational support 73

74. 74 CEN/ISSS BII and BII2 to provide: Implementation guides for document content (codes, identifiers, etc) Syntax mapping guides for transaction models (UBL, UN/CEFACT XML) sample document validation schematron PEPPOL to provide: Support for document content validation (codes, identifiers, etc) Support for document syntax validation Additional schematron Validation of Document Exchanges

75. 75 PEPPOL to provide: Guides for document content transformation (codes, identifiers, etc) Guides for document syntax transformation (UBL, UN/CEFACT XML) Transformation of documents

76. 76 Support for specific PEPPOL integration required for each Pilot participant or eProcurement Platform. the effort required to make their eProcurement solution support the PEPPOL services. Does not include: the effort related to upgrading or developing specific ERP systems applications to implement eProcurement. Can benefit from collaborative development tools and environment API Development support

77. 77 PEPPOL provide and support services: Service Metadata Locator ( WP8) START Certificate services (WP8) Signature validation service (WP1) Pre-VCD mapping service (WP2) Catalogue template (WP3) Pilot Operational support (1)

78. 78 All PEPPOL Beneficiaries to provide resources for localization to support Pilots: Translation of user interfaces for PEPPOL services. Translation of documentation. Any additional customization to meet specific local requirements Pilot Operational support (2)

79. Demonstrator Client Pilot Implementation Planning Workshop79

80. 80 Reference implementation Good enough to demonstrate principle Not good enough for commercial use Limited support Assists commercial software developers Does not compete Java client in 2 flavours: Standalone PC application Demonstrator Client - 1

81. 81 Implements LIME (PEPPOL infrastructure) Implements BII profiles Basic Invoice Basic Order Basic Catalogue Simple eProcurement Qualifies as part of “PEPPOL Starter Kit” Demonstrator Client - 2

82. The ePrior approach

83. Summary Objectives of PEPPOL pilots Identifying pilots, participants and processes Roles and responsibilities for pilot participants PEPPOL business profiles Plugging in to PEPPOL Connecting the dots 83

84. Project Mgt ICT Industry (software and services) Industry Associations Contracting Authorities Standards bodies European Commission Other Large Scale Pilots Suppliers (especially SMEs) Beneficiaries Business Processes And Infrastructure Non PEPPOL beneficiary PEPPOL Beneficiary influenced Awareness

85. PEPPOL for Suppliers Reduces barriers to eProcurement Creates exposure for suppliers – nationally and internationally Creates new markets for your products Saves time and money These apply especially to small businesses 85

86. PEPPOL for Buyers Improves manageability of procurement Creates efficient, simpler and safer procurement Increases supplier competition through visibility Increases competition through standardisation Applies directly to Contracting Authorities in the public sector 86

87. PEPPOL Pilot checklist For using PEPPOL Infrastructure: – Service Metadata defined for each endpoint? – Service Metadata published for each endpoint? – Access point available? 87

88. PEPPOL Pilot checklist For accessing services: – Services available? – Data populated (mappings, templates, etc)? – Processes for processing service results? 88

89. PEPPOL Pilot checklist For exchanging documents: – Trading party pairs identified? – Each trading partner has: Application available? Application interfaces available? Data transformation available? Document and process validation available? eSignature available (if required)? 89

90. The Future 23 million SMEs have adopted eProcurement 3 million public sector endpoints 1-2 billion invoices sent to public sector pr. year >100,000 work years are being saved in public sector pr. year PEPPOL – Establishes the technical infrastructure – Implements pilots – Enables eProcurement through common standards Your organization contributes by participation 90