Electronic Signature Lawfulness for Christmas Bonus Letter in European Union

How to eSign a document: electronic signature lawfulness for Christmas Bonus Letter in European Union

Good morning! On behalf of the Publications Office of the European Union. Welcome to this 4th webinar dedicated to eNotices2. I'm Luca Martinelli. I'm the new Head of Unit of the unit TED, EU Public Procurement, at the Publications Office in Luxembourg. I'm here with Karl Ferrand, Head of Sector for Reception and Production. The OP is in charge of receiving public procurement notices to be published in the Official Journal S, on the TED website. I'd like to say some words before giving the floor to my colleagues. Introduction, background, aim, organisation and logistics about this online meeting. Firstly, about myself. I took over from Manuela Crus that you might have known. The Head of Unit for many years. In the context of a reorganisation of the Publications Office, Manuela moved to the unit dealing with the Official Journal: LMC, which is the legislation part of the Official Journal. I have experience in the OP in different units for more than 12 years. Previously, I worked at the EC in DG Information, Society and Media, at CNECT since 1997. What are we going to talk about today? Be sure that in my new capacity together with my colleagues we are aiming at providing to you the best possible and continuosly improved service of publication of notices. There has been a change with the introduction of eForms. The implementing regulation of 2019 of the EC introduced the eForms for submitting notices, replacing old standard forms. The previous tool, meant to submit the old standard forms ....eNotices. It had been developed and stayed alive for many years, but it's now replaced by eNotices2, allowing the transmission of the eForms. There's been a transition period based on the regulation started on 9 November when eNotices2 was made available. The transition period ended on 25 October, last year 2023, when eForms became mandatory. There has been a tolerance period until the end of January this year. It was possible to use both tools: eNotices and eNotices2. Since 1 February only transmission through eNotices2 is possible. eNotices has been shut down. You know that it has been a change of logic with eForms. eForms are data-driven. The focus is not anymore on the simple publication through a PDF notice. It is about the collection of quality data. There are about 40 procurement forms for seeing the regulation, before there were 25 and the fields also increased: optional and conditional mandatory. This has led to an increase in the complexity of the forms, but we are trying to manage and to make it possible for buyers to submit notices in an effective way. We already organised 3 webinars ... 3. This is the 4th. It was September, October, November. Karl already demonstrated the feature of eNotices2. Based on requests we have decided to have this session. We also published Q&As based on the results of the session and we continue to do so. Who's the audience of this session? This session is targeted for users of eNotices2. Those that previously used eNotices or started using eNotices2 ...those are the correct target for this session. This is not aimed at eSenders nor IT developers that provide public procurement services. We'll have a specific workshop dedicated to them on 20 March. This is not dedicated to users of TED data, for which we'll have a workshop on 17 April. Some housekeeping rules: if there are technical issues ...we had many requests, we are about 320 participants. Microphone and video shut to avoid interference. We have a support team with us beyond Karl. There is Jenny, Panos, Ilenia, Enrico and Marco. Normally, we work in English. We'll proceed with a presentation of the core functions of eNotices2 by Karl, it will take about an hour, after which we'll have a break to collect all the questions. Then we will come back after about 30 minutes to close with a Q&A session for another 30 minutes. We plan to close by noon. It was mentioned in the chat: the session is recorded. This more or less what I wanted to tell you. We are well available through eNotices2. There is a specific help form that you can use, so that we can collect questions. Did a forget anything, Karl? Otherwise, I will give you the floor. Just to say that the microphones are muted because there are many of you. You cannot speak. Turn off your cameras, thank you. That is good for the bandwidth of the app ...for the platform. If you have questions, you can put them in the chat, in Webex. Good morning and thank you for your good morning questions. We are here together because many of you have recently started using eNotices2. This means that in total there're 14 000 users in eNotices2. When we recently offered you to come to a webinar over 2000 of you said that they wanted to attend. This meant we had to split the teams. We split the groups into different sessions because we cannot handle so many at the same time in Webex. We have selected those of you who had no experience or not much experience with eNotices2. We assume you are beginners. As we have said, other audiences are addressed through specific ones. You might have colleagues with more experience. They could invite you for next week, for the 21st. We've got another webinar. We want to invite you because we can't physically host you. We'll share the recordings for both sessions, so you don't miss out. We'll have a single set of Q&As. The information will be available. If you are from the EU institutions, we know we have lots of colleagues. Almost all of you'll be using our internal tool PPMT tool. If you have any questions maybe reach us directly or we'll work with the PPMT colleagues. In some cases you will continue using eNotices2. We'll provide specific guidance. EIB, CoEB and ECB colleagues will continue with your questions directly. You're welcome as you're users too. In many countries there're already e-procurement providers or a central government application that allows the submission of notices. Those who are today using eNotices2 is because there's no suitable provider in your country. eNotices2 is the fallback solution if there's no national or commercial solution available. In Germany is mandatory to send all your messages via certified provider. They reach us via a central hub. You shouldn't be using eNotices2, but for passenger transport regulations or business registrations. In Portugal, authorities were setting a system. Unfortunately, it didn't go live last month. Hopefully in the next weeks or months it will be available, so that you might not need to continue using eNotices2. I will start sharing, so you know where the regulation is. If you have some links on the homepage... I will check my browser to share it. This is the Official Journal, where the regulation was published. This is a consolidated version. The 2019 original one. There was an amendment in 2022, available right now in eNotices2. There's another one that will add some fields later this year. Here you can read why eNotices exists, and in your own language too. It's a complicated regulation, but it explains the origin of the forms and their correspondence in the EU directives. There's a long table that describes all the available fields, and which fields are available in which form. Mandatory or optional. This is the legal basis the we have turned into eNotices2. We had 3 webinars. Most of you are here because you've started quite recently. When eNotices1 was switched off at the end of January and you had to suddenly use the system. I'll try to focus on the basics. We may not have the time to do everything. If not, we'll cover it in other webinars. Last year's webinars cover very similar things to what I'm doing. The basics are to start a new procedure in eForms: a contract notice. It is quite common to award a procedure that you'd started in the old forms. A procedure that overlaps the 2 types of forms. I'll use Directive 24 as an example. It's the most common one. That's the general directive for public procurement. As well as Directive 23, 2014 and Directive 25, 2014 for sectoral or for concessions. There're also defence directives. You're working with national legislation, but it's important to know which EU directive you're based on. I'll show you how we can help you. I won't be covering more sophisticated parts like structured organisations, workgroups, contract modifications, hidden fields, voluntary ex-ante, transparency notices, private information notices... I won't cover those because the core ones are contract notices and awards. I'm afraid we can only provide these sessions in English. I'll demonstrate in English, but you'll use your own language. There're not very many English-speaking users of eNotices2. Ireland and Malta have their own system. Put the questions in EN. If you put them in your own language it's possible, but we won't treat them today. We could translate them and answer them later on in the Q&A. We have some capacity for ES, IT, FR, EL, but we can't cover them altogether. The biggest challenge is in eNotices2 and eForms itself. There're more fields and rules. Different structures. You'll recognise some aspects and what's in there. It's what you did before. Others are different. I'll show them. While doing my demonstration, I've set some information already. It'll help me filling the forms and getting to the difficult parts quicker. You might see me taking shortcuts. I'll be explaining as we go on. When you register, we ask you if you're willing to participate in the usability study. We'll do it later this year. We'll try to find a representative example. You might get another invitation. We take usability seriously. We work on it continuously to improve it. The forms are difficult and they won't get simpler. The legislation has been decided by Member States and the EC. We can't escape the law. We'll see what we can do with the app to make it easier to you. On 31 January you might have noticed you couldn't submit notices. The end of the transition period. You can still consult eNotices in the old app until end of June to check up, but there's no migration of information. They stay there. After 30 June, they won't be there. Published notices are on TED. They never get lost. They're there forever. 10 years online, stored internally. We'll show you how to import them into eNotices2. Those needed, you can still import them one by one. Let's see. Most of you're from Greece, Spain, Italy or France. Polish users have been taken to a different session. You'd be informed separately. Most of you send a few notices per year or month, not everyday. You come here from time to time. There're some differences in publishing. We have changed apps to improve the publication workflow and the validation process. To get started. In the eNotices2 homepage, we have information about the regulation, the Help page you can find... What is useful to test is the preview environment. You'd set it up. If you see the link, its preview is in the URL. On the homepage you can link to it. In this environment you can submit whatever you want without it going to TED. Pay attention you're in the right link. They look identical. They're designed to be alike. Whatever you see in production or in the preview behaves alike. Be careful you don't submit a test. It's a playground. In this preview environment, there's an imitation of publishing on TED. At 3 o'clock pm, there's an export in the entire system, which prepares an OJ for the next working day to publish on TED. It's a real export, but a publication. It pretends to publish at 4 o'clock later, allowing you to simulate the publication process within an hour. Between being exported and one hour later, it'll be published. You'll see the statuses are useful to practice. This is what I'm presenting. You'll see that we have the Help page. It's a bit hidden down here. Please, read it first. It doesn't have all the answers. There's no comprehensive guide for all the options. There's information available in all the languages, allowing you to see what happens. I get error messages. There're tips on how to get around it. You need to continue a procedure like I'll show now. Some of the things are actually described here. Today will make it easier to be seen. If you don't find the answer, click on "contact the Helpdesk". Our Helpdesk is very busy. Lots of you have many questions. Please, wait while we get to your email. We're hoping to answer today some of your questions. One thing to bear in mind. If you want help from the Helpdesk, you want them to look at your account. You can delegate the actions. Delegate your access there, in the account settings. This is me and my delegation. It's designed to delegate to your colleagues, share it with people you trust. You're on holiday. You can say "please have a look". You're colleagues can have access. You can share it. You can set up the dates, for how long you want to make it available. Say a week because we're away for a week. If you want to delegate it, you press this button. It fills the email. If not, you put the email of your colleague. The Helpdesk gets delegation or your colleague. You can stop it anytime and get it back. It's useful if you want help for that. Going back to homepage. I will now create a contract notice. I've chosen an Irish notice, which is in English from South Dublin County Council. I'll try to recreate it as a contract notice. To show what sort of information exists today in the old forms and how it'd be represented in the new forms. You'll see that information at procedure level is now moved down at lot level. In each lot there's different information, which until now it was the whole procedure. There's some repetition of information. The organisation appears once and can be linked to different roles. If you have a contractor who wins five lots. You'll definite it once and link it to many lots. There're code lists, structured informations. You'll see the drop-down list. There're fields which are optional. About strategic procurement or links to other regulations like the Clean Vehicles directive that is growing the amount of added fields. This allows reporting through the contract notices to satisfy certain legislation. There're also features as publish later or unpublished fields. You can choose certain fields to not publish. Instead of not publishing the notice you can publish the whole result. You can hide certain fields. I won't cover that today, but you know they're out there. I'm going to announce this call for tender I have. It's for fee maintenance services in South Dublin. I'll start filling it in. First thing I want to do: I want to create a notice. I'll choose my language, in this case English. Next step. If you're a beginner, this wizard, the notification wizard, it'll help you choose the type of notice. Unless you know which of the 40 forms you need, you can start with this. 99% of you will be doing a public procurement notice. These are other regulations for passenger transport services, business registrations, EU companies, which we also support. Are you an EU institution? -No. What are you doing? -It's a competition notice. It's already starting to ask you which of the directives you're going into. Is it a defence or concession directive? No, this is just basic services. Am I going in more for the sectoral directive? I say no. It's a classic directive. It'll help you get to the right form and the right legal basis. It can help you. Here's a subset of the list of available forms. Unless I'd gone via the wizard, I'd have got all the forms listed. It'd be quicker next time once I know that's the right form. General procurement: standard regime. Here's the procedure group name. It's an internal name for yourself. Keep track of it. This allows me to get started. We're reaching what takes all our time. The challenge starts here. I'm already in a workgroup. It's the same account I've previously used. When you're not in a workgroup, you'll be in my personal organisation. You can start with a personal organisation. If you have that, you'll see an option to do your form settings. Even when you log in the app asks if you want that in your form settings. This is valuable, it'll save you time. It'll make sure things are pre-filled and avoid errors. If you're in a workgroup. Your form settings are inside the workgroup. Ignore the rest. The most uselful ones that you'll never want to change... Set your default languages. When you create a notice, it'll be in your language. Set the currency. Most of the time it'll be the same one. This is Ireland. The use the euro. If you only use legislation, you can already limit the lists of notices proposed to you each time. It can clear away some of the noise in eNotices2. eNotices2 tries to do eveything for all possibilities. If your possibilities are limited, you always do general procurement, don't bother with the other ones, get rid of them. Play with it and see what's useful. I recommend you do that directly, because it's done. You can also set some default field values. I'm a local authority in SDCC, I always have these things. I have my same information, which I want to use each time. As filling the form, they'll be pre-filled because I've set these defaults. You can't do everything, but a few things you can set for country. That's for work. If I go back to my notices, because I left it in draft now. This is the one I started. It's a draft. There's an auto-save function. Every 30s it's saved for you. Before filling all the notice, let's identify my organisation. I will use these organisations in different roles inside the notice. This is important. These are technical identifiers inside the notice. They are assigned directly by the system. Occasionally you need to know the number for each business entity. I have already set up what is called the address book. These are organisations of any type, which I've already entered to import them quickly into my notices. I'm South Dublin County Council. I'll always use that, I can set it up. I have a review organisation. It's always the same. I'll go back to my notice again. I'm back. Organisation. The first organisation that I'll create is the buyer. I fill it in directly here. I'll import it from my address book. It'll be quicker. This is only an organisation. It has no role yet, it just exists. I've created one organisation. I want to add a new. You'll see these add new options all over the place. I'll create another one. I'll add new very quickly. When I add a new one, it usually clones the previous one. By adding a second organisation, it'll pre-fill whatever the previous one had. I'll overwrite it with the High Court, because I know I'll use it. Sorry, I shouldn't have done that. I've imported one and brought it in, I didn't need to add a new. Here are my two organisations. The two I need for my contract notice. I haven't got to the award. Here I announce it. Now fill in the form. One way to get started... There's confusion, understandably. When you see a red asterisk, it means the field is mandatory in every case. Many fields become mandatory based on what you filled in. They're mandatory under certain conditions. There're errors generated because the basic structure isn't completed, you'll start getting structural errors, that are difficult to understand. We'll see how to improve that. It's a challenge for now. To get started fill in all the basic structures by putting mandatory on. These are the always mandatory or essential fields. The structure won't be complete until you complete these ones. When I toggle this on, I got rid of a lot of fields that were creating noise, but they're optional. I can ignore them at this stage. Later I'll see which ones are a problem. This is how you get quicker. I'll have to define a buyer. I'm the buyer. I'm a local authority because I filled in my default values. That's all I need to do. Procedure. It gets more interesting. It's defaulted to the right directive because I chose the right one. There's almost no reason to change this. If you mix them it doesn't make sense. In some cases you might choose another. If you're an EU institution. Don't touch this. We've chosen the right form. The legal basis is correct. I need my title. Tree maintenance. My nature is "services". There should be no surprises here. It's the CPV and the classification. Filling in similar information to the one from the old form. There shouldn't be too many susprises. That's my overall thing. Tendering terms: exclusion grounds. These are now mandatory in eForms. These also adds questions, a layer of information. You should fill in all the exclusion grounds. Add new, and go on until everything is right. That's the best practice. If you can't do that, we recommend it. It isn't transparent. Suppliers can see quickly if they're going to be excluded. There's a shortcut. I want the exclusion grounds in the procurement documents. It's not explicitly in this list yet. It'll change in the coming months. There'll be some simplification to point to the documents directly. In the meantime, as a shortcut, it's possible, not recommended, and valid. If you are using national exclusion grounds. This is the most generic option. You can say: "See the procurement notice". I'll use this chance to show the tool tips. These are new from last month. This "i", every field has one. It comes with a description of the business term. "BT" stands for business term. These are the ones from the regulation. In the table there's a BT and it has a description. This description is now available in the application. You don't need the regulation open in parallel in your language. It'll be in your own language. In some cases, we've added a hint that might be give you more information. We're trying to work on the hints to help you with difficult cases. That's my exclusion ground. Procedure, I will take an open one. Lot distribution. There's this thing called GLO. This is a group of lots. It was introduced with eForms. We recommend not touching it, unless there's a reason for it. There're a country not using them. It's an opportunity added by eForms. As administration, we don't see many advantages. It applies to certain cases. Lots can be together to share certain features. When you award the lot, you'll have to do it one by one. The group of lots only help you for the process of evaluation. Lots distribution is optional Let's see if we can hide it as default and people have to active it. My procedure is complete. I'll start doing my lot. This is an internal identifier. This is your name for the lot. The one you use for yourself. It's important to fill it in because when you award it you'll refer to it with that name. This says lot 001, lot 002, this is within the credit. When you do the award the number might be different. It doesn't matter. It's consistent within the notice. Knowing if it's the same lot depends on the identifier you give it. Use whatever. It's free text, I can name as I want. It can be "normal tree maintenance". "for regular trees". I'll have to repeat services. I'll repite the information I had from the procedure because of this lot. In this case, I'm doing the same thing. There's nothing more specific here. There's more information if it's an electronic audition. General procurement agreement applies if I'm using EU funds. It's from a framework agreement not a purchase system. There's more information. Some fields are new in eForms. That's what's coming in. Selection criteria is also new. That's about the obligation to fill it in. There're more fields defined to be mandatory. Again, it's this way in many cases. I have e-invoicing, e-catalog, e-everything. You're e-everything, I'm doing e-procurement. Submission language: EN. I could have English. I could have Irish as well. Ireland is a bilingual country. Electronic submission allowed. There're no restrictions to access documents. The ideal case, if you can handle it. Who's a review organisation? Here's Chief Registrar, which I've already put in my organisation. I give a little role. I've done my basics, so all the mandatory ones. Now I'll try to validate. This is the interesting part. You see the errors. This is quite an ugly error. It talks about the XML file that's behind the scenes. Don't worry about it. Let's what I have to fill in. By filling in one of these I could be completing the structure. This is a structure error. It's about a document. What's that? How should I know? Let's see. The issue is that there'll be no links to the missing part. Let's see. If I untoggle the mandatory fields, I'll see some things missing. In the procedure... It's mandatory but practice. I'll give it my name. I may have a number to track it. This is the number of the procedure. It's useful to do it. What else am I missing? We've talked about procurement documents. As it is untoggled, I can refer to the procurement documents for exclusion ground. What else can I put in? Main features... It's not accelerated. I could add additional information. At procedure and lot level, there's a free text field. It can be useful to describe cases. None of those are mandatory. What could it be? It could be... I said that I have available documents. How can I...? Should I not link it...? A deadline? It's an open procedure. I need the deadline. For the tender's receipt. 1 April, perhaps. Midday, 1 April. The time zone is important. It isn't local time. The app defaults to your browser one. If you're working in another time zone, you're working with an embassy on the other side of the world, make sure you put the local time. It that's what you apply. App years can be imported. What else am I missing? My tender terms... Here for example: "See procurement documents". Selection criteria. Candidates' multistage... Award criteria. It's not mandatory, but I should. It's quite long. I can talk about recurrence. I can have variants. Even voice-ins, security clearance, clean vehicle directives, non-disclosure agreements. There're many. That's why this mandatory toggle can save you from many non mandatory fields. You might want to add as you gain more confidence. You have that information. There're all these strategic procurement questions. Place of performance. I should fill this in. It's not mandatory. There's one option... You can say anywhere in the country, anywhere in the economic area, anywhere in the world. For some cases, you might choose this option. If not, you should go to NUTS code, level 3, your country... Duration, you should put the duration. I think 12 months. Indicating the estimated start date. If there're news... Then you can link to lots of different organisations. I'll validate now. Still stuck. It the address for procurement documents and submission. I have a blank in submissions. I was missing a submission. This is the URL I want to submit. Here the one about procurement documents. There're no restrictions to access. I didn't provide the link. The message is saying: "you're missing the links". If you say that documents are available, you can't provide any. That's what that message is saying. I have validated successfully. That's successful. Go ahead with the publication. We're trying to get that nice green box. That's what we're trying to reach. Sorry. I won't publish yet. I forgot that I have 2 lots. I'll show you with multiple lots. If you say "add new", it'll clone the one that we already have. Do your first lot first. If they're similar, get one working. To make sure it's valid. Then you can start working. It'll go faster. I'll call my lot "lot 2". It's the emergency reimbursements. Everything else is pretty much the same. Same tendering terms, deadlines, submission and dates. It could have different dates for different lots, but I want the same. Let's check for validation. For the publishing process. Before publishing, I'll check my notice and what I've set as default. Put something different if you want to update it. We'll try to help you suggest things that you might do next time. You may or not use them. Irish I don't use it every time. I don't update. Here're two options: publish as soon as possible, we're no longer in the 5 day fixed period we had until now. With the new app we're able to go faster. As soon as possible means the next available day in the OJ. It's the morning. There'll be an export this afternoon between midday and midnight. Once collected, it can be on TED. No later than 9 am in the morning. Quickly it gives me that. If I'm 5, 6 or 7 pm in the evening and I say as soon as possible, it may be too late to catch today's export. It'll catch tomorrow's export and be on TED the day after. One or two days in the future is a soon as possible. One or two working days. I can also choose how soon I want to choose myself. I can choose a date in the future. If you open this you see the available days. Normally Monday to Friday. But some day we don't publish. Eastern Monday, the first of May, Europe Day... You can pick up to 60 days ahead. If you aren't in a hurry and it's ready, you can choose the date. I'll say as soon as possible. Submit the notice, it confirms what I said. That's it. Here is the expected publication date. It's told me that it should be possible to publish tomorrow. That's quick. I'll get an email with a successful submission and another one with the expected publication date. It gives me confirmation if I'll catch tomorrow or the day after. If I go back to my notices, it's in submitted status. You still have some options in submitted status. If I made a mistake, it hasn't gone out yet. When entering the export state, it switches into publishing status. What's in publishing? It's already in the package for next morning. There's nothing I can do. While it say submitted I can still stop it and I'll be fine. You don't have to contact the Helpdesk or anyone. Hang on! I made a mistake. By stopping this version of the notice, it'll never be published. It stopped. Refresh to see it. Then I'll be fine. The contract is going no where. I may want to change something. I can resubmit and re-edit. I made a mistake. "Urgent tree things". I made a mistake. I'll validate and submit again. Don't update, as soon as possible, off it goes. Two versions: the stopped one, only the confirmation, and the one for TED. If it's in publishing, you'll have to wait until it's published. Then I can change it again. It's possible to change a notice. In eForms "change notice" is quite different from the old. You can use "Form 14 Corrigenda", before you'd said change this date. We'd publish a mini notice saying "the date has changed". In eForms, the whole notice is published again. It's a completed consolidated version. On TED you see the latest version. It has everything in it. There's no need to look into what could have happened. On TED, the user will always see the latest version and it'll have all the latest information. We're short on time. It takes a while. If I want to change something that exists. I'd import it into TED, I'd have to upgrade into eForm notices filling what's missing that's mandatory and publish the change. If I change what's on eForms, I don't have the example here. When something is on publish status. I have an option to create a change notice. You define the reason for change and you'll go through the steps. I want to show you a really basic way of doing the results. If I had another Irish one I wanted to do. My friends in South County Council. I wanted to show the process to award a notice. If you can bear with us for 10 minutes. We can eat a bit into the break. To award a notice that you announced in the old system. I'll mix it to save time. I'll explain it in a minute. This is the South Dublin. They're buying internet services. One lot. We published it last year. Now we want to award it. I'll import from TED. I'll get this number, the publication one. Publications numbers are using this one, not the one with the S. Use this format, with the 6 to 8 digits, and the year. I'll copy that. I'll import it here. "Award Dublin internet". If you start a procedure in eForms, you'll see the whole procedure here. Link through procedure identifiers. I'm halfway through. I've imported the competition. It's like a frozen version. I had to import the published one to continue with the procedure. I need an existing competition to be able to create the result. The next notice is quite simple. It's the result of the contract award. It's imported what existed in the old one, and filled in as much as it can the new one. It has some limitations, but you'll see my organisations. My buyer... These are the two ones that I had before. Similar to the one I've created. My procedure is there, my lots are there. Even if you have no lots, you'll need a procedure and a lot. You'll have to repeat yourself, even if there're no lots. You'll have at least one lot, even if you're procedure isn't split. It's required by the structure of information. ing to eNotices2 convention, if there's only one lot, it's called zero. I have quite a lot here, but this is my result. I can fill the result now. We'll see what you're experiencing. Trying to validate this, I'll get a list of missing things. This is the hard work. You'll see that's always the same thing. I need to put in the registration number of an organisation, get the company right, the NUTZ code... The bulk isn't too heavy. That'll reduce quite a lot. Once that's done, you can focus on the challenge of the result. The new part. Most errors were from filling in missing information in the contract notice, mandatory now. If you'd started with eForms, you wouldn't have to do it. The result notice repeats information of the contract notice, the original competition. You have to do that work if you're between the two. I won't use this one, I have one version. I'll try to squeeze it in. I started it for "award tree", with 2 lots. I'll try to award this one. I've imported the real one. We're looking at it before, from South Dublin. I've imported this contract notice. This is the real one. I've started drafting the result. To go quicker, I've already tidied up lots, procedure, buyer, etc. I'm done with those errors. If I validate, I only have one error. I'm missing the result section. This is what's happening. It's a very basic error. But it tells you what's missing. Before you start, you should imagine all the pieces that go together. I recommend you think of that, before you start filling in. I have these tenders, they won this lot, there were these consortiums, with these contracts. All these pieces were prepared before. There's a structured way of filling it in when you reach this. First I need to know the organisations. I've got more companies now. It's me the buyer, my review organisation, for information. I'd start creating the companies, the economic operators. I've put them in my address book. I have 2 companies involved. "Shamrock trees". I want to do one for each lot: "SOS Trees". I have created it. It updates as I like. I've got my organisation. Back to the result. The value of the contracts I'll skip for now. You'll see there're many questions: publish later, not immediately publish... You get it for all the fields that can be hidden. This would allow you to hide, if you fill this in. I'd hide this one field. If you want to hide for multiple fields, you'll have to fill it in for every field. Not today. In the future release, we'll hide it by default. Here you can toggle to mandatory only. It hides some of them, but too much, perhaps. You should normally give the value of your contract. It's not mandatory. First is the tendering party. If I want, I can put all the tenders Even then ones that didn't win, that's voluntary transparency. I'll do the basics I'll mention the tenders if they win. Tendering party allows you to have consortium subcontracting. There's more than one organisation inside. Even if you want only one, you still need a party. I'll say "Shamrock Trees". Inside this, there's only one organisation. It's a bit redundant. Potentially, they could have a consortium. Both are working together. Together they create Shamrock Trees consortium. That's how we work in this case. It's just Shamrock Trees and no subcontractor. I'll change the order here. This is the consortium. They made one tender. I have to start linking together. This is the tender's name. I'll say lot one. This is almost my process to keep track of things. There's ranking, variant, I should tell it to keep the result. Let's skip it. I'm going to link now the tenders and the lots. Lot one. Tender and party? We need to improve this label. There's TPA1. The one before. I can enter subcontracting information here. Be careful with subcontracting. We'll need to change the order of fields. If you enter subcontracting. You know about the value and percentage, you'll have to say that subcontracting is taking part. Yes, there is. Unless you say "yes" or "no", you can't fill in the rest. Unless you say "known" or "not", you can't fill the percentage or values. If you do subcontracting, don't follow. Make sure you fill in all the fields consistently. That's a warning about subcontracting. It trips up lots of you as the fields are in the wrong order. We must change that. I have my tenders. Tendering party and the one signing the contract. This might be my number. "Trees" is my procedure number with one contract. I sign the next day. I can publish a contract online if I want to. This stuff, I don't care. Which tender went together? I'm linking these tenders. It was lot1 tender1 that went together. That's what I need to link. I'd skip contract signatory. This is the buyer. It's redundant, unless you have someone else assigned. It isn't the contractor, it's the buyer in this case. Here I'm using recovering resilience. It's good for reporting. It depends on your country. They might encourage you to use that. Finally, that altogether. This is a crucial field. Do I have a winner? I've signed a contract. I should finish it off and say the winner. I have at least one minute. It's the winner for lot1. I took tender1, the one that won. It's linked to this: contract1. The other information I don't know. The team vehicle directive might be about. There're stats about review requests, complainants, submissions... If you put the number, put the type together. These types should have a number. There're a few rules to ensure the numbers add up. This is optional. If you do it, be careful. It brings up many rules to check. I should have a result. It's mandatory. This is a conditional mandatory field. Let's try read this. This message says the value is mandatory. In this type of form. It's now mandatory because I have a winner. If I didn't have a winner, I wouldn't be forced to put the number. I do have one. I'm obliged to put the number, which is very good. That's what came up. The message appears at the top. I can click and it'll take me to the field. It doesn't always work. If your structure isn't right the app doesn't know where to take you. That's how we do it. I think I need something else. I have an organisation with no role. Somewhere in here. I've created SOS Trees, but it has no role. It's an orphan organisation. It's telling me that I have a lot. I haven't awarded it. There're 2 choices. Assume I have a winner: SOS Trees is the winner of lot2. I'd basically go to the result part again. Create a new tendering party. Give it a tender, a contract, and link it all together. SOS Tree is the winner of the second. I could also say that for lot2, I have no winner yet. Competition is still ongoing. I'm informing that I've awarded lot1 but not lot2 yet. I can do that. Another option is to remove completely lot2 from the result. Only award lot1. You can have as many results and award them at different times. Here I'm telling people what's going on. I know the winner wasn't chosen, but I haven't finished yet. I have a change in needs or something else is going on. This is wrong. I don't want to break the one I have awarded. I'd have another lot result, the other one. I'd say it isn't chosen. I could say that it isn't going anywhere. Something changed. I didn't get any tender, I cancelled it or I ran out of money. I was too quick. For lot2 I didn't have a winner. I'm trying to go too fast. My results were okay. There's a lot with a winner and another without it. I said so. Because I'm too fast, this organisation... which I was going to make a winner in my original demo, I don't need it. I don't have orphan organisations. It's successful. I'll wrap up because we're well into the break. Sorry. I'll show you how to award a notice that was announced in the old format. I had to do a lot of filling in of fields to complete this information. But the awarded part, if you saw how things linked together. What can be missing, what links. The error will be that you haven't linked something or that the link is missing. If you miss some links, the winner may not appear. It's possible if you have a tendering party, a tender and a contract. If you don't link the result at the end there's no winner. If I see the result here, I can view it in PDF. Before you publish, you can see what it looks like. This is how it'd look on TED. Section... This is repeating the contract notice. Sorry. I have my winner. I awarded one winner. I should've put more information about this tender for lot1. For lot2 there wasn't a winner. It's also the way you cancel a lot. Imagine you published something and you made a mistake. You don't cancel the old contract notice. You award it with no winner. It's fully transparent for the operators. Announced but no winner. If you try to cancel it, it's a bit ambiguous. That's how it works. When you cancel a procedure, you cancel a lot. With no winner chosen. That's the way to bring closure to the procedure. At the bottom, there's the organisation. It has two roles. Information and buyer. This is what's imported from the old notice. The court had three roles. Mediation, review and information about review. Shamrock Trees was a tenderer and a winner. It could have been only a tenderer. Organisations can have multiple roles and you can link them all together. Sorry it took too long. As you're beginners, I wanted to show the two reasons to use eNotices2. The ones that you'll use more often. I suggest we take a break probably a bit longer. We come back at 11.40 pm. It gives us 20 minutes. I haven't seen all the questions. I saw there was some chat. My colleagues have been collecting them and looking at them. We'll try to answer as many as possible after the break. We won't get too far, but we'll see the interesting questions you might still have. Thank you for your patience. Hope you enjoyed the break. Thanks for the questions. I'll attempt with the help of my colleagues to collect your questions and group them together. In the next 20 minutes. I'll try to give a summary of the most pressing ones. The question that came up several times, I'm trying to catch it. You can continue putting questions or chatting. We'll take them into a document and find common answers in general. I'll catch them now, so you can go with the basic information. I'll jump through some of the groupings. There's one question about the language. Many of you are Portuguese, Spanish or Italian. Greek, French and other languages. It'd be more useful to you and your colleagues, who might not speak such good English as you, to be able to share videos with them that they could use as well. We don't have much capacity in-house for the languages. We might contact the ministries and organisations in your country. We'll see if we can work with them to have a session. It'd be useful because there'll be people who understand your national legislation. eNotices2 is exposed to the EU level, they talk about directives. In your daily work, you don't work with them but with your national transposition. Often there're equivalent meanings in your own language and you'll have to understand what it means at EU level. There's a question on translation. The descriptions in the toolkits come directly from the directives. From eForms regulations. Even there they might not be clear, they might not be using the same terms. We'll work with the national ministries to ensure the translations make sense. Terminology could be very specific. Our translators at the EC might have chosen it. A valid word but not the one in your country. It's hard to present these webinars in other languages but we'll see what's possible. We'll try to do that. What if you're the buyer. If you're a private company and you're working on behalf of a public organisation. There're some legal types for being subsidised by a public body. You aren't a public body, but you're using public funds that's why you're public. Please have a look. That list may not map what exists in your country. In a federal country, there's no link about federal organisations. You'll have to find something in between. Try to follow the steps. If you're using public funds, that's the only reason you're here. If you aren't using public funds, you shouldn't need to publish for public procurement. If you aren't subjected to Directive 24, 23, 25 or defense directives, you shouldn't publish on TED. And if you're publishing, the legal types are in the directives. You can look at them and see if anything comes. On registration numbers. That's in eForms. There're identifiers for lots of things. If each organisation has a registration number, it'll be easier to see, if it's the same one. People have entered lots of companies. When the ministries, the EC, even you are looking for the winner, the same name comes back but in different forms. It might not be the same company. If you put a VAT number or a national registration number, for companies it's easier. It can get complicated if you're a public organisation like the Court of Justice. The High Court might not have a number. Put a value that you constantly use to give it a number. Some public bodies don't have any form of number. On the NUTS codes. The national subdivision. You have to enter NUTS level 3. The lowest level of territorial classification. You might have to enter a few codes, if you're operating in several areas. There's some discussion. It can be a bit larger at a high level of NUTS. The legislation says NUTS 3. Voluntary ex-ante transparency notices we didn't cover them. We might do it in the other session. That's a particular case. They exist, there're some forms of direct awards. Correction after publication is changed notice, you have to wait for that. Greek Procurement Office, we'll see if we can work with them. Some questions about the legislation. eNotices2 works for all cases. There's no national tailoring. In the eForms regulation, it was possible in some countries to say: "These fields are mandatory here". eNotices2 doesn't know that information. If in your country you might have to declare something about strategic procurement by using green public procurement criteria. In your country you must declare it. It's up to you to fill in the field, eNotices2 doesn't know if it's mandatory in your country. be aware of what might be happening in your country. If we've got sessions for each language, it could be useful for the ministries who could help us translate things for your experience as well. The most serious problem is validation. It'll take you the most of time. It's the hardest one. I recommend going through the mandatory only option first. To get started. The most difficult errors, something we need to work on... Those are the ones that say XPath, XML, a long technical message. It might give you an idea where it is, but the words aren't always the same. If it says tender in process and you don't know it. You have to find it. When I was trying to demonstrate, I couldn't find the field. I knew it was there. I had to find what was missing. That takes some time. It's possible if you're in the right tab, you can search in the browser ET fields. Find the right page on screen. You can add one entry to the plan, validate and reduce the numbers. The conditional mandatory field, that's tricky. Right at the end, as I was doing a result, I left a value empty. I hadn't said there was a winner then. Only when there was a winner, the other fields became mandatory. I was on the 5th tab and I returned to the 1st as it was mandatory. We're working on that dynamic of validation but it's hard. The form has to know what's happening. All that you're entering bit by bit. If you change the type of procedure you'll have different deadlines. These are also conditionally mandatory fields. That will keep you open. You'll fill in as you go along. Later you'll have to return to the field that you omit you didn't know it was mandatory. About touchpoints. Touchpoints are apart of the organisation. I don't recommend using them. It's an option that exists. If you have an organisation with multiple contact points, you can create parts of the organisation, and attribute different roles to the touchpoints. It can be complicated because of the rules for organisations' roles and if you're a touchpoint or not, you'll encounter some rules that do it. It's possible. You can say: "I'm the buyer, this is the main one". To get the documents. It's my organisation but not the contact point. It isn't the main contact point. You can have a role as an information provider of some sort. That's tricky. Make sure you have a review body or you'll get some failures. The contract signatory must be the buyer not the tenderer. I'm trying to see the ones covered in the demo. You can use the business terms from the regulation. Structured in a different way, but you get an overview of existing terms. It's a bit of an ugly table, but you can see the full breadth. It's represented in tabs on the screen. Conditional mandatory ones. Pure mandatory, they're always mandatory. They appear with that tab. The tab errors only, the toggle, it doesn't work too well. We'll review that to see if we can do something more useful with that toggle. The currency can trip you quite quickly. You'll see lots of errors if the currency is missing. Set it as a default. That'll save you a lot. Can you submit a notice with errors? There is a change. When you submitted something in eNotices1, the old system, it had some validations that would be received in the OP. In the 5 days before publishing we could've rejected it. That's how it'd worked until January. We had a human contractor, who'd check each notice and check for inconsistencies. It's an inconsistency that we check manually. Then you'll get information saying why you couldn't publish it. The change is that the rules are almost automatic. With validation, you'll get immediately the errors. If you pass validation, it's good enough to publish. There's no further human intervention. There's no waiting for 5 days to check if it went through. It'll be okay. The expected validation date will tell you when to expect it on TED. There's one exception, it's quite rare. If you're publishing outside of the EEA or a partnering country, you might get a message with a lawfulness warning. It's only a warning, your notice is technically valid. It won't be checked manually by the OP. But there're exceptions. If you're British and you're publishing a notice. We'll check saying there're cases when British notices can be published. By using EU funds is possible. That'd be checked manually one by one. Most of you're publishing in your country. You're in the EEA. Validation will go straight through. Sorry about the Helpdesk. They're overwhelmed. They're taking a while to get back to you. We're very glad that many of you come to this webinar. We hope it answers some questions. It's case by case the errors you get in your combination. It's the most difficult. That'll take the most work for you. We've got literally hundreds of emails to get back to you. We have some help here and we hope this makes it easier. Translations are covered. We don't have a manual as such. We have the Help page, built with the biggest questions. We have these webinars, that will be shared. There're these recordings. If you've missed comments or need to get started, you can follow it. Watch it again. I wanted t show you... 2 minutes. Share. My browser again. You can see my browser. If we go to... to YouTube. For instance, this was our September one. I'm showing similar things to what I've shown today. If you click on closed captions and subtitles. You can get YouTube to generate the subtitles for you. Those captions, in settings, subtitles. Here you put auto-translate and you choose your language. I test with Spanish, not too bad. I'm not sure if YouTube will understand all the terms from public procurement. You'll see that something might help you. That might help. It's got all the languages of YouTube. That's for the manual. Multiple buyers. If you're in a group, you can repeat the group of buyers. In the buyer, you'll say that there's more than one buyer. You have the organisations and the buyer. You can say it's a central purchasing body and identify as such. Group of lots, GLO, keep away from them. We'll hide it soon. Some countries haven't even used it. Ignore group of lots. And the tab that goes with it, the distribution of lots. Lots distribution. Composition of groups of lots. It starts to get messy. If you go down this road you'll get a lot of other messages asking you to fill in the rest. Once you've got the published notice, they end up on TED. In the preview environment there's no TED equivalent. When you preview the notice, you'll see it in PDF. This contains the information that will be on TED. You can have as many contract award notices as you want. You have to decide if you want to say anything about a lot. Or you don't say anything. Lot not awarded, but the process is ongoing. Or it has a winner. You can publish them in lots of groups. In lots of waves. Just keep going. There's a part about transferring. You can transfer notices amongst yourselves, between workgroups. I won't cover it. Today it's been too much, but it's possible to transfer changes in some other context. There're various workgroups in your context, this is where your workgroups appear. You can move things around between them. I couldn't show that too much. The dates, registry numbers. Why did the law change? It's part of the EU procurement initiative of the EC and the Member States. The ministries want more information. It's something complicated, but the information is richer. As we build in the forms, we'll get more valuable information. There's a better structure for many things. There're fixed values instead of pretexts. They'll be easier to find. If you have a chance, look at the TED website. It's also changed, almost by coincidence, it's changed in the same time as eForms. Search is very powerful. You can search for any existing field. If you have a set of searches for pretext, if I'm an economic operator, in the expert mode, I can search for very detailed information which I'm trying to redirect. This isn't your problem. It isn't for the supplier. Know that the extra information is being exploited by TED and the companies that use TED information to provide a service for economic operators out there. You put more effort, but it should be a bit of payback if the right suppliers reply. If you don't have a winner. Contract notices should have an end: a winner or not a winner. Those are the two end states. I showed the option to say that something is still ongoing. That's an option. You'll have to close something. Can you export templates? You can transfer information to your colleagues or you can workgroups to share it together. You can spread out your awards at different time. In Portugal I don't know the exact case, but Portuguese authorities have a system which make your life easier. Links, contact tender, log result see the part at the end. There're so many comments we won't be able to do. I wrap here. I stop sharing. The chat is coming through. We'd finish it in one day. We won't keep you any longer. For the last remarks, thanks for attending. We hope it was useful. We'll send a recording by next week. You'll see it. The week after that you'll also see the recording of session we'll have. We'll try to show contract modification. Amendments to contracts. Let's see workgroups structure organisations. How to unpublish fields, how to hide them. We'll cover the features for your colleagues who couldn't attend. We'll also collect 47 pages of questions and try to compress it into more readable texts. So we can capture the main ideas. Some will be covered by what I've shown today. Maybe for just a quick recording. There're also some very valid questions. The validation is hard. People who started last year. For the number of questions that came to the Helpdesk after 2 or 3 months the numbers went down. We started getting more specific questions. Some combinations might be difficult for you. You'll become familiar with the errors of the main ones. After a while you'll fill them in as you'll get a questions later on. You won't hesitate so much. Become familiar with the fields that you regularly use and it'll become easier. Courage! We'll let you know of other sessions by email... Or if we can announce it in the application. Thank you very much. See you soon.