Unlock Electronic Signature Legitimacy for Notice of Promotion in European Union

How to eSign a document: electronic signature legitimacy for Notice of Promotion in European Union

good morning good morning you should be able to hear me now if you're asking about the sound perfect thank you so good morning everyone uh uh this session will be in English but I know you are joining us from many countries so I hope you can follow us and welcome to today's uh seminar about enotices 2 um and where you are active users of this new application so as you know uh the old notice's application was closed uh for submissions on the 31st of January and that was the end of the standard forms that have been used since 2015 the 2015 regulation and this change is mainly why many of you are here today because uh you along with all the other public buyers across the European economic area and Beyond have to use this new format which is called eforms which is implemented with e notices to the application so you can still consult your old notices in the old application until the end of June but uh there's no further submissions and there is no migration of your information the only thing that you will carry over is your EU login so you log in with the same account and we'll see how you can import notices into notices 2 so notices 2 conforms to the 2019 uh eforms implementing regulation so it's about four and a half years ago the regulation was published and uh that the trans ition period started in November 2022 so we notice this two has been available since then and it became mandatory eforms became mandatory on the 25th of October last year there was a tolerance period to help uh allow people more time to switch until uh January this year so uh if you're using any notices too and before you use any notices because you uh don't have a service provider or an eprocurement platform that provides a service for you so in many countries there are e senders or or eprocurement providers you can use to submit notices if not we have the inot to application to help you so as you have certainly seen by now the new forms follow a new logic so the forms are based on um the date data rather than on a PDF layout it's it's not a a paper form or PDF form anymore it's um a data structure of information so there are 40 forms as part of the eforms regulation before they were 25 and there are many more Fields uh you you have seen by now the volume of fields is is significant many of the fields are optional and uh we'll also see and you know well some of the fields become mandatory under certain conditions so F the forms is more complicated we know uh and there rules to ensure that the data is consistent so that's the extra work and that is what you we are here to help you become familiar with that um on the um practical side there are some improvements in the workflows so for example now we can publish faster than 5 days so you notices can be the official Journal much quicker we'll see that so these webinars are designed to help you get familiar we had three webinars uh in September October November last year we are repeating them now to to bring you up to speed uh so if you've seen the previous webinars you might recognize many aspects today there will be a little bit of repetition but I also want to show you some more features or other Alternatives um okay just to check we this is happening online so we hope that the connection works well and um if there's any problems uh we have a have a strong support team behind the scenes helping out so Jenny and tanos elenia andrio Marco I have colleagues with me behind the scenes making this possible and they would also help with the questions and answers later so right now we will have about one year one one year one hour of showing you uh some forms so uh today we will do a contract modification some options about results as that is quite hard um there will be a break for 30 minutes half an hour around 11:00 and around half 11 uh we will have half an hour to try to answer your questions so this session it's been recorded So that is happening today and um and the recordings will be made available on YouTube so if you want to watch it again it'll be available and you can also share with colleagues who might not been able to reach it today we have muted your microphones to make it easier and uh thank you for turning off your cameras because that will make it more um yeah the application will run better with that so any questions you could consent in the WebEx chat which some of you have found um and please ask your questions there uh if you ask questions in English we will be able to handle them we have some capacity to understand some of your languages uh but we'll give priority to the English ones and if you're asking other languages we will uh in any case collect all the questions and consolidate them into a question and answer document which we will share in the in the coming after the event and we will um try to also answer your questions in other languages we'll use some translations to help okay uh if you have any further questions afterwards that you can't ask today you can contact the help desk at the Ted help desk through the contact form any notices too um we are aware that you have many many questions and the help desk are taken some time to reply so so uh we apologize for that delay in getting back to you we hope this webinar might provide some answers um so that you don't need to contact the help desk but uh we know it's a lot of work for many of you so the session today is um is actually a rescheduled version from the one we invited you to last week uh we had many many people uh wanting to attend last week's seminar webinar so we chose to split the groups uh So based on experience so those of you today are the ones who um who have said that you know in notis 2 a little bit or quite well or very well so you're a bit more advanced last week we did colleagues of yours or other buyers who said they knew in knows do not at all or almost not almost nothing so last week's one was uh designed more really basic so um we started with a contract notice which is simpler and some more basic concepts and today we'll try and to slightly more advanced concepts as well but we will share the webinars the recordings of both so you can check so no one misses out so thanks for your flexibility and coming today and uh let's see we know we have colleagues uh participants who might come from E senders or the service providers uh you're welcome to attend uh but it's not designed to answer your questions you can contact us separately and we had a a workshop yesterday and colleagues uh from EU institutions uh we know there several of you registered today so EU institutions in general should be used in the internal ppmt Tool uh and um the only reason you should need to come to we notices to will be for contract modifications but but we will work also with our colleagues to give you some guidance on that so you can ask your questions but we won't address them today we work with you separately and also the colleagues from European Investment Bank um European Central Bank and the Council of Europe Bank also you can contact us directly we can have some specific uh cases for you so today the majority of you are from from Greece uh Spain Italy France uh so these are countries where where there are fewer or no service providers e procurement um platforms that you can use so you must come to us in other countries there are other providers or there's a national platform that everyone us this we also know that most of you only send a few notices per year per month so we're aware that notices too is not something you come to every day so the familiarity is is a challenge um yes so in some countries for example in Germany uh you must use a provider you should not be submitting three notices to so um if you are submitting three notice too uh that's not what is expected in Germany you should find a provider or use a central service from the um from the ministry uh in Portugal there is a central system that's been set up but it's having some delays so that's your why you're with us uh for for now okay so yes I will use I will demonstrate using directive 24 the general directive um that is the most commonly used one but you'll see the concepts are the same even if you're in different uh forms for different directives so um I know you you your terminology is more your National legislation but you should know if you're in a sectoral one or concessions or defense structurally the forms are similar and it's just certain sections and forms parts of the forms which are different when I demonstrate now you will see sometimes I've set up um some some things already to go a bit faster so I can get to the more interestes in uh features um so I'll try to explain what I have set up already for example I have already created some organizations in my address book so I can import them quickly when I'm filling in the forms and also when you registered thank you for replying uh we want to have a usability study uh later this year it would only be a few small numbers but uh we will we we are we want to get a cross-section of users more experienced less experienced users uh geographical mix so we can get your feedback about how to improve the application because we know we have uh plenty of work still to do to make it easier to use some Fe features are just the nature of eforms that is the structure of the information so we cannot fundamentally change the structures uh or the fields that you must fill in and even some of the rules which uh are required because the regulation requires them to be mandatory under certain conditions but we want to see how we can improve parts that are under our control so here we are continuously trying to improve that okay I have uh introduced enough so some of you might know that already I will start sharing my screen uh this one okay yes you should be seeing my screen now uh the en notic is to homepage which you will know from now uh show you briefly uh a couple of things so the regulation itself in case you haven't seen it uh this is the um the Implement and regulation of eforms that has defined that's why we're all here today and why we have developed this application so was published in September 2019 uh and here you can also see in in in your own language uh What uh what is available um so for example Spanish uh here I'm using the Consolidated version because the um the regulation has been uh amended uh twice already so currently the application is using the Second Amendment from uh 2022 uh which added which moved some some Fields wasn't fundamentally different but it makes some differences and that's what we're using and there's a new uh amendment that came in December that will be implemented this year which will add more Fields they are optional Fields so this is the introduction to the um regulation uh why we have the 40 forms because they are mapped to the existing directives and most of the information is available as a long table with the business terms and which forms each term is available in so this is uh a long document we'll see the descriptions of each forms we have uh integrated inside the application so that uh it'll it's easier to to see it directly so just if you haven't seen the regulation you can read it briefly at least to get an overview and just to show um the the previous webinars um we've sent you the links you can see them uh just to show that you can have autogenerated um subtitles to uh the the webinars thanks to YouTube so if you choose uh close captions and you choose your language you can see that it makes an attempt to uh translate what I'm saying and hopefully it's not too uh not too bad it's not perfect but so just if you want to watch it again and and get a bit of support in your language okay so I will demonstrate today in the what we call the preview environment so if you if you go to the homepage there's also a link to the preview environment so I'm in this preview environment which looks and behaves and is configured exactly the same as the live production environment so if you want to play and try things out and even submit notices then there is no risk they will end up in the official Journal you can do whatever you want try everything out you know make a mess fix things undo things and there's no risk that your notice will end up published on Ted so we encourage you to try this out you do need a different EU login account and this but this is uh a very useful place you can try things out so that's what I'm going to show today in this environment I will submit and you'll see it works and if you submit a notice there is a simulation of publication on Ted uh to change the status of the application of the notice so at uh at uh 3 p.m. every afternoon the notice is exported so it gets included in the next Edition and at 4M an hour later it switches to the published status as if it had gone onto the Ted website and we'll see the the the notice status had has to advance to help you uh make a change notice or to continue procedure so we you can simulate the life cycle of a notice in this environment uh within an hour you don't have to wait until the next morning uh we also encourage you to read The Help page which is uh which is translated like the rest of the application so we keep building also all your questions today we will uh try to get the the most common ones to put theil to the help page and if you cannot get your fin answer here you can contact the help desk again we're taking some time to reply to you uh but if you do contact the help desk and you want the help desk to have a look at your notice you can delegate the access to uh to the help desk if you go to account settings it's also available through here settings and here there's an option to delegate so delegation can can be used to share with a colleague so if you're on holiday you can allow a colleague to work on your notices that's one way to share uh but if you want to delegate to the help desk you just choose this and then you can share it with them and that will give them a chance to look at your notice uh for your specific cases because a lot of the difficulties are very specific rules which uh which are blocking you and it's a combination of information only in your notice uh that is a problem though we know it's quite difficult again we know that I will do a demonstration and things will work quite smoothly I have prepared this I try to finish in one hour uh we know in reality things are more complicated and the combinations are hard but I want to show you the main things to avoid the most common types of Errors so today uh you will see I am in an organization and I will work with a work group so I won't show that today I showed it briefly uh last November but work groups are similar to the ones only notices and this allows you to share notices with uh other people other users in the application the advantage is uh I am in a work group I uh today I will pretend I'm the deput Barcelona in this work group these are the notices is if I had other colleagues we would work on them together uh but I could be part of other work groups you'll see in my other demos I I've been in Dublin I've been in Moro I participate in lots of work groups for my demonstrations uh and you can also set up a structured organization uh this is more more of a constraint but you can have different um hierarchical organizations um but I recommend maybe just get started with work groups as the first part uh if you're in the workg group there are form settings and default values which apply in your work Group which can vary in each work group you're in so here for example okay I'm the only one today but um before you get started we recommend you go to your form settings this will help you a lot uh you can set your default language that's always useful most of you will always be working in the same language and especially the currency is particularly useful uh because if you fail to put the currency in all your amounts uh you will get errors and if you do this it helps a lot and we also you can also limit the the choices of the the directors you do you use if you only do concession there's no point you don't care about defense procurements and this will then limit the choices of notices you use the types of forms and you can even limit this even more so when you create a notice you will get a much smaller list and if that's what you use all the time that's much easier and the default values as well uh you if you're always using the same if you're always the same buyer you can fill these in if you always work in the same country this can help uh just save some time so just to say you might notice that some things are filled in and uh the address book also you can have organizations which you use on a regular basis and then you can so you'll see I'll use that later okay that takes a while right now I will show you contract modification so today I'll rather work a little bit backwards in the in the sequence of events the contract modification is uh like almost the last stage of of a procedure you have signed a contract already and uh you've awarded it but maybe there's um an amendment to the contract so I will show how to amend it so I found a notice which has been awarded not long ago uh I will demonstrate notices that are in um already in the eforms format because that'll be a bit quicker uh on last week's um webinar I show a case where um the previous notice is in the old format and I have to import it and convert it and fill in some information so it takes time but it's possible today I will stay just within assuming I'm already in an e forms and I'm just changing one that already has an eform structure so this is the one I'm looking for it's um it's in andalia about um about security Road secur road safety has two lots and um for different parts of Ania um so the first thing I will do I will take the publication number this is how you identify things on Ted once they're published and I will import it here and this is uh what is it safety so this is the name of the procedure this is just for my internal process uh purposes to make it easy for me to know what I'm talking about it's not the this is not published this is just my my procedure and what has happened as the um e notices 2 has imported it from from Ted uh if it was in the old structures the old forms it would have converted it and filled in as many fields as possible uh when it brought it into notices to this is was already in eform so it's not it should be pretty the structure should be the same and maybe some small things to be done and you see it's already published so I can't edit this one this result is already done but in this case I'm going to continue the procedure so this is a contract modification I'm not going to change the result because my award has finished I have a contract I'm not changing the fact that I awarded the contract I'm going to amend the contract so there's difference between a change notice and a contract modification A Change Would mean I made a mistake possibly when I awarded it and I want to update something or I want to add some information I missed out in this case I'm modifying the contract it's a contract modification the only option I have when I continue it here the next step is a contract modification and here I am in the contract modification so the structure of what I have is basically the same as a result I have my buyer I have my procedure I have my two lots I have my result and I have an extra section so it's basically a result with a bit of extra information about what I'm actually going to modify and here what I'm going to do is is I'm going to say I'm going to add 1 million to the contract and I'll what happened so the first thing I want to modify is uh we change this label but I'm here I'm pointing to the notice I'm trying to modify so as I said this is the result and I'm now going to modify that result uh why am I changing it so I have to explain what's going on so I will say I couldn't predict a change something happened um and what I'm going to say is uh know I need to improve road safety and siss I'm going to change lot one because that's subset of what I'm doing and what section am I going to change and here I'm going to look at my result I'm going to here I'm going to refer to the contract I need to change but a quick look at my result I'm jumping around but in my result I see this is a contract I'm trying to change and this is contract one so okay let's assume I know because I I know what I did two contracts uh this was contract one for lot one the numbers but this is just a technical identifier but I have to refer to that identifier so I will modify section will be contra one0 one it's a technical identifier internally and I'm going to say increase value by 1 million that's my basic explanation of what's going on so it's bit like similar idea to a change notice I'm going to republish the information I'm going to say what I have changed in this case I'm modifying a contract so it's a very specific type and now I will actually make these modifications um so this is a value of all the contracts so the two lots here um so my total of all the contracts will go up it's nice and simple I will just say I add 1 million in this case and then the contract itself doesn't have the value it's the value from the tender so I need to find the tender that I had um the contract one was linked to Tender one in this case and here I will add 1 million okay and the rest stays the same I'm not changing anything else it's just the amount of of that particular case the rest of the result I could see so I will now validate and we'll see if something change what can change so it is possible that the notice I have import orted from before even if it's already in eforms uh the the the rules and specifications change from time to time what you might see sometimes as the SDK the software development kit this is the like the the specifications of each version of the forms they do evolve every few months and the rules that applied a few months ago might be different now so the rules tend to get a bit stricter as we improve data quality or we um some rules which maybe were too strict uh have been loosened so when I validate it could be that my result is no longer valid and indeed I mean I get I get these the long list of Errors which uh we all see far too often okay there's only two errors here they um they just very verbose this one and this particular error is an example of a of a rule we need to change because it's not it's not correct which will change in the next couple of weeks but to get past the validation I need to jump to the error and the mistake here which we need to correct is that the this particular field uh cannot be provided for contract modifications so we will that's a mismatch between the rule and the screen so I will just get rid of those two can un unselect completely and if I validate it should be okay so I validate successfully and I can submit um I'll just show you back in modification so this is the way it's set up now we are making a change that uh should be available maybe next month as well um I show your screen shot of what it will look like so the future modification structure is a little bit different the label is a bit clearer so it's the identifier of what you're changing uh you will identify explicitly the contract so if you see what we had here you can um it just says any section but you could modify other things than the contract and currently they're mixed together in the same identification and the future will separate that there will be one field just to refer to the contract and then a separate field to refer to other changes that might be there so this you it' be much more clear that you refer to the notice you refer to the contract and why you changing the contract and then separately if you want to change something else it'll be a separate field so just to show that that what I'm showing today will change uh probably next month it should be a little bit clearer okay so I'll will just submit that notice I'm happy um again you also get these questions if you want to update the default values you always get an option here I'm I'm happy because actually normally I work in Barcelona and here I'm doing something for C from Lucia I won't touch it uh here the thinkk you just to remind you how we do the uh the workflow I can choose to publish as soon as possible this means the next available uh official Journal issue which if you validate successfully in the morning be in the internal systems at the Publications office in the afternoon we collect everything that's available that can be published and the next day the next morning it's going to be published on Ted so now in the morning if I say as soon as possible it uh it will be online tomorrow morning today's Thursday there's an issue tomorrow on Friday it'll be okay if it was Friday it would be Monday um and alternatively I can choose to postpone the publication so uh so I if I say tomorrow it doesn't make any difference but I could choose something in the future and so we publish Monday to Friday as before this hasn't changed with eforms um uh but if you get if you choose the you prefer a date you will get a choice of dates so we see the on Easter Monday There's No official journal the 1st May Europe day with Monday so there's a few gaps that days not done but I will say as soon as possible it's submitted and if I go back to my notices I will get something here and here you will see also which is new since uh January I think uh we have we now share the expected publication date so I submitted today and I will get a response uh confirming that it is possible for tomorrow so this uh this means that tomorrow morning I should get notification that um it's on the in official Journal okay that was a cont modification which we haven't seen before uh I'll now try to uh show you some options for results and I will try to speed up I've spoken too much so uh as an example I will take another real notice so this is in Barcelona and Barcelona and they are responsible for for roads and I have taken an option about Road Mark so all the paint you put on the roads to say how to navigate and I will award this so I will have the winners for these two lots for the East the Oriental and the oxidal the East and the west of um of the area around Barcelona it's 300 municipalities working together I will import it from Ted and uh what is this one this is wrot this is just so I can identify them and I can tell them apart so here's my competition it was published not long ago um I was super fast evaluating the offers and I'm going to award it now so continue procedure and result so as we know results are are quite hard work with lots of information to link together so that you get the right information again I've imported it from Ted what I'll do now is just to check validation to see if I need to tidy anything up before I get to the result and we'll see there are some a couple of questions so now indeed these sort of Errors you get about uh something ND something is missing element is mandatory uh we know these are very ugly messages and these are the most difficult ones to figure out because there's nothing to take you to the right section so we're we're working to see how we can improve this uh but in the meantime you have to um try to find what it could be in many cases there is usually hint in the name of what is missing of what you need to fill in so in this case it's talking about tendering terms awarding terms so something is missing in the the award so if I go into um the procedure um no it's sorry it's this one here so what are the what is your board criteria for this one and we see it was mandatory and I didn't fill it in so it means that before maybe it wasn't mandatory and now it is I need to improve the quality I should have described what it is so here we'll say [Music] quality we want the best um okay yes and I have to describe a bit more so either I put in the numbers this is you put in a 50% 100% or whatever in this case I'm going to be a little bit uh lazy and I just say see the procurement documents this is not the best practice but it's a potion you can do and it's happy okay so try again now I have the other one to do the other lot T terms again quality you want the best and this is ocidental the best for the West for the west and I need to fill this in as well if I didn't put the criteria I to say why I didn't put the criteria and here I will say because I'm sending you to read the documents ideally you would put the criteria so it's easier for suppliers to know what to do but not mandatory and here okay this is quite obvious I'm doing a result I'm missing the result section that's quite quite bad quite obvious okay so what am I going to do I'm going to W uh I'm going to show how to W the lots and and what I'm going to do now I'm going to award lot one but not lot two so I have two lots and I will award them separately and I can have as many results as needed until I finish the procedure for all the Lots so imagine there's a gap in time between the two lots so first of all um I come back to the result in a second that's the overall information so the tendering party is uh the tenderer which may be a group of tenderers so it could be Consortium so I'll say this is just an internal name I will have so uh traffic Services Group ah now I forgot uh I have to have my organizations in this notice it's not there so I should have done that before but I can add them now so here are my organizations which as You' seen in e e notices and E forms notices to and E forms uh each organization only exist once but can have multiple roles so if one organization wins five Lots they will only exist once and I will link it five times so the information is not repeated so already this is me I'm the buyer and I could add a new organization but will import it from my address book which I set up before because in this case maybe I always work with the same organizations um I think there's a bug here that loses no I didn't fill this in so this is a local company in Barcelona that's good and I will import another one there a a company based in Luxembourg who will also participate they provide paint for roads they provide paint all over Europe let's assume these are the companies who tendered for this lot so now I will go back to my result and my companies are ready to be in to become tendering parties so here was traffic servicos uh so the main company is uh traffic servicies essay uh like if if it was a Consortium I would say add new and I would have the other one paint Europa would be a Consortium and there I would have a leader and not a leader in this case I will show you that uh paint Europa is a subcontractor of traffic service we have this one again you could have multiple Consortium and each cons each member of the Consortium might also have it subcontractors so you can have all the information grouped together and all of these this group uh the tender and party uh then they will send a tender so they happen one in a yet so even if you have uh tenders that don't win you can enter this information optionally there's no obligation uh but you could if you wanted to in this case I must put at least one because I want to award a contract so um I will say I got for lot one I got this tender this is just the way I identify them myself maybe I have a a naming convention I can say okay they came first that's optional information and I will say the value so this is good I should share the information if I can uh which one how much it was and here I have to link things together so this is a tender for which lot this is just words this is actually linking it together I'm going to do it for the first lot I'll just if you don't mind this particular example had the same name for the lot it was a bit confusing so that's Oriental and this one was that's the title was the same in the original one which is a bit confusing because when I have the tender I'm doing it for lot one which is son Oriental that's the east and the tendering party was that group I just set up so here I'm linking so in the result it's all about linking so we recommend you sort of figure out all your your tendering parties your tenders your contracts and the results plan it before and then when you go into here you link it together if you don't link things together you might not be able to identify the winner so we'll see uh if you if you stop short from the end so that that link is very important uh here I happen to have subcontracting so um the order of the fields a bit confusing here if you choose that subcontracting is known not known if I say it's known I must enter it the percentage is known I must enter it so example I say the percentage is going to be um 20% I don't know the value uh I don't know so I don't fill this in but I'm going to say I know blue paint from Luxembourg so maybe they have in the subcontractor that's why I went with them uh then this tender we probably should change the order here I have my tender and now for the tender I will have a contract so maybe I have a number for the contract I chose the winner I finished my valuation two days ago maybe I signed the contract yesterday and straight away I will publish the information again I could give it a title I could publish it on the internet um okay and now again which tender led to which contract I must link this one this is a link in here uh this is an optional field who signs it the the contract this is um the buyer the one who signs the contract there might be another organization linked to the buyer but just in case this looks confusing uh it's the the one who is is purchasing not the not the um suppliers even if they also sign and if uh you want to report if you use any funds this will be very uh appreciated by by the public authorities in your country to be able to report on on uh the use of EU funds in your country there's a full list of if you add it here if you happen to have again optional but these are things in eforms which allow to provide better reporting options so the results of the lot and this is the last step I put it all together finally did I have a winner or not and here I say I have a winner this particular case they won not one so now done I received this tender and it ended up in this contract so these three steps are crucial if you don't fit on these three steps uh I don't link together the tenders the the contract and the lot and so we have a winner okay uh and there's some more reporting if I'm buying clean vehicles maybe I'm part the directive and I can give more information I can talk about the other tenders that were sent I can talk about uh if there was a review request I can give statistics this is all very useful information so that the better policy can be monitored through this information so you are supporting something at a more National level so for example I say I go only got on tender and maybe I can add more information uh maybe I got they all from smmes so this is good I'm showing that I am breaking things into Lots so that smaller companies can participate this is a good practice again there's validation in here to make sure the numbers add up and now we'll see did I get it right ah help me something this is the most difficult message because I have missed something out there must be some mandatory field I have forgotten what have the missed there one option if you get this message often there's one monitory field which is missing but the application is not able to tell me exactly which one okay I'll try to it again so this is a live demo and this is very realistic let's go to the result fit in ah I know what's missing actually um well here I have a winner because I have a winner and I've given it amount I must complete this field but it could be because I have a lot which I haven't attributed here so so I need to go to ATT to to decide what has happened with the slot when I get to when I have two lots in my result uh I will need to give an answer for each of them so either I award this slot that's what I've done but I have to decide what to do with this lot I have two options either I simply remove it and the result will only have one lot this is fine I can if I want have a bit more information and I say for lot two I haven't finished yet I don't have any tenders yet but I want to have another result for lot two so this is the lot one result and here I add a new result for lot two as you see when you have add new it it clones your information and um uh I will say for this lot the winner was not chosen but the competition is still ongoing um and then there's no sorry I need to reply I'm referring to this lot the west but I have to clear this out I didn't get any tenders I don't have contract and I need to let's get rid of this additional information that I had because there was no information so I just tidy it up this is optional so that option saying the it's still ongoing it's just to inform people saying I know I haven't given you anything about lot two but I'm just telling you I'm still working on lot two if you want to do some simpler you just simply remove the lot and say I'm not talking about this lot so I missed the mandatory Fields so what am I missing I can try this option's contract this something is missing oh this is very realistic because I'm sure you've hit those and I must have added something which has Disturbed the system maybe we just get rid of some information sometimes I must have added something that has caused a problem and the contracts will be sometimes it's just a a combination of information which is missing yes I have subcontractors though I have probably fail to provide the right information here I have one subcontractor subcontractors can both follows I have a subol VOR indicator which is missing somewhere in the tender must be one of these ones yes um so in here I talked about the tender and I have talked about why am I subcontracting and one of these values yes here so we have to reorder this section here because here I didn't say yes there is sub subcontracting so all the section was saying something was missing oh yes I I wanted to demonstrate subcontracting because of those particular errors and I fell into my own uh track so we will move these fields around so that this is the first question you get asked and then the order of the questions will be more uh successful okay I validated and this is good I can submit it and say El a bit as soon as possible okay that's my result is done we're a little bit short of time [Music] I okay I'll go very quickly now so there what I have done is the competition and I've given the result for the first lot and I've said that the second lot will come later uh at the same time imagine I publish this and then two hours later I know I can um award the second lot so I can go ahead and I can send another result right away even if the other one hasn't been published yet and I will quickly show how to do that if you bear with us uh me take a break so I'm in the result now I'm in my result I don't care about lot one because I've ordered it so I will simply remove it so here we I will show how I will attribute just one one result one lot at the time so this is my second result uh which is on the west actually yes I will show how there was a tenderer with no winner so this is the this will be a lot with no happy end so this is paint Europe than eura group I will keep it simple I will avoid subcontracting um I will import just one uh one tenderer okay now go to my result tend party P Roper no subcontractor keep it simple they did tender okay I will say they did tender a lot two guess that's what I had and it was that group group so I am linking it together but I didn't sign a contract so I would leave this entry empty because there was no no contract and I will say the result of this lot there was no winner and that's the end of the story so lot two did not result in a winner what happened well maybe I just run out of money so insufficient funds so I got a tenderer and before I could complete it I uh I was told my budget on me cut so for lot two nothing happened but I will declare I don't have to declare that there was a tender I could have just said you know lot two closed this is an example of where I have a tender uh but with no winner so I'm being transparent that this company did successfully tender and that's it oh award in terms yes I forgot I had to tidy this up okay right no subcontractors I didn't fall into the Trap and I've submitted it and here maybe I just I'm going to publish this on Monday distinguish them here okay that's my publication so I've just shown how to award one one lot with a winner and say that the other lot was still ongoing and then my other result which came almost in parallel I awarded I didn't award the other lot and I closed that one so if you have a contract notice if you you've started it if you want to cancel the procedure or cancel a lot the solution is always to award about to reach to reach a result and if there's no winners that's how you close a lot so every lot has to end up in a winner was chosen or no winner was chosen and I showed you the option saying no one has chosen yet that's an optional one but the first two every lot should end up in one of the two other options winner or no winner and if you want to cancel that's how you do it no winner you don't have to say what happened you just say it finished and you have justification okay I will just show what it looks like on the screen so if I preview an HTML which was this one it's Spanish so here hopefully do uh results lot two no winner it's closed and optionally here I did have a tender so thanks to those links I can put that information together if I didn't link things together I would not reach those conclusions and that information wouldn't be visible so it's important you get your links right this is the one where we had a winner so section six is results add was at least one winner and this is all the information about the winner and subcontracting and so on the statistics I provided and here I say for lot two it's still ongoing that's what I said and here are my organizations if I didn't link things together I wouldn't see these organizations so make sure you complete those links okay you have five more minutes I will just show you the um director award pre-announcement the voluntary exan transparency notice two long ways of saying that I [Music] um I didn't have a call for competition for different reasons I've prefilled this one just to to to go a bit faster so again I'm the deput Barcelona I have a procedure I had a particular one I called it the VIP Road markings it's a particular case so when you have special visitors you have special Road markings and um and just a word about group of lots uh it's always available but it's something that was introduced with eforms which can work in certain conditions if certain lots have common uh award criteria and so on unless you really need it uh we recommend not to use it there are some countries who just chose not to use it because just adds a layer of complexity to your um notice so we want to change something in notices too that would hide it and you would have to actively uh show it again so avoid group of lots unless you really must got to say that earlier uh so I'm going to the result of a direct award um sorry I should before I get to the result I should say what I'm doing in the procedure yeah sorry I went too fast this is a procedure it's negotiated without a prior call for competition I'm going straight to the award I'm saying why it's happening so there's a long list to justify from what is available what is allowed in the directives and here I'm saying for technical reasons there's only one company that can provide gold paint so imagine I want to paint the grads the roads gold for my VIP because I know Donald Trump likes gold and we will paint the road for him if we had that scenario uh and I have to give this to only one contractor it's the only one on the market so for half a million the structures are the same I have the result of my notices I have my tendering parties traffic servicers can do it uh the tender as in the offer they made me that I will award to directly is a classic tender it's a contract so all those parts are the same as a normal result the only difference is when I get to the result there's no choice to say that there was a winner chosen or not so the winner is implicit so we just skipped that part about saying if the winner was chosen or not and here I just link things together I left this part still to do so I got one tender this slot for this contract and I think that should validate no so that's the direct award very similar to a result just that um there's no a definition if there was a winner or not the winner is implicit okay uh we're overrunning a bit so I'll just submit that and it's off so I'm in preview so this afternoon if I came back um all my test ones they would switch from submitted to publishing uh publishing means that it's going to go in the next one and I can't stop it anymore uh published means it's on Ted I can go and see it and normally I should have got an email telling me uh all these steps and I think I might have shown this but when something is in submitted status you can always stop it so before it gets in through the official Journal you can stop it and say oh I forgot something so I will just show I will stop it I forgot something hang on I will just refresh it'll be in status stopped so that version of the notice is going nowhere I'm sure stopped means nothing so you don't have to contact the help desk for this you can do yourself ah I want to do something I'll stop it before it goes out I will resubmit I get a chance to change what I want to change maybe I made a mistake uh in fact it was maybe 6,000 six oops no 600,000 uh my tender as well so total and the individual one um want to do that one submit as as possible so if you want more time you can choose a date if you want as soon as possible okay still the morning I should be okay I can still change it so in the afternoon it might have gone off so this is the one that's going to be published version two if I miss it and I still want to change something then I can change something that has been published already so you either stop before it enters the publishing process or you change it after it's been published in between you can't touch it because you can't stop it and you have to wait for the notice to be published before you can change it so if I did want to change that competition it's a bit late now because I've already had a result but CL I want to change just want to add information um I showed this last week so this is just a brief reminder um a change notice is very different to how it's been done until now so it's not the form 14 where you just send the difference and change means I republish everything so it's like a Consolidated version I update what needs to be updated and I explain what I have updated so here for example actually I would want to change this one because the time title the title of the lot wasn't very good um repeated it and I wanted to improve this was wrong title that's actually a useful change I want to give two titles different titles to the two lots and in the change section I would just say uh updated titles and here in the section I want to say what have I changed and I have different options uh did I change the buyer the procedure what did I do so I going to say I changed a lot this is how I point exactly to the section that I changed so data title I didn't change the procurement documents and in fact I changed two lots so normally I should have another one another change then I also change blot to and that should validate and I will submit the change don't update that's as soon as possible so there's my change or change notice and if I see this one this is how you can help help your readers to know what has changed so so my titles will be changed somewhere in here at the bottom this is there's my information I changed lot one updated title and change to looted title this will help your user and the good thing is this notice is the latest version there's no need to go through all the history of notices to see what what the information is today it's the latest version will be there and on on Ted on the Ted website if you're in an older version of the notice it will say there is a later one go and have a look and when you go there everything will be complete so you can really help help your suppliers keep up with what you're doing and they will always be able to see the latest version that's a that's a change any e forms which helps a lot okay I'm sorry to have overrun um I guess I had a realistic error which was difficult to fix so we know there are these these problems with with error messages and we know that's what takes the most time so if you get questions like that one like you notice is not complete maybe validate you know from time to time and when something fails try to go back to the one you just added and see if that is what uh caused trouble so some of the things we need to improve on the layout so you don't fall into those sort of mistakes uh some of them should be obvious as you going on uh there is also what happens is the the asterisk tells you what is always mandatory uh but in some cases if you fill something in then another field becomes mandatory so for example in a result um there's a field like the total amount of um contracts awarded in this result it's optional because the application doesn't know yet if you have a winner and an amount if you you then go through and award something with an amount it says oh you have a winner you need to tell me the total now so that's like a conditional mandatory one so the errors will appear but the application cannot tell you it's mandatory yet because it doesn't have that information it's only when you press validate it can reevaluate what you vented so there's a lot of of uh work involved with making sure you fill in everything correctly but in the end the idea is to have a consistent and correct notice so these rules are there immediately compared to what has been done in the past there were some rules that he notices would tell you and then you submit it then we had a Contractor on our side reading every notice and if there were inconsistencies that they checked manually they would reject it and tell you and you would have to start again the advantage and disadvantage is now you get all the errors at the beginning once you've passed those errors and it validates successfully there's nothing to stop it being published on Ted and it can be on on Ted the next day there's no waiting no one's going to check it again the automatic validation has done everything oh I will stop here um my colleagues have been collecting your um your questions I suggest we break for 25 minutes if that's okay which would bring it bring us to 11:40 and um in the rain in 20 minutes or so we'll try and capture the most common questions coming up with now so thanks again uh see you in 25 minutes at 11:40 hello again everyone thanks for your questions which keep coming so uh my colleagues have been busy trying to collect all your questions and uh group the answers I will attempt to give a quick reply to uh the most obvious ones it it will be impossible to answer them all right now I I took a bit too much time before in the next 15 20 minutes I'll try to jump through to give you some highlights of your questions and some answers uh the general reply uh so the recordings of right now will be made available on YouTube we will also share with you the recording from last week's uh webinar which answers some of your questions we see coming in because we didn't cover them today uh we will email you all when they're online so um possibly next week but it's a bit short but we will get in touch then for all the questions and the answers we will consolidate last week's one and this week's uh questions into one big document and maybe group them together so that you get clearer answers uh that will take a little bit longer to get together but we will also email you when they are available so don't worry um we will get in touch and we will tell you explicitly when you can access them and you can share them you can watch them again you can see if YouTube um Auto translates correctly uh there's a lot of terminology which is different so um standard translations don't always uh explain things a point about translations that um the labels you see on the screen so you it's available in 24 languages uh you can you can change it on the top right of enotices too um the the translations have come uh from from the European commission translators but we know that the terminology might be different in different countries so we are going to work with the different member State Ministries and agencies to work with them to get to improve the translations we have and integrate them back into the systems so you get something better um for some languages there will be some negotiation about the the right language because some are shared so it won't necessarily be exactly for one country specifically if there's a variety but we want to improve those so a word on that uh question yeah one question about time zones so you might have noticed that every date and time has a has a time zone in notice to it tries to default your browsers one but you have a choice plus or minus 12 hours so it's um all the options are available but pay attention to that because that might be important if you're working outside your local time or your something else uh if you have multiple contractors in a cons Consortium you uh you need to you can indicate the group leader so that if we see the results um I I'll just share my screen because occasionally it's useful to show even though it takes me longer so if you have a Consortium and you have multiple ones you could say there's a leader or not and you can repeat this group so um in the tendr parties subcontractor I could have multiple organizations in here you can have lots of them subcontractors you can have lots but if you have many you have to indicate the leader of the tendering party okay uh if you export the form into XML so that's XML is the the file format of every notice behind the scenes if you import it again at the moment you cannot import results from an XML so if you want to share uh share your notices um multiple options so um if you're in a work group then they are by default they are shared so any other colleague in the work group do it but you can also share them through these actions uh sorry this one where am I you can copy them why can't I transfer them sorry you can take the whole uh procedure so the whole everything goes together so sorry it's not a notice itself it's the whole procedure or the group that all goes together and you can transfer to another user directly to a colleague and that that will appear in that thing or you can trans transfer to another context which could be one of your other work groups you can move things around and they appear on the other side so they disappear from here and appear there uh you can also delegate access I showed in your your settings and that if you're on holiday oops you can also say and if you have the email you can share it that way and in organizations also structured organizations you can go up and down and uh reach things that way um okay uh exclusion grounds I showed last week uh exclusion grounds is hard work we know that because um you should enter all the exclusion grounds um so I'll just show quickly in a result if I no not copy sorry change you have multiple exclusion grounds which is normally the case you have to enter them one by one and the default settings today only allow you to have one default uh so there two options well no there's one option is just to enter them all one by one um the other option is possibly have a um a template notice that has the sort of your really basic structure that you use again and again uh have it as a you create one and then you can copy that like as a template for each each notice you create once you have structure you're happy with and it's if you tend to have the same thing again and again that's one way to do it um and uh later this year there will be a change to selection of criteria um grounds to be able to indicate that to look at the procurement documents so you want you could just take that if that's your option uh and also to refer to espd if that's available in your country European single document but yes there is some overhead for that uh about the also later this year there will be some new forms voluntary forms uh so there will be forms for below thresholds if you want to do that or for the small smaller value contracts uh but also prior Market consultation which is right the start of a procedure and also form for contract completion at the end of your contract if you want to report on what actually happened but they will come uh basically around October later this year um ahead uh difference between a prim information notice Prim information to shorten time limit so a pin only it means it just says I'm going to publish a not soon and a pin uh to shorten time LS means I will publish it sooner than expected and I need to reduce the time limits so it's an option in the directives that allows you to speed up the numbers uh we yes questions about address book we've had some requests we will try to develop at some point when we get a chance to make it alphabetical or to be able to share the address book your address book is is linked to you as a user so they're not shared in organizations or groups so maybe there ways that that could be improved uh the ubo ti so this is the ultimate beneficiary owner when you have a result uh in your organizations and you have a winner H does this have a winner where's my winner yes this is an organization for example uh uh until a few months ago it was it was uh actually mandatory to say if your winner to also provide the information if they were listed on uh on a public market so it's down [Music] here listed on reg if you are you sharing your screen yes can you see it no uh maybe oh sorry sorry sharing sorry sorry it's okay ah all this time I have not been talking okay sorry yes I'm sharing the screen now you you see it uh sorry uh so I have this company who uh is a winner I can add the information um and if uh there was a rule before that uh forced you to to declare if the company is on the stock Market if it's a publicly listed company you should choose that and if it's not on a publicly listed it in the stock market if it's not a public company that you could even Define who the beneficial owner is so the individual who owns the company um this was done at the time of the business Registries they were made open and then there was a court decision that Clos the business Registries a bit so this transparency part is still a bit uh open for now so there's no obligation at all to provide the beneficial owner and be careful about using it because there's personal information in here so this is not U this better not to use it but you can if you are able to publish information what you can do without too much risk which was um it's available in the in the regulation is you can put the the nationality of the of the owner so you can say it's a private company but it's owned by someone I don't know in Monaco or somewhere like that that is an option but if you create a beneficial owner you do have to uh link it to the organization so that's true for every object you create if you create an organization it must have a role if you create a lot it must have a result for example so you have to make sure the information is linked and there's no pieces of information which are like offened or not not referred to okay something about lot results so there's um plenty of information which exist at the the lot level so um the number of buyer requests and so on these are um lot results so they don't apply to the whole procedure they apply to that lot one by one so some of the statistical part down here below how many offers did they get for the lot not for the procedure uh mandatory only so this I showed last week it can be helpful uh if you switch to mandatory only this can help you fill in the form uh quickly so you have completed the structure this reduces the number of Errors you get about missing node missing this missing that the difficult errors so so one option is to fill in all your form with mandatory only that should fill in all the structure then you want do it and you validate and you see what's less to be done when you fit it in so that can help and as I mentioned before the mandatory Fields can vary ing to what you vented so that is a difficulty um okay I showed how to award note um the Lots in different multiple results that's always a good to and if you have very big uh if you have lots of lots and you award them it's probably better to award them in multiple uh results break it up into smaller ones partly for performance because if you have too many Lots the application starts getting slow so work with them in multiple notices and publish them in chunks um okay uh date to conclusion of contract I think there is a rule that we need to change which allows it to the contract on the same day as you decided today it has one day apart the total of the contract is the sum of the tenders so you can have multiple buyers uh and if you have multiple buyers you can have them in the organ organization so here in the Contracting party I can have more than one buyer add new so here I can have multiple buyers um but then you uh should also then Define who is the um the group leader of the buyers and have these for some Fields down here which are exclusive to buyers don't use them M if they're group buyers if they're Central purchasing body these parts are only for buyers if you fill them in for anyone else you will get errors but if you're are a buyer you can uh work with that uh the nuts codes so the the structure is if it's not if it's a country that doesn't have nuts codes you won't be asked to fill them and if it's a country that does have nuts VES then it's mandatory uh and the codes are at level three so they're quite quite granular quite low level there is some discussion to make it to nuts two which would allow to cover bigger areas because NS three if you're trying to do a whole state or a whole compy aona you might have to fill in quite a few nuts that should be simpler there's a request for cpv uh you can search by text and there is a request again we'll try and do at some point to search by code so you can search by numbers um yeah we didn't cover structured organizations today we suggest you play with it a bit in the preview environment um and this allows you to assign roles to do it there some roles in work groups and there similar roles for organizations I just I would say explore that and see what what options work for you you can have multiple codes uh cpv codes for example you just put um you just repeat uh the group you add new each time so and have a look every time you have these add new it means this group your run gets repeated so here you have two thenen you have to tidy them up if you don't want them um and say what is the difference between change notice and modify notice uh what is a corrigendum like update and the dates of tenders so yes upda and dates is a very common thing uh that is a change so what you used to know as f form4 corrigendum is called change notice in English I have checked the translations but and then contract modification is a different form to to amend a contract for me I usually there's a contract Amendment so when I think contract modification I'm thinking of contract Amendment because that's the most common case but the word that's been chosen is contract modification so the forms a particular form whereas a change notice is uh the same notice that you're on and it's a corrigendum or it's not always a Corum sometimes it's extra information so that's why the word is more generic than cor agendum but yes cor agendum is change uh can anyone create a work group I think normally yes and then you can send affiliation requests again play with it in preview and try it out should be working uh how can I add uh members once you're in the work group uh see if I can do that um and I go to membership requests and here I can create an affiliation so I can invite I think this is a one I can say it's a role so I'm going to say maybe I'm going to make them a um just a member there's no expiry join this is the email they're going to get and that's been sent to them and then on their homepage when this user log in they will get a message and they can accept the request and then they should appear in your list here and you can play with the roles and so on that's that's work groups um group of locks ignore group of lots if you can the Glo 001 we'll try and hide them it's optional and you can change the la