Online Signature Legality for Non-profit Organizations in European Union

How to eSign a document: online signature legality for non-profit organizations in European Union

the Publications Office of the European Union this online session uh dedicated to inois to my name is Manola CR I'm the head of the Ted and EU public procurement unit here at the Publications office and our main star today is going to be my colleague car farra uh who will guide us through e notices too I will have a couple of words of introduction just to set the scene to explain a little bit the background for this online session uh the scope uh what we aim at with this session uh our audience our intended audience and a bit of organization and Logistics but it will not take long okay starting then with with the background and why we are holding this online session as you certainly know in 2019 the European commission uh adopted new forms uh for submitting procurement notices for publication in and the Publications office which we belong is in charge actually of collecting the data that is provided through these forms to be published in that so for that we have offered and we continue to offer a user interface called enotices that you certainly use and that interface um you use it for filling in and for submitting your standard forms with eforms or because of eforms we have created a new web interface called Ino this is 2 uh and this new web interface will allow you to fill in and submit the new eforms notic is 2 has been available for a while actually since the end of 2022 it will replace the current notices as from the 25th of October of this year the new forms follow a new logic uh they are focused on data rather than on layout and that's the reason why the regulation from 20 19 does not have nice PDF templates uh but only indicates the set of data that needs to be included in its form the regulation forsees 40 procurement fors against the 25 that we currently have and an extensive list of fields and many of these fields are optional some of them are mandatory but only if certain conditions are met there are a lot of fields but I'm afraid that I was muted probably you were Manuela um sorry about that that's the beauty of online sessions we never know if it happens I suppose that now you can hear me yes again hopefully yes good okay um so again I was telling that the new forms are a bit more complex than the ones that we previously have and therefore we decided to hold a number of online sessions so that we can guide you through the new forms and we can guide you through the new um the new enotices so that sets the background now the scope what is the scope what we what we want from this session of today and from some other sessions that will follow the idea is to familiarize the users with the new tool in to and the new forms and that's why car will give us a demonstration on how to use e forms how to use in noes to so what are the basic features that you can that you can use and how to fill in a contract notice form we will basically use the contract notice um uh under directive 24 because this is the most representative um and in a future session we will address contract award notices also under directed 24 because once again this is the most representative with the highest number of fields to be filled in um so to whom is this online session or these online sessions dedicated who is the target audience and it's good to know who is the target audience because we understand that some of you might not be uh users of inois to or in notices so you may be uh expecting uh other information than the one that we are currently providing so this online session is about filling in fors using inot 2 so it's not about uh developing systems uh for creating user interfaces it's not about reusing data that is available in Te uh for those specific types of users we have different types of sessions one next week for developers e senders more more precisely and another one for users of T data that will take place in October so today we are focusing on inois 2 and filling in forms so this is for buyers feel free to stay if you're not a buyer feeling in notices in notices but you may not have necessarily the answers to questions that you might have so coming to the last Point organization and Logistics this is an online session so with um some problems sometimes as we all know because we all have been following online sessions for a while now so there may be hiccups on sound and connections and so on so we apologize in advance for that um there is a high number of participants my colleagues told me that there are 600 people registered so it's a lot which means that we have to be even more uh disciplined than uh than usual we have to keep our mics off and the cameras off as well to make sure that when the presentation takes place it will take place in the best possible conditions um the session is in English uh English being possibly the most common language that we all have and it will consist of a first part which will take around 1 hour where car will guide us through in notices 2 the basic features of in notices 2 and how to fill in a contract notice uh we will have a short break of about half an hour because that short break will allow you to take a rest and us to gather the different questions and try to prepare for the answers and we will try to address as many questions as possible in the last half hour so we will start now 1 hour hour then half an hour break then half an hour for answers there are lots of people registered so we suppose there will be a lot of questions it's possible that we cannot address all the questions but we will make sure that we will provide the answers later on and that we have them published the session anyway is being recorded and we will use it as the basis for online tutorials that we will try to make available as soon as possible and as soon as possible in as many languages as possible we understand that English is not the only language that is used but as you may understand it's a bit challenging to try to uh provide all this information in the 24 of the EU so uh we will have today's webinar we will have a follow-up webinar um possibly in in October and we will see if there will be a need for other webinars we will try to cover as much ground as possible as I said please keep your microphones and your cameras off and for questions send them through the chat and as I said my colleagues will gather them and we will try to address them uh address as many as possible uh during the break and then during the answer questions and if you still have questions you know that we have a help desk the link to the help is available both in the notices and in the notices too so you are more than welcome to send any questions thank you for bearing with this introduction and I will now pass the floor to K who will guide us through enotices to and the new eforms floor is yours so uh thank you Mana for the introduction as um cover a lot of the context of why we're here today uh so I will focus on taking you through notices to so uh ask questions I won't be looking at the questions during this uh this demo we'll try and look at them afterwards so we'll focus on going through but we're glad many of you are here today we know for um many of you you notices is your main tool to submit notices for Ted and then enoes to will become your new tool to replace it so thanks for when you reg when you registered thank you for putting giving us more information about you that's helpful to know who's out there and who we are serving so we know about half of you don't know much about eforms um so the eforms are the part of the digital transformation uh they will bring common standards common terminology it should make procurement more transparent should make it it easier for businesses to find what's specifically useful for them to to Tender and also helps public authorities to take datadriven decisions about public spending so there's a many many needs are addressed through e notices uh eforms and then e notices 2 is a tool uh we make available to you to be able to submit notices in this new format uh so for those of you who don't no uh eforms uh I recommend you read the um the regulation itself so on in any notices you can see the um in the help page we have links to the regulation so find the regulation online because it will give you an introduction of uh what we are covering the different types of forms their relationship with the directives so so the 2004 public directives and the three of them plus the defense one from 2009 and the table the legal correspondence and if the PDF is probably easiest um I'm not sharing okay sorry hang on I will share my screen that was showing you the regulation on ylex uh where you can find the information in all the languages so as you know procurement is quite complex there's a lot of terminology this presentation is in English but it will make more sense for you with your local legislation your National legislation when it was um how everything is transposed but this is a regulation so it's applied directly and if you see if I can share Excel with you uh sorry uh the pdf version you will see that the table EX ex the tables exist in every language um just bring this across so the forms we have are the ones you know planning competition direct towards results and contract modification and we'll see changes a particular case all the legal references the enter into force and at the bottom table two this is what's most interesting is for every business term that you will see these references BT with a number these are business terms and there's a description for each one so if you're stuck on a particular form if you read the description in your own language uh it should help you fill in the form in many cases uh later on we want to try and integrate these descriptions inside the application it's not there yet but you can see for every type of form which of the fields which are mandatory or optional in those forms so you will see there are hundreds of fields but we'll see them on the screen but as Mana says there no PDFs this is how the forms are structured today okay I'll take you back to um e notices 2 so it was available since November that's when the transition period started uh we have some buyers already using notices to to publish not very many yet but we can see um the Spanish Greek one we had a French one recently um and the Polish ones as well uh so e notices to will be needed from the 25th of October onwards this year when you need to switch uh we will keep you notices the currenty notices one the historical one we will keep keep it available for a few months so you can consult but it won't be used for submission anymore uh we know that most of you have uh many years of using e notices so you are not uh you are experienced uh users of the directives and this is what changes for you is the format and the forms themselves but legally we are still within uh the procurement directives so you should recognize the same Fields publish in the same information that the directives require but we also noticed that most of you don't know haven't had much uh experience with the notices 2 yet so that's what we're trying to cover today so welcome users from Poland Greece Italy Spain Germany we know you are the main users uh some of you I know have pretended you use uh another platform and you go through what we call an ecenter so it's another platform that submits it to uh to us through the data interface so you don't go through the front end but indeed you're welcome to see how we do it in our application um uh we know we also have colleagues from the EU institutions who will use the internal bpmt tool and also colleagues from the European Investment Bank and European Central Bank um who are also using the application and we will also follow up with you bilaterally to make sure we address your needs okay so there are some countries already using eforms so using that National platform so Estonia G live Belgium Finland Switzerland they're all using uh eforms with their own applications not with this front end uh also some parts of the European commission are using it and the Austrian tobacco Monopoly is also submitting notices already so we know there are people using eforms successfully uh we'll I'll try to show the basic differences uh of What's um what has changed with eforms and some things which are changed because we have new applications so the way we organized the way the organizations exist in each notice the way notices can be changed the cor agenda uh you will see there many more code lists so more structured information and less text to fill in there's no more information about strategic procurement uh and then from a workflow point of view there's more automatic validation so you will get feedback uh you will get the feedback immediately when you submit a form you will get all the errors and there's uh almost no manual validation going on so you don't have to wait you can publish faster you can customize the forms a bit more you have a wizard to help you so we will see these these these aspects now in the demo and a few other aspects which which are more sophisticated we won't cover today but we'll try and cover them in a follow-up uh webinar about um having unpublished Fields so with eforms you can publish a notice and hide certain Fields so if there's some if you have to protect commercial interests or there's some reasons that you want to publish a result but don't want to share all the information that is possible at field level it's a change but we'll see that next time because we won't cover results today and there's also some functionality you notices too for how structured organizations uh can have common settings and common roles again we won't cover that today and we'll focus on F form okay so just to get started please note there is a test environment which is called uh preview so there's a link you can do it um so if you see preview at the top you are in this preview environment please pay attention because the systems look identical almost identical between what the life and application that submits to Ted into the official journal and the preview environment which if you submit a notice it doesn't go anywhere it doesn't get published on Ted so you can submit as much as you want with no risk so it's a a a real playground where you can try things out with no risks so I recommend that you get familiar in the preview EnV M and once you're ready to do something for real you switch to the main environment but pay attention where you are so you don't get caught out so I've logged in with EU login so that's the same login you have for enotices one today you can use the same one for E notices too that doesn't change but none of your information is carried across so the only thing that exists about you is your login and and your your name uh and you see I'm logged in as Miss demo and I can uh switch the language up here on the right so if you want to see it in your language that is bear with us with some of the translations uh might need some improvement uh sometimes the context is not very clear but you can set also your default um interface language if you want when you come in uh and another option you can have is to delegate an account to someone else to a colleague if you want to or if you need support from the help desk you can also delegate to the help desk so they can check out your application and what's going on I get back to the um [Music] homepage the first thing we recommend you do when you reach uh enotices 2 is to set up your form settings so you will notice also when you log in you will get a pop saying popup saying do you want to set your form settings um sorry please ignore this error error not you error not found that's be fixed soon so the form settings is uh highly recommended you can work without them but uh we really recommend you go in and use them because it helps you set up some default settings and your main buyer as we'll see so for example it allows you to customize what you see and elim what is not useful to you so for example you can say I use certain legal bases only I don't want to see all the forms I can hide the ones I never use so that when I choose a form I already know I'm in the right forms that helps me to to remove some of the uh overload of information en notis is to is trying to satisfy all possible users all possible Fields all possible uh combinations which means it's quite could be overwhelming but once you get familiar to it maybe you can remove the parts that you know you don't use so for example if I I always create my notices in a certain language I can set a default so it's ready to go and for example I know in my country I'm always Us in Euro for example I set it up already this means I won't forget to add it later because it already be filled for me and they're even more sophisticated options you can even set further default values or even hide some fields which you never use but if you hide Fields you have to make sure that none of the error messages ask you to fill in a field which you have hidden so first get familiar but language and currency easy to set and I can set some other default values so for example I know my buyer it's always an EU institution I always have my same email address uh website address which I can put in remember to put the HTTP before and maybe I'm always in in Luxemburg uh to go further if I'm the main buyer uh we also recommend you set this up uh as soon as you get in especially if you're always if you're only working as one buyer at a time so you can enter your name your registration number this is a could be a national registration number could be some identifier that you give yourself and again my address and so on you will notice in organizations there's also information about contact points what also called touch points these are optional um optional uh more detailed uh contact points within your organization you can use them if you have quite a complex organization and you have many different contact points which you can expose this way if you have a a more centralized organization don't use the contact points because it can get a bit more complicated to attribute roles to different contact points but the possibility exists so get familiar with that so now I've set up my form settings um so I'm ready to go this is also when you can create structured organizations we won't mention this today but um be careful with setting up a structured organization because you can only belong to one at a time and this uh your notices will be created in that context of your organization which has a certain amount of common rules so I would suggest not using it to get started to get familiar um and once you know how you will work with your colleagues uh you can see what options of it are available and we will try to demo it at our next um webinar you also have the work groups so these work in a similar way to how e notices work today so this is much a simpler way of just sharing notices with colleagues so if you work together have a work group and you can share your notices there but it has no impact on the the common settings it's still your own settings that's a simpler option okay let's get started I will now create a notice that's what we all here for so I have my language already I have set it up and it it's created in my personal organization so I'm in a simple case when I go to the next step H yes it wants to update it proposes to me to update the default setting so it sees that there's a difference between what I have chosen before and what I'm choosing now and it suggests if I want to update my defaults there is a wizard which you can answer the questions do you need a help what are you trying to do are you an institution or not are you doing a planning and you can see it's trying to take you to a certain type of feeld of form a notice type which is relevant for your needs if you know what you're doing uh we suggest you just say no and you pick from the full list so here we see um director 24 um the other the the three 2014 directives the 2009 defense directive and some smaller forms which are not e forms as such but they Implement other regulations which we handle in the application so this is the 2007 passenger transport ones and business registration but the one which is used overwhelmingly popular and it's a good example for all the other ones which work in a similar way is a general directive so the standard regime so we're not talking about we're not talking about the social light regime option and here I can give it a name so here I this is a name that's just used within the application so it just helps you keep track of what you're using so um so this is the example I will use and I will create it so here we start hitting the forms so you will see that uh on the left men on the left side we have the sections of the notice so the Contracting party procedure the Lots we'll see that in a second and we can see that here we also have organizations so one difference with eforms which is reflected in E notices is that the organizations only exist once and they assigned different roles so the same organization might have different roles but you only uh enter it once in the application so here I have um my main buyer because I have created it already in my form settings so it's always there for me so it's ready to go and you can see it already has some some Fields filled in I won't use a contact points I don't have any other information about the buyer and I want to use touch points either that's more than I need um okay so I have my buyer that's my first organization and now we'll start fitting in the notice itself so the contraction party again because I've said it's my ban buyer it's already filled in there's an option for service provider this could be an organization helping you to uh to carry out your work so if you have one you can enter it here but you will see there many fields which you you might not use so um you can safely ignore them uh you would also see we have like these technical identifiers we'll see it in minute in a minute like in the organizations it's org 001 lot 001 these are just internal to the application so it's the way that um the systems keep track of the links between information so um behind the scenes when you say uh this buyer is linked to this procedure and later on especially in in results you could say this uh tender is linked to this lot and made this contract all those Links at a technical level use these identifiers uh in practice just let the application look after them it doesn't have any impact on you but uh just so you know that um once you give it a name we'll see it will give it it will change to the name that you gave it so I've got my contract and party uh also just to show up um you will see that from time to time it says the notice is saved so there's an autosave uh function that is happening every 30 seconds so as you work your information is saved there's no need to save as you go along uh just be careful occasionally if you're in a in a popup for example when you're looking for a cpv code um that it might have saved in the background and there's a slight inconsistency but um normally the idea is that you don't lose anything as you go along okay I'll get to my procedure also you'll see with eforms one thing has changed is there's more information which is now entered at lot level so um until now the procedure would set certain information that applies to all the Lots now it's possible to have more um granularity at different Lots it does mean that in some cases if you don't have any Lots you still have to have information at procedure and lot level which in the end will be the same so at the moment that is still exposed we will see if in the front end there are ways we can simplify that process to enter it but even if you don't have any Lots you must enter lot information so lots always exist so okay um previous notice so you'll see I will jump through certain parts which are optional and I will focus on the mandatory Fields the ones with a little red star and these are the fields which are always mandatory there may be rules later on we'll see that say in certain cases other fields are mandatory but we'll get started with the um old always mandatory ones and I will jump through many sections which is the richness of eforms but you also have to figure out which ones are relevant for you so I there have no previous notice I'm direct to 24 I don't have any other legal basis I want to refer to so it's quite simple I here I have an internal identifier so this is what I call it as a buyer um so maybe I have an Aiming convention in my own system but this can be useful also for the external users to know we're talking about the same thing and my title is uh Fuel and okay so I buy and supplies that's only supplies and it's going to be 7 million euro it's not a framework agreement um there's only one type of classification at the moment it's still the cpv so that hasn't changed and this is uh fuel it's a general petroleum products and fuel I only have one classification and this is information about the place of performance so here what uh you might notice is different to now is that it's possible to say anywhere so this is anywhere in the world so maybe there's no physical place of performance I can say it's anywhere in the country I will give or it's anywhere and the European economic area so some cases this allows you that saves you from entering all the countries in this case I am buying Fuel and electricity cards for my cars so I will say it's anywhere in Luxembourg so in this case it Sav me from filling in the address because I don't need to be aware if you do fill in an in fill in an in an address the country sub entity this is the nuts code and this is all the way down to nuts level three so you'll see that um sorry if I can spell more so that you be down at quite a low level of nuts so you might have to enter quite a few nut codes to be very precise about the areas that are covered by your BYO um procurement what you're buying but okay here I've chosen quite quite something quite simple I say anywhere in Luxemburg you'll see the the tabs at the top allow me to go through the different subsections of the procedure you can also go left and right at the bottom so now I enter the tendering terms so exclusion grounds apply to the whole procedure uh and here the best practice is to fill in all the possible exclusion grounds which you are well aware of so normally you should fill them in one by one so we do recommend if you can um we'll see later if there's ways to copy notices if you want to reuse them uh it is possible to choose just one and then describe uh What uh where you have put the exclusion grounds so if you don't express them in the notice you can express them somewhere else but you must tell the supplier where they are so they know if they can apply so so uh I will take a shortcut so this really is uh very basic uh choice I making but it's possible to fill it in the form okay I don't have any crossborder law that's quite a specific case and now I will keep going so I will choose that it's an open procedure it's the most popular one it's not accelerated I'm not so here you see these are optional Fields uh but what can be useful is additional information this is where you can add more details about it so this is uh add add the information about this procedure if I want to add more information and finally Lots distribution there is information about the number of lots you can apply but more importantly a new feature of eforms is something that is called group of lots so that doesn't exist hasn't existed until now and this can allow you to uh group plots together if they share certain features you have many Lots you might want to say they have similar um tendering terms have a look to see if it's useful for you but it does add a layer of complexity while you fit in the form so you might find it easier just to use Lots like you do today and have the information for all lots and not uh bother with a group of lots you'll notice here this is how you link Lots into a group of lots and in here if you go into Glo so it's a technical identifier for the group of lots you can see that they can share tendering terms but I don't recommend you go in here unless you really find a need for it so it exists it's there this is part of forms but um I wouldn't rush into there unless you you find a need for it so um okay let's get into the even more meat of this uh notice so I'm at lot level so even if I have lots or I don't have lots I still have to fill in lot level information because here again I will put more information as you'll see um here for example you could put in if you have a prime information notice for example you can enter it here and uh the way you enter it the format you choose you must follow is a publication number of Ted so if you see a Ted uh notice for example um it's this number plus the year the easiest thing is to take the one from the link at the top so you have it ready to go so it's uh currently it's six digits and um and and a year okay ah so I was entering a a prary information not that does exist and the system is telling me I have already used one in one of my previous tests in the same application so I should have got rid of my previous one to Avo with that but you can enter it here uh here we enter the information about the lot so here I will call it lot one or if I have many Lots in this case I will create a notice with more than one lot I will call this lot lot a clearer and this here I will say this is the fuel cards again this is uh supplies and uh the fuel cards will be 4 million euro again and this particular lot has a more specific um cpv so I am going to buy petroleum so here we also see there are some strategic uh procurement Fields so about environmental impact social objectives uh Innovative Acquisitions strategic procurement um accessibility so this is a richer part of uh eforms which is progressively developing right now I don't have any obligations for example and I don't report through here but I will go back um I will continue going uh here I will go back to this particular lot is also um anywhere in Luxemburg but you can see here I could have different um more refined detail about one lot which is different to the procedure uh in the duration I can choose um unknown or limited but I must fill in the start date and I the duration say 48 months the no new renewals I will say there is there's no electronic auction sa me filling in the the link it is subject to the GPA and I'm using EU funds in this case I'm saying yes um for the British participants today um I know some of you are still submitting notices uh we'll come to what we call the lawfulness checks about a notice later on but if you're not in the EA or one of the partner countries uh and your buyer is outside these countries then you can only submit notices if you are still using EU funds so this if you are using EU funds this is what you have to check to make sure that system doesn't um warn you that you might not be eligible to publish in the official Journal so I'm not using a framework contract I'm not using Dynamic purchasing system I keep my life simple um okay and here for example I could add lots of organizations about who is providing fiscal legislation uh legislation environmental employment but I have a simple one but additional information this can be usedful so this is specific to what a I think I called it here we see what I've put in okay my tendering terms so here I have selection criteria so why am I I um how can you get past the selection criteria to be considered again here the best practice is to put all the information so that potential tenders know very quickly if they can apply without having to go and read your um tendering specifications um also an advantage is this this is a code list so it can be automatically translated so um vendor can get a quick view about what's going on but for example I say um [Music] okay that's the basic information here there's information about the second stage so you can be quite specific about uh what is required to reach the second stage and you can have many parameters but I won't I won't do that it's a simple one there's no second stage so it's easier uh but here I have the award criteria again this is very important to know who is going to make it uh here I will say that I just take the cheapest for example I have a very simple case I don't care about quality just give me a good price but here I can give some information for example so price is 100% so I don't have to express it in words I can express it in information and I can also provide some other ways of um expressing my award criteria in a structured way so have U have a look at see if you can provide more structured information in these fields if not you can just use the texts uh and if you're really simple you can even just say see the procurement documents but yeah this you can put anyway but we do recommend you try and structure it okay late submission I won't say anything about this uh it's not reserved that's a mandatory field I should put it in I don't say any more information about the rest um I will say electronic invoice in it's it's not in a framework of sheltered employment programs so you see I'm filling in the the mandatory Fields here that are necessary of course the more information I provide the better for the market but I then have to make sure my information is consistent okay I don't have any security issues non-disclosure agreements um I have electronic catalogs um I can use electronic ordering I have electronic payments and then I don't have any other organizations helping me with attenders to do it so I can share this information if I want to okay so the submission info information um there is this field at the top about if it's canceled or unsuccessful so this would be if I'm changing it and I'm telling people that I've come back and I will relaunch it but this is an optional field so the deadlines so here the deadlines uh as you can see I have many deadlines but depending on my procedure um certain Fields will be mandatory or not so here this part of the deadlines doesn't tell me at this stage what is what is mandatory to a certain extent I should know what I need to do so I know it's open so I should fill in the deadline for the receipt of tenders uh and I will give it a time as well be aware that with uh eforms there is a time zone for every date and time so it's no longer just local time you have to Define what what it means exactly um he notices too tries to pick up the one from your browser but you might be in Paris uh but your the deadline is in a an embassy in Bangkok and if the deadline's in Bangkok time time you have to say the time zone so have a look at the time zones that are available they almost too many but they are all there but hopefully in general it will be your your local time so here I have a deadline for receipt and I have a deadline for additional information which is a little bit before again you can ask for information until midday a few days before but here for example request to participate don't make sense for local procedure so I leave it empty so I wanted to be valid for six months the offer and um in my case I'm running it in English but potentially I could add other languages here so let's say I also take it in French and I also allow German so I can add multiple values oops again here I can add and remove these sections you can see the all the sections which are repeating I can add new ones or I can remove them so maybe in the end it was in German I have will remove the section okay we have my opening I remember date at 10:00 a week after I close more information okay Financial guarantees submission method I will say it's uh required and here because it's required I should put in a link this could be your your tendering solution here I can talk about the procurement documents so uh they should generally be public you might have reasons not it will say I procurement documents and the official languages I have is I have them only in English for example but potentially I could have documents in other languages um which are available and I also have to say where they're available oops um for it any so I can say they're here normally I should have a more detailed address a URL a link which is specific to this call for tender uh I should have taken a better example so it's always better if the supplier can go directly to the relevant information and not just hit a generic website where they have to look for things again I can have other organizations helping me out and finally we're almost finished um I have a REV review organization this is mandatory and here uh you see here I'm looking for organizations here I only have myself as a buyer if I want to assign an organization here I don't fill it in here uh what is best if I have already created them as an organization in this table here so imagine I want to add a new one uh here I could fit it in another option is something I didn't show you before but I have an address book where I can also enter organizations so here is one I created earlier because I know I need my the EU general court it's the review body of my buyer and so if I go back uh to my form I can import it here from my address book so here I see it so this one I could have created by hand and then exported by address book or I have one in my address book which I can import here so this is a I will'll get rid of this one because in the end that's not the one I needed so here are my two organizations I go back to my lot so you'll see that it's useful to have some organizations already created because when you go in into your review uh body here I can select it in my organizations so it's a general practice but you will see once you are using the same organizations again and again you'll put them in your address book you'll import them and then they're available as you complete your notice so this was a mandatory one I can do and that is the end of my notice so as a general recommendation we recommend that you fill in all the sections as you as you as many sections as you can as you need to with all the mandatory Fields because this will complete the content uh because when you validate there's some validations which um are looking at different parts of the section so if you've missed something out the validation says well you have to do this because you haven't filled in that so the more you fill in the more complete it is the the better the validation will be otherwise you will start getting messages which are a little bit uh can be confusing because it says I didn't find this section it's not complete um and it could be quite hard to to complete them all so I think I've completed everything but indeed it's easy to forget something and here I see some messages so it says notice validation failed uh CVS is the central validation system so as I said there's no manual validation that happens after you submit you're getting all the errors up front straight away and it's telling me where it's man we have to work a bit to make these messages a bit more user friendly so notice type 16 is in fact the contract notice of director 24 um but you'll see also it helps me uh find them so I get the red box at the top and also I get these uh contextual errors um depending on the error if the error can be linked to particular field so here I forgot to put the activity so I'm Public Services um and I can see if there are any other errors elsewhere it's still I will check again think I still might have some so it's my organizations are missing so I will check my organization and here again I'm missing I'm missing these business terms so I need to provide a telephone number yeah it's a phone number of I this is me the Publications office uh this is my email address I'll give the help desk so you see it's BT business term 506 506 503 503 but we'll try to make these messages a bit more um specific or easier to understand so it says email instead of BT 506 but you more so it looks a bit more like this so what you see on the screen we want to put these in the messages themselves so contact point I'm still this is a general code so they need a contact point and can't remember the name but I think it's so these are the contact details I had forgotten to fill in and now I will validate again and I think I've got them all oh there's still one organization missing ah phone number of course so I need to fit in the phone number hang on I just get rid of the previous one I validate again and uh if there's no news that's good news I have validated so my notice is ready to go I will just go back to um one option because now I'm happy that I have a validated um notice if you notice I had one lot but I in fact want two lots but I know this lot is clean it's very it has all the information I need and in fact the two lots were very similar because I'm i w going to buy fuel cards electricity cards two different Lots if I add a new lot here it will copy across everything from the previous one from from the one I'm copying so it basically clones the lot it even clones a name but here I will go in and say ah this is my technical lot two for me it's Lot B and here all I want to change is that this is the electricity cards and in fact everything else was the same attender in terms the submission info there's no no no variance no differences here what I want to do is to have two separate ones um but that's not true actually this one is only going to be 3 million so it's similar and again I should be able to validate it fine because yeah I just changed some text and some values but potentially there could be some validation errors for this lot so here's my notice with two lots right ready to go uh before I submit I'll just show the my notices section now so as you can see when I named the procedure before this is my internal name I gave it and inside I will have the family of notices for this procedure at the moment I only have a a competition U but for example at the level of the procedure I can rename it for example so maybe I want to say a bit more specific to remind me which one it was about this is my internal name so if you forget to rename it don't worry you can always rename it here um and for the this notice yourself you this notice you'll see that it's in the draft status so I'm still working on it it hasn't gone anywhere and here also I can um edit it of course but here I want to view it in uh HTML so the web view or PDF and it should be coming okay I need to allow popups and here I see the web view of my notice and this is what it's going to look like when it's published on Ted so if you see the ones we have on Ted they have this layout and this is my local version before it's sub before it's submitted with all the information so it's going can also be an easy way to see everything in in one go if I'm happy with all the information I have put in and I can always go back so this is easier to see you see I have two lots and uh and if you as you can see I have the organizations listed bottom and they have more than one role so well in this case they only have one role but uh in the notice itself um I can link to these organizations which might have multiple roles add a bit of information and of course there's no publication information yet it's still draft okay so I'm happy with this to submit I have to go in to edit again so the submit button is only within the edit I validate already when I submit it will validate again so if there any errors I will have any I will questions here uh I would always get suggested uh here the application has noted that um I didn't have any default values for some fields and in the notice I have had I have used some values so it's saying do you want me to update the default values ing to what you have just put in and the next time you come in they will be there already so see if this is useful or not because some might be useful some are not because they vary for each notice some might always be useful so you may as well keep them as default but here I say don't update because I have a lot of variety okay now we get into the work the publishing workflow so what has changed uh in our applications is that we no longer have a fixed 5 day publication period so until now um when you submitted something after the Publications office had five days to publish it to you uh and it was a five fix days calendar days so if you give it to us on on Monday it'll be there by Friday now we have an option to publish as soon as possible what does as soon as possible mean that's not uh um not so uh not always obvious but as soon as possible means exactly that every afternoon uh on our side of the Publications office we collecting 2 3,000 notices every day and every afternoon we put them together in an official Journal issue we export them into a package and the next working day or the next morning they're available on Ted at 9: in the morning so for example we're at 11:00 in the morning still here if you send it now and there are no errors which is the case it uh will be on T tomorrow morning at 9: that is possible if you send it to us at 4: or 5 in the afternoon that was too late to catch today's export it'll be caught in tomorrow's export and will be on Ted the day the day after so as soon as possible can be tomorrow or the next day in working days so to know which are what we consider working days uh you can always see the release candidate release calendar on Ted and you can see which um which days we are publishing so it's generally working days a few days out at Christmas uh Easter and a few dates during the year but you know these dates already but if you want to plan ahead you can you can see these ones and if not you can also choose these dates so you can be you can control the date that it's published in the future so obviously you can't publish today um you could choose tomorrow but generally this would be in a few days ahead so two three four days ahead as you can see you you're being offered the days which are actually available so we don't offer you the weekends because you don't publish on the weekend but imagine you say Okay I want to be sure that it's out on Friday so I choose Friday you can choose up to 60 days which is quite fine in the future just in case you're really planning ahead but you see for example the first of November is not available it's it's a holiday in Luxemburg in many countries but let's say I want to publish on Friday and bying any exceptional conditions we will publish for you on uh Friday morning on Ted so my notice is now submitted status we go back to my notices submitted means it's valid so uh the what happens when you can submit you still have some options uh you can stop the publication so if it hasn't gone into the publishing process I can stop it so if you said oh I submitted I just made a mistake here I have quite a few days still because I asked for it for for Friday Publications so basically until Thursday midday I can still stop it I will try it out now so this means this notice is going nowhere I'm in control I stop it so it's in our system but you have sent us the information that you want to stop it and I will just refresh the page so we see that um so you don't have to contact the help desk you can just um stop it yourself with this with this button as long as it hasn't gone into the publishing process so it stopped and I say okay why did I stop it in fact because there was a mistake okay but can I edit it and send it again uh and here we have the option to resubmit a notice which basically just creates a notice again a new version of it and here I can change the mistake I made so um for example in fact in the procedure um I'm not going to change anything fundamental because if I change something more maybe some rules will apply uh but say I just made a typo it's not uh number three it's number 33 it hasn't been published no one has seen it yet so I may as well just publish it again so I don't want to update this that's what I want last time and say actually I've changed my mind in fact I don't want it for Friday can you publish it on Monday so if it goes and there it goes ignore this error so there is my notice again the one I stopped is still there in case I want to see it and that's waiting to enter the publishing notice the publishing process uh we have a section in The Help page about the different statuses you can have so what do the different statuses mean so deleted submited stopped we've seen those publishing a status which is not we haven't shared it we have to change the system so you can see it that means in the afternoon it has entered the publishing status and it's waiting to be published the next working day so at that point you cannot stop it anymore but we have to share that with you published will be at 9:00 after 9:00 on Ted and that really means it's on Ted so you can be sure uh not published is a particular case uh for example if there has been some lawfulness checks so for example if a it's a British notice that doesn't you use EU funds you will get a warning saying um we don't think this is lawful it shouldn't be published in the European official Journal but it will be checked manually so every day we will check those cases and if we reject it it will Ender in end up in not published status but if you're in the ea uh those checks those manual checks won't happen and these are the only manual checks we are still doing everything else is automated you will see them straight away so you will know very quickly if you notice is going to be published or not um again this help page if you have a have a read this will help you and again here you also have the um how to contact the help desk also through here so I have successfully submitted my contract notice I will show you a few more of the functions just to finish off because there's some other features that will be useful to you um um so one thing I can do is I can copy a notice into a new uh procedure so let's say that I have the notice that I'm happy with and I have another procedure which is very similar which I want to copy and I want to create a new procedure which I will call it um IM for Brussels so imagine I'm doing it for European institutions in Brussels and in in Luxembourg and it's in my personal organization still I will copy the notice so what has happened I have my new one here so that's the one here before and I uh I have all the notice ready to go again if I want to so I can reuse what what I had last time so I had a nice one which I know was validated and if my terms are very similar well I just have to adjust the ones I have to do now so okay I won't going to change it but maybe all I need to do is just change that the place of performance is Brussel instead of Luxemburg and off off I can go and do it again um I would also show that maybe I'm in Brussels so it's a bilingual environment uh if I add a lang say I Pi French um what happens is that I will now see for every free text field every every piece of text that could be in more than one language I see two fields for each field so it's not two separate notices it's all in the same notice but I will need to fill in uh all all these text fields in the second language that's how multilingual um notices work with eforms Al together and then all the language independent uh fields are still language independent it's just a a code list so I don't need to write anything about those so that's how I add new notices um I have a couple more cases I'll try to finish quickly so uh imagine I have already published my uh contract notice in uh my current system through notices one we have now switched to e notices 2 and I need to publish um the contractor board for example so my two notices will be in two different formats how do I do that I'll show just briefly to get you started but it has certain things um so I will imagine this is my contract notice for uh univers uh Hospital in Dublin I'm going to import this notice so I take the publication Number Ted and I will import it into into notices to so this is import from Ted here I have my ID oh and of course stupidly I've already done it in my tests so that work okay I'll pick another one which happens to be the one I was imitating from the European commission I will import this one and of course I've used that as a test um sorry please bear with me I'll pick a random notice sorry um so I will take a contract notice from Vienna I'll import from Ted and I will say p software I think it was and here is my notice so it's already published because this was a competition notice that was already there I've imported it to have a local copy and here if I want to award it I would continue procedure so what this happens is well I only have a choice I'm continuing the award in the standard regime I don't have much choice and this will create a result notice carrying over as much as it can from the previous one so I can see it's pre-filled it's pre-filled as much as possible but you will see there will be uh mandatory fields which I will need to fit in now to satisfy the eform structure so for example maybe I need an identifier which I didn't have in current structures but I need it in the eform structures so if I want to this is how I will award this one in eforms but we won't go into that today because you'll see the result section is what we'll show in the next webinar uh how to award a notice but this is just to show you how I managed to uh continue procedure from something that was already on in in the current system and it's a similar option also when something is published you can also change a notice this would also uh um what has changed in um sorry what has changed e forms for changes uh what we call the form 14 today the cor agenda the difference now is that a change notice includes all the information that was already there so it's like a Consolidated version and the latest version has everything today you publish a notice then you send an F14 with just a changes another F14 with just a changes so uh anyone reading the notice has to read all the changes to know what the latest version is in eforms it's much more complete you can read the latest version it has everything what does diff what uh what you have to say is if I on only on published ones if I want to change it um I give a reason so maybe I have to make a correction I create a change notice uh you will get this message if you've imported something from Ted so we probably need a better word but the St K version is the software development kit it's the uh technical structure of the notice behind the scenes it says it's converting information from one format to the other so it's telling you that some of the fields will not uh be filled so it's a warning what is happening it can also happen within eforms if you published something many months ago and there have been some new fields which have changed or some rules which have changed changed when you change the notice you will have to adapt to the latest rules uh the longer the time is involved the more differences in general the changes shouldn't be too big but if you get that message just say yes convert anyway but it's just to warn you that some things might need uh your attention so here I'm changing this notice and here you see there's a change notice a change section where I will say what has changed so I don't know line extended uh did I change the documents and so on of course if I try to validate this I will get quite a few messages because this is not an eforms one it's something I imported if it's an eforms notice I am changing it's the same process um but uh this is where I'll say what what has changed but be aware there are lots of new Fields There Are Rules so you'll have to enter the identifiers maybe the email um there's quite a few changes differences between the current one and the new one but ultimately you are enrich in the form so your suppliers your tenderers will have um will have richer information so um it took a bit longer than planned but I'll wrap up now this is uh what I've shown you is how to fit in a contract notice from scratch how to create a new lot how to uh stop a notice how to resubmit a notice how to import an existing notice from Ted which is not in uh e notices to and not in eforms format which will allow me to continue procedure or to change a notice so before publication you can stop it after publication you can change it those are the two uh cases if you want to change something and after you have published you can link you can continue the procedure award it or uh complete that procedure and all the notices in your procedure you will see all grouped together here so I we'll take a break now um we'll talk about the next steps after the break and we will try to answers yes so yes maybe give us 20 minutes to address your questions I haven't looked at but there must be many many coming through we'll try our best we will not answer them all we'll try as many as we can or at least identify the big areas of of doubts so we'll see you back here at 11:40 Central European Time in 20 minutes thanks very much okay hello again everyone he so I just got my screen a bit so thanks for all your questions uh we took a short break and tried our best to uh address the ones we can um some of you are asking similar questions so we won't answer all the questions explicitly but we'll try and um answer generally and we will give ourselves 20 30 minutes to see as far as we can um for the colleagues from the commission or the European Investment Bank Bank uh will be in touch separately so this webinar we're trying to catch all the public authorities who don't have the privilege of contacting us directly so we'll follow up with you separately so for those of you who are going to use the notices externally we'll try and catch your your replies so I think some of the questions hopefully I answered later on in the webinar if n I'll try to come back to some of the points which seem uh popular um give me a moment try to group them together uh so it's a question about the address book so I hope you saw how that works um by importing it and exporting into the address book so you can use it again which can also help you save your organization data for multiple notices you can carry it across um so the questions uh question about the UK hopefully I showed you how you can put EU funds if you're using EU funds from the UK so you're still I still welcome my compatriots if you're still on you funds uh if um yes one thing about the workflows the question from E senders we see see a few questions you're welcome to to ask an experience but we'll handle your questions next week at the work at the workshop but there is one uh valuable question about the publish status you get in the preview environment so as I said preview is an environment you can test if you have submitted that's pretty much 100% of your validation there's nothing else you need you know that your your notice is valid what is happening in the preview environment there is no Ted uh test environment behind it so we have a little process that uh pretends to publish on Ted and switches the status from submitted to published so the the main thing the main thing about uh published is that you can continue procedure or you can change it so we have had some issues in that environment to switch the status um so you might might experience that but as far as validation is concerned submitted is the main thing so that's in the end the bulk of the work okay and we're trying to fix the issues um so the form settings is a feature of En notis is to in your platform if you're using another platform you deal with your provider for the platform uh so you can access these forms uh the link is you notices to. preview. ted. europa.eu and um if you go to enotices ted. europa.eu you get to the production one where we have a link back to preview so you can try it out uh there was one question about can I try things out in preview and then copy them across to uh production to the live system that is possible you can export the XML you get an XML file and then you can import a notice um in the other instance so if you saw there was an option when you're in my notices import from Ted you have an option import from import a notice and then you lo you use a local XML file so that's one way to use to move notices between systems um just a reminder about those technical identifiers so lot 001 or 001 the numbers are just increased uh by the application so if you create five and delete two you will have caps but you can ignore that that's just um just a technical identifier used by the application to link things together so the sequence doesn't matter uh I think answer the question about how soon it can be published so as soon as possible or you can choose a date um about as soon as possible the daily export that happens can happen anytime between midday and midnight so uh we don't have a fixed time of export or the current system and the new eform systems it's done at the same time but that's happening behind the scenes on our side it tends to be mid-afternoon but um we don't have a fixed time for that so as soon as possible is indeed that uh one question yes the um the author of the message of the notice so if you fill it in and logged in and any notice too you will get an email say when it's submitted you also get an email if it's stopped and you get an email when it's published so then that's also your what they were your email proof that you managed to validate it and again submitted means your notice is valid and the worst thing that can happen potentially to not publish it is you got a warning about lawfulness so a UK notice that doesn't use EU funds we will probably reject it will end up not published but technically your notice is complete you've satisfied all the rules so when you get the email your notice is submitted your job is done uh so the publication calendar and timing again is the release uh calendar that doesn't change so for the news for the new notices and for the old notices it's the same calendar it's the same official Journal issue so if you go to an official Journal today on Ted today's one will have I think there like 2,700 notices of which about 200 of them are eforms so we don't distinguish particularly in the end we are just satisfying the publication requirements of the public of of the procurement directives nothing changes same legal basis uh about migration so there's no migration of information between notices and notices to the only thing that you keep is your EU login so all the users you have today you will all need to log in again any notices too and then you can set up work groups and share and find yourself again at the next webinar we will show how to set up structured organizations which have more more common features but can be more restrictive so you have to do it more carefully work groups are much easier to use um the question about converting transferring so indeed if you have a notice in the standard forms the older forms and you want to see it in in notic this to you use import from Ted it will be a readon version say it's published but then you can copy it continue procedure even change it so you don't um there's no transfer you import the ones you need uh about the presentation yes we'll send you a link for those who registered and everyone who's here today we'll send you a link to YouTube with these recordings and a few useful links um there's no um there's no automatic translation going on there is an option you might have seen when I added a language you can ask you Noti this two to do an automatic translation a machine translation but then you have to check that language for yourself um so exclusion grounds there's question yes you have to select them one by one so for each exclusion ground and also award and selection you choose one you give the description you choose another you give the description you can't just pick them off of a for menu um but we'll see if in future there's ways to make that a bit easier but in the end you have to enter them one by one about number of characters in the fields uh you might have noticed um if you're in a field maybe I'll just uh share my screen so I can show it maybe that's easier so I think you can see my screen now so if I'm in a notice sorry I've been logged out if you're in the notice there's little box in the corner of each one where it's counting the characters live so you know Advance how much you've uh how much you've created a quick um show again try and find a procedure so here for example it happens to be German I imported one there's 400 characters here so here the title and a few more words you'll see my numbers are going down in the top right so have 400 characters description is I think 6,000 characters should be enough uh difference between price and cost so this is um all about the how directives work so uh cost is more related to the price and quality um relationship but that