ETHICS
Electronic Tender Handling, Information &
Communication System
for purpose of gaining high effectiveness, transparency and
openness.
eProcurement Seminar
Praha 18 – 19 June 2007
Chris Mora-Jensen
[email protected]
Agenda
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Introduction
History
Solution Overview
Experiences
References
How and where to start
Who is inno:vasion?
• Consultancy specialized in
tender procedures and decision-making
processes
• Developer and owner of the web based
tender solution:
• IBM Business Partner
Challenge: The IT Tender in 1995
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More than 30.000 pages from
36 vendors
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Highly varied formats
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Decision process manual –
discussing and voting
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Contract terms only in paper
archives.
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... Extremely cumbersome
Legal requirements to the system
To be able to respect the requirement on confidentially, judicial
evidence etc. importance has been attached to following conditions
being met:
– the vendor must submit their proposal digitally signed.
– the contracting authority put af time stamp on the proposals
when receiving these.
– it is not possibel to open the bids until the deadline for
submission of proposals is met.
– proposals can only be opened by persons authorized.
– Violation of the rules can be traced
Scope of ETHICS:
The Procurement Process
ETHICS
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Buying Phase
All phases of the Tendering Process
– Contract administration, market analysis, requirement
assessments,
planning, announcements, questionnaires, execution and
evaluation
Best Practices – based on practical experience
Ease of use – intuitive user interface
Based on Standard Software Tools – flexible implementation
Easy Integration with existing System through Open Standards
ETHICS®
• Web based tender solution
• Certification Authority (CA) for issuing of digital
certificates
• ETHICS’ modules:
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Tender module
Desision making module
eAuction module
Contract module
User administration
• In the pipeline:
– Negotiated procedure
– Dynamic Purchase
– Multiorganization Support
Tender Support Structure
• Gold: From start to end
– Aimed at new user Organisations
– Training, designing, performing support
• Silver: Plan & Execute
– Aimed at somewhat experienced users
– Key processes supported
• Bronze: Execute
– Aimed at experienced users
– Help for designing decision process/scoring rules
Experiences using ETHICS
Overview and management
Utilization of resources increased by 20%
Increased
Productivity and
minimize Workload
Productivity doubled
with same Staff
Quality in the
tendering process
No complaints or
legal issues
Automation of
routine Tasks
Effective knowledge
management
Efficiency and Resource
Management
• Annual Planning across all
Tenders
• Detailed Planning tool for
each Tender
• Updated Overview
• Easier to Prioritize
• Easier to Relocate Resources
Overview & Control: Single View for
Mgmt
• Intuitive User Interface –
Colors, Symbols
• Based on Templates
• Links from each Tender
overview to all related
documents
• Sharing of information with
all relevant parties
• Early Warning before
Out-of-Line situations arise
Transparency - Decision Support
• All Vendor Offers Locked and
Sealed centrally
• Efficient Decision Support
Tools - qDesign
• Support for distributed
Decision Process
• Transparent Decision Criteria
• Proactive protection against
Vendor Complaints
• Simulation of ‘what if’ to proof
and test validity of choice
Support for Common Processes - Automate
Best Practices
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Workflows define Tasks
Automate the trivial Tasks
Common Library of Templates,
Rules, Legal Texts, Questionnaires…
Automatic control of Deadlines
Secure Tender Box
Strict adherence to EU Rules
Free Resources and Critical Skills for
Strategic Procurement
Maintain Know-How within the
procuring Organisation
ETHICS References in Denmark
• The National Association of Danish Municipalities:
Tender for Electronic Document handling – Autumn 2003
• County of Funen Denmark:
Electronic patient Journal System – Spring 2004
• Association of Counties & 4 counties in Denmark:
Medicine Module for epj – Summer 2004
• Danish Tax Department:
Signpost and displays - Autumn 2005
• Movia – Regional Transport of Greater Copenhagen
Transportation – since Summer 2005
• Danish Ministry of Finance
PC’s, Copy Mashines, Furniture & Office Supplies - Summer 2006
• Danish Defense
Maintenance of Buildings – since Autumn 2006
International ETHICS References Portugal
UMIC – Digital Task Force of Portugal
A series of tenders executed succesfully since 2005 for:
- Ministry of Justice – DGAJ
- Ministry of Employment and Professional Training – IEFP
- National Health (Analysis Laboratory) – INSRJ
- Ministry of Finance – Asset Management
International ETHICS References Slovakia
EVO - Slovakian eGovernment Organisation
- Ministry of Employment and Professional Training –
IEFP
- First Tender executed Summer of 2006
- Implemented by law 2007
http://evo.gov.sk
- Target:
- 1.800 Offices & instututions signed up
- 30.000 Tenders pr. year
Roadmap to ETHICS
Streamlining the Tender Organization
The easy Bottom-Up approach (lean implementation)
 Just start Net based Tender Execution (min. Staff training)
 Use the existing IT Infrastructure as-is
 Reuse existing documents and templates
 Choose the level of digitalization (announcement/tendering)
 Implement new functions in a step by step approach
The advanced Top-Down approach (full implementation)
 Reengineer the Procurement organization
 Redesign the Tender material (focus on well-defined Criteria's)
 Standardize Documents and templates
 Load Repository - and Go
IBM & ETHICS
A Global Partnership
Initial Tender Training
Pilot Hosting
Local Changes
2. Level support:
- Gold, Silver, Bronze
Contact at IBM:
Soren Duus Oestergaard
senior eGovernment Advisor
[email protected]
Consulting
Hardware
SW
Installation
Training
Financing
and/or
Installation
Hosting
Training
Local ETHICS
implementation
Tender issuers
Experiences using ETHICS –
 Productivity doubled with same Head
Summary:
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No Complaints
Easy to use/no training
 50% change of Staff
 Easy involvement of new users
 No Complaints or legal Issues with
Vendors
 Double-digit growth in turnover on
contracts
 Highly effective management overview
 Effective knowledge management tools
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needed
Easy to adapt to own
working style
More effective tender
procedure
Re-use of documents Vendor Feedback
Trusted on line service