E-procurement in Sweden based on
CEN/BII
Kerstin Wiss Holmdahl
Swedish Association of Local Authorities and Regions
Stockholm, December 2,2014
SFTI (Single Face To Industry) in Sweden
SFTI is a joint initiative to promote eprocurement
Lead by
-Swedish Association of Local Authorities and
Regions (SALAR) and the government agencies;
- The Swedish National Financial Management
Authority(ESV) and
The Swedish Competition Authority (KKV).
Cooperation public sector, together with enterprises
and IT providers. All represented in the workinggroups
and when recommending standards & guidelines.
Mandatory e-ordering and e-invoicing in
governmental sector
• The SFTI initiative started with strong support, but on volountary
basis
• 2008 came regulation: all Swedish government must be able to
send and receive electronic invoices no later than July 1, 2008
• Can save 400 Million € in 5 years (ref.to pre study)
• From 2013 also mandatory to handle e-ordering ( agencies with
more than 50 employees).
Part of Swedish Action Plan for E-government – i2010
• But still not mandatory for municipalities and regions/county
councils, even if most of them have e-ordering and e-invoicing
E-procurement in figures
Even if volountary for local and
regional level, many have started:
appr 65 % of municipalities have einvoicing,half of them also e-ordering
- 11 % consider starting up within
next few years.
- 95 % of the regions/county
councils have e-invoicing ( 88 %
of them also have e-ordering)
 Appr 75 % of contracting
authorities have e-tendering,
which means appr 35% of the
value of procured goods and
services with e-tendering. (81%,
but 83 % answered the survey)
 ”End to end procurement” and
monitoring (example: Integration
in Municipality of Lidingö)
E-procurement in figures
How many e-invoices do the municipalities and regions receive (structured einvoices, not scanned or pdf-invoices)? Survey 2013 (% e-invoices)
30
24%
25
21%
20%
20
20%
15
10
7%
6%
5
3%
0
1-10 %
11-25 %
26-40%
41-50%
51-75 %
Mer än 75 %
Vet ej
Recommended standard in Sweden
SFTI´s Standards based on CENBII and PEPPOL
• Catalogue (Profile BII 01 Catalogue Only)
• Order & Order Response (Profile BII 28 Ordering)
• Despatch Advice (Profile BII 30 Dispatch Advice)
• Invoice (Profile BII 05 Billing)
”SFTI Svehandel” process
with CEN/BII deliverables
Buyer
Catalogue CEN BII 01
attest
Supplier
Ordering CEN BII 28
Mail confirmation
Order response CENBII 28A
Despatch advice CENBII 30
attest
Invoice CENBII 05
Ready for
payment
PG/BG
Payment
7
New recommendation: PEPPOL
Infrastructure
SFTI have made a prestudy during 2014
• This include an analyse of both opportunities and potential risks
with a recommendation of PEPPOL as infrastructure
The analyse shows:
• PEPPOL is expected to simplify adoption
• It makes migration between service providers simpler and
• It connects the Swedish community to Europe
November, 26 the SFTI board of directors decided, after
recommendation from SFTI Beredningsgrupp (a fora with
contracting authorities, suppliers and IT providers) to
recommend PEPPOL infrastructure and registry as SFTI
New recommendation: PEPPOL
Infrastructure
The recommendation includes
• the PEPPOL BIS messages that already are SFTI
recommendations and
• the Svefaktura 1.0 (the first version in XML and based also on
UBL, but an earlier version than the PEPPOL BIS invoice)
• The Svefaktura is widely used and important to include, as a
compliment to the PEPPOL BIS Invoice
Svefaktura; the Swedish e-invoice, 10 years
• The Svefaktura was developed 2004; we can now celebrate 10
years anniversary!
• The Svefaktura online validation portal is used to test more than
30 000 files a year – of course a minimal part compared to the
production volumes
• The municipality of Sigtuna was the first to recieve a Svefaktura
from a small supplier in May 2005 ( a small courier service).
Recommending standard is
fundamental
The standard must meet requirements based on
• European and national legislation and
• End-users needs.
CEN/BII deliverables meets these requirements,
and works very well in our daily ordering-invoice
processes in Sweden.
Recommended standard
and also support
SFTI also gives
• support through the web-based validation tool,
• support from technical staff
• information and trainings for not only standard and
technical issues, but also
• support for implementation in the organisations and
• supplier on boarding
The new way of working is efficient but needs to
be communicated and accepted.
Some lessons learnt
• Usage of a standard is fundamental. It facilitates
efficient processes for both contracting authorities
and suppliers (especially SME:s)
• Strong leadership facilitates introduction and
implementation of e-procurement in the organisations
• Clear benefits by better compliance with framework
agreements and thus better prices
• Efficient e-procurement gives resources to the core
activities
Thank you for your attention!
Questions?
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Kerstin Wiss Holmdahl
Technical staff SFTI; [email protected]
+46 8 452 79 87, +46 70 548 96 86
www.skl.se
www.sfti.se