OPSYS Presentation

European Development Days

DEVCO R4
18 June 2019
Agenda

1. OPSYS Global Planning

2. How to start using OPSYS
3. Contracts and Procurement: Key Functionalities and Milestones
4. Presentation of Change Management
OPSYS GLOBAL PLANNING
OPSYS Global Planning
Releases and Integrations
OPSYS Key Features
OPSYS Key Features
OPSYS Release 2
Functionalities available
HOW TO START USING OPSYS
PRAG: what has changed towards OPSYS

Check the wiki

What can be changed in the LF with or without amendment?

Check the wiki to know the procedure according to the

type of contract!
FTOP: one single entry point for all external stakeholders…
Open the link: https://ec.europa.eu/info/funding-tenders/opportunities/portal/screen/home

Access the page dedicated

to the EU External Action
and read all the instructions
How to start with ongoing contracts

• Contact the Operational Manager and start working with him/her

• Be straight to the point: give to him/her the contact of the
colleague who should be in charge of LF in your organisation !
• The Operational Manager will grant him/her access
• He/she will have the possibility to grant access to other
colleagues/experts
• The IP and the experts can now start encoding the logframe
• Only the IP can submit the Logframe (not the experts)
How to start using OPSYS - Implementing Partners
Step 1: Check your e-mail with the link to your Intervention. You receive the notification in your mailbox

Step 2: Click on the link and login to the portal. Check your portfolio of interventions.

OR

Step 3: you can add other Implementing Partners/Experts.

How to start using OPSYS - Implementing Partners

Step 4: Create or edit the logframe

You can now start encoding the logframe or edit the one created by the Operational Manager.

Step 5: Submit the logframe for revision and approval

Once you have finished encoding the logframe, you have to send it to your Operational Manager for approval. The
Operational Manager can ask you to review the logframe.

Step 6: Add and submit current values

When the logframe has been approved (status must be “Approved”), you can add the current values and submit them
to the Operational Manager. The Operational Manager can request the revision of the values submitted.
CONTRACT AND PROCUREMENT
 Actors

OPSYS European
Contractor Evaluation
system Commission Committee
Contract and procurement Key Functionalities (OIA / OVA / FIA / FVA / AO)

1 2 7 8
Prepares the dossier Prepares contract Sign the contract
Keeps up to call
call for
for tender
tender // call
call for
for proposal
proposal
date the
•• Dossier is
is prepared
prepared with
with structured
structured data
forecasting Dossier data •• Structured
Structured data
data of
of the
the draft
draft are
are reviewed
reviewed •• Commitment
Commitment Level
Level 22 is
is validated
validated in
in ABAC
ABAC
•• System
System provides
provides guidance to
guidance to the
the user
user
plan •• Commitment
Commitment Level
Level 2 2 if
if allocated
allocated on
on Level(s)
Level(s) 11 •• Contractor
Contractor electronically
electronically signs
signs the
the contract
contract
In Draft contract
•• Draft contract is
is generated
generated by by the
the system
system with
with EC electronically
•• EC electronically signs
signs the
the contract
contract
In addition
addition for
for FWC
FWC procedures
procedures ::
the
the structured
structured data
data and
and with
with document
document ofof the
the
For other procedures preparation
preparation and
and submission
submission
than SIEA : Draws up short list Contractor is
•• Contractor is asked
asked toto confirm
confirm availability
availability of
of key
key
The
The contract
contract enters
enters into
into force
force
experts
experts (in
(in case
case of
of service
service contract)
contract)
Publishes prior
information 3 6 9
notice Sends out invitations Awards the contract Pays pre-financing
/ contract to submit an offer
notice

4 5 10 Manage the
Submits Submits an offer Evaluates the offers
implementation
application
Offer is •• Invoice
Invoice and
and payment
payment are
are processed
processed in
in OPSYS
OPSYS and
and
•• Offer is prepared
prepared with
with structured
structured data
data Opening session
•• Opening session is
is performed
performed sent
sent to
to ABAC
ABAC
•• System
System provide
provide guidance
guidance toto the
the user
user •• Offers
Offers are
are decrypted
decrypted Contractor or
or EC
EC can
can initiate
Evaluates Data are
are encrypted
encrypted for
for security
security reasons
•• Contractor initiate an
an amendment
amendment
•• Data reasons
•• The
The evaluation
evaluation grid
grid are
are filled
filled Deliverables are
•• Deliverables are managed
managed andand archived
archived
and •• AA clock
clock indicates
indicates the
the time
time remaining
remaining before
before •• Evaluation
Evaluation report
report is
is uploaded
uploaded
deadline •• Progress
Progress is
is monitored
monitored
deadline for
for submission
submission
draws-up •• Ranking
Ranking of
of offers
offers is
is encoded
encoded Expenditure Verification
Verification report
report are
In parallel
•• In parallel of
of the
the submission,
submission, EC
EC can
can monitor
monitor the
the •• Expenditure are managed
managed
shortlist submission
submission progress
progress
•• Awarding
Awarding letters
letters are
are prepared
prepared •• Closure
Closure is
is performed
performed

Actors and Processes of Contracts managed in Indirect Management are not represented in this slide
Contract and procurement module: Key improvements

 Structured
 Structured preparation
preparation of
of dossiers
dossiers (tender
(tender // grant)
grant) and
and
according
according to
to the
the same
same approach
approach for
for all
all types
types of
of contracts
contracts

 Electronic
 Electronic submission,
submission, with
with structured
structured data
data

 Electronic
 Electronic signature
signature of
of contracts
contracts

 Automated
 Automated generation
generation of
of contracts
contracts

 System
 System provides
provides guidance
guidance to
to the
the users
users
CHANGE MANAGEMENT
 OPSYS Focal Points

The list of OPSYS Focal Points is available on the Wiki

 Available documentation: Wiki

• It will allow the users (internal and external) and OPSYS focal points to stay
informed on changes and news on the upcoming releases.
• It is the primary source of user support in the use of OPSYS.
• It contains step-by-steps to guide the user through the most common actions.
• It contains Frequently Asked Questions and e-learning videos to support the
use of the system

Link to Wiki for the External users: Welcome to the portal

Accessible using the EU Login

 e-Learning videos

• To familiarise yourself or if you have problem performing certain steps in the

system, a series of short videos has been produced to guide you, step-by-step,
through the most common actions on OPSYS.
• The e-learning videos can be found in the WIKIs. You can directly access them

E-learning videos for Internal users

E-learning videos for External users

 Available documentation: e-Help

• Navigating on OPSYS you will find helpful hints to help you.

• By clicking on the “question mark” the user can access short texts
explaining the task to be performed.

• Every e-Help request will redirect to a dedicated page in the WIKIs,

both for internal and external users.
Participation to the User Test phases

If you want to be informed on and participate to the next user test

phases please drop us a line to
EuropeAid-OPSYS-USER-SUPPORT-COMMUNICATION@ec.europa.eu
 Stay tuned
Join the OPSYS Capacity4Dev group to be updated with the latest news! OPSYS
group is open to both internal colleagues and external partners

https://europa.eu/capacity4dev/opsys
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