PLYCA implementation (products and services) in Burgos Municipality

Acronym of the case:

PLYCA_BURGOS

Web address of the case:

http://www.aytoburgos.es

Country of the case:

Spain

City/region:

Burgos

Posting Date:

8 January 2009

Last Edited Date:

08 January 2009

Author:

Manuel Caño (Nexus IT)

electronic | Public | Procurement

Type of initiative

Strategic initiative

Case Abstract

The Municipality of Burgos, with the encouragement and support of the Castilla y Leon Regional Government, has been working during this year 2008 and throughout 2009 in the implementation of a system of Electronic Public Procurement, which not only meets the standards imposed by law Spanish 30/2007 (transposition of Directive 2004/18/EC), but to improve the relationship with citizens and businesses around public procurement process.

Among the main objectives we can find the following: (Manchester ministerial declaration about public procurement)

â€¢ Provide the Municipality of Burgos of a tool that allows the complete electronic processing of the procurement files and their subsequent archive by electronic means

â€¢ To provide businesses and civil servants of Burgos municipality of the tools and services that would allow the electronic relationship of the Municipality with the enterprises (in public procurement)

To meet the objectives with economic resources, planning and necessary guarantees, it was decided the introduction of the products and services from PLYCA (developed by the company Nexus-IT).

The product suite of PLYCA is formed by the following parts:

Back-office:

is the part that brings together people, processes and technologies that are required by the administration to prepare for the online procurement and electronic processing. It consists of a single module, PLYCA-FILES

Front-office:

this part of the global model has two modules: procurement portal and catalogue, PLYCA-PORTAL and PLYCA-CATALOGUE. These modules contain elements that the administration needs to define and empower the electronic relationship with economic operators (broadcasting-publishing-, communication and processing).

Enterprises:

Software for companies, is a set of specifications, included in a simple tool. This tool, PLYCA-ENTERPRISES, allows companies to understand and establish an electronic relationship with contracting authorities in terms of what the authorities are calling them for (tender, contract, invoice, order, certificates), including features like digital signature and electronic archiving

Description of the case

Domain

eGovernment

Topic

eProcurement

Sector

Procurement

Start date - End date

January 2008 (Ongoing)

Date operational

December 2008

Target Users

Business (industry) | Business (SME) | Business (self-employed) | Administrative

Target Users Description

- Public Procurement officers
- Accounting adminitration officers
- Civil Servants
- Business (big, small and medium)
- Control and Audit Departments from Public Administrations

Scope

International | National | Regional (sub-national) | Local (city or municipality)

Status

Operation

Language(s)

Spanish

Policy Context and Legal Framework

Directive 2004/18/EC on Public Procurement
Spanish Law on Public Procurement (Ley 30/2007, Ley 31/2007)
Standards on interoperabiity
Standards on archiving
e-goverment

Project Size and Implementation

Type of initiative

IT infrastructures and products

Overall Implementation approach

Public administration

Technology choice

Standards-based technology | Mainly (or only) open standards | Accessibility-compliant (minimum WAI AA)

Funding source

Public funding regional | Public funding local

Project size

Implementation: €300-499,000

Yearly cost:

€49-299,000

Implementation and Management Approach

- Strategy consultant - Vision, plan, how to
- Quality procurement procedures, documents, and organization
- Product implementation
- Services for learning, launch and support
- Maintanance
- Evolution
- Cultural Change Management (overall)

Technology solution

Main
Development Software: Java, EJB
Architecture: application in three tiers
DataBase Relational (Oracle)

Technics Requirements

System requiremts
PLYCA-Files server
JBoss 4.2 + Tomcat 4.1.12
JDK v1.5
Workflow Shark v1.0
Software PLYCA v4.*
OS: Windows 2003 Server SP1, Linux Red Hat ES3 or Sun Solaris 9 or 10

PLYCA- Portal and Catalogue Server

JDK v1.4.2_12
JBoss 4.2
Software Portal PLYCA v1.*
Jakarta Tomcat v4.1.16
Software PLYCA Catalogues v5.*

OS: Windows 2003 Server, Linux Red Hat ES3, Sun Solaris 9 or 10

Web Server for accesign Procurement Portal: Apache Web Server Ã³ IIS (Internet Information Server), SSL., accesible from internet.

Data Base
Oracle 9i v9.2.0.5, Oracle 10g 10.1.0.3

LDAP
iPlanet Directory Server 4
iPlanet Directory Server 5
Open LDAP 2.0

Mail Server
Electronic Signature

â€¢ PLYCA CA, FNMT, CAT CER

Remote Access for monitoring and maintenance

â€¢ VPN to PLYCA SERVER
.
â€¢ Remote connection SSH to PLYCA server

Impact, innovation and results

Economic effects

€500-999,000

Impact

ECONOMIC BENEFITS

1: Efficiency and search for savings, â€œmore for lessâ€ (administration)
5-10 % of better prices
25-40 % reduction of administrative burdens (administratioin and providers)

2: Effectiveness and quality of services â€œtransparency and fairnessâ€ (business)
competitiveness increase for business
productivity increase for business

3: A good governance of the public procurement return service and a set of standards and capabilities that can be used in general trade, business between them (society)

IMPACT

society: improve the return service of public procurement aboutn 1 % of GDP.
business: productivity and competitiveness
administration: agility and transparency

DISEMINATION:

Junta de Castilla y Leon regional government is committed to expand Burgos experience to the rest of cities of the region.

COOPERATION:

there is a good position to share experiences with other PLYCA customers in order to use standards and interoperable tools and experiences in services management overall learnig and capabilities adquisition around electronic formats (documents, files, signatures, messages, notifications, registries....)

INNOVATION:

Its a project with a big innovation around procurement full electronic relationship and electronic management in the whole life cycle of the procurement process.

Innovation in the administration side and overall in the business side.

Track record of sharing

Municipality of Madrid has won a award on electronic goverment using PLYCA products and services

Lessons learnt

It is not a technological problem is a cultural change.

- Back-office first
- Standards allways outside and inside
- Services management
- Management of Change
- Sense of urgency
- Strategy and Culture. First Cultural Change
- Electronic distance has no metrics (same distance for everyplace: long or short depending on tools and cultural use of standards)

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