EMITS - Industry Outlook The Registration Process for new Tenderers

Transcription

1 EMITS - Industry Outlook The Registration Process for new Tenderers 1

2 Content Where to Start What information is required How to register Entering Contacts and EMITS Roles Completing remaining Information Submitting my information Where to get Help 2

3 Where to Start Open the URL: in your browser. EMITS will open in guest access mode and allow you to register your Entity as ESA potential Tenderer. Click the Entity Registration button. 3

4 1) Type here your Entity Name. Local Help on the field contents you can find when you see a Question Mark? link. Use this to be sure to enter the right information! 2) Select the Entity Type. 3) Select the Country your Entity is located. After Saving, you will get a PIN number. (do not forget to write it down) 4) Press the Save button. NOTE: All Field indicated with a red colored asterisk * are mandatory. 4

5 What information is required The entity information that is required depends on the Entity Type. A) Industrial Firm B) Service Firm C) Non-Profit Organization D) Other General Information: for all Entity Identification Official Registration VAT & Social Security Numbers Organigram Establishments Contacts: for A, B and D Chief Executive Officer Chief Financial Officer Space Business Manager Contacts: for C Head of Institution / Dean Head of Administration Responsible for Space Activities Activities / Projects / Products & Services for all Staff & Facilities for all Key Financial Figures for all Ownership / Subsidiaries: for A, B and D Structural Relations Working Relations Firm Shareholder Subsidiary Achievements for C Space Activities Space Projects Activities not related to Space Bidder Information / EMITS Users and Roles Entity Information Administrator Entity Information Administrator Deputy Entity Information Reviewer Entity Invoicing Administrator 5

6 How to register First it is important that you agree internally within your Entity who should have the different EMITS Roles assigned. Here some more information about the required User Roles in EMITS and your Entity: The Entity Information Administrator can: Access and Update the Entity Information whenever necessary or when requested by ESA. Submit the Entity Information to ESA. Access published Entity Information. Update or Request EMITS Userid s for the Entity Staff and defining their Role. Request to add or remove ESA Bidder Codes for his/her Entity. An Entity Information Administrator needs to be assisted by one or more Entity Information Administrator Deputies. They have the same functions available as the Entity Information Administrator. The Entity Information Reviewer can do the same as the Entity Information Administrator except submitting the Entity Information to ESA. The Entity Normal User can read the published Entity Information and read EMITS Tenders (Intended Invitations To Tender/Invitation To Tender) and optionally express interest for both (this can be defined by the Entity Information Administrator or its Deputy) The Entity Invoicing Administrator is the Entity Contact Point for financial and payment matters. He or she has the same access rights as an Entity Normal User. 6

7 Until you Submit your Entity information to ESA the Status is In Preparation The Validation History link shows you when the Entity information was last updated. All Entity information you enter is kept in a Work Area that is only accessible by you via the PIN Number. You can Save the entered Entity information and come back another time. The 7 Categories need to be filled in. You can use the Edit button to start the update of a Category. The Traffic light indicates the completeness of the data in a Category: RED means insufficient information entered YELLOW means sufficient information entered GREEN means complete information entered With the View All button you can list all Entity information you filled in and use the Browser Print button to print it. 7

8 The first Category, General Information asks you to fill in Entity information like address, description, company organigram and when applicable your Establishments. Some input fields have pre-defined lists to select from and optionally allow you to enter your own information. When selecting the Country, the FAX/Phone country code will appear automatically. Select None for no information or Enter: to enter your own information. A pop-up window will prompt you for the information to type in. 8

9 When you are ready you can Save the entered Information. The Main Screen button will bring you back to the List of Categories. Make sure you Save the information you typed in from time to time. After 30 Minutes your session will expire. NOTE: Information typed in a WEB form and not saved on time will result in loss of data. To access again your Entity Information, enter your PIN Code and press the Save button. When the information entered in the General Information Category is sufficient, the traffic light becomes yellow. You can start now editing the Contacts Category. In the Contacts Category you can define the Business Cards for your Staff. 9

10 Entering Contacts and EMITS Roles You have to define Contacts for the 3 Functions. (all can be the same person) In the Change Log you can see what and when is changed and by whom. Click on the link representing the Function of the Contact. You will get a Business Card to complete for this Contact. Repeat the registration of Business Cards for each mandatory Function. Business Cards for other staff functions you can make later in the Bidder Information/EMITS Roles category. 10

11 Complete the Business Card and press the Save button. Then navigate to the Main Screen and Edit Contacts category to add a new Contact. When all 3 Functions have their Contact, the Traffic Light on the Main Screen for Contacts will become green. After you registered the first Contact and later add the second, you will be prompted with a list of the existing Business Card(s) from which you can select. You can also enter a new Business Card for this Contact. In this case select Enter:. 11

12 Under Bidder Information/EMITS Roles you can define the Contact point for your Entity and the EMITS Users who will maintain later your Entity Information. (Entity Information Administrator and its Deputy) Add the Business Cards for the 3 mandatory EMITS Roles by clicking the links. Note: When later ESA has validated your Entity Information and assigned you an ESA Bidder Code, the Entity Information Administrator can add Business Cards for your other staff and request so EMITS UserID s for them here as well. Contact Point under Bidder Information. Entity Information Administrator Entity Information Administrator Deputy. Upon validation by ESA, the Entity Information Administrator will receive a notification by . 12

13 Click the link ESA Bidder Code Contact. Note: This person will also appear later in the Yellow Pages. Also for this Role you can select an existing Business Card or create a new one by selecting Enter: For all these persons an EMITS UserID will be created. You can indicate if an EMITS User is suppose to Express Interest for your Entity in Tenders published on EMITS. When finished, repeat the actions for the remaining two EMITS Roles. 13

14 Completing remaining categories Complete the 4 remaining categories. After updating the traffic light should be Yellow or Green. In category 3 you can select Enter: to fill in a field. The View All button will show you all information you entered per category. You can print this before Submitting for validation. 14

15 Submitting my information Industry Outlook When all categories are filled in (no Red lights) a Submit for Validation button will appear. When you press this button, your request will be handled (validated) by ESA. Note: You cannot make any changes to the Information you entered after this. In the notification to ESA you can add your own text in the body. Please do not overwrite the included link. Press Send to deliver the notification to ESA. 15

16 Where to get Help There are several sources from where you can get help. Information on the ESA Industry Portal The On-Line Help in EMITS. For other questions please contact ESA: Mr. Verdin Tel.: jean-luc.verdin@esa.int If you have Technical problems, you can contact the Service Desk Click the when displayed in front of an input field if you need Help on the contents for that field. 16