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Industry Outlook. The new on-line registration process within EMITS The New Tenderers Presentation for the Industry Space Days. Contents. Introduction The Registration Process The Access Modes Where to start? The contents of the questionnaire (s) The Mandatory Field *
Staff of your company – Person interested in registering the organisation
Visiting EMITS – as a Guest
Accessing the questionnaire –Entity Registration
Coordinating the filling out of all the parts of the questionnaire
With specific consideration for the mandatory fields
Getting all the traffic lights green and/or yellow –
Mandatory fields properly filled out
Submitting the questionnaire to ESA for validation
Submission button appearing on the mean screen only
when all the lights are green and/or yellow
Open the URL: http://emits.esa.int 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.
2) Select the Entity Type. (extra input field help is available when clicking the “?” box)
After Saving, you will get a PIN number. (do not forget to write it down)
3) Select the Country your Entity is located.
4) Press the Save button.
NOTE: All Field indicated with a red colored asterisk “*” are mandatory.
The entity information that is required depends on the Entity Type.
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:
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.
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 become expired.
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 orange. You can start now editing the Contacts Category.
In the Contacts Category you can define the Business Cards for your Staff.
In the Change Log you can see what and when is changed and by whom.
You have to define Contacts for the 3 Function. (all can be the same person)
Click on the link representing the Function of the Contact.
You will get a Business Card to complete for this Contact.
Would you like to enter more business cards the opportunity is given when entering new EMITS users under bidder information/ bidder code 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.
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:.
Defining within your entity the EMITS roles
The Entity Information Administrator (EIA) can:
WARNING: If you update the Entity Information, you will remain the EIA until your Entity Information is submitted to ESA for validation.
An Entity Information Administrator needs to be assisted by one or moreEntity 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. (He or she can help the EIA filling in parts of the Questionnaire)
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.
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)
Note: When later ESA has validated your Entity Information and assigned you an ESA Bidder Code, the Entity Information Administrator can add EMITS UserID’s for your other staff here as well.
Add the Business Cards for the 3 mandatory EMITS Roles by clicking the links.
Upon validation by ESA, the Entity Information Administrator will receive a notification by e-mail.
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 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.
Complete the 4 remaining categories.
After updating the traffic light should be Orange 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.
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.
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.
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.