The new on-line registration process within EMITS The Updating Process for Registered Tenderers Presentation for the In

1. Industry Outlook The new on-line registration process within EMITS The Updating Process for Registered TenderersPresentation for the Industry Space Days

2. Contents • Introduction • The Updating Process • The Access Modes • The Role of the Entity Information Administrator (EIA) • Defining within your entity the roles concerning the on-line registration in EMITS • The Mandatory Field * • Accessing the questionnaire • The Filling out of the questionnaire • Submitting the questionnaire to ESA for validation • And After ??? • Recommendations • Where to get Help ? IAS-JLV-EUI-SI

3. Introduction • If you are reading the present guidelines it is because your organisation is already an ESA registered Entity • Some basic information concerning your organisation are already on-line • You will be using the registration system within EMITS in order to update your on-line questionnaire • You will be benefiting from the features and services offered by the new on-line system (e.g. accessibility, technology marketing) IAS-JLV-EUI-SI

4. The Updating Process Entity Information Administrator Entering EMITS - Login Accessing the questionnaire – Your entity details • - Notification • - Additional User-ids • And Passwords • Questionnaire • published 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 ESA Validation IAS-JLV-EUI-SI

5. The Access Modes • The Entity Information Administrator (EIA) = Edit mode • The first EIA has been selected by ESA among the registered emits users of the entity (somebody who accessed emits recently) • The Registered Emits Users of the entity = View mode IAS-JLV-EUI-SI

6. The Role of the Entity Information Administrator (EIA) • coordinating the filling out of the questionnaire (can ask colleagues, to be assigned the role of reviewers, to fill out part of the questionnaire) • Submitting the questionnaire to ESA for Validation • Managing the access to EMITS within his/her organisation • Defining the roles within his/her organisation concerning the on-line registration (e.g. EIA deputy, reviewers) IAS-JLV-EUI-SI

7. Industry Outlook Defining within your entity the roles concerning the on-line registration in EMITS The Entity Information Administrator (EIA) 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. 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. IAS-JLV-EUI-SI

8. The Mandatory fields * • All mandatory fields are marked with a red star • They have to be filled out even if it would not be applicable for your entity (e.g. write not applicable or NA) • In case of scroll list please select or enter one item • All the fields concerning telephone and fax have to be used • emails are all mandatory fields • They all have to be properly filled out if you want to get the green/yellow traffic lights for each part of the questionnaire • The existence of one single red light prevent “the submit for validation” button to appear on the main screen IAS-JLV-EUI-SI

9. Industry Outlook Accessing the questionnaire EMITS Email address = http://emits.esa.int/emits/owa/emits.main Please login with your user-id and password Select your entity details in order to access the questionnaire concerning your entity You will see here the role of the user: User: user-id - entity information administrator or User: user-id- normal user IAS-JLV-EUI-SI

10. The Filling out of the questionnaire in order to initiate the updating you have to enter the working area e.g. Mandatory fields Marked with a red star Please control Address of legal entity and its establishments Management of the entity Your technology marketing Specific questionnaires Entity roles with regard to emits Your control on emits access Supplier information is available only to ESA. It is never seen by external Users IAS-JLV-EUI-SI

11. Submitting the questionnaire to ESA for Validation The importance of the mandatory fields. They need to be properly filled out in order to have all the traffic lights green or at least yellow. An additional button “Submit for validation” is appearing on the main screen once all the lights are green and/or yellow. Later on the button “Submit” will appear when the changes will not be requiring the ESA validation. The main screen appears as following: You have then the opportunity to send the questionnaire to ESA where it will be analysed and validated. As soon as ESA will accept it you will be notified (email) and the ESA service desk will be informed automatically – user-id and password will be sent to the persons you assigned the emits roles (provided they were not yet emits users) and to the persons for whom you requested the access to emits by defining them as normal emits users. Main screen Once you have been notified the questionnaire is published - the EIA has access to it anytime for further updating IAS-JLV-EUI-SI

12. And After ??? • The EIA received a Notification giving the status of the registration • In the case of acceptance the service desk of ESA is automatically informed about the necessary user-ids and passwords to be provided to the newly registered emits users – they will receive their user-id and password as soon as possible. • When ESA is accepting the updating of the information submitted the questionnaire is automatically published – some data become automatically visible to everybody in the yellow pages. • The on-line questionnaire becomes again accessible for the EIA who could carry on with any further adjustment • The EIA can ask new EMITS access for remove some EMITS access or change some data without ESA validation. In that case the button “submit” appears instead of the button “Submit for validation” IAS-JLV-EUI-SI

13. Recommendations • All registered EMITS users of the entity can enter the questionnaire and under bidder information and EMITS roles identify who is the EIA – Please contact him/her • It is important to confirm one of your staff for the role of EIA prior to starting the updating of the information. • If there is a need for a change of the administrator please follow the procedures published and/or contact the ESA Service Desk • The EIA is asked to choose one single ESABD code for the future and to inform the staff of the company • Therefore it is important to register new emits users for the selected bidder code • The processes for the revocation of bidder codes and for the transfers of users will be dealt with and advertised by ESA later on IAS-JLV-EUI-SI

14. Industry Outlook 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. IAS-JLV-EUI-SI