efaktura Danske erfaringer

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1 efaktura Danske erfaringer Direktoratet for forvaltning og IKT Klaus Vilstrup Pedersen Seniorrådgiver Avd. for offentlige anskaffelser

2 The process leading to einvoicing October 2003 Ministry of Finance hired KPMG to analyze the how to optimize the fund transfer process in Denmark KPMG analysis stated that the public sector would save 1 Mia. Dkr. ( 135 Mio.) per year. By optimizing the fund transfer process. The report stated that paper based invoicing would be a prime candidate for digitalisation

3 Strategic choices Regulation was nessesary Everybody had to be committed in order to create critical mass The technical solutions had to be market driven and standardized (OIOXML, VANS-network, EAN-location identifiers) Businesses should be able to send e-invoices regardless of technical ability: Full integration Invoice portals Read In bureaus

4 einvoicing overview

5 Focus areas Development of technical infrastructure (OIOXML, VANS, EAN) Integration to the governmental financial systems Legal issues - Departmental Orders Communication! Information campaigns Newsletters Other publications Infoline (telephone support) Electronic mail box Seminars Courses

6 einvoices Read-in og full electronic invoices per month Read-in invoices Full electronic invoices

7 Status after four years All public institutions are able to receive electronic invoices All suppliers send invoices either fully digitized or through Read In-bureaus (70/30 ratio) Read-In invoices generate many handling problems The technical concept is working, BUT full implementation of the new processes will take a long time Local change management is the key to realise the full potentials

8 Lessons learned Both public institutions and suppliers acknowledge the necessity of a mandatory implementation model Create incentives that support the implementation locally e.g. payment can be refused if the invoice is not digital upon arrival Avoid read in bureaus if possible and convince the SME segment to use other solutions Its not just a different technology but a whole new way of working! Support change management in local institutions (guidelines, templates, Best Practices, workflow systems etc.)

9 In the global economy Enterprises that uses ICT as an integrated part of the the business processes, creates more value and innovation than other enterprises Invoices

10 Requirements Primary focus in development process was company needs not public sector needs It has to be easy, very easy. As easy as sending ! But it must also be secure, flexible, compatible with international standards and free from itvendor lock-in.

11 Results The result was NemHandel - literally, EasyTrade As easy to use as sending Secure electronically signed and encrypted documents Flexible can be integrated in other IT systems Compatible with international standards Open standards and open source no IT vendor lock-in NemHandel is a method of business document exchange based on open standards.

12 Key elements A webservice registry of identifiers NemHandel Registry A web service profile of standards RASP Open standards for e-business documents (UBL 2.0) An open Source software toolkit An open source reference implementation of mail client An e-invoicing portal: web based invoice form A legal framework: allowing many to many transactions

13 Standards Danish customization of UBL 2.0, called OIOUBL Covering the whole procurement chain from request for catalogue, to order, to invoice and reminder. Setting up collaboration scenarios/profiles Guidelines, codelist, validation tools and stylesheets to ease implementation

14 Support / Marketing

15 Key learnings Use open standards Setup a strong governance Focus on Life Cycle Management Provide support and tools Target the SMEs eprocurement is more than just einvoicing

16 Takk for meg! Klaus Vilstrup Pedersen Tlf: Difi: PEPPOL: Norsk ehandel: Dansk ehandel Oslo Direktoratet for forvaltning og IKT

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