Project stages

1
Research
2
Implementation
3
Testing
4
Functional
5
Evaluation

Suppliers

Partner

Cluj-Napoca, RO

Project Details

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ProcessPlayer Acquisitions is the only IT application in Romania that supports the public procurement processes, from identifying need to effective acquisition, ensuring the evidence, correlation, reporting and compliance of specific activities. The system is functional and used in several public institutions in Romania.

Running public procurement processes is an essential aspect and a neural point in the activity of any institution. The legislation is complex, the risks of mistakes are high, the cumbersome communication, the high workload, and yet the computerization of specific processes has lagged far behind, until the launch of ProcessPlayer Acquisitions.

The Process Player Procurement Software made by ARXIA, a member of Cluj IT Cluster, is a component of the e-administration pillar of the Smart City Solutions package for members of the Cluj IT cluster, providing the opportunity to manage public procurement processes within the contracting authorities , including assistance in executing specific activities from the moment of need identification to actual purchase. The software built on BPM ProcessPlayer platform includes the following features:

  • Elaboration, approval and electronic endorsement in standardized form of the reports of necessity;
  • Quantitative and value tracking of purchases;
  • Full management of P.A.A.P.;
  • Request and Order Management;
  • Generate all standard documents in standardized form without having to be edited manually;
  • Generate contracting strategies according to ANAP guidelines.

The system allows access to three types of users with specific roles and rights:

  • Compartment (the persons preparing the reports of necessity);
  • Staff (Approvals and Endorsements);
  • Acquisitions (members of the specialized department).

Technical specifications

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The software solution is accessible online. Being hosted on Arxia servers, it does not require any installation or configuration at the level of the municipality or other local institutions.

The application is based on Arxia’s Business Process Management software platform, using a proprietary process engine optimized for correlation between BPMN 2.0 process models, standardized vocabularies, customizable user interfaces, and customizable document templates.

The platform can be used to run various activities, from the budget sector and the private sector. The application for public procurement is one of these specific usage cases.

The decrypted architecture and process interpreter API allow easy integration with existing applications such as CMS, ERP, document management, budget execution portals.

The Public Procurement Application Algorithm translates legislation in the field of public procurement (Laws 98 and 99 of 2016 with related updates and associated application rules), is immediately updated in the event of legislative changes and closely follows the evolution of European standardization, in particular the results of the European Committee the CEN BII workshop and the Technical Committee 440 for the implementation of the European e-procurement standard, where Arxia’s director is an active member.

The Process Player application Purchases dedicated to the management of procurement processes within the contracting authorities are made available to Alba Iulia City Hall or to a subordinated authority as “-software as a service -“, with free access for up to 30 users in the period from 1 June 2018 to 31 March 2019.

Process Player Acquisitions in the media

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The Process Player Acquisition application adds more public procurement efficiency and ensures legal compliance, managing better control and traceability.

Benefits for users (public authority):

  • reducing risks by ensuring compliance with the legislative framework;
  • traceability of actions and much better control over specific activities;
  • quickly retrieving information and eliminating the risk of losing information or documents;
  • better internal communication in the institution;
  • high accountability of compartments in relation to public procurement
  • fast and efficient reporting, including direct acquisitions
  • tracking contracts from a quantitative-value perspective