EMITS ON-LINE HELP (rel. 3.0)

 

 

 

 

Introduction

What is EMITS?

The European Space Agency works in co-operation with industry throughout Europe. Contracts are awarded to companies and organizations submitting competitive tenders to do specified tasks - these cover a wide range of areas including research, technology, and manufacturing.

EMITS for External Entities (EMITS 3) will allow Entities external to ESA to manage their tenders in a way similar to the one adopted by the Agency.

"External Entity" is a generic definition for Industry, Institute, Agency having consolidated relations with ESA.

Contracts awarded by External Entities can be related to activities financed by ESA or not.

EMITS for External Entities allows:

With EMITS 2.02 the Agency had limited visibility on the whole sub-contracting process in the major ESA projects. This was due to the fact that the EMITS system only covered the procurements directly issued by ESA.

With EMITS 3.0, the Agency will obtain, for the procurements issued by other Entities, the same degree of visibility, which presently has for the contracts awarded directly. At the same time it will be possible to offer full visibility on all the activities performed to Industries and National Agencies.

The documentation that potential tenderers need in order to submit tenders is made available through EMITS, the Electronic Mail Invitation to Tender System, at the Internet address http://emits.esa.int/. User support is available by sending electronic mail to IDHelp@esrin.esa.it or phoning to +39 0694180444. Suppliers can access the tender documentation and notify the relevant ESA Department to express interest in a particular tender action.

All potential tenderers to ESA must register with the Industrial Relations Service of ESA HQ in Paris.

EMITS gives potential tenderers quick access to tender documentation in both English and French. (Note, however, that not all the tender documentation is available in French.)

 

Open Invitations To Tenders

EMITS maintains a full list of all Invitations to Tender (ITT) also known as Appels d'offres (AO). These are open to all ESA potential tenderers. For each of these Invitations to Tender / Appels d'Offre (ITT/AOs), EMITS contains the full text of all the documents you need to place a tender plus any associated graphic images. The text is divided into a number of categories:

The same structure is provided both for ESA Invitations To Tender and for External Entities Invitations To Tender.

Intended Invitations To Tender

Forthcoming tenders are described as Intended Invitations to Tender (IITTs), and for each of these you are given the following information:

This information is updated regularly to reflect changes in the IITTs.

The same structure is provided both for ESA Intended Invitations To Tender and for External Entities Intended Invitations To Tender.

The PDF document containing the list of all ESA Intended Invitations to Tender of the Agency during the current year is available at the top of the IITT main menu. This list is also referred to as a booklet.

No booklet is foreseen for the External Entities Intended Invitations to Tender.

Potential tenderers may use EMITS to post an expression of interest in a particular IITT (see expressing interest in an IITT section). They are encouraged to do so well in advance as this will allow ESA to keep them informed of any development that could take place in the preparation of the procurement process. Moreover other companies can take these expressions of interest into account when establishing the strategy to reply to the corresponding Invitation To Tender.

The same opportunity also is available for the External Entities Intended Invitations To Tender.

Service Desk and Comments

If you have any problems or questions about EMITS, you can call +39(06)94180444 or send a message to the Service Desk. The Service Desk staff sends responses to your e-mail address.

Click on Service Desk at the top of the Main Menu or here IDHelp@esrin.esa.it if your mailbox is configured inside your browser. You are then presented with a dialog box where you can enter the text of your message. The message is preaddressed, so just click on Send to send it.

Main Menu

The main menu is the point of departure for your EMITS session. It is shown on the left of each page. At any time you can navigate through it, selecting the entry which you are interested in.

Moreover a horizontal menu appears on the top of each page, where several general functions are available.

This section describes how the main menu is organized:

Searching for tender documents

There are two broad ways that you can follow when searching for tender documents:

- ESA Invitations To Tender: Includes Open Invitations To Tender and Intended Invitations To Tender. Several grouping criteria and a global list are available.

- Invitations To Tender issued by other Entities for ESA Programmes: Includes Open Invitations To Tender and Intended Invitations To Tender. Several grouping criteria and a global list are available.

- Invitations To Tender issued by other Entities not related to ESA Programmes: Includes Open Invitations To Tender and Intended Invitations To Tender. Several grouping criteria and a global list are available.

 

Other Main Menu Options

The other options available on the main menu are the following:

News

You have the possibility to receive News via e-mail (see the e-mail distribution section in your user preferences).

Relevant Information for Industries

There is the following information available:

Yellow Pages

The Yellow pages functionality allows the user to search and display bidders responding to selected criteria, by choosing bidder code, country, entity name or type of entity and selecting submit

List of SMEs working with ESA

List of ESA Potential Bidders , users of EMITS, who satisfy the SME definition criteria of ESA.

Other Entities Information

Each External Entity can attach here all information to be shown to the users.

ESA Reference Documentation

It contains all the documentation related to the ESA tenders. There is the following information available:

Administrative Documents

Technical Standards

National Price and Wage Statistics in EURO

National Price and Salary Statistics - Annual Publications

Software Packages and Link

There is the following information available:

Currency Conversion

You can connect to the ESA Currency Calculator for the Web that calculates the amount through the official Accounting Unit rate for a given year. This rate is calculated on the basis of the average conversion rates in June of the previous year.

ECOS - The ESA Costing Software

Support Packages

WinZip, Adobe Acrobat and AvantGo are available.

How to do business with ESA

There are all the instructions to do business with ESA

How to do business with other Entities

Here the External Entities can attach their instructions to do business with them.

Management of expression of interest

It is a function to manage all the expressions of interest created by the user. It includes:

Administration

It is a function for the External Entity Administrator. It includes:

 

Horizontal menu

It is at the top of the windows and allows the following actions:

By clicking on Your Entity Detail you will be able to verify your Company's ESA Bidder Code, Contact Point and list of EMITS Users in your company. If any update is required please send a message to the EMITS Service desk.

You can modify your User Preferences (or User Profile). Essentially, your user profile is a set of options that define certain aspects of how EMITS web server works for you. These include your password, whether or not you want Invitation to tender documents to be sent directly to your e-mail address, and your preferred language(s) for these documents.

It is very important that you exit from EMITS in an orderly fashion. When you click on the Quit entry your last access time is updated, so that if you log in again on the same day, you are not shown the same new documents.

Always remember to quit the application, logoff correctly and quit when away from your PC for security reasons.

 

 

EMITS Registration and User Profile

Anonymous User

If you have not registered for an EMITS ESABD (bidder code) you may view only summaries of Open Invitations To Tender and Intended Invitations To Tender. Your menu will also be limited as to your functionality within EMITS. For full details please register for your EMITS bidder code.

Login and Registration

From the EMITS homepage users can register for an EMITS ESABD by completing the accompanying form with their details. The Service desk will contact you and provide your bidder code.

The completed registration form will be sent to our Service desk to action.

Login Password

To change your password, first enter your current password, and then enter the new password (twice). Click on the "Save changes" button.

Note: The validity of your password is 3 months, and you cannot re-use one of your last 10 already used passwords when entering a new one. The password is also case sensitive.

Multiple Users from One Organization

It is strongly recommended that people from the same organization do not log into EMITS with the same username. If you need more usernames in your organization, please contact the Service Desk.

User Preferences

You can access your User Preferences to change your login password, define your e-mail address, setup automatic distribution options, and choose your preferred language. User can nominate 3 additional email addresses to distribute tender information too.

The following steps must be performed to setup automatic distribution options:

Click on "User Preferences" entry in the horizontal menu

If the user is not a delegate:

Specify an address after the question "Do you want to receive information about Invitations To Tenders via e-mail?

Press Submit

Click on the following buttons to specify which tenders:

- ESA Invitations to Tender

- Invitations to Tender issued by other entities for ESA Program

- Invitations to Tender issued by other entities not related to ESA Program

For each one specify if:

- All new tenders

- Only those for which you have expressed interest

If the user is a delegate:

Specify an address after the question "Do you want to receive information about Invitations To Tenders via e-mail?

Press Submit

Click on the following buttons to specify which tenders:

- ESA Invitations to Tender

- Invitations to Tender issued by other entities for ESA Program

- Invitations to Tender issued by other entities not related to ESA Program

For each one specify if:

- Want to receive via e-mail the list of companies in your country that have expressed interest

Each time a Tender is issued, a mail arrives to the user, if he has specified his address and the intention to receive the e-mail.

You can also set your company web site address if you are the web site address owner (see next section ).

Activate Web site address of company

From that moment onwards, you will be recognized by the EMITS system as the "web site address owner of your company". This simply means that, among all the EMITS users of your entity you are the one who has the privilege to update the web site address, if required.

The entity web site address and the web site address owner are clearly identified in the "entity details" link on the main menu of EMITS. (this link provides the coordinates of the entity and the EMITS users linked to it). If you want or need to pass the ownership to another colleague in your company clear the web site address in preferences. Your colleague will be then able to enter the information with his user id and became owner of the web site address.

Login Message

At login time the following message is issued by EMITS:

"User xxxx welcome to EMITS. Your last access was on dd/mm/yyyy 00:00:00.

If the user has expressed an interest in an IITT, and then the IITT has been published, an extra message appears, asking for confirmation (see the Expressing_Interest section below for more details). Different messages appears For ESA tenders and other Entities tenders.

Timeout

EMITS will perform an automatic "logoff" if the user does not interact with EMITS for more than 20 minutes - note you should always quit the application for security reasons

 

 

Navigation and Expression of Interest

Browsing Open Invitations To Tender

Browsing through Open Invitations To Tenders involves moving through a hierarchical menu structure: from the main menu to the list of tenders, then to a particular document summary, and from there to related documents such as the Letter of Invitation, the Work Summary, and so on.

You can return to the main menu or quit EMITS entirely at any stage while you are browsing: the main menu is always present on the left of the page, the Quit option is always available at the top of every page.

The Open Invitations To Tender are listed in reverse chronological order by Open Date - that is, the most recent ones are at the top of the list. The reference number for each ITT/AO is displayed under its title. Click on the hyperlink [FR] on the right of the title to have the french version.

Once you locate the tender you want, click on its hyperlink: you are then presented with its Summary, and you can transfer these to your workstation.

Browsing Intended Invitations to Tender

Once you choose Intended Invitations to Tender entry, you are presented with a hierarchical menu structure: first you can select how you want to browse; in most cases you are then presented with a second page that lets you further refine how you want to browse. For example, if you choose By Establishment, you are then asked to choose which establishment interests you.

 

For ESA IITTs the following possibilities are available:

 

For External Entities IITTs for ESA Programmes the following possibilities are available:

 

For External Entities IITTs not related to ESA Programmes the following possibilities are available:

 

Note

The ITT menus show in parenthesis the number of items for each group. For example, the list by Subject, shows how many IITT's for each subject

Whenever an IITT has been issued, a link to the corresponding Open Tender summary is added (present even inside a generated IITT's report).

Anonymous access (i.e. without login) to the open invitations to tender list and tender summaries is possible. No documents are shown. A link to the login form is available to gain full access to tender documents. This page can be bookmarked as it has neither session information nor expiration.

Expressing Interest

EMITS incorporates an Express Interest function that enables you to reply to an IITT, that is to express interest in an Intended Invitation to Tender - the Contracts Department will then advise you when the IITT becomes a current open tender (ITT/AO).

 

Expressing Interest in an Intended Invitation To Tender

When you find an IITT of particular interest to you, you can express an interest in it.

At the bottom of each IITT, you are offered the opportunity to express an interest in it.

Once you click on the Express Interest button, you are given confirmation that the IITT has been added to your temporary list. Choose the Temporary list hyperlink to view the list.

Tenders in your temporary list can be transferred to your Permanent list.

Confirm Interest

When you expresses the interest at IITT level and when the ITT is issued a Confirm Interest hyperlink appears automatically on your main menu page. This allows you to confirm or remove your interest.

Moreover an extra entry Confirm your interest in Invitation To Tender issued by ESA (or other entities) appears under the main menu entry Management of Expression of Interest. In the same way it allows you to confirm or remove your interest.

Once you have expressed or removed your interest the Confirm Interest Hyperlink will not appear anymore as well as the extra entry under Management of Expression of Interest.

 

Generating a summaries report

Report of summaries can be generated from a search result list after a query in the Open Invitations To Tender or in the Intended Invitations to Tender or from any list of the Intended Invitations to Tender.

Pressing the 'Generate Report' button at the end of the list, all summaries having a checkmark are included in a long document, one after the other.

To exclude some summaries from the report, just clear the corresponding check box prior to pressing the button.

If you prefer to generate a report of only few items in the list, it is sufficient to clear their checks, and choose to report the unchecked items.

 

Plain reports

Choosing a 'plain' report instead of a 'formatted' one, the resulting text will have no HTML tags in it, so it can be saved as plain ascii text using the 'Save As...' menu option.

Report of IITTs

Whenever an IITT has been issued, a link to the corresponding Open Invitation To Tender summary is added even inside a report.

Expressing interest in multiple IITT's

Interest can be also be expressed in multiple IITT's, either from one of the predefined lists or from a Search Result list. In this case, prior to pressing the 'Express interest' button, some IITT's can be deselected by clearing their checkmarks; if you prefer to express interest only in few items in the list, it is sufficient to clear their checks, and choose to express interest in the unchecked items.

Temporary List

You can access the temporary list either immediately after you express an interest in an IITT or from the IITT Menu or from the Management of Expression of Interest Function.

The Temporary List is a list of IITTs in which you have shown an interest in the current EMITS session. To remove an IITT from the list, uncheck its checkbox.

Click on the "Transfer" button to confirm that you want to express an interest in the checked IITTs. These are then transferred to your Permanent List.

Permanent List

The permanent list is a permanent record of all the IITTs you have expressed an interest in. For each IITT in the list, you see an Action Reference Number, title and the date on which you sent your reply.

The Permanent List is maintained automatically by EMITS. Each time a new revision of the IITTs is loaded, all IITTs that are no longer available are removed from the list.

You can access your Permanent List from the IITT Menu or from the Management of Expression of Interest Function.

Note

A formatted or plain report of all IITT summaries in the temporary or permanent list can be done, pressing the 'Generate' Report button at the end of the list. Choosing a 'plain' report instead of a 'formatted' one, the resulting text will have no HTML tags in it, so it can be saved as plain text using the 'Save As...' menu option.

 

Company Interest List

When expressing their interest to bid for a particular item (in the IITT module), EMITS users will be warned if another user within their own company has already expressed an interest in the same tender. A button Company Interest List will appear which if you click on will give you details of who else within your own company has expressed the same interest.

This list can be printed using your web browsers in built print option.

The expression of interest is not mandatory, but allows the users to be informed of any modification in the intended procurement and to be notified by e-mail when the ITT is issued, among other things.

Consequently, with the Expression of Interest Function, EMITS users can also display the list of firms

 

List Of Firms

This list shows the entities that expressed interest in the current item.

About the visibility the following assumptions are valid:

ESA tenders: the visibility can be:

- Public: everyone can see the expression of interest

- ESA: Only ESA can see the expression of interest

External Entities Tenders: the visibility can be:

- Public: everyone can see the expression of interest

- ESA/Entity: Only ESA And the Entity who published the tender can see the expression of interest

The list also indicates whether the entity is interested as a prime or a sub role, the type of entity and even its specialization area.

You can see the companies having expressed interest on the intended procurement through the EMITS Expression of Interest function.

To see "Specialization Area" details click on "Entity Name" hyperlink (if any) or click on the here hyperlink to see the complete list. This list can also be printed via the "Print Specialization Area details" button at the bottom of the list.

When expressing their interest to bid for a particular item (in the IITT module), EMITS users will be asked to indicate whether they:

The expression of interest is not mandatory, but allows the users to be informed of any modification in the intended procurement and to be notified by e-mail when the ITT is issued, among other things.

Consequently, with the Expression of Interest Function, EMITS users can display the list of firms (which have accepted that their interest is known to others than ESA) that are interested in the different items, through a link available on both open and intended ITT's summary pages. This has been conceived as an interactive tool to allow the establishment of industrial relations.

USERS are invited, when using the new Expression of Interest Function, to choose the option that provides visibility of their interest to other users.

The Status of the IITT / AO indicates whether you are allowed to express an interest i.e Awarded, Cancelled, Restricted tenders will not allow you express an interest.

Invitations To Tenders: Query Form

Use the Search Invitations To Tender Function if you want to search for Open Invitations To Tenders that match criteria you specify, or if the list is very long.

The same procedure is also valid for External Entities Tenders.

There are a number of stages in filling out the query form.

1. leave the query input field empty

2. deselect the Summaries check box

3. select the check box of the document types you want

4. submit the query

Note: the Specific Provisions, the Price Range, Establishment, Keyword and Closing Date fields are present only in the summary records of the tenders, not in the text records. So, before you use the search conditions, make sure that the checkbox "All summary fields" is selected, and that none of the Document Types checkboxes are selected.

After a search inside a document text, the document selected from search result list automatically scrolls to the first occurrence of a search terms, shown in red.

Warning: due to the way the EMITS database is structured, it is not possible at same time to search a word in a text and a predefined value in one of the fields mentioned above.

Tip: To display a list of all documents of a certain type, leave the Find What field empty, deselect the Summaries check box, and then select the check box of the document types you want. This is useful, for example, if you want to retrieve a list of all Clarifications or all Images.

Search Result List

The Search Result List displays the results of a query. To view a document, click on its hyperlink. All the standard Web Browser Options are available while you are viewing both the search result list and individual documents on the list.

Intended Invitations to Tenders: Query Form

Use the Search Invitations To Tender Function to search for IITTs that match criteria you specify.

The same procedure is also valid for External Entities Tenders.

There are a number of stages in filling out the query form.

- Specific Provisions: choose a country (code) participating to the concerned Program

- Price Category: choose the price category for tenders

- Issuing Establishment: choose the issuing establishment

- Keywords: choose keywords.

Query Syntax

A simple query could involve searching for documents that contain a particular word or phrase or searching for a date. For example, to search for documents that contain the word Envisat, enter Envisat in the Find What box.

EMITS also supports a range of query syntax options that enable you to conduct more sophisticated searches.

 

Syntax Element

Description

Example

* (Truncation stem)

Use an asterisk * to truncate a word

Enter comput* to find computer, computers, computation, computing etc.

! (Single character masking)

Use exclamation mark ! to mask a single character

Enter wom!n to find both woman and women.

"..."(Phrase)

To search for a phrase, enclose it in double quotes

Enter "spacecraft attitude" to find exactly spacecraft attitude

[...](Proximity)

Enclose words in square brackets to find them within 40 characters of each other in any order.

Enter [using attitude] to find Spacecraft Attitude Determination Using GPS

Meta-hyphen

Hyphens are always converted into meta-hyphens

Enter micro-computer to find micro-computer, microcomputer or micro computer

AND

Separate words by spaces to retrieve records that contain all of them, in any order and position. (AND is the default operator between words, so you don't need to type it.)

Enter spacecraft determination to find documents that contain both of the words spacecraft and determination in any position.

OR

Enter words separated by OR to search for documents that contain either word.

Enter budget or finance to search for documents that contain either of the words budget or finance.

NOT

Enter words separated by NOT to search for documents that contain the first word but not the second word.

Enter budget not finance to search for documents that contain the word budget but not finance.

You can combine syntax elements to create complex queries.

For example, enter "attitu* control" OR [control steering] to search for documents that contain either the string attitu (including attitude, attitudinal and so on) or both of the words control and steering.

Defining the fields to appear in the search result list

After the query is executed, by default the search result is displayed in a table.

This has one row for each record matching the query, and three columns:

You can choose to include other summary fields in the search result list, by checking them in the table of field names. For example, if you want the Establishments and the Division fields included in the list, select the appropriate check boxes - the search result list will then have two additional columns: Establishment and Division.

Note

Selecting fields from the fields table has no effect on the query itself, but only on what is displayed after the query is executed.

Defining fields in the Open Invitations ToTender query form

If you want to see fields other than the Title in the search result list, you must ensure that the check box 'All Summary Fields' is selected. In fact, only items of the type AOnnnn-SM can display all fields in the search result list; the other document types (LI, WS, CC, TC, CL) can display only the Title.

Defining additional query conditions

Besides defining your own query term(s), you can impose additional conditions on some other summary fields. In the case of Specific Provisions, Price Range, Establishment and Keyword, you can select from lists of predefined values.

Note: the Specific Provisions, Price Range, Establishment, Keyword and Closing Date fields are present only in the summary records of the tenders, not in the text records. So, before you use the search conditions, make sure that the checkbox "All summary fields" is selected, and that none of the Document Types checkboxes are selected.

Warning: due to the way the EMITS database is structured, it is not possible at the same time to search a word in a text and a predefined value in one of the fields mentioned above.

Defining where to search

By default, the query searches for query term(s) in all summary fields. If you want to search in other Document Types, check the appropriate boxes: Letters of Invitations, Work Statements, and so on.

Note that if you deselect the Summary check box, and select no Document Type, then the query searches in the text of all Document Types - that is, as if you had checked them all.

Listing all documents of a certain type(s)

You can use the query form to display a list of documents of one or more types - for example, to get a list of all clarifications or of all images, or of both.

Here are the steps to follow:

Listing all Open Tenders

To get a list of all Open Tenders, click on the "Submit query" button without changing anything on the query form - that is, leave it in its default state: the default is "All summaries", so you will get the list of all Open Tender summaries.

Note: Use the "Clear form" button to reset the query form to its default state

after you have performed a query.

Using dates in searches

 

Saving and Printing Documents

There are a number of ways in which you can transfer EMITS documents to your own office - either as files or as printed documents. The main advantage of transferring documents is that you can read the documents without having to connect to EMITS web server.

To decompress a zip file and extract documents you will need any software supporting standard zip format like WINZIP, OUTSIDE-IN, PKUNZIP, etc.

 

 

External Entity Administrator

The External Entity Administrator ha the possibility to manage IITTs, ITTs and News. He can create them and then submit them to the approval of an ESA approver. After the approval the IITTs, ITTs and News go online, available to be seen by all users.

Moreover the External Entity Administrator can upload files in EMITS directories.

Manage Intended Invitations To Tender

To manage the IITTs the External Entity Administrator has to perform the following actions:

Click on the Invitation To Tender Management Tool entry in the main menu.

Click on the Intended entry.

Work Area

New

Insert data of a new IITTT

Press Submit

Insert ESA Budget or not ESA budget

Insert keywords

List

Click on an IITT to put it in the Pre-online Area

Press "Put in Pre-online Area" (as a consequence a mail must arrive to the users defined as "ESA approver")

ESA approver activities:

Opens the mail

clicks on the URL

Press:

Publish to move the IITT to the Online Area

Comments to send comments to the IITT creator

Work Area to move the IITT back to the Work Area

Alternatively:

Select the radio button corresponding to the IITT and then press

Update to modify the data

Delete to delete the IITT

Reset to deselect the radio button

Pre-online Area

List

Select radio button corresponding to the IITT and then press

Delete to delete the IITT

Reset to deselect the radio button

Online Area

List

No action is allowed

Archive Area

List

No action is allowed

Additional Information

It is possible to add extra information to an IITT:

Upload in Work Area

Check the IITT

Choose the file

Press Submit

Test in Work Area

See if what uploaded is correct

Remove from Work Area

Single click on the item to be removed

Move to Pre-online Area

Single click on the item to be moved to Pre-online Area

Remove from Online Area

Single click on the item to be removed from Online Area

 

Manage Invitations To Tender

To manage the ITTs the External Entity Administrator has to perform the following actions:

Click on the Invitation To Tender Management Tool entry in the main menu.

Click on the Open entry.

Work Area

New

Click on the radio button corresponding to the ITT

Press Submit

List

Click on an AO to put it in the Pre-online Area

Upload all the related documents:

Press Upload

Choose:

Type, Language, File to upload

Press Press and then Close

Press "Put in Pre-online Area" (as a consequence a mail must arrive to the users defined as "ESA approver")

ESA approver activities:

Opens the mail

clicks on the URL

Press:

Publish to move the ITT to the Online Area

Comments to send comments to the ITT creator

Work Area to move the ITT back to the Work Area

Alternatively:

Select the radio button corresponding to the ITT and then press

Delete to delete the ITT

Reset to deselect the radio button

Pre-online Area

List

Double click on the ITT number to view the data

 

Online Area

List

Click on the ITT number to see and modify the data

Press Copy to Work Area to modify the uploaded documents or add Clarifications

(then go to the entries Work Area/List AO in this procedure and repeat all the steps included)

Press Extend Date to extend the closing date

Press Archive to archive the ITT

Archive Area

List

Double click on the ITT number to view the data

 

 

 

Manage News

To manage the News the External Entity Administrator has to perform the following actions:

Click on the Create News entry in the main menu.

Add News

Insert News data

Press Save

Press Edit to modify the News

Press Upload to upload a file

Press Pre-online to move the News in the Pre-online Area (as a consequence a mail must arrive to the users defined as "ESA approver")

ESA approver activities:

Opens the mail

clicks on the URL

Press:

Publish to move the News to the Online Area

Comments to send comments to the News creator

Work Area to move the News back to the Work Area

Press Close to exit

Work Area List

Press Details

Press Edit to modify the News

Press Upload to upload a file

Press Pre-online to move the News in the Pre-online Area (as a consequence a mail must arrive to the users defined as "ESA approver")

ESA approver activities:

Opens the mail

clicks on the URL

Press:

Publish to move the News to the Online Area

Comments to send comments to the News creator

Work Area to move the News back to the Work Area

Press Close to exit

Alternatively

Check a News and press Delete to delete the News

Pre-online Area List

Press Details

Press Close to exit

Archive Area List

Press Details

Press Close to exit

Click on the News entry in the main menu.

Online Area List

Press Details

Press Close to exit

Alternatively

Check a News and press Archive to archive the News

 

Upload Files

To upload files the External Entity Administrator has to perform the following actions:

Click on the Upload Files entry in the main menu.

Browse

Choose the directory

Press Submit

Delete

Choose the directory

Press List Files

Check the file

Press Delete

Upload

Choose the directory

Choose the file

Press Submit

Put Back

Choose the directory

Press List Files

Check the file

Press Delete

Create Directory

Choose the directory where create the new directory

Press Submit

Specify the directory name

Press Submit

 

 

ESA Approver

The ESA approver has the task to approve all the IITTs, ITTs, News and Additional Information created by the External Entity Administrators.

Every time an IITT, ITT, Additional Information or News is moved to the Pre-online Area, an e-mail is sent to the users defined as ESA approvers. In this mail they can click the URL to activate the approval function.

Moreover the Publishing other Entities Information function is available in the main menu to allow the publishing activity even if there have been problems with receiving e-mails. This function is available under the Administration entry in the main menu.

Approve Intended Invitations To Tender

To manage the IITTs the ESA Approver has to perform the following actions:

When he receives the e-mail, he clicks the URL to activate the approval function and then:

Press Publish to move the IITT to the Online Area

Press Send Comments to send comments

Press Move in Work Area to move the IITT back to the Work Area

Otherwise from the main menu:

Click on "Administration" entry in the main menu

Click on "Publishing other Entities Information"

Click on "Intended Invitations To Tender"

Click on the IITT you are interested in

Press Publish to move the IITT to the Online Area

Press Send Comments to send comments

Press Move in Work Area to move the IITT back to the Work Area

 

Approve Invitations To Tender

To manage the ITTs the ESA Approver has to perform the following actions:

When he receives the e-mail, he clicks the URL to activate the approval function and then:

Press Publish to move the ITT to the Online Area

Press Send Comments to send comments

Press Move in Work Area to move the ITT back to the Work Area

Otherwise from the main menu:

Click on "Administration" entry in the main menu

Click on "Publishing other Entities Information"

Click on "Invitations To Tender"

Click on the ITT you are interested in

Press Publish to move the ITT to the Online Area

Press Send Comments to send comments

Press Move in Work Area to move the ITT back to the Work Area

 

Approve Additional Information

To manage the Additional Information the ESA Approver has to perform the following actions:

When he receives the e-mail, he clicks the URL to activate the approval function and then:

Press Publish to move the Additional Information to the Online Area

Press Send Comments to send comments

Press Move in Work Area to move the Additional Information back to the Work Area

Otherwise from the main menu:

Click on "Administration" entry in the main menu

Click on "Publishing other Entities Information"

Click on "Additional Information"

Click on the ITT you are interested in

Press Publish to move the Additional Information to the Online Area

Press Send Comments to send comments

Press Move in Work Area to move the Additional Information back to the Work Area

 

Approve News

To manage the News the ESA Approver has to perform the following actions:

When he receives the e-mail, he clicks the URL to activate the approval function and then:

Press Publish to move the News to the Online Area

Press Send Comments to send comments

Press Move in Work Area to move the News back to the Work Area

Otherwise from the main menu:

Click on "Administration" entry in the main menu

Click on "Publishing other Entities Information"

Click on "News"

Click on Details corresponding to the News you are interested in

Press Publish to move the News to the Online Area

Press Send Comments to send comments

Press Move in Work Area to move the News back to the Work Area

 

 

 

EMITS System Requirements

Web Browser Settings

In order to access EMITS with your Personal Computer or UNIX workstation, you need to have the following software configuration:

- Windows font settings:

Select My Computer from the desktop and then Control Panel, Display, Settings, Font size. Now choose "Small Fonts" as Font size.

- Netscape font settings:

Select Edit, Preferences, Fonts. Now choose Size = 12 for "Variable Width Fonts" and Size = 10 for "Fixed Width Fonts".

- Internet Explorer font settings:

Select View, Text Size. Now choose "Medium".

Netscape 3.0x Settings

Please ensure that in Netscape the following preferences (Preferences are set in the Options menu) are set:

Netscape 4.0x Settings

Ensure that you use Netscape 4.03 or later (preferably Netscape 4.5). In menu Edit, select Preferences:

Microsoft Internet Explorer Settings

Verify that you have set-up IE correctly; go to View...Internet Options. Then, click the following tabs:

Use of Web Browser Options

While you are browsing through tender documents, you can use your Web Browser to perform a number of functions on the current page:

 

 

EMITS support to mobile computing

Using Palmtops

Palmtop accessing Internet via modem or GSM Phone

If you own a palmtop connected to Internet via a modem (including via a GSM phone) you can browse the EMITS open tenders at http://emits.esa.int/mobile/aolist. These pages are designed on purpose to support access from mobile computers!

Palmtop synchronized to an Internet channel via the PC

If you own a palmtop and you have installed on your PC the necessary synchronization software which comes with the palmtop, you can access and synchronize at any time to the EMITS Open Tenders via the AvantGo web site. It provides an easy to install, channel facility. The AvantGo free gateway server is located at http://www.avantgo.com/. From the AvantGo server you can download free Internet software for your PalmOS or WindowsCE handheld. You can then define the EMITS mobile access point at http://emits.esa.int/mobile/aolist as one of your channels, to browse the ESA Open Tenders' summaries. The access to the EMITS mobile access point is password free. You'll need the password instead, to read the whole tender information. Pre-requisites are that your hardware configuration allows you to be connected to the Internet (modem or lan) and have the device connected through the serial port at the same time (the program accesses the Internet during synchronization).

If you want to try it out, here are the guidelines: Open an account (free) on http://www.avantgo.com and follow the steps to install the client and subscribe to some channels of your choice. Click on the 'Account' tab and click on the 'Create Custom Channel' link Choose the Wizard link (later you can do it in one go with Advanced) Fill the two boxes:

 

Title:

Location (URL):

EMITS

http://emits.esa.int/mobile/aolist

 

Channel size=100KB

Include images=YES

Link depth=1

Follow off-site links=NO

Refresh=on every sync

Start the AvantGo program on your device.

Synchronize your device (this connects to each subscribed channel and downloads the data to the device).

The main menu on your device now has EMITS among the other channels, click on it to access the list of Open Tenders and from there the summary of each tender.

Palmtop synchronized to an Internet channel directly via a modem or GSM phone

Still making use of the AvantGo server you can synchronize your palmtop to the EMITS channel as described for the PC enabled synchronization!