Flavio Costa, Jean‐Yves Le Meur and Tim Smith
the synergies of using an integrated solution). In the same way, other non‐digital library functions and, in particular, e‐Government functions and e‐services can be easily added and will be added.
Although developed for and by scientific institutions, Invenio is ready for use in many other sectors / domains, including administration and / or e‐Government purposes. Examples are given below:
3.1 The e‐Procurement use case in the CERN document server
Scientific institutions can be large international organisations which have to comply with very strict and complex rules for procurement, common to Public Administration. CERN uses Invenio to perform the documentary part of the procurement process interacting with third parties( e‐procurement). This covers:
• The“ Invitation to tender”( ItT) process( possibly with a preliminary official qualification phase) with all the needed documents available to companies( optionally by invitation) with access rights depending on the phase and type of procurement phase. It includes the information to stakeholders( with different views and access rights) and limiting the access( and archiving the documents) automatically at deadlines. In a typical ItT process at CERN, in a first phase the Procurement Service loads the information about the tender, partly automatically via a link with the ERP system and including deadlines for the main steps of the process. The documents and the information attached to them is stored in a collection( folder) dedicated specifically to the ItT. The Procurement Service will trigger the dispatch of e‐mails to the firms that were recorded in the ERP system as to be invited to tender. The ItTs are access restricted in Invenio at the collection level and the invited companies are given access rights. Also the representatives of the CERN Member States in charge to liaise with national industries will be notified by e‐mail and they will be given access to ItT documents, too. They will access also some documents intended to help them in proposing other companies for the ItT. These documents must not be accessible to firms and access rights are set for them also at the level of the document. If new firms are accepted by the Procurement Service in due time, they will receive an invitation by e‐mail and follow the same conditions and restrictions of the firms invited at the beginning. At the deadline for the firms to answer, Invenio will automatically change some metadata( category of the document) which will trigger the change of the collection to which the documents of the ItT belong to. The new“ Archived ItT” collection is not accessible by anybody but the Procurement Service.
Figure 1: Collection corresponding to the qualification procedure( Market Survey) MS‐3912, with deadlines and documents
• The bidding by the firms, respecting strict confidentiality. It includes a preliminary phase where the bid is prepared by the firm( and not accessible by the Procurement Service), the submitted phase( the documents become inaccessible to the bidder) when the Procurement Service Open the bids and start the
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