ESA is implementing the FINREF financial management reform that will introduce a fully integrated IT system and a standardised way of working, allowing greater control and visibility of ESA resources. It will provide ESA with a single platform to improve links with industry and the invoicing process. It is expected that, in the near future, this platform will also be improved with additional functionalities to allow the exchange of information with industry.

As a component of the FINREF project, ESA is integrating the existing EFIS invoicing system with a new application called 'esa-p'.  
 
When will this take place?
 
The EFIS system will be replaced in January 2010. The final submission date for entering and approving invoices into EFIS is 31 December 2009. Following the transition, there will be a ‘freeze’ period in January when invoices will not be able to be submitted or approved, in order to allow historical records to be migrated into the new system. Exact timings of this transition period will be announced soon.
 
 

	ESA DG Jean-Jacques Dordain

What will change for industry?
 
Suppliers will be able to access esa-p online using the same user name and password currently used for EFIS. esa-p will introduce a new user interface, so there will be changes to the look and feel of the system.

The existing invoicing process will remain largely unchanged apart from a new ‘goods receipt’ concept that will be introduced as part of our move towards accrual accounting. In the future, ESA will ask suppliers to submit a ‘goods receipt’ when milestones are achieved, in addition to the existing invoice. The new system will also provide reporting and search functionalities that will assist suppliers with invoice management.

Further details of this change will be explained in upcoming training materials. EFIS will still be available from January 2010 in a read-only mode to allow suppliers to access historical data.
 
 
What action is required?
 
ESA is encouraging suppliers to prepare for this transition by submitting and approving invoices before the end of the year.
 
 
What training and support will be available for using esa-p?
 
A tailored computer-based training course will be available online from early December 2009 and will help users to familiarise themselves with the new system. A help desk to support end users will also be available once esa-p is released in January. More details on training and user support will follow soon.

For any questions, please contact the following email address: FINREF.COMM1 @ esa.int.