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Update for ESA suppliers 
In January 2010, esa-p will replace EFIS, the ESA financial and invoicing system, in January 2010, as introduced in the previous article published on 5 November 2009. This second article focuses on planned Supplier Training for the new esa-p system and provides the end of year timetable for invoicing activities. What training and support will be available for using esa-p? A tailored self-paced training presentation will be published online in January 2010. In addition, training workshops will be organised for frequent invoicers and obligation administrators to supplement the online training course. The workshops for frequent invoicers are planned in ESTEC on 14 January 2010, in ESA HQ on 15 January 2010 and in ESOC on 18 January 2010. The workshops for obligation administrators are planned in ESA HQ on 25 January 2010 and in ESTEC on 28 January 2010. Invitations for these training sessions will be issued in the coming weeks and additional workshops may be scheduled in the course of 2010.
From 28 January 2010, support will be available for suppliers using esa-p. The service desk will represent the single point of contact for any cases related to FINREF processes and applications. The service desk can be contacted via email, phone or fax, as follows:
When will EFIS be replaced? The final submission date for entering and approving invoices into EFIS by Prime Contractors is 31 December 2009. Only invoices with an ESA Registration Date up to and including 31/12/2009 will be migrated and uploaded via AWARDS into the new application esa-p. ESA is encouraging suppliers to prepare for this transition by submitting and approving invoices on time; for Prime Contractors by 31 December latest. EFIS will still be available from January 2010 onwards in a read-only mode to allow suppliers to access historical data. Between 1 January 2010 and the opening of esa-p there will be a ‘freeze’ period during which it will not be possible for invoices to be submitted electronically. From 28 January 2010 onwards the system will be open for suppliers and can be accessed with your existing user name and password currently used for EFIS. The link to access esa-p online will be announced in January.
As any change in systems, there will be disturbances in the early stage of the deployment. However, the Agency will deploy all possible efforts to minimize the disruption and to expeditiously process all invoices received from 28 January onwards. We apologise in advance for any inconvenience that may be caused. We want to assure you that ESA is taking all possible measures to ensure this change is as smooth as possible for our partners. Timeline For your convenience, please find below all important dates:
For questions, please contact the following email address: FINREF.COMM1 @ esa.int.
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