1. What is the Implementation Guide?

The Representa project implementation guide is a document for users of the service, intended to facilitate the implementation of the electronic registry of powers of attorney within your organization in compliance with the provisions of Law 39/2015, of October 1, on the common administrative procedure of public administrations. Royal Decree 203/2021, of March 30, approving the regulations for the operation of the public sector by electronic means.

This Guide makes a series of recommendations for a each of the following actions:

  • What is an electronic power of attorney register?
  • L'registered for service.
  • Parameterize Represent.
  • Aspects linked to files, procedures i forms.
  • Integrations.
  • Staff training.
  • Regulation.
  • Service operation.
  • Diffusion.

It is drawn up a from practical experiences of various Catalan public administrations, i contains questions of a technical, organizational i procedural nature. You also have the <a href="https://suport-representa.aoc.cat/hc/ca/categories/4417809771025-Documentaci%25C3%25B3" target="_blank" rel="noopener noreferrer">Support portal for a more information on other service issues.

2. What is an electronic power of attorney register?

The Electronic Registry of Powers of Attorney, created by Law 39/2015, of October 1 (art.6), allows the registration of the representations that citizens, professionals i companies grant a third parties to act on their behalf before the Public Administrations. The Representa is a common electronic registry of powers of attorney for all entities using the service (more information: <a href="https://suport-representa.aoc.cat/hc/ca/articles/4417809777553-Qu%25C3%25A8-%25C3%25A9s-i-qu%25C3%25A8-fa-el-Representa-" target="_blank" rel="noopener noreferrer">What is i what does the Representa do? ).

The Representa is only one of the different valid ways in law to prove that a person is a representative of another (art.5 Law 39/2015, of October 1) (more information: <a href="https://suport-representa.aoc.cat/hc/ca/articles/4417809777553-Qu%25C3%25A8-%25C3%25A9s-i-qu%25C3%25A8-fa-el-Representa-" target="_blank" rel="noopener noreferrer">What is i what does the Representa do? section “Is registration mandatory in order to accredit a representation?”).

The Representa service presents two environments, a apart from the possibility of integration via webservice:

  • Public employee portal: a through l'EACAT for a:
    • Manage representations on behalf of citizens (registrations, withdrawals, acceptances).
    • Consult representations in an administrative procedure.
  • Citizens' Portal: a through a personalized URL for a each entity, for a the management of representations by citizens i companies. In relation to the subjects obliged to a relate - electronically with l'administration, they must use this route. (More information: <a href="https://suport-representa.aoc.cat/hc/ca/articles/4417801370129-Com-es-crea-una-representaci%25C3%25B3-" target="_blank" rel="noopener noreferrer">How do you create a representation? section “Companies must manage representations electronically”?

What is not Represent?

  • It is not a register of authorized officials. (More information: <a href="https://suport-representa.aoc.cat/hc/ca/articles/4417809777553-Qu%25C3%25A8-%25C3%25A9s-i-qu%25C3%25A8-fa-el-Representa-" target="_blank" rel="noopener noreferrer">What is i what does the Representa do? section “Is it necessary to register the representation of an authorized official a Represents?”).
  • It is not an administrative record. (More information: <a href="https://suport-representa.aoc.cat/hc/ca/articles/4417809777553-Qu%25C3%25A8-%25C3%25A9s-i-qu%25C3%25A8-fa-el-Representa-" target="_blank" rel="noopener noreferrer">What is i what does the Representa do? section “Is the Representa service an administrative record?”).
  • It is not a register of associations. (More information: <a href="https://suport-representa.aoc.cat/hc/ca/articles/4417809777553-Qu%25C3%25A8-%25C3%25A9s-i-qu%25C3%25A8-fa-el-Representa-" target="_blank" rel="noopener noreferrer">What is i what does the Representa do? section “Does Representa allow the incorporation of representations collected in municipal association registers?”).

Informative tips from l'eina:

    • <a href="https://suport-representa.aoc.cat/hc/ca/articles/7918720402845" target="_blank" rel="noopener noreferrer">Representa's Decalogue: 10 ideas for getting to know the service
    • Representations i capabilities. (More information: <a href="https://suport-representa.aoc.cat/hc/ca/articles/4417801368593-Qu%25C3%25A8-%25C3%25A9s-una-representaci%25C3%25B3-" target="_blank" rel="noopener noreferrer">What is a representation? section “Types of powers of attorney”).
    • What states do representations have? (More information: <a href="https://suport-representa.aoc.cat/hc/ca/articles/4417801368593-Qu%25C3%25A8-%25C3%25A9s-una-representaci%25C3%25B3-" target="_blank" rel="noopener noreferrer">What is a representation? section “What are the possible states of a representation”).
    • Is it integrated with Apodera, the Commercial Registry i of Property? (More information: <a href="https://suport-representa.aoc.cat/hc/ca/articles/4417809777553-Qu%25C3%25A8-%25C3%25A9s-i-qu%25C3%25A8-fa-el-Representa-" target="_blank" rel="noopener noreferrer">What is i what does the Representa do? section “Is the i Commercial Registry of Property integrated with Apodera?”.

3. Steps to register for the service

See <a href="https://suport-representa.aoc.cat/hc/ca/articles/4417809786769-Let's start with-el-Representa" target="_blank" rel="noopener noreferrer">Let's start with the Representa section “How can I request the Representa service?” to register.

To fill out the registration form, decide :

      1. Which catalog will you use :
        • Own catalog: you must parameterize-lo according to l'section 3. How to parameterize REPRESENTA .
        • Generic Representa catalog that is offered by default from the service. (More information: <a href="https://suport-representa.aoc.cat/hc/ca/articles/4417809783697-Com-puc-gestionar-el-cat%25C3%25A0leg-de-tr%25C3%25A0mits-" target="_blank" rel="noopener noreferrer">How can I manage the procedures catalog? section “Catalog of procedures”).
      2. The method of using the service :
        • Direct users.
        • <a href="https://suport-integradors.aoc.cat/hc/ca/articles/4416407051665-Quines-dades-necessita-el-Consorci-AOC-per-integrar-me-amb-el-servei-" target="_blank" rel="noopener noreferrer">Integration with own systems , as indicated a l'section 5. Integrations .

Please note that l'sending the a form through EACAT implies:

      1. L'acceptance of the <a href="https://www.aoc.cat/condicions-prestacio-serveis-aoc/" target="_blank" rel="noreferrer noopener">General conditions for the provision of services of the AOC Consortium (in most cases it will already be approved for l'use of other services) i of the <a href="https://www.aoc.cat/wp-content/uploads/2015/11/cond-especifiques-representa_13032019-v2.pdf" target="_blank" rel="noreferrer noopener">Specific conditions of the Representa service .
      2. L'approval of l'Co-responsibility agreement for the processing of personal data. More information: <a href="https://suport-representa.aoc.cat/hc/ca/articles/4417809786769-Let's start-with-el-Representa" target="_blank" rel="noopener noreferrer">Let's start with the Representa section “Co-responsibility agreement”.

It is recommended that the competent body of your country approves the creation of the Register of Skilled Officials. i, if applicable, the corresponding regulation: the people who will act as a service managers i will carry out processing handled by REPRESENTA must have this role (as indicated i in a l'section 3 . How to configure REPRESENTA ).

You can use the <a href="https://suport-eacat.aoc.cat/hc/ca/articles/4414391247377-Manual-del-Registre-de-funcionaris-habilitats-a-EACAT" target="_blank" rel="noopener noreferrer">EACAT Skilled Officials Registration module , available to all users in the “ my entity ” section (no need to request registration). There is also the possibility of integration. .

A future, REPRESENTA will be integrated with the RFH i processing will only be allowed for users who are verified to be registered with the RFH.

4. How Represent is parameterized

Once you have been notified that l'registration has been completed correctly, i before starting a using the service, configure Representa (more information: <a href="https://suport-representa.aoc.cat/hc/ca/articles/4417809786769-Let's get started-with-el-Representa" target="_blank" rel="noopener noreferrer">Let's get started with Representa section “First steps with Representa”).

You will need to provide the following information necessary for it to work:

      1. l'ens data : configure your entity's data, which allows the service documentation to be automatically filled in. This task can be performed by the l'service administrator, who encompasses all the functionalities. (More information: <a href="https://suport-representa.aoc.cat/hc/ca/articles/4417809786769-Comencem-amb-el-Representa" target="_blank" rel="noopener noreferrer">Let's start with the Representa section “Configuration data of l'ens”).
      2. Procedure data : if you opt for the generic catalog offered by the service, no action is required ; however, if you opt for your own procedure catalog, you must personalize it and upload it to the service (you can upload the entire catalog and then partially modify procedures for the TRA13/TRA11 families). (More information: <a href="https://suport-representa.aoc.cat/hc/ca/articles/4417809783697-Com-puc-gestionar-el-cat%25C3%25A0leg-de-tr%25C3%25A0mits-" target="_blank" rel="noopener noreferrer">How can I manage the catalog of procedures? section “Add families i procedures to the catalog of procedures via file”).
        It is currently possible to have your own catalog, the trend of the service will be l'use of a single catalog.
        This task can be performed by:
          • Service Administrator: includes all roles
          • l'ens Administrator: allows you to manage your own catalog.
      3. User roles: the EACAT user manager of your entity must assign the a roles to the users of the service (validator, manager, consultant, administrator of l'ens i service administrator). (More information: <a href="https://suport-representa.aoc.cat/hc/ca/articles/4417809786769-Comencem-amb-el-Representa" target="_blank" rel="noopener noreferrer">Let's start with the Representa section “First steps with Representa”).
        S'advises giving the role with broader functionalities than is needed i that, the people who will carry out the processing attended to (it is not necessary for authentic copies, which can be with an organ seal), must have l'pertinent authorization.
      4. Seu-e: incorporate l'link of the citizenship portal, which is provided to you at the time of l'registration, a your electronic headquarters, to promote i disseminate the electronic management of representations. Consult the list of entities registered with the service, i the data relating a the protection of personal data. (More information: <a href="https://suport-representa.aoc.cat/hc/ca/articles/4417809786769-Comencem-amb-el-Representa" target="_blank" rel="noopener noreferrer">Let's start with the Representa section “Registered entities a Represents”).

5. Aspects related to files, procedures i forms

The implementation of Representa may involve the modification of file flows, procedures i forms to include the consultation of representations that may be registered with the service. For this reason:

      • Identify the affected procedures , those that are likely to be formulated by a person representing a third party.
      • Analyze the variables i requirements a incorporate into the files, procedures i/o forms i templates associated with the files i procedures. It is important to define the new needs i variables a incorporate. In this sense, we recommend that you analyze whether it is necessary to o not register with the Representa (More information: <a href="https://suport-representa.aoc.cat/hc/ca/articles/4417809771409-Quines-implications-t%25C3%25A9-la-inscripci%25C3%25B3-al-Representa-Model-d-advertiment-a-l-hora-de-fomentar-ne-la-la-inscripci%25C3%25B3" target="_blank" rel="noopener noreferrer">What are the implications of registering with the Representa? Warning model a l'time to encourage-ne registration ).
      • If necessary, implement the appropriate modifications to the requests, forms, templates, consisting of including the relevant fields to facilitate the registration numbers, etc.

This process may result in the need to establish specific forms to grant representations and powers of attorney (you have the models offered by default by the service at your disposal). <How to create a representation? section "<a href="https://suport-representa.aoc.cat/hc/ca/articles/4417801370129#01H8KQFETJQCJSC2HRRJ4NAD9H" target="_blank" rel="noopener noreferrer">Get document templates ").

6. Integrations

If you opt for integration, evaluate the integration of the Representa functionalities in your case manager i other electronic administration services where representation is relevant. This involves analyzing the requirements for a the integration i, and depending on the result of this analysis, implementing it. It is important that you read the <a href="https://github.com/ConsorciAOC/representa" target="_blank" rel="noreferrer noopener">integration documentation i analyze the different consumption modalities planned (REPRESENT_VALIDATION / REPRESENT_QUERY / REPRESENT_MODIFICATION / REPRESENT_REGISTRATION).

You must determine which consumption methods you will use (management of registrations i/o representation consultation a the BBDD) i <a href="https://suport-integradors.aoc.cat/hc/ca/articles/4416407051665-Quines-dades-necessita-el-Consorci-AOC-to-integrar-me-with-el-servei-" target="_blank" rel="noopener noreferrer">provide the relevant information a l'AOC , as it will be used automatically from the service.

The next step is to start the technical integration tasks.

If in the application you asked us to use the service via EACAT but at some point, you decide to consume it through integration, in any of its consumption modalities, you only have to <a href="https://suport-integradors.aoc.cat/hc/ca/articles/4416407051665-Quines-dades-necessita-el-Consorci-AOC-per-integrar-me-with-el-servei-" target="_blank" rel="noopener noreferrer">request it through the usual channels .

A the service website has <a href="https://suport-representa.aoc.cat/hc/ca/articles/4417801372561-Documentation%25C3%25B3-of-support-to-the-integration%25C3%25B3-with-the-service-web-of-Representa" target="_blank" rel="noopener noreferrer">more information about support a integrators .

7. i personnel training tests

It is recommended that , after carrying out the previous actions, you test the correct operation of the service before putting it into operation.

You can test the functionalities through a pilot , selecting groups likely to be frequent users of the o service or, a procedure (o family of procedures) that can generate a high volume of registrations i subsequent actions by the authorized representatives.

It is also advisable to develop a Training Plan for the staff of the organization that will use the service. To do this:

      • Determine the collectives a form .
      • Review the materials on the <a href="https://suport-representa.aoc.cat/hc/ca/categories/4417809771025-Documentaci%25C3%25B3" target="_blank" rel="noopener noreferrer">Representa Support Portal .
      • Take the Representa virtual course
      • Sign up-vos a the <a href="https://campus.aoc.cat/seminaris-web/" target="_blank" rel="noreferrer noopener">trainings of l'AOC (if you consider it appropriate)
      • Develop your own training materials (if applicable), both regarding the operation of the service and practical aspects (more information, a l'section 9. Service operations ).
      • Determine the training schedule (if applicable), without prejudice to other sessions that may be organized.

8. Regulation

If you have a general provision that develops the provisions of Law 39/2015, of October 1 (for example, a general Ordinance on electronic administration), analyze whether it is necessary to modify it, to include issues related to the electronic registration of powers of attorney.

If you do not have one, assess whether some aspects of the electronic registration of powers of attorney may be subject to specific regulation.

If you are a user of Representa, please take into account the technical aspects of the service that may be related to this regulation (for example, the necessary acceptance of the representation) i, evaluate l'adaptation.

The <a href="https://portaljuridic.gencat.cat/eli/es-ct/d/2020/08/04/76" target="_blank" rel="noreferrer noopener">Decree 76/2020, of August 4, on Digital Administration , regarding a l'Administration of the Generalitat of Catalonia, o l'<a href="https://www.localret.cat/wp-content/uploads/2021/07/ordenanca_transparencia_administracio_electronica_2021_vdefinitiva.pdf" target="_blank" rel="noreferrer noopener">Ordenança type of electronic administration prepared by LOCALRET, For local entities, these are 2 examples of provisions that develop the provisions relating to the electronic registration of powers of attorney in the respective areas.

9. What should I keep in mind when using the service?

      • Registration/cancellation/acceptance management:
        • Tasks a to be faced by the OAMRs with the role of Manager (which also includes the functions of the consultant).
        • The OAMR must mandatorily assist a the citizenry i other non-obligated subjects in the management of registrations, withdrawals i acceptances a through the l'public employee portal úblic o of the personalized l'ens portal, therefore, the assigned personnel must have the necessary roles i the relevant training both on l'the tool itself and on the procedure a to follow.
        • OAMRs should also be able to make authentic copies of paper documents, including i everything, in the case of subjects obliged to a the electronic relationship. More information: <a href="https://suport-representa.aoc.cat/hc/ca/articles/4417809779089-How-is-valida-una-representaci%25C3%25B3-que-requereix-revisi%25C3%25B3-de-la-documentaci%25C3%25B3-" target="_blank" rel="noopener noreferrer">How do you validate a representation that requires review of the documentation? section “Documentation a attach a a representation”.
        • Registrations must always be accepted o validated, therefore, a registration is never registered directly.
          • Acceptance: by the representative. More information: <a href="https://suport-representa.aoc.cat/hc/ca/articles/4417809784977-How-es-gestionen-les-representacions-en-Pending-d-acceptaci%25C3%25B3-" target="_blank" rel="noopener noreferrer">How are representations managed in “Pending acceptance”? section “How to manage a request for acceptance by a representative?”.
          • Validation: by the validator (when there is documentation attached a validate). More information: <a href="https://suport-representa.aoc.cat/hc/ca/articles/4417809779089-How-is-valida-una-representaci%25C3%25B3-que-requereix-revisi%25C3%25B3-de-la-documentaci%25C3%25B3-" target="_blank" rel="noopener noreferrer">How do you validate a representation that requires review of the documentation?? section “Which representations need to be validated”?
        • Assisted processing is a mechanism to assist interested parties that can also be used to request ex officio representations.
        • The representative certificate is a mechanism for accrediting the representation, therefore, registration of the representation with the Representa is not necessary.
      • Validation of representations with attached documentation a validate:
        • Those representations that are in Pending Validation status must be reviewed i validated o denied by the Validator role (which also contains the functions of the Consultant role)
        • The validator role must be assigned to a people with a legal profile who can analyze the supporting documentation of the same i can issue l'validation report. More information: <a href="https://suport-representa.aoc.cat/hc/ca/articles/4417809779089-How-is-validates-a-representation-that-requires-revision%25C3%25B3-of-the-documentation%25C3%25B3-" target="_blank" rel="noopener noreferrer">How do you validate a representation that requires a review of the documentation? section “Which representations need to be validated”?
        • Since the Representa is a collaborative registry, l'validation report issued by a user entity is used by a the rest of the service users. More information: <a href="https://suport-representa.aoc.cat/hc/ca/articles/4417809779089-Com-es-valida-una-representaci%25C3%25B3-que-requereix-revisi%25C3%25B3-de-la-documentaci%25C3%25B3-" target="_blank" rel="noopener noreferrer">How do you validate a representation that requires review of the documentation? section “Who validates the representations made when they require validation?”.
      • Consultation of representations:
        • It is the verification of whether there is a valid representation between two people (natural persons i/o legal entities) for a the performance of a specific procedure on a specific date.
        • The consultation can be carried out automatically via integration o or, manually, a from l'consultant user
        • It allows you to obtain evidence in xml of the existence of this representation, i in short, evidence in pdf, which l must download i save a l'corresponding administrative file. More information: <a href="https://suport-representa.aoc.cat/hc/ca/articles/4417809782417-How-can-make-consultes-of-representations-" target="_blank" rel="noopener noreferrer">How can I make representation inquiries?

When you launch the service, you can advertise it on your website, newsletters, organize dissemination events, etc., for example, in large user groups that can generate registrations (the same assumptions as the piloting of section 7 of the Tests ).

It is also recommended that you enable assistance points, spaces set up to help interested parties when they want to register for performances.

In case it helps, the l'AOC support portal has a <a href="https://suport-representa-ciutadania.aoc.cat/hc/ca/categories/4416629704465-Documentaci%25C3%25B3" target="_blank" rel="noopener noreferrer">section support intended a the citizenry i it is recommended to disseminate it among citizens.

For a more information about Representa, please see the service's support portal. .