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Upcoming webinar for Framework Contractors
Introductory OPSYS webinar - How to participate in a call and manage a Framework Contract in the Funding and Tenders Portal?
In this introductory webinar, an overview of the available features for contractors in the Funding and Tenders Portal will be presented. The webinar will also give you an indication of upcoming functionalities in the portal. For Requests for Specific Contracts under Framework Contracts, registered and eligible Framework Contractors are invited to participate in a submission of offers. For each request, the shortlisted Framework Contractors manage their invitations, submit their offers and manage their contract directly via the Funding and Tenders portal. All persons who have an active PCoCo or CoCo (Primary Coordinator Contact or Coordinator Contact) role within the organisation receive the notifications and have access to the invitations to participate. You will see demos in the Information System to manage invitations and submissions, electronically sign the contract, submit deliverables and more. You will also receive a package of resources (online documentation, video tutorials etc.) which you can consult after the webinar.
This is an introductory course for Framework Contractors with or without prior knowledge of OPSYS. The objective of this webinar is to provide a comprehensive overview for newcomers. Advanced practitioners of OPSYS may find it useful to attend the more detailed webinars on Results Reporting, PIC validation etc. Legal and contractual information about Framework Contracts are outside the scope of this session, the webinar will focus exclusively on the technical aspects of OPSYS and share IT-How-to information.
Agenda
- Introduction to the Funding and Tenders Portal (OPSYS ecosystem)
- Context and state-of-play of OPSYS
- Registering your organisation to obtain a Participant Identification Code (PIC)
- Checking the status of your organisation’s PIC
- Managing invitations to submit an EU External Action DG tender
- Acknowledge invitation
- Express willingness to participate
- Create and submit an offer (via eSubmission)
- Managing your contract in the Funding and Tenders Portal
- Award notification
- Contract signature
- Uploading deliverables
- Managing Amendments
- Reporting on progress with the logical framework (logframe) in the Funding and Tenders Portal
- Change Management Resources and closure
Connection details
Webinar topic: Introductory OPSYS webinar - How to participate in a call and manage a Framework Contract in the Funding and Tenders Portal? Date and time: Tuesday 26 March 2024 | 10:00 to 12:00 | (UTC+01:00) Brussels, Copenhagen, Madrid, Paris
Register link: https://ecconf.webex.com/weblink/register/r5775db50c83816c9d2a66de2a8816c5c |
Target Audience
EU External Action DG Framework Contractors who are new users of OPSYS or would like a refresher.
Info
Please bookmark this page to be informed about OPSYS related news.
We invite you to become a member of the OPSYS forum in Capacity4Dev to stay connected.
Contribution Agreements module in OPSYS compulsory from February 2024. Register in one of the trilingual webinars
Since the 2nd of October 2023, EC Operational Managers could choose to launch certain types of Contribution Agreements (CA) under EU External Actions through OPSYS. The participation in the initial phase of this rollout in OPSYS was on a voluntary basis. From the 01/02/2024, the encoding of Contribution Agreements in OPSYS will become mandatory.
The full roll-out phase starting from 1st February 2024, you can manage information concerning your Organisation, and manage your Contracts (e-signature, submission of deliverables such as inception reports/progress reports/final reports, launch amendments to your Contracts, manage results and indicators) for the following types of Contribution Agreements (CA) via the electronic workflow (electronic signature):
(i) Single-Partner CAs (including blending other than CAFI), and
(ii) CAs with EUR as currency
You can also encode and manage the following CA types in OPSYS and ARES through a paper workflow (blue ink/QES signature):
(i) Multi-Partner CAs
(ii) CAs with entities having their participant identification code (PIC) linked to the LEF of another entity (the “mother entity”)
(iii) CAs for financial instruments (CAFIs)
(iv) CAs signed with a partner entites that have ‘specific templates’ as listed below
Please note that the following CA types still need to be created and managed outside OPSYS:
(i) CAs with currency other than EUR
(ii) Sensitive CAs
(iii) other CAs concluded in other circumstances (grants, either through call for proposals or direct award, by the Commission in direct management or by the partner country).
Their onboarding to OPSYS/LCM will follow later when the corresponding features will become available. CAs already launched outside OPSYS via CRIS will continue to be managed in CRIS. Addenda (including top-ups) to CAs already launched/managed in CRIS will be also managed in CRIS regardless of the 1st of February deadline. A migration of those CAs and addenda to OPSYS/LCM will follow at a later stage.
To onboard entrusted entities the following webinars have been organised. You can also watch a rerun of the webinar on 28 November via this url: https://webgate.ec.europa.eu/intpa-academy/course/view.php?id=854
SAVE THE DATE:
ENGLISH
Webinar topic: OPSYS: Contribution Agreement features and functionalities
Date and time: jeudi 1 février 2024 14:00 | (UTC+01:00) Brussels, Copenhagen, Madrid, Paris
Register link: https://ecconf.webex.com/weblink/register/ra46a7e4d24b59ba596a8339ba1ea2ce7
|
FRENCH
Webinar topic: OPSYS: Accord de contribution (Contribution Agreement)
Date and time: lundi 5 février 2024 10:00 | (UTC+01:00) Brussels, Copenhagen, Madrid, Paris Register link: https://ecconf.webex.com/weblink/register/r0886a37158036691f5e0206424d86c60 |
SPANISH
Webinar topic: OPSYS: Convenio de Contribución (Contribution Agreement) Date and time: mardi 6 février 2024 16:00 | (UTC+01:00) Brussels, Copenhagen, Madrid, Paris Register link: https://ecconf.webex.com/weblink/register/rd0ac9dedc46239b3cdde7a7178d0be6f
|
Onboarding webinar for AUDIT 2023 Framework Contractors in the Funding and Tenders Portal (OPSYS)
From December 2023, the OPSYS ecosystem will be used to implement the Specific Contracts under AUDIT 2023 Framework Contracts across all stages of implementation. This includes requests for services, clarifications of requests, submission of offers, evaluation, signature of Specific Contracts and management of the contracts (including amendments).
To provide clarity on this matter, please join this introductory awareness webinar on 5th of December 2023 from 10 am to 12 pm CET Brussels time. In this webinar you will receive the necessary information regarding upcoming changes and receive information to complete all required steps in the Funding and Tenders Portal.
Agenda:
- Introduction to the OPSYS ecosystem (Funding and Tenders Portal)
- Key concepts, roles and terminology
- How to electronically submit offers and manage new Specific Contracts under AUDIT 2023 Framework Contracts in the OPSYS ecosystem (Funding and Tenders Portal)?
- Curated resources by INTPA R5 OPSYS Change Management team
- Q&A with INTPA R3 and INTPA R5 Business representatives
Save the date and register now for the onboarding webinar to AUDIT 2023 Framework Contractors on Tuesday, 5 December 2023 from 10.00 a.m. to 12.00 p.m. CET Brussels time
https://ecconf.webex.com/weblink/register/r4f2aaa4d73170a491fb35a095de559e4
Onboarding webinar on the Contribution Agreement features and functionalities in the Funding and Tenders Portal
An awareness webinar has been organised in English for pillar-assessed organisations on 28 November 2023 from 14h00 to 16h00 (CET).
Register now:
https://ecconf.webex.com/weblink/register/ra0b3a60ed77d007fa4287ca1386696c5
Contribution Agreements module in OPSYS available in initial phase on voluntary basis
Dear EC Partner,
From the 2nd of October 2023, EC operational managers can choose to encode certain types of Contribution Agreements under EU External Actions through a module in OPSYS. The participation in the initial phase of this rollout in OPSYS is on a voluntary basis.
From 01/02/2024, the encoding in OPSYS will become mandatory.
During this voluntary phase and as an entrusted partner of the European Commission, and following your prior agreement with the Contracting Authority, you will be able to sign (with or without e-signature) and manage your Contribution Agreements from the Funding and Tender Opportunities Portal – the single entry point for all external partners of the EC.
To sign Contracts electronically, and apart from a valid PIC (Participant Identification Code), you will need to have a LEAR (Legal Entity Appointed Representative). Should you have any questions related to PIC registration/validation and LEAR appointment for your entrusted entity, please contact INTPA-PIC-MANAGEMENT@ec.europa.eu for support.
In the Funding and Tenders Portal, you will be able to manage information concerning your organisation, and manage your Contracts, which includes e-signature, submission of deliverables (inception reports, progress reports, final reports, etc.), launch of amendments to your Contracts, and manage results and indicators. Please view the dedicated online documentation on our EXACT – External Action Wiki.
Even though this initial rollout phase of Contribution Agreements in OPSYS is on a voluntary basis, we strongly advise your participation (providing you meet the requirements to sign electronically). Your participation in this voluntary phase will contribute to the preparedness of your organisation to the full and required rollout in Q1 – 2024. Furthermore, an extended support service and onboarding activities will be activated to accompany you during this initial phase.
If you choose not to participate in the initial rollout phase, for any reason, there is no modification in the actual procedure for Contribution Agreements. Also note that the following Contribution Agreements are not yet managed in OPSYS, so are not concerned by this initial rollout:
- Contribution Agreements with Financial Instruments (CAFI)
- Contribution Agreements with European Bank of Reconstruction and Development (EBRD)
- Contribution Agreements with European Investment Bank (EIB)
- Contribution Agreements with World Bank Group (WBG)
- Contribution Agreements in foreign currency
- Contribution Agreements in direct management (including Calls for Proposals)
- Sensitive contracts (non-classified)
To support our partners in this transition, also starting from the 2nd of October 2023, we have organised the following change support activities:
Resources for Partners:
- Multi-lingual awareness webinars on the Contribution Agreement features and functionalities in the Funding and Tenders Portal for Entrusted Entities
- One webinar in English planned for pillar-assessed organisations on 28 November 2023 from 14h00 to 16h00 (CET). Details will be published in the EXACT Wiki – Latest News page.
- Three webinars planned for Q1 and Q2 - 2024 open to all concerned partners. This webinar series will be held in English, French and Spanish.
- Awareness video on Participant Identification Code (PIC)
- One video explaining the PIC registration and validation process in the Funding and Tenders Portal
- E-Learning Module: Tasks to be performed in the Funding and Tenders Portal
- One module with online simulations for users to practice the Contribution Agreement features and functionalities in the Funding and Tenders Portal
Details about the resources for partners will be announced after the go live of Contribution Agreements in the EXACT Wiki Latest News Page and the Funding and Tenders Portal EU External Action page. All webinars will be recorded and available in INTPA Academy under the section “Webinars” in Resources, and under the category “Financial and Contractual Procedures”.
if you have questions, please contact the EC Funding and Tender Service Helpdesk.
Welcome to OPSYS!
2024 Results Reporting exercise in OPSYS | Awareness webinars for Implementing Partners in October 2023
The Results Reporting exercise (RRE) for 2024 has been launched. The exercise will collect data on the results of interventions funded by NDICI, IPA III, DOAG and INSC, to measure the progress achieved and ensure transparency and accountability.
The interventions that will be covered by this exercise are those that started before the 1 July 2023 and that are funded through the Multiannual Financial Framework 2021-2027.
This exercise takes place via the IT platform, OPSYS. As part of this exercise, Implementing Partners will need to:
-Input the logframe of the intervention in OPSYS (ensure that updates of baselines, targets and indicators that have been agreed are duly reflected)
-Update the current values if available. Please include the values reported in the latest financial/narrative report. Kindly note that the exercise will report on the last available data in the system. This data can be encoded in OPSYS at any time during the year, not necessarily during the Results Reporting exercise.
Updating the current values in OPSYS should be done on a regular basis. As a minimum, the values should be updated each time that the Implementing Partners submit the narrative and financial report.
To help you in the process, please find below the online resources available for log frame and data recording in OPSYS. A trilingual webinar series on this subject has also been organised:
ENGLISH
- 9 October 2023
- 10 am to 12 pm CEST
- https://ecconf.webex.com/ecconf/j.php?MTID=m668acdc5c6264d6291631496cdeffd7d (password: Opsys@2023 or 67797120 from phones and video systems)
- Access the PowerPoint presentation and video recording of the session after the webinar in INTPA Academy: Course: OPSYS - 2024 Results Reporting exercise in OPSYS | Awareness webinar for Implementing Partners (europa.eu)
FRENCH
- 17 October 2023
- 2 pm to 4 pm CEST
- https://ecconf.webex.com/ecconf/j.php?MTID=m8e6d7d8260d49e1a23c96e0da4701880 (password: Opsys@2023 or 67797120 from phones and video systems)
- Access the PowerPoint presentation and video recording of the session after the webinar in INTPA Academy: Course: OPSYS - Exercice de communication des résultats 2024 dans OPSYS | Séminaire en ligne de sensibilisation pour les partenaires de mise en œuvre (europa.eu)
SPANISH
- 20 October 2023
- 4 pm to 6 pm CEST
- https://ecconf.webex.com/ecconf/j.php?MTID=mc28b7fa5288b301e87aa83d05f7a644d (password: Opsys@2023 or 67797120 from phones and video systems)
- Access the PowerPoint presentation and video recording of the session after the webinar in INTPA Academy: Course: OPSYS - Ejercicio de presentación de informes de resultados 2024 en OPSYS | Seminario en línea de sensibilización para socios ejecutores (europa.eu).
PORTUGUESE
- 24 October 2023
- 4 pm to 6 pm CEST
- https://ecconf.webex.com/ecconf/j.php?MTID=m3c5a436c306dc9dd6d76517b0bcd993e (password: Mp6ACE4b7A@ or 67622342 from phones and video systems
- Access the PowerPoint presentation and video recording of the session after the webinar in INTPA Academy: https://webgate.ec.europa.eu/intpa-academy/enrol/index.php?id=839
The video recording and PowerPoint presentations of these webinars will be published in INTPA Academy under Resources > Webinars. The webinar in English will be available under the section called ‘Financial and Contractual Procedures’. Webinars in other EU languages will be available under the section called ‘French’ and ‘Spanish’.
Step-by-Step documentation:
https://wikis.ec.europa.eu/display/ExactExternalWiki/Results+and+Monitoring
Video resources:
In case you wish to consult the video recordings of past Results Data Collection Awareness Webinars for Implementing Partners, they are available in INTPA Academy:
o English webinar
o French webinar
o Spanish webinar
o Soumission Valeurs et Contrôl Qualité
o Correspondance EURF-GAP III et Encodage Valeurs
Video tutorials :
FAQ:
https://wikis.ec.europa.eu/display/ExactExternalWiki/FAQ+-+OPSYS
Curated list of resources:
Please consult in particular the English webinar, it includes a demo. The video tutorials take users step by step through the process.
This specific link to documentation would be the most useful: https://wikis.ec.europa.eu/display/ExactExternalWiki/Logical+Framework+-+Logframe#LogicalFramework-Logframe-4.1ManageLogframes%E2%80%93Access,CreationandSubmission
Should you have technical issues while encoding the logframe in OPSYS (Funding and Tenders Portal), please contact the helpdesk via the contact form or via email: EC-FUNDING-TENDER-SERVICE-DESK@EC.EUROPA.EU
Please note that in case you have additional questions on the process, and want to verify if your interventions are concerned by this exercise, consult directly the EU Operational Manager.
We count on your cooperation and support throughout this exercise.
OPSYS onboarding for FPI Election Observation Missions (EOM) Framework Contractors
From 1st September 2023, the OPSYS ecosystem will be used to implement the Specific Contracts under Election Observation Missions (EOM) Framework Contracts across all stages of implementation. This includes requests for services, clarifications of requests, submission of offers, evaluation, signature of Specific Contracts, management of the contracts (amendments and administrative orders), reporting and payments.
All the contracts and requests for services launched before 1st of September will continue to be handled as they are currently. For a transition period, there will be two different methods of operation.
To provide clarity on this matter, please join this introductory awareness webinar on 5th of September 2023 from 14:30 to 16:30 Brussels time. In this webinar you will receive the necessary information regarding upcoming changes and receive information to complete all required steps with the new procedures.
Agenda:
- Introduction to the OPSYS ecosystem (Funding and Tenders Portal)
- Key concepts, roles and terminology
- How to manage ongoing contracts during the transition period?
- How to electronically submit offers and manage new Specific Contracts under EOM Framework Contracts in the OPSYS ecosystem (Funding and Tenders Portal)?
- Change management resources
- Q&A with FPI 6 representatives
Resources:
- Funding & Tenders Portal (OPSYS Ecosystem)
- PIC registration and validation
- Acknowledge Invitation
- Express Willingness to Participate
- Create and Submit an Offer
- Manage Contracts
Connection details:
Link to register for the webinar:
https://ecconf.webex.com/weblink/register/r8c21cb68b02c0eaf69520e5dcbb9b3a0
Link to join the webinar on 5 September:
https://ecconf.webex.com/ecconf/j.php?MTID=m8f33280acfd17c59d7011aa40745dce7
Webinar number: 2742 332 0639
Webinar password: e8xJBa5Yw*7 (38952259 from phones and video systems)
Join by phone: +32-262-00867 Belgium Toll | +352-2730-0072 Luxembourg Toll | Access code: 2742 332 0639
Update in hyperlink to Calls for Proposals and Tenders publications page
Dear Colleagues,
Due to an online services migration, please take important note and update your bookmarks: the hyperlink to the calls for proposals and tenders publications webpage, to apply for EU external action grants or public procurement, has changed!
The new link is >> https://webgate.ec.europa.eu/online-services/
A temporary landing page has been implemented on the previous publication’s webpage, and will inform any potential applicants or economic operators of the new link.
The International Partnerships – Looking for Funding and Grants web pages, and other resources, have also been updated accordingly.
There is no impact for the publication of calls on the corporate Funding and Tender Opportunities Portal.
If you have any questions concerning this e-mail, please contact INTPA SUPPORT SERVICES or NEAR APPLICATION SUPPORT.
INTPA R5 – Data and Information Technology
[ Avis Important ] Action extérieure de l'UE - Mise à jour dans le lien hypertexte vers la page des publications des appels à propositions et appels d’offres
Chers Collègues,
En raison d'une migration des services en ligne, veuillez prendre note et mettre à jour vos signets : le lien hypertexte vers la page web des publications des appels à propositions et appels d’offres, pour postuler aux subventions ou marchés publics de l'action extérieure de l'UE, a changé !
Le nouveau lien est >> https://webgate.ec.europa.eu/online-services/
Une page d'accueil temporaire a été mise en place sur la page web de la publication précédente et informera tous les candidats potentiels ou opérateurs économiques du nouveau lien.
Les pages web Partenariats Internationaux – Recherche de Financement et de Subventions, ainsi que d'autres ressources, ont également été mises à jour en conséquence.
Il n'y a pas d'impact pour la publication des appels sur le corporate Portail des Opportunités de Financement et d'Appels d'Offres.
Si vous avez des questions concernant cet e-mail, veuillez contacter INTPA SUPPORT SERVICES ou NEAR APPLICATION SUPPORT.
Bien à vous,
DG INTPA R5 – Data et Technologie de l’Information
Extension of the Framework Contract SIEA 2018 until December 2023
[EN]
Dear Framework Contractors under the Framework Contract SIEA,
To ensure business continuity until the start date of the new Framework Contract SIEA 2023, all lots of the Framework Contract SIEA 2018 were extended until 31/12/2023 at the latest.
For more information regarding management of Requests for Specific Contracts (submissions) and Specific Contracts (post-award), please consult the online documentation:
https://wikis.ec.europa.eu/display/ExactExternalWiki/Contracts+and+Procurement
[FR]
Chers Contractants-Cadres sous le Contrat-Cadre SIEA,
Afin d’assurer la continuité des activités jusqu'à la date de début du nouveau Contrat-Cadre SIEA 2023, tous les lots du Contrat-Cadre SIEA 2018 ont été prolongé jusqu'au 31/12/2023.
Pour de plus de renseignements sur la gestion des Demandes de Contrats Spécifiques (soumissions) et des Contrats Spécifiques, veuillez consulter la documentation en ligne : https://wikis.ec.europa.eu/pages/viewpage.action?pageId=33525319
The ROM module is now integrated in OPSYS
The Results-Oriented Monitoring (ROM) module was integrated in OPSYS recently. This release represents the initial version of the integration of the ROM module in OPSYS, allowing to perform ROM reviews on Interventions. ROM reviews that were created and approved in the ROM module (legacy system) will have to be completed in OPSYS now.
The ROM module is a tool used by DG INTPA and DG NEAR (in HQ and in EU Delegations), for the effective management of Results-Oriented Monitoring (ROM) reviews of ongoing Interventions.
Since March 2023, all new ROM reviews are created and managed in OPSYS. The ROM module in OPSYS covers the full cycle of ROM reviews on Interventions. The management of ROM Experts that are selected for ROM reviews is also entirely done through OPSYS.
INTPA D4 (Performance, Results and Evaluation; Internal Communication, Knowledge Management and Collaborative Methods) and NEAR A4 (Coordination of financing instruments - performance, results, and evaluation), are in charge of the overall coordination of the ROM system.
For external users (ROM Contractors and Core Team Experts*), the ROM module is accessible from:
- Funding & Tender Opportunities Portal > Manage My Area (once logged-in) > under Monitoring & Evaluation component > ROM.
(*) Core Team Experts have access to all ROM reviews in all statuses for their respective lot.
ROM Contractors can perform their tasks in OPSYS, for example they can:
- access the draft ROM review from their respective ROM Workplan or ROM Reviews sections via the external Funding & Tender Opportunities Portal. ROM Core Team Experts can also access draft ROM reviews for their respective lot.
- view and extract a list of planned ROM reviews (draft, confirmed, experts selected, experts confirmed) and estimate the projects that they are able to review with the budget available under their contract.
- cancel or resume a ROM review from the confirmed ROM review based on their planning (Workplan). ROM Core Team Experts can also view confirmed ROM reviews for their respective lot.
- plan the specific missions, assign pre-approved Experts, propose mission dates etc.
- encode this information for each ROM review via the external Funding & Tender Opportunities Portal.
- select the Quality Control (QC) Expert in charge of supporting the mission
- signal any conflict of interest at Consortium-level (if any).
- etc.
e-Calls PADOR and e-Calls PROSPECT: EU Login 2-Factor Verification
[EN]
Dear Applicants and External Assessors,
Please take important note that from the 1st of June 2022, all applicants and external assessors will require an EU Login 2-factor verification method to access e-Calls PADOR and e-Calls PROSPECT.
If you currently have a Call in submission or evaluation in e-Calls PROSPECT, we request that you make sure that you have your EU Login 2-factor verification method activated before the above requirement and Call deadline(s).
To activate your EU Login 2-factor verification method, access your EU Login account as previously, and set-up your 2-factor verification method as instructed in the EU Login Guide (PDF).
May we please stress the importance of this request, so that all deadlines are reached without any possible technical restrictions linked to your login.
You may also access the online documentation, including the updated step-by-step instructions for the EU Login access and 2-factor verification to the respective system:
- e-Calls PADOR
- e-Calls PROSPECT: Applicants or External Assessors
If you need any technical support, please contact INTPA SUPPORT SERVICES.
We thank you for your collaboration.
Best regards,
DG INTPA R5 – Data and Information Technology
[FR]
e-Calls PADOR et e-Calls PROSPECT : Vérification EU Login à 2 Facteurs
Chers Demandeurs et Évaluateurs Externes,
Veuillez noter qu'à partir du 1er juin 2022, tous les demandeurs et évaluateurs externes auront besoin d'une méthode de vérification EU Login à 2 facteurs pour accéder à e-Calls PADOR et e-Calls PROSPECT.
Si vous avez actuellement un appel en cours de soumission ou d'évaluation dans e-Calls PROSPECT, nous vous demandons de vous assurer que votre méthode de vérification EU Login à 2 facteurs est activée avant l'exigence indiquée ci-dessus et la ou les date limites de l'appel.
Pour activer votre méthode de vérification à 2 facteurs EU Login, accédez à votre compte EU Login comme précédemment et configurez votre méthode de vérification à 2 facteurs comme indiqué dans le Guide EU Login (PDF).
Soulignons l'importance de cette demande, afin que tous les délais soient respectés sans aucune restriction technique possible liée à votre login.
Vous pouvez également accéder à la documentation en ligne, y compris les instructions mises à jour et étape-par-étape pour l'accès à EU Login et la vérification à 2 facteurs du système respectif :
- e-Calls PADOR
- e-Calls PROSPECT : Demandeurs ou Évaluateurs Externes
Si vous avez besoin d'assistance technique, veuillez contacter INTPA SUPPORT SERVICES.
Nous vous remercions de votre collaboration.
Bien à vous,
DG INTPA R5 – Data et Technologie de l’Information
Webinar Replay
Note
Avail all webinars in INTPA Academy, click on 'Resources' in the menu and select 'Webinar'. All OPSYS related webinars in English are available in the category 'Financial & Contractual Procedures'. Webinars in other EU languages are available under the category 'French', 'Spanish' and 'Portuguese'. Direct links to the webinars are available on the OPSYS Onboarding page.
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