Research Procurement.fi service data (purchase invoices for central government and municipalities)

Data from the OpenProcurement.fi service

The data consists of the procurement spend of the Finnish Government and Municipalities. The data includes the Finnish central government’s procurement related invoices from the beginning of 2016. The invoices of the Security Intelligence Service, the Border Guard, the National Police Board, and the Ministry of Defence’s administrative branch are not included in the publication. Helsinki and Vantaa are the only municipalities included at the moment.

The data consists of the procurement invoices of the accounting units within the Finnish central government’s budget economy. The budget economy is composed of the state ministries, as well as the agencies and units within the different administrative branches. Additionally, the data includes the procurement invoices of the state’s central purchasing unit, Hansel Ltd. The city of Helsinki’s spend is included from the beginning of the year 2018 and is updated monthly. Vantaa’s data includes the procurement spend from the years 2016-2018 at the moment.

In the central government’s case, included in the data are invoices that have been recorded in the state’s procurement related accounts. The data is transferred to the service before archiving which means that the invoices have already been reviewed and approved. In case the invoice has been amended in the accounting system after the transfer, the amendments are not present in the data. The data for the municipalities is collected from bookkeeping data and includes Similarly those transactions that are classified as procurement spend.

In the central government’s case, the data is a combination of information from the invoice’s header (e.g., name of buyer, name of supplier, date) and invoice accounting rows (e.g., account, posting amount). Hence, a single row in the data corresponds to the information of a single accounting row of a given invoice. An invoice may consist of multiple accounting rows. If the original invoice included the vendor’s registration number/vat-number, it is included in this data as well. Additionally, to help in analysing the data, the bookkeeping accounts have been grouped into procurement categories and further into product and service groups.

English translations

The English translations of the names for the procurement units as well as the categories and product/service groups are provided in a separate file.

Fields in the Data:

· invoice_id = invoice_id (a unique, invoice level identifier from the invoice handling system)

· **the ids for central government units correspond to those in the Finnish State Treasury’s listing (the ids for central government units correspond to those in the Finnish State Treasury’s listing)

· **the ids for central government units correspond to those in the Finnish State Treasury’s listing (the ids for central government units correspond to those in the Finnish State Treasury’s listing)

· supplier_y_id & supplier_name = supplier_business_id and supplier_name

· account = account (bookkeeping account)

· category = procurement_category (a categorisation of the spend based on bookkeeping accounts)

Product_service_group (a more detailed categorisation of the spend based on bookkeeping accounts)

· document date = invoice_entry_date

·Amount of account = posting_sum

· sector = sector (central government vs. municipalities)

CONFIDENTIAL content

Some state purchases are classified confidential by law. CONFIDENTIAL purchases are not included in the data. Additionally, the supplier information in parts of the material has been anonymised on the Act on Openness of Government Activities. When anonymised, the values of both the supplier name and the supplier number fields are replaced with “Confidential”.

Vendor information is also anonymised when the vendor is a private person. The anonymisation is done also, when it is not possible to determine whether the vendor is a sole trader or a private person. In these cases, the supplier name and number have been replaced with “Supplier information not public”. Due to technical reasons, it is possible that parts of the data are unnecessarily anonymised.

The data is presented in yearly files, beginning from 2016. The current year’s file if updated roughly every month. The visualised portal OpenProcurement.fi is based on the same data.

• The state procurement accounts are listed in the final report of the State Procurement Development Project (HANKO) (in Finnish), annex 7, pages 91-93.

Change Log

9.10.2018

Data and this description text made available in English

13.11.2018

· Data updated

29.1.2019

First data set of 2019 invoices published

· Data updated

15.3.2019

· Data updated

Fixed parts of 2018 and 2019 data which were mistakenly duplicated (only a relatively small proportion of data was affected)

5.4.2019

· Data updated

25.4.2019

· Data updated

5.7.2019

· Data updated

7.10.2019

· Data updated

14.4.2020

· Data updated

Change the name of the data set to reflect the updated content (Helsinki and Vantaa also included)

· Deleted the English and Swedish language versions of the data files and rather the translations of procurement unit names and categories are now provided in a separate file

18.6.2020

· Data updated

· Switched to using the Avoindata.fi API for file upload

Update frequency will from now on follow that of OpenProcurement.fi (i.e. on every Monday)