You are a user of Representa or not yet? Do you know about it, but don't you dare to start the project in your city council? If you want to get a clear idea of what it is and what it does Representa and how it is structured, we present you with this decalogue to understand this electronic power of attorney registration service.
1.- Collaborative registration
By virtue of article 6 of Law 39/2015, the General State Administration, the autonomous communities and local entities must have an electronic register of powers of attorney in order to articulate the capacity of a representant to act on behalf of an interessat. In this sense, from Catalonia, for reasons of efficiency, it has been decided to create an electronic register of collaborative powers of attorney.
El Representa is a common electronic register of powers of attorney that the AOC makes available to the Administration of the Generalitat of Catalonia, the local Entities of Catalonia and the public bodies and public law entities linked or dependent on the above.
This record is shared for all of them; that is, it is not an individual or independent record, which entails co-responsibility in the processing of personal data contained therein.
The fact that it is a shared and collaborative registry means that all user entities can register, at the request of citizens and/or companies, representageneral terms, to organization and to procedure. In the case of these last twoeres, not only to their own entity, but also to any other entity that uses the service and consults the same database. Thus, a citizen can create different representactions to an organization or procedures, applicable to different entities, without having to go to or access the e-headquarters of these other organizations, centralizing management from a single Citizen Service Office or from the same e-headquarters.
2.- Law 39/2015 and Royal Decree 203/2021
El Representa It has been created and has been incorporating functionalities to guarantee compliance with the provisions of articles 5 and 6 of Law 39/2015 and Royal Decree 203/2021. In this sense, the Electronic Registry of Authorizations of the Catalan Public Administrations allows:
- Register representatransactions between natural and/or legal persons with the data established by the regulations and according to the indicated typologies (general, to an organization and procedures).
- Check if there is one representation between two people to prove the representation in administrative practice.
- Download evidence from representation in case of consultation of representations between two people.
- Download simple notarial power of attorney notes from the General Council of Notaries.
- Download documentation attached to a representation when it accredits the same.
- Extend representaexisting ones.
Appearing in its roadmap, functionalities provided for in the regulations such as the integration and consultation of other power of attorney registers such as the Mercantile Register or the Property Register.
3.- Representaadapted to administrative practice: the capacities
The service allows the creation of three types of representations:
- General: allowing a representant act on behalf of his representat in any entity and for any procedure
- Organism: allowing a representant act on behalf of his representat in a specific entity and for any procedure
- Formalities: allowing a representanot act on behalf of a representant in a specific procedure defined in the authorization
Additionally, to the existence of these three typologies, the possibility of modulating these typologies has been added by adding the capabilities of this representation in administrative practice. In this way, it is possible to add to a representation the attribute of the capacity:
- Consult: access the content of the information on the administrative procedures.
- Process: perform procedures on behalf of another person.
- Receive notifications: access the content of the notifications intended for the proxy in the context of administrative procedures.
In this way, it is possible to grant the representations with full capacities (All capacities) or with partial capacities, limiting the representant the representation.
4.- Operations adapted to citizens
The service Representa presents two environments, in addition to the possibility of integration via webservice:
- Public employee portal: through theEACAT for:
- Administrator representaactions on behalf of citizens (registrations, cancellations and acceptances).
- Enquire representations in an administrative procedure.
- Downloading consultation evidence from representations.
- Downloading documentation associated with a representation.
- Enough of representations.
- Citizenship portal: through a personalized url for each entity, for registration and management of the representations by citizens and companies. In relation to subjects obliged to interact electronically with the administration, they must use this channel.
In this sense, the operation of the Representa adapts to citizens, allowing them to manage their representaboth in a face-to-face environment, through the Citizen Service Offices, or in a virtual environment, through the portals Representa from the headquarters of the entities.
5.- Roadmap guided by service users: the legal-organizational group
The service has a roadmap guided by the users of the service, through the Legal-Organizational Group (hereinafter GJO) of RepresentaThe GJO is made up of around thirty public workers belonging to different local entities, the Generalitat de Catalunya, the Localret Consortium and the AOC Consortium who meet periodically to discuss the latest developments in the service and debate and decide on the proposals.eres functionalities.
They are the product of the work of this group:
6.- Support for the organizational challenge: the guide Representa
The service consists of a support guide intended to facilitate implementation and commissioning, within your organization, of the electronic register of powers of attorney, in compliance with the provisions of Law 39/2015, of October 1, on common administrative procedure of public administrations and Royal Decree 203/2021, of March 30, by which the regulation of action is approved and operation of the public sector by electronic means.
This guide makes a series of recommendations for each of the following actions:
- What is an electronic power of attorney record?
- Registration in the service.
- Parameterize Representa.
- Aspects related to files, procedures and forms.
- Integrations.
- Staff training.
- Regulation.
- Service operation.
- Dissemination.
It is drawn up based on practical experiences of various Catalan public administrations, within the framework of the Legal-Organizational Group of Representa and contains questions of a technical, organizational and procedural nature.
7.- Training for its use (video training + webinar)
The service consists of several training resources to help organizations implement and use the service. In this sense, on the campus.aoc.cat portal we can find:
- Webinar: Synchronous session lasting 4 hours on the functionalities and use of the service of the different roles available.
- Training video: Interactive and asynchronous training resource on the functionalities of the service.
- Presentation of the service: Explanatory document of the Representa
On the other hand, the entities also have two support portals, with a collection of FAQs on Representa:
- Public employee portal: to resolve doubts and common queries about the service.
- Citizen and business portal: to refer to the end users of the service about its operation.
8.- Integrated/integrable
The service is integrated with:
- Còpia: for the generation of authentic copies.
- Registry of the General Council of Notaries: for the download of simple copies of notarial powers from the csv.
And at the same time, it allows the integration of the same to other administrative processing services or file managers, allowing:
- creation of representations
- modification of representations
- consultation of representations
- download of evidence from representations
- download of documentation associated with a representation that demonstrates its validity
9.- Interoperable
According to article 6.2 of Law 39/2015, the general and particular electronic registers of authorizations belonging to each and every administration must be fully interoperable with each other, so that their interconnection, IT compatibility is guaranteed , as well as the telematic transmission of the requests, the writings and the communications incorporated therein.
El Representa was born with this intention from the beginning, which is why:
- The representaThese documents contain the minimum necessary data established by law.
- The typologies of representations conform to the options contemplated in the Law and administrative practice.
- It has a webservice for consultation of representations.
- It has a web service for downloading documentation attached to the representations.
- It is working to adapt the OER NTI (still in draft form and only for powers to act before any administration) in terms of metadata and formats to comply with its start-up provisions.
10.- Indicators
The service has a roadmap to offer a dashboard so that users can see the representations that have originated on your portal, those that have been validated there, etc.
For now, however, to know the representaInformation that has been requested from a specific entity, either from the public employee portal or from the citizen portal, can be consulted from two public information sources (given that no personal data is given, but only aggregated data):
- AOC web indicators: From this link you can view the activity of all AOC services, therefore, you can filter by a specific entity > service Representa > years that youeresand visualize the representations that have been created, and you can even filter months and states of the representations.
- Monthly report on AOC indicators: This report summarizes the activity of the AOC services, from another point of view and we find the information of the Representa, on p. 27. You can filter by years and months that interest me.eressin and for the specific entity and visualize the data of the representations for:
- Origin: citizenship portal or employee portal.
- Typology of representation: General, Organization or Procedures.
- Status: Vàlida, Cancelled, Pending validation, Pending acceptance, Expired, Denied, Revoked, Waived or Under review.
