A NNUAL ACTIVITY REPORT 2009 1 January – 31 December … › document › activities › cont ›...

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ANNUAL ACTIVITY REPORT 2009

1 January – 31 December 2009 Geda D(2010) 3192

DG ITEC

0. BUDGET SUMMARY

Code Appropriation type € or % Formula

2009 appropriations

A Initial appropriations 99 576 000.00

B Final appropriations 100 826 000.00

C Commitments 99 002 187.41

D Commitments as a % of final appropriations 98.2 D=C/B

E Payments 60 431 708.69

F Payments as a % of commitments 61.0 F=E/C

G Cancellations of appropriations 2009 1 823 812.59 G=B-C

H Cancellations as a % of final appropriations 1.8 H=G/B

Appropriations carried over (automatic and non-automatic) from 2009 to 2010

I Automatic carryovers from 2009 to 2010 38 570 478.72

J Automatic carryovers from 2009 to 2010 as a % of commitments 39.0 J=I/C

K Non-automatic carryovers from 2009 to 2010 0.00

L Non-automatic carryovers from 2009 to 2010 as a % of final appropriations 0 M=K/B

Appropriations carried over (automatic and non-automatic) from 2008 to 2009

M Automatic carryovers from 2008 to 2009 44 224 062.41

N Payments from appropriations automatically carried over from 2008 to 2009 43 237 157.67

O Payments from appropriations automatically carried over from 2008 to 2009 as a % of automatic carryovers 97.8 O=N/M

P Cancellations of appropriations automatically carried over from 2008 to 2009 986 904.74 P=M-N

Q Cancellations of appropriations automatically carried over from 2008 to 2009 as a % of automatic carryovers from 2008 to 2009 2.2 Q=P/M

R Non-automatic carryovers from 2008 to 2009 0.00

S Payments from appropriations not automatically carried over from 2008 to 2009 0.00

T Payments from appropriations not automatically carried over from 2008 to 2009 as a % of non-automatic carryovers from 2008 to 2009 - T=S/R

U Cancellations of appropriations not automatically carried over from 2008 to 2009 0.00

V Cancellations of appropriations not automatically carried over from 2008 to 2009 as a % of non-automatic carryovers from 2008 to 2009 - V=U/R

2009 assigned revenue

W Appropriations from 2009 assigned revenue 2 325 402.48

X Payments from 2009 assigned revenue appropriations 181 346.98

Y Payments from 2009 assigned revenue appropriations as a % of 2009 assigned revenue appropriations 7.8 Y=X/W

Z Assigned revenue appropriations carried over to 2010 3 432 255.46

AA Appropriations for ‘mopping-up’ transfer (‘ramassage’) 0.00

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1. OBJECTIVES

1.1. Directorate-General’s objectives

There are seven objectives:

1. To respond to the requirements of the new legislature (Members’ and assistants’

Statutes) and welcome newly-elected Members with appropriate, high-quality IT equipment;

2. To assist DG COMM with its task of providing information for citizens (the Europarl

website, printing information brochures);

3. To implement IT governance rules with the aim of steering Parliament towards an e-Parliament and Knowledge Management;

4. To recommend to the governance bodies et up by the Bureau that Parliament’s IT

strategy be pursued for 3 years (March 2009);

5. To intensify the security of information and communication technologies;

6. To intensify the EMAS procedure by greater use of video conferencing and the elaboration of a strategy for a paper-free Parliament;

7. To effectively manage human and budgetary resources.

1.2. Assessment of feasibility and likely risks

The computing centre was greatly in demand because of the European elections, and this revealed certain weaknesses which have since been repeated. An audit which was conducted on the computing centre in the summer highlighted the need to take urgent action. Initial corrective measures were taken in the computing centre, and the Secretary-General was informed of the urgency of the requisite measures, including a request to rent a computing centre external to the European Parliament in Brussels. The Bureau studied the request at its meeting on 19 October 2009 and followed the Secretary-General’s recommendation to move the Brussels computing centre away from Parliament’s premises. An invitation to tender is under way. A study on the structure of the new centre has also been launched. As a result of the audit on the security of computer rooms, which revealed some weaknesses, a classification of the computer rooms has begun. This will enable the action required, which comes under objective 5, to be identified. Finally, an audit of the e-mail system also resulted in corrective measures. The implementation of these will affect the execution of objectives 1, 2 and 6. Two important measures were introduced at the end of the year in connection with objective 6 on environmental standards: one was the provision of a laptop to each Member in place of their fixed computers in Strasbourg, and the other was the launch of the study on possible ways of reducing carbon emissions from IT throughout Parliament.

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2. ASSESSMENT OF RESULTS AND SHORTCOMINGS IDENTIFIED

2.1. Environment in the Directorate-General

The following has been achieved in 2009 so far:

At DG level:

- the heads of the two Directorates took up their posts on 1 July 2009, together with the Director-General and the central units;

- a selection procedure to fill 27 vacant posts was launched with the publication of a call for applications (3(a)/2009);

- preparation of and support for election night and organisation and support for welcoming new Members;

- the establishment of an IT governance system and development of a JTI strategy as requested by the budgetary authority (two reports were drawn up on this subject) and recommended by the internal auditor, and the organisation of two seminars;

- a study was carried out on the optimisation of Publishing posts enabling the key focus areas to be highlighted, with a view to modernising the services available and laying down guidelines for restructuring; the conclusions were presented at a seminar, to representatives of the DG and then to all staff;

- publication of an IT training plan for 2009;

- financial implementation of the new budget nomenclature for the DIT. This reflects the ‘Gartner’1classification by functional domain and type of expenditure of the JTIs, which will introduce, inter alia, greater clarity into investments and costs;

- editing of the reports requested by the budgetary authority;

- increasing appropriations in some sectors by means of P and C transfers at the end of the budget year.

In the IT Directorate (DIT)

1 January 2009 saw the launch of the new organisation of Directorate ‘A’ (DIT), the result of DG ITEC’s principles and guidelines: client strategy, procedure-orientation, identification of main information systems and lowering costs.

The work of Directorate A has been as follows:

- organisation of the 5 units into their new structures (relocation or breakup of services) and revised missions, and newly-appointed heads of services taking up their posts;

- partial restructuring has begun in the GITI Unit, which will be divided into two separate units: one for the computing centre and one for infrastructure management (the recruitment procedure for heads of unit is under way);

1 Gartner, world famous IT consultancy

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- a study on the organisation of services provided to clients and related procedures is being

prepared for DIT; - studying and selecting the winners of the 16 lots from call for tenders ITS08 (outside services

and technical consultancy), detailed work which is essential for DG ITEC’s activities for the next 4 years, which are planned to finish in October 2009;

- selecting new officials to enable us to fill 25 vacant posts and reinforce substantially the

operating framework of the Directorate. In the Publishing Directorate (EDIT):

During the period in question, the new EP Intranet went on line. This is a new internal communication instrument and has been warmly received by users, with a very high number of visits. It contains items of information published daily on parliamentary, administrative and practical subjects, in addition to the ‘fixed’ sections covering different aspects of the EP’s activities. During the same period, development projects for the EP Intranet were launched.

The services in EDIT, in particular the printing, distribution and Intranet services, have given their technical support to the activities concerned with welcoming new Members, in close cooperation with the relevant services from other DGs.

In order to be able to satisfy demand, the printing service has stepped up its diversification of products for the production of material in digital form: CD/DVDs, charging USB devices…

The conclusions of the study on ‘Optimisation of Publishing posts’ were presented to the Directorate at an internal seminar, at which the Directorate’s prospects for reorganisation were analysed. The contents of the study and the seminar were presented to the Secretary-General, whose approval was forthcoming. Accordingly, the last quarter of the year was devoted almost exclusively to implementing the restructuring so that it would be operation on 1 January 2010. This resulted in the following:

- the creation of a customer service office and a project office and establishing operating procedures (catalogue, plans, etc.);

- restructuring of the current OJ Unit, including an enhanced partnership agreement concluded with the Publications Office;

- restructuring of the financial management system of EDIT;

- the start of a period of reflection aimed at redefining the activities and responsibilities of the printing and distribution services in the context of increased specialisation.

This has resulted in a large number of staff movements within both the Directorate and the DG in highly specialised areas (finance, IT, legal assistance…) and in shortage areas, thereby facilitating improvements to services provided for Members and the administration (customer service and project office).

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2.2. Human resources DG ITEC

SITUATION AT: 31/12/2009

Posts in establishment plan 01/01/2008


Staff complement

Temporary staff Vacant posts TOTAL

AD 63 67 56 6 4 662 AST 362 356 325 16 17 3583 TOTAL 425 423 381 22 21 424

DG (Central Secretariat, General Coordination Unit, Central Finances Unit) SITUATION AT: 31/12/2009



Staff complement


AD 1 8 9 0 0 94 AST 21 21 1 2 245 TOTAL 1 29 30 1 2 33

Directorate D (DIT) SITUATION AT: 31/12/2009



Staff complement


AD 51 49 40 4 3 476 AST 159 159 139 11 14 1647 TOTAL 210 208 179 16 17 212

Directorate B (EDIT) SITUATION AT: 31/12/2009



Staff complement


AD 11 10 7 2 1 10 AST 203 175 165 4 1 1708 TOTAL 214 185 172 6 2 180

2 1 fewer AD: loan of No 11887 (Office of the Secretary-General) 3 4 extra ASTs: No 2267 + 3 NPs 2009 released from the reserve (No 106, No 116, No 2137). 2 fewer ASTs

redeployed by DG PERS: No 2138, No 2287, to other DGs. 4 1 extra AD: No 76 5 3 extra ASTs: No 3065, No 10398 (internal redeployment within DG), No 2267 (return from loan to DG

PERS). 6 2 fewer ADs: No 76 + 11887 (Office of the Secretary-General) 7 5 extra ASTs: No 1742, No 11773 (internal redeployment within DG) + 3 NPs 2009 released from the

reserve (No 106, No 116, No 2137). 1 fewer AST: No 3065 8 5 fewer ASTs: 3 ASTs redeployed within DG ITEC (No 1742, No 10398, No 11773). 2 ASTs redeployed

by DG PERS (No 2138, No 2287).

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3 a 3 B Contract staff Situation

as of 31/12/2009 GF I GF II GF III GF IV TOTAL

Central Secretariat, General Coordination

Unit, Central Finances Unit

- 3 1 - 4

DIT - 4 0 0 4

Publishing Directorate 20 1 4 2 27

SUBTOTAL 20 8 5 2 35

TOTAL 20 15 35

2.3. Budget outturn 2009

2.3.1. Final and initial appropriations

The Publications Office (PO) is taking over responsibility for preparing the OJ manuscripts for the PV and texts adopted but, as this is proving too complicated to be ready for 2009, the additional EUR 600 000 granted to DG ITEC for this purpose at the first reading of the 2009 budget was made available to the other DGs on 31 August 2009.

However, two transfer requests were submitted in September and approved in December:

1) a request for a P transfer of EUR 780 000 from item 3240 (Official Journal) to item 3241

(Digital and traditional publications) to consolidate and develop the Intranet, one of the priorities of the Secretary-General’s Administrative Working Programme.

2) a request for a C transfer of EUR 1 850 000 to reinforce item 2102 (External assistance in

ICT) from the reserve (including EUR 250 000 from the EMAS reserve) to finance: - redesign and consolidation of the email system, following the audit carried out on the

performance of the system; - implementation of the recent conclusions of the audit on the operation of the computer centre; - an EMAS study of ICTs (to be financed from the EMAS reserve); - a study of the possibility of extending WIFI coverage in the areas of meeting rooms and

MEPs’ offices in Brussels.

2.3.2. Final and committed appropriations

The rate of commitment of appropriations as a proportion of current appropriations is over 98%.

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Cancellations of current appropriations as a proportion of items (area of DG ITEC) were as follows: 2100 (ICT equipment) €90 358 (0.21%) 2102 (External ICT assistance) €261 804 (0.65%) 2140-01 (Technical installations – Publishing) €241 195 (12.78%) 2300 (Consumables and paper) €3 916 (1.62%) 2360 (Distribution costs) €35 197 (25.23%) 2350 (Telecommunication costs) €1 063 306 (16.13%) 3240 (Official Journal) €904 (0.01%) 3241-01 (Digital and traditional publications) €130 748 (5.27%) Most other sub-items have a commitment rate of more than 99% or an uncommitted balance of less than €10 000. The sub-items above which had an uncommitted balance of more than €10 000 were subject to cancellations of appropriations for the following important reasons: 2102 (external assistance: €261 804): late availability of the new ITS08 service contracts and improved efficiency as a result of the InfoCentre merging with the ITEC Service Desk. 2140-01 (technical equipment and installations – Publishing: €241 195 cancelled): decrease in the production (39% as compared with the forecast from 2007) and price (49%, as a result of a new call for tenders) of black-and-white. 2350-01, -02 and -03 (telephone charges: €987 213 overall, cancelled): a provisional budget was set up for year n-1, whilst the contracts (VOICE) were renewed in year n; the decrease in use by MEPs and assistants can be ascribed to the elections and the transfer of telephone communications to email and the Internet. 2350-04 (electronic data transmission charges: €76 093 cancelled): subscription to and rental of networks are linked to the dates when these actually enter into operation, and these are different from what was planned in the commitment. 2360-05 (distribution in Luxembourg: €31 281 cancelled): decrease in distribution costs and election year. 3241-01 (digital and traditional publications): €130 748 cancelled): partial prefinancing of Fact Sheets in 2008; these were, initially, to be completely financed by the 2009 budget.

2.3.3. Appropriations committed and payments made

The payment rate for current committed appropriations in 2009 is 61%, significantly more than the 54% in 2008, hence a lower carryover rate of committed appropriations to the next financial year (39% from 2009 to 2010 as compared with 46% from 2008 to 2009).

2.3.4. Use of appropriations carried over from 2008 to 2009

The overall payment rate for appropriations carried over is nearly 98%. Most sub-items also have a payment rate of more than 98% or an unpaid balance of less than €10 000.

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Cancellations of appropriations carried over as a proportion of items (area of DG ITEC) were as follows: 2100 (ICT equipment) € 212 728 (0.93%) 2102 (External ICT assistance) € 394 422 (2.44%) 2140 (Technical installations – Publishing) € 9 523 (1.08%) 2300 (Consumables and paper) € 9 891 (13.07%) 2360 (Distribution costs) € 5 925 (29.63%) 2350 (Telecommunication costs) € 305 785 (21.63%) 3240 (Official Journal) € 11 922 (0.97%) 3241-01 (Digital and traditional publications) € 36 709 (2.15%) The sub-items above which had an unpaid balance of more than €10 000 were subject to cancellations of appropriations for the following important reasons: Item 2102

2102-01 (in 2008, external assistance for the central infrastructures of ICT: €65 377 cancelled): late replacement of an external contractor who resigned.

2102-03 (in 2008, external assistance for the development of applications: €147 485 cancelled): overestimation, by 4%, of the cost of implementing the Knowledge Management investment programme and partial implementation of some fixed-term ‘time and means’ contracts (new Members’ and assistants’ Statutes). 2102-04 (external assistance for user support: €143 393 cancelled): overestimation of user needs (precautionary principle) and non-payment of a supplier for a service not completed. Item 2350 2350-01, -02 and -03 (telephone charges: €180 426 overall, cancelled): no way of determining exactly the commitments covering telephone use in the last quarter; contingency reserve set up for payment of late bills. 2350-04 (electronic data transmission charges: €125 358 cancelled): (see para. 2.3.2, item 2350-04).

2.3.5. Use of appropriations arising from assigned revenue9

Assigned revenue cannot be forecast exactly; it is of a fairly uncertain nature, originating mainly from the regularisation of all-in charges, purchases and services in accordance with the requirements and to the benefit of the Ombudsman and the EDPS, fines paid by suppliers and charges on publishing products sold.

9 Assigned revenue is ‘appropriations for specific expenditure’ in FINICS / appropriations from assigned

revenue recovered in 2009 and carried over from 2008 to 2009.

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2.4. Performance indicators

Measurable objectives and performance indicators in:

2008 at 31.12.08

2009 at 31.12.09

Remarks / Comments

1. DIRECTORATE FOR INFORMATION TECHNOLOGY (DIT) 1.1. GITI UNIT - INFRASTRUCTURE AND IT MANAGEMENT Ensuring nominal operation of centralised IT infrastructures (Computer Centre) Virtual computing power (in EICI reference units, based on number of servers divided into 3 power groups) [Sub-item 2100-01]

6 707 22 460 + 235%: Partial deployment of new global infrastructure, move to three sites.

Storage volume (in gigabytes) [2100-01]

584 000 1 803 021 + 209 % : New backup system on disk, extension of main storage bays and email, new storage bay in TOB (3 sites) extension of NAS VOD/COD

Number of applications in production [2100-01, 2102-01]

305 354 + 16% : steady increase

Number of requests dealt with [2100-01, 2102-01]

2 199 2 704 +23% : sharp increase linked to developments (large number of launches)

Ensuring nominal operation of telecommunications infrastructures Number of cabled sockets managed [2100-01]

126 492 128 632 + 2% : entry into service of Pres West

Total network bandwidth (external + inter-sites) in Mbit/s [2100-02]

36 912 78 391 + 112% : move to 10 Gbit/s on LUX-STR; entry into service of Windhof DataCenter STesta upgrade

Total phone traffic (in hours ) [2350-01, -02, -03]

930 521 805 023 - 13% : linked to a period when MEPs were not present because of the elections

Number of requests dealt with (all technologies) [2102-01]

22 885 30 268 + 32% : very marked increase because of elections (MEPs being accommodated in Bru/Str) and moves of PRES and KAD buildings and political groups

Ensuring nominal operation of office automation infrastructures Number of repair operations carried out on equipment pool [2100-03]

n/a 5 998 New indicator after reorganisation of DIT

Number of items involved in logistical operations (e.g. moving) [2102-01]

n/a 80 197 New indicator after reorganisation of DIT

1.2. SUTI UNIT - IT USER SUPPORT [sub-item 2102-04] Customer relations management: provide technical and logistical support to IT users and to LSAs of DGs and political groups Number of items dealt with by ITEC Service Desk

29 544 34 613 +17% (including calls to Application Service Desk, previously in SIP and SIA Units)

Number of calls handled by switchboard

456 520 437 697 - 4%

Number of SUTEL actions (assistance + operations + moving)

17 934 19 885 + 11%

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Number of calls to LSU MEP dealt with

28 070 46 100 + 64% : new parliamentary term, SPOC (single point of contact) television/fax, Assistants’ Statute

Number of calls to LSU MUST dealt with

12 180 11 289 - 7%

1.3. SAI UNIT – ADMINISTRATIVE INFORMATION SYSTEMS [sub-item 2102-03] Ensuring improved maintenance and proper functioning of applications Number of applications maintained and supported

122 130 + 7% : addition of new applications

Number of modification requests dealt with

5 395 5 265 -2%

Implementation of projects planned for the year Number of projects implemented (launched)

195 166 - 15% in line with the policy of release management

Total value of contracts prepared (in € 000)

6 009 4 668 - 29%

Number of specific and additional contracts

n/a 44 new indicator

1.4. SIP UNIT – PARLIAMENTARY INFORMATION SYSTEMS [sub-item 2102-02] Ensuring improved maintenance and proper functioning of applications Number of applications maintained and supported

124 96 -22,5% All business object applications have for simplification been combined into one application.

Number of modification requests dealt with

9 502 10 300 + 8% the increase in demand is due to the entry in production of TFlow to 1.500 users in DG TRAD

Implementation of projects planned for the year Number of projects implemented (launched)

450 417 - 7% This reflects the policy of encouraging less frequent changes to production applications.

Total value of contracts prepared (in € 000)

15 031 13 081 - 13%

Number of specific and additional contracts

n.d. 218 new indicator

1.5. ISMS UNIT – ENGINEERING, IT SECURITY, METHODS AND SOLUTIONS Providing assistance and product integration and ensuring products’ conformity with Parliament’s norms and methods Number of products and solutions evaluated [2100-05, 2102-06]]

435 328

- 25%

Number of products and solutions integrated [2100-05, 2102-06]

250 265

+ 6%

Number of adaptations to existing solutions or products [2102-06]

1 296 862

- 33%

Number of modelised processes and registered applications [2102-06]

1 129 1 400 + 24%

Ensuring the protection and security of the IT system Number of patches tested and integrated into the network, servers, systems and workstations

899 1 886 + 109%

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[2102-06] Number of scans of servers and other equipment [2102-06]

29 534 37 465

+ 27%

Number of elements monitored [2102-06]

18 146 18 950 + 4%

Number of vulnerable points examined and dealt with [2102-06]

959 1 808 + 88%

2. DIRECTORATE FOR PUBLISHING AND DISTRIBUTION 2.1. Distribution UNIT [sub-items 2360-05, 2140-01, 2300-01] Supplying documents on time (99% compliance rate) Number of documents received 16 840 000 19 053 500 + 13%: arrival of new MEPs +

documentation about the Lisbon Treaty

Number of dispatches made 13 460 000 14 388 200 + 7%: Ditto Number of clients received at the counter

31 730 33 720 + 6%: new MEPs registering

Number of electronic dossiers prepared

14 327 8 753 - 38%: June, July, August: no meetings (elections)

2.2. INTRANET SERVICES UNIT [sub-item 3241-01] Restructuring the Intranet site and assisting the DGs and services in the design and maintenance of their internal websites Number of Intranet pages visited

88 253 119 n/a After the new Intranet came on line, this indicator is replaced by the 2 indicators below.

Number of individual users n/a 26 035 New indicator added since the 3rd RPA (Oct. 2009) after the new Intranet came on line

Number of users n/a 128 417 New indicator added since the 3rd RPA (Oct. 2009) after the new Intranet came on line

Number of different documents dealt with (OJ - feuilles de route)

6 687 2 843 - 57%

Number of pages uploaded (WCMS2 - Intranet - factsheets)

22 863 n/a This indicator is no longer needed since the EP Intranet came on line.

Number of graphic web pages handled (all actions)

11 608 11 054 - 5%

Number of CRE pages formatted 12 333 13 518 + 10% Number of Web pages composed/revised (Intranet)

4 544 4 260 (Estimate)

Number of emails received by the Webmaster Inside and Intranet sites

n/a 4 328 New indicator added w.e.f. 1 March 2009

Number of communications sent on behalf of the DG to staff and EP

n/a 23 New indicator Communications sent in FR and EN

2.3. OJ UNIT [item 3240, sub-item 3241-01] Ensuring, with the aid of the Publications Office, the publication in all official languages and in the different OJs of the EP’s legislative and parliamentary documents Number of pages handled in SGML/XML

859 188 610 568 - 29%: election year: less legislative activity and fewer part-session days

Number of pages re-read (not OJ) 6 129 13 577 + 221%: proofreading of fact sheets…

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Number of pages published in the OJ

223 908 157 672 - 30%: election year: less legislative activity and fewer part-session days

2.4. PRINT SHOP UNIT [sub-items 2140-01, 2300-01, -02, 3241-01] Printing the EP’s legislative documents and documents for the political groups, MEPs and the DGs, ensuring high quality and compliance with deadlines and constraints both economic (cost reduction) and environmental (EMAS) Number of pages (surfaces) – A4 products (all types):

156 595 505 163 346 715 + 4% (arrival of MEPs)

(a) Number of pages B & W 106 562 028 94 633 587 - 11%: EMAS (b) Number of pages A4 colour 5 650 435 9 841 760 + 74%: trend + election year (c) Offset 27 431 737 29 346 088 + 7 % Number of different files handled (duplication)

152 699 118 320 - 23 %: EMAS + election year

Number of documents (duplication)

4 186 925 3 108 601 - 26%: EMAS + election year

Number of value-added documents

n.a. 4 988 544 New indicator

Number of files handled - computer graphics

3 476 2 524 -27%: trend + election year

3. CG UNIT – GENERAL COORDINATION Managing the DG’s human resources Number of job change procedures (all types)

100 186 + 86%

Administering and monitoring budget allocations Consumption of mission expenses allocation

91.6% 85.1% -7%: election year (1 fewer Strasbourg part-session, i.e. 5% of the allocation)

Number of requests for internal professional training

n/a 773 New indicator

Number of requests for external professional training

n/a 52 New indicator

Checking of financial dossiers (ex ante functions) Number of financial dossiers checked (of which expenditure commitments estimated)

5 609 (214) 5 139 (172) - 8%

Number of procurement dossiers checked

n/a 34 including the 16 ITS08 lots

4. FC UNIT – CENTRAL FINANCES Initiating financial actions - DIT Number of financial dossiers checked (of which expenditure commitments estimated)

5 550 (214) 5 123 (169) - 8%

Payment of invoices - DIT Number of invoices and credit notes paid

3 596 3 353 - 7%

Percentage of invoices paid on time

91.8% 95.3% + 4%

n/a = not available

2.5. Results achieved

The objectives listed in paragraph 1.1 were achieved, as follows: Objective 1: achieved

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Objective 2: achieved Objective 3: achieved Objective 4: achieved Objective 5: partly achieved (Cf. point 1.2 and conclusions to DIT chapter) Objective 6: ongoing, mid-term objective Objective 7: achieved and constant in the medium term ICT (Information Communication Technology) governance Field Project / Activity Results Completion ICT strategy

Study 2009-2011 and beyond

Achieved and presented to Resource Management Team

Completed

Steering Committee for ICT Innovation

Composition at the initiative of the Secretary-General Secretariat provided by ITEC

Completed

Governance bodies

Committee for ICT Innovation Strategy

Composition at the initiative of the Bureau

Completed

Portfolio of DIT projects and activities

Management tool

Implemented and continuously updated (rather than annually), including the introduction of new projects and combining these in programmes. Risk monitoring. Addition of budget tracking.

Completed

Customer relations

DIT partnerships / clients

Models of agreements set up for implementation of applications, maintenance and studies.

Completed

COBIT

Assessment of DIT alignment

Compilation of information. Results forwarded to Secretary-General (discharge) and Internal Auditor.

Completed

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Human resources

Field Project / Activity Results Completion Human resources – recruitment

Publication of special summary containing 27 vacant posts in DIT

Preparation of procedures, monitoring of interviews and closure of procedures followed in recruiting 23 officials

Completed

Award of contracts for multi-domain and multispecialist ICT services Field Project / Activity Results Completion Provision of ICT (Information Communication Technology) services

ITS08 assessment: Inter-DG and interinstitutional call for tenders organised by DG ITEC-DIT for the 2010-2013 period

Dimensions: Total amount: €300 million. 8 institutions taking part. 16 lots corresponding with ICT fields. 56 ICT specialists. Results: 41 tenderers. 68 tenders received. Vote by 85 officials. 34 multiannual contracts awarded.

Signature of the 34 framework contracts end of October and November 2009 + launch seminar with all service providers 1 December 2009.

Computer centre Field Project / Activity Results Completion

Conducted by an external company.

Completed

Audit

The financial impact of the recommendations was assessed and taken into account (see Section 2.2.1 above).

Completed and followed by a Bureau decision on 19/10/2009

Existing computer centres

Classification of machine rooms

Description of security policy for ‘computer rooms’.

In progress

Conducted by an external company. Completed The financial impact of the recommendations was assessed and taken into account (see Section 2.2.1 above).

In progress Email

Audit

Implementation of recommendations has been undertaken

In progress

Production infrastructures LUX

Renewal

Virtual servers, backup, storage: deployment almost complete in TOB-3 Data Centre and the external room in Windhof/LUX.

In progress

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Review of the whole production IT architecture, connected to the non-availability of building resources (area, energy, air conditioning) on the Brussels site.

In progress

Deployment of some applications (T-FLOW, REFIN) on these new infrastructures.

Completed

Production infrastructures BRU

Renewal

Migration plan drawn up; start of migration.

Completed

Email

Creation of a specific email domain in order to identify external users and addition of a disclaimer aimed specifically at them.

Technical refurbishment of email platforms carried out following the Secretary-General’s decision (legal content of disclaimer).

Completed

Telecommunication networks Field Project / Activity Results Completion EPINET HD network (10 Gb/s)

Integration of computer centre

Carried out in transparent manner. Completed without interruption to service

Call for tenders for carrier service

Assessment of results under way. In progress

Interinstitutional network (TESTA)

EP liaison Large-scale development of safety components

Completed

Connection infrastructure, information office network

Migration Migration has continued. 8 information offices currently have a secure redundant connection via 2 technologies and 2 completely independent networks (VPN / Internet and MPLS / ENS). [2]. [5].

National AO for SDSL access under way

Access architecture Improvement as a result of incidents concerning availability (making the reverse proxy function secure).

Completed

EPNet access portal Tests, validation and implementation of large-scale development.

Completed

Internet

Name and domain name management

IPEX.EU technical domain management resumed.

Completed

Migration from mono site to multi-site architecture

Completed ToIP (telephony over Internet Protocol)

Pilot project

Migration from mono site to multi-site architecture

Completed

Teledistribution

‘Cardboard’ advertising

New advertising being produced. Completed

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Architecture altered to add recording function enabling video-on-demand (VoD) service to be provided. Multilingual video and audio content accessible via Internet.

Completed Video-on-Demand [2]

Increase to 13 of number of committee meetings or simultaneous events which can be covered.

Completed

Streaming on Internet

Live Streaming Implementation of a development improving the fluidity of Windows Media flow.

Completed

Development of design to improve convergence should incidents occur

Implementation of the first phase of the structure enabling an IP level 3 topology in each of the EP’s sites.

Completed

Moves undertaken by Brussels security control centre

Validation and testing of new systems with DG Pres. Implementation of highly redundant network infrastructure for new control centre. Support for migration of DG Pres systems.

Completed

LAN infrastructures

Laptops Meps (Network)

Validation and deployment (pilot) of security solution for LAN network connection.

Completed

Ad hoc infrastructures

Access to the different networks (LAN, Internet)

Temporary deployment in response to the requirements of election night

Completed

Internal WIFI network

Study of internal coverage of offices and meeting rooms (Bureau decision – transfer C22)

Study launched / technical measures for on-site coverage under way

In progress

Equipment for individual and group users Field Project / Activity Results Completion Arrival of MEPs

Installation of MEPs in BRU and STR [1]

Configuration and personalisation of equipment (PC with webcam, telephones, fax, network access, TV) for MEPs and assistants for the start of the new legislative term

Completed

Renewal of computer stock

In accordance with the policy of modernising the stock of computers: 2 184 PCs replaced

Completed PC

Central management system

Pilot deployment project Completed

PC Standard Configuration

Development and maintenance

Implementation of new Master Completed

Open Source Linux Desktop Pilot

Pilot project to evaluate a standard configuration based on Linux.

Completed

Installation of test environment. Completed NOS Migration towards ‘Active Directory’ 2008

Description of migration procedures. In progress.

17

Award policy Being finalised. Completed Synchronisation of PDAs [1]

Technology has been defined and is being implemented.

Enterprise synchronisation solution

Selection and evaluation of solution. In progress

New smartphone models

Integration and testing of new models. Completed

Integration of new models in the Master

Updating of configuration parameters to support new models.

Completed

Laptops, PDAs and mobile Phones

MEP Laptops: Multiboot (Conversion)

Determining a solution for making secure and installing a number of operating systems.

Completed

Deployment 37 new sets Launch of an IP (Internet Protocol)-based videoconferencing solution via PC for an internal videoconferencing service for MEPs. Preliminary study on choice of software.

Study completed.

Videoconferencing Videoconferencing

via PC [6]

Testing of security links enabling use and integration into the EP network.

Completed

MEPs’ TVs Modernisation BRU and STR: installation of new LCD TVs / EMAS programme

Completed

Purchases and deliveries

Laptops, printer / scanner / fax machines (multifunctional devices), PC screens, LCD TVs in STR

Laptops were delivered to MEPs. Preparations for the purchase of printer/scanner/fax machines (multifunctional devices) for MEPs and of new PC screens in STR are in progress.

Completed On going process

Logistics

Moves All moves (MEPs, Groups, occupation of PRES and reinstallation of services in KAD following the ‘inconvenience’ increased by 50% during the period in question.

Completed

EMAS/IT equipment

EMAS: study on reducing carbon emissions – identification of parts of the IT domain concerned – proposals for action

Study launched In progress

User assistance / helpdesks Field Project / Activity Results Completion

Optional data storage solutions provided for users (removable hard disks and USB sticks).

Completed MEPs’ equipment

Storage solutions

Individual storage space on LSU MEP file servers was increased from 500 megabytes to 2 gigabytes.

Completed

18

Field Project / Activity Results Completion Telecom support First-level telephony, fax, TV and

videoconferencing support was integrated into IT support (LSU Meps)

Completed Assistance to Members

Arrival of new Members [1]

The arrival of the Members and assistants for the new parliamentary term meant there was a sharp increase in the technical support burden.

Completed Ongoing process

3 helpdesks (application helpdesk, InfoCentre and primary support from LSU [Local Support Unit] EXPO) were merged in the new ITEC Service Desk, which entailed a redefinition of procedures and implementation of common working arrangements.

Fait. User assistance helpdesks

Rationalisation of helpdesks

Increased productivity enabled renewed use of ELVIS (Electronic Voting Information System) support and absorption of a significant increase in the management of WiFi accounts without increasing resources (large increase in the number of calls and reduction in the cost of handling calls compared with the same period in 2008).

Completed

User assistance helpdesks

Accompanying trainees with disabilities

Paid for by the Committee for Equal Opportunities (Equality and Diversity Award).

Completed

System administration

MAC configuration Definition and initial installation of standard MAC configuration for webdesigners, designers and the printing service

Completed

Calls from users of EDIT Directorate began arriving at 87111 (MUST) on 01/08.

Completed User assistance

Integration of EDIT Helpdesk into LSU MUST Change in working methods for ex-LSU EDIT

team. In progress

Parliamentary applications Field Project / Activity Results Completion Legislative e-Parliament Completion of preparation phase of e-

Parliament programme [3]. Completed

Strategic study for the implementation of knowledge management carried out

Completed Legislative Knowledge Management

Strategic study for indexing documents with a thesaurus carried out

Completed

Pilot phase of AT4AM (authoring tool for amendments) project completed for DG IPOL and DG EXPO.

Implementation January 2010.

Legislative AT4AM

Preparation of a second pilot phase completed.

Completed

All ELVIS system applications used during part-sessions (list of speakers, management, production and distribution of voting lists, management of debates and question time) put into production.

Completed Legislative ELVIS

Pictures of ELVIS will be put on the ‘totem poles’ in the EP’s corridors [3]

Completed

19

Field Project / Activity Results Completion Legislative New documentary chain set up for DG

PRES to distribute Errata [3] Completed

Legislative Tflow DG TRAD’s Tflow application introduced in all language units.

Completed

The GEDA mail management application was installed at the European Data Protection Supervisor (EDPS).

Completed Legislative GEDA

Security audit for the application carried out.

Completed

Legislative epGreffe The epGreffe application for DG PRES went into production.

Completed

Communication IPEX The IPEX system was equipped with automatic loading (XML format) for data from national parliaments. The Finnish Parliament is the first to use it.

Completed

Communication Elections The ‘Election’ application was delivered to DG COMM and used before and during the 2009 elections. Archiving of the data from the 6th parliamentary term [2]

Completed

Communication Visep The Visep (managing visits to Parliament) application was delivered to DG COMM for final testing.

Implementation November 2009.

Communication Commissioner hearings

Setting up a website for the hearings with direct streaming

Completed

Communication ITECNET Creation of an Intranet portal for DG ITEC

Completed

Administrative applications Field Project / Activity Results Completion

Finord-WebVisa Implementation of invoice management Completed Finord-INVI Implementation of passerelle eliminating

double data entry. Completed

Accruals Accounting Analysis and data restructuring. Completed

Financial

Web Contracts Award Register, Direct Order Form, document management, workflow.

Deployed in production, roll-out to first users Q1 2010.

PAM [1] New Statute of Members implemented within the deadlines (pensions, insurance, travel, salary, sickness, indemnities, budget, document management)

Completed Members

ASP [1] New Statute of Assistants implemented within the deadlines (recruitment, missions, pay, budget)

Completed

Meetings & Interp.

Pericles-TECH Assignment and scheduling of conference technicians

Completed

Logistics GPI-Espaces Reporting and key management modules Completed CONEX Management of external contractors Completed Personnel MISS Intégration Bureau de Voyages, bureau des

missions Completed

ITS-08 Development of evaluation procedures and evaluation of 2 lots.

Completed Management Tools and Methods Clarity Implementation of Demand Management

tools (Annual IT Plan process) Completed

20

Field Project / Activity Results Completion Contract Management

Creation of a Contract Management Office and tools for ITS-08

Operational for both Adminis-trative & Legis-lative Systems (SIA & SIP)

ICT methodologies and solutions Field Project / Activity Results Completion

Project and structure validation by CODIT, then start of implementation of organisational structure

Completed

Qualification, validation and deployment in Lab of Enterprise Bus (ESB Mule)

Completed

SOA (Service Oriented Architecture)

SOA4EP

Extension of service directory Completed CMS (Content Management System)

CMS Technology Selection and Deployment

Selection, deployment and validation in Lab of three CMS candidates. Enables SIP and EICI validation

Completed

UML (Unified Modelling Language) modelling

Replacement of UML modelling tool

Technological qualification, acquisition and deployment of Modelio modeller in development environment.

Completed

SSO (Single Sign-On) security

SSO4EP Implementation of Lightweight SSO solution

Completed

Applications security

Transparent login Implementation of supplementary authentication solution

Completed

WKFLW

Study and selection of an automation and document and / or process management solution

In progress Enterprise Workflow Engine / System (e-Parliament)

BONITA Search for, and study and qualification of, a Workflow solution launched for the LIS project

Completed

OSS (Open Source Software)

Support OSS Drawing up specifications to obtain Open Source support, mainly in the area of application servers

Completed

Implementation of the 1st phase of a programmed aimed at providing the DIT with a way of estimating the workload involved in implementing a project (WEM4EP)

Completed

Provision of an application in conformity with WEM4EP

In progress.

End of phase 1 of CM4EP (project contract management method)

Completed

COBIT TOMET4EP (Tools & Methods)

COBIT 4.1 upgrade of all methods (PMM Project Management Method, BPM Business Process Management and procedures)

Completed

Studies and analysis of solutions (METALEX) in the context of e-Parliament

In progress. Standardisation XML (Extended Mark-up Language) for text structuring Updating recommendations In progress.

Enterprise Architecture / e-Parliament

EPORGA Launch of a project to model the EP’s establishment plan for storage of models in a common reference framework

Completed

21

Field Project / Activity Results Completion Internet WIKI Made available (CONFLUENCE) Completed Equipment for meeting rooms

EQUISAL Finalisation of preliminary study in conformity with planning and method

Completed

IT security Field Project / Activity Results Completion Audit User environment of

the Offices of the President and the SG

Execution of an audit on the security of the working IT environment.

Completed

Vulnerability Assessment

Assessment of the security of the equipment.

Production of security reports. Completed

Anti-virus campaign

Protection of the EP’s systems.

Supervision of installation, updating of anti-virus system, handling of attacks. Migration to new version of EPO.

Completed

Security Policy Definition of information security policy.

Identification of how management of security policy is organised.

In progress.

Intranet

Field Project / Activity Results Completion Revamping the EP’s Intranet

First iteration went on line on 10 July 2009. 1st iteration completed

2nd iteration of Intranet

Delivery of system for testing on 30 September

March 2010 (provisional) – implementation together with DIT

Adaptation of Intranet structure for migration of content to the Jahia tool

4 500 links updated, 350 pages renamed, 800 paragraphs restructured, 550 documents renamed

Completed

Updating of fact sheets

2 250 fact sheets updated (EN, FR, DE) Completed in June 2009 (periodic work)

New Members’ and assistants’ Statutes

Put on line in July 2009 Completed

Revision of the DG PERS section

Hundreds of contacts updated In progress, periodic work

Site of the Conference of Committee Chairs

Revision of whole section in cooperation with DG IPOL

On line since 1 October 2009

Intranet

Multimedia on the intranet

Finalisation of specifications 1st half of 2010 (provisional) – implementation together with DIT

Newshound On-line ‘Newshound’ magazine

Put on line 10 July 2009 Completed

Intrabase

Upgrading the Intrabase solution in

In progress Early 2010

22

Field Project / Activity Results Completion accordance with the Jahia PE3.3 version

Intrabase: departmental sites

Upgrading all sites using previous versions of Intrabase

In progress Early 2010

Creation of a site for DG ITEC + recovery of whole project (technical / graphic / editorial) by the Unit

Put on line on 29 May 2009 (SIP and Intranet Services)

A 2nd iteration is planned for the 1st half of 2010 (only Intranet Services)

Site and newsletter for the new Secretary-General

Put on line on 3 April 2009 Site completed (periodic newsletter)

Sites of various DGs

Publicity campaign for the new Intranet

Printing and availability throughout the EP of leaflets/calendars, desk pads and posters

October-November 2009 Completed

Open Days 2009

Organisation of stand / activities of DG ITEC + creation / putting on line of interactive sites/quizzes for 4 other DGs (PRES, TRAD, EXPO, PERS)

2 000 visitors to the stand + several thousand visitors from the general public using the 65 web sites of the quizzes

May 2009 Completed

2009 elections Arrival of new Members [1]

Various activities (including the provision of a CD)

Completed

E-card Application for Members to be able to send e-cards

Number of emails sent: 830 to around 10 000 different addresses.

Completed Application remains available until the end of January)

Official Journal

Field Project / Activity Results Completion Production of OJ Appreciable reduction in number of pages

published as compared with previous year Upgrading of publication of texts adopted during 2010.

Eurlex publication Problems for OP service providers with new OJ contracts

Problems solved

Official Journal

Questions in writing + answers

Continuation of the production and publication system from the 6th parliamentary term

Production of 2 editions of OJ C each half-year

IPMS Development of some modules almost complete

Put into production in March 2009 without synchronisation with GEPRO+ early 2010

Projects

EUROVOC Analysis of indexing needs. PoC implemented with delivery of indexing files on 15 January 2010.

List of documents for call for tenders for OP finalised.

23

Contract notice published by OP.

CARVIS Corrective maintenance complete In place since 10/2009

XEPES Corrective maintenance of the QE+R production chain

In place since 07/2009

Distribution

Field Project / Activity Results Completion Fact sheets in 21 languages [2]

All Members received the document in their official language, as did citizens in the Information Offices.

Completed

1st session: welcome of and information for new Members [1]

Went smoothly Completed

Changing Members’ names

Completed on time Completed. Monitor for possible changes

Training for users High demand. Programme for new users

Completed.

Distribution

New way of transporting

Testing carried out Operational in October 2009

Printing service

Field Project / Activity Results Completion New equipment Production of CDs/DVDs and USB sticks

Implemented Continue launching new products

New printing equipment for colour and black-and-white production

In service, integrated. Results in accordance with expectations.

Continue modernisation (‘colour’ and ‘black-and-white’ plans)

New CTP equipment In place. Improved reliability and productivity.

Completed.

Automation of production of standard documents

A number of documents successfully produced (vade mecum). Very short deadlines. Reliability.

Continue automation with document models.

Modernisation Printing and finishing

Integration of offset in the workflow (Ryobi and CTP) in place

Continue with modernisation (automation / workflow)

Printing service

Modernisation of CARVIS

New version installed. Improved reliability and flexibility.

Completed (apart from maintenance). Next step: integrate into web2print

24

Modernisation: web2print [6] (integration and extension of CARVIS)

Contract signed. Project launched. 1st quarter 2010

Improvement of Members’ stationery

Use of higher-standard recycled paper Completed. Follow-up: assess other solutions

Installation of a new, high-quality printer

Provision of high-quality, accurate samples to clients: in place.

Continue improving the colour quality (aim at certification)

EMAS audit Positive assessment Fact sheets [1] Multimedia product: paper and CD-ROM.

Delivered within deadline.

Completed. Follow-up: improve production chain (recurring product → automation)

Welcome of and information for new Members

Went smoothly. High productivity.

Completed.

IPOL files Done. Completed.

3. EVALUATION AND EFFECTIVENESS OF INTERNAL CONTROLS – CF. ANNEX 7

3.1 Control environment The self-evaluation exercise shows that application of all the standards to be applied in accordance with PE 324.694/BUR/DEF is taking place: dissemination of the rules, mission statements, staff reporting, evaluation of the sensitivity of functions and defining delegations. In terms of staff training, provision is generally sufficient and planning takes place in a personalised way by means of staff reports. An overall training plan for the DG was set up for 2009 and will be implemented in 2010. 3.2. Performance and risk management Measures for implementing standards are broadly in place and are being applied: setting targets at the different levels of the organisation, yearly planning of work and resources (IT Plan, procurement programming), monitoring execution (including periodic and annual reports). In addition, risk management is an integral part of the methodology underlying the management of IT projects. Work must still be done in terms of determining performance measurement criteria which are both representative and applicable in practice. Finally, there are plans to put in place or reinforce business continuity measures for the computer centres. 3.3. Information and communication Measures for implementing standards are in place. A key part in this is played by DG ITEC’s Intranet site, systematic use of the GEDA mail management system and regular communications to staff.

25

Information on the practical repercussions of problems reported could be improved. 3.4. Control activities Implementation measures are in place and are operating normally in terms of financial issues: documentation of procedures (for example, check lists), segregation of duties, recording of exceptions (particularly in periodic reports) and continuity of operations (versatility of having several officials for the same function). An ex post function has also recently been put in place. 3.5. Audit and Evaluation Audit reports are followed up carefully, and there is an annual review of internal control. Indicating possible deficiencies in controls and proposals for rectification is standard practice but should be accompanied by more information presented in a more formal way.

4. CONCLUSIONS

The arrival of the Directors of DIT and EDIT in July 2009 was supervised by the two central Units of the DG and by the Director-General. The two Directorates are now operational in management terms. Concerning the DG The reorganisation of central financing, which began with the creation of the Directorate-General and the integration of the internal auditor’s recommendations and rationalisation of working methods with the help of ex ante auditing, highlights some very encouraging initial results: a reduction in the number of budget documents dealt with (-8%), a reduction in the volume of appropriations reported (39% from 2009 to 2010 as opposed to 46% the preceding year) and an increase in the number of invoices paid on time (95.3%, representing an increase of 4% over the previous year). In addition, there has been more support for subdelegated authorising officers, in particular in public procurement procedures, through the strengthening of the contract award team. In terms of staff policy, the filling of vacant posts largely improved, with a vacancy rate of 4.96% at the end of the year, which is in line with the usual turnover rate of the institutions, and the provision of training was broadened and diversified in order better to satisfy staff training needs. Concerning the DIT As was clear from 2008 the study on IT costs, only the implementation of professional IT management measures will enable the DIT’s resources to be managed effectively, within the meaning of the Financial Regulation, thereby improving utilisation of appropriations. Significant progress was made in this area by the implementation of governance, the launch of the ICT Strategy Plan and the IT training plan. The three-year plan to enhance human resources in the DIT also helps improve the management of IT projects and, as a result, the financial and internal resources available to the DIT. However, a lack of candidates for AD posts on EPSO lists was noted. In a recent cooperation, DG PERS, DG ITEC and EPSO plan to organise general and specific competitions which will better satisfy the requirements.

26

In operational terms, the following were the main events in 2009: – an allocation of IT equipment which was fully reviewed for Members on the basis of new rules adopted by the Bureau in the context of the implementation of the Members’ Statute; – an increase in capacity of the computing centre and its relocation outside Parliament (in two locations: Luxembourg and Brussels). This relocation to suitable premises will enable the problems encountered and identified by the summer 2009 audit to be solved. – a marked increase in the number of applications to be supported (+20% as compared with 2008), which will have a considerable impact on the cost of ‘business as usual’ the following year. Consideration must be given to this situation in 2010 if the possibilities for modernisation and investment which are necessary for Parliament’s smooth running are not to be reduced. In terms of IT security, the DIT took all measures necessary to guarantee reliable, global security of the European Parliament’s IT systems. This includes making secure the computing centres through externalisation. However, two problems remain: the lack of IT security specialists on EPSO lists, and the lack of governance aimed at guaranteeing coherence between the IT systems. Concerning EDIT The reorganisation project was finalised and put into effect in the last quarter of the year. Subsequent stages are planned to start in January 2010. Collaboration with DG PERS enabled individual interviews to be organised, enabling the identification of individuals who needed to be moved and of the services or functions they should be moved to, and the establishment of a training plan which is adapted and responsive to the requirements of the new structure. As a result of the reinforced communication policy which the Director-General requested in order to keep staff informed about the improvements and changes proposed by DG ITEC, 23 messages were sent in English and French. This procedure also enabled the establishment of a team with the task of providing information on measures taken by DG ITEC in collaboration with EMAS in order to improve compliance with environmental standards in the area of IT. At DG level: Strengths: highly involved staff during the early stages of the new parliamentary term and beyond; implementation of IT governance; IT strategy and application in terms of finalised programmes; finalised EDIT strategy; The two Directorates are operational in management terms. Weak points: unforeseen staff movements; late arrival of recruited individuals (6 to 12 months); ratio of officials to external staff completely inappropriate for the DIT in terms of control,

financial risk and knowledge.

27

5. DECLARATION BY THE DELEGATED AUTHORISING OFFICER

I, the undersigned Jean-Marc LAFOREST, Director-General for Innovation and Technological Support, in my capacity as authorising officer, hereby declare that the information contained in this report is true. I state that I have reasonable assurance to the effect that the resources allocated to the activities described in this report have been used for the intended purposes and in accordance with the principle of sound financial management, and that the monitoring procedures established provide the necessary guarantees regarding the legality and the regularity of the underlying operations. This reasonable assurance is based on my own judgement and on the information at my disposal, such as, for example, the results of self-assessment, ex-post controls and remarks by the Internal Audit Service, as well as information derived from the reports of the Court of Auditors on financial years preceding that in which this declaration is made. I also confirm that I am not aware of any fact not set down herein that could be prejudicial to the interests of the institution. Done at Strasbourg, 20 January 2010. Signature

Annexe 6.2 : Rapport sur le respect des délais de paiement [ME 106.6]

1. Tableau Récapitulatif

Factures payées en 20091 (montants en €)

Hors délai contractuel Endéans le délai

contractuel

Intérêts de retard à payer

d'office (>200€)

Intérêts de retard à payer à

la demande (<=200€)

Pas d'intérêts de retard à payer

Total

Nombre de factures 0 166 3737 3903

Montant total des factures (EUR) 0 1.089.703,25 100.891.978,60 101.981.681,85

Montant des intérêts de retard (EUR) 0 1.364,83 0 1.364,83

2. Commentaires

1. Il n'y a pas eu de facture dont le paiement tardif ait engendré le paiement d'office d'intérêt de retard (> 200 €). 2. Le nombre de factures dont le paiement a été tardif représente 4,3% du nombre total de factures (à comparer à 7,7% en 2008), soit 1,1% du montant total payé en 2009 (à comparer à 3,1% en 2008). Aucun de ces paiements tardifs n'a fait l'objet jusqu'à présent (mi-janvier 2010) de demande de paiement d'intérêt de retard de la part des créanciers. On peut donc considérer actuellement (mi-janvier 2010) qu'environ 85% de ces paiements tardifs ne feront certainement plus l'objet d'une telle demande, le délai de 60 jours après paiement donné au fournisseur pour ce faire étant épuisé.

1Factures enregistrées et payées via FINORD.

Annexe 6.3 - RAA 2009 - DG ITEC DIT - Résultats des contrôles des obligations contractuelles de longue durée envers les tiers Sur le tableau figurent les contrats-cadres et contrats directs gérés par la DIT, d'une durée de plus de 4 ans au 31.12.2009 (donc dont la date d'entrée en vigueur est antérieure au 01.01.2006), encore actifs en 2009 et encore en vigueur au 31.12.2009.

Dates du contrat Nom du contractant

Objet du contrat Montant du contrat Début Fin Reconduction

éventuelle

Résultat du réexamen des conditions contractuelles

T.I.P. Group S.A. Maintenance et service pour progiciel comptable "TIP-Intégral"

0,6 K€ en 2009

29.06.99 illimité: fin de vie du progiciel

Trimestrielle Voir note 2 ci-dessous.

Software AG Belgium

Contrat-cadre d'achat de licences de progiciels, maintenance et fourniture de support technique

158 K€en 2009

(maintenance et support)

20.11.03 Maintenance et support technique: fin de vie des progiciels

Oui: vie des progiciels

Voir note 1 ci-dessous.

ELTRONA Télédistribution KAD & SCH

1,1 k€en 2009

13.12.92 illimité Infrastructure à longue durée de vie

EMETHODUS Maintenance Rightfax 6 K€en 2009

18.11.03 illimité, tant que les systèmes sont opérationnels

Note 2 ci-dessous.

SOGETI Maintenance logiciel Newtest 2007

34 k€en 2009

19.11.04 31.12.09 Reconduction annuelle tacite

Note 2 ci-dessous.

JAHIA Solutions France

Licence Open Source Jahia

Nihil en 2009 07.09.04 illimité tant que le progiciel est utilisé

Pas de remplacement actuellement prévu de ce logiciel

UNISYS Belgium Maintenance serveurs 2004

300 k€en 2009

01.01.04 2011 Reconduction annuelle tacite

Note 1 ci-dessous.

SENSOTEC Maintenance du logiciel JAWS

1,4 K€en 2009

02.02.04 illimité jusqu'à obsolescence du logiciel

Reconduction annuelle

Note 2 ci-dessous. Transfert de la maintenance vers le contrat SACHA (PCWARE) en 2010



éventuelle


SYSTEMAT Luxembourg

Serveurs Windows - volet maintenance, upgrades et services associés (contrat PE/ISP-2003/001)

263 K€en 2009

18.12.03 18.12.12 Reconduction tacite annuelle

Note 1 ci-dessous. Remplacé en 2010 par un nouveau CC inter-institutionnel de la CE pour serveurs bureautiques et d'applications (APS II)

AMParis Fax Maintenance Paris

< 0,2 k€en 2009

15.10.03 illimité tant que les appareils sont opérationnels

Reconduction tacite annuelle

Prolongation des contrats de maintenance dans les grandes villes où les coûts d'une intervention sans contrat de maintenance sont élevés.

BT Limited - Belgique

DI/4630 Réseau WAN 914 k€en 2009

24.09.04 23.09.12 Après 24.09.08: 2 reconductions de 2 ans par avenant

Contrat interinstitutionnel dirigé par la CE

Resource Telecom Ltd

Fax maintenance Edinburgh

1,7 k€en 2009


Ce contrat de maintenance ne concerne pas les fax, mais la totalité du système de téléphonie du bureau d'information d'Edinburgh. La prolongation est prévue afin d'assurer la continuité de service en matière de téléphonie.

HEWLETT-PACKARD Belgium

Serveurs UNIX - partie maintenance

158 k€en 2009


Note 1 ci-dessous.

TRASYS/ INTRASOFT/ IRIS/CRI

ITS08 - Lot 1.1 CC d'assistance externe Etudes

969 k€en 2009

07.07.03 06.07.10 N/A Remplacé par ITS08



éventuelle


SOGETI ITS03bis - Lot 2.1 CC d'assistance externe Petites applications

3.923 k€en 2009



ITS03bis - Lot 3.1 CC d'assistance externe Applications ORACLE

2.723 k€en 2009


UNILOG ITS03bis - Lot 3.3 CC d'assistance externe Applications ORACLE

478 k€en 2009


LOGICA ITS03bis - Lot 4.1 CC d'assistance externe Applications ADABAS

915 k€en 2009



ITS03bis - Lot 5.1 CC d'assistance externe New Technology Applications

7.052 k€en 2009


CRONOS / SWORD

ITS03bis - Lot 5.2 CC d'assistance externe New Technology Applications

525 k€en 2009


SOGETI ITS03bis - Lot 6.1 CC d'assistance externe User Support

1.350 k€en 2009


SOGETI ITS03bis - Lot 7.1 CC d'assistance externe Support LSA

500 k€en 2009


SOGETI ITS03bis - Lot 8.1 CC d'assistance externe Aide LSA

1.811 k€en 2009


SOGETI ITS03bis - Lot 9.1 CC d'assistance externe Intégration logiciel

2.229 k€en 2009




éventuelle


ATOS Origin ITS03bis - Lot 9.2 CC d'assistance externe Intégration logiciel

1.932 k€en 2009


SOGETI ITS03bis - Lot 10.1 CC d'assistance externe Logistique

572 k€en 2009


SOGETI ITS03bis - Lot 11.1 CC d'assistance externe Exploitation et administration systèmes

5.520 k€en 2009


EXPERTEL Consulting

ITS03bis - Lot 12.1 CC d'assistance externe Etudes télécom

901 k€en 2009


DIMENSION DATA

ITS03bis - Lot 13.1 CC d'assistance externe Architecture et exploitation télécom

1.096 k€en 2009


DIMENSION DATA

ITS03bis - Lot 14.1 CC d'assistance externe Sécurité

846 k€en 2009


EDITION & DISTRIBUTION - Résultats des contrôles des obligations contractuelles de longue durée envers les tiers

Sur le tableau figurent les contrats-cadres et contrats directs gérés par la Direction de l'Edition et de la Distribution, d'une durée de plus de 4 ans au 31.12.2009 (donc dont la date d'entrée en vigueur est antérieure au 01.01.2006), encore actifs en 2009 et encore en vigueur au 31.12.2009.



éventuelle


HTAS Maintenance d'installation "adressographe"

13 k€/an 2001 31.12.2009 Durée de vie de la machine

HTAS Frama 831 €/an 2001 31.12.2009 Durée de vie de la machine

Datacopy Maintenance licences Arbortext (APP) Contrat 6071-1

65 k€ en 2009 Variable selon

l'année

1998 31.12.2009 Oui, 1 an Diminution de moitié des licences en 2010 car travaux Jo CE PV+TAs traités par l'OP

Plantin Maintenance Massicot - 2003-02

3,3 k€/an 2003 Prorogation d'année en année Durée de vie de la machine

XEROX

Maintenance et redevanccopieurs RX6135 6180 - SScanners digipat DocucuDocolor 6060, CC 2003-01, 2006-202,2005-207, 2005-208

435 k€ en 2009 - Variable selon

l'année

2003 Tacitement reconduit d'année en année Durée de vie des machines

OCE

Maintenance + redevance copieurs OCE type 2110 CC - 2005-01

30 k€ en 2009 Variable selon

l'année

08.2005 Tacitement reconduit d'année en année Durée de vie des machines

Lineheart Location matériel prépresse CC 2004-9

77 k€/an 05.04.2005 Tacitement reconduit d'année en année Durée de vie des machines

CC = contrat-cadre Notes :

1. Contrat-cadre expiré, sauf pour la partie maintenance, qui se prolonge tant que les équipements ou progiciels achetés sont en opération. La maintenance de ces équipements ou progiciels ne peut en général, pour des raisons d'exclusivité technique, être assurée que par leur fournisseur. Les conditions économiques de la maintenance de tels équipements sont en général déterminées par les pratiques courantes existant sur le marché (= en général un pourcentage annuel du prix d'achat).

2. Contrat de maintenance, ne pouvant être assurée que par le fournisseur. Les conditions économiques de la maintenance sont conformes aux pratiques courantes existant sur le marché.

Conclusions : Le recensement des contrats concernés montre que ceux-ci appartiennent tous à une ou plusieurs des catégories suivantes:

- contrat de maintenance, ou partie "maintenance" de contrat, indispensable pendant la durée de vie des acquisitions faites antérieurement, dont le fournisseur est obligé et dont les conditions sont usuelles sur le marché, y inclus éventuellement une clause d'indexation similaire à celle proposée par les modèles de contrats du Parlement.

- contrat d'abonnement dont les conditions sont imposées par le fournisseur à tous ses clients, correspondant aux conditions usuelles du marché.

- contrat interinstitutionnel dont le chef de file est la Commission;

- contrat relatif à une infrastructure à longue durée de vie;

- contrat contenant des clauses automatiques d'adaptation économique à l'évolution du marché: clause de benchmarking, évolution seulement possible à la baisse pour un type d'équipement ou de service, remplacement par un type d'équipement ou de service plus performant à prix constant, remise fixe par rapport aux prix catalogues et à leur évolution, clause de client le plus favorisé;

- contrat dont l'objet fait ou fera l'objet d'une remise en concurrence par appel d'offres en cours ou déjà prévu en 2010.

En conséquence, les conditions contractuelles de ces contrats sont considérées comme actuellement acceptables.

Annexe 6.4 - Liste des exceptions (Dérogations à la réglementation [RF 66.2, ME 73, RI 8.9, NMCI 18]

Ordonnateur compétent

Objet Avis vérificateurs

Décision

conforme / non conforme

Justification Ordonnateur compétent

Justification

BROGARD M.

ED 50044

Conforme

Solde des travaux CRE/Débats et masters DVD : Réengagement dû au manque de disponibilité des documents finalisés et aux délais de traduction

Validé

Pour faire les traitements des CRE/Débats et les masters DVDs septembre - décembre 2008.

DUBOIS R.

Ordre de régularisation 215/1

Conforme

Régularisation d'une régie d'avance du 4ème trimestre 2007

Validé

Pour régulariser une dépense à régulariser 2008, dont le dossier est arrivé à la DG ITEC seulement début 2009.

BROGARD M ED 50091

Conforme

Régularisation d'une écriture comptable OPOCE de novembre 2005

Validé

Pour régulariser une écriture comptable qui n'a pas passé par le compte de liaison, et dont la demande a été reçue du Comptable en mai 2009.

BROGARD M. ED 50098

Conforme

Dépassement d'engagement OPOCE 2008 concernant les travaux pour le Journal officiel

Validé

Pour faire face au dépassement d'engagement sur base du courrier officiel OPOCE - Parlement européen.

DEPUYDT F. Ordre de recouvrement 552/21

Conforme

Abandon de la créance

Validé

Pour abandonner la créance, étant donné la clôture du remboursement des indemnités.

DUBOIS R.

ED 50114

Conforme

Régularisation 2009 de la "Commission en direct 2008"

Validé

Pour régulariser les dépenses pour "Commission en direct 2008", suite à l'augmentation du coût du papier, ainsi que des tirages.

DUBOIS R. ED 50137

Conforme Régularisation 2009 de la "Commission en direct 2008"

Validé Pour régulariser les dépenses pour "Commission en direct 2008" sur base des factures arrivées tardivement.

THORPE R.

ED 60081

Non conforme

Séparation insuffisante de la gestion du développement et de la maintenance, ainsi que des codes secteurs

Annuler

Création de deux EDs séparées, avec code secteur différent, pour le développement et la maintenance respectivement .

THORPE R.

ED 60095

Non conforme

Séparation insuffisante de la gestion du développement et de la maintenance, ainsi que des codes secteurs

Annuler

Création de deux EDs séparées, avec code secteur différent, pour le développement et la maintenance respectivement .

Annexe 6.5: Résultat des évaluations ex-post

[RF art. 60.4 / ME art. 52] La DG ITEC a transféré au courant 2009 un poste AD informatique vers deux activités sensibles et en manque de ressources à l'intérieur de cette nouvelle DG: l'évaluation ex post et la formation professionnelle. Chaque activité devrait être exercée à mi-temps. Depuis que le poste a été pourvu, la mise en place de la fonction a été préparée par le suivi de cours concernant l'évaluation ex post et ex ante et l'établissement de contacts avec des collègues expérimentés d'autres DGs et d'autres Institutions afin de recueillir les meilleures pratiques dans le domaine. A la fin de l'année 2009, un plan d'évaluation ex ante était en cours de préparation. Il est prévu qu'il soit annoncé au début 2010 pour couvrir les activités réalisées de 2009.

RAPPORT ANNUEL D'ACTIVITES 2009 - DG ITEC

ANNEXE 6.6 -FONCTIONS SENSIBLES Conformément à la note du Secrétaire général (D(2005/86936) du 22 novembre 2005, l'ordonnateur délégué a demandé aux acteurs financiers de la DG ITEC de procéder à une évaluation des fonctions sensibles.au moyen de questionnaires d'auto-évaluation du risque associé au caractère éventuellement sensible d'un poste et du risque éventuel de conflit d'intérêt et d'éventuelle atteinte à l'indépendance de la personne concernée. L'exercice 2008-2009 a été conduit en novembre 2008, et l'exercice 2009-2010 a été relancé en décembre 2009. A l'issue de l'exercice 2008-2009, il est apparu que: - le risque est qualifié de faible à moyen - aucun poste ne doit être qualifié de sensible ou nécessitant des mesures spécifiques supplémentaires pour assumer une gestion saine et un contrôle interne. En effet, les aspects potentiellement sensibles de certaines fonctions ont été considérés comme neutralisés par la mise en œuvre de mesures de sauvegarde courantes telles que : - examen collégial des dossiers - vérification ex-ante - contrôle par le supérieur hiérarchique - séparation des fonctions. Par rapport à 2008-2009, en ce qui concerne la surveillance des passations de marché, on peut noter à la DIT qu'il a été jugé approprié de remplacer au 1er juillet 2009 l'examen des dossiers via un groupe inter-Unité (GAMTIC), par une double vérification: d'une part par la Cellule Marchés de l'Unité Financière Centrale, d'autre part par la Vérification Ex-Ante de l'Unité Coordination Générale. L'exercice 2009-2010 est encore en cours, et son achèvement est prévu fin février 2010.

______________

Annexe 6.7 :

AUTOEVALUATION DE LA MISE EN OEUVRE DES NORMES MINIMALES DE CONTRÔLE INTERNE1 - DG ITEC - 2009

L'évaluation de la mise en œuvre des normes minimales de contrôle interne se fera au niveau de chacune des cinq sections. Elle se basera sur - les procédures internes arrêtées par l'ordonnateur délégué. Celles-ci doivent

faire l'objet d'une documentation accessible à l'ensemble du personnel concerné;

- les résultats des contrôles ex-ante (et, le cas échéant, ex-post) réalisés au sein de la DG. Les résultats des vérifications ex-post seront annexés au rapport annuel (cf. art.52 Modex);

- l'impact des actions engagées et/ou prévues pour remédier aux faiblesses

relevées par les services de l'ordonnateur délégué, par l'Auditeur Interne et/ou par la Cour des comptes.

Elle indiquera le degré de réalisation par section selon une échelle à 5 niveaux : - "achevée" : toutes les mesures sont réalisées - "presque achevée" : presque toutes les mesures sont réalisées, à l'exception de

quelques unes en cours de réalisation. - "partielle" : les différentes mesures sont en cours de réalisation - "démarrée" : un planning pour la mise en oeuvre des mesures a été arrêté - "à démarrer" : dans ce domaine, rien n'a été fait Enfin elle identifiera, le cas échéant, les mesures devant encore être réalisées.

1 http://www.finsnet.ep.parl.union.eu/finsnet/cms/lang/fr/pid/1208

1. Environnement de contrôle

1. Déontologie et intégrité achevée

2. Mission, rôle et tâches achevée

3. Compétence du personnel presque achevée

4. Rendement du personnel achevée

5. Fonctions sensibles achevée

6. Délégation achevée

Degré de réalisation: presque achevée. Justification Les mesures de mise en oeuvre des normes minimales de contrôle interne (PE 324.694/BUR/DEF) sont en place et appliquées. Le cas échéant, les mesures devant encore être réalisées. [N3] Plan de formation à établir.

2. Performance et gestion des risques

7. Fixation d'objectifs presque achevée

8. Programmation pluriannuelle non applicable

9. Programme de travail annuel achevée

10. Contrôle de la performance sur la base d'objectifs et d'indicateurs achevée

11. Analyse et gestion du risque partielle

Degré de réalisation: partielle. Justification La plupart des mesures de mise en œuvre des normes minimales de contrôle interne (PE 324.694/BUR/DEF) sont en place et appliquées. Le cas échéant, les mesures devant encore être réalisées. [N7] Progrès dans la définition de critères de mesure significatifs et pratiques. [N11] Mise en place te renforcement du "business continuity" en TIC.

3. Information et communication

12. Information ad hoc en matière de gestion achevée

13. Enregistrement du courrier et systèmes d'archivage achevée

14. Signalement d'irrégularités presque achevée

Degré de réalisation: presque achevée Justification La plupart des mesures de mise en œuvre des normes minimales de contrôle interne (PE 324.694/BUR/DEF) sont en place et appliquées. Le cas échéant, les mesures devant encore être réalisées. [N14] Renforcement de l'information fournie en matière de signalement d'irrégularité.

4. Activités de contrôle

15. Documentation des procédures achevée

16. Séparation des tâches achevée

17. Surveillance démarrée

18. Relevé d'exceptions achevée

19. Continuité des opérations achevée

Degré de réalisation: presque achevée Justification Les mesures de mise en œuvre des normes minimales de contrôle interne (PE 324.694/BUR/DEF) sont en place et appliquées. Le cas échéant, les mesures devant encore être réalisées. [N17] Une fonction ex-post vient d'être mise en place.

5. Audit et évaluation

20. Identification et correction des insuffisances du contrôle interne partielle

21. Rapports d'audit achevée

22. Examen annuel du contrôle interne achevée

Degré de réalisation: presque achevée Justification La plupart des mesures de mise en œuvre des normes minimales de contrôle interne (PE 324.694/BUR/DEF) sont en place et appliquées. Le cas échéant, les mesures devant encore être réalisées. [N20] Renforcement et formalisation de l'information sur le signalement d'insuffisance de contrôle interne et de proposition de correction.

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