Vision & Strategic Alignment

In the context of ICT Strategy 2009-2014, the European Parliament has launched three major programs under the responsibility of DG ITEC, the Directorate General for Innovation and Technological support. eParliament Paperless (eCommitee) Knowledge Management

The three programs aim to improve: The legislative and parliamentary document production Their publication, search and dissemination The mobility of the Members and agents of the European Parliament

*Program MandateBusiness objectivesFacilitate document creationFacilitate document verificationMinimise input errorsFacilitate reuse for translationFacilitate reuse for publicationReduce cost over Life-cycle of documentsProvide digital signature4 technical objectivesUse of XMLA central repository for parliamentary texts productionSet up digital signatureSet up a pool of reusable functionsVision & Strategic Alignment

*At least 10 document repositoriesRepetitive manual actions in the process of document creation with the inherent increased risk of handling errors and wasted timeInefficient signature process which rely on paperIT systems developed in Silo: persistence of duplicate code to perform similar services in different applicationsCurrent weaknesses

Scope and Benefits

ProductionTranslateVerifyReceiveCreateUpdateSignImprovedocumentcreationProvideelectronicsignatureImprovedocumentverificationImprovereuse fortranslationMinimise input errorsReduce time (cost) over Life-cycle of docsBusinessXMLUniqueRepositoryDigitalsignatureAmendment toolAT4AMVerificationtoolDSTTranslationtoolCAT4TRADGeneric authoringAT4LEXXMLServicesDM-XMLXMLRepositoryPURE-XMLDigitalSignatureDiSPXML StandardAkoma NtosoXML4EPPool ofreusablefunctionsScope and projects

*Foundation componentsXML Standard/XML4EP: XML modelization (Akoma Ntoso) of parliamentary documentsXML Services/DM-XML: Document Models in XMLXML Repository/PURE-XML: Parliament Unique Repository for XML text production including services layerDigital Signature/DiSP: Digital signature portalGeneric applicationsAT4LEX: a tool for parliamentary and legislative text creationDST/Drafting Support: a tool for text verificationAT4TRAD/CAT4TRAD: authoring and computer-aid tool for translation services1st application alignment (pilot): AT4AM - Authoring Tool for AmendmentsXML Standard Akoma Ntoso (XML4EP)XML services (DM-XML)XML Central repository (PURE-XML)Digital Signature Portal (DiSP)

Scope and projects Phase 1

2010201120122013Roadmap

AT4AM (number of amendments at 19/03/2012)AT4AM

Chart1

229681172

6013332314

9754023687

13085584998

21178238081

22439938423

226510248468

2771121310454

4034163214418

4924192617688

5717227020722

6633252823752

8257309730427

11367426141860

12380474246181

13377525350653

14358587655237

15113630657890

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17413736268834

18143767971977

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19803863279248

20980907783832

222431047989740

Deleted

Not Tabled

Tabled

Sum of Amendments in AT4AM

Amendments

Amendments

MonthCreatedTabledNot TabledDeletedTabled

02-20101,4691,1726822979.8%0

03-20101,7791,14226537264.2%0

04-20101,8161,3736937475.6%0

05-20101,8001,31115633372.8%0

06-20104,1573,08326580974.2%0

07-201063834217012653.6%0

08-20109845312245.9%0

09-20102,6811,98618950674.1%0

10-20105,6463,9644191,26370.2%0

11-20104,4543,27029489073.4%0

12-20104,1713,03434479372.7%0

01-20114,2043,03025891672.1%0

02-20118,8686,6755691,62475.3%0

03-201115,70711,4331,1643,11072.8%0

04-20115,8154,3214811,01374.3%0

05-20115,9804,47251199774.8%0

06-20116,1884,58462398174.1%0

07-20113,8382,65343075569.1%0

08-20118316435513377.4%0

09-20117,1385,5594761,10377.9%0

10-20116,3314,7425251,06474.9%0

11-20114,1903,14331773075.0%0

12-20114,0112,80847472970.0%0

01-20125,8734,46347993176.0%0

02-20126,2064,5844451,17773.9%0

03-20128,5735,9081,4021,26368.9%0

122,46289,74010,47922,24373.3%0

Sum of Amendments

MonthCreatedTabledNot TabledDeletedTabled

02-20101,4691,1726822979.8%0

03-20103,2482,31433360171.2%0

04-20105,0643,68740297572.8%0

05-20106,8644,9985581,30872.8%0

06-201011,0218,0818232,11773.3%0

07-201011,6598,4239932,24372.2%0

08-201011,7578,4681,0242,26572.0%0

09-201014,43810,4541,2132,77172.4%0

10-201020,08414,4181,6324,03471.8%0

11-201024,53817,6881,9264,92472.1%0

12-201028,70920,7222,2705,71772.2%0

01-201132,91323,7522,5286,63372.2%0

02-201141,78130,4273,0978,25772.8%0

03-201157,48841,8604,26111,36772.8%0

04-201163,30346,1814,74212,38073.0%0

05-201169,28350,6535,25313,37773.1%0

06-201175,47155,2375,87614,35873.2%0

07-201179,30957,8906,30615,11373.0%0

08-201180,14058,5336,36115,24673.0%0

09-201187,27864,0926,83716,34973.4%0

10-201193,60968,8347,36217,41373.5%0

11-201197,79971,9777,67918,14373.6%0

12-2011101,81074,7858,15318,87273.5%0

01-2012107,68379,2488,63219,80373.6%0

02-2012113,88983,8329,07720,98073.6%0

03-2012122,46289,74010,47922,24373.3%0

0000

Last updated:3/19/12

&L&F;&A&R&D

Page &P of &N

Amendments

Deleted

Not Tabled

Tabled

Amendments in AT4AM

Users

Deleted

Not Tabled

Tabled

Sum of Amendments in AT4AM

User RoleUsers who logged inUsers who created am.Am. createdAm. tabled

MEP59236%55144%70,14661%53,37563%

MEP Assistant48929%36129%24,31121%17,49921%

Political Group User31219%21017%15,58914%10,70913%

Committee Secretary25916%1139%4,8314%2,6253%

Committee Administrator60%60%3460%10%

Sum1,6581,241115,22384,209

&L&F; &A&R&D

Page &P of &N

AT4AM Users

Amendments Tabled by Users

*AT4AM users (19/03/2012)MEPs592MEP Assistants489Political Groups312Committees Secretariats259Application administrators6Total users 1.658AT4AM EP users

*e-Parliament program aims to improveThe time required to produce parliamentary textsTheir qualityTheir accessibility and disseminationbyIntegrating a business-based XMLUsing a central repository for productionImplementing the digital signatureRe-using functions and tools as much as possibleConclusion

e-Parliament & other programs

This program seeks to replacethe files drawn up for group andcommittee meetings by electronic files.They will be available for consultation bymeans of an individual mobile device in all (available) languages. Objective & components

eCommittee project aimsto provide a unique working spaceto deal with all committee documents and information.

Objective & components

eCommittee is running for all committees

eCommittee

iPad pilot currently running with 30 MembersAny device pilot will be availableat the beginning of Q3Paperless Status

Session selectionAgendaDocumentsAccess to the last versions ofdocuments and agendas.Navigation made easy through meetings in the calendar.Agendas & documents

Content selectionAnnotationContent highlightAccess to the last versions ofdocuments and agendas.Navigation made easy through meetings in the calendarInteractivity

Send file selectorAnnotation attached to documentMailAll interactions withthe documents can be savedand shared with the teamSharing

Roadmap

ICT modernisation:Enabling mobility

Saving the environment:Less paper consumption

Reducing storage space:Eliminating filing cabinets

Reducing costs:Less space, paper, printing machines, ink and toner cartridges, repairs and support.

Improving efficiency :Real-time update and delivery of up-to-date versions of documents.

Increasing productivity:Faster business workflow, easy access to documents (anywhere , anytime)

Enhancing information sharing:Enabling collaboration information can be shared at any time

Limiting the stress related to printing:No more waiting for printing versions

Benefits

*

Legislative Knowledge Management (L-KM) Program

An EP worker typically consults a considerable amount of information sources dailyWhy KM for EP?

Where can I find a document?How does a system work?What is the context of a document?Who knows what?What is the latest news?An EP worker spends a lot of time searching within all this informationWhy KM for EP?

An EP worker typically collaborates and shares information with many different peopleWhy KM for EP?

Why KM for EP?

KM Concept

All your favourite content, your communities and your activities in one location!KM Portal

Easily integrate your favourite sourcesKM Portal

All your favourite sources at a glanceOrganize it in the way you want! KM Portal

Search on multiple sourcesRefine search resultsSave searchSubscribe to results of your search

Create your own dashboard and customize itSubscribe to feeds from other websitesSubscribe to relevant sources proposed by the KM Governance boardThe portal will automatically suggest relevant content based on your interestsContent based on your profileKM Portal features

Search multiple sources in one clickIntegrated Search

Integrated Search

Understand your results better...Aggregation and contextualization

Legal context

Explicative context

Multimedia context

Plenary context

Media context

Identity context

Legislative context

Thematic context

SharePoint pilot project

Global objectives

Global IntegrationSingle access and a quick view of the latest updates of your interestsIntegrated search on multiple sources and contextualised resultsExchange of information with your communities via collaborative workspaces

MembersAssistantsPolitical groupsEP staff involved in the parliamentary activitiesPlenaryCommitteesDelegationsCommunication

Main Target Group

Roadmap

The Programme comprises: KM portal, integrated search engine, content aggregation and collaborative workspaces.

Governance Board with representatives of the Political Groups, the Members Assistants and the Directorates General has set up 3 working groups dedicated respectively, to the KM portal, the identification and selection of relevant sources and the SharePoint pilot project "collaborative workspaces".

Version 1 of the portal is planned for May 2012, while version 2 will be available in Q1/2013. The conclusions of the SharePoint pilot project are foreseen at the same time. Planning could be reviewed following the works and conclusions of the working groups.

The indexing of the parliamentary documents backlog (6th and 7th terms) is close to completion; current production started in February 2012.Conclusions

The KM (beyond the technical solution) is mainly a culture that will have to be developed long term in a structured and continuous process.

The role of DG ITEC is to support this development, but it will also be essential for users to embrace this culture to allow the Parliament to reap the benefits.Conclusions

THANK YOU !Olivier [email protected] [email protected] [email protected] managers contact:

**Strategic alignment: link of IT objectives to business objectives-> the validation of SG and Bureau shows that e-Parliament is in line*10 text repositories:Each repository may contain the same file with different contentHow to identify the correct version ?

Repetition of maual input and copy/paste in Wordlot of input errorsLot of loopback during the productionLack of timeQuality of texts at the end of the process

Unefficiency of signature processAssistants run after MEP for signingSign on fax (so fax to find)

SILO developmentAlways like that in organisations120 applications on Legislative activities ( administration)Difficult to interface and difficult to change*Benefits direct (under Production) and not direct (Enabler for Dissemination)Transition to next slide: focus on Production*Slide in 4 stepsFocus on production benefitsHow IT will achieve these benefits: technical strategy (XML, repository)What projects visible by users will implement this strategyWhat foundation projects are setup to sustain the visible project

XML eXtended Markup Language: Language structured through tags Structured Content: piece of informations are managed Reuse: automatic filling> Examples: procedure data retrieval, new language version filling Business-oriented: identify business information, like author, procedure, committee, instead of rendering-oriented, like ooxml (word XML) that describes bold, italic, centered,

Unique Repository (for Production only) Search during production Duplicates are managed: if an author produces a new version while the previous one is translated -> centralisation allows to manage the case

Digital Signature Paperless flow More and more IT lifestyle (example: Wifi in Plenary)*10 text repositories:Each repository may contain the same file with different contentHow to identify the correct version ?

Repetition of maual input and copy/paste in Wordlot of input errorsLot of loopback during the productionLack of timeQuality of texts at the end of the process

Unefficiency of signature processAssistants run after MEP for signingSign on fax (so fax to find)

SILO developmentAlways like that in organisations120 applications on Legislative activities ( administration)Difficult to interface and difficult to change*****Arrows meanings:1 To whom processes deliver Production delivers documents to SG Dissemination delivers information to Citizens2 To whom programs deliver their benefits e-Parliament delivers its benefits to SG KM delivers its benefits to Members3 (Reverse direction) From whom will come the expectations Expectations on Dissemination programs come from SG, Members and Citizens

Benefits: positive changes in the processes that bring an added-value to clients**************