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

Vision & Strategic Alignment Program Mandate Business objectives Facilitate document creation Facilitate document verification Minimise input errors Facilitate reuse for translation Facilitate reuse for publication Reduce cost over Life-cycle of documents Provide digital signature 4 technical objectives Use of XML A central repository for parliamentary texts production Set up digital signature Set up a pool of reusable functions Strategic alignment: link of IT objectives to business objectives -> the validation of SG and Bureau shows that e-Parliament is « in line »

At least 10 document repositories Current weaknesses At least 10 document repositories Repetitive manual actions in the process of document creation with the inherent increased risk of handling errors and wasted time Inefficient signature process which rely on paper IT systems developed in “Silo”: persistence of duplicate code to perform similar services in different applications 10 text repositories: Each repository may contain the same file with different content How to identify the correct version ? Repetition of maual input and copy/paste in Word lot of input errors Lot of loopback during the production Lack of time Quality of texts at the end of the process Unefficiency of signature process Assistants run after MEP for signing Sign on fax (so fax to find) SILO development Always like that in organisations 120 applications on Legislative activities (<> administration) Difficult to interface and difficult to change

Production Dissemination Scope and Benefits Production Dissemination Improve document creation Provide electronic signature verification reuse for translation Minimise input errors Reduce time (cost) over Life-cycle of docs Translate Verify Receive Create Update Sign Improve quality of text Disseminate Paper Internet Intranet Publication reuse for Internet dissemination reuse for Intranet Benefits direct (under “Production) and not direct (Enabler for “Dissemination”) Transition to next slide: focus on Production

Reduce time (cost) over Life-cycle of docs Scope and projects Production Receive Create Update Sign Verify Translate Amendment tool AT4AM Verification tool DST Translation tool CAT4TRAD Business XML Generic authoring AT4LEX Improve document creation Unique Repository Digital Signature DiSP Improve document verification XML Services DM-XML XML Repository PURE-XML Improve reuse for translation Provide electronic signature Digital signature Slide in 4 steps Focus on production benefits How IT will achieve these benefits: technical strategy (XML, repository…) What projects visible by users will implement this strategy What 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) Pool of reusable functions Minimise input errors XML Standard Akoma Ntoso XML4EP Reduce time (cost) over Life-cycle of docs

Scope and projects – Phase 1 Foundation components XML Standard/XML4EP: XML modelization (Akoma Ntoso) of parliamentary documents XML Services/DM-XML: Document Models in XML XML Repository/PURE-XML: Parliament Unique Repository for XML text production including services layer Digital Signature/DiSP: Digital signature portal Generic applications AT4LEX: a tool for parliamentary and legislative text creation DST/Drafting Support: a tool for text verification AT4TRAD/CAT4TRAD: authoring and computer-aid tool for translation services 1st application alignment (pilot): AT4AM - Authoring Tool for Amendments XML Standard Akoma Ntoso (XML4EP) XML services (DM-XML) XML Central repository (PURE-XML) Digital Signature Portal (DiSP) 10 text repositories: Each repository may contain the same file with different content How to identify the correct version ? Repetition of maual input and copy/paste in Word lot of input errors Lot of loopback during the production Lack of time Quality of texts at the end of the process Unefficiency of signature process Assistants run after MEP for signing Sign on fax (so fax to find) SILO development Always like that in organisations 120 applications on Legislative activities (<> administration) Difficult to interface and difficult to change 8 8

Roadmap … 2010 2011 2012 2013 Creation of Petitions XML translation XML amendments for Committees (AT4AM) for Plenary on REG XML verification of legislative Amendments (DST) XML collaboration (AT4AM&DST) Plenary CRE (ACTES) XML Written Declarations (DECL) Parliamentary Questions in XML(QP) XML translation of Committee Agenda (ITER&CAT4TRAD) Digital signature of (AT4AM&DiSP) Reports with Generic Authoring Tool (AT4LEX) PV (SCHED) Petitions Voting List (ALV) March Sept. Nov. April … 2010 2011 2012 2013

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

AT4AM users (19/03/2012) MEPs 592 MEP Assistants 489 AT4AM – EP users AT4AM users (19/03/2012) MEPs 592 MEP Assistants 489 Political Groups 312 Committees Secretariats 259 Application administrators 6 Total users 1.658

e-Parliament program aims to improve Conclusion e-Parliament program aims to improve The time required to produce parliamentary texts Their quality Their accessibility and dissemination by Integrating a business-based XML Using a central repository for production Implementing the digital signature Re-using functions and tools as much as possible

Citizen Members e-Parliament & other programs Secretariat General Production: e-Parliament Dissemination: KM, Paperless, Europarl, EP Intranet Members Secretariat General Citizen Arrows meanings: 1 – To whom processes deliver Production delivers documents to SG Dissemination delivers information to Citizens 2 – To whom programs deliver their benefits e-Parliament delivers its benefits to SG KM delivers its benefits to Members 3 – (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 13

Objective & components “ This program seeks to replace the files drawn up for group and committee meetings by electronic files. They will be available for consultation by means of an individual mobile device in all (available) languages. ”

Objective & components “ eCommittee project aims to provide a unique working space to deal with all committee documents and information. ”

eCommittee is running for all committees

Paperless Status iPad pilot currently running with 30 Members “Any device” pilot will be available at the beginning of Q3

Access to the last versions of Agendas & documents “ Access to the last versions of documents and agendas. Navigation made easy through meetings in the calendar. ” Session selection Agenda Documents

Access to the last versions of Interactivity Content selection Annotation Content highlight “ Access to the last versions of documents and agendas. Navigation made easy through meetings in the calendar ”

“ ” All interactions with the documents can be saved Sharing “ All interactions with the documents can be saved and shared with the team ” Send file selector Annotation attached to document Mail

Demo

Roadmap

Benefits 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

Legislative Knowledge Management (L-KM) Program 25

Why KM for EP? An “EP worker” typically consults a considerable amount of information sources daily

Why KM for EP? An “EP worker” typically consults a considerable amount of information sources daily

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

Why KM for EP? An “EP worker” typically collaborates and shares information with many different people

How can I manage all this? Why KM for EP? How can I manage all this?

Collaborate Interact Your communities KM Concept Organize Your working content Search Collaborate Interact Your communities

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

Easily integrate your favourite sources KM Portal Easily integrate your favourite sources

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

Search on multiple sources Refine search results Save search KM Portal features Search on multiple sources Refine search results Save search Subscribe to results of your search Create your own dashboard and customize it Subscribe to feeds from other websites Subscribe to relevant sources proposed by the KM Governance board The portal will automatically suggest relevant content based on your interests Content based on your profile

Search multiple sources in one click Integrated Search Search multiple sources in one click

Integrated Search Current situation

Integrated Search Future situation

Understand your results better... Aggregation and contextualization Understand your results better...

SharePoint pilot project

Global objectives

Single access and a quick view of the latest updates of your interests Global Integration Single access and a quick view of the latest updates of your interests Integrated search on multiple sources and contextualised results Exchange of information with your communities via collaborative workspaces

EP staff involved in the parliamentary activities Plenary Committees Main Target Group Members Assistants Political groups EP staff involved in the parliamentary activities Plenary Committees Delegations Communication

KM Governance Board – Working groups June 2012 Roadmap 2012 May 2012 Portal v1 Integrated search (Register, Oeil, Europarl, Eur-Lex) Relevant Sources Planning will depend on the findings of the activities launched in 2012 Portal v2 (advanced features) Integrated search (other internal sources, external sources) Deployment of a collaboration tool Nov 2012 Contextual aggregation Pilot project – collaboration tool (end of pilot phase) 2013-2014 KM Governance Board – Working groups June 2012 Pilot project – collaboration tool (functional analysis)

Conclusions 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.

THANK YOU ! PGM managers contact: Olivier Leboeuf Fakhreddine AOUADI olivier.leboeuf@ep.europa.eu Fakhreddine AOUADI fakhreddine.aouadi@ep.europa.eu Marc Rossi marc.rossi@ep.europa.eu