Vision strategic alignment
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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

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Vision & Strategic Alignment

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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


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

Vision & Strategic Alignment


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

Current weaknesses


Vision strategic alignment

Scope and Benefits

Production

Dissemination

Translate

Receive

Create

Update

Sign

Verify

Disseminate

Paper

Internet

Intranet

Improve

document

creation

Improve

reuse for

Publication

Improve

document

verification

Improve

reuse for

translation

Provide

electronic

signature

Improve

reuse for Internet

dissemination

Improve

reuse for Intranet

dissemination

Minimise input errors

Reduce time (cost) over Life-cycle of docs

Improve quality of text


Vision strategic alignment

Scope and projects

Production

Translate

Receive

Create

Update

Sign

Verify

Amendment tool

AT4AM

Verification

tool

DST

Translation

tool

CAT4TRAD

Business

XML

Generic authoring

AT4LEX

Improve

document

creation

Unique

Repository

XML

Services

DM-XML

XML

Repository

PURE-XML

Digital

Signature

DiSP

Improve

document

verification

Improve

reuse for

translation

Digital

signature

Provide

electronic

signature

Pool of

reusable

functions

XML Standard

Akoma Ntoso

XML4EP

Minimise input errors

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)

Scope and projects – Phase 1

8


Vision strategic alignment

Roadmap

2010

2011

2012

2013

March

Sept.

Nov.

March

April

Sept.

Petitions

Creation of

XML amendments

for Committees

(AT4AM)

XML translation

of Committee

Agenda

(ITER&CAT4TRAD)

Reports with

Generic

Authoring

Tool

(AT4LEX)

Plenary

Agenda

(SCHED)

Digital

signature of

Amendments

(AT4AM&DiSP)

Creation of

XML amendments

for Plenary

(AT4AM)

Plenary

PV

(ACTES)

Creation of

XML amendments

on REG

(AT4AM)

Voting

List

(ALV)

Plenary

CRE

(ACTES)

XML verification

of legislative

Amendments

(DST)

XML Written

Declarations

(DECL)

Parliamentary

Questions

in XML(QP)

XML collaboration

of legislative

Amendments

(AT4AM&DST)


Vision strategic alignment

AT4AM

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


At4am ep users

AT4AM – EP users

  • AT4AM users (19/03/2012)

    • MEPs592

    • MEP Assistants489

    • Political Groups312

    • Committees Secretariats259

    • Application administrators6

    • Total users1.658


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

Conclusion


Vision strategic alignment

e-Parliament & other programs

Citizen

Members

Secretariat

General

Production:

e-Parliament

Dissemination:

KM, Paperless,

Europarl, EP Intranet


Objective components

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 components1

Objective & components

eCommittee project aims

to provide a unique working space

to deal with all committee

documents and information.


Vision strategic alignment

eCommittee

eCommittee is running for all committees


Vision strategic alignment

Paperless Status

iPad pilot currently running

with 30 Members

“Any device” pilot will be available

at the beginning of Q3


Vision strategic alignment

Agendas & documents

Access to the last versions of

documents and agendas.

Navigation made easy

through meetings

in the calendar.

Session selection

Agenda

Documents


Vision strategic alignment

Interactivity

Content selection

Annotation

Content highlight

Access to the last versions of

documents and agendas.

Navigation made easy

through meetings

in the calendar


Sharing

Sharing

All interactions with

the documents can be saved

and shared with the team

Send file selector

Annotation attached to document

Mail


Vision strategic alignment

Demo


Vision strategic alignment

Roadmap


Vision strategic alignment

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


Vision strategic alignment

Legislative Knowledge Management (L-KM) Program


Vision strategic alignment

Why KM for EP?

An “EP worker” typically consults a considerable amount of information sources daily


Vision strategic alignment

Why KM for EP?

An “EP worker” typically consults a considerable amount of information sources daily


Vision strategic alignment

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?


Vision strategic alignment

Why KM for EP?

An “EP worker” typically collaborates and shares information with many different people


Vision strategic alignment

How can I manage all this?

Why KM for EP?


Vision strategic alignment

Organize

Your workingcontent

Search

Collaborate

Your communities

Interact

KM Concept


Vision strategic alignment

KM Portal

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


Easily integrate your favourite sources

Easily integrate your favourite sources

KM Portal


All your favourite sources at a glance

All your favourite sources at a glance

KM Portal

Organize it in the way you want!


Vision strategic alignment

Search on multiple sources

Refine search results

Save search

Subscribe to results of your search

KM Portal features

  • 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


Vision strategic alignment

Integrated Search

Search multiple sources in one click


Vision strategic alignment

Integrated Search

Current situation


Vision strategic alignment

Integrated Search

Future situation


Vision strategic alignment

Aggregation and contextualization

Understand your results better...


Vision strategic alignment

SharePoint pilot project


Vision strategic alignment

Global objectives


Vision strategic alignment

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


Vision strategic alignment

Members

Assistants

Political groups

EP staff involved in theparliamentary activities

Plenary

Committees

Delegations

Communication

Main Target Group


Vision strategic alignment

Planning will depend on the findings of the activities launched in 2012

  • Portal v2 (advanced features)

  • Integrated search(otherinternalsources, external sources)

  • Deployment of a collaboration tool

May 2012

  • Portal v1

  • Integrated search

    (Register, Oeil,

    Europarl, Eur-Lex)

  • Relevant Sources

2013-2014

2012

  • Contextual aggregation

  • Pilot project – collaboration tool (end of pilot phase)

Pilot project – collaboration tool (functional analysis)

Nov 2012

June 2012

KM Governance Board – Working groups

Roadmap


Vision strategic alignment

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


Vision strategic alignment

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


Vision strategic alignment

THANK YOU !

PGM managers contact:

Marc Rossi

[email protected]

Olivier Leboeuf

[email protected]

FakhreddineAOUADI

[email protected]


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