Vision & Strategic Alignment

2. 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

4. 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

5. 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

6. 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

7. 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

8. 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

9. 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)

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

11. AT4AM – EP users • AT4AM users (19/03/2012) • MEPs 592 • MEP Assistants 489 • Political Groups 312 • Committees Secretariats 259 • Application administrators6 • Total users1.658

12. 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

13. e-Parliament & other programs Citizen Members Secretariat General Production: e-Parliament Dissemination: KM, Paperless, Europarl, EP Intranet

15. 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. ”

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

17. eCommittee eCommittee is running for all committees

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

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

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

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

22. Demo

23. Roadmap

24. 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

25. Legislative Knowledge Management (L-KM) Program

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

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

28. 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?

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

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

31. Organize Your workingcontent Search Collaborate Your communities Interact KM Concept

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

33. Easily integrate your favourite sources KM Portal

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

35. 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

36. Integrated Search Search multiple sources in one click

37. Integrated Search Current situation

38. Integrated Search Future situation

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

40. SharePoint pilot project

41. Global objectives

42. 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

43. Members Assistants Political groups EP staff involved in theparliamentary activities Plenary Committees Delegations Communication Main Target Group

44. 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

45. 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

46. 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

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