Ref. Ares(2020)7898139 - 23/12/2020

EASE Minutes of Meeting -     We will start drafting the Project Charter at the end of January. Business Case We submitted the Business Case for comments to the Secretariat-General’s Heads of Unit and we received one feedback. We will send the Business Case to the IT Investment Team at the latest on 31 January. (done) We aim for the Business Case to be discussed in the February’s ITCB meeting. asked if SG.C5 would present the Business Case to the ITCB.           replied that we will probably get an opinion from the IT Investment Team. The ITCB will discuss the Business Case if they consider it a strategic project for the Commission. If this will be the case, then SG.C.1 and SG.C.5 will share the presentation. Project Charter underlined the importance of the alignment with the European Commission Digital Strategy in general and in particular for this project. explained that SG.C.5 has a well-filled projects portfolio for 2019. Our current team of intramuros consultants will be busy with the ongoing projects. Based on our experience with the current framework contract in Time & Means provided by DIGIT, it is difficult to find skilled consultants.        and        summarized the approach that is under investigation for the EASE project: establish two contracts – a fixed price contract for the business analysis (using the DIGIT framework contract for high-level consultancy) and a second fixed price contract for the development of the system. observed that           is working on GestDem and should be involved in the project. She emphasized that GestDem development must be done in a way to allow migration to the new system. Methodology noted that the project will use the PM2 methodology combined with an Agile approach.                 explained the Agile approach as a continuous interaction between the Project Owner/Business Manager and the Solution Provider/Project Manager and a maximum of concrete deliverables providing value to the business. Governance summarized the governance: -     Governance body (ISA2 and ITCB) -     Project Steering Committee            ,        ,     and     ) -     Project Owner (        ) and Business Manager (        ) -     Solution Provider          ) and Project Manager (       ) -     Users Group -     Project Core Team           and       ) Users Group noted that at the time we had only 3 volunteers (and one potential) for the task force. He will send a new reminder. noted that the User Group (task force) would need to validate the Project Charter.         asked why we do not involve the Coordinator's network.             answered that the Coordinator’s network meets every 3-4 months, which it is not enough for the project. The Steering Committee agreed that the Coordinator’s network is too big and that we prefer to have a reduced number of committed Directorates-General involved in the project.                    proposed to include in the group the Directorates-General with most requests for access to documents.                replied that until now DG TAXUD, DG ENVIRONMENT and potentially DG NEAR expressed their interest in the project, but most requests come from DG SANTE and DG COMP.                    will communicate with the Heads of Unit of the Directorates-General to extend the Users Group. She explained that DG COMP has an exemption concerning the requests for access to documents because they are dealing with audits, infringements and competition procedures, that are very sensitive regarding the moment for the disclosure of the documents.

EASE Minutes of Meeting explained the different actors in the process: coordinators, units identifying and assessing the documents, legal units.          suggested including also Directorates-General working in a decentralised way, in order to have representatives of central coordinators and units working with the documents. In this way, we can tackle all aspects of the process with the Users Group. suggested to also including a Cabinet or users from the SG in the group.         will contact                  , as Unit SG.C.2 is involved in confirmatory replies dealing with ethics.       suggested involving                    for the data protection aspect.          suggested that also          ,          and        from SG.C.1 could contribute to the Users Group. The Steering Committee agreed with the proposal. The Steering Committee agreed that we will organise workshops with the Users Group. We will also set up individual interviews if necessary. noted that the Users Group must be implicated in the project as soon as possible.            mentioned that the Coordinator's network will always be updated on the state of the project. Planning We aim to submit the Project Charter for approval in April. We need to have the Charter internally validated 2-3 weeks in advance, mid-March in order achieve this objective. We have 6 weeks for drafting it. We need to take into account the school holidays (last week of Feb, first week of March). The draft Project Charter must be available to the Directorates-General on 04/03, in order to allow for a week for feedback and edits. The Project Steering Committee will meet mid-March (12 or 13/03) to formally approve the document. We then have two days to finalise it. Planning outline -   We will organise two workshops with the Users Group in February in order to define and prioritize business needs. -   The draft version of the Project Charter must be available for the Directorates-General on 04/03 (Week 10) -   The next Project Steering Committee meeting will be planned in the Week 11 (13/03 in the morning) for the final round of the Project Charter’s validation -   We will submit the Project Charter to the IT Investment Team in the Week 12 (at latest on 25/04) -   We aim the Project Charter to be approved in the April’s ITCB meeting (11/04)

EASE Minutes of Meeting

 

re 19
Colleagues from Directorates-General that manifested the interest
Colleagues from Directorates-General with high number of requests for
access to documents (e.g. DG SANTE, DG COMP)
Colleagues from SG (e.g. | from SG.C.2)
Colleagues from SG.C.1 dealing with access to documents requests

Javier as he has expertise with the current system

The Project Charter will be submitted to the ITCB for the approval in its April’s 28/01/19
meeting (11/04)

ses [#e team will organise two workshops with the Users Group 28/01/19
mul The Project Steering Committee will meet on 13/03 to validate the Project Charter 28/01/19

Target
ser _—
Date Sa
28/01/19 will send reminders to the Directorates-General 04/02/19
to participate in the Users Group with a deadline by
01/02
28/01/19 | will communicate with the Heads of Unit of DG 04/02/19
SANTE and DG COMP for their participation in the Users
Group

el 19 \ will invite someone from SG.C.2 to participate in u

| > A Users Group workshop

will prepare a message for to ask Buell —
colleagues for participation to the Users Group
| A19-05 | 28/01/19 will update the timeline of the Project Charter Open | 04/02/19
A19-06 28/01/19

will send the answer to the comments on the 06/02/19
28/01/19

 

      
   
    
   
      

 

Business Case

will draft the Project Charter with the help ofE BESEEEE

mul 28/01/19 E and SG.C.5 will take a decision on the contractual 04/03/19
aspect for the business analysis and the development of
the system and will lunch the procurement procedure

A19-09 | 28/01/19 will organise two workshops in February in order 01/03/19
to define and prioritize business needs.

 

 

 

Proposed Agenda for Next Meeting:
Validation of the Project Charter

 

Proposed Next Meeting Date:
13/03/2019