-             Ref. Ares(2020)7898139 Ref. Ares(2020)3490394               - 02/0712020- 23/12/2020 C.1-\..>C. IVI I II UU::::!) UI IVl t:t:llllt:, Minutes of Meeting EASE EASE Steering Committee Meeting Title:                                          Meeting Date/ Time:                                  18/06/2020 Meeting Meeting Type:                  Steering Committee         Meeting Location:                                             Skype Meeting Coordinator:                                                      Issue Date:                                24/06/2020 Attendee Name Meeting Agenda 1.    Project status 2.    Budget 3.    Planning 4.   Q&A/ AOB Meeting Summary Project status Archiving & migration Regarding the application of data retention policies to the access to documents files in Ares,    •        mentioned that initial applications should be closed and preserved after 5 years rather than deleted. The review of the common retention list in will be done in 2021 given operational complexity. The attendees decided to approve the proposal of dealing w ith the long-term preservation in 2022. Cold Fusion The phasing-out of Cold Fusion has no direct impact on the date of entry in operation of the EASE application . The only component of Gestdem that is written in Cold Fusion w ill be upgraded to ColdFusion 2018 so that it may be operated beyond end of March 2021, the end-of-support date for ColdFusionll recently announced by DIGIT. It has not yet been decided if the hosting cost for t his component w ill be charged back to the SG. With regard the shift in move to product ion date from Feb-Mar 2021 to Apr-May 2021,         •    emphasised that it's important to respect the agreed-upon deadlines and to duly justify any delays.I explained that the development planning is dictated by the contractor's capacity to deliver and that it had already been reviewed to deliver earlier (Feb-Mar 2021),1 and           also explained that important documentation, training, testing and stabilisation activities were required once development was complete before a move to production. Change requests LJ requests and that C.1 could reprioritise regu larly. • explained that it would be important to keep a level of flexibility and agility when it came to processing change answered that re-prioritisation would still be possible but that it's important to take all change requests into consideration when prioritising, and notably those that appear late into the project during acceptance testing. Due attention should be paid on the possible impact of change requests on the cost and t iming of the project. Security plan LJ  explained that validation of the first set of security plan deliverables would not require explicit validation from the System Owner and that it could remain at the level of the Project/Business managers.

EASE M inutes of Meeting Budget files, but that this budget could be reallocated given the proposal to deal with this project in 2022. this had been discussed w ith • mentioned that 76 KEUR were originally foreseen for GestDem to ensure the long-term archiving of the relevant •                                                                            answered that and that she agreed to review the allocation of the budget in favour of other projects in need w ithin her unit . Proposed Agenda for Next Meeting:                                      Proposed Next Meeting Date: 1.   Project status                                              Week 37 (September) 2020 2.   Roadmap 3.   Budget 4.  Schedule 5.  Q&A/ AOB