Electronic Access to European Commission Documents (EASE) Project Charter applicants. The process is time consuming. Business description of the proposed solution The proposed solution will identify different entities and improve the processing time and quality of an application. N21 Register, assign and reassign requests                                                  HIGH Business description of the current situation The Commission registers the requests (which can be submitted via different channels), sends the acknowledgment of receipt to the applicant and assigns them to the relevant service, unless they have already been assigned by the applicant. A service can reassign to another service in case of erroneous assignment. This process may occur multiple times. Secretariat-General is informed (added to carbon copy recipients of such e-mail exchanges). Business description of the proposed situation The proposed solution will replicate this solution (however, since most requests will be submitted via online platform, it will not be necessary to register them manually). In case of re-assignment, the system will keep the history logs of the reassignments. N22 Audit trail                                                                             MEDIUM Business description of the current solution While the existing solution does provide limited support for tracking user actions, it does not implement any feature to know the status of a request at a specific past date. Business description of the proposed solution The proposed solution will allow to know what action has been executed by which actor and when and to know the status of a request at a specific moment in the past. N23 Phase-out of the current GestDem application                                            HIGH Business description of the current solution Not applicable. Business description of the proposed solution All data within the existing GestDem application will be migrated to EASE so that it can remain accessible to all relevant stakeholders. This full data migration will allow for an immediate substitution of the existing GestDem application by EASE, without the need of a transition period of coexistence of both applications. It will also improve its search capabilities. N24 Manage user roles and rights                                                            HIGH Business description of the current solution The existing GestDem application does offer the possibility to manage users. The system owner manages the access and roles to the application. Business description of the proposed solution Date: 04/07/2019                                     13 / 34                                   Doc. Version: 1.2

Electronic Access to European Commission Documents (EASE) Project Charter EASE will allow Directorates-General and third parties to manage their own users of the application by giving / revoking access and adding / removing roles. Additionally, EASE will allow the Directorates-General to update their users in the application when a user moves from one Directorate-General to another. N25 Support joint replies                                                                   HIGH Business description of the current solution The existing GestDem application does offer the possibility to manage joint replies. Business description of the proposed solution EASE will allow case handlers and administrative coordinators to prepare joint replies and correspondence for multiple requests. N26 Manage templates                                                                        MEDIUM Business description of the current solution While the existing solution does provide limited support for managing lists within the system, it is not possible to manage the templates that will be used by the case handlers to send out correspondence. Business description of the proposed solution The proposed solution will allow corporate coordinators to manage the templates used by local/corporate coordinators and case handlers to correspond with the applicants, third parties and Member States. Date: 04/07/2019                                     14 / 34                                   Doc. Version: 1.2

3.4

ID
D1

D2

D3

D4.1

D4.2

D4.3

D44 |

D4.5

D4.6

D.4.7

D5

D6.1

D6.2

Electronic Access to European Commission Documents (EASE) Project Charter

Deliverables

Deliverable Name

Project Management

Requirements specification

Security plan

System Analysis V1

| System Analysis V2

System Analysis V3

System Analysis V4

System Analysis V5

System Analysis V6
System Analysis V7
System architecture

Technical proof of concept
v1

Technical proof of concept
v2

Date: 04/07/2019

 Deliverable Description

This deliverable refers to the activities needed to
manage the project, i.e. documentation and
maintenance of the project management artefacts,
planning of project management meetings and
monitoring and control activities related to change,
quality, deliverables acceptance, risk and issue
management.

The detailed analysis will confirm the scope, concerned
stakeholders and quantify benefits and costs.

This deliverable identifies the security and the business
continuity requirements (including the detailed data
protection ones).

Analysis of V1 of EASE - focus on the Commission
management of an initial application, excluding the
communication with applicants.

| Analysis of V2 of EASE - focus on the Commission |

management of a confirmatory application, excluding
the communication with applicants.

Analysis of the V3 of EASE - focus on the data migration
from GestDem to EASE.

| Analysis of VA of EASE - focus on the applicant’s |

submission and monitoring of an initial application,
including the communication with the Commission.

Analysis of V5 of EASE - focus on the applicant’s
submission and monitoring of a confirmatory application,
including the communication with the Commission.

Analysis of V6 of EASE - focus on the communication
between the Commission and the third parties.

Analysis V7 of EASE - focus on integration with the
corporate decision-making platform Decide

The system architecture of EASE, taking into account the
corporate restrictions, possibilities and best-practices.

Vertical slice of the management application containing
all foreseen components and reusable building blocks to
make sure that this component of the application is
technically sound.

Vertical slice of the portal containing all foreseen
components and reusable building blocks to make sure
that this component of the application is technically
sound.

15/34 Doc. Version: 1.2

D7

D8

D9.1

D9.2

D9.3

D9.4 |

D95

D9.6
'D9.7

D10

'D11

D12

Electronic Access to European Commission Documents (EASE) Project Charter

| Testing and acceptance
plan

Business implementation

| v1] First EASE release

[V2] Second EASE release

[V3] Third EASE release

[V4] Fourth EASE release

[V5] Fifth EASE release

[V6] Sixth EASE release

| [V7] Final EASE release

| Data migration

User training and
communication activities

Lessons learned

3.5 Features

Related Need

N2, N9, N11,
N12, N13, N15,
N16, N21

® Automatically

Date: 04/07/2019

platform

Test plans and scenarios for the functional work-
packages of each planned release will be defined within
the scope of this deliverable. Description of the testing
activities, testing approach and acceptance criteria.

This deliverable will be constructed iteratively, as
software releases become available.

This deliverable refers to the activities needed to ensure
a proper transition and the successful adoption of the
project’s deliverables. This includes but is not limited to:

e Communication and promotion
e End-user documentation

e Business continuity

e Benefitstracking

e Stakeholder engagement

e Support and training

| The first release of EASE covers the features in scope of

D4.1 — System Analysis V1

This release of EASE covers the features in scope of D4.2
— System Analysis V2

This release covers the features in scope for D4.3 —
System Analysis V3

| This release of EASE covers the features in scope of D4.4 |

— System Analysis V4

This release of EASE covers the features in scope of D4.5
— System Analysis V5

This release of EASE covers the features in scope of D4.6
— System Analysis V6

| This release of EASE covers the features in scope ofD.4.7

— System Analysis V7

Migrate all data currently managed by the existing
GestDem application, to ensure its complete phasing
out.

Training activities for Commission services’ users and |
communication actions for citizens and third parties

Description of the lessons learned by the project closure
and before the start ofthe maintenance.

'ıD Features Deliverable(s)
Fi Communication D9.1, D9.2,
; 5 53 : D9.3, D9.4,
e Perform all official communication via the 09.5. 09.6

send the request for

16/34 Doc. Version: 1.2

Electronic Access to European Commission Documents (EASE) Project Charter contribution to the relevant Directorate General (for confirmatory applications only)   Consult the relevant Directorate-General (who dealt with the application at the initial stage) and the Legal Service in the context of a draft confirmatory decision (for confirmatory applications only)   Integrate communication templates   Allow automatic input of text/data relevant for the specific case N9, N11, N12, F2   Translation                                                D9.1, D9.2 N16   Provide communication templates in all languages   Provide automatic translation of text (e.g. in order to assess the scope of the application)   Manage translation requests (e.g. documents, correspondence) to Directorate-General for Translation N5, N6, N10, F3    Dashboards                                                 D9.3, D9.4, N12, N14, N15,                                                                D9.5   Provide an overview of applications for the N16 applicant and display the status of the ongoing ones (including information about the split cases)   Provide third parties with an overview of consultations, including the status for each one of them, as well as the documents on which they have been consulted N2, N8, N9, F4     Notifications                                              D9.1, D9.2, N11, N12, N21                                                                 D9.4, D9.5,   Manage automatic feedback to applicant D9.6   Manage reminders, alerts, notifications to the applicants, and third parties (e.g. in case of approaching deadlines, reattribution of cases etc.)   Manage the change of deadline (e.g. deadline stops running while clarification from the user is pending) N2, N3, N4, N5, F5 Data management                                            D9.1, D9.2, N6, N7, N8, N9,                                                               D9.3, D9.4,   Data protection by design and by default N10, N11, N12,                                                                D9.5, D9.6, D10 N13, N14, N15, N18, N19, N20, N21, N22, N23, N24 N2, N7, N8, F6     Document management                                        D9.1, D9.2, N14, N18, N22,                                                                D9.3   Manage document publication N23   Transfer to historical archives Date: 04/07/2019                        17 / 34                                   Doc. Version: 1.2

Electronic Access to European Commission Documents (EASE) Project Charter N2, N4, N10, F7     Application handling                                       D9.1, D9.2, N15, N17, N21,                                                                 D9.3   Workflow for application processing N22, N23, N24, N25                   Visual indication showing the progress for each request   Integrate with relevant Commission decision making tools (e.g. Decide)   Integrate with ARES and other HAN compliant tools   Manage document redaction   Identify documents annexed to a Commission reply sent to the applicant (e.g. possibility to indicate what is ‘Document 1’, ‘Document 2’ mentioned in the text of the Commission reply) N1, N2, N10, F8     Help                                                       D9.1, D9.2, N24                                                                            D9.4, D9.5,   Provide a step-by-step guidance to the D9.6 applicant when submitting a request   Provide guidance to third parties when consulted   Provide user documentation   Provide tool documentation (e.g. integration documentation for shareable components) N19, N22         F9 Reporting and statistics                                   D9.1, D9.2, D9.3   Log workflow, consultation and edition actions in an audit trail   Search through and consult the audit trail   Provide workflow statistics (how many cases are at which deadline)   Provide various types of statistics (number and type of documents disclosed, exception invoked for refusing the access etc.)   Provide ‘data as a service’ for flexible reporting N1, N7, N9, F10     Search and suggestions                                     D9.1, D9.2, N10, N14, N15,                                                                 D9.3, D9.4,   Automatically identify entities and personal N20, N22, N23                                                                  D9.5, D9.6, D10 data in text   Identify documents from different data sources (e.g. registries, Corporate Search and Hermes/Ares/NomCom)   Indicate to the case handler if a third party has already been consulted as regards disclosure of the document identified  Indicate if there is an ongoing Ombudsman case or Court of Justice proceedings relevant Date: 04/07/2019                         18 / 34                                   Doc. Version: 1.2

Electronic Access to European Commission Documents (EASE) Project Charter for the application /document    Search and/or suggest similar applications, applicants, Commission replies/ decisions, documents disclosed, relevant case-law N3, N4, N5, N6, F11          Identity and access management                              D9.1, D9.2, N09, N10, N12,                                                                           D9.3, D9.4,    Manage user creation for applicants, third N13, N18, N23,                                                                           D9.5 parties and Commission users N24    Manage contact points for third parties    Identify users N26                  F12     Template management                                         D9.1, D9.2, D9.3, D9.4, D9.5 3.6     Constraints The project is subject to the following constraints: Time and budget     Delivery date in Q1 2021. The current IT system used for handling the applications for access to documents is based on a phased-out technology (ColdFusion) which will no longer be supported by the Commission IT landscape as from April 2021.     The total cost of ownership, for the period spanning from 2019 until 2020, cannot exceed the amount of 1450 k€. Business     Business processes must continue uninterrupted.     The system must be designed with data protection as a core feature. Integration with corporate systems     The solution must integrate with a number of corporate building blocks and systems [10] (e.g. EU Login, EU Access, EU Send, Compass Corporate, Ares/Hermes, DORIS). These integrations impose additional constraints, which need to be taken on board and tackled as part of the project. Use of standards     The solution will be built using standard technologies (in line with the recommendations provided by DIGIT and DG COMM for EUROPA). 3.7     Assumptions The project formulates the following assumptions:     The project will receive the appropriate financial and human resources.     All project stakeholders will be involved in the project when required.     Users of the envisaged solution will support the definition of requirements and will provide feedback via testing activities (the User Taskforce was already created for this purpose). Date: 04/07/2019                                   19 / 34                                   Doc. Version: 1.2

Electronic Access to European Commission Documents (EASE) Project Charter     In terms of supported languages, EASE management system Graphical User Interface will support both French and English. For the Graphical User Interface of the external Portal all 23 official languages will be supported. Date: 04/07/2019                                     20 / 34                                   Doc. Version: 1.2

Electronic Access to European Commission Documents (EASE) Project Charter

3.8 Risk Register

Likelihood

 

Impact

Date: 04/07/2019 21/34 Doc. Version: 1.2

RLO1

RLO2

RLO3

Risk Description & Details

Lack of management commitment and support
Non-alignment and poor response to the
evolving needs of the business

Insufficient time to develop the minimum
viable product

Difficulties in implementing data protection by
design

Lack of user acceptance

Incomplete and inconsistent use of the system,
continuous complaints on functional and non-
functional features and projection of
organisational shortcomings onto the system

A
Approved

Approved

RLOS Closed

® Anumeric value denoting the relative probability that the risk should occur.
? Annumeric value denoting the relative severity of the impact of the risk if it should occur.
® The risk level is the product of the likelihood and impact (RL=L*1).
? The possible risk response strategies are: Avoid/ Transfer or Share/ Reduce / Accept.

Date: 04/07/2019

2

2

2

er

N

GH: BE: BR: U
EIG: I: BER BEE

Risk
Owner

PO&SP
pP

Reduce

Electronic Access to European Commission Documents (EASE) Project Charter

Get the endorsement of the Steering Committee

Organise regular Steering Committee Meetings

Clearly define roles and responsibilities

Communicate on a regular basis

Set up incremental functionality delivery and provide
alternative paths to cover for the missing functionality

Review the scope to reduce the number of initially available
features to ensure a timely delivery

Negotiate the deadline for delivering the minimum viable
product

Involve the Data Protection Officer in the data architecture
Review synergies with Building Blocks and Corporate solutions
based on the data protection principles

Provide training material and organise workshops to demo the
application, as intermediate releases are available

Provide migration support for GestDem users

Get an in-depth understanding of how the system will be used,
the rationale behind it and the way in which the proposed
solution will effectively help the users affected

Pay particular attention to usability and performance

Involve user representatives in all phases of the project

BM & PM ® Follow a user centric approach, describing user stories from

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