Dies ist eine HTML Version eines Anhanges der Informationsfreiheitsanfrage 'Production costs of materials'.

 
 

 
 
 
 
EUROPEAN PARLIAMENT 
 
 
 
 
 
 
 
 

 
 
 
 
 
 
 

Directorate-General for Communication 
  
Annual activity report 
1 January – 31 December 2009 
 
 
 
 
 
 
 
 
 

Authorising officer by delegation: Francesca R. Ratti 
 
 

0. Budget overview:    
 
Code 
Appropriation type 
€ or % 
  
2009 appropriations 
  

Initial appropriations 
80.935.000,00 

Final appropriations 
80.935.000,00 

Commitments 
75.690.328,19 

Commitments as a % of final appropriations 
0,94 

Payments 
54.438.541,54 

Payments as a % of commitments 
0,72 

Cancellations of 2009 appropriations 
5.244.671,81 

Cancellations as a % of final appropriations 
0,06 
Carryovers of appropriations 
  
(automatic and non-automatic) 
  
from 2009 to 2010 

Automatic carryovers from 2009 to 2010 
21.251.786,65 

Automatic carryovers from 2009 to 2010 as a % 
of commitments 
0,28 

Non-automatic carryovers from 2009 to 2010 
0,00 

Non-automatic carryovers from 2009 to 2010 as 
a % of final appropriations 
0,00 
Carryovers of appropriations 
  
(automatic and non-automatic) from 2008 to 
  
2009 

Automatic carryovers from 2008 to 2009 
41.665.816,68 

Payments against appropriations automatically 
carried over from 2008 to 2009 
39.502.540,55 
Payments against appropriations automatically 

carried over from 2008 to 2009 as a % of 
0,95 
automatic carryovers  

Cancellations of appropriations automatically 
carried over from 2008 to 2009 
2.163.276,13 
Cancellations of appropriations automatically 

carried over from 2008 to 2009 as a % of 
0,05 
automatic carryovers from 2008 to 2009  

Non-automatic carryovers from 2008 to 2009 
8.315.729,00 

Payments against non-automatic carryovers of 
appropriations from 2008 to 2009 
6.245.139,99 
Payments against non-automatic carryovers of 

appropriations from 2008 to 2009 as a % of 
0,75 
non-automatic carryovers from 2008 to 2009 

Cancellations of non-automatic carryovers of 
appropriations from 2008 to 2009 
2.070.589,01 
Cancellations of non-automatic carryovers of 

appropriations from 2008 to 2009 as a % of 
0,25 
non-automatic carryovers from 2008 to 2009  
  
2009 assigned revenue 
  

Appropriations from 2009 current assigned 
revenue 
466,67 

Appropriations from assigned revenue carried 
over to 2009 
37.491,21 

Payments against 2009 assigned revenue 
appropriations (current and carried over) 
17.059,76 
Payments against 2009 assigned revenue 
appropriations as a % of 2009 assigned 

0,45 
revenue appropriations (current and carried 
over) 
Appropriations for ‘mopping-up’ transfer 
AA 
(‘ramassage’) 
0,00 
 
 
2

1. Objectives 
 
1.1. DG objectives 
 
As 2009 was a European election year, in the first half of the year information and 
communication activities focused on the elections and the Bureau-approved 
institutional election campaign conducted both centrally and in all the Member States. 
 
Throughout the year, DG COMM also performed it principal role of ensuring the 
broadest possible media coverage of Parliament's activities and providing the general 
public and opinion multipliers with information about the institution.  
 
Main focus for the first half of 2009  
 
Information and institutional communication campaign for the European elections: 
   
1.  Implementation, both centrally and in the Member States, of the information 
and communication campaign adopted by the political authorities; 
2.  Interinstitutional cooperation in the run-up to the elections, at both European 
and national levels; 
3.  Stepping up all DG communication activities in the run-up to the elections; 
4.  Launching the Elections web page in mid-January 2009; 
5.  Preparing for and running 2009 European election night; 
6.  Devising and conducting opinion polls in the Member States. 
 
Other projects  
 
1.  EuroparlTV: programme consolidation, marketing effort, getting up to speed 
and providing coverage of the election campaign, content placement on other 
multimedia platforms and television channels, synergy with the Europarl site; 
2.  Visitors Centre: presentation to political authorities and media in spring 2009, 
and public opening in late 2009.  
With the agreement of the President's Office, it was finally decided not to hold 
the pre-opening event and media presentation.  Owing to the project's 
complexity, particularly at the advanced stage that had been reached in its 
development, the scheduled opening date was put back to the last quarter of 
2010; 
 
3.  Opening and phased development of the new Audiovisual Centre in the JAN 
Building; 
4.  Further development of the Europarl site and conduct of a site accessibility 
study;  
5.  Introduction of simultaneous web streaming of more than one committee 
meeting; 
6.  Organisation and development of annual communication events such as: 
International Women's Day, European Day for Terror Victims, Open Days, 
Charlemagne Youth Prize, Lux Prize, Prize for Journalism, Sakharov Prize 
and any other events the political authorities decide should be held; 
7.  Presentation of the seventh parliamentary term; 
8.  Adjustment of all communication products and publications to Parliament's 
new composition; 
 
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9.  Communication concerning the constituent part-session of the new Parliament, 
as well as the new Commission and the hearings of the Commissioners-
designate; 
10. Possible entry into force of the Lisbon Treaty: development of ad hoc 
communication products and adjustment of DG COMM's working methods 
and arrangements to the new situation; 
11. Commemoration of the fall of the Berlin Wall and democratic change in 
Central and Eastern Europe, 
 
Human and budgetary resources 
 
1.  Recruitment: filling of vacant posts, particularly Head of Office posts; 
2.  Decentralising responsibility for mission orders in the Member State to 
information offices; 
3.  Continuing efforts to rationalise DG COMM's human resources; consolidating 
the reform commenced in 2004 and involving the redefinition of the 
responsibilities of some units, as well as internal reorganisation and 
redeployment. Decision for submission to the Bureau at its meeting on 
17 June; 
4.  Further consolidation of budgetary implementation: circuits, centralisation of 
invoicing, payment periods; 
5.  Developing ex post verification and periodic reporting.  
 
Professional training 
 
1.  Continuing training programme for DG administrators; 
2.  Developing job-specific training courses for the DG; 
3.  Revising the rules governing staff seconded to information offices. 
 
1.2. Assessment of feasibility and likely risks
 
 
One of the DG's principal objectives was to conduct the institutional information 
campaign for the European elections (EE09).
  The main risk resided in conducting 
a campaign both centrally and via the information offices in a limited period of time 
with no additional human resources.   
 
The pan-European campaign was to be conducted on the basis of a single theme, 
using various communication tools (TV, radio, Internet, installations, etc.), while 
taking due account of the requirements of the individual Member States.  The 
campaign was conducted under the communication framework contract signed in June 
2008, following an open invitation to tender. 
 
 
All the campaign targets were met, and the campaign concluded successfully with a 
major election night event and the posting of the results on a dedicated Internet site. 
 
 
The risks associated with the JAN Audiovisual Centre concerned both the 
difficulties involved in planning and coordinating the various works and risks relating 
to technical issues, such as air conditioning. However, those problems were solved 
and did not hamper the implementation of the various contracts. 
 
4

 
An audiovisual/resources task force was set up in response to the failure to renew the 
project consultancy and assistance contract (as a result of non-compliance with the 
Financial Regulation).  Thanks to the task force's efforts, the equipment was installed 
on schedule and final payments were made against the commitments made from non-
automatic and automatic carryovers. 
 
The Visitors Centre is an ambitious and extremely complex project.  As has already 
been pointed out, the experiences over recent months have shown that it would have 
been better to choose a 'turnkey' solution provided by specialist outside organisations.  
A project of this kind requires a level of technical and logistical expertise that neither 
the DG nor Parliament as a whole possesses, and this made an objective assessment of 
lead times and human and budgetary resources impossible. 
 
The project is nonetheless moving forward. The contract for the supply of portable 
multimedia guides is ongoing. The LED facade was installed in the last quarter of 
2009.  However, delays in the award of the contracts for fitting-out operations 
(equipment plus works) and media hardware, as well as the implementation of the 
current contract for the production of multimedia contract pushed the forecast opening 
date back to late 2010. Further information on the above issues is provided in section 
2.5, under Visitors Centre. 
There were also delays – the reasons for which are given later in this report – in the 
production of multimedia content, resulting in the non-implementation of part of the 
non-automatic carryovers. 
 
 
 
 
 
5

2. Assessment of results and shortcomings identified 
 
2.1. Overall situation in the directorate-general  
 
In the first six months of the year, the DG's work focused mainly on the institutional and 
pan-European information campaign for the European elections (EE09).  
 
The post-electoral period provided an opportunity to assess various aspects of the 
campaign, with particular reference to the use made of Parliament's budgetary and human 
resources, impact, relevance of the tools used, and compliance with contractual 
obligations by the communication agency.  This assessment was submitted to the 
Bureau's communication working party and then forwarded to the Secretary-General (see 
Note (2009)63189). 
 
At the same time, work on the Visitors Centre continued, with the publication of calls for 
tenders for fitting-out operations (works plus equipment) and media hardware.   
In late December 2009, evaluation of those tenders was nearing completion, but 
intellectual-property-related problems (in connection with media hardware) and errors in 
price schedules (dozens of pages long) considerably delayed the process.   However, the 
evaluation reports and the final award decision may be expected to be submitted to the 
authorising officer responsible in February 2010. 
 
The non-automatic carryover of appropriations for the calls for tenders in respect of the 
Visitors Centre and the JAN Audiovisual Centre enabled budgetary commitments to be 
made in respect of the projects before the end of March 2009, as required by the rules.  
The rate of payments against commitments stood at 75%.  The non-payment of 25% of 
commitments (± € 2 million) resulted from problems with implementation of the media 
content production contract for the Visitors Centre (see section 2.5, under Visitors 
Centre). 
 
All the JAN Audiovisual Centre projects in progress were implemented.  All the 
equipment was installed on schedule.  Final payments could thus be made against both 
automatic and non-automatic carryovers. 
 
 
Establishment plan 
 
The two vacant director posts in Directorate B (Information Offices) and 
Directorate C (Relations with Citizens) were filled. 
 
All the managerial posts in the directorate-general are now filled (the posts had been 
vacant since 2007). 
 
Further to the reform commenced in 2004, a proposal for the redefinition of the 
responsibilities of some units and internal reorganisation and redeployment was 
submitted to the Bureau, which adopted it at its meeting of 17 June 2009. 
 
The Press Unit and the Web Communication Unit were organised with reference to 
the policy departments existing in DG IPOL and DG EXPO. 
 
 
6

The arrangements for coordinating these sectors and the two units also take account of 
the fact that most members of staff are required not only to have an increasingly high 
level of expertise but also to provide multilingual coverage of both plenary sittings 
and committee meetings for both the accredited media and the general public via the 
Europarl site.  
 
DG PRES, DG IPOL and DG EXPO agreed to include the 'communication planning 
board' project in the work of the recently set up horizontal planning group, so as to 
ensure highly efficient coordination without creating new, parallel structures.  
 
The reorganisation also took account of the outreach component, to which attention 
was also drawn in the information offices' new mission statement.  
 
This outreach to the public and the media can only be achieved by stepping up 
communication efforts in the Member States and making still greater use of synergies 
between the information offices and central departments. 
 
In accordance with the Bureau decision on the matter, patronage activities now come 
under Directorate B.  
The patronage service was allocated a further two AD posts and two AST posts from 
the Media Directorate, in addition to an AST post from the Correspondence with 
Citizens Unit. 
 
In 2009, the directorate-general was given a further: 
  
– four AD posts, which were allocated to the Visitors Centre (two) and the Webmaster 
Unit (two); 
– nine AST posts, seven of which were allocated to information offices in the new 
Member States and two to the Visitors Centre. The Visitors Centre was also allocated 
three temporary AST posts for 2009 only. 
 
All of the new posts allocated under the 2009 budget were filled, with the exception 
of one of the temporary AST posts for the Visitors Centre, for which no one meeting 
the requirements of the job description could be recruited. 
 
The heads of the information offices in Bulgaria, Romania and Belgium took up their 
posts, as did the press officer for the information office in Belgium. 
 
DG COMM will take on responsibility for activities relating to the organisation of 
exhibitions, the purchase of art works and the management of Parliament's art collection 
with effect from 1 January 2010. All the related staff and budgetary arrangements have 
been made, and responsibility for the relevant budget line was transferred to DG COMM 
on 1 January 2010. 
 
The Correspondence with Citizens Unit now comes under DG PRES. 
 
7

New technology 
 
Greater and more systematic use needs to be made of the modern communication 
systems now in place with in Parliament, with a view to meeting the ambitious target 
of ensuring continuous coverage of Parliament's activities in the media and a closer 
relationship between the institution and the general public. 
 
In this connection, extremely extensive use was made of the Europarl Internet site and 
the web TV channel EuroparlTV as communication tools in the election campaign 
during the first half of the year.  The figures show that there was enormous public 
interest in these tools, with more than 130 million visitors on election night alone.  
 
EuroparlTV is now fully operational and is approaching the expected figure of 300 
hours of programmes per year. An 'Inner Circle' marketing campaign was 
commissioned in December 2009, with a view to promoting this tool by means of 
banners on various sites (social networking and other Internet sites).  
 
2.2. Human resources 
 
 
 
 
 
As at 31/12/2009 
Establishment 
Establishment 
 
plan posts 
plan posts 
Temporary 
Contract 
Officials 
TOTAL
staff 
staff 
 
01/01/2008 01/01/2009 
AD 
244 249 174 
61 
20 
255 
AST 
423 
  435* 
362 
52 
53 
467 
TOT. 
667 684 536 
113 
73 
722 
 
* including three temporary posts for the financial year 2009 only 
 
2.3. Budgetary implementation 
 
  Final appropriations (€ 80 935 000) matched initial appropriations.   
 
  Commitments (€ 75 690 328) accounted for a total of 94% of final appropriations.  At 
the end of September, that rate already stood at 86%, owing to the fact that the main 
focus of the DG's activities, both centrally and in the information offices, was 
information campaign EE09, coming principally under budget lines 03242 and 03248.  
The post-election period provided an opportunity to update basic documentation and 
provide information on the composition of the new Parliament, as well as to organise 
the events already scheduled and, in addition, the celebrations  surrounding the 
anniversary of the fall of the Berlin Wall and the resulting democratic changes in 
Central and Eastern Europe. 
The bulk of the 6% of appropriations that were not used was spread over the following 
lines:  
– 03244-01: fewer visitors groups were invited by Members than was expected (owing 
to the fact that it was an election year); 
– 02140-09: the invitation to tender for hourly paid work for the PHS Building could 
not be issued owing to the need to fine-tune the technical requirements on the basis of 
various parameters; 
 
8

– 03220-09: copyright payments (press review) were lower than forecast.  
 
  Payments were made against 72% of commitments. The remaining 28% (± € 21.25 m) 
was carried over to 2010.  This was a marked improvement on 2008, when more than 
€ 41 m was carried over to 2009. 
 
  Ninety-five per cent of automatic carryovers (€ 41 665 816) were utilised. Given that 
the appropriations are spread over a wide range of spending areas (33 information 
offices and regional offices), a 100% utilisation rate is difficult to achieve.  Against 
line 03248-02 (web streaming), contractual spending obligations were lighter than 
expected, resulting in an underspend of € 446 000 (out of a total of € 2.1 m). 
 
  Ninety-eight per cent of non-automatic carryovers (€ 8 315 729) were committed. 
The request made in December 2008 covered the Visitors Centre and D5 audiovisual 
equipment.   
 
All of the appropriations for the Visitors Centre were committed for the following 
three contracts: 
 
-   portable multimedia guides (€ 809 638.5): payments totalling ± € 548 000 were 
made in respect of implementation of this contract (see section 2.5, under Visitors 
Centre); 
 
-   production of interactive multimedia content (€ 2 961 449.68): problems and 
delays prevented this contract from being implemented on schedule, resulting in 
an unpaid balance of ± 1.645 m (see section 2.5, under Visitors Centre); 
 
 -   supply  and  installation  of an LED wall (€ 694 640.82): following receipt of an 
urban planning permit in September, the contract was implemented and the 
appropriations were fully utilised. 
 
The balance of commitments against non-automatic carryovers for the Visitors Centre 
thus stood at € 1 906 235. 
 
All of the invitations to tender for JAN audiovisual equipment resulted in the award 
and signing of contracts for:  
 
-  
system for archiving, digitising and moving the fond (€ 2 208 863 – 3 lots);  
 
-  
FTP web site (€ 893 699); 
 
 
-  
multimedia filming equipment (€ 590 962.59). 
 
The bids for the archives contract were lower than the estimated value of the contract, 
as a result of which ± € 156 000 of the total of almost € 4 m was not used. 
 
Final acceptance of all the services and supplies under the contracts was performed on 
schedule in the last quarter of 2009. As a result, the rate of utilisation of payment 
appropriations stood at 99.78%. 
 
 
9

  Assigned revenue stood at € 37 957.88. A sum of ± € 18 000 remains against old 
budget lines that do not appear in the 2009 budget. This matter will be brought up with 
the Accounting Officer. 
 
 
2.4. Performance indicators 
 
The performance indicators for the Visitors Centre will be laid down at a later date, 
before the centre opens.  The indicators will be based on factors such as visitor numbers 
and the number of requests for information, but it is too early to state specifically what 
form they will take in this report. 
 
On the basis of the DG's objectives, the most significant indicators by sector are:  
 
Audiovisual  
 
– TV studio utilisation rate (number of crews) 
– number of audiovisual services provided to media and other clients 
– number of radio and photo operations 
– number of audiovisual archives 
– number of committee meeting web streaming and VOD (video on demand) operations 
– productions for EbS (Europe by Satellite) 
 
Internet 
 
– number of EuroparlTV programme hours 
– EP presence on social networks 
– number of visitors and page impressions 
 
Information offices 
 
– number of times involved in exhibitions and seminars 
– number of Citizens' Forums organised 
– number of publications  
– number of people reached by the various measures 
– number of TV and radio products 
 
Media 
 
– number of seminars organised 
– number of briefings and publications (Newsletter, EP Today, National Angle, etc.) 
– number of journalists covering part-sessions 
– number of press conferences in Brussels and Strasbourg 
 
 
 
10

2.5. Results achieved 
 
 
The figures for the sector-specific indicators are as follows:  
 
Audiovisual 
 
– TV crews: 1.561 
– audiovisual services provided to media and other clients: 10 377 hours of editing, 
recording, etc.; 5 032 broadcasting, ENG, web encoding and other operations  
– number of radio operations: 1 887 hours; multimedia operations: 672 hours; photo 
operations: 207 795 (prints, downloads, archives, etc.) 
– number of audiovisual archives (plenary and other AV material) 19.900. 
– committee meeting web streaming: 374 operations and more than 425 000 hits. VOD 
(video on demand): 330 operations, close to 40 000 visitors and more than 322 000 hits 
– productions for EbS (Europe by Satellite): 750 
 
On a more general level, the following major developments in connection with 
audiovisual services should be noted: 
 
– committee meeting web streaming capacities rose from six simultaneous streams to 
13, and the monthly number of streams from 25 to 40 at the start of the year to more 
than 160 in November 2009. In all, there were more than 520 web streams in 2009;  
 
– the development and creation of an audiovisual site aimed at professionals and 
offering high-quality video, photo and sound files, which will be launched in the 
spring of 2010;   
 
– expansion of the EP's digital archives, with 12 000 hours of audiovisual resources; 
 
– more vigorous promotion of audiovisual products: TV programme production at 
Parliament doubled in 2009 (252 in 2009, as against 120 in 2008), as did the number 
of radio operations (2003 in 2009, as against 1 110 in 2008).  
 
Internet 
 
– Europarl: number of visitors: 3.35 m; number of page impressions: 48.3 m. 
 
– establishment of an EP presence on social networking platforms such as Facebook 
(58 000 fans), MySpace, YouTube, Flickr and Twitter. These tools allow Parliament 
to adopt a 'Web 2.0' (i.e. interactive, rather than one-sided) approach to 
communication with the public.   
  
 
11

 
– design, development and publication of novel products (EU time travel machine, an 
Christmas eco-quiz, various widgets). The web studio produced more than 1 000 
graphic elements (banners, vignettes, visuals, logos, electronic signatures, etc.).  The 
Webmaster Unit did the demo work (jpeg, XHTML integration, flash integration) for 
twenty or so projects in connection with events such as the hearings of 
Commissioners-designate and the Open Days; 
 
– editorial planning for and daily updating of the Headlines page (average of two 
articles per day in 22 languages, photo of the day, etc.); 
 
– analyses to improve the Internet site: modernisation of committee pages, insertion of 
EuroparlTV videos in editorial products, integration of sharing functions. In all, more 
than 1 200 pages of analysis were drawn up and forwarded to the technical teams; 
 
– production of 190 hours of programmes for EuroparlTV; 
  
– launch of a major overhaul of EuroparlTV on the basis of the experience gained 
during its first year in operation. The results of this overhaul will be viewable online 
in the spring of 2010;   
 
– launch of a EuroparlTV marketing campaign, which helped, to some extent, to 
expand the viewer base. The efforts made in 2009 highlighted the need for careful 
targeting of potential users;  
 
– adjustments to the EP site – in particular the news section and the press service – to 
meet the needs identified during the DG COMM reform.  
 
In line with the administrative programme laid down by the Secretary-General, the 
Director-General set up a working party to look into overhauling the digital media 
information strategy by 2012.  Initial strategic recommendations could be submitted 
to the political authorities in June/July 2010.    
 
Information offices 
 
– number of times involved in exhibitions and seminars: 107 in 25 Member States 
– number of Citizens' Forums organised: 105 
– number of publications: 155 brochures/leaflets distributed in 24 Member States 
– number of people reached directly by the various measures: put at 7 million, through 
coverage provided by 2 734 media organisations (regional, national and Internet) 
– number of TV and radio products: 291 productions or coproductions  
 
Media 
 
– number of seminars organised: 37 
– number of briefings and publications (Newsletter, EP Today, National Angle, etc.): 745 
– number of journalists covering part-sessions: 846 
– number of press conferences in Brussels and Strasbourg: 432 + 5 technical briefings 
 
 
12

The following results were achieved with the major projects: 
 
EE09 
 
A comprehensive assessment of the institutional campaign for the European elections 
is set out in a draft note to the Bureau submitted to the Secretary-General by the 
Director-General for Communication (D(2009)63189).  
 
Attention should be drawn to the fact that the European elections media campaign 
conducted by Parliament's Press Service played a part in securing the highest ever 
level of media coverage.  The campaign included the following measures:   
 
– The early launch, on 19 January 2009, of the 22-language election site on 
Parliament's Internet site. In May 2009, there was an unprecedented increase in the 
number of visitors to Parliament's site. As compared with the monthly average for 
2008, the number of visits increased by 191.3% (3.35 m as against 1.4 m) and the 
number of page impressions by 245% (48.3 m as against 14 m).  
  
– The drafting, publication and distribution of the 22-language elections press pack. 
Between February and June 2009, some 8 000 press packs were distributed; the press 
pack was also available online. 
  
– 145 media seminars were held in Brussels and in Member States, and were attended 
by 2 200 journalists.  
  
– Closer contacts with established with media editors through the holding of dedicated 
seminars.  
  
– The production of audiovisual products for the elections. The promotional clip for 
TV was broadcast free of charge 7 500 times on 220 TV channels (estimated media 
space value: € 4 m) and in more than 1 000 cinemas in 19 Member States (estimated 
audience: more than 2.2 m). The radio spot, 30 versions of which were produced, was 
broadcast more than 18 000 times on 290 radio stations and 13 radio networks (a 
budget of € 2.2 m was used to purchase radio time in Member States in which the 
turnout was expected to be low).  
  
– The directorate's press officers helped to negotiate free advertising space for the TV 
and radio clips.  
  
– Novel web products and initiatives for the elections, in particular on social 
networking sites and for viral marketing. The viral videos were watched 500 000 
times on YouTube, and millions of viewers saw them once they had been taken up by 
the TV channels. On election day, Parliament had 50 000 fans on Facebook. Election 
night on 7 June was covered in 22 languages on Twitter. 
  
– A special elections programme schedule on EuroparlTV.  
 
– The organisation of election night events, with the provision of assistance to the 
media in the press room and in the Member States, which included the provision of 
studio sets for TV channels, live broadcasting on EuroparlTV and the design, 
production and roll-out of a site providing the results in 23 languages on election 
 
13

night, which was also accessible via a mobile Internet connection. Close to 1 000 
journalists were at Parliament on election night, which was an unprecedented success 
in terms of broadcast-media coverage, with 350 live feeds on the various TV channels 
and 150 live radio broadcasts (twice as many live feeds as for the European Council). 
Over the first 24 hours, the results site was visited by one million people, with 4.8 m 
page impressions.  
 
The institutional campaign for the European elections provided an opportunity to 
launch a large number of new projects and products generating high added value and 
providing excellent value for money, with particular reference to Parliament's online 
communication strategy. Development of these tools will continue in 2010.   
 
JAN (formerly D5) Building audiovisual equipment 
 
New studios were gradually brought into service in the JAN Building during the 
course of 2009, including the TV studio, six radio studios and two multimedia studios. 
 
The investment period came to a close with the conclusion of the final tender 
procedures, in respect of three of which (archives, FTP servers and multimedia 
filming equipment) a non-automatic carryover request was made in December 2008. 
 
Following the approval of that request by DG FINS, the three contracts were awarded 
and the necessary appropriations were committed by 31 March 2009. The new 
equipment was installed on schedule and all final payments were made before the end 
of the 2009 financial year.  The Audiovisual Centre is now operational. 
 
Visitors Centre  
 
A major investment was made in design work and alterations to existing infrastructure 
for the Visitors Centre.   
 
The approval of the non-automatic carryover request enabled the contract for the 
purchase of portable multimedia guides to be signed and three complex tender 
procedures to be concluded for:  
 
-  
the installation of an LED wall; 
-  
the production of interactive multimedia content; 
-  
alterations to existing infrastructure.  
 
The authorising officer by delegation decided not to award the works contract, the 
value of which had been put at € 750 000, owing to the fact that the two bids received 
were abnormally high (more than three times the estimated value of the contract). 
 
 
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The contract awarded for the production of multimedia contract was worth € 3.5 m, as 
against an initial estimate of € 2.5 m. 
 
The preparations for collecting texts to be converted into multimedia content proved 
more complicated than expected, which had a knock-on effect on the schedule.  The 
main reason for this was the need to adjust to the new parliamentary term and the 
constitutional changes (Lisbon Treaty), to produce high-quality translations in an 
easy-to-read style and to deal with copyright payment formalities.  The end result was 
that non-automatic carryovers totalling ± € 1.6 m were not used. 
 
The portable multimedia guides were supplied.  It proved necessary to sign an 
addendum to the contract in order to address a technical problem with the wireless 
communication between the guides and the base stations forming part of the Centre's 
infrastructure.   
 
The contract awarded for the supply and installation of an LED facade was worth 
€ 800 000.  Following receipt of an urban planning permit from the Brussels 
authorities, the works were carried out in November. 
 
The two tender procedures for general equipment (furniture, internal fittings, lighting, 
infrastructure alteration works, etc.) for the Visitors Centre and for media hardware, 
the value of which was put at € 7.5 m, were published in the OJ, and the evaluation 
process was in its final stages at the end of December, having been delayed by 
intellectual property problems (media hardware) and errors in price schedules (fitting-
out).  The contracts should be awarded in February 2010. 
 
 
Events 
 
In 2009, in addition to annual events such as the Sakharov Prize, the Lux Prize and the 
Open Day, events were held to commemorate the fall of the Berlin Wall and democratic 
change in Central and Eastern Europe.  A series of events for young people were held, 
with the participation of other political authorities. 
 
Budgetary management 
 
Following an analysis of imprest accounts, the guide to the use of such accounts was 
consolidated and forwarded to all information offices. 
 
The grant checklists were updated and posted on our Intranet site. 
 
Arrangements were made to monitor spending under the communication framework 
contract, by lot. Spending was high for Lot 1 (information and communication campaign), 
in particular on the EE09 campaign, accounting for 80% of the budget for the contract. 
Spending was lower on Lot 2 (special events) and Lot 4 (graphic material), with a 
utilisation rate of no more than 15% of the budget for the contract. 
 
Lot 3 (promotional material), which was not awarded at the same time as the others, was 
published by the Events Unit in September 2009, with a different approach and set of 
requirements, under the new title 'Communication through objects'.  The invitation to 
 
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tender met with an extremely good response, and the large number of tenders received are 
currently being evaluated. 
 
The recording system for the internal invoices circuit is now fully operational, as is the 
contracts and bank guarantees database. 
 
Checks were run on the archives and the availability of all accounting documents during 
2009.  Such checks are run at regular intervals with a view to ensuring that the rules on 
the keeping of accounting documents are being followed. 
 
 
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3. Evaluation and effectiveness of internal controls 
 
In 2009 the budget coordination team comprised nine financial initiators, three ex 
ante verifiers and two A-grade coordinators, one responsible for grants and the other 
for budget follow-up. 
 
The unit is organised in the same way as in 2008, with the information offices and 
the central departments split up among the financial initiators, who are the reference 
point (desk). Imprest accounts are verified and settled by the financial initiators, in 
order to ensure proper oversight and control.  The central departments also have 
imprest accounts to cover various items of expenditure, such as refunds for 
journalists invited to part-sessions in Strasbourg, the EUVP and so on. 
 
All invitations to tender, whether issued by central departments or information 
offices, are checked by the Resources Unit prior to publication, in order to ensure 
that they comply with all the rules and budgetary requirements. The same applies to 
grants, which are administered by the central departments. 
 
Management and internal control was improved once again, with the emphasis being 
placed on preventive measures which include the provision of technical support by 
financial initiators to operational units right from the start of all operations and at 
every stage in the relevant procedures.  The operational initiators also received 
training on budgetary procedures and procurement. 
 
The above measures resulted in a marked improvement in the quality of the 
documents received. 
 
This focus on prevention in the internal control system is also illustrated by the 
drafting of specific documentation on each area (commitments, payments, contracts, 
grants, etc.). 
 
The management and control arrangements were fleshed out with the appointment of 
an ex post verifier.   
 
 
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4. Conclusions 
 
DG COMM had a very busy year in 2009. 
 
The campaign for the European elections involved a wide range of activities, such as the 
production of traditional communication materials – as well as novel materials including 
the choicebox –, the production and broadcasting of TV and radio spots, measures to 
ensure a steady EP presence on the Internet via the Europarl site and social networking 
sites, and the organisation of events geared to the media and the general public.   
 
These measures generated a heavy workload for staff in the central departments and the 
information offices, who had to work together in order to comply with the communication 
strategy and timetable laid down.  Proper coordination was essential in order to be able to 
conduct a wide range of activities over a broad geographical area, while ensuring that the 
pan-European campaign remained cohesive. 
 
Election night was an enormous success and attracted huge interest both from TV 
channels and other media (120 TV channels, 200 radio stations, 1 000 journalists) and 
from the general public.  There were record number of visits to the web TV and Europarl 
sites.  All of this was made possible by the hard work and technical support delivered by 
the relevant units.  The site coped with 150 million visitors  with peaks of up to 103 873 
visitors per hour, 268 page impressions per second and 13 000 requests (for pages, images 
and objects) per second  –without developing any faults. 
 
A huge amount of work also went into two of the DG's other major projects, namely the 
Visitors Centre and the JAN Audiovisual Centre.   
 
Following the award of the final contracts, all the equipment was installed and brought 
into service before the end of the financial year and the non-automatic carryovers were 
utilised. The Audiovisual Centre is now operational. 
 
Evaluation of two complex open invitations to tender in connection with the Visitors 
Centre that were issued in June and July is now nearing completion.  However, owing to 
problems (as referred to earlier in this report) that arose during the evaluation of the 
relevant tenders , the Centre is now expected to open in late 2010.  Various matters 
relating to the day-to-day running of the Visitors Centre will be looked into in 2010, as 
will the issue of invitations to tender in connection with the souvenir shop and floor staff. 
 
All possible steps, including the internal redeployment of staff and the granting of new 
posts in 2009, are being taken to ensure that what is a very large and complex project is 
brought to fruition as swiftly as is possible.  
 
The director posts in Directorates B and C were filled in accordance with the Bureau 
decision on the reorganisation of some of the DG's units. 
 
All the new posts granted under the 2009 budget were filled, and the rate at which vacant 
posts are filled increased considerably as a result of the positive response to the notices of 
vacancy published by the DG. 
 
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5. Declaration by the authorising officer by delegation 
 
I, the undersigned, Francesca Ratti, 
 
Director-General for Communication, 
 
hereby declare in my capacity as authorising officer by delegation 
 
that the information contained in this report is true. 
 
I can state with reasonable assurance that the resources allocated to the activities 
described in this report have been used to the intended ends and in accordance with the 
principle of sound financial management, and that the control procedures put in place 
provide the necessary guarantees as to the legality and regularity of the underlying 
transactions. This reasonable assurance is based on my own judgment and on the 
information at my disposal, such as, for example, the results of self-assessment, ex-post 
controls and remarks by the Internal Audit Service, as well as information derived from 
the reports of the Court of Auditors on financial years preceding that in which this 
declaration is made; 
 
I also confirm that I am not aware of any fact not set down herein that could be 
prejudicial to the interests of the institution. 
 
Done in Brussels,  
 
 
 
Signature 
 
 
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