Ref. Ares(2018)5665150 - 06/11/2018
Ref. Ares(2020)7898951 - 23/12/2020
Meeting subject: Electronic Access to EC Documents (EASE) Kick-off
Meeting date/time: 26/10/2018 11:00
Attendees:
(SG C1)
(SG C1)
(SG C1)
(SG C1)
(SG C5)
(SG C5)
(SG C5)
Meeting summary:
presented the agenda.
asked if the document is open to discussion.
replied that it is, although at
this stage we cannot enter into too much detail.
presented the context of the project, noting it builds on the ISA 2018.05 action (Study).
and
explained that we spent approx. 100KEur from the
140KEur budget approved last year for the study.
outlined the first phase - Initiation - implies building several artefacts:
Project Initiation request
Business case
Project charter
explained that Project Initiation Request is a high-level document, similar to the GoVIS
template.
explained the content of the Stakeholder Matrix: identifying the stakeholders,
their roles through RACI.
clarified that both Business and IT contribute to the document.
The participants clarified the role and content of the Business Case.
explained the ISA2 Study is
the source for the Business Case.
explained the content of the Business Case. He
then outlined the process of submitting the Business Case to the IT Board:
Heads of Unit – There is an internal governance procedure where all Heads of Unit receive
the Business Case for comments/synergies
IT Investment board (DIGIT) – It receives the document and forms an opinion for the IT
board. We may need to reply to their comments during the assessment exercise.
IT Board - It is subsequently receives the Business Case. The IT board looks at the
recommendations made by DIGIT and may have comments.
Governance
noted the IT board meets every month and documents must be submitted two
weeks in advance.
outlined the typical governance structure.
will send names for the Business
Implementation Group. The participants clarified several governance components:
Project Core Team - is involved in the day-to-day building of the product
Business Implementation Group - provides support for solution implementation
User Representatives - will provide feedback to the product. They can receive finalised
analysis for feedback rather than being actively involved in the development process.
outlined the business involvement.
clarified that ARES stores only
meetings with clear decisions or actions. Steering Committee will register its meetings in ARES.
explained the workshops are organised by Business and Project managers who
decide whom to invite.
designed the two workshops this year to validate of the content of
the Business Case.
Releases
and
expressed concern on the release timeline.
explained
that a single release should be provided, containing the full functionality of the product.
noted the risk to plan the Project Closing phase so close to the end. The IT team noted the Project
Charter would clarify the release dates.
expressed the disagreement with the idea of a single release. Currently, we do not know
what the IT solution will be.
The participants agreed there might be deliverables deployed which cover some gaps in the process.
noted these deployments are "testing".
underlined such
deployments would provide value to the current process and operate on real data.
Time factors
Project Core Team - weekly meetings - Friday morning
Project Steering committee - monthly meetings, and for validating major milestones
Project initiation request in
November
The
business case should be complete by the
end of November, first week of December.
In order to respect the proposed timeline, we will have to
submit the Business Case in early
January.
The
reply from ISA2 Committee (funds) will arrive in
March.
AOB
The Data Protection Officer suggested using this project as best practice example for “data
protection by design”.
Actions:
1.
will send the Stakeholder Matrix form to Martine FOUWELS.
2.
will update the timeline.
3.
will change the graphic representation of the governance structure.
Decisions:
1. The Project Core Team has members from both Business and IT. Permanent members are the
Business Manager and the Project Manager.
2. The Users’ Representatives body will be included in the governance structure
3. Project Initiation request finalised in 11/2018
4. We will aim to obtain the validated Business Case on week of 30/11/2018
5. Project Core Team will meet every Friday morning.
6. Correspondents from DGs, Parliament and the Council will be included in a focus group.