Dies ist eine HTML Version eines Anhanges der Informationsfreiheitsanfrage 'EASE and Artificial Intelligence Study'.




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.