Ceci est une version HTML d'une pièce jointe de la demande d'accès à l'information 'Statistics on EP DGs staff and budget'.

 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
Annual Activity Report 
 
 
 
2011 
 
 
 
Directorate-General for 
 
 
 
Interpretation and Conference 
 
 
 
 
 
 
 

link to page 3 link to page 4 link to page 5 link to page 5 link to page 11 link to page 12 link to page 15 Summary 
 
 
 
0.
 
Budgetary Overview.................................................................................................. 3 
1. 
Objectives ................................................................................................................... 4 
2. 
Evaluation of the results of the operations with regard to the objectives - 
utilisation of resources ...................................................................................................... 5 
3. 
Evaluation and Effectivenss of Internal Controls. ............................................... 11 
4. 
Conclusions .............................................................................................................. 12 
5. 
Declaration of the Authorising Officer by Delegation ......................................... 14 
6. 
Annexes..................................................................................................................... 15 
1. 
Overview of budgetary execution 2011 ................................................................ 16 
2. 
Report on payment delays ..................................................................................... 30 
3. 
List of exceptions - derogations to the rules.......................................................... 31 
4. 
Long-term contractual obligation .......................................................................... 32 
5. 
Exceptional negotiated procedures........................................................................ 33 
6. Ex-post 
evaluation 
results...................................................................................... 35 
7. 
Sensitive posts ....................................................................................................... 36 
8. 
Evaluation of the implementation of minimum standards  
 for 
internal 
control............ ..................................................................................... 38 
 
 
2

 
0.  SYNTHÈSE DE L'EXÉCUTION DU BUDGET 
 
Code
Appropriation type
Type de crédits
€ or %
Appropriations of 2011
Crédits 2011
A
Initial appropriations
Crédits initiaux
63507000,00
B
Final appropriations
Crédits finaux
63449000,00
C
Commitments
Engagements
61388659,13
D
Commitments in % of final appropraitions
Engagements en % des credits finaux
0,97
E
Payments
Paiements
48309776,21
F
Payments in % of commitments
Paiements en % d'engagements
0,79
G
Cancellations of 2011 final appropriations
Annulations de crédits 2011
2060340,87
H
Cancellations in % of final appropriations
Annulations en % des credits finaux
0,03
Appropriations carried over
Crédits reportés
(automatic and non-automatic carryovers)
(automatiques et non-automatiques)
from 2011 to 2012
de 2011 à 2012
I
Automatic carryovers from 2011 to 2012
Crédits reportés automatiques de 2011 à 2012
13078882,92
Automatic carryovers from 2011 to 2012 in %  Crédits reportés automatiques de 2011 à 2012 en % 
J
0,21
of commitments
des engagements
K
Non-automatic carryovers from 2011 to 2012
Crédits reportés non-automatiques de 2011 à 2012
0,00
Non-automatic carryovers from 2011 to 2012  Crédits reportés non-automatiques de 2011 à 2012 en 
L
0,00
in % of final appropriations
% des credits finaux
Appropriations carried over
Crédits reportés
(automatic and non-automatic carryovers)
(automatiques et non-automatiques)
from 2010 to 2011
de 2010 à 2011
M
Automatic carryovers from 2010 to 2011
Crédits reportés automatiques de 2010 à 2011
13160302,70
Payments against automatic carryovers from  Paiements de crédits reportés automatiques de 2010 à 
N
10764678,61
2010 to 2011
2011
Payments against automatic carryovers from  Paiements de crédits reportés automatiques de 2010 à 
O
2010 to 2011 in % of automatic carryovers 
0,82
2011 en % des crédits reportés automatiques 
from 2009 to 2010
Cancellations of automatic carryovers from 
Annulations de crédits reportés automatiques de 2010 
P
2395624,09
2010 to 2011
à 2011
Cancellations of automatic carryovers from 
Annulations de crédits reportés automatiques de 2010 
Q
2010 to 2011 in % of automatic carryovers 
à 2011 en % des crédits réportés automatiques de 
0,00
from 2010 to 2011
2010 à 2011
R
Non-automatic carryovers from 2010 to 2011
Crédits reportés non-automatiques de 2010 à 2011
Payments of non-automatic carryovers from 
Paiements de crédits reportés non-automatiques de 
S
2010 to 2011
2010 à 2011
Payments against non-automatic carryovers 
Paiements de crédits reportés non-automatiques de 
T
from 2010 to 2011 in % of non-automatic 
2010 à 2011 en % des crédits reportés non-
-
carryovers from 2010 to 2011
automatiques de 2010 à 2011
Cancellations of non-automatic carryovers 
Annulations de crédits reportés non-automatiques de 
U
from 2010 to 2011
2010 à 2011
Cancellations of non-automatic carryovers 
Annulations de crédits reportés non-automatiques de 
V
from 2010 to 2011 in % of non-automatic 
2010 à 2011 en % des crédits reportés non-
-
carryovers from 2010 to 2011
automatiques de 2009 à 2010
Assigned revenue in 2011
Recettes affectées 2011
Appropriations from assigned revenue in 2011 
W
(current)
Crédits de recettes affectées courantes 2011
440350,29
X
Assigned revenue carried over to 2011
Crédits de recettes affectées reportés à 2011
482030,74
Y
Payments in 2011 against appropriations from  Paiements de crédits de recettes affectées 2011 
1252,56
assigned revenue (current and carried-over)
(courantes et reportés)
Payments in 2011 against assigned revenue  Paiements de crédits de recettes affectées 2011 en % 
Z
in % of assigned revenue in 2011 (current and  des crédits de recettes affectées 2011 (courantes et 
0,00
carried-over)
reportés)
AA
Appropriations for mopping up transfer
Crédits pour le transfert de "ramassage"
 
3

 
1.  OBJECTIVES 
1.1. 
Objectives of the Directorate-General 
The overall objective of the Directorate General is to provide interpretation services in the 23 
languages of the current EU, and other languages upon specific demand, for the plenary sessions 
and all other meetings of the Institution and its bodies in the three places of work of the 
Institution. To organise all logistics for meetings of the political groups and parliamentary 
delegations and commissions outside of the three working places and to manage all meeting 
rooms and technical support required for the smooth running of the meetings schedule. 
 
Specific Objectives: 
A) SUPPLY - Preparing for the future 
In order to meet the needs of this Institution, both now and in the future, with regards to 
interpretation services, the DG aims to: 
I.  Actively encourage interpreting staff to learn more languages - both existing official 
languages and new non-EU languages, and to prepare the service for enlargement; 
II.  Encourage and promote the profession amongst students to ensure a future supply of 
interpreting staff who can meet the high standards set by the Institution ; 
III.  Promote cooperation, exchange of best practice between the EP and other institutions and 
bodies working in the field of interpretation services. 
 
B) DEMAND - Meeting the demand whilst maintaining the standard of service  
In order to optimise efficiency the DG had as its objective to: 
I.  Further develop inter-DG cooperation, cooperation with political groups  and inter-
institutional cooperation, aim for a better application of the Code of Conduct and 
consolidate the role of the Helpdesks in the Programming Unit; 
II.  Raise awareness amongst users of DG INTE’s services of the efficient use of 
interpretation during meetings and the possibilities and alternatives afforded by new 
technologies. 
 
C) ORGANISATION  
I.  Complete the DG's internal re-organisation 
 
1.2. 
Feasibility evaluation and associated potential risk 
As reported in the AAR for the 2010 exercise, a major risk identified for the DG, and one which 
impacts directly on the DG's capacity to fulfil it's objectives in 2011, was the lack of 
administrative staff in post, combined with the continuing rise in demand for the DG's services. 
This situation persisted for much of the year and meant that, whilst core tasks were covered and 
normal levels of service assured, there was limited scope for reaching the full potential of actions 
indicated in the administrative work programme. 
 
In the last quarter of 2011 some of these staff shortages have been addressed, the DG will now 
move forward with its planned reorganisation as the new teams are integrated into the service. 
 
A key concern to be addressed is the difficulty in recruiting suitably qualified interpreters to 
cover the language combinations needed to meet demand, and to find ways of mitigating the 
effects of an aging interpretation service where staff leaving the institution on retirement, with 
sound professional experience and several languages in their repertoire, are replaced by newly 
recruited staff often with fewer languages and less experience. 
 
 
 
 
 
4

link to page 5























With regard to financial risks: 
Considering the specific activities of the DG and the relatively low level of tendering the current 
control arrangements are considered adequate. Nevertheless, and as reported in the DG's report 
on sensitive posts, further consolidation and formalisation of internal control mechanisms and the 
development of an integrated management reporting system is planned. This will include 
systematic and continual risk assessment cycles, ex-post evaluation and improved performance 
reporting, essential for supporting strategic and operational decision making.  
 
 
2.  EVALUATION OF THE RESULTS OF OPERATIONS WITH REGARD TO THE 
OBJECTIVES - UTILISATION OF RESOURCES 
 
2.1. 
Environment of the Directorate-General 
DG INTE is a relatively new DG, existing in its present form since the beginning of 2008, 
coinciding with the adoption by the Bureau of a revision of the Code of Conduct on 
Multilingualism, the coming into effect of the Lisbon Treaty and consequent steady rise in 
demand for the services provided by the DG.  The total number of meeting sessions* with 
interpretation in the three places of work of the Institution in 2010 was 4.865; the total for 2011 
was 5.263, representing an increase in activity of some 8.2% in this particular field of DG INTE's 
work.  
Since commencing operations the DG has struggled with the effects of an understaffed 
administration and at the beginning of the 2011 exercise 7 Head of Unit posts (5 for linguistic 
units + 1 for the Total Quality Management Unit and 1 for the Conference Technicians Unit) 
were unoccupied. It was also evident that further posts would be required for recruitment of 
administrators and assistants, necessary to assure the smooth functioning of the DG.  As 
mentioned at point 1.2 this has had a direct effect on the development and follow-up of projects 
that are essential to prepare the DG for future demands for its services. 
 
During the course of this exercise there have been various movements within the language units 
but the understaffing situation at the level of Head of Unit has remained and, in fact, worsened - 
by the end of 2011 there are 7 vacant posts for language unit managers. 
 
The heads of the Total Quality Management Unit and the Conference Technicians Unit took up 
post during the last quarter of 2011, reinforcing the administrative structure of the DG. 
Additional administrators, assistants and conference technicians, were also recruited during the 
latter part of the year and once the new teams are fully operational the Directorate General will 
be in a position to: 
  Review its operations on a global basis and streamline procedures where necessary,  
  Develop an integrated system for reporting and quality control 
  Achieve a more consolidated approach to planning and programming.  
 
The establishment of the new Resources Directorate, although becoming effective only as from 
1/1/2012, was nevertheless the subject of a number of preparatory measures to prepare for the 
new structure. 
 
No open calls for tender were launched during the course of 2011 and purchases of goods and 
services were the subject of a number of low value tendering procedures.  
 
A total of 321 invoices were processed in 2011; no payment of interest on late payment was due 
during this reporting period.  
 
                                                 
* meetings are split into sessions as each session may require different interventions of the services of DG 
INTE 
 
5

2.2. 
Human resources of the Directorate-General 
Postes 
Postes 
SITUATION AU : 31/12/2011 
 
organigramme 
organigramme 
Effectifs 
Effectifs 
Effectifs / 
Effectifs 
01/01/2010 
01/01/2011 
TOTAL 
fonctionnaires temporaires  contractuels  extérieurs 
AD 
427 428 312 
59 

450 828 
AST 
107 109 104 

22 
0 131 
AUTRE 



0 0 0 

TOTAL 
534 537 416 
64 
29 
450 
959 
 
Whilst there was little change in the number of posts available on the establishment plan, a 
number of important movements have occurred during 2011: The DG received the first posts 
reserved for the enlargement needs (10 AD and 7 AST posts). Furthermore, a number of 
previously lent posts were returned to the DG from other DGs and one AST post was upgraded to 
AD. On the other hand, the DG rendered 20 AD posts for redeployment to other DGs. 
  
With regard to external staff it needs to be mentioned that these figures relate to ACI. As an 
estimate, the DG had 450 ACI under contract per week. However, their actual number fluctuates 
regarding to the actual need for external interpreters and can increase significantly (approx. 700) 
for Strasbourg session weeks. 
 
2.3. 
Budgetary execution 2011 
 
The total budget of 2011 was 63.507.000€ with an additional 2.000.000€ in the reserve. The 
amount placed in reserve was not requested, meaning that the final budget available represented 
an overall increase of 5.6% over the budget allocation of the previous exercise. For the 
"ramassage" procedure 2011, DG INTE confirmed that the 2.000.000€ in reserve would not be 
requested and an additional 550.000€ were placed at the disposition of DG FINS. The 
"ramassage" procedure was subsequently cancelled and these appropriations were returned to the 
budget lines concerned. 
2.3.1.  Final appropriations and initial appropriations 
There was no significant difference between the initial and final budget appropriations in 2011. 
The 2.000.000€ placed in the reserve (line 1402-01) remained there and two small transfers were 
made during the exercise both from the budget line 03042-03. One transfer of 38.000€ was made 
to DG EXPO and 20.000€ to DG IPOL on the request of the DG's concerned. 
2.3.2.  Final appropriations and committed appropriations 
At the close of business 2011 the overall commitment rate of appropriations is 97.2%. Payment 
rate on committed appropriations is 78%. The breakdown per budget line is as follows: 
 
Line 1402: Interpreters and conference  
Initial appropriations:   
58.000.000 EUR 
Final appropriations: 
 
58.000.000 EUR 
Commitments: 
  57.000.000 
EUR 
Utilisation 
rate: 
   98.2 

 
 
Line 1404: Graduate traineeships, grants, training of interpreters and exchange of officials   
Initial appropriations:   
1.300.000 EUR 
Final appropriations: 
 
1.300.000 EUR 
Commitments:   
 
   650.959 EUR 
Utilisation 
rate: 
   50.07 

 
 
Line 2140: Purchase, renewal, maintenance etc of technical installations and equipment for 
conference facilities and related expenditure 
 
6

Initial appropriations:   
2.887.000 EUR 
Final appropriations: 
 
2.887.000 EUR 
Commitments: 
  2.868.857 
EUR 
Utilisation 
rate: 
   99.37 

 
 
Line 3042: Meetings, congresses and conferences: political group meetings 
Initial appropriations:   
1.120.000 EUR 
Final appropriations: 
 
1.062.000 EUR 
Commitments: 
  1.023.727 
EUR 
Utilisation 
rate: 
   96.40 

 
 
 
Line 3245: Organisation of seminars and cultural actions, support to multilingualism 
Initial appropriations:   
    200.000 EUR 
Final appropriations: 
 
    200.000 EUR 
Commitments:   
 
    141.713 EUR 
Utilisation 
rate: 
   70.86 

 
 
It is to be noted that for the budget line 1402 the majority of appropriations are committed on  
large provisional commitments to cover payments of Auxiliary Conference Interpreters.  
 
As stated elsewhere in the report some budgetary lines show a relatively lower rate of execution 
and this is the direct result of an understaffed administrative function, leading to certain 
difficulties in fully implementing the programme of actions foreseen. The appropriations on the 
budget line 1404 relate partly to bursaries for interpreters to undertake external language training 
courses, the utilisation of this part of the appropriations is directly linked to the demand of the 
interpreters. 
 
2.3.3.  Committed appropriations and effected payments 
The rate of payments against the total of committed appropriations in 2011 is 78, 32%. The 
breakdown per budgetary line is as follows: 
 
Line 1402: Interpreters and conference  
Commitments: 
  57.000.000 
EUR 
Payments made: 
 
45.771.239 EUR 
Utilisation 
rate: 
    
80% 
 
 
Line 1404: Graduate traineeships, grants, training of interpreters and exchange of officials   
Commitments:   
 
     650.959 EUR 
Payments made: 
 
     388.996 EUR 
Utilisation 
rate: 
    
60% 
 
 
Line 2140: Purchase, renewal, maintenance etc of technical installations and equipment for 
conference facilities and related expenditure 
Commitments: 
  2.868.857 
EUR 
Payments made: 
 
1.386.354 EUR 
Utilisation rate:  
 
 
 48.3%   
 
Line 3042: Meetings, congresses and conferences: political group meetings 
Commitments: 
  1.023.727 
EUR 
Payments made: 
 
   733.832 EUR 
Utilisation 
rate: 
 
   78.3% 
 
 
 
7

Line 3245: Organisation of seminars and cultural actions, support to multilingualism 
Commitments:   
 
    141.713 EUR 
Payments made: 
 
       29.943 EUR 
Utilisation 
rate: 
 
   21.13% 
 
 
For the budget line 1402, relating to the payment of Auxiliary Conference Interpreters (ACI), 
regularisation of amounts paid by the SCIC at the Commission for services in the latter part of 
2011, will only be effected in 2012 when payment requests presented have been paid by the 
Commission. The budget line 1404 includes 9 grant agreements awarded in 2011 for which there 
has been a payment of 50% of the total grant amount awarded (total advance payments of 
222.000€ for a total committed amount of 444.000€) the final payments will only become due as 
and when the projects are finalised during the course of 2012, and will be paid against carried 
forward appropriations.  
 
The lower payment rate of committed appropriations on budget line 2140 is mainly explained by 
equipment purchased during the last quarter of 2011 for which invoices have not yet been 
received, and also that DG INTE has yet to receive invoices for the last quarter for the 
maintenance contracts in Brussels and Strasbourg, all of which will be paid on carried forward 
appropriations.  
 
The low payment rate on the line 3245 is due to non-receipt of invoices for participation at fairs 
and events during the latter part of the exercise. 
2.3.4.  Use of the appropriations carried over from 2010 to 2011  
Of the 13.1 million euro carried forward from 2010 to 2011 a total amount of 10.8 million euro 
has been utilised in payments, representing an overall utilisation rate of 81.80%.  
 
The majority of carried forward appropriations are on the budget line 01402 and relate to the 
payment of auxiliary conference interpreters salaries. Payments are made by the Commission 
(SCIC) and subsequently regularised between EP and Commission accounts. Although the 
volume of service is known and statistics have been developed for costing averages, precise 
estimates are difficult as all details of the missions undertaken are not definite until the ACI 
introduces their claim. It is therefore difficult to carry forward only the correct amount of 
appropriations necessary to honour commitments entered into during the latter part of the year.  
 
Additionally, a contingency reserve must be maintained to cover any indexation of salaries paid 
during the year. (ACI salaries are assimilated to those of officials and are therefore subject to the 
same indexation decisions taken for staff of the Institutions). The rate of utilisation in 2011 is 
greater than 80% on this budget line, representing a marked improvement with regard to the use 
made of carried forward appropriations from the 2009 to the 2010 exercise. Nevertheless, the DG 
will be developing measures to approach the carry forward procedure on an even more precise 
basis for future budgetary exercises. 
2.3.5.  Use of appropriations corresponding to assigned revenue 
2.3.5.1 
Situation of the specific expenditure appropriations/AR 
 
Of the overall total of 440.350, 29€ of assigned revenue only 6.66% have been re-committed in 
2011. 
 
2.3.5.2 
Situation of carried forward appropriations/AR 
 
98.4% of the 482.030, 74€ of carried forward appropriations of assigned revenue were committed 
and 55.6% of this committed amount has been utilised in payments. 
 
 
 
 
8

2.4. 
Results obtained 
The indicators mentioned below are of a purely quantitative nature and therefore do not reflect 
the real performance and results obtained by the DG. They are nevertheless provided as an 
indication of the level of activity of the DG, in the absence of more pertinent indicators. An 
exercise will be launched early in 2012 to develop key result and performance indicators for all 
services of DG INTE. 
 
Objectiv
Indicators  
Results for the 2011 exercise 
e n° 
A) I. 
Indicators under development 
 
Total number of added languages in 2011/total 
122/168
applicants tested 
Total number of  bursaries granted in 2011 
44
Total number of enrolments to in-house interpreter 
119
specific language courses 2011/2012 
A) II. 
Indicators under development 
 
Number of grants awarded to universities in 2011 
9
Total participants to seminarium/successfully passed 
15/10
accreditation tests 
Number of universities who received pedagogical 
26
assistance 
A) III. 
Indicators under development 
 
Number of participants to structured exchange 
programme with SCIC (EP & SCIC)/total n° of 
23/1.045,5
exchange days of interpretation 
N° EP interpreter days placed at disposal of SCIC 
134
during Strasbourg session 
N° EP interpreter days placed at the disposal of the 
667
SCIC 
B) I. 
Indicators under development 
 
B) II. 
Indicators under development 
 
C) I. 
Comments and results reported at point 2.1 and 2.2 
 
General 
Indicators under development 
 
 
Brussels  
Total number of meeting sessions with 
3626
interpretation attended by conference technicians 
Strasbourg  
1681
Brussels  
Total number of meeting sessions requiring sound 
663
equipment set up and support 
Strasbourg  
88
Brussels  
Total number of meeting sessions requiring 
1739
projection equipment set up and support 
Strasbourg  
293
Total n° of interpretation days in 2011 (staff) 
52934
Total n° of interpretation days in 2011 (ACI) 
56773
 
 
9

link to page 10 Context - During the course of 2011 DG INTE provided interpretation for 5263 meeting 
sessions* in the three working places of the EP. This includes 135 for the Court of Auditors; 382 
for the Commission in Luxembourg; 101 for the Committee of the Regions and 2 for other 
organisations. In addition to these meetings with interpretation, DG INTE was responsible for the 
logistics of a further 15602 meeting sessions without interpretation, and 44 meetings of political 
groups and political bodies (bureau, conference of presidents, questors), 129 meetings of 
parliamentary committees and delegations and 19 other EP meetings outside of the three places 
of work. 
A).1 - To optimize interpreting resources DG INTE actively encourages interpreters to increase, 
and improve the quality, of the number of languages in which they are able to work. DG INTE 
develops in-house interpreter specific language training in function to needs. These courses 
follow the academic year (September to June). In the 2011/2012 round, there were 119 
enrolments to 21 courses, for 11 languages, including Croatian and Turkish. In addition to these 
courses 4 summer university sessions were organised with the aim of maintaining/improving the 
quality of languages already acquired. A total of 44 bursaries were granted to ACIs to attend 
language training outside of the Institutions.  
In 2011 interpreters added 122 languages to the global repertoire out of a total of 168 who were 
tested by the EP. 
Adding a working language is the result of a process taking place over a number of years and 
interpreters sit a language adding test (set up in-house) in line with their development in the 
language in question; this will not necessarily be immediately after completing a course. Out of a 
total number of 474 bursaries granted to ACI between 2004 and 2011, a total of 223 participants 
(47%) added the language in the same year and a further 81 added the language at a later stage, 
meaning an overall success rate of some 64%. Similar indicators will be developed for all areas 
of activity in this field. 
Specific in-house courses are also developed to encourage interpreting staff to add retour 
languages to their language combinations or to maintain the level of retour languages already 
acquired. (Retour: where the interpreter can work both from, and to, a given language) 43 
training sessions were held in 2011 in 11 different languages. The adding/maintaining of retour 
languages by interpreting staff is an essential element for optimising resource management.  
A.II - DG INTE organised 13 days of seminarium for promising graduates leaving conference 
interpretation studies. The courses target graduates with language combinations that are 
particularly useful to the Institution. The primary objective is to prepare the students for the 
accreditation tests and in 2011, 10 successfully passed accreditation tests out of the total of 15 
participants – a success rate of 67%, compared to the average pass rate in such tests of around 
28%. 
Staff interpreters regularly participate in testing students at universities and also assist with 
teaching: 26 universities received pedagogical assistance in 2011. Skype classes were a new 
introduction to pedagogical assistance last year, where students at universities receive live 
speeches via Skype and practice interpreting skills, watched and assessed by staff interpreters of 
the EP. 
DG INTE runs an annual grant programme in partnership with the Commission (SCIC). In 2011 
nine grant agreements were signed by the EP with universities. The programme aims to assist 
universities with the costs of running masters courses in interpreting. 
                                                 
* meetings are split into sessions as each session may require different interventions of the services of DG 
INTE 
 
 
10

A.III - DG INTE played a key role in establishing the network HINTS (heads of Interpreting 
services) in 2006. At the beginning the network consisted of just 6 European and international 
organisations. In 2011 the total number of members is 35 and, in addition to the European 
Institutions, members include partners such as NATO, the UN and the IMF. The network meet 
twice per year, once at the European Parliament in Brussels and once elsewhere.  The meetings 
provide an international forum for the exchange of best practice, discussion of key issues, 
common solutions and mutual assistance. Projects underway in 2011 include the establishment of 
an international list of freelance interpreters; this is of particular interest to the EP in 
circumstances where interpretation for less common languages may be required (for example 
ACP meetings). 
 
Structured exchange programmes are organised between the EP and Commission interpretation 
services. In 2011 the total number of exchanged interpreting days (SCIC colleagues coming to 
work at the EP and EP interpreters going to work with the SCIC) was 1.045,5. In addition to the 
structured and regular programme EP interpreters who do not attend Strasbourg sessions, for 
justified reasons, are placed at the disposal of the SCIC and the SCIC regularly request assistance 
of the EP interpretation service during Commission peak working weeks.  2011 saw the 
consolidation of an exchange set up between the EP and the UN. 
 
As part of its external communication policy the DG attended fairs and conventions such as the 
language fair in London and Expolangues in Paris in 2011. A YouTube entry has been made with 
interviews of EP interpreting staff and a Face book account has been established for a "chat with 
Ms. Cosmidou". The DG regularly organises conferences, seminars, and events for stakeholders 
in the field and visits of the EP for interpreting students.  
 
DG INTE is an active member of the EMCI (European Masters Conference Interpreters) body. 
 
B.I – The helpdesks in the Programming Unit are now fully staffed, but this is only the case since 
the last quarter of 2011. As the new members of the reinforced team become operational, it will 
be possible to further develop information and awareness raising activities amongst users of the 
DG’s services. This and the information and awareness raising campaign relating to the better use 
of interpretation services will be essential to enhance programming capacity. 
 
As the newly created Total Quality Management Unit is integrated into the DG, the continual 
provision of data and statistics relating to the services offered and the way in which they are used 
(including assessment surveys) will be assured. This will provide valuable management 
information and statistics, needed to further develop and streamline the programming strategy 
and enable to DG to adapt to changing demand patterns. 
 
Pertinent performance indicators will be developed during the coming exercise. 
 
3.  EVALUATION AND EFFECTIVENESS OF THE INTERNAL CONTROL 
The procedures currently in place work as intended, adequately controlling the risks to the 
achievement of the objectives of the DG. The internal control mechanisms are reviewed and have 
been adapted where necessary. This has, however, been on an ad-hoc basis and will now be 
incorporated into a complete and formalised cycle of reviews and assessments of the procedures 
and processes used for implementing the DG’s activities. Hitherto difficult to implement with the 
lack of administrative staff at the disposition of the DG, the new structure will assure overview, 
allowing for the development of more efficient and effective controls, whilst aiming for a 
simplification of procedures where possible. 
 
The specific review of the Internal Control Framework by the Internal Audit Service identified 
three actions remaining open in 2011: 
Programming of Activities - action D06-074 
Initial action 
 
11

-To develop (with the assistance of the DIT) a specific Business Objects tool to allow for the 
extraction of more data from the PERICLES system to complete the periodic reports on the 
application of the Code of Conduct on Multilingualism. 
 
-To establish a manual explaining and setting out the Code of Conduct on Multilingualism 
 
-Ensure that the data entered into PERICLES is correct and up-to-date. 
 
The first two actions have yet to be completed. Work on completing the development of the BO 
reporting tool has been continued during 2011 and is now nearing completion. Before the 
statistics and information can be used for reporting purposes, all systems must be fully tested.  
 
The manual on the Code of Conduct will be started in 2012. 
 
Programming of Activities - action D06-075 
Initial commentary - The recording of meeting costs should be used as the basis of periodical 
reporting to the Secretary General. 
 
Completion of this action plan depends on completion of action plan D06-074 and is 
consequently still open. The BO reporting tool being developed will be capable of determining 
the relative consumption of interpretation resources per category of user and this will be based on 
the development of an accurate flat-rate key. In this way  
 
Programming of Activities and risk management- action C06-024 
Initial commentary - Specific central contribution to programming and risk management is 
needed in the following areas: Committees, delegations and political groups: Rules for 
delegations and committees should be supplemented with provisions aimed at improving 
planning and limiting last minute changes. 
 
This action plan relates to central actions with shared responsibility. The new Code of Conduct 
for Multilingualism came into force on the 1/1/2009. DG INTE has launched seminars for users 
of interpretation services in order to emphasise the importance of adhering to the Code of 
Conduct and to raise awareness as to the potential costs incurred due to late changes and 
cancellations. Helpdesks have also been set up within the DG to provide further advice and 
familiarise the end users of our services with the rules and procedures and the importance of 
applying them. 
 
All other action plans have been implemented and closed in the review. 
 
4.  CONCLUSIONS 
In terms of overall performance and achievement of objectives DG INTE has delivered on all 
counts with regards to the services it offers to the Institution and its bodies and to other EU 
Institutions using those services.  
 
The complexities of organising large numbers of meetings and pulling together the various 
elements of, interpretation, logistical support, and technical support, to enable those meetings to 
take place have been exasperated in 2011 with the problems encountered in filling vacant posts. 
All available resources were therefore deployed to ensure that these core tasks were 
accomplished, and DG INTE is able to report that all requested meetings were catered for and all 
language interpretation required was provided. In order to meet these needs and to cope with 
periods of peak activity, large-scale recruitment of ACI (auxiliary conference interpreters) takes 
place throughout the year to ensure that the language combinations required for each type of 
meeting are available and that recruitment is as closely linked as possible to actual requirements.   
 
It is within this context that DG INTE has taken important steps to further streamline procedures 
and increase efficiency with regard to resource management. The reporting tools which will 
 
12

permit and support the development of this strategy are in the final stages of testing. Together 
with a strict application of the Decisions of the Bureau of 12 December 2011 these measures aim 
at continued delivery of the high standard of service, to which the Institution has become 
accustomed, whilst absorbing the cuts in both financial resources and staff posts that have been 
applied to DG INTE by the authorities in 2012. 
 
Weak points identified relate to the lack of overview and more specifically to the lack of staff 
resources on the administrative side of operations. This has meant that development of more 
efficient planning strategies and setting up continual assessment cycles of the effectiveness of 
operations has been placed on hold until now. The new structure of the DG, and the fact that 
many internally redeployed administrative posts have now been filled will ensure that progress is 
made in these areas from the outset of the new budgetary exercise.  
 
  
 
 
 
 
 
 
13



 
6.  ANNEXES 
6.1. 
Budgetary overview 
6.2. 
Report on payment delays 
6.3. 
List of exceptions - derogation to the rules 
6.4. 
Long-term contractual procedures 
6.5. 
Exceptional negotiated procedures 
6.6. 
Ex-post evaluation results 
6.7. 
Sensitive posts 
6.8. 
Evaluation of the implementation of the minimum standards for  
  
internal 
control 
 
 
15

DG. INTE
Situation des Crédits courants 
Exercice: 2011 (en EUR)
Edité le
12/01/2012 à 14:47
Page 01 /03
Poste
Intitulé
Crédits
Virements +
Crédits
Engagements
  %
Paiements
Soldes des
Crédits
Initiaux
Budg. Suppl.
Actuels
Contractés
Util.
Effectués
Engag. E.C.
Disponibles
01...
014..
0140.
01402
01402-01
INTERPRETES  ET OPERATEURS DE CONFERENCE
 58.000.000,00 
 0,00 
 58.000.000,00 
 56.964.283,06   98,21
 45.771.239,11 
 11.193.043,95 
 1.035.716,94 
01404
01404-04
ACTIONS DE FORMATION ET BOURSES ACCORDEES
 1.300.000,00 
 0,00 
 1.300.000,00 
 611.914,24   47,07
 388.461,88 
 223.452,36 
 688.085,76 
POUR LE PERFECTIONNEMENT D'INTERPRETES DE
CONFERENCE ET FRAIS ANNEXES
Total Article
0140.
 59.300.000,00 
 0,00 
 59.300.000,00 
 57.576.197,30 
 97,09
 46.159.700,99 
 11.416.496,31 
 1.723.802,70 
Total Titre
01...
 59.300.000,00 
 0,00 
 59.300.000,00 
 57.576.197,30   97,09
 46.159.700,99 
 11.416.496,31 
 1.723.802,70 

DG. INTE
Situation des Crédits courants 
Exercice: 2011 (en EUR)
Edité le
12/01/2012 à 14:47
Page 02 /03
Poste
Intitulé
Crédits
Virements +
Crédits
Engagements
  %
Paiements
Soldes des
Crédits
Initiaux
Budg. Suppl.
Actuels
Contractés
Util.
Effectués
Engag. E.C.
Disponibles
02...
021..
0214.
02140
02140-04
ACHAT, RENOUVELLEMENT, LOCATION , ENTRETIEN
 2.875.000,00 
 0,00 
 2.875.000,00 
 2.827.085,80   98,33
 1.386.354,05 
 1.440.731,75 
 47.914,20 
ET REPARATION DE MATERIEL ET D'INSTALLATIONS
TECHNIQUES - CONFERENCES
02140-10
INFRASTRUCTURES COMMUNES D'EQUIPEMENT ET
 12.000,00 
 0,00 
 12.000,00 
 0,00 
 0,00
 0,00 
 0,00 
 12.000,00 
INSTALLATIONS AUDIOVISUELS, Y COMPRIS LES
FRAIS ANNEXES LIES A CES ACHATS TELS
QU'ETUDES, FRAIS D'INGENIEURS ET ASSISTANCE
Total Poste
02140
 2.887.000,00 
 0,00 
 2.887.000,00 
 2.827.085,80 
 97,92
 1.386.354,05 
 1.440.731,75 
 59.914,20 
Total Titre
02...
 2.887.000,00 
 0,00 
 2.887.000,00 
 2.827.085,80 
 97,92
 1.386.354,05 
 1.440.731,75 
 59.914,20 

DG. INTE
Situation des Crédits courants 
Exercice: 2011 (en EUR)
Edité le
12/01/2012 à 14:47
Page 03 /03
Poste
Intitulé
Crédits
Virements +
Crédits
Engagements
  %
Paiements
Soldes des
Crédits
Initiaux
Budg. Suppl.
Actuels
Contractés
Util.
Effectués
Engag. E.C.
Disponibles
03...
030..
0304.
03042
03042-03
REUNIONS DES GROUPES POLITIQUES
 1.100.000,00 
54.000,00-
 1.046.000,00 
 838.563,72   80,17
 725.573,05 
 112.990,67 
 207.436,28 
03042-04
AUTRES REUNIONS
 20.000,00 
4.000,00-
 16.000,00 
 8.204,33   51,28
 8.204,33 
 0,00 
 7.795,67 
Total Poste
03042
 1.120.000,00 
58.000,00-
 1.062.000,00 
 846.768,05 
 79,73
 733.777,38 
 112.990,67 
 215.231,95 
032..
0324.
03245
03245-04
ORGANISATION DE COLLOQUES, SEMINAIRES
 200.000,00 
 0,00 
 200.000,00 
 138.607,98   69,30
 29.943,79 
 108.664,19 
 61.392,02 
 ET ACTIONS CULTURELLES: SOUTIEN AU
MULTILINGUISME
Total Titre
03...
 1.320.000,00 
58.000,00-
 1.262.000,00 
 985.376,03 
 78,08
 763.721,17 
 221.654,86 
 276.623,97 
Total Général
 63.507.000,00 
58.000,00-
 63.449.000,00 
 61.388.659,13 
 96,75
 48.309.776,21 
 13.078.882,92 
 2.060.340,87 

DG. INTE
Situation Crédits reportés automatiques  Exercice: 2011 (en EUR)
Edité le
12/01/2012 à 14:50
Page 01 /03
Poste
Intitulé
Crédits
Crédits
Engagements
Paiements
  %
Crédits
Reliquat de
Reportés
Actuels
Contractés
Effectués
Util.
Disponibles
Conversion
01...
014..
0140.
01402
01402-01
INTERPRETES  ET OPERATEURS DE CONFERENCE
 11.564.793,28 
 11.564.793,28 
 11.564.793,28 
 9.375.975,37 
 81,07 
 2.188.817,91 
 0,00 
01404
01404-04
ACTIONS DE FORMATION ET BOURSES ACCORDEES
 164.096,47 
 164.096,47 
 164.096,47 
 100.815,99 
 61,44 
 63.280,48 
 0,00 
POUR LE PERFECTIONNEMENT D'INTERPRETES DE
CONFERENCE ET FRAIS ANNEXES
Total Article
0140.
 11.728.889,75 
 11.728.889,75 
 11.728.889,75 
 9.476.791,36 
 80,80 
 2.252.098,39 
 0,00 
Total Titre
01...
 11.728.889,75 
 11.728.889,75 
 11.728.889,75 
 9.476.791,36 
 80,80 
 2.252.098,39 
 0,00 

DG. INTE
Situation Crédits reportés automatiques  Exercice: 2011 (en EUR)
Edité le
12/01/2012 à 14:50
Page 02 /03
Poste
Intitulé
Crédits
Crédits
Engagements
Paiements
  %
Crédits
Reliquat de
Reportés
Actuels
Contractés
Effectués
Util.
Disponibles
Conversion
02...
021..
0214.
02140
02140-04
ACHAT, RENOUVELLEMENT, LOCATION , ENTRETIEN
 1.129.531,24 
 1.129.531,24 
 1.129.531,24 
 1.087.393,13 
 96,27 
 42.138,11 
 0,00 
ET REPARATION DE MATERIEL ET D'INSTALLATIONS
TECHNIQUES - CONFERENCES
Total Titre
02...
 1.129.531,24 
 1.129.531,24 
 1.129.531,24 
 1.087.393,13 
 96,27 
 42.138,11 
 0,00 

DG. INTE
Situation Crédits reportés automatiques  Exercice: 2011 (en EUR)
Edité le
12/01/2012 à 14:50
Page 03 /03
Poste
Intitulé
Crédits
Crédits
Engagements
Paiements
  %
Crédits
Reliquat de
Reportés
Actuels
Contractés
Effectués
Util.
Disponibles
Conversion
03...
030..
0304.
03042
03042-03
REUNIONS DES GROUPES POLITIQUES
 204.381,71 
 204.381,71 
 204.381,71 
 128.242,16 
 62,75 
 76.139,55 
 0,00 
03042-04
AUTRES REUNIONS
 3.500,00 
 3.500,00 
 3.500,00 
 157,68 
 4,51 
 3.342,32 
 0,00 
Total Poste
03042
 207.881,71 
 207.881,71 
 207.881,71 
 128.399,84 
 61,77 
 79.481,87 
 0,00 
032..
0324.
03245
03245-04
ORGANISATION DE COLLOQUES, SEMINAIRES
 94.000,00 
 94.000,00 
 94.000,00 
 72.094,28 
 76,70 
 21.905,72 
 0,00 
 ET ACTIONS CULTURELLES: SOUTIEN AU
MULTILINGUISME
Total Titre
03...
 301.881,71 
 301.881,71 
 301.881,71 
 200.494,12 
 66,41 
 101.387,59 
 0,00 
Total Général
 13.160.302,70 
 13.160.302,70 
 13.160.302,70 
 10.764.678,61 
 81,80 
 2.395.624,09 
 0,00 

DG. INTE
Situation des crédits de dépenses spécifiques/RA 
Exercice:2011 (en EUR)
Edité le 12/01/2012 à 14:46
Page 01 /03
Poste
Intitulé
Crédits
Crédits
Crédits
Engagements
  %
Paiements
Soldes des
Crédits
an.précéd.
an. cumulés.
Actuels
Contractés
Util.
Effectués
Engag. E.C.
Disponibles
01...
014..
0140.
01402
INTERORETES DE CONFERENCE
01402-00
INTERORETES DE CONFERENCE
 0,00 
 393.962,00 
 393.962,00 
 0,00 
 0,00 
 0,00 
 0,00 
 393.962,00 
Total Titre
01...
 0,00 
 393.962,00 
 393.962,00 
 0,00 
 0,00 
 0,00 
 0,00 
 393.962,00 

DG. INTE
Situation des crédits de dépenses spécifiques/RA 
Exercice:2011 (en EUR)
Edité le 12/01/2012 à 14:46
Page 02 /03
Poste
Intitulé
Crédits
Crédits
Crédits
Engagements
  %
Paiements
Soldes des
Crédits
an.précéd.
an. cumulés.
Actuels
Contractés
Util.
Effectués
Engag. E.C.
Disponibles
02...
021..
0214.
02140
02140-04
RECETTES TECHNICIENS DE CONFÉRENCE
 0,00 
 1.507,00 
 1.507,00 
 1.426,20   94,64 
 0,00 
 1.426,20 
 80,80 
DIVERS
Total Titre
02...
 0,00 
 1.507,00 
 1.507,00 
 1.426,20   94,64 
 0,00 
 1.426,20 
 80,80 

DG. INTE
Situation des crédits de dépenses spécifiques/RA 
Exercice:2011 (en EUR)
Edité le 12/01/2012 à 14:46
Page 03 /03
Poste
Intitulé
Crédits
Crédits
Crédits
Engagements
  %
Paiements
Soldes des
Crédits
an.précéd.
an. cumulés.
Actuels
Contractés
Util.
Effectués
Engag. E.C.
Disponibles
03...
030..
0304.
03042
03042-03
REMBOURSEMENT FRAIS REUNION GROUPES
 0,00 
 44.881,29 
 44.881,29 
 27.900,00   62,16 
 1.252,56 
 26.647,44 
 16.981,29 
POLITIQUES H3L
Total Titre
03...
 0,00 
 44.881,29 
 44.881,29 
 27.900,00   62,16 
 1.252,56 
 26.647,44 
 16.981,29 
Total Général
 0,00 
 440.350,29 
 440.350,29 
 29.326,20 
 6,66 
 1.252,56 
 28.073,64 
 411.024,09 

DG. INTE
Situation des credits reportes dep.spec RA 
Exercice: 2011 (en EUR)
Edité le
12/01/2012 à 14:47
Page 01 /03
Poste
Intitulé
Crédits
Crédits
Engagements
Paiements
  %
Soldes des
Crédits
Initiaux
Actuels
Contractés
Effectués
Util.
Engagements
disponibles
01...
014..
0140.
01402
INTERORETES DE CONFERENCE
01402-00
INTERORETES DE CONFERENCE
 472.618,74 
 472.618,74 
 472.618,74 
 262.662,79 
 55,58 
 209.955,95 
 0,00 
Total Titre
01...
 472.618,74 
 472.618,74 
 472.618,74 
 262.662,79 
 55,58 
 209.955,95 
 0,00 

DG. INTE
Situation des credits reportes dep.spec RA 
Exercice: 2011 (en EUR)
Edité le
12/01/2012 à 14:47
Page 02 /03
Poste
Intitulé
Crédits
Crédits
Engagements
Paiements
  %
Soldes des
Crédits
Initiaux
Actuels
Contractés
Effectués
Util.
Engagements
disponibles
02...
021..
0214.
02140
02140-04
RECETTES TECHNICIENS DE CONFÉRENCE
 142,75 
 142,75 
 142,75 
 0,00 
 0,00 
 142,75 
 0,00 
DIVERS
Total Titre
02...
 142,75 
 142,75 
 142,75 
 0,00 
 0,00 
 142,75 
 0,00 

DG. INTE
Situation des credits reportes dep.spec RA 
Exercice: 2011 (en EUR)
Edité le
12/01/2012 à 14:47
Page 03 /03
Poste
Intitulé
Crédits
Crédits
Engagements
Paiements
  %
Soldes des
Crédits
Initiaux
Actuels
Contractés
Effectués
Util.
Engagements
disponibles
03...
030..
0304.
03042
03042-03
REMBOURSEMENT FRAIS REUNION GROUPES
 9.269,25 
 9.269,25 
 1.615,00 
 1.117,50 
 69,20 
 497,50 
 7.654,25 
POLITIQUES H3L
Total Titre
03...
 9.269,25 
 9.269,25 
 1.615,00 
 1.117,50 
 69,20 
 497,50 
 7.654,25 
Total Général
 482.030,74 
 482.030,74 
 474.376,49 
 263.780,29 
 55,61 
 210.596,20 
 7.654,25 

DG. INTE
Situation des Recettes générales 
Exercice:2011 (en EUR)
Edité le 12/01/2012 à 14:47
Page 01 /02
Poste
Intitulé
Crédits
Virements +
Crédits
Engagements
Paiements
Soldes des
Crédits
Initiaux
Budg. Suppl.
Actuels
Contractés
Effectués
Engag. E.C.
Disponibles
05...
055..
0550.
05500
05500-00
05500-00-RI RECETTES PROVENANT DU PRODUIT DE
 0,00 
 0,00 
 0,00 
1,00-
 0,00 
1,00-
 1,00 
PRESTATIONS DE SERVICES ET DE TRAVAUX
EN FAVEUR D'AUTRES ORGANISMES
0551.
05510
05510-00
05510-00-RI RECETTES PROVENANT DES TIERS POUR DES
 0,00 
 0,00 
 0,00 
1,00-
357.774,79-
 357.773,79 
 1,00 
PRESTATIONS DE SERVICES OU TRAVAUX
EFFECTUÉS A LEUR DEMANDE
Total Chapitre
055..
 0,00 
 0,00 
 0,00 
2,00-
357.774,79-
 357.772,79 
 2,00 
057..
0570.
05700
05700-00
05700-00-RI RECETTES PROVENANT DE LA RESTITUTION
 0,00 
 0,00 
 0,00 
1,00-
 0,00 
1,00-
 1,00 
DE SOMMES INDUMENT PAYÉES - RECETTES
AFFECTÉES
0573.
05730
05730-00
05730-00-RI AUTRES CONTRIBUTIONS ET RESTITUTIONS
 0,00 
 0,00 
 0,00 
1,00-
 0,00 
1,00-
 1,00 
LIEES AU FONCTIONNEMENT DE L'INSTITUTION
RECETTES AFFECTEES
Total Chapitre
057..
 0,00 
 0,00 
 0,00 
2,00-
 0,00 
2,00-
 2,00 
Total Titre
05...
 0,00 
 0,00 
 0,00 
4,00-
357.774,79-
 357.770,79 
 4,00 

DG. INTE
Situation des Recettes générales 
Exercice:2011 (en EUR)
Edité le 12/01/2012 à 14:47
Page 02 /02
Poste
Intitulé
Crédits
Virements +
Crédits
Engagements
Paiements
Soldes des
Crédits
Initiaux
Budg. Suppl.
Actuels
Contractés
Effectués
Engag. E.C.
Disponibles
09...
090..
0900.
09000
EXEDENT VERSE AUX FOURNISSUERS
09000-00
EXEDENT VERSE AUX FOURNISSUERS
09000-00-EI RECETTES DIVERSES NON AFFECTEES
 0,00 
 0,00 
 0,00 
1,00-
 0,00 
1,00-
 1,00 
Total Sous-poste
09000-00
 0,00 
 0,00 
 0,00 
2,00-
 0,00 
2,00-
 2,00 
Total Titre
09...
 0,00 
 0,00 
 0,00 
2,00-
 0,00 
2,00-
 2,00 
Total Général
 0,00 
 0,00 
 0,00 
6,00-
357.774,79-
 357.768,79 
 6,00 

DG INTE Annual Activity Report 2011 
 
Annex 2  
 
Report on Payment delays 
 
 

 
1.  Summery Table - Invoices paid via FINORD 
 
Intérêts de retard 
Intérêts de retard 
à payer à la 
Pas d'intérêts de 
      Factures payées en 2011 
à payer d'office 
Total 
demande 
retard à payer 
(>200€) 
(<=200€) 
Nombre de factures 
 
 
300 
 
Endéans le 
délai 

Montant total des 
 
 
7 717 035,96 
 
factures (EUR) 
Nombre de factures 

20 
 
21 
Montant total des 
Hors délai 
336 164,67 
112 094,55 
 
448 259,22 
factures (EUR) 
Montant des intérêts de 

1 268,68  
42,30 
 
1 310,98 
retard (EUR) 
Nombre total de factures 

20 
300 
321 
Montant total des factures (EUR) 
336 164,67 
112 094,55 
7 717 035,96 
8 165 295,18 
 
 
2.  Comments 
 
There was only one delayed invoice that generated an interest of 1 268.68 EUR but the 
payment of the interest was rejected by DG INTE and never paid. The invoice was for travel 
tickets for personnel (freelance interpreters) where DG INTE uses provisional commitments. 
The name of the supplier changed from BCD Travel Belgium SA to Lufthansa Airplus 
Servicekarte GmbH (both in the same consortium) without DG INTE having been informed on 
time. That caused the delay in the payment which was not DG INTE's fault.   
 
The sum of all interest for invoices where the interest generated by the payment delay was less 
than 200 EUR per invoice, is 42,30EUR for 20 invoices. No requests for their payment have 
been received and thus no payment has been made. 
 
 
 
 
 
 
30 

DG INTE Annual Activity Report 2011 
 
 
Annex 3 
List of exceptions - Derogations to the rules 
 
 
DG INTE has no exceptions to report. 
 
 
31

DG INTE Annual Activity Report 2011 
 
Annex 4 
 
Long -term contract obligations 
 
 
 
DG INTE does not have any long-term contract obligaitons. 
32 

DG INTE Annual Activity Report 2011 
 
 
 
 
 
 
 
 
Annex 5 
Exceptional negotiated procedures 
 
 
 
 
 
 
 
 
Candidats 
Nom/s de/s 
Objet 
Montant 
Base 
Motif 
 
 
Critères d'acceptabilité 
l'attributaire/s 
juridique 
Invités 
Pour négociations 
BSL Sécurité 
service de sécurité 
2.200 € 
art 126 
Groupe PPE 07-08/12/11 Marseille 


fournisseur obligé du lieu de réunion 
 
 
 
Palais du Pharo - locations salles 
15.000 € 
art 126 
Groupe PPE 07-08/12/11 Marseille 


seul lieu possible 
Marseille 
 
Kongrestechnik 
matériel interprétation, 
8.150 € 
art 126 
Bur PPE 13/14/10/11 Sofia 


fournisseur obligé du lieu de réunion 
 
AV, photocop, fax, tél 
(6.140 + 
 
2.010) 
Tenor gastronomie 
boissons de 
7.000 € 
art 126 
Bur PPE 22-24/09/11 Bucarest 


choix du groupe 
 
conférences 
 
The cloud networks location ADSL + SDSL 
7.100 € 
art 126 
Dél PPE 08-09/09/11 Wroclaw 


fournisseur obligé du lieu de réunion 
Germany 
 
 
AV, matériel  
3.400 € 
art 126 
Dél ECR 19-21/10/11 Gibraltar 


fournisseur obligé du lieu de réunion 
Caleta Hotel 
informatique, trnsfert 
 
Président 
 
location matériel 
6.913 € 
art 126 
Dél Verts/ALE 27-29/05/11 Belrin 


fournisseur obligé du lieu de réunion 
Fleischhauer GmbH 
d'interprétation 
 
 
BSC SP 
location système 
5.600 
€ 
art 
126 
Gr PPE + S&D 25-26/05/11  1 

fournisseur obligé du lieu de réunion 
 
d'interprétation 
Varsovie 
 
BOJESEN AS 
services techniques, 
7.200 € 
art 126 
Gr 
ADLE 
28/02-02/03/11 


fournisseur obligé du lieu de réunion 
location mat de bureau, 
Copenhague 
 
lignes internet, 
téléphones, 
communications et 
divers 
Suomen 
location système 
6.200 € 
art 126 
Gr EFD 07-10/02/11 Helsinki 


fournisseur obligé du lieu de réunion 
Kongressitekniikka Oy 
d'interprétation 
 
France Telecom 
location & installation 
24.500 € 
art 126 
Groupe PPE 07-08/12/11 Marseille 


fournisseur obligé du lieu de réunion 
lignes tél + int + 
 
communications 
téléphoniques 
Projectis 
Audio visuel 
10.500 € 
art 126 
Groupe PPE 07-08/12/11 Marseille 


fournisseur obligé du lieu de réunion 
 
 
Dolce la Hulpe Bruxelles  Location de salles, 
5.700,00 € 
art 126  
Bureau PE 26-27/01/12 La Hulpe 


choix du Bureau 
SA 
pauses cafés 
Barco NV 
Upgrade système 
9.494,00 € 
126 g) i) 
upgrade uniquement fourni par la  1 
 
Offre correspondant aux critères 
 
projection 
société ayant installé le matériel 
techniques et de prix du cahier des 
d'origine 
charges 
 
 
33

Fabricom GDF-Suez 
Remplacement haut-
9.357,60 € 
126 g) i) 
Les  haut-parleurs  et  l'amplificateur 

 
Offre correspondant aux critères 
 
parleurs JAN Bruxelles 
ne pouvant être dissociés, seule la 
techniques et de prix du cahier des 
société Fabricom peut fournir ce 
charges 
type de matériel 
Televic Conferences NV 
Aménagement salon 
31.328,45 € 
126 g) i) 
Extension d'installations existantes, 

 
Offre correspondant aux critères 
 
protocolaire du 
lorsque le changement de 
techniques et de prix du cahier des 
Président 
fournisseur obligerait le pouvoir 
charges 
adjudicateur à acquérir un matériel 
de technique différente entraînant 
une incompatibilité ou des 
difficultés techniques d'utilisation et 
d'entretien disproportionnées 
Barco NV 
Lampes et système 
36.870,00 € 
126 g) i) 
La  fourniture  des  lampes  pour 

 
Offre correspondant aux critères 
 
affichage video 
projecteurs Barco et du processeur 
techniques et de prix du cahier des 
multicouche 
de signaux vidéos avancé, pour 
charges 
des raisons de compatibilité 
technique ne peut être réalisée que 
par la société Barco 
Brahler ICS AG 
Achat de cartes EDAT 
27.268,00 € 
126 g) i) 
La société Brähler a développé et  1 
 
Offre correspondant aux critères 
 
et pupitres de micros 
fourni ces installations 
techniques et de prix du cahier des 
intégralement compatibles avec 
charges 
notre matériel. 
Televic Conferences NV 
Réparations PHEM 
39.582,16€  
126 g) i) 
Suite  aux  différentes  infiltrations 

 
Offre correspondant aux critères 
 
Bruxelles 
d'eau survenues courant 2011, il a 
techniques et de prix du cahier des 
été décidé de démonter totalement 
charges 
la régie et de l'installer dans un 
nouveau meuble. Ces travaux 
doivent être impérativement 
réalisés par le fabricant et 
installateur Televic qui est 
également notre contractant pour 
la maintenance à Bruxelles 
Arbor BV 
Installation et 
20.602,00 € 
126 g) i) 
L'installation et la configuration de  1 
 
Offre correspondant aux critères 
 
configuration logiciels 
ces logiciels achetés auprès de la 
techniques et de prix du cahier des 
(projet Arbor) 
société Comparex ne peuvent être 
charges 
réalisées que par la société Arbor 
Media, développeuse de ces 
software pour des raisons 
techniques et de protection des 
droits d'exclusivité 
Video Promotion SPRL 
Achats de 10 barcrafts 
33.920,00 € 
126 g) i) 
Livraison 
complémentaire. 
Le 


Offre correspondant aux critères 
audio analoques 
produit n'étant plus disponible sur 
techniques et de prix du cahier des 
le marché pour la quantité 
charges. 
désirable, le fournisseur s'est 
déclaré prêt à produire 
spécialement ce matériel pour une 
quantité minimale.  
Groupe Express Roularta  Participation au salon 
16.698,62 € 
126 b) 
Participation à la foire de langues à 


Fournisseur ayant les droits 
S.A. 
Expolangues 2012 
Paris en correspondance avec les 
d'exclusivité pour l'organisation du foire 
objectifs de la DG INTE 
 
34
 

DG INTE Annual Activity Report 2011                                                                         Annex 6 
 
 

Results of the ex-post evaluation 
 
 
 
 
 
DG INTE has reported on the staffing situation and the lack of administrative posts in 
consecutive exercises since the creation of the DG in 2008. Nevertheless, core tasks have 
been maintained and the continued high level of professional service guaranteed. 
This situation has, however, hindered the set up of integrated control systems and 
reporting mechanisms for the DG. As such, ex-post control has not been set up to-date in DG 
INTE.  
The administrative staffing situation has improved, but only during the last months of the 
2011 exercise. In 2012 DG INTE intends to elaborate a programme of ex post controls. 
 
35 

DG INTE Annual Activity Report 2011                                                                       Annex 7 
Sensitive Posts 
 
 
Function identified as sensitive 
Measures taken 
 
Identified as sensitive function - additional 
Head of Unit ACI Recruitment 
measures to be taken to be defined within the 
context of the reorganisation of the DG and the 
establishment of new Directorate and new unit 
for Total Quality Management 
 
Identified as sensitive function - additional 
Head of Unit Meetings & Conferences 
measures to be taken to be defined within the 
context of the reorganisation of the DG and the 
establishment of new Directorate and new unit 
for Total Quality Management 
 
Identified as sensitive function - additional 
Head of Unit Conference Technicians 
measures to be taken to be defined within the 
context of the reorganisation of the DG and the 
establishment of new Directorate and new unit 
for Total Quality Management 
Financial Officer Conference Technicians Unit 
Tasks of initiation and verification separated in 
 
two different units. Pre saisine system 
introduced whereby competitive tendering is 
checked by ex-ante verification before 
procedures are launched. 
 
Tasks of initiation and verification separated in 
Financial Officer Meetings and Conference 
two different units. Pre saisine system 
Unit 
introduced whereby competitive tendering is 
 
checked by ex-ante verification before 
procedures are launched. 
Meetings Organiser Meetings and Conference 
Tasks of initiation and verification separated in 
Unit 
two different units. Pre saisine system 
 
introduced whereby competitive tendering is 
checked by ex-ante verification before 
procedures are launched. 
 
 
As indicated in the report on sensitive posts, presented to the Secretary General in June 2011 and 
followed up with a second report in December 2011: 
 
DG INTE run relatively few tendering procedures. Open calls for tender are run each four years for 
maintenance requirements in Brussels and Strasbourg, in the domain of the Conference Technicians 
Units. The main tendering activity relates to lower value contracts where three or five operators are 
invited to tender and these procedures are all checked by ex-ante verifiers before launch. Verifiers 
are part of the ex- General Coordination Unit in 2011, (now members of the Budget Unit under the 
Resource Directorate) and the financial initiation functions are within the various operational units, 
totally separating the two functions into different Directorates.  
 
Considering; the relatively small budget utilised for these activities in DG INTE; the low number of 
transactions and procedures; and given the measures already put in place, the sensitive nature of the 
financial functions are considered to be adequately managed by mitigating controls.  
 
36

DG INTE Annual Activity Report 2011                                                                       Annex 7 
Apart from the financial functions within the DG, other functions have been identified as being of a 
sensitive nature. In these areas an in-depth examination is required of the decisional processes 
involved and this will form part of the general review of the entire control environment. 
 
The re-organisation underway in DG INTE, following the set up of the new Resources Directorate 
and corresponding reorganisation of the units, together with the set up of a Total Quality 
Management Unit will provide the ideal opportunity, early in the New Year, for the launch of such 
an appraisal. Additionally, it is planned to elaborate programmes for risk management and ex-post 
control.  
 
37

DG INTE Annual Activity Report 2011                                                                     Annex 8 
 
Evaluation of implementation of the minimum standards for internal 
control 
 
1. Achieved  
 

 
N° norm 
Title 
Comments  
1 Ethics 

Integrity 
DG 
INTE 
has developed its own web portal 
primarily to keep staff and ACI up-dated and 
informed of any upcoming issues and drawing 
attention to any procedural matters and new 
instruction. The site makes available all 
documentation on rules and procedures including 
those of reporting irregularities, by providing 
easy to find links directly to the relevant sections 
of the Europarl site.  

Mission, role & tasks 
The objectives of the DG are broken down per 
Directorate and per Unit. The job description, 
tasks and objectives of each member of staff are 
set in the staff reports.   

Staff competence 
Staff are recruited on the basis of their skills and 
knowledge as required for the post. Interviews are 
carried out, at least, by the manager of the service 
recruiting and a member of the HR team. An 
experienced training officer working in the 
Human Resources Unit is responsible for 
implementation of the DGs training policy 
according to standards set for the Institution. 
Specific in-house training has been developed for 
interpreters. 

Staff performance 
All standards regarding staff reporting are 
rigorously applied. Point 4 is not, however, 
applied systematically. 
6 Delegation 
All 
delegations 
are the subject of written 
instructions, all staff concerned are informed. 
15 Documentation 
of 
All procedures are documented in a handbook of 
procedures 
procedures, all circuits are established and set out, 
and all standard templates and instructions are 
made available to staff via the local website link 
to Europarl. 
16 
Segregation of duties 
Operational and financial initiators work within 
the operational units. The ex-ante verifiers 
worked in the General Coordination Unit (now 
the Budget Unit under the Resources Director) 
and are therefore separated and are not 
subordinate to the initiators. 
 
38 

 
 
2.  
Almost achieved - elements to be completed 
 
N° norm 
Title 
Elements to complete 

Sensitive posts  
A full review of sensitive posts was made during 
the 2011 exercise and the report was presented to 
the Secretary General. A number of sensitive 
posts have been identified within the DG. Point 3 
has yet to be implemented. 
7 Settings 
of 
Objectives Objectives are set and staff are informed. 
However, pertinent and measurable result 
and performance indicators need to be 
developed in order to measure impact and to 
provide support to strategic and operational 
decision making. This aspect will be 
addressed with the general overhaul of the 
reporting mechanisms and tools at the 
disposal of the DG early in 2012. 

Annual Work Programme 
The DG establishes an AWP which is duly 
presented to the Secretary General for approval. 
The objectives set for the DG for the year relate 
back to the AWP. Identification of HR and 
Financial Resources required is not forming part 
of the template DGs are requested to complete at 
this stage. 
10 Monitoring 
performance 
Continual follow up of operations and budgetary 
against objectives and 
execution is assured and systematic management 
indicators 
reporting is in place. Meetings between the 
various financial actors are held on a regular basis 
enabling common and quick solutions to be 
found. However, the indicators utilised in 
previous reporting exercises have related more to 
activity levels than indicators of performance and 
results. As mentioned previously in this review 
the development an integrated reporting system 
will be developed early in 2012 and this will 
include the set up of indicators for the services of 
the DG. 
12 Ad 
hoc 
management 
Regular meetings and circulation of information 
information 
ensure that management within the DG are aware 
of budgetary execution rates, commitment and 
payment data. This will be developed on a more 
formalised basis. 
13 
Mail registration and filing  Overhaul of centralised archives of administrative 
systems 
documents is underway and almost completed. 
Financial archives conform to all norms. 
Systematic and formal registration of incoming 
documents is covered by GEDA.    
 
 
 
39

 
 
18 
Recording exceptions 
All derogations are recorded in FINORD and 
observations notes are registered where 
necessary.  All such derogations and exceptions 
are duly reported in the Annual Activity Report. 
Further consolidation, harmonisation and 
documentation of such procedures should now be 
effected. 
19 
 
Continuity 
of 
operations 
Point 3 remains to be implemented and an 
officialised handover document will be 
elaborated. Within the realms of possibility, given 
the continued shortage of administrative 
personnel, sufficient substitution arrangements 
have been set up in order to deal with unforeseen 
absences and/or peaks in workload 
21 
Audit reports 
All audit reports and action plans are followed up. 
Recommendations 
are acted upon. All 
recommendations and agreed action plans 
resulting from the specific review of the internal 
control framework have now been completed and 
closed excepting three outstanding actions. Two 
of which are underway but are complex and have 
taken time to implement. The third is dependant 
on central services and is a shared action. 
 
 
3. 

Partially achieved - weak points and practices 
 
N° norm 
Title 
Weak points and practices set up to counter the 
weakness 
14 Reporting 
improprieties All 
information is available to all staff via the 
local website by direct link to the relevant pages 
of Europarl. Internal instructions to the DG have 
not been established and are not therefore 
reminded each year to staff. This will be 
considered within the general overview of 
procedures in the coming exercise. 
17 
Supervision 
Harmonised approach required for the procedures 
concerning observations in FINORD. Ex post 
controls have not been instigated previously and 
will form part of the overall revision of 
management procedures and reporting 
mechanisms planned to be introduced during the 
course of 2012. The new structure of the DG will 
allow for consolidation of measures to be set up 
in this field.  
 
 
 
 
 
40

 
 
 
20 
Recording and correction of  Weaknesses in the control systems are identified 
internal control weaknesses 
and rectifying measures are taken. However, this 
is done on an ad-hoc basis and should be 
incorporated into a formalised system ensuring 
continual analysis, targeting improved and 
streamlined procedures and increasing assurance 
for the AOD. Staff should need to be informed of 
the procedure for reporting any weaknesses. Ex-
post control is yet to be established in DG INTE.  
22 
 Annual review of internal  Annual review is effected but needs to be 
control 
incorporated into an integrated programme 
 
 
4. 

Norms that have been initiated - weak points and measures taken or to be 
taken. 
 
N° norm 
Title 
Weak points and practices set up to counter the 
weakness 
11 
Risk Management Analysis 
DG  INTE  was present at meetings organised by 
the Risk Manager. General awareness raising 
within the DG has been on-going during 2011 
with managers requested to identify risk areas in 
their sectors. Further development and 
formalisation has not been possible during 2011. 
With the set of the Total Quality Management 
Unit further progress will be planned in 2012.  
 
 
5. 

Norms that have not been initiated or which do not apply. 
 
N° norm 
Title 
Foreseen Actions  

Multiannual Programming 
Not applicable in the case of DG INTE 
 
 
41

Document Outline