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Ref. Ares(2020)7898951 - 23/12/2020

EASE Minutes of Meeting 

We will start drafting the Project Charter at the end of January. 
 
Business Case 
 
We  submitted the Business Case for comments to the Secretariat-General’s Heads of Unit and we received one 
feedback.  
We will send the Business Case to the IT Investment Team at the latest on 31 January. (done) 
We aim for the Business Case to be discussed in the February’s ITCB meeting. 
 
 asked if SG.C5 would present the Business Case to the ITCB. 
 replied that we will probably get an opinion 
from the IT Investment Team. The ITCB will discuss the Business Case if they consider it a strategic project for the 
Commission. If this will be the case, then SG.C.1 and SG.C.5 will share the presentation. 
 
Project Charter 
 
  underlined the importance of the alignment with the European Commission Digital Strategy in general and in 
particular for this project. 
 
 explained that SG.C.5 has a well-filled projects portfolio for 2019. Our current team of intramuros consultants 
will be busy with the ongoing projects. Based on our experience with the current framework contract in Time & Means 
provided by DIGIT, it is difficult to find skilled consultants. 
 and 
 summarized the approach that is under 
investigation for the EASE project: establish two contracts – a fixed price contract for the business analysis (using the 
DIGIT framework contract for high-level consultancy) and a second fixed price contract for the development of the 
system. 
 
 observed that 
 is working on GestDem and should be involved in the project. She emphasized that 
GestDem development must be done in a way to allow migration to the new system. 
 
Methodology 
 
 noted that  the project will use the PM2 methodology combined with an Agile approach. 
 explained the 
Agile approach as a continuous interaction between the Project Owner/Business Manager and the Solution 
Provider/Project Manager and a maximum of concrete deliverables providing value to the business. 
 
Governance 
 
 summarized the governance: 

Governance body (ISA2 and ITCB) 

Project Steering Committee 


 and 


Project Owner (
) and Business Manager (


Solution Provider 
) and Project Manager (


Users Group 

Project Core Team 
 and 

 
Users Group 
 
 noted that at the time we had only 3 volunteers (and one potential) for the task force. He will send a new 
reminder. 
 noted that the User Group (task force) would need to validate the Project Charter. 
 asked why we do not 
involve the Coordinator's network. 
 answered that the Coordinator’s network meets every 3-4 months, which it 
is not enough for the project. The Steering Committee agreed that the Coordinator’s network is too big and that we 
prefer to have a reduced number of committed Directorates-General involved in the project. 
 proposed to 
include in the group the Directorates-General with most requests for access to documents. 
 replied that until 
now DG TAXUD, DG ENVIRONMENT and potentially DG NEAR expressed their interest in the project, but most requests 
come from DG SANTE and DG COMP. 
 will communicate with the Heads of Unit of the Directorates-General to 
extend the Users Group. She explained that DG COMP has an exemption concerning the requests for access to 
documents because they are dealing with audits, infringements and competition procedures, that are very sensitive 
regarding the moment for the disclosure of the documents. 
 

EASE Minutes of Meeting 
 explained the different actors in the process: coordinators, units identifying and assessing the documents, legal 
units. 
 suggested including also Directorates-General working in a decentralised way, in order to have 
representatives of central coordinators and units working with the documents. In this way, we can tackle all aspects of 
the process with the Users Group. 
 
 suggested to also including a Cabinet or users from the SG in the group. 
 will contact 
, as 
Unit SG.C.2 is involved in confirmatory replies dealing with ethics. 
 suggested involving 
 for the 
data protection aspect. 
 suggested that also 

 and 
 from SG.C.1 could contribute to the 
Users Group. The Steering Committee agreed with the proposal. 
 
The Steering Committee agreed that we will organise workshops with the Users Group. We will also set up individual 
interviews if necessary. 
 
 noted that the Users Group must be implicated in the project as soon as possible. 
 mentioned that the 
Coordinator's network will always be updated on the state of the project. 
 
Planning 
 
We aim to submit the Project Charter for approval in April. We need to have the Charter internally validated 2-3 weeks 
in advance, mid-March in order achieve this objective. We have 6 weeks for drafting it. We need to take into account 
the school holidays (last week of Feb, first week of March). 
 
The draft Project Charter must be available to the Directorates-General on 04/03, in order to allow for a week for 
feedback and edits. The Project Steering Committee will meet mid-March (12 or 13/03) to formally approve the 
document. We then have two days to finalise it. 
 
Planning outline 

We will organise two workshops with the Users Group in February in order to define and prioritize business 
needs. 

The draft version of the Project Charter must be available for the Directorates-General on 04/03 (Week 10) 

The next Project Steering Committee meeting will be planned in the Week 11 (13/03 in the morning) for the 
final round of the Project Charter’s validation 

We will submit the Project Charter to the IT Investment Team in the Week 12 (at latest on 25/04)  

We aim the Project Charter to be approved in the April’s ITCB meeting (11/04)