Ref. Ares(2020)7898951 - 23/12/2020
EASE Minutes of Meeting
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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:
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Governance body (ISA2 and ITCB)
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Project Steering Committee
,
,
and
)
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Project Owner (
) and Business Manager (
)
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Solution Provider
) and Project Manager (
)
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Users Group
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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
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We will organise two workshops with the Users Group in February in order to define and prioritize business
needs.
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The draft version of the Project Charter must be available for the Directorates-General on 04/03 (Week 10)
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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
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We will submit the Project Charter to the IT Investment Team in the Week 12 (at latest on 25/04)
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We aim the Project Charter to be approved in the April’s ITCB meeting (11/04)