In the context of ICT Strategy 2009-2014, the European Parliament has launched three major programs...

In the context of ICT Strategy 2009-2014, the European Parliament has launched three major programs under the responsibility of DG ITEC, the Directorate General for Innovation and Technological support.• eParliament• Paperless (eCommitee)• Knowledge Management

The three programs aim to improve:• The legislative and parliamentary document production• Their publication, search and dissemination• The mobility of the Members and agents of the European Parliament

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•Program Mandate– Business objectives

• Facilitate document creation• Facilitate document verification• Minimise input errors• Facilitate reuse for translation• Facilitate reuse for publication• Reduce cost over Life-cycle of documents• Provide digital signature

– 4 technical objectives• Use of XML• A central repository for parliamentary texts production• Set up digital signature• Set up a pool of reusable functions

Vision & Strategic AlignmentVision & Strategic Alignment

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• At least 10 document repositories

• Repetitive manual actions in the process of document creation with the inherent increased risk of handling errors and wasted time

• Inefficient signature process which rely on paper

• IT systems developed in “Silo”: persistence of duplicate code to perform similar services in different applications

Current weaknessesCurrent weaknesses

Production Dissemination

Improvedocumentcreation

Provideelectronicsignature

Improvedocumentverification

Improvereuse for translation

Minimise input errors

Reduce time (cost) over Life-cycle of docs

TranslateVerify

ReceiveCreateUpdate

Sign

Improve quality of text

DisseminatePaper

InternetIntranet

Improvereuse for

Publication

Improvereuse for Internet

dissemination

Improvereuse for Intranet

dissemination

Scope and BenefitsScope and Benefits

Production

TranslateVerify

ReceiveCreateUpdate

Sign

Improvedocumentcreation

Provideelectronicsignature

Improvedocumentverification

Improvereuse for

translation

Minimise input errors

Reduce time (cost) over Life-cycle of docs

BusinessXML

UniqueRepository

Digitalsignature

Amendment tool

AT4AM VerificationtoolDST

Translationtool

CAT4TRADGeneric authoring

AT4LEX

XMLServicesDM-XML

XMLRepositoryPURE-XML

DigitalSignature

DiSP

XML StandardAkoma Ntoso

XML4EP

Pool ofreusablefunctions

Scope and projectsScope and projects

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• Foundation components– XML Standard/XML4EP: XML modelization (Akoma Ntoso) of

parliamentary documents– XML Services/DM-XML: Document Models in XML– XML Repository/PURE-XML: Parliament Unique Repository for XML

text production including services layer– Digital Signature/DiSP: Digital signature portal

• Generic applications– AT4LEX: a tool for parliamentary and legislative text creation– DST/Drafting Support: a tool for text verification– AT4TRAD/CAT4TRAD: authoring and computer-aid tool for

translation services• 1st application alignment (pilot): AT4AM - Authoring Tool for

Amendments– XML Standard Akoma Ntoso (XML4EP)– XML services (DM-XML)– XML Central repository (PURE-XML)– Digital Signature Portal (DiSP)

Scope and projects – Phase 1Scope and projects – Phase 1

2010 2011 2012 2013 …

Creation ofXML amendments

for Committees(AT4AM)

Creation ofXML amendments

for Plenary(AT4AM) Creation of

XML amendmentson REG(AT4AM)

XML verificationof legislativeAmendments

(DST)XML

collaborationof legislativeAmendments

(AT4AM&DST)

PlenaryCRE

(ACTES)

XML WrittenDeclarations

(DECL)Parliamentary

Questionsin XML(QP)

XML translationof Committee

Agenda(ITER&CAT4TRAD)

Digitalsignature of

Amendments(AT4AM&DiSP)

Reports withGeneric

AuthoringTool

(AT4LEX)

PlenaryPV

(ACTES)

PlenaryAgenda

(SCHED)

Petitions

VotingList

(ALV)

Ma

rch

Sep

t.

Nov

.

Ma

rch

Apr

il

Sep

t.

RoadmapRoadmap

AT4AM (number of amendments at 19/03/2012)

AT4AMAT4AM

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AT4AM users (19/03/2012)─ MEPs 592─ MEP Assistants 489─ Political Groups 312─ Committees Secretariats259─ Application administrators 6─ Total users 1.658

AT4AM – EP usersAT4AM – EP users

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• e-Parliament program aims to improve– The time required to produce

parliamentary texts– Their quality– Their accessibility and disseminationby– Integrating a business-based XML– Using a central repository for production– Implementing the digital signature– Re-using functions and tools as much as

possible

ConclusionConclusion

Production:e-Parliament

Dissemination:KM, Paperless,

Europarl, EP Intranet

MembersMembers

SecretariatSecretariat

GeneralGeneral

CitizenCitizen

e-Parliament & other programse-Parliament & other programs

This program seeks to replacethe files drawn up for group and

committee meetings by electronic files.They will be available for consultation bymeans of an individual mobile device

in all (available) languages.

“

”

Objective & componentsObjective & components

eCommittee project aimsto provide a unique working space

to deal with all committee documents and information.

“”

Objective & componentsObjective & components

eCommittee is running for all committees

eCommitteeeCommittee

iPad pilot currently running with 30 Members

“Any device” pilot will be availableat the beginning of Q3

Paperless StatusPaperless Status

Session selection Agenda

Documents

Access to the last versions ofdocuments and agendas.Navigation made easy

through meetings in the calendar.

“

”

Agendas & documentsAgendas & documents

Content selection Annotation

Content highlight

Access to the last versions ofdocuments and agendas.Navigation made easy

through meetings in the calendar

“

”

InteractivityInteractivity

Send file selector Annotation attached to document

Mail

All interactions withthe documents can be saved

and shared with the team

“”

SharingSharing

DemoDemo

RoadmapRoadmap

ICT modernisation:Enabling mobility

Saving the environment:Less paper consumption

Reducing storage space:Eliminating filing cabinets

Reducing costs:Less space, paper, printing machines, ink and toner cartridges, repairs and support.

Improving efficiency :Real-time update and delivery of up-to-date versions of documents.

Increasing productivity:Faster business workflow, easy access to documents (anywhere , anytime…)

Enhancing information sharing:Enabling collaboration – information can be shared at any time

Limiting the stress related to printing:No more waiting for printing versions

BenefitsBenefits

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Legislative Knowledge Management (L-KM) Program

An “EP worker” typically consults a considerable amount of information sources daily

Why KM for EP?Why KM for EP?

Where can I find a document?

How does a system work?

What is the context of a document?

Who knows what?

What is the latest news?

An “EP worker” spends a lot of time searching within all this information


An “EP worker” typically collaborates and shares information with many different people


How can I manage all this?


OrganizeSearch Your working content

Your communitiesInteractCollaborate

KM ConceptKM Concept

All your favourite content, your communities and your activities in one location!

KM PortalKM Portal

Easily integrate your favourite sources

KM PortalKM Portal

All your favourite sources at a glance

Organize it in the way you want!

KM PortalKM Portal

Search on multiple sources

Refine search results

Save search

Subscribe to results of your search

Create your own dashboard and customize it

Subscribe to feeds from other websites

Subscribe to relevant sources proposed by the KM Governance board

The portal will automatically suggest relevant content based on your interests

Content based on your profile

KM Portal featuresKM Portal features

Search multiple sources in one click

Integrated SearchIntegrated Search

MEP PROCEDURE TOPICDOCUMENT MEDIA

Documents(REGISTRE)

Procedure(ITER/OEIL)

MEP & AuthoritesPersons

(CODICT)

Press Media(Image, audio,

video, …)

EU law(EUR-Lex)

Virtual workspaces

Characteristicsof the MEP

in his context

Characteristicsof the DOC

in its context


in his context


in his context


in his context


in his context

Current situation


MEP PROCEDURE TOPICDOCUMENT MEDIA

Documents(REGISTRE)

Procedure(ITER/OEIL)

MEP & AuthoritesPersons

(CODICT)

Press Media(Image, audio,

video, …)

EU law(EUR-Lex)

Virtual workspaces


in his context

Characteristicsof the DOCin its context


in his context


in his context


in his context


in his context

Single search on multiple sources

Future situation


Legal context

Multimedia context

Plenary context

Media context

Identity context

Explicative context

Legislative context

Thematic context

Understand your results better...

Aggregation and contextualizationAggregation and contextualization

SharePoint pilot projectSharePoint pilot project

Global objectivesGlobal objectives

Global IntegrationGlobal Integration

Single access and a quick view of the latest updates of

your interests Integrated

search on multiple sources

and contextualised

resultsExchange of information with

your communities via

collaborative workspaces

1. Members2. Assistants3. Political groups4. EP staff involved in the parliamentary activities

1. Plenary2. Committees3. Delegations4. Communication

Main Target GroupMain Target Group

2012

May 2012 Portal v1 Integrated search (Register, Oeil, Europarl, Eur-Lex) Relevant Sources

Planning will depend on the findings of the activities launched in 2012•Portal v2 (advanced features)•Integrated search (other internal sources, external sources)•Deployment of a collaboration tool

Nov 2012

Contextual aggregation Pilot project – collaboration tool (end of pilot phase)

2013-2014

KM Governance Board – Working groups

June 2012

Pilot project – collaboration tool (functional analysis)

RoadmapRoadmap

The Programme comprises: KM portal, integrated search engine, content aggregation and collaborative workspaces.

Governance Board with representatives of the Political Groups, the Members’ Assistants and the Directorates General has set up 3 working groups dedicated respectively, to the KM portal, the identification and selection of relevant sources and the SharePoint pilot project "collaborative workspaces".

Version 1 of the portal is planned for May 2012, while version 2 will be available in Q1/2013. The conclusions of the SharePoint pilot project are foreseen at the same time. Planning could be reviewed following the works and conclusions of the working groups.

The indexing of the parliamentary documents’ backlog (6th and 7th terms) is close to completion; current production started in February 2012.

ConclusionsConclusions

The KM (beyond the technical solution) is mainly a culture that will have to be developed long term in a structured and continuous process.

The role of DG ITEC is to support this development, but it will also be essential for users to embrace this culture to allow the Parliament to reap the benefits.

ConclusionsConclusions

THANK YOU !THANK YOU !

Olivier LeboeufOlivier Leboeuf

[email protected]@ep.europa.eu

Marc RossiMarc Rossi

[email protected]@ep.europa.eu

FakhreddineFakhreddine AOUADIAOUADI

[email protected]

PGM managers PGM managers contactcontact::

In the context of ICT Strategy 2009-2014, the European Parliament has launched three major programs...

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