Annual Activity Report 2011 DG ITEC

Transcription

1 Annual Activity Report 2011 DG ITEC

2 CONTENTS 0. Budget implementation overview Objectives Assessment of results in the light of the objectives use of resources Evaluation and effectiveness of internal control Conclusions Declaration by the authorising officer by delegation Annexes Budgetary execution Report on the respect of payment delays List of exceptions - derogations from the Regulation Long-term contractual obligations Exceptional negotiated procedures Result of ex-post évaluations Sensitive functions Evaluation of the implementation of the minimum standards for internal control Results achieved Result indicators

3 0. BUDGET IMPLEMENTATION OVERVIEW Appropriation type Type de crédits or % Formula Appropriations of 2011 Crédits 2011 Initial appropriations Crédits initiaux Final appropriations Crédits finaux Commitments Engagements Commitments in % of final appropraitions Engagements en % des credits finaux 98% D=C/B Payments Paiements Payments in % of commitments Paiements en % d'engagements 54% F=E/C Cancellations of 2011 final appropriations Annulations de crédits Cancellations in % of final appropriations Annulations en % des credits finaux 2% H=G/B Appropriations carried over (automatic and non-automatic carryovers) from 2011 to 2012 Crédits reportés (automatiques et non-automatiques) de 2011 à 2012 Automatic carryovers from 2011 to 2012 Crédits reportés automatiques de 2011 à Automatic carryovers from 2011 to 2012 in % of commitments Crédits reportés automatiques de 2011 à 2012 en % des engagements Non-automatic carryovers from 2011 to 2012 Crédits reportés non-automatiques de 2011 à Non-automatic carryovers from 2011 to 2012 in % of final appropriations Appropriations carried over (automatic and non-automatic carryovers) from 2010 to 2011 Crédits reportés non-automatiques de 2011 à 2012 en % des credits finaux Crédits reportés (automatiques et non-automatiques) de 2010 à % J=I/C 0% M=K/B Automatic carryovers from 2010 to 2011 Crédits reportés automatiques de 2010 à Payments against automatic carryovers from Paiements de crédits reportés automatiques de 2010 à 2010 to Payments against automatic carryovers from Paiements de crédits reportés automatiques de 2010 à 2010 to 2011 in % of automatic carryovers 2011 en % des crédits reportés automatiques from 2009 to % O=N/M Cancellations of automatic carryovers from Annulations de crédits reportés automatiques de to 2011 Cancellations of automatic carryovers from 2010 to 2011 in % of automatic carryovers from 2010 to 2011 à 2011 Annulations de crédits reportés automatiques de 2010 à 2011 en % des crédits réportés automatiques de 2010 à 2011 Non-automatic carryovers from 2010 to 2011 Crédits reportés non-automatiques de 2010 à Payments of non-automatic carryovers from 2010 to 2011 Payments against non-automatic carryovers from 2010 to 2011 in % of non-automatic carryovers from 2010 to 2011 Cancellations of non-automatic carryovers from 2010 to 2011 Cancellations of non-automatic carryovers from 2010 to 2011 in % of non-automatic carryovers from 2010 to 2011 Paiements de crédits reportés non-automatiques de 2010 à 2011 Paiements de crédits reportés non-automatiques de 2010 à 2011 en % des crédits reportés nonautomatiques de 2010 à 2011 Annulations de crédits reportés non-automatiques de 2010 à 2011 Annulations de crédits reportés non-automatiques de 2010 à 2011 en % des crédits reportés nonautomatiques de 2009 à 2010 Assigned revenue in 2011 Recettes affectées 2011 Appropriations from assigned revenue in 2011 (current) Crédits de recettes affectées courantes Assigned revenue carried over to 2011 Crédits de recettes affectées reportés à % Q=P/M 0 - T=S/R 0 - V=U/R Payments in 2011 against appropriations from Paiements de crédits de recettes affectées 2011 assigned revenue (current and carried-over) (courantes et reportés) Payments in 2011 against assigned revenue Paiements de crédits de recettes affectées 2011 en % in % of assigned revenue in 2011 (current and des crédits de recettes affectées 2011 (courantes et carried-over) reportés) % Z=Y/(W+X) Appropriations for mopping up transfer Crédits pour le transfert de "ramassage" 0 3

4 1. OBJECTIVES 1.1. Objectives of the Directorate-General DG ITEC s objectives for 2011 are set in the context of: - the medium-term ICT strategy; - the Administrative Work Programme. Strategic objectives: to provide adequate support to Members of the European Parliament and to the Secretariat for the implementation of the Lisbon Treaty; to seek to achieve excellence in all the actions carried out by the Directorate-General; to develop the programmes and projects in progress, in order of priority and in partnership with clients, and to deliver in stages; to identify the underlying risks in each area; to enhance DG ITEC s communication with MEPs, political groups and other stakeholders; to enhance the existing synergies between the DIT and EDIT (computerisation, knowledge management, e-committees); in accordance with the EMAS policy, to pursue the progress already achieved in reducing Parliament's carbon footprint in all areas. Management objectives: with regard to finance: o to plan the investments linked to the programmes; o to evaluate the exercise conducted in the entire Directorate- General on control of external staff, using the samplingbased audit method; o to make the necessary arrangements for reducing the number of external consultants in the DIT on Parliament s premises (phasing out plan); with regard to training: o to draw up a general training plan for the Directorate- General as a whole covering advanced training, management and change management. 4

5 1.2. Assessment of feasibility and likely risks Following an analysis of the issue with the Heads of Unit, a Risk Map was drawn up for the DG as a whole. This was presented to Parliament s Risk Managers network and to the internal auditor. Work is continuing to finalise the Risk Map and draw up a strategy with the tools made available by risk management. The road map is being drawn up and should lead to risk management indicators being implemented in the second half of With regard to Directorate A (DIT): The reorganisation has been approved by the Secretary-General. The initial phases of that reorganisation have been underway since 1 September. Gradual improvement should therefore be noticed in its operation and in the management of the three-year programmes. The recovery strategy drawn up in close cooperation with the client DGs has made it possible to carry out 29 projects and cancel 13 others. The 45 projects launched in 2011 will be continued in 2012 (and 12 of them will go on into 2013). The risks of the applications expected by the DGs failing to be delivered have been reduced significantly, and we can go into 2012 with confidence. Moreover, a new approach aiming to facilitate the implementation of programmes and projects and limit the risks of non-sound use of resources has been set up. It is based on the following principles: Business cases have to be initiated for scheduling measures; A more important participation of our clients in the realisation process must be assured; A new governance method is requested in order to reinforce the alignment of the projects launched in accordance with human and financial resources. With regard to Directorate B (EDIT): Thanks to the implementation of a consultation method and the regular provision of information to staff, the risks connected with staff adaptation to the functioning of the directorate s new structure have been limited. Furthermore, these consultations have allowed the necessary adaptation to the new structure to be made and therefore improve the way it works. Similarly, as regards IT projects within EDIT s remit, particular attention has been paid to privileged client satisfaction in terms of the tasks to be completed: this risk was overcome by carrying out a series of consultations and assessments and by involving clients in the validation stages of implementation. On the other hand, the Bureau s decision to stop translation of the CRE and written questions creates a new risk for the Document Production Unit which could not have been anticipated and whose impact will be reflected in

6 2. ASSESSMENT OF RESULTS IN THE LIGHT OF THE OBJECTIVES USE OF RESOURCES 2.1. Environment in the Directorate-General Significant events at the start of 2011 were: - a change in manager at the head of the Directorate-General. This meant that the Directorate-General s activities did not really get going until 1 April, with the appointment of an acting Director-General; - identification of the factors holding back the DG: finance (excess of carryovers); human resources (difficulty in recruiting specialised technical staff and the high number of external staff); the large number of programmes and projects makes them difficult to manage; not enough communication with clients and users; - the implementation of corrective measures to reduce these factors holding back the DG; - the scheduling of the recommendations made by the internal auditor in the reports on IT applications development (9/9), VISEP (10/3) and IT governance (10/6); - the launch of a risk map exercise; - strengthening the activity of the user committees: Members in general and ICT group for coordination of political group representatives. All of these events had an impact on the activities of the Directorate-General, which had to make a major effort to put in place the appropriate corrective measures. From then on the Directorate-General has been on a new footing, having defined a recovery strategy and identified precise objectives in terms of human resources management, finances and programmes and projects. This has been reflected in: - the full absorption of appropriations carried over in 2011 and the full commitment of 2011 current appropriations; - the gradual publication of the many vacant posts in the DIT following its reorganisation; - the delivery of numerous projects and the freezing of the IT plan from 2011 to 2012 as regards actions both currently underway and those not yet started; 6

7 - the delivery of several projects much-awaited by the Members (including the overhaul of the electronic voting system in the chambers and the extension of WiFi on 10/10/2011); - improvements in the DG s communication with its clients through: the creation of a newsletter sent to the whole of Parliament, the aim of which is to provide information about the progress made and the delivery of new solutions; the presentation within the ICT coordination group of major programmes of particular interest to Members, such as the WiFi project, digital electronic signature, paperless programme, etc.; the creation within the Resources Directorate of a unit specifically dedicated to improving client relations and communication; - the ending of several actions identified by the internal auditor and the regular exchange of information with the internal auditor; - the unit conducting an audit of the existing risks within the DG The DG s human resources In 2011 Directorate A was reorganised and Directorate C Resources was set up. This had a strong impact on the activities of the General Coordination Unit, which not only had to cope with a large wave of recruitments connected with the allocation and filling of vacant posts following the reorganisation, but also with the agreement to make available 40 offices in the KAD building, which resulted in a substantial number of moves between Parliament s various locations in Luxembourg. These two factors are reflected in the performance indicators (human resources management procedures up by 68% and 500 removals). The DG s staff is also supported by several hundred external staff, the exact number of whom fluctuates depending on the DG s work. These external staff are financed under budget items 2102 and Posts in establishment plan 1/1/2010 Posts in establishment plan 1/1/2011 Situation at: 31/12/2011 Officials Temporar y staff Contract staff External staff Total AD AST Other Total Budget implementation in Final and initial appropriations 7

8 The following transfers were made between DG ITEC s budget items or outside its budget. In addition to a transfer of EUR under item 3241 (Digital and traditional publications) to DG TRAD, two P transfers were made for DG ITEC to help other DGs meet specific or urgent requirements, amounting to: - EUR not under item 3240 (Official Journal) for DG EXPO; - EUR not under item 2100 for DG PERS. A C transfer to release EUR from the reserve EUR to item 2100 (ICT hardware and software) and EUR to item 2102 (outside assistance for ICTs) was requested as part of the ICT investment for user mobility. This request for appropriations to be made available from the reserve was made after the conditions for their release were met, i.e. additional information provided concerning the content of the projects involved. This release from the reserve was approved as follows: EUR , of which EUR under item 2100 and EUR under item In addition, the maintenance of operational infrastructure services and the changes made to the 2011 IT Plan in the context of the mid-term review resulted in a deficit under item 2102 and the need to reallocate appropriations between items 2100 and 2102, implemented by means of a P transfer of EUR from item 2100 to item The surplus of appropriations available under item 2100 originates mainly from a revision of the investment timetable and of the growth estimates for the capacity of the computer centres. A P transfer of EUR was made from item 3240 (Official Journal) to item 3241, mainly to bolster work on the Intranet and the Paperless programme, as well as on the indexation of documents in the context of the Legislative Knowledge Management programme. A P transfer of EUR was made outside item 3240 to item 3241, specifically for Intranet services. These surpluses of appropriations available under item 3240 originate from a revision of the expenses of the Publications Office, which is based on a reduction in the number of pages actually published. In the programming of the end of the 2011 financial year and the preparation of the adjustments to be made to the 2012 budget, a C transfer of EUR was obtained from items 2350 (telecommunications costs: EUR ) and 3240 (EUR ) in favour of item This was intended to respond proactively and rapidly to the needs established in Parliament s critical ICT infrastructure, including expectations for 2012, as well as to take into account the changes in the infrastructure projects underway, in terms of 8

9 timetable, complexity and/or completion. The ICT areas concerned are the computer centres, the system, WiFi, the telephone system, unified communication, the network and cabling. The surpluses under item 2350 (telecommunications costs: telephone costs, network subscriptions, etc.) originate from lower than expected telephone use and tariff reductions following the latest contract procedures, and also because certain providers need a period of time before they can achieve a quality of service enabling them to invoice at full tariff. As its existing budget, adjusted as described to take account of the needs arising, was sufficient for its scheduled work, DG ITEC withdrew its request for the EUR balance of the above-mentioned reserve to be released Final and committed appropriations The overall rate of commitments as a proportion of current appropriations is very nearly 98%, which is comparable to previous years. The only posts where the rate is significantly lower were 2350 (telecommunications costs: 73%) and 2360 (distribution costs: 84%). In addition to the fact that these two items relate to use which, by its very nature, can only be forecast approximately, as far as item 2350 is concerned the contractual reasons referred to in section above also apply, given that a safety margin must always be maintained until the end of the financial year to pay expenses of this type Committed appropriations and payments made The overall payment rate for current committed appropriations is 54%, which is a significant increase compared with the end of 2010 (39%, due mainly to a 16% increase in the budget at the very end of 2010), but back to the same level as in previous years (61% at the end of 2009 and 54% at the end of 2008). As a result, the rate of automatic carryover from 2011 to 2012 returned to a more normal value of 46% (EUR 48m), after the exceptional level of 61% (EUR 77m) from 2010 to 2011, which followed 39% (EUR 39m) from 2009 to 2010 and 46% (EUR 44m) from 2008 to Utilisation of appropriations carried over from 2010 to 2011 Overall, the payment rate for carryovers is nearly 98%, a significant increase compared to the utilisation of appropriations carried over from 2009 to 2010 (93%), which brings it back to the same level as that from 2008 to 2009 (98%), despite a much higher volume of carryovers from 2010 to 2011 (see section above). The only items with both a rate of payment considerably lower than 98% and a significant cancellation of appropriations (> EUR ) are 2140 (Technical installations for publication: 96%), 2350 (telecommunications costs: 85%) and 3240 (Official Journal: 72%). 9

10 In the case of items 2140 and 2350 it mainly relates to the unused safety margins to cover payment of the last invoices of the year, which only arrive at the start of the following year, so the variable amounts to be paid can only be known a posteriori. For 3240, in the context of the subdelegation of these appropriations to the PO, the estimate of the amount of appropriations to be carried over is calculated by the Office s accounting services. It is planned from now on to commit 15% to 20% of the amount of the subdelegation for appropriations coming from assigned revenue so as to limit the cancellation of these carryovers Utilisation of appropriations corresponding to assigned revenue Assigned revenue cannot be forecast exactly; it is of a fairly uncertain nature, originating mainly from the regularisation of all-in charges, purchases and services in accordance with the requirements and to the benefit of the Ombudsman and the EDPS, fines paid by suppliers and charges on publishing products sold Results achieved The main results achieved by DG ITEC in 2011 in its various areas of activity, with reference to its general missions and its objectives for 2011, are set out below. Details of the results achieved in 2011, with outlook indications, are contained in Annex 6.9. Annex 6.10 sets out the basic objectives of DG ITEC and the related indicators, as well as a comparison at the end of 2011 with the situation at the end of Operation and hosting of information systems Significant progress has been made in the following major projects: The deployment of the new external Data Centre in Brussels; avoiding service interruption: installation of all required infrastructures (cabling, etc) and equipment and the migration of existing systems. The project started late because of a delay in the provider making the premises available. The deployment of WiFi and the increased operation effort. The integration of the required new infrastructure for Unified Communications and design validation. The establishment of a new Supervision Room in Luxembourg. Due to internal constraints of DG INLO, the orders were only issued only end of 2011 and the works for Major services have also been maintained and improved: Hosting of highly visible applications for the EP: e-committees, Art. 51 related deployments, Lisbon Treaty, revamped Europarl, etc. An external audit and extension of the Virtualisation service. Extension of the capacity Storage and replacement of the Backup tool. 10

11 ICT infrastructures A new WiFi service has been provided to the MEPs and to the Institution based on a large infrastructure covering Brussels and Strasbourg premises used by Members and, more precisely, MEP offices, meeting rooms, chambers, public spaces, corridors, MEP restaurants, etc. The WiFi service was declared open in October The infrastructure has been prepared in order to migrate from Outlook 2003 to Outlook 2010: first phase (architecture, POC/proof of concept, business requests, infrastructure preparation) was achieved in The Brussels data centre basic infrastructure (power, cooling, cabling/racks) has been prepared and connectivity to the EP WAN network has been set up in order to allow the ITO Unit to set up and migrate IT production environments. A new mobile telecommunication services contract has been concluded providing a substantial price reduction (30%). New acquisition channels have been set up for Networks, IT Security systems, Unified Communications technologies Support for the use of ICT The electronic voting equipment in the Brussels and Strasbourg chambers was overhauled. The support structure for using WiFi in Parliament has been prepared, including the delivery of certificates for Members (546 certificates), officials and visitors. The pre-pilot project was drawn up, and launched at the end of 2011, for the migration to Windows 7 and Office A new computer room was opened in Strasbourg. The IT environment for the new Members under the Lisbon Treaty was made available in Brussels and Strasbourg. The Customer Relationship Management and Communication were defined and launched for the new Resources Direction of DG ITEC Parliamentary information systems The interface for Europarl has been redesigned. This was executed under great pressure, in collaboration with DG COMM, in order to meet the political deadline of the completion of phase 1 in November A mobile version of Europarl, suitable for use on smart phones, was delivered in mid Changes to many applications were completed in June to take account of Article 51 (the change from single to multiple rapporteurs). These changes were surprisingly complex and the implementation had to be carefully synchronised after extensive testing. 11

12 Phase 3 of the AT4AM application was implemented in production, and by the end of the year, more than amendments had been entered into the application. The stabilisation of ELVIS was completed in November 2011, leading to a significant reduction in incidents during plenary sessions. Following the entry into production of the interinstitutional Transparency Register in June 2011, hosted by the Commission, the additional back-office features for the EP Security Service were completed in December Version 4 of the IPEX application was implemented in June This application facilitates communication between the EP and national parliaments. Version 6 of the Legislative Observatory (OEIL) was implemented in December EXPOMEP, a new application for the management of exhibition spaces in the EP buildings, was delivered in October Five contracts were executed on an extra muros basis, in order to gain experience of working with offshore developers. The lessons learned from these contracts will be used to improve and extend use of offshore contracts in Administrative information systems Major achievements are the completion of the Accruals Accounting Project (major evolution of the budgetary and accounting applications FINORD, WebVISA and FINICS2K) and the evolution of WebContracts application for the online registration of contracts. Contribution was made to the study for the re-engineering of the Financial IS. The bank transfers application VIRE was adapted to SEPA specifications. The new Financial Inventory system RELS was developed and allows the inventory balance sheet to be prepared according to the new rules. The Statute for Members program was completed (PENSION and FORMEP-training budget). Mission applications were adapted to the new procedures. Extension and adaptations were made in the Building Management System GPI-Espaces according to the policy adopted by the Bureau while the new simulation environment allows mass moves to be prepared. In the area of common data systems, significant improvements were made in the quality of master information used across several information systems (STREAMLINE, CODICT, etc). Major evolutions were made to the Parliamentary Meetings and Interpretation applications (development of the long-term recruitment tool, statistics, Lisbon Treaty and Rule 51). The portfolio management software tool Clarity was adapted to fulfil the needs of the Project Management Office and the DG ITEC IT Plan preparation and execution. Major efforts were made in the evolution of Business Objects reporting for all major applications supported by SIA. 12

13 ICT for enterprise architecture and security Regarding the infrastructure architectures, results were achieved mainly in the new WiFi infrastructure on the network and security levels; in the extension of the DMZ zones to the new Data centres (network, security and VOD); in the technical validation of the new IP phones; and in the move in production of the Videoconferencing in Multilingual Meetings infrastructure (Unified Communication and Security). In the area of IT security, the participation to the CERT-EU was formalised; the migration to the new version of EPO was completed for the Internal LAN and is ongoing for the DMZ; all in parallel with the management of IT security incidents. Concerning the standard configurations, the release candidate version of the new WIN7 standard configuration has been delivered. As regards methodologies and application architecture, strong functional, technical and methodological support has been provided to the programs (Legislative Knowledge Management (LKM), Central Data Repository (CDR), UC, eparliament); the development bundle and software architecture have been updated and improved; progress has been made in the field of Enterprise Architecture (EA) by modelling several business processes (BPM) Intranet In EP Intranet, an important milestone was reached in February 2011 with the go-live of EP Directory. In May, staff were given the possibility to upload their photos. EP Intranet was enriched further also by multimedia. This together with the improvements of the editorial content led to a considerable increase in the number of visits (+45%) and unique visitors (+15%). The development work was conducted according to the planning. Clear progress has been made with the Paperless Programme: ecommittee, a generic intranet for committees, went through a successful beta-testing in three committees and subsequent preparations for a general launch foreseen for early A test pilot of emeeting with ipads was launched in November 2011 in JURI Committee, and will be followed by testing in four other committees in spring As in previous years, DG ITEC had a stand at the Open Day. In 2011, a DG ITEC stand was also set up in Strasbourg. That played a crucial role in ensuring a unified visual image for all DGs and coordination and advice were provided on the use of digital signature on all DG stands Multimedia printing The equipment renovation, diversification and modernisation campaigns were continued in New equipment was installed at the three production sites for printing both working documents and value-added printing, such as large format. 13

14 The restructuring that was carried out made it possible to replace staff retiring from the DG with the new profiles required. Several projects suffered delays because qualified staff were not available or because of external circumstances (lack of data, coordination difficulties, unforeseen technical problems, etc.). There should be scope for a structural adjustment in 2012 in order to better respond to needs and carry through the ambitious modernisation and quality improvement projects Document production In 2011 some 36 Official Journals, containing a total of pages, were published in collaboration with the PO. The XML office was in great demand, especially for converting documents to put through the AT4AM (Authoring Tool for Amendments) tool and for updating the Plenary Sittings and Parliamentary Questions sections of Europarl. In addition, Eurovoc indexing continued throughout the year, with the support of two contractors, in the context of the Knowledge Management project. The Bureau decision in October to stop translating the CRE and Written Questions means the work on these documents needs to be looked at again, with the result that the tasks of the unit will need to be adapted in Dissemination In 2011 the organisation underwent a change from geographic to functional structures. A distinction was made between a hierarchical structure based on place of work for presence and actions, allowing a new complementary structure to be set up for grouping jobs into two sectors. Two team coordinators were established. The former Luxembourg head became at the same time the Deputy Head of Unit. This new organisation is beginning to bear results in terms of harmonisation and complementarity. This should improve effectiveness and provide for a transfer of know-how between experienced staff and the enlargement and newly-recruited colleagues. 14

15 3. EVALUATION AND EFFECTIVENESS OF INTERNAL CONTROL Fifteen of the 22 minimum internal control standards can be considered to have been implemented; three are even the subject of additional good practices. Three can be considered to have been almost achieved, but must be subject to additional measures and criteria for verifiable measurement of the achievement of targets and key performance indicators. Three others can be considered to be partially implemented, but are yet to be completed. They relate to the budgetary aspects of multiannual programming, risk management through risk mapping and the formalisation of procedures for identifying any inadequacies in internal control. Finally, one standard, relating to the procedures for reporting irregularities, still needs to be implemented. More detailed results of this assessment are set out in Annex

16 4. CONCLUSIONS Concerning the Directorate-General: The authorising officer by delegation considered that a substantial coordination of the tasks of the Directorate-General was necessary in This was achieved thanks to a major effort on the part of all the staff. These efforts made it possible for real progress to be achieved while maintaining a high level of operational activity (see section 2.3 on the performance indicators). This progress had the strong backing of the Secretary-General, and was also recognised in the full plenary (statement by President Buzek on 24 October 2011) following the implementation of 13 projects and programmes of general interest. This paved the way for the following achievements: - Redefined IT plan for , finalisation of the AWP Plan and drawing up of the new AWP; - Implementation of the first stage of the new structure of Directorate A (DIT) and reallocation of vacant posts to meet identified needs; - Setting up of the Resources Directorate, including a procurement and contract management unit and a unit to deal with client relations and the elaboration and implementation of a policy on communication with users; - Implementation of the initial stages of a risk mapping exercise for the DG as a whole with a view to defining the risk management measures to be taken; - Improvement in the financial situation, particularly with respect to carryovers; - Restoration of confidence among client DGs and a strong willingness on their part to be more involved in the development of their projects and to better understand the underlying difficulties; - Significant involvement of Members in the group on ICT for coordination of Members representing the political groups ; - Presentation of an initial report on the implementation of the ICT mediumterm strategy adopted in Also in 2011, DG ITEC began preparations for achieving the strategic medium-term objectives on the level of investment, the level of carryovers and an appropriate ratio of officials to external consultants so as to avoid repeating the previous situation; 2012 will be the first year in which this ratio shows a downward trend. In addition, and in the same spirit as the previous year, 2012 will also be a year of consolidation of the achievements outlined above while guaranteeing delivery of planned projects and programmes and improving management and communication procedures. 16

17 5. DECLARATION BY THE AUTHORISING OFFICER BY DELEGATION I, the undersigned Giancarlo VILELLA, Director-General of the Directorate-General for Innovation and Technological Support hereby declare in my capacity as authorising officer by delegation that the information contained in this report is true. I can state with reasonable assurance that the resources allocated to the activities described in this report have been used to the intended ends and in accordance with the principle of sound financial management, and that the control procedures put in place provide the necessary guarantees as to the legality and regularity of the underlying transactions. This reasonable assurance is based on my own judgement and on the information at my disposal, such as, for example, the results of selfassessment, ex-post controls and remarks by the Internal Audit Service, as well as information derived from the reports of the Court of Auditors on financial years preceding that in which this declaration is made. I also confirm that I am not aware of any fact not set down herein that could be prejudicial to the interests of the institution. Luxembourg, 23 January 2012 Signature 17

18 6. ANNEXES 18

19 2011 ITEC DIT crédits courants Poste Intitulé Credits Initiaux Virements Budg. Suppl. Credits Actuels Engagements contractes % Util. Paiements effectues Soldes des Engag Credits disponibles Sous-Total , , , ,36 99, , , ,64 Sous-Total , , , ,50 99, , , ,50 Sous-Total , , , ,49 73, , , ,51 TOTAL GENERAL , , , ,35 97, , , ,65 19

20 2011 ITEC EDIT crédits courants Poste Intitulé Credits Initiaux Virements Budg. Suppl. Credits Actuels Engagements contractes % Util. Paiements effectues Soldes des Engag Credits disponibles Sous-Total , , ,70 98, , , ,30 Sous-Total , , ,85 96, , , ,15 Sous-Total , , ,19 83, , , ,81 Sous-Total , , , ,02 99, , ,65 528,98 Sous-Total , , , ,59 97, , , ,41 TOTAL GENERAL , , , ,35 98, , , ,65 20

21 2011 ITEC DIT crédits reportés POSTE INTITULE CREDITS REPORTES CREDITS ACTUELS ENGAGEMENTS CONTRACTES PAIEMENTS EFFECTUES % UTIL. CREDITS DISPONIBLES RELIQUAT DE CONVERSION 2102 PRESTATIONS EXTERNES POUR LES TECHNOLOGIES DE L'INFORMATION ET DE L'INNOVATION , , , ,36 98, ,50 0, EQUIPEMENTS ET LOGICIELS POUR LES TECHNOLOGIES DE L'INFORMATION ET DE L'INNOVATION , , , ,27 99, ,91 0, TELECOMMUNICATIONS , , , ,99 84, ,92 0,00 SOUS TOTAL TITRE , , , ,62 98, ,33 0,00 SOUS TOTAL CHAPITRE , , , ,99 84, ,92 0,00 SOUS TOTAL CHAPITRE , , , ,63 99, ,41 0,00 SOUS TOTAL ARTICLE , , , ,99 84, ,92 0,00 SOUS TOTAL ARTICLE , , , ,63 99, ,41 0,00 TOTAL , , , ,62 98, ,33 0,00 21

22 2011 ITEC EDIT crédits reportés POSTE INTITULE CREDITS REPORTES CREDITS ACTUELS ENGAGEMENTS CONTRACTES PAIEMENTS EFFECTUES % UTIL. CREDITS DISPONIBLES RELIQUAT DE CONVERSION , , , ,27 95, ,60 0, , , , ,06 91, ,80 0, , , , ,49 81, ,13 0, JOURNAL OFFICIEL , , , ,62 72, ,72 0, PUBLICATIONS NUMERIQUES ET TRADITIONNELLES , , , ,51 99, ,00 0,00 SOUS TOTAL TITRE , , , ,82 94, ,53 0,00 SOUS TOTAL TITRE , , , ,13 88, ,72 0,00 SOUS TOTAL CHAPITRE , , , ,13 88, ,72 0,00 SOUS TOTAL CHAPITRE , , , ,55 86, ,93 0,00 SOUS TOTAL CHAPITRE , , , ,27 95, ,60 0,00 SOUS TOTAL ARTICLE , , , ,49 81, ,13 0,00 SOUS TOTAL ARTICLE , , , ,13 88, ,72 0,00 SOUS TOTAL ARTICLE , , , ,06 91, ,80 0,00 SOUS TOTAL ARTICLE , , , ,27 95, ,60 0,00 TOTAL , , , ,95 89, ,25 0,00 22

23 2011 ITEC DIT recettes affectées POSTE CREDITS AN. PRECED. CREDITS AN. CUMULES CREDITS ACTUELS ENGAGEMENTS CONTRACTES % UTIL. PAIEMENTS EFFECTUES. SOLDES DES ENGAG. E.C. CREDITS DISPONIBLE INTITULE PRESTATIONS EXTERNES POUR LES TECHNOLOGIES DE L'INFORMATION ET DE L'INNOVATION 0, , , ,00 45,11 0, , , EQUIPEMENTS ET LOGICIELS POUR LES TECHNOLOGIES DE L'INFORMATION ET DE 2100 L'INNOVATION 0, , ,05 0,00 0,00 0,00 0, , TELECOMMUNICATIONS 0, , ,60 0,00 0,00 0,00 0, ,60 SOUS TOTAL TITRE , , , ,00 34,35 0, , ,31 SOUS TOTAL CHAPITRE , , ,60 0,00 0,00 0,00 0, ,60 SOUS TOTAL CHAPITRE , , , ,00 35,58 0, , ,71 SOUS TOTAL ARTICLE , , ,60 0,00 0,00 0,00 0, ,60 SOUS TOTAL ARTICLE , , , ,00 35,58 0, , ,71 TOTAL 0, , , ,00 34,35 0, , ,31 23

24 2011 ITEC EDIT recettes affectées POSTE INTITULE CREDITS AN. PRECED. CREDITS AN. CUMULES CREDITS ACTUELS ENGAGEMENTS CONTRACTES % UTIL. PAIEMENTS EFFECTUES. SOLDES DES ENGAG. E.C. CREDITS DISPONIBLE 3240 JOURNAL OFFICIEL - RA 0, , , ,37 11,01 0, , , PUBLICATIONS CARACTERE GENERAL - RA 0, , , ,60 94, , ,86 426, , , , ,90 67,92 0, , , , , , ,52 59, , , ,20 SOUS TOTAL TITRE , , , ,42 65, , , ,98 SOUS TOTAL TITRE , , , ,97 14, , , ,76 SOUS TOTAL CHAPITRE , , , ,97 14, , , ,76 SOUS TOTAL CHAPITRE , , , ,52 59, , , ,20 SOUS TOTAL CHAPITRE , , , ,90 67,92 0, , ,78 SOUS TOTAL ARTICLE , , , ,97 14, , , ,76 SOUS TOTAL ARTICLE , , , ,52 59, , , ,20 SOUS TOTAL ARTICLE , , , ,90 67,92 0, , ,78 TOTAL 0, , , ,39 44, , , ,74 24

25 2011 ITEC DIT recettes affectées reportées POSTE 2102 ENGAGEMENT S CONTRACTES SOLDES DES ENGAGEMENT S INTITULE CREDITS INITIAUX CREDITS ACTUELS PAIEMENTS EFFECTUES % UTIL. CREDITS DISPONIBLES PRESTATIONS EXTERNES POUR LES TECHNOLOGIES DE L'INFORMATION ET DE L'INNOVATION , , , ,21 88, , , EQUIPEMENTS ET LOGICIELS POUR LES TECHNOLOGIES DE L'INFORMATION ET DE L'INNOVATION , , ,00 0,00 0, , , TELECOMMUNICATIONS , ,71 0,00 0,00 0,00 0, ,71 SOUS TOTAL TITRE , , , ,21 77, , ,61 SOUS TOTAL CHAPITRE , ,71 0,00 0,00 0,00 0, ,71 SITUATION DES DES CREDITS REPORTES DEP.SPEC RA EXERCICE : 2011 ( EN EUR ) SOUS TOTAL CHAPITRE , , , ,21 77, , ,90 SOUS TOTAL ARTICLE , ,71 0,00 0,00 0,00 0, ,71 SOUS TOTAL ARTICLE , , , ,21 77, , ,90 TOTAL , , , ,21 77, , ,61 25

26 2011 ITEC EDIT recettes affectées reportées POSTE INTITULE CREDITS INITIAUX CREDITS ACTUELS ENGAGEMENT S CONTRACTES PAIEMENTS EFFECTUES % UTIL. SOLDES DES ENGAGEMENTS CREDITS DISPONIBLES 3240 JOURNAL OFFICIEL - RA , , ,89 0,00 0, ,89 0, PUBLICATIONS CARACTERE GENERAL - RA , , , ,09 40, , , , , , ,32 85, , , , , , ,29 34, , ,36 SOUS TOTAL TITRE , , , ,61 70, , ,02 SOUS TOTAL TITRE , , , ,09 10, , ,69 SOUS TOTAL CHAPITRE , , , ,29 34, , ,36 SOUS TOTAL CHAPITRE , , , ,09 10, , ,69 SOUS TOTAL CHAPITRE , , , ,29 34, , ,36 SOUS TOTAL CHAPITRE , , , ,32 85, , ,66 SOUS TOTAL ARTICLE , , , ,09 10, , ,69 SOUS TOTAL ARTICLE , , , ,29 34, , ,36 SOUS TOTAL ARTICLE , , , ,09 10, , ,69 SOUS TOTAL ARTICLE , , , ,32 85, , ,66 TOTAL , , , ,70 24, , ,71 26

27 2011 ITEC DIT situation des recettes générales POSTE INTITULE CREDITS INITIAUX VIREMENT + BUDG. SUPPL. CREDITS ACTUELS ENGAGEMENTS CONTRACTES PAIEMENTS EFFECTUES. SOLDES DES ENGAG. E.C. CREDITS DISPONIBLE ,00 0,00 0,00-1, , ,26 1, ,00 0,00 0,00-1, , ,18 1,00 SOUS TOTAL TITRE ,00 0,00 0,00-2, , ,44 2,00 SOUS TOTAL CHAPITRE ,00 0,00 0,00-1, , ,18 1,00 SOUS TOTAL CHAPITRE ,00 0,00 0,00-1, , ,26 1,00 SOUS TOTAL ARTICLE ,00 0,00 0,00-1, , ,18 1,00 SOUS TOTAL ARTICLE ,00 0,00 0,00-1, , ,26 1,00 TOTAL 0,00 0,00 0,00-2, , ,44 2,00 27

28 2011 ITEC EDIT situation des recettes générales POSTE INTITULE CREDITS INITIAUX VIREMENT + BUDG. SUPPL. CREDITS ACTUELS ENGAGEMENTS CONTRACTES PAIEMENTS EFFECTUES. SOLDES DES ENGAG. E.C. CREDITS DISPONIBLE ,00 0,00 0,00-1,00 0,00-1,00 1, ,00 0,00 0,00-1, , ,56 1, ,00 0,00 0,00-1,00-200,00 199,00 1, ,00 0,00 0,00-1, , ,00 1, ,00 0,00 0,00-1, , ,00 1, ,00 0,00 0,00-1, , ,01 1, ,00 0,00 0,00-1,00 0,00-1,00 1, ,00 0,00 0,00-1, , ,48 1,00 SOUS TOTAL TITRE ,00 0,00 0,00-6, , ,57 6,00 SOUS TOTAL TITRE ,00 0,00 0,00-1, , ,48 1,00 SOUS TOTAL TITRE ,00 0,00 0,00-6, , ,57 6,00 SOUS TOTAL TITRE ,00 0,00 0,00-1,00 0,00-1,00 1,00 SOUS TOTAL CHAPITRE ,00 0,00 0,00-2, , ,01 2,00 SOUS TOTAL CHAPITRE ,00 0,00 0,00-3, , ,56 3,00 SOUS TOTAL CHAPITRE ,00 0,00 0,00-1, , ,48 1,00 SOUS TOTAL CHAPITRE ,00 0,00 0,00-1,00 0,00-1,00 1,00 SOUS TOTAL CHAPITRE ,00 0,00 0,00-1,00 0,00-1,00 1,00 SOUS TOTAL ARTICLE ,00 0,00 0,00-1, , ,00 1,00 SOUS TOTAL ARTICLE ,00 0,00 0,00-1, , ,01 1,00 SOUS TOTAL ARTICLE ,00 0,00 0,00-1, , ,56 1,00 SOUS TOTAL ARTICLE ,00 0,00 0,00-1,00 0,00-1,00 1,00 SOUS TOTAL ARTICLE ,00 0,00 0,00-2, , ,00 2,00 SOUS TOTAL ARTICLE ,00 0,00 0,00-1, , ,48 1,00 SOUS TOTAL ARTICLE ,00 0,00 0,00-1,00 0,00-1,00 1,00 TOTAL 0,00 0,00 0,00-8, , ,05 8,00 28

29 Annexe 6.2. Rapport sur le respect des délais de paiement [ME 106.6] 1. Tableau Récapitulatif Factures payées en 2011 Endéans le délai Hors délai Nombre de factures Montant total des factures (EUR) Nombre de factures Montant total des factures (EUR) Montant des intérêts de retard (EUR) Intérêts de retard à payer d'office (>200 ) Intérêts de retard à payer à la demande (<=200 ) Pas d'intérêts de retard à payer Total , , , , , , , ,22 Nombre de factures Montant total des factures (EUR) , , , ,80 2. Commentaires 2.1. Le nombre factures payées en 2011 augmenté de 10% par rapport à 2010, du fait notamment de l'accroissement exceptionnel du volume de crédits reportés (+ 97%) Il n'y a eu que 3 factures sur (0,09%), soit en valeur 0,12% des factures payées en 2011, dont le paiement tardif ait engendré le paiement d'office d'intérêt de retard (> 200 ) représentant 0,7% du montant de ces factures Le nombre de factures dont le paiement a été tardif représente 4,2% du nombre total de factures en 2011 (à comparer à 4,4% en 2010 et 4,3% en 2009, donc stable), soit 1,3% du montant total payé en 2011 (à comparer à 1,5% en 2010 et à 1,1% en 2009) Les intérêts de retard calculés représentent 0,16% du total du montant des factures payées en retard (à comparer à 0,15% en 2010 et à 0,13% en 2009, donc du même ordre de grandeur) Comme les années précédentes, aucun des paiements tardifs dont les intérêts de retard ne sont payables qu'à la demande des fournisseurs n'a fait l'objet jusqu'à présent (mi-janvier 2012) de demande de paiement d'intérêt de retard de la part des créanciers. Cette abstention des fournisseurs peut être dû au fait que la très grande majorité des factures leur sont payées en avance par rapport aux délais contrcatuels et réglementaires. On peut donc considérer actuellement (mi-janvier 2012) qu'environ 85% de ces paiements tardifs ne feront certainement plus l'objet d'une telle demande, le délai de 60 jours après paiement donné au fournisseur pour ce faire étant épuisé. 29

30 2.6. Les raisons les plus fréquentes de paiement tardif de factures sont liées à la fermeture du système comptable pendant une vingtaine de jours aux alentours de la fin de l'année, ainsi qu'à la pénurie occasionnelle de personnel compétent pour la "conformité au fait" des factures pendant les vacances parlementaires Outre le suivi des listings d'alerte du système financier, le mesures prises pour réduire les délais de paiement incluent une liste de circulation datée associée à chaque dossier de paiement et une sensibilisation des acteurs financiers aux factures de montant important et/ou de délai de paiement plus court (p.ex. 30 jours) que les délais standards de l'institution (45 jours). 30

31 Annexe 6.3. Liste des exceptions Dérogations à la réglementation [RF 66.2, ME 73, RI 8.9] L'Ordonnateur Délégué considère que cette liste, fournie par la Vérification Ex- Ante, est extensive: elle comprend en effet des opérations qui sont régulières mais dont il a accepté la suggestion de la Vérification Ex-Ante de les inclure, en accord avec l'intention de l'ordonnateur Délégué d'améliorer même certains détails et aspects de moindre importance de la gestion de la DG ITEC. 31

32 Ordonnateur compétent SCHILT G. OD 536 / 97 Objet Montant Avis vérificateurs Décision conforme / non conforme Justification 572,44 Conforme Régularisation de dépenses pour facture de matériel pour Iphones Directeur général / Directeur / Ordonnateu r compétent Validé Justification Pour régulariser les dépenses, dont l'ed 2010 a été liquidé par mégarde début de l'année 2011 DEPUYDT F. OD 392 / ,48 Conforme Régularisation des dépenses pour facture de rouleaux de film Validé Pour régulariser les dépenses, qui dépasse le montant du Bon de Commande DUBOIS R. Appel d'offre PE- EDI-IMPR Non conforme Le soumissionnaire n'a pas justifié d'une expérience pertinente au marché d'appel d'offres demandée par les critètes de sélection (article 12.1.a du cahier des charges) Passer outre Le critère de sélection de capacité economique et financière est bien rempli RUIZ DE LA TORRE R. ED Non conforme Non respect de préalabilité de l'engagement pour le déplacement des experts Passer outre Pour régulariser les dépenses pour le déplacement d'experts en 2010 THORPE R. ED Non conforme Non respect de préalabilité de l'engagement pour le déplacement des experts SCHILT G. ED ,40 Conforme Régularisation des dépenses pour facture de numérotation des éléments de câblage des salles machines à Luxembourg DUBOIS R. OD 652 / Conforme Régularisation des dépenses pour facture de feuilles de papier et d'enveloppes DUBOIS R. ED Conforme Régularisation de dépenses pour facture d'équipement (plieuse) Passer outre Pour régulariser les dépenses pour le déplacement d'experts du 01/01/2011 au 17/02/2011 Validé Pour régulariser les dépenses de câblage, qui n'ont pas été payé sur l'ed 2009 Validé Validé Pour régulariser les dépenses, dont le Bon de Commande dépasse EUR avec la demande de seulement une offre Pour régulariser les dépenses, dont le BdC a été émis en 2009, mais qui ont été facturée seulement en