Report on budgetary and financial management — Financial year 2011
Date: 2012-06-09
Institutions: European Parliament
Subjects: European Parliament, financial management, financial year, general budget (EU)








C_2012164EN.01000101.xml










9.6.2012   


EN


Official Journal of the European Union


C 164/1





REPORT ON BUDGETARY AND FINANCIAL MANAGEMENT
SECTION I — EUROPEAN PARLIAMENT
FINANCIAL YEAR 2011
2012/C 164/01

CONTENTS

INTRODUCTION






I.

FINANCIAL MANAGEMENT: GENERAL REMARKS









A.

Revenue









B.

Initial budget and amending budgets









C.

Commitments and payments









D.

Carry-overs from 2011 to 2012









E.

Carry-overs from 2010 to 2011









F.

Appropriations from assigned revenue









G.

Cancellations









H.

Transfers









H.1.


Transfers from provisional appropriations










H.2.


Transfers from other sources










II.

FINANCIAL MANAGEMENT BY CHAPTER









A.

Chapter 10‘Members of the institution’









B.

Chapter 12‘Officials and temporary staff’









C.

Chapter 14‘Other staff and outside services’









D.

Chapter 16‘Other expenditure relating to persons working with the institution’









E.

Chapter 20‘Buildings and associated costs’









F.

Chapter 21‘Data processing, equipment and movable property’









G.

Chapter 23‘Current administrative expenditure’









H.

Chapter 30‘Meetings and conferences’









I.

Chapter 32‘Expertise and information: acquisition, archiving, production and dissemination’









J.

Chapter 40‘Expenditure relating to certain institutions and bodies’









K.

Chapter 42‘Expenditure relating to parliamentary assistants’









L.

Title 10 ‘Other expenditure’









III.

2011 OBJECTIVES AND RESULTS









A.

Improving the expertise services provided to Members









A.1.


Increase in staffing for the policy departments










A.2.


Developing a fully fledged information service in Parliament’s Library to assist Members with their political and legislative work










A.3.


Further increase in the parliamentary assistance allowance










B.

Administrative developments relating to Members









B.1.


Winding up of the work of the Temporary Evaluation Group on the Implementation of the Members’ and Assistants’ Statutes










B.2.


Adoption of the new Code of Conduct for Members










B.3.


Development of a new online tool for financial information relating to Members










C.

Coping with the institutional consequences of the entry into force of the Treaty of Lisbon Treaty and Croatia’s accession









C.1.


Admission of 18 new Members










C.2.


Groundwork for the upcoming enlargement to include Croatia










D.

Developments in the area of information and communication policy









D.1.


Adoption of a medium-term communication strategy










D.2.


Improving facilities for visitors










D.3.


Progress made on the House of European History project










D.4.


Extending the scope for inviting sponsored groups of visitors










E.

Continuing to implement the multiannual programmes to rationalise and modernise key parts of Parliament’s Administration









E.1.


Buildings policy










E.2.


Environmental policy










E.3.


Continuing to modernise information technologies










E.4.


Best-possible use of resources allocated to the language services










E.5.


Thoroughgoing restructuring of the security service










F.

Other modernisation measures









F.1.


Financial management










F.2.


Human resource management










F.3.


Managing the priorities of Parliament’s Secretariat










G.

Overall structural changes to Parliament’s Secretariat (including the political groups)



ANNEXES






ANNEX I —

Overview of ‘C’ transfers









ANNEX II —

Overview of ‘P’ transfers









ANNEX III —

Implementation of appropriations




INTRODUCTION







1.


This report analyses the European Parliament’s budgetary and financial management during the financial year 2011. It outlines the use made of financial resources and the events which had a significant influence on activities during the year (Parts I and II) and gives an overview of the results achieved as against the objectives set for 2011 (Part III).










2.


The report has been drawn up in accordance with Article 122 of Council Regulation (EC, Euratom) No 1605/2002 of 25 June 2002 on the Financial Regulation applicable to the general budget of the European Communities (1) (hereinafter ‘Financial Regulation’), Article 185 of Commission Regulation (EC, Euratom) No 2342/2002 of 23 December 2002 laying down detailed rules for the implementation of Council Regulation (EC, Euratom) No 1605/2002 on the Financial Regulation applicable to the general budget of the European Communities (2) (hereinafter ‘Implementing Rules’) and Article 13(2) of the Internal Rules on the implementation of the European Parliament’s budget (3). The analysis is based on the provisional accounts, as established by the Accounting Officer.




I.   FINANCIAL MANAGEMENT: GENERAL REMARKS







3.


Parliament’s final appropriations totalled EUR 1 685 829 393, i.e. 20,03 % of heading V of the Multiannual Financial Framework (4). Table 1 below provides an overview of the implementation of Parliament’s budget in the financial year 2011.

Table 1


Use of appropriations









Appropriation type


2011 appropriations
(EUR or %)


2010 appropriations
(EUR or %)


Variation 2010/11





Appropriations





Initial appropriations


1 685 829 393


1 607 363 235


5 %




Amending budget


—


9 397 164


—




Final appropriations


1 685 829 393


1 616 760 399


4 %





Final appropriations





Commitments


1 570 478 058


1 552 290 272


1 %




As a % of final appropriations


93 %


96 %


–3 %




Payments


1 347 577 674


1 321 261 642


2 %




As a % of commitments


86 %


85 %


1 %





Carry-overs to following year





Automatic carry-overs to following year (5)



222 900 384


231 028 630


–4 %




As a % of final appropriations


13 %


14 %


–1 %




As a % of commitments


14 %


15 %


–1 %




Non-automatic carry-overs (uncommitted appropriations carried over to following year) (6)



21 700 000


9 240 000


135 %




As a % of final appropriations


1,3 %


0,6 %


1 %





Cancellations





Appropriations cancelled


93 651 335


55 230 127


70 %




As a % of final appropriations


5,6 %


3,4 %


2 %





Carry-overs from previous year





Automatic carry-overs from previous year


231 028 630


180 265 823


28 %




Payments against those carry-overs


207 438 331


156 561 474


32 %




As a % of carry-overs


90 %


87 %


3 %




Amount cancelled


23 590 299


23 704 349


0 %




Non-automatic carry-overs from previous year


9 240 000


10 100 000


–9 %




Payments against those carry-overs


—


8 383 750


– 100 %




As a % of carry-overs


0 %


83 %


–83 %





Appropriations from assigned revenue for the year





Appropriations from assigned revenue for the year


23 815 077


110 298 523


–78 %




Commitments


12 284 019


13 916 325


–12 %




As a % of appropriations from assigned revenue


52 %


13 %


39 %




Payments


10 081 911


10 247 794


–2 %




As a % of appropriations committed arising from assigned revenue


82 %


74 %


8 %




Appropriations available from assigned revenue for the year


11 531 058


96 382 198


–88 %





Appropriations from assigned revenue carried over to the following year





Appropriations from assigned revenue carried over to the following year


107 592 247


110 017 852


–2 %





Appropriations from assigned revenue carried over from the previous year





Appropriations from assigned revenue carried over from the previous year


110 017 852


20 637 870


433 %




Commitments


20 580 678


15 646 888


32 %




Payments


15 204 926


10 100 531


51 %




As a % of commitments


74 %


65 %


9 %











A.   Revenue







4.


Total revenue entered in the accounts as at 31 December 2011 amounted to EUR 173 293 432 (2010: EUR 243 094 204), including EUR 23 815 077 in assigned revenue (2010: EUR 110 298 523).




B.   Initial budget and amending budgets







5.


Authorised appropriations in Parliament’s initial budget for 2011 totalled EUR 1 685 829 393, a 4 % increase over the 2010 budget (EUR 1 616 760 399).




C.   Commitments and payments







6.


Commitments totalled EUR 1 570 478 058, or 93 % of final appropriations (2010: 96 %). Payments totalled EUR 1 347 577 674, or 86 % of commitments entered into (2010: 85 %).




D.   Carry-overs from 2011 to 2012







7.


Automatic carry-overs to the financial year 2012 totalled EUR 222 900 384, or 14 % of appropriations committed (2010: 15 %). Uncommitted appropriations at year-end that were carried over to the financial year 2012 (non-automatic carry-overs) totalled EUR 21 700 000 — or 1,3 % of final appropriations (2010: 0,6 %) — and were used for the purposes set out in Table 2.

Table 2


Purpose of non-automatic carry-overs to 2012








(EUR)




Item


Subject matter


Amount











2003



(Acquisition of immovable property)






TREBEL Building — proposed purchase


15 000 000











2001



(Lease payments)






Extension of the Konrad Adenauer Building in Luxembourg


6 200 000











2005



(Construction of buildings)






Extension of the Konrad Adenauer Building in Luxembourg


500 000




Total


21 700 000








E.   Carry-overs from 2010 to 2011







8.


Automatic carry-overs to 2011 totalled EUR 231 028 630 (2010: EUR 180 265 823). Payments against those carry-overs stood at EUR 207 438 331, or 90 % (2010: 87 %). Appropriations cancelled thus totalled EUR 23 590 299, a figure very similar to that for 2010 (EUR 23 704 349). The bulk of the cancellations was made against: Article 100 (Salaries and allowances), Article 324 (Production and dissemination), Article 200 (Buildings), Article 140 (Other staff and externals), Article 202 (Expenditure on buildings), and Article 214 (Technical equipment and installations).










9.


The amounts cancelled and the main reasons for cancellations are presented in Table 3.

Table 3


Main reasons for cancellations of appropriations automatically carried over from 2010 to 2011








Article


Cancellation


Main reasons for cancellations




Article 100

(Salaries and allowances)


5 984 533


The carry-over from 2009 had been insufficient, which lead to an overestimation for the carry-over from 2010 to 2011 together with the lack of statistical evidence and not yet fully developed reporting systems due to the introduction of the actual reimbursement system only in 2009 (new Members Statute).




Article 324

(Production and dissemination)


3 241 725


Budget lines 3242 and 3248: these budget lines are used both by central services of DG COMM and the Information Offices. The Offices are often obliged to cancel a number of their planned activities, due to their limited human resources.
Budget line 3244: the expenditure on this line is estimated on the basis of the rules in force, i.e. in the case of sponsored visitors groups on the basis of the potential number of visitors per MEP. As it is all managedvia imprest accounts, the total amount committed was carried over at the end of the year to ensure a valid commitment for the regularisation of the imprest account. In the case of EUVP this expenditure is furthermore co-managed with the Commission.




Article 200

(Buildings)


2 747 374,34


Konrad Adenauer Building project: the delays affecting the finalisation of the tender documents by Parliament’s consultants following the bankruptcy of a subcontractor led to the non-utilisation of part of the appropriations carried over against Item 2008 (non-payment of expected fees). Delays in performing geothermal drilling work explain the non-utilisation of part of the appropriations carried over automatically against Item 2005.




Article 140

(Other staff and externals)


2 301 620,71


The majority of carried forward appropriations are on the budget line 1402 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).




Article 202

(Expenditure on buildings)


2 288 301,72


Items 2022 and 2024: minor savings following the invoicing of work at a lower than estimated hourly rate.




Article 214

(Technical equipment and installations)


1 724 614,59


Budget line 2140/09: EUR 1,2 million was committed in December 2010 in order to cover the contract awarded under procurement procedure 2010/S 124-188886 (CC EP/DGCOMM/AV/02/10). This contract related to services covered by Lot 1 of this call for tender. However, the contractor returned the signed contract only on 23 December and was unable to provide the documentation necessary for the exclusion criteria before mid-January. The AOS was hence unable to sign the contract until January 2011. The original commitment had therefore to be cancelled and the amount needed to cover the contract recommitted on 2011 appropriations.














10.


Non-automatic carry-overs effected in 2011 in accordance with Article 9(2a) of the Financial Regulation totalled EUR 9 240 000. They concerned Item 2003 (Acquisition of immovable property).










11.


No payments were made from the appropriations carried over non-automatically to cover the purchase and fitting-out of the Europe House in Sofia as a result of problems involving poor workmanship and the non-conformity of fitting-out work with building regulations. The Institutions gave a local firm of architects the task of supervising work. In the course of its inspections, the firm identified and documented instances of poor workmanship. With a view to safeguarding the evidence of poor workmanship ahead of possible legal proceedings, Parliament has initiated a procedure for preservation of evidence, conducted by an independent expert. Under these circumstances, no payment was made until today. The contract in force envisages a total payment only after completion and reception of the renovation works.




F.   Appropriations from assigned revenue







12.


Assigned revenue available in 2011 totalled EUR 23 815 077 (2010: EUR 110 298 523). The commitment rate was 52 % (2010: 13 %). Payments totalled EUR 10 081 911, or 82 % of the commitments entered into (2010: 74 %).










13.


A balance of EUR 107 592 247 was carried forward to the financial year 2012 (assigned revenue carried over). Appropriations from 2011 assigned revenue totalled EUR 23 815 077. The source of the appropriations from 2011 assigned revenue is analysed in the figure below.

Figure 1


Appropriations from assigned revenue 2011 by chapter














14.


Assigned revenue carried over to 2011 totalled EUR 110 017 852 (2010: EUR 20 637 870). Commitments entered into totalled EUR 20 580 678 (2010: EUR 15 646 888). Payments in 2011 represented 74 % of commitments entered into (2010: 65 %).










15.


Most of the appropriations from assigned revenue carried over to 2011 came from Chapter 20 following a payment of EUR 85 987 000 made by the Belgian State on 27 January 2010 in connection with the defrayal of the cost of the land for the D4 and D5 Buildings and the cost of developing the roof over Brussels-Luxembourg Station. This sum was not used in 2011 and will be carried over to 2012. The appropriations in question are earmarked for the ‘Trebel’ project.




G.   Cancellations







16.


Appropriations totalling EUR 93 651 335 (2010: EUR 55 230 127) and representing 5,6 % of final appropriations (2010: 3,4 %) were cancelled. The main reasons for the cancellations are set out in the table below:

Table 4


Main reasons for cancellations of current appropriations in 2011










 


 


Amount cancelled
(EUR)


% cancellation/heading


Main reason for cancellation





422



Parliamentary assistance


18 679 355


9,87 %


Non-payment in 2011 of the annual salary adjustment for accredited assistants following the Council decision. The increases of EUR 1 500/month in 2010 and 2011 in the allowance made available to Members for parliamentary assistance have not led to a proportional increase in the number of contracts concluded.





120



Remuneration and other entitlements


10 712 562


1,95 %


Impact of retirements, slower than expected take-up of ‘Lisbon’ posts (2010 and 2011) by both the DGs and the political groups and number of internal transfers.
Non-payment of the annual salary adjustment (no Council decision as yet).





109



Provisional appropriations for the 18 additional Members — Lisbon Treaty


9 400 264


100 %


The reserve for the 18 new MEPs to be nominated according to a Protocol to the Treaty of Lisbon has not been draw upon (effective date of start of their mandate 1 December 2011).





324



Production and dissemination


7 957 323


9,30 %


Budget lines 3242, 3244 and 3245: the low level of implementation on those lines is due to the difficulties faced by the Information Offices in accurately estimating their budget requirements and in implementing their budget. Measures are being taken to improve both the accuracy ofthe estimations and the efficiency of the budget implementation in order to maximise implementation levels. Budget line 3248: fall in the prices specified in the new framework contracts concluded. Furthermore, the total amount cancelled EUR 878 875 was cancelled as a result of the results of the call for proposals for grants not producing enough projects considered worthy of benefiting from a grant. EUR 715 000 was cancelled as a result of problems with the launching of two procurement processes which meant that they could not be completed before the end of the year.





100



Salaries and allowances


7 325 583


3,92 %


The estimated surplus can be explained from the fact that the budget 2011 was based on estimates of expenditure made in January 2010, when the financial impact of the implementation of the Members’ Statute could not be precisely determined.




 


PROVISIONAL APPROPRIATIONS


6 100 000


100 %


Outstanding balance against the heading.





140



Other staff and externals


4 241 621


4,34 %


The surplus against Item 1400 (Other staff and externals) can be explained by the non-payment in 2011 of the annual salary adjustment and the need to retain some margin for budgetary manoeuvre (time lag in the submission of invoices by temporary employment agencies and in the entry of assigned revenue in the accounts).





300



Expenses on staff missions and duty travel between the three working places


3 869 533


12,98 %


Failure to update the ceilings for the reimbursement of hotel expenses and the daily subsistence allowances (budget set with a possible updating in mind) and more effective measures to curb travel expenses.





202



Expenditure on buildings


2 688 538


2,63 %


This is chiefly the result of savings against Item 2026 (Security and surveillance of buildings). These savings stem chiefly from the rationalisation of security expenditure and efforts to generate synergy between general security and fire safety and from the imposition of penalties on the company responsible for the security of buildings, including staff and visitors, in Brussels for non-compliance with the contract and the terms and conditions of the tender. The savings offset the cost linked to the delay in internalising accreditation and reception following the problems encountered in filling the posts in question.





320



Acquisition of expertise


2 492 196


24,72 %


In the allocation of expertise funds, for both political and operational reasons, temporary committees are treated by the Conference of Committee Chairmen in the same way as standing committees. Their eventual need for expertise, and indeed sometimes the actual time-period of their deliberations, is however more difficult to predict. In 2011, the under-implementation relates tothe two temporary committees. Firstly, they were wound up at half-year although the expertise envelope had been set for a full year and, secondly, even when they required presence of experts etc., the Parliament was rarely called on for reimbursements. The political pressure to achieve results furthermore meant that any lengthy tendering procedure became a non-option.








H.   Transfers







17.


Over the course of the financial year, nine C transfers were approved under Articles 24 and 43 of the Financial Regulation (7). They amounted to a total of EUR 62 104 026, or 3,7 % of final appropriations (in 2010: 13 transfers representing 5,2 % of final appropriations). The President authorised nine P transfers under Article 22(1) of the Financial Regulation (8), amounting to a total of EUR 11 799 520, or 0,7 % of final appropriations (2010: six transfers amounting to 0,2 % of final appropriations). A breakdown of the transfers by legal basis and purpose is given in the tables below.










18.


In all, there were 18 C and P transfers in 2011, involving a total of EUR 73 903 546, or 4,4 % of final appropriations (2010: 19 transfers involving a total of EUR 88 284 059, or 5,5 % of final appropriations).

Table 5


Transfers by legal basis








Number of transfers


Amount transferred (EUR)


As a % of final appropriations





C transfers (Articles 24 and 43)





9 C transfers


62 104 026


3,7 %





P transfers (Article 22(1))





9 P transfers


11 799 520


0,7 %





C + P transfers



73 903 546


4,4 %





Table 6


Analysis of C transfers by receiving budget line









(EUR)




Receiving budget line


Transfer


Amount transferred





1200



Remuneration and allowances


C1


714 026





1420



Outside services


C6


800 000





2003



Acquisition of immovable property


C7


23 190 000




C9


15 000 000





2007



Fitting-out of premises


C2


2 500 000





2100



Equipment and software for information and innovation technologies


C4


900 000





2102



Outside assistance for information and innovation technologies


C4


2 500 000




C8


3 200 000





2320



Legal costs and damages


C5


100 000





4220



Parliamentary assistance


C3


13 200 000




Total


62 104 026





Table 7


Analysis of C transfers by expenditure category and purpose









Expenditure category receiving transfer


Subject matter


Amount transferred (EUR)


%




Buildings policy


The House of European History (C2)


2 500 000


4




Building Montoyer 70 in BRU and Building B in STR (C7)


23 190 000


37




TREBEL Building (C9)


15 000 000


24




Buildings policy Total


40 690 000


66




Information technology


Additional expenditure for infrastructure projects (C8)


3 200 000


5




IT Mobility, medium-term ICT strategy, 2011 IT plan (C4)


3 400 000


5




IT Total


6 600 000


11




Personnel


Establishment plan (C1)


714 026


1




Staff Total


714 026


1




Multilingualism


Increase in demand for translation (C6)


800 000


1




Multilingualism Total


800 000


1




Members


Parliamentary assistance allowance (C3)


13 200 000


21,3




Members Total


13 200 000


21,3




Other administrative expenditure


To cover legal expenses — for ex.: ceiling accident STR (C5)


100 000


0,2




Total, other administrative expenditure


100 000


0,2




Grand Total


62 104 026


100








H.1.   Transfers from provisional appropriations







19.


This section looks at the use of appropriations from Chapter 10 0 (Provisional appropriations) and Chapter 10 1 (Contingency reserve). Appropriations entered against these chapters, included in Title 10 (Other expenditure), are hereinafter referred to as ‘provisional appropriations’. Title 10 (Other expenditure) was the main source of the appropriations transferred in 2011 (54 %, or EUR 33 814 026).










20.


Of this amount, EUR 15 600 000 was used to fund Parliament’s buildings policy, EUR 714 026 expenditure on staff, EUR 13 200 000 expenditure on Members, EUR 800 000 expenditure on multilingualism, EUR 3 400 000 IT expenditure and EUR 100 000 administrative costs. The purpose of the transfers from provisional appropriations is set out below.

Table 8


Purpose of transfers from provisional appropriations










(EUR)




Source heading


Transferred to


Transfer


Purpose


Amount transferred




Chapter 10 0



2007



C2


Release from the reserve to cover expenditure on the House of European History following the submission of the report


2 500 000




Chapter 10 1



2003



C7


Release from the reserve and transfer from the items covering salaries and allowances to fund the purchase of the Montoyer 70 Building in BRU and Building B in STR


13 100 000




Buildings policy Total


15 600 000




Chapter 10 0



1200



C1


Release from the reserve following the appropriation of 30 posts (redeployment of contract staff)


714 026




Staff Total


714 026




Chapter 10 0



4220



C3


Release from the reserve to cover expenditure on parliamentary assistants


13 200 000




Members Total


13 200 000




Chapter 10 1



1420



C6


Release from the reserve to cover the cost of external translations and an increase in the demand for translation


800 000




Multilingualism Total


800 000




Chapter 10 0



2100



C4


Release from the reserve to cover expenditure on the ‘IT mobility project’ (investment + provision of services)


900 000





2102



C4


Release from the reserve to cover expenditure on the ‘IT mobility project’ (investment + provision of services)


2 500 000




IT Total


3 400 000




Chapter 10 1



2320



C5


Release from the reserve to cover unforeseen legal costs


100 000




Administration Total


100 000




Grand total


33 814 026








H.2.   Transfers from other sources







21.


This section looks at the transfers from sources other than Title 10 (Other expenditure). A total of EUR 28 290 000 was transferred from other titles. Buildings policy accounted for the bulk (89 %) of these transfers, followed by IT (11 %). Table 9 gives details of these transfers.










22.


An overview of the P transfers is given in Table 10.

Table 9


Sources of C transfers other than provisional appropriations









(EUR)




Source item


Transfer


Subject matter


Amount transferred





1200



C7


Release from the reserve and transfer from Item 1200 (Salaries and allowances) to fund the purchase of the Montoyer 70 Building in BRU and Building B in STR


10 090 000





2350



C8


Transfers from Telecommunications and Official Journal to cover the cost of various infrastructure projects (ICT, Brussels Data Centre, etc.)


3 094 400





3240



105 600





1004



C9


To cover an instalment for the acquisition of the TREBEL building


2 000 000





1005



2 000 000





1010



2 000 000





1200



7 000 000





1204



2 000 000




Total


28 290 000





Table 10


Purpose of P transfers









(EUR)




Transferred to


Transfer


Description


Amount transferred











1000



(Salaries)






P7


Transfer of appropriations for two reasons. Firstly, the likely indexation to be applied for 2011 salaries was slightly higher than what was assumed. Secondly, appropriations are needed to cover the possible December salaries of the 18 new ‘Lisbon’ Members.


360 000











1033



(Optional pension scheme for Members)






P8


Transfer of appropriations in order to allow the payment of the EP’s contributions until the end of the year. In 2011, due to the recovery of Members’ unpaid contributions from previous years, the EP is also obliged to pay the two thirds of the contribution to the Members’ Voluntary pension scheme.


11 000











2003



(Acquisition of immovable property)






P9


Transfer of appropriations in order to allow the appropriate budget coverage of the contract related to the acquisition of the House of Europe in Sofia after the end of the year.


8 222 520











2102



(Outside assistance for information and innovation technologies)






P2


Transfer of appropriations in order to ensure the continued provision of ongoing ‘business as usual’ activities at an adequate level.


758 000




P5


Underestimated expenses, transfer of appropriations in order to cover additional expenses concerning Streamline and NAP helpdesk.


188 000











3241



(Digital and traditional publications)






P1


Transfer to cover expenditure arising from evolving or newly emerging projects in the Intranet domain, a newapproach to the outsourcing of document indexing, and costs higher than expected in publishing the ‘Fiches Techniques’.


800 000




P6


Increase needed to allow the continuation of the Intranet Programme and the Paperless Programme.


600 000











3243



(Visitors’ Centre)






P3


Transfer of appropriations in order to ensure financing of expenses that were not foreseeable during the preparation of the 2011 budget, notably certain acquisitions of goods/services and contractual obligations.


600 000











3245



(Organisation of seminars, symposia and cultural activities)






P4


Transfer of appropriations in order to organise the Human Rights Conference — Sakharov Network event. This event was not foreseen in 2011 budget.


260 000




Total


11 799 520








II.   FINANCIAL MANAGEMENT BY CHAPTER







23.


This section looks at the use of appropriations by budget chapter, their share of the overall budget and changes in the use of appropriations with respect to the previous financial year. Four chapters accounted for 70 % of total commitments. Those chapters were Chapter 10 (Members of the institution), Chapter 12 (Officials and temporary staff), Chapter 20 (Buildings and associated costs) and Chapter 42 (Expenditure relating to parliamentary assistance).










24.


Table 11 provides a breakdown by chapter of the appropriations committed in 2011 as against those committed in 2010. Figures 2 and 3 provide a graphical representation of the changes.

Table 11


Appropriations committed in 2011 as against those committed in 2010











Chapter


Heading


2011
(EUR)


2010
(EUR)


Change
(EUR)


% Change





10



Members of the institution


195 411 480


207 680 220


–12 268 740


–6





12



Officials and temporary staff


540 454 419


532 628 082


7 826 337


1





14



Other staff and external services


118 800 097


106 585 463


12 214 634


11





16



Other expenditure relating to persons working with the institution


14 489 624


13 339 919


1 149 705


9





Title 1 — Persons working with the institution




869 155 619




860 233 684




8 921 935




1






20



Buildings and associated costs


195 529 891


186 396 513


9 133 378


5





21



Data processing, equipment and movable property


117 290 772


137 467 641


–20 176 869


–15





23



Current administrative expenditure


9 652 197


10 373 435


– 721 238


–7





Title 2 — Buildings, furniture, equipment and miscellaneous operating expenditure




322 472 860




334 237 589




–11 764 729




–4






30



Meetings and conferences


32 807 760


30 180 428


2 627 332


9





32



Expertise and information: acquisition, archiving, production and dissemination


92 059 312


97 821 408


–5 762 096


–6





Title 3 — Expenditure resulting from general functions carried out by the institution




124 867 072




128 001 836




–3 134 764




–2






40



Expenditure relating to certain institutions and bodies


83 078 152


76 088 322


6 989 831


9





42



Expenditure relating to parliamentary assistance


170 564 354


153 418 841


17 145 513


11





44



Meetings and other activities of current and former Members


340 000


310 000


30 000


10





Title 4 — Expenditure resulting from special functions carried out by the institution




253 982 506




229 817 163




24 165 344




11






Title 10 — Other expenditure




0




0




0




—





Total


1 570 478 058


1 552 290 272


18 187 786


1





Figure 2


Breakdown of 2011 expenditure by chapter





Figure 3


Appropriations committed in 2010 as against those committed in 2011, by chapter








A.   Chapter 10 (Members of the institution)







25.


Expenditure on Members (12 % of total 2011 expenditure) was down by EUR 12 million (6 %) on 2010. The decrease against this chapter stemmed mainly from lower spending against Items 1004 (Ordinary travel expenses), which was down by 7 %, and 1020 (Transitional allowances), which was down by 88 %.










26.


Some 5 % of appropriations were cancelled. The cancellations stemmed principally from the fact that the 2011 budget estimates were drawn up in early 2010, when it was still not known what the impact of the new Statute for Members would be.










27.


Commitments against Item 1000 (Salaries) stood at EUR 67 373 854 (34 % of Chapter 10 commitments), while EUR 69 748 957 (36 % of Chapter 10 commitments) was committed against Item 1004 (Ordinary travel expenses). The latter item covers travel and subsistence expenses in connection with travelling to and from the places of work and other duty travel.










28.


In 2011 (9) Members made 17 572 journeys to attend part-sessions in Strasbourg and Brussels, 31 222 journeys to committee meetings in Brussels and 2 378 journeys to political group meetings in Brussels (10). As regards travel outside Parliament’s usual places of work, 1 160 journeys were made to committee meetings and 1 671 to political group meetings, while 1 413 journeys were made in connection with parliamentary delegation meetings.










29.


Commitments against Item 1006 (General expenditure allowance) totalled EUR 37 843 364 (19 % of Chapter 10 commitments). That sum covered expenses resulting from the parliamentary activities of Members. The monthly allowance stands at EUR 4 299 per Member.




B.   Chapter 12 (Officials and temporary staff)







30.


This chapter accounted for 34 % of 2011 spending — the largest share of total expenditure. Expenditure against this chapter rose by 1 % compared with the previous year. The increase was mainly the result of higher spending against Item 1200 (Remuneration and allowances), which was up by 2 %.










31.


Some 99 % of Chapter 12 spending came under Item 1200 (Remuneration and allowances), with total commitments of EUR 535 880 699. The appropriations available against this heading at year-end were intended to cover the annual salary adjustment, which has yet to be adopted by the Council. Excluding the annual adjustment, spending was up by 4,62 % on 2010. Item 1200 showed a surplus in 2011 and was accordingly used as a source of funds for a number of transfers of appropriations made during the year.










32.


In 2011, 321 officials and temporary staff members were recruited to the Secretariat, 77 temporary staff were recruited to political groups and 395 people were recruited as accredited parliamentary assistants. A total of 5 778 officials and temporary staff members were employed within Parliament as at 31 December 2011. Five thousand and thirty-one of those staff members were working in the Secretariat and 747 in the political groups.










33.


As regards the gender breakdown, women accounted for 25 % of heads of unit, 31 % of directors and 45 % of directors-general as at 31 December 2011. The figure below gives a gender breakdown of staff by function group.

Figure 4


Secretariat staff by gender








C.   Chapter 14 (Other staff and outside services)







34.


This chapter accounted for 8 % of 2011 expenditure. The 11 % rise on the figure for 2010 stemmed from increases of 21 % in spending against Item 1400 (Other staff) and 22 % against Article 142 (External services). Some 48 % of Chapter 14 appropriations were used for Item 1402 (Conference interpreters) and 26 % for Item 1400 (Other staff).










35.


Commitments against Item 1402 (Conference interpreters) totalled EUR 56 964 283,06 and covered, as part of interinstitutional cooperation and other arrangements, the fees, social security contributions, travel expenses and subsistence allowances of auxiliary conference interpreters used by Parliament to service meetings held by Parliament or by other institutions which may make use of Parliament interpreters (officials and temporary staff).










36.


Parliament interpreters and auxiliary conference interpreters worked 110 098 interpreter days in 2011 (as against 109 256 in 2010) for Parliament and for other institutions (11) to which Parliament provided interpretation services (0,4 % up on 2010). Parliament interpreters worked 53 325 days (1,8 % up on 2010), and auxiliary conference interpreters 56 773 days (0,9 % up on 2010).










37.


Commitments against Item 1400 (Other staff) totalled EUR 30 538 391. This item mainly covers the remuneration, including allowances, of other staff, including contract and local staff and special advisers, employer’s contributions to the various social security schemes and the impact of salary weightings applicable to the remuneration of these staff, as well as the employment of temporary agency staff. As at 31 December 2011, Parliament employed 727 contract staff. A breakdown of contract staff by function group is given in Figure 5.

Figure 5


Contract staff by function group








D.   Chapter 16 (Other expenditure relating to persons working with the institution)







38.


Chapter 16 expenditure (1 % of total 2011 expenditure) was up by EUR 1 million (9 %) on 2010.










39.


Thirty-seven per cent of Chapter 16 commitments were made against Item 1654 (Early childhood centre and approved day nurseries), 27 % against Item 1612 (Further training) and 18 % against Item 1652 (Current operating expenditure for restaurants and canteens).










40.


Outside management of Parliament’s day nursery and family room in Brussels and ancillary expenditure accounted for the bulk of spending against Item 1654. Commitments against this item totalled EUR 5 350 000 and covered Parliament’s contribution to the overall costs of the early childhood centre and outside crèches with which an agreement has been concluded.










41.


Commitments against Item 1612 (Further training) stood at EUR 3 913 225 and covered expenditure on training to improve staff skills and the performance and efficiency of the institution. In 2011, 4 154 people (as against 4 757 (12) in 2010) attended in-house language courses and 403 (as against 392 in 2010) attended courses outside the places of work. Furthermore, 1 478 people (as against 733 in 2010) attended IT courses and 1 336 (998 in 2010) attended financial training courses. Some 230 (85 in 2010) staff members attended courses held by the European School of Administration. As regards non-language-related training, a total of 5 244 (6 853 in 2010) people attended in-house courses and 239 (198 in 2010) attended outside courses. Commitments against Item 1652 (Current operating expenditure for restaurants and canteens) stood at EUR 2 600 000. The restaurants and canteens served some 1 554 000 customers, and the staff shop some 157 000.




E.   Chapter 20 (Buildings and associated costs)







42.


This chapter accounted for 12 % of 2011 expenditure, up by 5 % on 2010. The higher spending against Items 2003 (Acquisition of immovable property), 2007 (Fitting-out of premises) and 2022 (Building maintenance, upkeep, operation and cleaning) was partly offset by lower spending against Items 2000 (Rent), 2001 (Lease payments), 2008 (Other specific property management arrangements) and 2026 (Security and surveillance of buildings).










43.


A breakdown of Chapter 20 appropriations by expenditure type is given in Figure 6 below.

Figure 6


Breakdown of Chapter 20 expenditure














44.


The commitments entered into against Item 2022 (Building maintenance, upkeep, operation and cleaning) stood at EUR 43 815 033 (22 % of the chapter) and covered the cost, on the basis of current contracts, of maintaining premises, lifts, heating and air-conditioning systems and fire doors, as well as repainting and repair work etc.










45.


The commitments entered into against Item 2026 (Security and surveillance of buildings) totalled EUR 36 279 710 (19 % of the chapter) and covered essentially the cost of caretaking and surveillance in respect of buildings occupied by Parliament at its three habitual places of work and the information offices. There were a total of 876 security staff working at Parliament’s premises at the end of 2011. The savings made against this item in comparison with 2010 stem from the rationalisation of security expenditure and efforts to generate synergy between general security and fire safety and from the imposition of penalties on the company responsible for the security of buildings, including staff and visitors, in Brussels for non-compliance with the contract and the terms and conditions of the tender. These savings offset the cost linked to the delay in internalising accreditation and reception following the problems encountered in filling the posts in question.










46.


Appropriations were entered against Item 2003 (Acquisition of immovable property), which initially bore a token entry (p.m.), by means of transfers C7, C9 and P9. The EUR 15 million surplus against this item was the subject of a non-automatic carry-over and will be committed and disbursed in 2012 in connection with the Trebel Building project.










47.


Commitments against Item 2007 (Fitting-out of premises) stood at EUR 23 514 945 (12 % of the chapter). Following receipt of the information requested in the resolution of 20 October 2010, at its meetings of 15 and 16 March 2011 the Committee on Budgets approved the release of EUR 2,5 million from the Chapter 100 reserve for the House of European History.




F.   Chapter 21 (Data processing, equipment and movable property)







48.


This chapter accounted for 7 % of 2011 expenditure. Chapter 21 expenditure was 15 % down on 2010, owing in particular to lower spending against Article 210 (Computing and telecommunications). Spending against this article fell by 43 % (in 2010 three transfers totalling some EUR 24 million were made to the article).










49.


Appropriations against Item 2102 (Outside assistance for information and innovation technologies), which accounted for 51 % of the chapter, were up by EUR 4,5 million on 2010 as a result of several transfers made in order to provide additional funds for outside assistance with information and communication technologies (ICTs) required in order to continue to implement the medium-term ICT strategy adopted by the Bureau on 24 March 2010. Total expenditure against this item stood at EUR 60 263 388. These appropriations principally covered the cost of outside assistance from service bureaux and data-processing consultants in connection with the operation of the computer centre and the network, the production and maintenance of applications, support for users, including Members and political groups, the carrying out of studies, and the drawing up and input of technical documentation.










50.


Item 2100 (Equipment and software for information and innovation technologies) accounted for 28 % of Chapter 21 appropriations, and total spending against this item stood at EUR 32 309 241. The appropriations against the item covered expenditure on the purchase, hire, servicing and maintenance of equipment and software for the institution, and related work. This equipment and software relates mainly to systems at the computer and telecommunications centre, computing at departmental level and in the political groups and the electronic voting system.










51.


A breakdown of Chapter 21 expenditure is given in the figure below.

Figure 7


Breakdown of Chapter 21 expenditure














52.


Computing capacity and processing power increased by 28 % over the period under review. At the end of 2011, memory capacity stood at 4 365 713 gigabytes (Gb), as against 2 314 240 Gb in December 2010. As regards processing power, Parliament’s central IT systems’ capacity to process a given quantity of data within a given period of time increased by 12 % compared with the previous year. Furthermore, the number of patches tested and integrated into the network, servers, software and workstations with a view to ensuring information system security increased by 73 % (1 019 in late 2010, as against 1 763 in late 2011), mainly as a result of the migration to Windows 7 and the extension of Wi-Fi and DMZ (subnetwork to protect against attacks on the network) facilities.




G.   Chapter 23 (Current administrative expenditure)







53.


This chapter accounted for 1 % of 2011 expenditure. The 7 % decrease against this chapter in 2011 was due mainly to lower spending against Article 235 (Telecommunications), which was down by 19 %.










54.


Expenditure against this chapter broke down as follows: 48 % against Article 235 (Telecommunications), 20 % against Article 230 (Stationery, office supplies and miscellaneous consumables) and 14 % against Article 232 (Legal costs and damages), with the remaining 18 % being accounted for by Articles 231 (Financial charges), 236 (Postage on correspondence and delivery charges), 237 (Removals) and 238 (Other administrative expenditure).




H.   Chapter 30 (Meetings and conferences)







55.


This chapter accounted for 2 % of 2011 expenditure. 2011 appropriations were 9 % up on 2010. This was due to an increase of EUR 2,1 million against Article 300 (Expenses for staff missions).










56.


In 2011, there were 34 849 missions (as against 33 200 in 2010), representing a total of 104 514 days spent on mission (98 629 in 2010). Most of the missions involved travel between Parliament’s three places of work (Brussels — 5 954 missions; Strasbourg — 21 023 missions; Luxembourg — 2 528 missions).




I.   Chapter 32 (Expertise and information: acquisition, archiving, production and dissemination)







57.


Appropriations against this chapter accounted for 6 % of 2011 expenditure. Appropriations were down 6 % on the previous year. Some 30 % of the appropriations against this chapter were utilised for Item 3244 (Organisation and reception of groups of visitors, Euroscola programme and invitations to opinion multipliers from third countries), 19 % for Item 3242 (Expenditure on publication, information and participation in public events) and 12 % for Item 3248 (Expenditure on audiovisual information).










58.


A breakdown of expenditure is given in Figure 8 below.

Figure 8


Breakdown of Chapter 32 expenditure














59.


Commitments made against Item 3244 (Organisation and reception of groups of visitors, Euroscola programme and invitations to opinion multipliers from third countries) totalled EUR 27 197 374 and covered subsidies granted for group visits and associated supervision and infrastructure costs, the running costs of the Euroscola programme, and the financing of traineeships for opinion multipliers from third countries.










60.


Commitments made against Item 3242 (Expenditure on publication, information and participation in public events) amounted to EUR 17 629 068 and covered, in particular, expenditure on information publications, including electronic publications, information activities, public relations, participation in public events, trade fairs and exhibitions in the Member States and the accession countries, and updating of the Legislative Observatory (OEIL).










61.


Commitments entered into against Item 3248 (Expenditure on audiovisual information) totalled EUR 11 105 033 and covered expenditure relating to:






—


the operating budget of the audiovisual sector (including services under its own control and outside assistance such as technical services for radio and television stations, provision, production and coproduction of audiovisual programmes, the hiring of lines, the transmission of television and radio programmes, and other measures to develop relations between the institution and audiovisual broadcasting bodies),










—


expenditure on live Internet broadcasting of plenary sittings and parliamentary committee meetings,










—


the establishment of appropriate archives and a search engine ensuring uninterrupted public access to that information.














62.


With regard to audiovisual information, 1 224 events, including 800 half-day committee meetings, were webstreamed. As regards Europe by Satellite, 843 news items, 52 info clips and 380 live stories were produced.




J.   Chapter 40 (Expenditure relating to certain institutions and bodies)







63.


This chapter accounted for 5 % of 2011 expenditure, and there was a 9 % increase as compared to the previous financial year. Article 400 (Current administrative expenditure and expenditure relating to the political and information activities of the political groups and non-attached Members) accounted for 66 % of Chapter 40 appropriations (as against 70 % in 2010). Commitments against that article totalled EUR 54 692 881 and were intended to cover the following in respect of the political groups and the non-attached Members:






—


secretarial, administrative and operational expenditure,










—


expenditure on political and information activities conducted in connection with the European Union’s political activities.














64.


Article 402 (Contributions to European political parties) accounted for 21 % (as against 18 % in 2010) of Chapter 40 appropriations. Article 403 (Contributions to European political foundations) accounted for 13 % (as against 12 % in 2010) of Chapter 40 appropriations.

Figure 9


Breakdown of Chapter 40 expenditure








K.   Chapter 42 (Expenditure relating to parliamentary assistance)







65.


This chapter accounted for 11 % of 2011 expenditure, up by 11 % on 2010.










66.


Expenditure on local assistants was up by 13 % to EUR 78 759 981 (close to 46 % of total expenditure under this chapter).










67.


Expenditure on accredited parliamentary assistants was up by 11 % to EUR 91 804 373 (close to 54 % of total expenditure under this chapter). With the number of accredited parliamentary assistants now having reached its planned level, average monthly remuneration paid stabilised at EUR 6,9 million over the year (EUR 6,3 million in 2010). As a result, the rate of utilisation of final appropriations was almost ideal (99 % committed) and the balance of commitments (less than EUR 1,1 million) was chiefly due to the non-payment of the annual salary adjustment in 2011.










68.


On 31 December 2011 there were 1 599 accredited parliamentary assistants working at Parliament. In December 2011, 2 442 local assistants had an employment contract with a Member. The average number of local assistants employed per Member was 3,4. The number of local assistants employed per Member varied greatly — between 0 and 54 — in 2011. Although 112 Members employed no local assistants, 49 Members recruited more than 10 employees in their Member States during 2011.




L.   Title 10 (Other expenditure)







69.


The chapters in this title contain provisional appropriations that may be committed only once they have been transferred to an operational line. Transfers of provisional appropriations (which totalled EUR 33 814 026) are dealt with in Section I of this report. Initial appropriations against this title stood at EUR 40 749 026 (as against EUR 46 441 800 in 2010) — some 2 % of the total budget for 2011.










70.


At year-end, the unutilised balance against this title stood at EUR 6 935 000 (EUR 6 100 000 in Chapter 10 0 — Provisional appropriations, and EUR 835 000 in Chapter 10 3 — Enlargement reserve).




III.   2011 OBJECTIVES AND RESULTS







71.


The financial year 2011 was chiefly marked by continued adjustments, started in 2010, to cope with the entry into force of the Treaty of Lisbon and thus enable Parliament to capitalise to the full on its enhanced institutional role. Parliament also made arrangements to accommodate the 18 additional Members provided for by the Treaty of Lisbon, began the preparations for the accession of Croatia, made beneficial changes in the area of information and communication policy, and continued to implement multiannual programmes to rationalise and modernise key sectors of its Administration.










72.


The objectives pursued and outcomes achieved in 2011, which are set out below, stem from the priorities and decisions adopted by the Bureau in 2011, the guidelines adopted by Parliament in its budget resolutions, and the goals and achievements of the 2009-11 Administrative Work Programme.




A.   Improving the expertise services provided to Members

A.1.   Increase in staffing for the policy departments







73.


In 2010, following immediately on from adoption of the Treaty of Lisbon, the most urgent issues relating to direct support for Members were dealt with by increasing staffing in the parliamentary committees, providing additional resources for parliamentary assistants and augmenting the political groups’ establishment plans. In 2011, adjustments relating to the Treaty of Lisbon continued, focusing on expertise support for Members so as to enable them to play their enhanced legislator role to the full on an equal footing with the Council.










74.


Improving expertise services was also warranted in the light of the greater quality requirements represented by the ‘Better Lawmaking’ objective and by the need for a strategic review of the political challenges which the European Union will face in the future.










75.


With that in mind, Parliament stepped up its in-house and external expertise capacity. With regard to in-house expertise, manpower in the policy departments was increased by 35 new posts (19 AD5 and 16 AST1): 29 for the four policy departments in DG IPOL (internal policies) and six for the policy department in DG EXPO (external policies). In tandem with this, funding for external studies was increased by EUR 3,2 million.










76.


The policy departments in DG IPOL commissioned a total number of 224 (2010: 242, 2009: 155) items of external expertise. Of these, 30 were large studies over EUR 60 000. In addition, a total of 220 studies and briefing papers were also produced internally. Additionally, the policy departments organised 55 (2010: 40, 2009: 12) workshops in which external experts participated and discussed with committee members. Experts were also invited to present their economic, financial and monetary expertise in preparatory meetings of the four sessions of the Monetary Dialogue organised by ECON; these experts delivered 35 briefing papers prior to the sessions.










77.


In relation to the STOA (Science and Technology Options Assessment) studies programme, 17 workshops were organised in addition to the usual annual lecture and 15 studies were commissioned under the existing framework contract, 5 of which were high-value ones over EUR 60 000.










78.


In the areas of responsibility of DG EXPO, a total of 501 studies, briefings, background notes and Country Security Assessments were completed in 2011. Out of these 82 % were produced internally. The number of external studies increased significantly, by 24,7 %, in 2011 compared with 2010. Sixteen workshops were organised in 2011, which is significantly (11) more than in 2010. The increase in the number of workshops reflects the appreciation of the Members/parliamentary bodies as they allow better interaction with the experts.










79.


As regards internal papers prepared by DG EXPO, the focus has been on forward looking analysis. The majority of the own initiative Policy briefings are related to the Arab Spring or trade issues. There is also an increase of the ‘Quick Policy Insights’ which are produced at the initiative of the Policy Department to react rapidly to a crisis or a sudden event. In addition 101 Country Security Assessments were produced, which is 22 % more than in the previous year.




A.2.   Developing a fully fledged information service in Parliament’s Library to assist Members with their political and legislative work







80.


In connection with increased expertise needs, the Library has in addition been given a central role, warranting a substantial increase in resources. It is required to respond to expertise requests immediately, concisely and exhaustively and in the languages of the Members making the requests. In addition, it increasingly has to carry out specialist research into Member States’ legislation and policies.










81.


In 2011, accordingly, Parliament’s Library expanded and considerably improved services provided for Members, in particular by enhancing its ‘documents for information’ service. This complemented the policy departments’ services for parliamentary committees.










82.


Enhancing the Library’s services was made possible by increasing staffing by 28 posts (24 AD5 and 4 AST1), 13 of which used to be contract staff posts.










83.


During 2011 draft Rules for the Library and the New Concept implementation plan were presented to the Bureau. This new Concept is built on a new marketing approach and on making services more valued by Members as well as on an upgrade of the responses to information research requests. Five relevant new information products were launched successfully: the improved research guides, the INFOGraphic, the Statistical Spotlight, the Mobile News and the subscription system for published Library Briefings. In addition a new reading room opened in Strasbourg.




A.3.   Further increase in the parliamentary assistance allowance







84.


As parliamentary assistants provide the most immediate support for Members, their parliamentary assistance allowance was increased by EUR 1 500 in 2011 in addition to the initial EUR 1 500 increase introduced on 1 May 2010.










85.


Consequently, the increase in the number of parliamentary assistance contracts, over 2010, was as follows:

Number of active contracts









 


December 2010


December 2011


Variation




Accredited assistants


1 504


1 599


6,32 %




Local assistants


2 198


2 442


11,10 %




Service contracts


936


1 019


8,87 %




Paying agents


426


541


27,00 %




Trainees


489


886


81,19 %




Total


5 553


6 487


16,82 %








B.   Administrative developments relating to Members

B.1.   Winding up of the work of the Temporary Evaluation Group on the Implementation of the Members’ and Assistants’ Statutes







86.


The temporary group, set up in 2009, continued its work on evaluating the implementation of the Statute for Members and Statute for Assistants in 2011, winding up its proceedings in early January 2012. Major improvements were proposed to the Bureau in order to improve services for Members, lessen administrative constraints and thus increase overall efficiency.










87.


The following are some of the decisions taken by the Bureau in 2011 on the recommendation of the temporary group:






—


reimbursement of medical expenses for dependent children,










—


additional travel by Members in their Member State,










—


inclusion of assistants in official Parliament delegations,










—


Members to have repatriation insurance when on official travel,










—


better provision for expenditure in connection with terminating local assistants’ contracts (subject to provisos),










—


clarification of the rules on Members’ access to the Medical Service,










—


application to accredited assistants of the provisions of the Staff Regulations relating to work beyond the age of 65.








B.2.   Adoption of the new Code of Conduct for Members







88.


The new Code of Conduct for Members of the European Parliament with respect to financial interests and conflicts of interest was adopted on 1 December 2011, by plenary, for entry into force on 1 January 2012. Members are required to make full disclosure of any remunerated activities outside Parliament, of the remuneration they receive, and of any other function they perform which may give rise to conflicts of interest. The code expressly prohibits Members from accepting any sum of money or other gift in exchange for influencing Parliament decisions. It lays down clear rules on accepting gifts and on former Members engaging in lobbying.




B.3.   Development of a new online tool for financial information relating to Members







89.


A new tool, the Members Portal, aiming to improve the services to Members, assistants, paying agents and trainees was started to be developed. This tool will contain interactive and secured features for exchange and rapid provision of data, certificates and information. Each Member will be able in a near future to have access online to the up-dated information on his own allowances, to submit documents and to receive certificates and other information via that interface.




C.   Coping with the institutional consequences of the entry into force of the Treaty of Lisbon Treaty and Croatia’s accession

C.1.   Admission of 18 new Members







90.


At its meetings in December 2008 and June 2009, the European Council decided that, should the Treaty of Lisbon enter into force after the June 2009 European elections, a transitional measure would be adopted as soon as possible in order to increase the total number of Members from 736 to 754 until the end of 2009-14 parliamentary term. That transitional measure came into force on 1 December 2011, and the 18 new Members were admitted, immediately enjoying all their rights, in particular as regards their emoluments. Having not entered into force until December, the measure had very little impact on budget implementation in 2011, though EUR 9,4 million had been earmarked for this purpose.




C.2.   Groundwork for the upcoming enlargement to include Croatia







91.


On 9 December 2011, the European Council signed the treaty for the accession of Croatia to the European Union, which should take effect on 1 July 2013. With a view to this further enlargement, Parliament has made a start on the necessary groundwork, in particular the creation of an initial tranche of 62 additional establishment plan posts. Priority has been given to the language services, where experience gained from previous enlargements has shown that competition to recruit staff is greatest. In 2011, as was the case with earlier enlargements, Parliament initially recruited 49 contract staff out of a total of 62 posts provided for on the establishment plan. When accession takes place, Parliament will gradually recruit officials to replace contract staff after EPSO competitions have been wound up.










92.


As the accession date laid down in the accession treaty, i.e. 1 July 2013, is later than the date originally projected when the 2011 budget was being drawn up, some measures have been deferred until 2012, such as the admission of Observers (now scheduled for April 2012) and the opening of a Parliament office in Croatia.




D.   Developments in the area of information and communication policy

D.1.   Adoption of a medium-term communication strategy







93.


After adopting an updated communication strategy in July 2010, at its meeting of 23 March 2011 the Bureau finalised an action plan for the period 2011-14 which laid down a series of integrated, targeted measures, for all DG Communication departments, serving a single purpose: the 2014 elections.










94.


The plan contains 19 specific actions which will help to make citizens more familiar with, and more aware of, Parliament’s legislative activities so that they are well informed and can be actively involved in parliamentary business. It is focused on sustaining a permanent communication effort throughout the remainder of this term. The actions are organised around three distinctive sets of activities, including services to Members to allow them to media and citizens, activities targeting the media and those directly engaging citizens.










95.


In practical terms, all services in the field of Communication have experienced an overall increase and intensification of their activities over the course of the year: 1 114 meetings were web-streamed during the first 11 months of the year, a huge increase compared with 2010; 45 partnerships were signed with regional television and websites for diffusion of Europarl TV, bringing the total number of such partnerships to 68. July 2011 saw the launch of Europarl Mobile and the new Europarl portal went live in December 2011. The number of friends of the Parliament on Facebook rose exponentially, with 365 500 friends registered by the end of 2011.










96.


There was a substantial increase in the press coverage given to the European Parliament. The opening of Parliamentarium attracted a high level of media coverage, with very positive articles being published in all Member States and the 100 th International Women’s Day resulted in some 2 010 articles being published in papers across the EU, a 37 % increase on the previous year. Some key legislative files, such as the economic governance package, the reform of the CAP and the financial perspectives, and the Food Safety package also attracted particular attention. Nearly 600 journalists attended the 11 seminars organised, in addition to the 800 journalists who attended the plenary sessions in Brussels and Strasbourg.










97.


Some 16 major events were organised, including exhibitions and information campaigns aimed both at the general public and Medias as well as particular opinion multipliers. The recurring annual events organised around the Sakharov Prize, the Lux Prize, the Charlemagne Youth Prize, Women’s Day and 9th May all took place as usual but several were reconceptualised in order to ensure that they reached a wider audience and had a greater impact.










98.


2011 saw an increased participation by Members in the activities of the Information Offices, with 360 MEPs attending events organised by the Offices during the first six months of the year. The number of Regional Fora rose to more than 30, with a further 12 cross-border fora involving 22 Member States. The first series of activities relating to key legislative debates were organised (35 in total), in addition to the many events organised in the context of the Lux and Sakharov prizes, Women’s Day and 9th May.










99.


As far as improvement in services both to Members and to citizens is concerned, the mobile version of the European Parliament’s website, compatible with the latest generation of phones, is now online. A new EP Press Twitter account, providing quick facts and prompt rebuttals of inaccurate information has been launched — EuroParlPress — which already has 1 500 followers.




D.2.   Improving facilities for visitors







100.


The new Visitors Centre, fully operational, was officially inaugurated on 14 October 2011. The public’s initial impressions have been most favourable. It is planned that, in the medium term, visitors to Parliament will benefit from a three-part tour taking in the Visitors Centre, the visitors gallery in the Chamber and the future House of European History in the Eastman Building. In addition to being varied and attractive, this tour will help ensure that visitors remain in the specific areas set aside to cater for them and do not disrupt Parliament’s work.










101.


The number of visitors in the first few weeks was already fairly large (40 000 in the first six weeks), suggesting that there will be between 300 000 and 350 000 in 2012.




D.3.   Progress made on the House of European History project







102.


At its meeting of 26 September 2011 the Bureau heard the Chair of the Board of Trustees, who recalled that the fundamental decisions on the House of European History had been taken and stressed that the business plan was a demonstration of the transparent way in which the House of European History project had been carried forward.










103.


With regard to progress on the project itself, a design contract was signed on 31 March 2011 with the winner of the international design competition, Atelier d’Architecture Chaix & Morel et Associés. The detailed preliminary draft designs have been completed. Work has started on the project studies and should be completed in February 2012. Renovation work on the Eastman Building can therefore commence in 2012.




D.4.   Extending the scope for inviting sponsored groups of visitors







104.


In view of the success of Member-sponsored groups of visitors, the annual quota of visitors per Member has been increased from 100 to 110. On 30 November 2011, in addition, the Bureau adopted amendments to the rules on groups of visitors in response to the Court of Auditors’ observations.




E.   Continuing to implement the multiannual programmes to rationalise and modernise key parts of Parliament’s Administration







105.


Work, started in 2009 and 2010, on consolidating and modernising Parliament’s Secretariat (13), continued in 2011. The aim of this policy is to ensure that Parliament’s manpower is deployed as efficiently as possible and that the most up-to-date working methods are used in all Parliament’s areas of activity.










106.


In this connection, reference can be made to the fact that, within the Directorate-General for Personnel (DG PERS), a review has been put in hand to identify tomorrow’s professions. This should ensure that Parliament can draw on manpower capable of coping with tomorrow’s tasks with the necessary skills.










107.


With regard to departmental restructuring and expansion, the Resources Directorates were set up in 2011. This new structure across all directorates-general — apart from the Directorate-General for Finance (DG FINS) and the Legal Service — should make it possible to take a coherent, efficient and ‘corporate’ approach to managing financial, human and IT resources.




E.1.   Buildings policy







108.


In the context of the medium-term buildings strategy adopted by the Bureau on 24 March 2010, decisions were taken in 2011 to carry out a number of important projects with a view to bringing the buildings into use from the start of the next parliamentary term. This involves in particular:






—


in Brussels: the purchase of the TREBEL Building and the signing of a long-term rental contract with option to purchase on Montoyer 70,










—


in Strasbourg: the purchase of the Vaclav Havel Building so that it can house the Ombudsman and his staff, freeing up office space for Members in the central buildings,










—


in Luxembourg: continuing renovation and extension of the Konrad Adenauer Building in accordance with the terms of the Bureau decision of 12 January 2012, with enhanced partnership arrangements involving the Luxembourg Government,










—


Europe House in Sofia: the preliminary agreement for purchase of the new building, for EUR 9 million, was signed on 7 July 2011 (14),










—


implementation of an enhanced maintenance policy in Brussels and Strasbourg so as to guarantee maximum safety and optimum use of facilities,










—


the launching of a systematic renovation policy, based on a set timetable, given the age of Parliament’s oldest buildings.














109.


In 2011, in addition, a new methodology was introduced, similar to provisions adopted by the Commission, for property market surveys and property procurement. It focuses, firstly, on transparency, with publication in the Official Journal to ensure equal information on the contract and greater competition, in compliance with the regulatory framework. Secondly, it specifies the phases involved in the procedure by further clarifying and documenting the procedures to be followed during property negotiations. Lastly, it aims to capitalise on the negotiations and get the best value for money for Parliament.










110.


As part of the phasing-in of the new maintenance policy, the procedures for and technical terms of future maintenance contracts have been harmonised following an external audit. Similarly, a joint call for tender (one lot per site) was launched for the new contracts for the operation and maintenance of the technical facilities and the outcome was successful. It should be noted that the outcome of this call for tender confirms that the budgets to be allocated for the new enhanced maintenance arrangements should be increased, especially to cope with ageing buildings.










111.


With regard to the Konrad Adenauer Building project, the contract for establishing and financing a property company was signed on 28 September 2011 with a Franco-Luxembourgish consortium. The project will be 50 % co-financed by the European Investment Bank and 50 % co-financed by the company that won the contract. The drilling work for the geothermal energy system is coming to an end (completion rate on 31 December 2011: 95 %). As regards selection of candidates to carry out the works, the proposed prices submitted in response to the invitation to tender were very much higher than had been estimated, and the authorising officer by delegation therefore decided not to award the contract unit; reissuing is scheduled for the first half of 2012.




E.2.   Environmental policy







112.


With regard to realising the environmental objectives laid down by Parliament in accordance with the Eco-Management and Audit Scheme (EMAS) rules, and helping to achieve Parliament’s objective of reducing its CO2 emissions by 30 % by 2020, the following actions have been taken:






—


study contracts have been signed for an energy audit of the buildings in Brussels and Strasbourg, and several project teams; studies of the Winston Churchill, Salvador de Madariaga, Paul-Henri Spaak and Atrium buildings are under way; the other buildings at the Brussels and Strasbourg sites will be studied in turn,










—


the first phase of replacing lighting in Brussels has been completed and the second phase study is scheduled for 2012,










—


bins with compartments have been installed as part of the harmonisation of waste collection at the three sites,










—


the ‘environmental analysis, legal watch and legal consultancy’ framework contract was signed in November 2011; that contract combines several important services relating to the ongoing improvement and expansion of the environmental management system.














113.


The Bureau opted on 12 September 2011 to install, in 2012, a CO2 offsetting scheme (medium scope). This decision was confirmed by plenary on 1 December 2011, with EUR 950 000 being allocated to budget Article 239 (European Parliament carbon offsetting scheme).










114.


The emissions to be offset account for around 30 000 to 35 000 tonnes of CO2 equivalent (around 30 % of the total carbon footprint) and include:






—


official staff travel,










—


emissions from energy use and from technical installations in the buildings,










—


official cars.














115.


Lastly, the Bureau underlined the fact that offsetting flights by Members is a matter for which they are personally responsible, and, accordingly, those flights do not form part of the proposed scheme.










116.


With regard to the development of a more environmentally friendly mobility policy, reference should be made to the following measures:






—


STIB third-party payment contract (Brussels): the contract entered into force in December 2010 and the first applications to benefit from this system were made in January 2011,










—


Mobility Point framework contract (Brussels): the Mobility Helpdesk (created as a result of a decision in plenary) was inaugurated on 15 June 2011 and is intended to give advice on environmentally friendly modes of transport,










—


an agreement with SNCB (Brussels), signed by the Secretary-General and introducing a third-party payment scheme, came into force on 16 October 2011, with a view to encouraging travel by rail between home and work; close to 200 persons have already applied to make use of the scheme since its inception.




The questionnaire on mobility in Luxembourg was issued in June 2011. An assessment is currently being carried out of the data relating to use of the Jobkaart by Parliament staff.




E.3.   Continuing to modernise information technologies







117.


A new Wi-Fi 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, hemicycles, public spaces, corridors and MEP restaurants, etc. The Wi-Fi service was declared open in October 2011. The necessary support arrangements were made inside Parliament and included the delivery of certificates for Members (546 certificates), officials and visitors to Parliament.










118.


The interface for Europarl has been redesigned and was put online on 1 November 2011. A mobile version of Europarl, suitable for use on smartphones, was delivered in mid-2011. In relation to EP Intranet, an important milestone was reached in February 2011 with the go-live of EP Directory. 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 %).










119.


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 2012. 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 2012.










120.


Important developments were also achieved in other areas, in particular:






—


A new mobile telecommunication service contract has been concluded providing a substantial price reduction (30 %).










—


As part of the Knowledge Management project, Eurovoc indexing continued throughout the year.










—


The electronic voting equipment in the Brussels and Strasbourg chambers was overhauled.










—


Changes to many applications were completed in June to take account of ‘Article 51’ (the change from single to multiple rapporteurs).










—


Phase 3 of the AT4AM application was implemented in production, and by the end of the year, more than 100 000 amendments had been entered into the application.










—


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 2011.










—


Version 4 of the IPEX application was implemented in June 2011. This application facilitates communication between the EP and national parliaments.










—


Version 6 of the Observatoire Legislatif (OEIL) was implemented in December 2011.










—


EXPOMEP, a new application for the management of exhibition spaces in the EP buildings, was delivered in October 2011.








E.4.   Best-possible use of resources allocated to the language services







121.


While maintaining the objective of continuing to uphold the right of all Members to receive comparable linguistic services, account has been taken of the issue of controlling cost increases at the same time, so as to ensure that the resources deployed produce the best-possible utility for Members. Accordingly, as a result of a comprehensive study of the translation services by outside experts, there is a better insight into future needs. Resources need to be allocated more fairly among the various language sections, on the basis of the total workload for each language, with a view to achieving comparable levels of externalisation and increasing cost-effectiveness.










122.


In this context, in October 2011 was introduced a major multiannual project entitled ‘Streamlining Working Methods in Directorate-General for Translation (DG TRAD)’, which aims to harmonise working methods, improve quality and translation processes and reassess the status and role of translation assistants in the language units. In parallel, the Directorate for Translation and Terminology was able to function successfully with 10 % fewer staff than in 2010 following the redeployment of staff to other departments. Consequently, the average productivity levels significantly increased in 2011 in the translation units.










123.


With regard to interpretation, it should be noted that as an indirect result of the Treaty of Lisbon — because of more informal meetings, trialogues and conciliation sessions — workload has increased significantly. During the course of 2011 Directorate-General for Interpretation and Conferences (DG INTE) provided interpretation for 5 263 meeting sessions (15) in the three working places of the EP. In addition to these meetings with interpretation, DG INTE was responsible for the logistics of a further 15 602 meeting sessions without interpretation, and 44 meetings of political groups and political bodies (bureau, conference of presidents, quaestors), 129 meetings of parliamentary committees and delegations and 19 other EP meetings outside of the three places of work.










124.


It should also be noted that, with a view to making structural economies, the Bureau took decisions in September and December 2011 which will save EUR 21 million in total, as from 2012, with regard to the language services. This involves, principally, the decision to discontinue systematic translation of the Verbatim Report of Proceedings (CRE) and written questions into all languages and to modify the calendar of official meetings so that Parliament’s staff interpreters are deployed more effectively.




E.5.   Thoroughgoing restructuring of the security service







125.


At its meeting of 6 July 2011, the Bureau adopted a new global security concept based on a qualitative, rather than a quantitative, approach to security. The concept is intended to provide a flexible level of security capable of protecting not only persons and assets, as has traditionally been the case, but also information, from current and emerging threats inside and outside Parliament premises, and to ensure continuity of core business in the event of a major crisis. It is based on five main lines of action:






—


the improvement of the EP security culture,










—


the daily use of a security risk assessment methodology, with a cross-cutting approach for the management of the administrative procedures and an improved exchange of information with relevant security correspondents,










—


enhanced cooperation with national police forces, also in an interinstitutional context,










—


the creation of a number of levels of access to Parliament buildings and within Parliament premises (zoning),










—


keeping a cost-effective balance between in-house staff and external personnel (internalisation and professionalisation).














126.


The process of internalising accreditation and reception duties started in 2011 and should be completed in 2012. It was completed in Strasbourg (on 1 July 2011) and in Luxembourg (on 1 October 2011). For Brussels, the process is still ongoing; it will be completed when 17 additional AST posts made available under the 2012 budget are allocated.










127.


As part of the new concept, the Bureau decided to internalise a number of functions relating to internal-security command and strategy. Given the specific nature of the posts to be filled, a request has been made for an EPSO competition to be organised and a call for expressions of interest in respect of contract staff has been published.










128.


The framework contract for services concerning general security, fire safety and maintenance of the radiocommunication system on the Strasbourg site was signed in June 2011 following a restricted procedure which focused on the importance of synergies between the three areas and on the professionalism and training of the external staff made available.










129.


The new security contract for the Luxembourg site was awarded on 21 December 2011 for entry into force at the end of March 2012. For Brussels, the evaluation process in connection with the invitation to tender was still ongoing at the end of 2011. As for Strasbourg, the specifications cover the synergies between the different areas and stress the importance of well qualified, professional staff.




F.   Other modernisation measures

F.1.   Financial management







130.


With regard to other management-related improvements, the process of introducing accruals-based accounting continued in 2011, and new modules were brought into use, in particular the new ELS system for the inventory and personalised management of third parties within the FINORD accounting system.










131.


The Secretary-General also took the decision to replace and upgrade Parliament’s financial information system and to equip Parliament with an analytical accounting tool for more straightforward provision of information to senior management, with a view to making an assessment of Parliament’s financial and human resources and of how efficiently they are deployed. Accordingly, the Unit for Re-Engineering of the Financial Information Systems was set up on 1 October 2011 and, among other tasks, is to replace the existing financial applications, in particular FINORD, FINICS, VIRE, TRESOR and ELS.










132.


With regard to contract management, use of the new WebContracts application became mandatory on 1 January 2011 for data entry in connection with contracts awarded, with a view to better and more efficient public-contract management by Parliament.




F.2.   Human resource management







133.


With regard to staff management, a new Streamline module — Streamline Learning Management — for online management of professional training applications went into production in June 2011.




F.3.   Managing the priorities of Parliament’s Secretariat







134.


Lastly, there is now thorough monitoring, in respect of all directorates-general, of the 2009-11 Administrative Work Programme. The Administrative Work Programme is a management tool and, as such, reflects what has been achieved by each directorate-general and the Legal Service over the work period concerned. All directorates-general report regularly on the progress of their key projects.




G.   Overall structural changes to Parliament’s Secretariat (including the political groups)







135.


In total, 252 new posts were created in 2011 in order to meet the four main requirements summarised as follows:








—


:


application of the Treaty of Lisbon


:


109 posts




—


:


preparations for enlargement to include Croatia


:


62 posts




—


:


implementation of the three-year plan for the Directorate-General for Infrastructure and Logistics (DG INLO)


:


17 posts




—


:


needs relating to ‘day-to-day functioning’ not covered through redeployment


:


64 posts














136.


The major changes to the organisation chart and management of the EP are summarised in the table below:

Table 12


Summary of restructuring in Parliament’s Secretariat in 2011







DG


Restructuring and modernisation




DG PRES


The new structure of the Directorate for Legislative Acts was finalised. The directorate is now made up of six units and can meet challenges and objectives more efficiently and more rationally.
By setting up a third unit — Unit for Relations with the Western Balkans’ Parliaments and the Parliamentary Assembly of the Council of Europe — within the Directorate for Relations with National Parliaments, the directorate has equipped itself with a specific tool for responding in a more relevant fashion in connection with the programmes to be implemented. That unit was set up by internally redeploying four officials (including the head of unit), with one post being made available, via the Secretary-General, to add to the Institutional Cooperation Unit.
A new unit — the Classified Information Unit — was set up within the Directorate for Presidency Services. The Planning and Institutional Relations Unit was split into two separate units: the Planning Unit and the Institutional Relations Unit. This reorganisation was carried out through internal redeployment and mobility and on the basis of the new posts, in the budget, for the Classified Information Unit.
An IT and Internal Communication Unit was set up within the Directorate for Resources in December 2011. The procedures for filling the posts of head of unit and administrator will need to be carried out in the first quarter of 2012.
Two years after the Directorate for Security was set up, the procedures for filling the four head-of-unit posts were completed.




DG IPOL


The Directorate for Impact Assessment was set up in response to Parliament’s adoption of the report guaranteeing independent impact assessments, which called for the establishment of a uniform impact assessment mechanism within Parliament on the basis of a common procedure and methodology and under the aegis of a new autonomous structure. Setting up the directorate had no budgetary implications, given that staff came from policy departments and other posts were redeployed and splitbetween two units: the Impact Assessment Unit and the European Added Value Unit. It ought to play a key role throughout the cycle of adopting legislation in order to allow Parliament as a fully fledged co-legislator to evaluate more effectively the economic, social, environmental and health-related consequences of its policy options and their impact on citizens’ fundamental rights.




DG EXPO


In order to support the emerging democracies and to promote democratisation, particularly in the Arab world, a new Directorate for Democracy Support will be created in DG EXPO (Bureau approval on 12 December 2011). The Directorate will be established in a budget-neutral manner through redeployment and will include the Office for Democracy Promotion (currently in DG EXPO) and three units: Election Observation (currently in Directorate A in DG EXPO), Western Balkans (currently in DG Presidency) and Human Rights Actions (to be created with five posts). The creation of the new Directorate will take place in the first half of 2012.




DG INLO


The restructuring started in February 2010 and continued in 2011, with 17 posts being created. The reorganisation process is still ongoing, in particular as regards centralising procurement, for which the definitive structure and internal processing arrangements remain subject to an increase in staffing for the Contracts and Procurement Unit.
The Transport and Removals Unit was split into two separate units — a People Transport Unit and a Goods Transport Unit — with effect from 1 July 2011.
A Directorate for Resources was set up in late 2011, as in other directorates-general. It focuses on issues relating to staff, finance, public procurement and IT resources.




DG TRAD


A new Resources Directorate for DG Translation was created end of 2011. This new Directorate will comprise four units (i.e. Finance, Personnel, IT Support and Training).
The reorganisation of the units along the lines of the Directorate-General’s project is still ongoing. This includes a harmonised approach based on individual action plans for every linguistic unit and team-building training based on thematic groups for all translators. An exercise to identify the best working practices has also been continued with the aim of introducing them into the units’ workflow.
Following the transfer of the Planning Unit within the Directorate of Translation, the Client Liaison Service (CLS) launched on 5 October and 21 November respectively, a User’s Satisfaction Survey and a Member’s Satisfaction Survey.
In November 2011, an acting Head of Unit was appointed for the new Editing Unit along with three Translator-Editors. The analysis of the scope, workload and staffing level of the new unit together with the monitoring of its interdependence with the other units will continue in 2012.
Staffing of the new Croatian Unit continues with 19 staff members now recruited, i.e. 14 AD contract agents and 5 AST contract agents.




DG PERS


A Directorate for Resources was set up in late 2011, as in other directorates-general. It focuses on issues relating to staff, finance, public procurement and IT resources.




DG INTE


The establishment of the new Resources Directorate, although becoming effective only as from 1 January 2012, was nevertheless the subject of a number of preparatory measures to prepare for the new structure.




DG FINS


Setting up of a new unit with responsibility for re-engineering the financial information systems — see paragraph 131 above.




DG ITEC


A Directorate for Resources was set up in late 2011, as in other directorates-general. It focuses on issues relating to staff, finance, public procurement, and customer relationships and communication.




Services attached directly to the Secretary General


Phasing-in of the service with responsibility for risk management in order to identify, in cooperation with the various directorates-general, the key risks associated with the operation of the entire Parliament Secretariat and to look into how to respond to those risks.










(1)  OJ L 248, 16.9.2002, p. 1.

(2)  OJ L 357, 31.12.2002, p. 1.

(3)  PE 349.540/BUR/ANN/FIN.

(4)  Interinstitutional Agreement between the European Parliament, the Council and the Commission on budgetary discipline and sound financial management (OJ C 139, 14.6.2006, p. 1).

(5)  Articles 9(1) and 9(4) of the Financial Regulation.

(6)  Article 9(1), Article 9(2)(a) and Article 9(5) of the Financial Regulation.

(7)  Article 24 - Budgetary authority decision; Article 43 - Budgetary authority decision for transfers involving provisional appropriations.

(8)  Decision by the institution to transfer appropriations within a given article.

(9)  Claims in respect of travel carried out during the 2011 financial year may be submitted until 31 October 2012.

(10)  A journey to a political group meeting will be booked as such even if it is followed by attendance at a committee meeting. The opposite applies to journeys to committee meetings.

(11)  Court of Auditors, Ombudsman, Translation Centre, Commission meetings in Luxembourg and, in part, Committee of the Regions.

(12)  Figure as corrected in 2011.

(13)  In its resolution of 22 October 2009 on the 2010 general budget, Parliament called for ‘its organisation of work and structure of services’ to be adapted ‘to the political priorities in order to maximise the results and, from a budgetary point of view, reduce the cost impact’.

(14)  Because of poor workmanship and the non-conformity of fitting-out work with building regulations, the building was not accepted in 2011. Completion of the works is scheduled for the end of April 2012.

(15)  Meetings are split into sessions as each session may require different interventions of the services of DG INTE.


ANNEX I

OVERVIEW OF ‘C’ TRANSFERS DURING THE FINANCIAL YEAR 2011











(EUR)




No


To/from
Chapter/Article/Item


Chapter/Article/Item number


Chapter/Article/Item title


Amount transferred in


Amount transferred out





C1




from Chapter



10 0



Provisional appropriations



 


– 714 026





to Chapter




12




Officials and temporary staff



 


 




to Item



1200



Remuneration and allowances


714 026


 





C2




from Chapter



10 0



Provisional appropriations



 


–2 500 000





to Chapter




20




Buildings and associated costs



 


 




to Item



2007/03


Fitting-out of premises: Brussels


2 500 000


 





C3




from Chapter



10 0



Provisional appropriations



 


–13 200 000





to Chapter




42




Expenditure relating to parliamentary assistance



 


 




to Item



4220/01


Parliamentary assistance: accredited assistants — Statute


13 200 000


 





C4




from Chapter



10 0



Provisional appropriations



 


–3 400 000





to Chapter




21




Data processing, equipment and movable property



 


 




to Item



2100/03


Equipment and software for information and innovation technologies: individuals and user groups


900 000


 




to Item



2102/01


Outside assistance for information and innovation technologies: computer centre, telecommunications, and equipment and software


837 000


 




to Item



2102/02


Outside assistance for information and innovation technologies: parliamentary information systems


193 000


 




to Item



2102/03


Outside assistance for information and innovation technologies: administrative information systems


150 000


 




to Item



2102/04


Outside assistance for information and innovation technologies: outside support for Members, Infocentres and users in general


1 250 000


 




to Item



2102/05


Outside assistance for information and innovation technologies: strategic studies and planning


70 000


 





C5




from Chapter



10 1



Contingency reserve



 


– 100 000





to Chapter




23




Current administrative expenditure



 


 




to Item



2320/01


Legal costs and damages: legal costs


100 000


 





C6




from Chapter



10 1



Contingency reserve



 


– 800 000





to Chapter




14




Other staff and outside services



 


 




to Item



1420/02


Outside services: other translations and typing


800 000


 





C7




from Chapter



10 1



Contingency reserve



 


–13 100 000




from Item



1200



Remuneration and allowances


 


–10 090 000





to Chapter




20




Buildings and associated costs



 


 




to Item



2003



Acquisition of immovable property


23 190 000


 





C8




from Chapter




23




Current administrative expenditure



 


 





from Chapter




32




Expertise and information: acquisition, archiving, production and dissemination



 


 





to Chapter




21




Data processing, equipment and movable property



 


 




from Item



2350/01


Telecommunications: Luxembourg


 


–65 800




from Item



2350/02


Telecommunications: Strasbourg


 


–95 700




from Item



2350/03


Telecommunications: Brussels


 


– 282 700




from Item



2350/04


Telecommunications: telematic service charges (subscriptions, communications costs and telematic network operation)


 


–2 650 200




from Item



3240



Official Journal


 


– 105 600




to Item



2102/01


Outside assistance for information and innovation technologies: computer centre, telecommunications, and equipment and software


3 200 000


 





C9




from Chapter




10




Members of the institution



 


 





to Chapter




20




Buildings and associated costs



 


 




from Item



1004/01


Ordinary travel expenses: sessions, committees and their delegations, political groups, etc.


 


–2 000 000




from Item



1005



Other travel expenses


 


–2 000 000




from Item



1010/02


Accident and sickness insurance and other social security charges: reimbursement of medical expenses


 


–2 000 000




from Item



1200



Remuneration and allowances


 


–7 000 000




from Item



1204



Entitlements related to entering the service, transfer and leaving the service


 


–2 000 000




to Item



2003



Acquisition of immovable property


15 000 000


 




Total amount transferred in C transfers


62 104 026


–62 104 026







ANNEX II

OVERVIEW OF ‘P’ TRANSFERS DURING THE FINANCIAL YEAR 2011










(EUR)




No


Chapter/Article/Item


Amount





P1




Within Article 324




 




from Item



3240



Official Journal


– 800 000




to Item



3241/01


Digital and traditional publications — Publishing


800 000





P2




Within Article 210




 




from Item



2100/01


Equipment and software for information and innovation technologies: computer centre


– 758 000




to Item



2102/01


Outside assistance for information and innovation technologies: computer centre, telecommunications, and equipment and software


758 000





P3




Within Article 324




 




from Item



3244/01


Organisation and reception of groups of visitors, Euroscola programme and invitations to opinion multipliers from third countries: reception expenses and subsidies for visitor groups


– 600 000




to Item



3243



Visitors Centre


600 000





P4




Within Article 324




 




from Item



3240



Official Journal


– 150 000




from Item



3244/01


Organisation and reception of groups of visitors, Euroscola programme and invitations to opinion multipliers from third countries: reception expenses and subsidies for visitor groups


– 110 000




to Item



3245/02


Organisation of seminars, symposia and cultural activities: Sakharov Prize and organisational costs in connection with the award ceremony


260 000





P5




Within Article 210




 




from Item



2100/01


Equipment and software for information and innovation technologies: computer centre


– 188 000




to Item



2102/07


Outside assistance for information and innovation technologies: Streamline software and co-financing of payroll application (NAP) helpdesk


188 000





P6




Within Article 324




 




from Item



3240



Official Journal


– 600 000




to Item



3241/01


Digital and traditional publications — Publishing


600 000





P7




Within Article 100




 




from Item



1004/01


Ordinary travel expenses: sessions, committees and their delegations, political groups, etc.


– 360 000




to Item



1000



Salaries and allowances


360 000





P8




Within Article 103




 




from Item



1030/02


Retirement pensions: PEAM


–11 000




to Item



1033



Optional pension scheme for Members


11 000





P9




Within Article 200




 




from Item



2001/01


Lease payments: Luxembourg


–1 623 000





2000/02


Rent: Strasbourg


–53 000





2000/03


Rent: Brussels


–1 034 000





2000/04


Rent: information offices


– 600 000





2001/03


Lease payments: Brussels


–2 087 000





2005



Construction of buildings


–1 400 000





2008



Other expenditure on buildings


–1 425 520




to Item



2003



Acquisition of immovable property


8 222 520




Total


11 799 520







ANNEX III

IMPLEMENTATION OF 2011 APPROPRIATIONS












Item


Title


Initial appropriations


Transfer


Updated appropriations


Amount committed


Used





1000



Salaries


67 755 185


360 000


68 115 185


67 373 854


98,91 %





1004



Ordinary travel expenses


75 396 756


–2 360 000


73 036 756


69 748 957


95,50 %





1005



Other travel expenses


9 396 317


–2 000 000


7 396 317


4 591 947


62,08 %





1006



General expenditure allowance


38 330 147


0


38 330 147


37 843 364


98,73 %





1007



Allowances for performance of duties


179 000


0


179 000


173 700


97,04 %





1010



Accident and sickness insurance and other social security charges


3 477 040


–2 000 000


1 477 040


1 249 492


84,59 %





1012



Specific measures to assist disabled Members


380 000


0


380 000


273 155


71,88 %





1020



Transitional allowances


1 510 000


0


1 510 000


747 314


49,49 %





1030



Retirement pensions


11 131 000


–11 000


11 120 000


9 924 540


89,25 %





1031



Invalidity pensions


406 742


0


406 742


343 741


84,51 %





1032



Survivors’ pensions


3 072 147


0


3 072 147


2 695 823


87,75 %





1033



Optional pension scheme for Members


55 000


11 000


66 000


65 675


99,51 %





1050



Language and data-processing courses


800 000


0


800 000


379 919


47,49 %





1080



Exchange losses


0


0


0


0


—





1090



Provisional appropriation


0


0


0


0


—





1091



Provisional appropriation for the 18 additional Members — Treaty of Lisbon


9 400 264


0


9 400 264


0


—





1200



Remuneration and allowances


562 435 035


–16 375 974


546 059 061


535 880 699


98,14 %





1202



Paid overtime


455 200


0


455 200


230 000


50,53 %





1204



Entitlements related to entering the service, transfer and leaving the service


5 034 000


–2 000 000


3 034 000


2 725 000


89,82 %





1220



Allowances for staff retired in the interests of the service


530 000


0


530 000


447 800


84,49 %





1222



Allowances for staff whose service is terminated and special retirement scheme for officials and temporary staff


1 390 000


0


1 390 000


1 170 919


84,24 %





124



Provisional appropriation


0


0


0


0


—





1400



Other staff


32 579 343


0


32 579 343


30 538 391


93,74 %





1402



Interpreting


58 000 000


0


58 000 000


56 964 283


98,21 %





1404



Graduate traineeships, grants and exchanges of officials


7 138 000


0


7 138 000


5 973 048


83,68 %





1406



Observers


0


0


0


0


—





1407



Training allowance (European Parliament apprenticeship programme)


0


0


0


0


—





1420



Outside services


24 200 000


800 000


25 000 000


24 987 456


99,95 %





1422



Interinstitutional cooperation activities in the language field


343 000


0


343 000


336 919


98,23 %





144



Provisional appropriation


0


0


0


0


—





1610



Expenditure on recruitment


515 500


0


515 500


270 000


52,38 %





1612



Further training


4 100 000


0


4 100 000


3 913 225


95,44 %





1630



Social welfare


650 000


0


650 000


544 095


83,71 %





1631



Mobility


825 000


0


825 000


512 345


62,10 %





1632



Social contacts between Members of staff and other welfare expenditure


310 000


0


310 000


293 376


94,64 %





1650



Medical service


1 285 000


0


1 285 000


1 006 583


78,33 %





1652



Current operating expenditure for restaurants and canteens


2 600 000


0


2 600 000


2 600 000


100,00 %





1654



Early childhood centre and approved day nurseries


5 350 000


0


5 350 000


5 350 000


100,00 %





2000



Rent


34 327 626


–3 310 000


31 017 626


29 166 072


94,03 %





2001



Lease payments


12 155 000


–2 087 000


10 068 000


3 867 437


38,41 %





2003



Acquisition of immovable property


0


46 412 520


46 412 520


31 412 520


67,68 %





2005



Construction of buildings


7 644 000


–1 400 000


6 244 000


5 177 753


82,92 %





2007



Fitting-out of premises


22 195 000


2 500 000


24 695 000


23 514 945


95,22 %





2008



Other specific property management arrangements


4 637 000


–1 425 520


3 211 480


2 849 963


88,74 %





2022



Building maintenance, upkeep, operation and cleaning


44 749 000


0


44 749 000


43 815 033


97,91 %





2024



Energy consumption


18 947 000


0


18 947 000


18 590 859


98,12 %





2026



Security and surveillance of buildings


37 624 740


0


37 624 740


36 279 710


96,43 %





2028



Insurance


909 000


0


909 000


855 600


94,13 %





2100



Equipment and software for information and innovation technologies


32 674 000


–46 000


32 628 000


32 309 241


99,02 %





2102



Outside assistance for information and innovation technologies


53 981 250


6 646 000


60 627 250


60 263 388


99,40 %





2120



Furniture


3 224 000


0


3 224 000


3 140 618


97,41 %





2140



Technical equipment and installations


17 407 821


0


17 407 821


15 734 463


90,39 %





2160



Vehicles


6 500 000


0


6 500 000


5 843 062


89,89 %





2300



Stationery, office supplies and miscellaneous consumables


2 575 000


0


2 575 000


1 904 201


73,95 %





2310



Financial charges


370 000


0


370 000


324 549


87,72 %





2320



Legal costs and damages


1 314 000


100 000


1 414 000


1 316 614


93,11 %





2350



Telecommunications


9 405 000


–3 094 400


6 310 600


4 612 355


73,09 %





2360



Postage on correspondence and delivery charges


422 000


0


422 000


269 920


63,96 %





2370



Removals


850 000


0


850 000


686 446


80,76 %





2380



Other administrative expenditure


631 000


0


631 000


538 112


85,28 %





3000



Expenses for staff missions and duty travel between the three working places


29 820 000


0


29 820 000


25 950 467


87,02 %





3020



Entertainment and representation expenses


2 047 450


0


2 047 450


964 093


47,09 %





3040



Miscellaneous expenditure on internal meetings


2 594 000


0


2 594 000


2 594 000


100,00 %





3042



Meetings, congresses and conferences


1 350 000


0


1 350 000


1 060 451


78,55 %





3044



Miscellaneous expenditure on the organisation of the Parliamentary Conference on the WTO and other interparliamentary, ad hoc and WTO delegation meetings


858 000


0


858 000


372 390


43,40 %





3046



Miscellaneous expenditure on the organisation of ACP-EU Joint Parliamentary Assembly meetings


451 000


0


451 000


144 025


31,93 %





3047



Miscellaneous expenditure on the organisation of Eurolat Parliamentary Assembly meetings


80 000


0


80 000


51 158


63,95 %





3048



Miscellaneous expenditure on the organisation of Parliamentary Assembly of the Union for the Mediterranean meetings


216 319


0


216 319


28 502


13,18 %





3049



Expenditure on travel agency services


2 083 000


0


2 083 000


1 642 673


78,86 %





3200



Acquisition of expertise


10 082 500


0


10 082 500


7 590 304


75,28 %





3220



Documentation and library expenditure


4 593 826


0


4 593 826


4 064 807


88,48 %





3222



Expenditure on archive resources


1 895 000


0


1 895 000


1 799 861


94,98 %





323



Relations with parliaments of third countries and support for parliamentary democracy


520 000


0


520 000


467 353


89,88 %





3240



Official Journal


5 359 450


–1 655 600


3 703 850


3 703 321


99,99 %





3241



Digital and traditional publications


4 224 000


1 400 000


5 624 000


5 456 314


97,02 %





3242



Expenditure on publication, information and participation in public events


19 615 000


0


19 615 000


17 629 068


89,88 %





3243



Visitors Centre


2 000 000


600 000


2 600 000


2 472 063


95,08 %





3244



Organisation and reception of groups of visitors, Euroscola programme and invitations to opinion multipliers from third countries


29 710 000


– 710 000


29 000 000


27 197 374


93,78 %





3245



Organisation of seminars, symposia and cultural activities


2 475 000


260 000


2 735 000


1 992 279


72,84 %





3246



Parliamentary television channel (Web TV)


8 000 000


0


8 000 000


7 897 417


98,72 %





3248



Expenditure on audiovisual information


13 600 000


0


13 600 000


11 105 033


81,65 %





3249



Information exchanges with national parliaments


700 000


0


700 000


167 659


23,95 %





325



Expenditure relating to Information Offices


1 200 000


0


1 200 000


516 460


43,04 %





4000



Current administrative expenditure and expenditure relating to the political and information activities of the political groups and non-attached Members


54 850 000


0


54 850 000


54 692 881


99,71 %





4020



Contributions to European political parties


17 400 000


0


17 400 000


17 289 881


99,37 %





403



Contributions to European political foundations


11 400 000


0


11 400 000


11 095 390


97,33 %





4220



Parliamentary assistance


175 793 709


13 200 000


188 993 709


170 564 354


90,25 %





4222



Exchange losses


250 000


0


250 000


0


—





4400



Cost of meetings and other activities of former Members


200 000


0


200 000


200 000


100,00 %





4420



Cost of meetings and other activities of the European Parliamentary Association


140 000


0


140 000


140 000


100,00 %




10 0


Provisional appropriations


25 914 026


–19 814 026


6 100 000


0


—




10 1


Contingency reserve


14 000 000


–14 000 000


0


0


—




10 3


Enlargement reserve


835 000


0


835 000


0


—




10 4


Reserve for information and communication policy


0


0


0


0


—




10 5


Provisional appropriation for buildings


0


0


0


0


—




10 6


Reserve for priority projects under development


0


0


0


0


—




10 8


EMAS reserve


0


0


0


0


—




Total


1 685 829 393


0


1 685 829 393


1 570 478 058


93,16 %