Changes from report parliamentary committee draft to plenary report

Change 9 under “2. MOTION FOR A EUROPEAN PARLIAMENT RESOLUTION”

Removed22. Notes that the Ombudsman makes efforts to ensure the physical and mental well-being of its staff at work and focuses on reinforcing team-spirit; welcomes in this context the overall result of the general staff survey conducted in 2023 showing an overall staff satisfaction rate of 87 %, with, in particular, 95 % of the survey participants having responded positively to the question regarding the Ombudsman caring for the wellbeing of its staff, 97 % were satisfied with the Ombudsman’s hybrid and flexible working arrangements and 90 % were satisfied with the equipment and material their employer supplied to them to work remotely; notes with satisfaction that in 2023 the Ombudsman decided to provide ergonomic chairs to all staff who request them;

Added24. Notes that, in terms of gender balance, the Ombudsman employs more women than men in all categories of staff, in particular at management level, with the women-to-men overall ratio in 2023 remaining the same as in 2022, i.e. 67 % women and 33 % men; encourages the Ombudsman to continue its efforts towards achieving a more balanced gender representation among its staff;

Change 10 under “2. MOTION FOR A EUROPEAN PARLIAMENT RESOLUTION”

Changed23.25. Notes withthat satisfactionthe thatOmbudsman nomakes harassmentefforts casesto wereensure reportedthe physical and mental well-being of its staff at work and focuses on reinforcing team-spirit; welcomes in 2022;this acknowledgescontext the efforts maderesult byof the Ombudsmangeneral tostaff providesurvey aconducted workingin environment2023 thatshowing isan freeoverall fromstaff sexualsatisfaction andrate psychologicalof harassment,87 %, with, in particularparticular, through95 awareness% raisingof andthe training;survey notesparticipants withhaving satisfactionresponded thatpositively ato surveythe carriedquestion outregarding inthe 2023Ombudsman incaring for the contextwellbeing of anits internalstaff, audit97 on% were satisfied with the ethicalOmbudsman’s frameworkhybrid hasand shownflexible thatworking 90arrangements %and of90 staff% were awaresatisfied ofwith the policyequipment and guidelinesmaterial regardingtheir harassmentemployer ofsupplied anyto type;them to work remotely; notes with satisfaction that in 2023 the Ombudsman decided to provide ergonomic chairs to all staff who request them;

Change 11 under “2. MOTION FOR A EUROPEAN PARLIAMENT RESOLUTION”

Removed24. Notes that the Ombudsman welcomed 18 paid trainees in 2023 (the same number as in 2022), one of which was selected following the Ombudsman’s first call aimed at candidates with disabilities;

Added26. Acknowledges that the small size of the Ombudsman’s Office allows managers to closely monitor the staff workload and make necessary adjustments, enabling the early detection of potential burnouts; notes that the 2023 staff survey indicated no issues with workload distribution or work-related health problems, and that the European Parliament’s medical service reported no long-term illnesses related to burnout;

Added27. Notes with satisfaction that no harassment cases were reported in 2023; acknowledges the efforts made by the Ombudsman to provide a working environment that is free from sexual and psychological harassment, in particular through awareness raising and training; notes with satisfaction that a survey carried out in 2023 in the context of an internal audit on the ethical framework showed that 90 % of staff were aware of the policy and guidelines regarding harassment of any type;

Added28. Notes with satisfaction that the Ombudsman welcomed 18 paid trainees in 2023 (the same number as in 2022), one of which was selected following the Ombudsman’s first call aimed at candidates with disabilities; acknowledges that this initiative promotes inclusivity and equal opportunities by providing trainees with valuable experience in the EU institutions;

Change 12 under “2. MOTION FOR A EUROPEAN PARLIAMENT RESOLUTION”

Changed25.29. Welcomes the Ombudsman’s continued efforts to strengthen and raise awareness about the ethical framework of the institution; notes in thiswith contextappreciation that in 2023 the Ombudsman revised the whistleblower policy to furtherstrengthen protectprotections for potential whistleblowers, fullyensure deployedbetter alignment with data protection standards, enhance confidentiality and support, and incorporate provisions on ethics correspondents; further welcomes the full deployment of the SYSPER ethics tool that allows staff to update declarations (on their conflicts of interest and on their spouses/partners’spouses’/partners’ professional activities) and organised an interactive training course entitled ‘Respect and dignity at work and our roles as actors, recipients and bystanders’; welcomes the result of the general staff survey carried out in 2023 confirming high levels of staff awareness about ethical matters; calls for the publication of all high-level meetings of the Ombudsman’s office with external actors, including corporate entities, interest groups and EU agencies, to ensure transparency in decision-making and advocacy efforts;

Change 13 under “2. MOTION FOR A EUROPEAN PARLIAMENT RESOLUTION”

Changed26.30. Notes that the internal audit (report 22/03) on the Ombudsman’s ethical framework was finalised in 2023 with six issued recommendations to be implemented by 31 December 2024; takes notenotes from the Questionnaire that four of those recommendations have been fully implemented; invites the Ombudsman to report to the discharge authority on the implementation status of the remaining two recommendations;

Change 14 under “2. MOTION FOR A EUROPEAN PARLIAMENT RESOLUTION”

Added34. Calls on the Ombudsman to introduce a mandatory declaration of financial interests for senior staff, with real-time public access to information regarding potential conflicts of interest, external engagements, and financial assets;

Change 15 under “2. MOTION FOR A EUROPEAN PARLIAMENT RESOLUTION”

Changed30.35. NotesWelcomes the fact that the Ombudsman’s final (after transfers) budget for buildings and associated costs decreased by approx. 15 %, from EUR 1 622 200 in 2022 to EUR 1 373 000 in 2023; notes that the appropriations for rent decreased by 26 %, from EUR 1 177 700 in 2022 to EUR 866 100 in 2023, with a payment execution rate in both years of close to 100 %;

Change 16 under “2. MOTION FOR A EUROPEAN PARLIAMENT RESOLUTION”

Added37. Recalls that the Ombudsman does not own its own buildings but rents a building in Brussels and office space in Strasbourg; notes with satisfaction that the Havel building in Strasbourg is fully accessible to persons with reduced mobility or other disabilities and strongly regrets that accessibility to the building rented in Brussels needs improvement; calls on the Parliament to improve accessibility to the building rented to the Ombudsman in Brussels;

Change 17 under “2. MOTION FOR A EUROPEAN PARLIAMENT RESOLUTION”

Changed34.40. Notes that, as ofsince 2023, the Ombudsman has been actively exploring the opportunities that the use of artificial intelligence (AI) could bring; welcomes in this context the Ombudsman’s partnership with the European Commission’s Joint Research Centre to experiment with large language models, and test and evaluate AI use cases; notes further that the Ombudsman purchased several AI tools which have successfully contributed to video content creation; welcomes the adoption by the Ombudsman of internal guidelines to ensure that external AI tools are used in a responsible and transparent manner; encourages the Ombudsman to ensure that staff receives compulsory training on the safe and ethical use of AI tools to enhance their understanding and mitigate potential risks; invites the Ombudsman to keep the discharge authority informed of the progress made in testing and using AI solutions;

Change 18 under “2. MOTION FOR A EUROPEAN PARLIAMENT RESOLUTION”

Removed36. Notes with regard to the Internal Audit Report 21/03 on the review of the Ombudsman’s Data Protection Framework, that one action remained open in the fourth quarter of 2023 and, with regard to the internal audit report 20/04 on the Ombudsman’s ICT security, that there were seven ongoing actions in 2023; invites the Ombudsman to keep the discharge authority updated as to the progress made in these matters;

Added42. Encourages the Ombudsman to work in close cooperation with ENISA (the European Union Agency for Cybersecurity); suggests that regularly updated cybersecurity-related training programmes be offered to all staff within the Ombudsman;

Added43. Notes, with regard to the Internal Audit Report 21/03 on the review of the Ombudsman’s Data Protection Framework, that one action remained open in the fourth quarter of 2023 and, with regard to the internal audit report 20/04 on the Ombudsman’s ICT security, that there were seven ongoing actions in 2023; invites the Ombudsman to keep the discharge authority updated as to the progress made in these matters;

Change 19 under “2. MOTION FOR A EUROPEAN PARLIAMENT RESOLUTION”

Changed40.47. Commends the Ombudsman for its good collaboration with OLAF, ECA and EPPO which in 2023 took the form of meetings and exchanges of views on, for example, ways to improve the transparency and integrity of Union institutions or the Union’s oversight framework; recalls that the Ombudsman and OLAF have put in place a system to avoid duplication of investigations; notes from the Questionnaire that the Ombudsman and the EDPS cooperate mainly on an ad-hoc and informal basis aiming for a quick and efficient collaboration when needed; encourages the Ombudsman to work closely in cooperation with the other institutions and European Agencies;

Change 20 under “2. MOTION FOR A EUROPEAN PARLIAMENT RESOLUTION”

Removed41. Recognises the importance of maintaining a high level of exchanges and coordination with the European Network of Ombudsmen (ENO); welcomes the organisation of the ENO annual conference with sessions on topics such as migration, artificial intelligence and ethics in public administration in 2023; notes with satisfaction that, through the query procedure, the Ombudsman assists ENO members in resolving investigations at national and regional level, whereas, in 2023, the Ombudsman concluded five queries originating from five Union Member States;

Added48. Calls on the Ombudsman to establish a formalized annual dialogue with the European Parliament’s CONT and LIBE Committees, ensuring systematic follow-up on institutional transparency, governance reforms and fundamental rights protection;

Removed42. Welcomes the fact that the Ombudsman in 2023 continued its close cooperation with relevant European Parliament Committees on important inquiries either by presenting the work directly in Committee meetings or through information being sent to the Committee Chairs; underlines that the strategic initiatives and inquiries conducted by the Ombudsman are key to improving the transparency and accountability of the Union’s administration;

Added49. Recognises the importance of maintaining a high level of exchanges and coordination with the European Network of Ombudsmen (ENO); welcomes the organisation of the ENO annual conference with sessions on topics such as migration, artificial intelligence and ethics in public administration in 2023; notes with satisfaction that, through the query procedure, the Ombudsman assists ENO members in resolving investigations at national and regional level, whereas, in 2023, the Ombudsman concluded five queries originating from five Union Member States; commends the organisation of the ENO annual conference in 2023 as a valuable platform for dialogue on key issues influencing the activities of Ombudsmen across Europe;

Added50. Welcomes the fact that the Ombudsman in 2023 continued its close cooperation with relevant European Parliament Committees on important inquiries, either by presenting the work directly in Committee meetings or through information being sent to the Committee Chairs; underlines that the strategic initiatives and inquiries conducted by the Ombudsman are key to improving the transparency and accountability of the Union’s administration;