Changes from report parliamentary committee draft to plenary report

Removed98. Takes note of the ‘2024 DG FINS Digital and Capital Transformation’ initiative, the first two programmes of which (“digital transformation for improved financial services for Members” and “Digital transformation for improved services for Parliament’s administration”) seek to further the digital transformation of the services offered by DG FINS to its clients, whether those be Members or the institution’s financial actors; notes that the third strategic programme (“Capital Transformation for a more productive and cohesive workplace”) aims to create a more productive and cohesive working environment;

Removed99. Calls for a modification to the statutory period of limitations for document retention, suggesting a balanced reduction of 7-10 years for document storage obligations on Members, staff, APAs and administrative bodies; highlights that this adjustment aims to streamline document management practices while aligning with modern digital storage capabilities; recommends the adoption of flexible guidelines allowing for digital storage options, facilitating a more efficient, secure, and accessible approach to document retention that reduces the need for physical copies and enhances sustainability efforts;

Removed100. Calls on DG FINS to establish clear and reasonable retention rules for documents to be stored by the administration and members; recalls that the statute of limitations should not exceed 10 years and that factually there are limits on how many receipts and other paper documents can reasonably be stored by Members; underlines that the extent of the PEOPLE application data leak was only possible because Parliament keeps sensitive data for unduly long periods of time;

Removed101. Welcomes the fact that DG FINS continued to deploy SAP solutions within Parliament through two projects which support the rationalisation of tools for managing Members’ social entitlements and the development of Parliament’s financial reporting capacities; encourages increased investment in IT infrastructure, particularly in systems like SAP, to enhance data management capabilities, minimise redundant data submissions, and improve data accessibility; stresses the need to shift from a predominantly risk-based approach to a trust-based approach in the handling of Members' financial allowances; remarks that this approach aims to foster a culture of mutual respect and reduce the prevailing atmosphere of suspicion towards Members, in order to facilitate a more productive and cooperative environment;

Removed102. Notes that, in 2023, DG FINS continued its strategy of digitising services for Members; highlights that nine new forms went into production on the e-Portal – the dedicated digital front office for Members to manage their entitlements – and seven were modified; notes that as a result of those efforts, there was a rise in the number of data searches (+32,9 %) and in the number of forms submitted (+13,6 %); remarks that in addition, the Human Capital Management project, designed to make use of SAP solutions superseding obsolete technical applications for managing Members’ social and financial entitlements, went ‘live’ in September 2023, and that it led to an organisational change within DG FINS;

Removed103. Takes note of the Human Capital Management project, which involves replacing obsolete applications for managing Members’ salaries, allowances and pensions with a new solution based on the SAP S4/HANA platform; notes that after a development stage in 2022, the application was phased in from July 2023 onwards for managing Members’ bank accounts, salaries and general expenditure allowances; highlights that deployment will continue in 2024, extending to management of former Members’ pensions that are governed by the Statute for Members;

Removed104. Notes with satisfaction that DG FINS continued to promote the electronic invoicing platform deployed in Parliament for internal and external stakeholders; notes that the investment made it possible to increase the number of providers using the platform; notes that there was a significant increase in the number of invoices submitted electronically, compared to the previous year (+140 %);

Removed105. Notes with satisfaction that DG FINS made significant progress in developing its personalised advice services for Members; highlights that 382 individual information sessions were held in 2023 – 88 % more than in 2022; notes that the sessions dealt with parliamentary assistance allowances; notes that a visual simulation tool developed in-house lets DG FINS services support Members, ensuring better financial management of the allowance and helping identify risks associated with decisions they make about their allowance in advance;

Removed106. Notes that DG FINS services dealing with local assistance for Members organised four information sessions for paying agents on Tipanet, the extranet set up to help paying agents provide services for Members; highlights that a new feature was added to the extranet in January 2023: PAMbot, a chatbot to answer questions from Members, Members’ assistants and paying agents about local parliamentary assistance (local assistants, service providers, trainees in the country where the Member was elected);

Removed107. Stresses that there should be no general suspicion about local assistants who are, in parallel, members of a political party or volunteer in politicaldecision making at local level, such as in a town council; is aware that cases involving former French Members have led to a great deal of distrust with regard to the work of local assistants; highlights that the misdeeds of some should not reflect on all assistants; stresses that random audits of local assistants and requesting proof of work are legitimate tools used by the administration to check the work of local assistants; calls, however, on DG FINS to inform local assistants at the start of their job what type of working documentation they require during audits and to provide guidelines with clear examples to local assistants in due time;

Removed108. Calls on Parliament to ensure that local assistants are treated equally to APAs when it comes to access to information and data; stresses the need to offer information courses for local assistants to outline their rights and obligations; underlines that such courses should be offered in languages other than English as well to accommodate the needs of local assistants; stresses that equal treatment increases team spirit in every Member’s office;

Removed109. Notes that, in February 2023, DG FINS pushed ahead with its strategic financial support projects by launching ‘EP Finance Academy by DG FINS’ which derive from the works of the project ‘Streamlined Path for Financial Actors’ included in its projects’ portfolio; notes that initial training courses followed on from an overhaul of the instruction corpus in terms of both content (creation of role-specific training trajectories, creation of new training courses) and format (preparatory works to the implementation of video tutorials to complement in-person or hybrid training courses);

Removed110. Notes that in the context of DG FINS’ work with regard to supporting Members in managing their financial and social entitlements, 2023 was dominated by the work of the Bureau’s ad hoc working group which was tasked by the President, at the Bureau meeting of 21 November 2022, with evaluating and revising the Implementing Measures for the Statute for Members (IMSM); notes that DG FINS was one of the main architects of the revision process; highlights that the work, which began in November 2022, involved 13 working group meetings, culminating in the adoption by Parliament's Bureau of 97 amendments to the IMSM at its meeting of 11 September 2023; remarks that the impact of the amendments is extensive (modifying and translating hard-copy and on-line forms);

Removed111. Notes that following the Bureau’s decision at its 17 October 2022 meeting to amend the IMSM with regard to the general expenditure allowance, which is paid in a lump sum, DG FINS took the necessary steps to implement the decision in 2023; highlights that DG FINS updated 49 administration forms relating to Members’ financial and social entitlements and other documents and publications following changes to the numbering of IMSM articles; notes that DG FINS drafted guidelines for paying agents appointed by Members to help them with the voluntary publication of how their general expenditure allowances are used; notes that the work was discussed in Quaestors’ notice 29/2023 in October and highlights the need to take into account aspects of transparency, accountability and sound financial management made available to Members, bearing in mind the principle of freedom and independence of the parliamentary mandate and the objective of legal certainty for Members as well as avoiding an unnecessary administrative burden for Members, their offices and Parliament’s services;

Removed112. Highlights that Members are free to document their use of the funds under the General Expenditure Allowance, in detail or by type of cost, on their own or with the support of an external auditor, and to have this information published in whole or in part on their online page on Parliament’s website in accordance with Rule 11(2) of Parliament’s Rules of Procedure; welcomes that a simplified list of types of costs is integrated into the IMSM and that an amendment clarifying the possibility for Members to use the General Expenditure Allowance when an exhaustion of other allowances has also been adopted; notes that all Members have been informed about the specifics of this allowance;

Removed113. Recalls that OLAF has the mandate to investigate suspicions of serious misconduct by Union staff and members of the Union institutions, including possible breaches of the Code of Conduct for Members of the European Parliament; notes that a procedure to strengthen the mandate of OLAF in Parliament in cases of substantiated suspicions regarding individual Members when it is strictly needed and proportionate in terms of the investigation and fully respecting confidentiality in accordance with the principle of immunities as laid down in Protocol (No 7) on the Privileges and Immunities of the European Union could be implemented; reiterates its call on the Bureau to set up such a procedure without delay;

Removed114. Highlights that Members are protected by non-liability for votes cast and opinions expressed in the performance of their duties and are protected from prosecution and restrictions on their personal freedom while carrying out their duties in Parliament; recalls that OLAF can only enter Members' offices after Parliament’s President grants access following a request issued by a responsible authority of a Member State, in most cases a judge; points out that OLAF has to fully respect rule of law standards applying to Members in such cases, in particular the right to have access to data, the right to legal representation and the overarching principle of the presumption of innocence; underlines that the Committee on Legal Affairs (JURI), pursuant to its mandate under Annex VI of the Rules of Procedure, plays a key role in the interpretation and application of Members' privileges and immunities; emphasises JURI's responsibility in ensuring the legal protection of Parliament’s rights and prerogatives, which are essential in protecting the independence of Members in fulfilling their duties; recalls that OLAF needs to respect these limits in the observance of its duties and stresses that alleged misconduct cannot be used as a pretext to request access to offices;

RemovedDirectorate-General for Innovation and Technological Support

Removed115. Recalls that the Directorate-General for Innovation and Technological Support (DG ITEC) provides Parliament with information and communications technology (ICT) services and equipment, videoconferencing and multimedia services as well as publishing and printing services; notes that by 31 December 2023, there were 550 members of staff in DG ITEC, of which 346 were officials, 73 were temporary agents and 131 were contract staff;

Removed116. Notes that DG ITEC’s final appropriations amounted to EUR 156 879 247 in 2023 representing 6,5 % of Parliament’s budget; highlights that, of that amount, a total of EUR 156 465 399 was committed; welcomes the high use of appropriations;

Removed117. Takes note that, in order to emphasise the urgency of enhancing Parliament’s cyber-defence capabilities and following the Bureau’s approval of cybersecurity capacity-building measures, 40 "ICT Security Specialist" posts were added to DG ITEC’s establishment plan in January 2023; notes that out of these, 24 posts have been filled despite a challenging competitive market for cyber specialists and significant delays in EPSO competition results; notes that given the continued recruitment challenges in 2023, the focus of the human resources team was on setting up new ways to attract new talent, as well as building up the outreach plan and engage in outreach activities;

Removed118. Takes note that following the Bureau’s decision in February 2021 regarding the necessity to house Parliament’s data centre in the highest available industry standard (Tier IV), DG ITEC awarded the contract in 2022, allowing for the set-up and roll-out of the data centre in 2023; highlights that this significant investment ensures a futureproof infrastructure for years to come, and is key in maintaining a robust hybrid work environment for Parliament;

Removed119. Takes note that, in 2023, DG ITEC adopted a new Enterprise Risk Framework, further enhancing both DG ITEC internal risk management and Parliament’s corporate risk management; takes note that the administration considers that this renewed practice is crucial for proactively anticipating threats and promptly seizing potential opportunities; notes that a new data protection guide was published in 2023, offering guidance on both legal and technical aspects of data protection;

Removed120. Notes that, in 2023, DG ITEC proactively monitored the lifecycle of technology components, from introduction to obsolescence, through the ‘Technology Clock’; highlights that the review of obsolescence is an established process that runs every quarter and allows DG ITEC and the client DGs to understand the timing and impact of technology changes, and positions them well for embracing new technologies;

Removed121. Notes that 2023 has seen, as in previous years, a constantly growing cyber threat and risk landscape around Parliament and the other Union Institutions, bodies and agencies; highlights that particular threats have been identified in the domains of social engineering, phishing (all channels), teleworking, videoconferencing tools and cybersecurity at home; remarks that the main target audience is Members, APAs, and administrative staff;

Removed122. Notes that the Regulation (EU, Euratom) 2023/2841 was adopted in December 2023 and entered into force in January 2024, laying down measures for a high common level of cybersecurity at the institutions, bodies, offices and agencies of the Union;

Removed123. Highlights that DG ITEC reports that the first line cybersecurity verification service for Members and their offices to detect spyware on their mobile phones has seen considerable growth; notes that this service also complements the user awareness campaigns on IT security topics offered by DG ITEC;

Removed124. Underlines that cybersecurity must be seen as an integral, ongoing priority across all stages of operations rather than merely as a target; highlights that cybersecurity requires a comprehensive strategy that encompasses all aspects of digital governance within Parliament; calls for a review of Parliament’s IT governance structures, advocating for a more robust and adaptable approach to cybersecurity that considers the full lifecycle of information systems, in view of the increasing number of applications — currently more than 20 — that are directly accessible via the internet; highlights that this situation requires enhanced oversight to minimise vulnerabilities and protect institutional data from external threats;

Removed125. Calls for continued investments in cybersecurity infrastructure, as well as ongoing education and resources for staff, to reinforce a culture of security consciousness that strengthens Parliament's resilience against potential digital threats.

Removed126. Highlights that support to Members has been expanded to include non-working hours and office closing days; notes that DG ITEC reports that this initiative has been met with enthusiasm from Members using the service and will be expanded further; notes that to meet the evolution of Members' needs and working practices, based on user surveys and on direct requests of the Governing Bodies, a new set of dedicated IT support services have been deployed for Members' private MacOS and iOS devices; highlights that technical assistance for social media is being promoted, together with a full range of services related to the technical aspects of audiovisual creation;

RemovedDirectorate-General for Security and Safety

Removed127. Recalls that the Directorate-General for Security and Safety (DG SAFE) seeks to anticipate, prevent and mitigate security risks and threats to Parliament and its Members and staff by using a risk-based approach that takes into due consideration the democratic nature of the institution and the values it embodies, in particular openness and transparency; notes that by 31 December 2023, there were 893 members of staff, of which 178 were officials, 32 were temporary agents, 682 were contract agents and 1 was a seconded national expert;

Removed128. Notes that DG SAFE’s final appropriations amounted to EUR 30 229 000 in 2023, representing 1,4 % of Parliament’s budget; highlights that, of that amount, a total of EUR 29 846 003 was committed; welcomes the high use of appropriations;

Removed129. Commends DG SAFE’s role in the provision of continuous security and safety services in all places of work, without interruption, including also the protection of large-scale events, such as the open days and the EuropeanYouth Event; notes that for DG SAFE, 2023 was marked by the consolidation of its structures in an increasingly volatile and unstable geopolitical situation; recalls that the security environment in Europe's immediate neighbourhood further deteriorated during 2023; remarks that two wars are now raging at the Union's borders, with immense consequences for Europe and the surrounding area; recalls that terrorism returned to the top of the agenda when attacks took place in Belgium and France; notes that hybrid threats continued to play a major role; considers that DG SAFE is well equipped to deal with those threats;

Removed130. Remarks that, during 2023, the reorganisation of DG SAFE was consolidated, with new colleagues hired and trained; notes that this has led to a strong output, in particular in the field of information and analysis, with the products of the new Directorate for Technologies and Information now widely used throughout DG SAFE and beyond; notes that the events related to alleged corruption cases concerning Members and employees in December 2022, also had an impact on DG SAFE, putting a renewed emphasis on transparency, integrity, and accountability, and boosting projects that aim to improve issues related to accreditation and access; notes that, in 2023, DG SAFE launched a new project aiming to upgrade the Need-to-Know cell into an "early security warning tool";

Removed131. Welcomes the achievements of DG SAFE in 2023, including the full deployment of the new radio network in the three places of work, the completion of the review of the security organigram of posts throughout Parliament requiring a personal security clearance, and the increase in the percentage of such posts for which a clearance has been requested or given 70 %, the introduction of V-PASS software for a more streamlined and more secure accreditation process for visitors, as well as its integration with other DG SAFE tools and with new automated stands ("kiosks") which are to be installed in 2024, equipping all car parks with RFID antennas, and the distribution of close to 14 500 RFID tags to car owners, as well as the roll-out of the IZIX application for car park management;

Removed132. Welcomes the improvement of harmonisation in operational security between the three places of work with the creation of a new coordination cell and the enhancement of coordination with EPLOs and Europa Experiences with the implementation of the security and safety concept for public spaces; welcomes the further expansion of cooperation with other Union institutions and Member States' authorities, both within the established frameworks and with new activities; notes with satisfaction the organisation of a full day conference organised in the Parliament with the participation of security services of national parliaments from all over the Union and the Ukrainian Verkhovna Rada and a visit to Parliament by generals and national military representatives based at Supreme Headquarters Allied Powers Europe;

RemovedHorizontal issues with implications on Parliament’s budget for the 2023 financial year

RemovedHarassment and Whistleblowing

Removed133. Notes that, in 2023, DG PERS played a pivotal role in the successful implementation of major improvements to staff policy, in particular by preparing the proposals to the Bureau on the establishment of a mediation service in Parliament, for new internal rules on whistleblowing, and for changes to the rules for the Advisory Committee dealing with harassment complaints concerning Members;

Removed134. Notes that the updated whistleblowing rules are designed to protect members of staff who report possible serious misconduct, against retaliation; highlights that those new rules underscore the importance of training and awareness raising, ensuring that all managers within Parliament receive training on handling whistleblowing notifications; notes that, in 2023, only one case of whistleblowing was recorded;

Removed135. Highlights that the new mediation service, accessible to all Members, will be dedicated to identifying and resolving workplace conflicts at an early stage, fostering a more harmonious work environment;

RemovedVoluntary Pension Fund (VPF)

Removed136. Notes that, at its meeting on 12 June 2023, the Bureau decided on a combination of measures to change the conditions of the voluntary pension scheme to address the situation; highlights that these measures included the reduction of the nominal pension by 50 % not only to future beneficiaries holding pension rights in the process of being acquired but also to current beneficiaries already holding acquired pension rights, that the yearly indexation of the pension amounts be frozen, and that the retirement age is increased from 65 to 67 for the beneficiaries not yet in pension; highlights that the effects have been estimated by the actuaries to decrease the pension obligation of the voluntary pension as of 1 July 2023 with actuarial assumption on 1 July 2023;

Removed137. Notes that the Bureau also introduced a “hardship clause” allowing beneficiaries to submit a request to the Quaestors for an increase in the pension amount in cases where the reduction is substantial; notes that the Bureau further introduced the possibility of a voluntary and definitive withdrawal from the voluntary pension scheme in the form of a one-off final lump sum; notes that 56 beneficiaries used this possibility and that for 26 of those 56 beneficiaries the one-off final lump sum had not been paid by 31 December 2023;

Removed138. Notes that the actuarial pension obligation of the voluntary pension scheme amounts to EUR 134,1 million as of 31 December 2023 compared to EUR 362,7 million in 2022; notes that the planned assets as of 31 December 2023, based on the net asset valuation of the fund as of the end of 2023, amounted to EUR 35,1 million; remarks that the voluntary pension scheme was thus underfunded by EUR 99,0 million as at 31 December 2023 compared to EUR 310,0 million in 2022;

Removed139. Notes that the Bureau decision of 12 June 2023 has been challenged by a number of voluntary pension scheme beneficiaries and that they have filed a complaint in the European Court of Justice; asks the administration and the Bureau to address the matter once again only after the legal assessment of the CJEU is delivered in order to consider the future of the voluntary pension fund;

RemovedPMO and JSIS

Removed140. Notes with strong concern that the Paymaster's Office (PMO) and the Joint Sickness Insurance Scheme (JSIS) do not meet the requirements to effectively ensure the health and well-being of Members, staff, and all persons covered by the system; underlines the fundamental importance of prioritising the health of all beneficiaries of the system and safeguarding their right to health protection in line with international standards; stresses that the PMO, in its function as a role model, must adhere to the most recent and modern health standards when providing services to Members, staff and all others covered by the system;

Removed141. Stresses the urgent need to guarantee robust data and privacy protection for all users of JSIS; emphasises the importance of striking the right balance between obtaining necessary information for effective coverage and avoiding overly detailed, unnecessary or even impossible data collection that might infringe privacy rights, create an undue administrative burden or even cannot be determined in advance; stresses that JSIS must accommodate the personal circumstances of older former Members who might not be able to fully provide all required information online anymore, as well as the need for a permanent contact person;

Removed142. Calls for a comprehensive review of the list of medical procedures covered under JSIS to ensure alignment with the latest medical developments and advancements, ensuring beneficiaries have access to high-quality treatments aligned with the latest research developments; highlights the need for a responsive mechanism to approve coverage for procedures endorsed by qualified medical professionals, particularly in cases where such procedures are deemed medically necessary; highlights the need to recognise qualified medical expert opinions for treatments from third parties, in particular those coming from Members’ general practitioners and only question their relevance in cases of serious doubts; stresses the need for regular exchanges with medical professionals and medical researchers to include new treatments and drugs; calls on the PMO to reimburse costs for the latest laboratory testing methods and genetic testing which help prevent illnesses, pain, and eventually save costs;

Removed143. Urges the PMO to regularly assess and adapt reimbursement ceilings for medical procedures to reflect changing medical costs and ensure fair and adequate coverage; reiterates that these ceilings should be periodically adjusted to prevent financial barriers in accessing essential healthcare services for all beneficiaries;

Removed144. Emphasises the importance of simplifying rules and procedures under JSIS and the PMO to reduce the administrative burden on Members, former Members, and staff, ensuring that processes are user-friendly, clear, and efficient; calls for efforts to avoid the unnecessary "gold plating" of procedures that may add complexity without clear benefits; highlights the need to improve cost-effectiveness and operational efficiency while maintaining high standards of service and coverage for all beneficiaries;

Removed145. Reiterates the need to place the health and well-being of Members, staff, and beneficiaries at the centre of JSIS's and the PMO's policies, ensuring equitable access to healthcare services, modernised coverage, and respect for the dignity and privacy of all individuals involved;

RemovedAnnual report on contracts awarded

Removed146. Recalls that the Financial Regulation specifies the information to be provided to the budgetary authority and to the public concerning the award of contracts by Parliament; notes that the Financial Regulation requires publication of contracts awarded with a value greater than EUR 15 000, a value that corresponds to the threshold above which a competitive tendering procedure becomes compulsory; notes that, of a total of 242 contracts awarded in 2023, 98 were based on an open procedure, with a value of EUR 785 million, and 3 on a restricted procedure, with a value of EUR 1 432 000; notes that 135 contracts were awarded by negotiated procedures, with a value of EUR 187 million;

Removed147. Notes that the total amount of contracts awarded significantly increased in 2023 (242) compared to 2022 (194); notes that, correspondingly, the number of open and negotiated procedures and their values are higher than in 2022;

Removed148. Notes the following breakdown of contracts by type awarded in 2023 and 2022, including building contracts:

Removed149. Notes the following breakdown of contracts awarded in 2023 and 2022 by type of procedure used, in terms of number:

RemovedPolitical groups (budget item 400)