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ICTAC Work Programme 2019-20201 IntroductionThe present document describes the ICTAC Work Programme 2019-2020 on the basis of the ICTAC multiannual plan and in line with the main levers identified at EU Agencies Network (EUAN) level.The 2019 and 2020 ICTAC activities will be carried out in the following 3 areas:coordination of the ICTAC sub-networkcoordination and alignment with the other EUAN sub-networks and the EUAN Shared Support Officecooperation with DIGIT, the Comite Informatique Interinstitutionnel (CII) and the other EU institutions.Objectives and activities described in the following have been aligned to the DIGIT Strategic Programme (2016-2020) and the CII inter-institutional collaboration activities. Furthermore, ICTAC Work programme 2019-2020 is also taking into account the Digital Strategy of the European Commission, which was recently adopted on 21/11/2018. The Strategy sets a vision for the Commission to become a digitally transformed, user-focused and data-driven administration by 2022. It identifies key actions to deliver a digital Commission, to facilitate the provision of borderless digital public services for citizens and businesses and to strengthen cyber security. 2 Work Programme 2019-2020The adoption of an overarching multiannual approach and the definition of an annual work programme based on a specific action plan and measurable KPIs allowed to achieve in 2018 all the planned objectives and the expected deliverables, as reported in the ICTAC Annual Report 2018.Therefore, the 2019 ICTAC Work Programme is based on the same approach with the intention to develop the achieved results and start new initiatives. The 2019 Work Programme will further develop the results achieved in 2018, leveraging on them with synergy and continuity and enlarging the basis of the “building blocks” for further developments in the future Work Programmes.The main objectives addressed by the planned 2019 ICTAC activities are confirmed in the 5 key areas identified in the “ICTAC Outlook 2017-2020 and Work Programme 2017”:Digital Shared ServicesDigital WorkplaceEmerging TechnologiesBetter IT Governance and IT Security.Coordination activitiesThe planned activities are described in the following with a result based approach, defining for each topic the objective, the planned 2019 activities and the expected outcomes and deliverables.2.1 Digital Shared ServicesObjective:The objective of the Digital Shared Services stream is to consolidate and learn the lessons from the two pilot Tier 3 high value services identified in 2018 (Mutual Disaster recovery and Secure email Solution) and continue in the further identification and possible development of new digital shared services targeting the area of ICT.In 2018, Agencies were nominated as EUAN representatives in the SYSPER Governance structures and participated in the SYSPER Interinstitutional Governance Board meeting, where CEPOL was representing the EU agencies in the second meeting on 13/11/18. These nominations in place will further facilitate the introduction of SYSPER in line with the Project Roadmap in cooperation with DG DIGIT and DG HR and in accordance with the needs of all participating Agencies. Progress and issues of the interagency SYSPER rollout will be reported and discussed in the ICTAC meetings 2019.The shared service assessment process will continue according to two main principles:- adopt a “DIGIT first” approach when services are centrally available (e.g. Sysper,MIPS, EU-Login) maximizing the synergies at inter-institutional level- find synergies and efficiencies among the Agencies when services are not centrally available. In this case, opportunities can be found either bi-laterally, or targeting a cluster of Agencies commonly agreed at ICTAC meeting or through ad-hoc surveys.The 2019 planned activities will mainly focus on the following aspects:Digital Shared ServicesActivitiesType of output (BA = Bilateral Agreement, BB=Building Block, DSS=Digital Shared Service, IS=Information Sharing, M=Meeting, P=Procurement, POC=Proof of Concept, R=Report, S=survey)LeadEnhancement of the digital shared services started in 2018 in the selected fields: DSS: Sysper, e-HR, performance management, eRecruitment for EU AgenciesDSS: Virtual Desktop as a Service sharing the EFSA solutionEUROFOUND, EFSAEFSAEvaluate synergies and opportunities in the creation of new digital shared services. BB: shared repository of FlowForma workflows already developed and adopted by AgenciesS: MIPS via a survey on missionsopen source statistical tool “R” platform in the cloudEUROFOUNDEFCA Extend bi-lateral solutions similar to the Disaster Recovery solution BA: Mutual Disaster Recovery solutionsN/AAgency in a cloudR: update the results obtained from the “Agency in a box” initiative with the latest shared services and the expected Cloud II framework contract opportunitiesEFSA, ESMAContribute to the PDN workgroup R: Input the methodology for monitoring of the catalogue of shared servicesS: comparison of SPD planning and reporting tools, presentations to the PDN network, alignment on requirements and interest for a shared solutionEFSAFRA, EUROFOUND, ECDCEUAN inter-agency extranet DSS: hosting, maintenance and enhancement of the extranet with specific focus on the EU Job Posting portal.EUIPOSAP cooperationIS: Cooperation between the agencies using SAP as core ERP system.EUIPO2.2 Digital WorkplaceObjective:Digital Workplace seems to be on all the IT strategic roadmap of the EU institutions. Nevertheless, specific needs of each organization may lead to different approaches and solutions. Despite the adoption of the same inter-institutional Framework Contracts by almost all the EU Agencies, the Survey launched in 2017 has identified the risk of a diverse landscape. Main objective in 2019 will be identification of a possible optimal roadmap for the implementation of a common and interoperable Digital Workplace at Agencies.The 2019 planned activities and deliverables will mainly focus on the following aspects:Digital WorkplaceActivitiesType of output (BA = Bilateral Agreement, BB=Building Block, DSS=Digital Shared Service, IS=Information Sharing, M=Meeting, P=Procurement, POC=Proof of Concept, R=Report, S=survey)LeadRoadmap for the cloud, with a particular focus on the implementation of Office 365R: Identification of best practices and lessons learned for the planning, design and implementation of the move to the cloud (Office 365), with a focus on implications from a technology, human and financial resources. POC: Skype for Business (aka MS Teams) and Teams federation looking for a secure alternative to google mailing lists used for information exchange between expert groups (e.g. security experts, infrastructure, business analysts, etc…)ECDC, EFSAECDC, EFSA, EEAECAS ServicesIS: Follow the evolution of the ECAS services of DIGIT to ensure alignment of the agencies strategies in identity management (presentation to the ICTAC network of the ECAS project)ECDC, DIGIT2.3 Emerging TechnologyObjective:Big Data and Machine learning solutions are already tested by some Agencies. The Survey launched in 2017 has identified some common areas where it is possible to create synergies and opportunities. While 60% of the Agencies still think they will not use any of the emerging technologies in the next 3 years, ICTAC has the objective to create a better awareness and sharing of knowledge and lessons learned between early adopters and laggards.The 2019 planned activities will mainly focus on the following aspects:Emerging TechnologyActivitiesType of output (BA = Bilateral Agreement, BB=Building Block, DSS=Digital Shared Service, IS=Information Sharing, M=Meeting, P=Procurement, POC=Proof of Concept, R=Report, S=survey)LeadArtificial intelligenceR: Skills intelligenceS: follow up on the survey on AI with cluster detectionCEDEFOPEUROPOLPOC: Declaration of conflict of interestsEFSA, EMA, ECDC, ECHA, EEA2.4 Better IT Governance and IT SecurityObjective:The two main efforts for better IT Governance among Agencies in 2019 shall be the activities made in cooperation with DIGIT for the finalisation of a common Cloud Governance and the cooperation with the PDN network for the definition of a common Key Performance Indicators framework.On the IT Security side, the main 2019 planned activities will focus on the monitoring of the agreement with CERT-EU established in 2018 while improving and finalizing the Secure Email initiative.Better IT Governance and IT SecurityActivitiesType of output (BA = Bilateral Agreement, BB=Building Block, DSS=Digital Shared Service, IS=Information Sharing, M=Meeting, P=Procurement, POC=Proof of Concept, R=Report, S=survey)LeadFurther develop the CloudServices Governance FrameworkBB: collaborate with DIGIT in the development of the common cloud migration risk assessment framework (GovSec).ECDC, WG Cloud Security Recommendations on the implication of the Regulation 2018/1725 on the protection of natural persons with regard to the processing of personal data by the Union institutions, bodies, offices and agencies and on the free movement of such data, and repealing Regulation (EC) No 45/2001R: Follow up of the Guidance issued by the EDPS on Data Protection RegulationReport to ICTAC members on the progress of the DPO networkIS: provide guidance on the use of MS Compliance ManagerEDPS, FRA, REAFRA, REAMonitor the implementation of the new CERT-EU agreement Coordinate the Agencies feedbacks and clarification processENISASecure emailPOC: Secure email initiatives: Sec-ABCPOC: possible adoption of the DIGIT Sec-ABC directory servicePOC: possible adoption of new anti-spam, anti- spoofing, antiphishing protocols (SPF/DKIM/DMARC).EMSAEMSACERT-EU, EFSA2.5 General Coordination ActivitiesObjective:With the increase of activities of the ICTAC network, a significant effort has been devoted each year in the coordination activities with the Agencies, the other EUAN sub-networks, DIGIT and the other EU institutions. For this reason, a fifth area “General Coordination Activities” has been added to the framework of the 4 key areas identified in the “ICTAC Outlook 2017-2020 and Work Programme 2017”Objective: General coordination of the activities necessary to reach consensus and alignment among the Agencies, whenever necessary, and liaison and alignment with DIGIT, CII and other EU institutions on parallel initiatives. The objective requires also working closely and cooperating with the other sub-networks to help implement the strategic priorities defined at EUAN coordination level.The 2019 planned activities and deliverables will mainly focus on the following aspects:General Coordination ActivitiesActivitiesType of output (BA = Bilateral Agreement, BB=Building Block, DSS=Digital Shared Service, IS=Information Sharing, M=Meeting, P=Procurement, POC=Proof of Concept, R=Report, S=survey)LeadCoordination of the ICTAC networkCoordination activitiesTroika Organization of the 2 annual ICTAC meetingsR: Agenda and report of the 33st and 34nd ICTAC meetingsCEDEFOP, ECDCCoordination with the other EUAN sub-networks R: contributions of the ICTAC network to the common workgroups and consultationsEUAN sub-networksEUAN Shared Support Office Reportingtowards EUAN R: contribution to reports of HoR, HoA of the EUANEUAN Shared Support OfficeInter-institutional procurementContribution to the tender specification of DIGIT Cloud II, including 24/7 cyber defense servicesCommunication on future inter-institutional framework contracts and guidance on use of existing framework contracts (e.g. SIDE)DIGIT, EDA, EUROPOL, ENISA, FRONTEX, GSA, EUIPO, EMSA, ESMA, EMA, EFSA, CEPOL, BERECDIGITInter-institutional coordination (monitoring and coordination with DIGIT and CII on the 3 CII collaborationinitiatives and other possible parallel initiatives)R: Reporting on the topics discussed and coordination of actions from (as part of the ICTAC meetings agenda):CII meetingsDigital Stakeholder Forum Working Group (DSF)WG2 Cloud SecurityCEDEFOPEACEAECDCProduction of the ICTAC 2019 Annual Report and 2020 Work ProgrammeR: ICTAC 2019 Annual ReportR: ICTAC 2020 Work Programme.Troika3 Milestones and Members of the ICTAC TroikaThe first meeting of the ICTAC group for the 2019 period will take place in May 2019 and will be hosted by CEDEFOP in Thessaloniki. The second meeting will take place after the summer and will be hosted by ECDC in Stockholm.The 2019-2020 main milestones for a possible check of the progress of the planned activities are:33rd ICTAC meeting, 16-17 May 2019, Thessaloniki 34th ICTAC meeting, 10-11 October 2019, Stockholm35th ICTAC meeting - TBD36th ICTAC meeting - TBDIn 2019-2020, the Chairperson and Troika of ICTAC shall be: Until 28 February 2019: CEDEFOP (chair), EFSA, FRONTEX, ECDC (member of Troika)From 1 March 2019 until 28 February 2020: ECDC (chair), CEDEFOP, ECHA (member of Troika)From 1 March 2020 until 28 February 2021: ECHA (chair), ECDC, EEA (member of Troika)The final progress status and the related deliverables will be reported in the 2019 Annual Report that will be distributed in its draft version at the end of November 2019. ................
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