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Activity Report Period: 1 January - 31 December 2011

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Activity Report Period: 1 January - 31 December 2011 Activity Report Period: 1 January - 31 December 2011 DIRECTORATE-GENERAL: EXTERNAL POLICIES AUTHORISING OFFICER BY L. MARCO AGUIRIANO NALDA DELEGATION: TABLE OF CONTENTS 0. BUDGETARY TABLE...................................................................................................................2 1. Objectives 2011............................................................................................................................3 1.1 OBJECTIVES OF THE DIRECTORATE-GENERAL FOR EXTERNAL POLICIES ....................................3 1.2. EVALUATION OF THE FEASIBILITY AND THE ASSOCIATED RISKS ..................................................3 2. Evaluation of Results and Resources Used.................................................................................4 2.1. ENVIRONMENT OF DG EXTERNAL POLICIES..............................................................................4 2.2 HUMAN RESOURCES IN THE DG.................................................................................................4 2.3. IMPLEMENTATION OF THE BUDGET IN 2011 ...............................................................................4 2.3.1 FINAL APPROPRIATIONS ON 31 DECEMBER 2011 AND INITIAL APPROPRIATIONS .......................5 2.3.2 FINAL APPROPRIATIONS ON 31 DECEMBER 2011 AND COMMITTED APPROPRIATIONS................5 2.3.3 COMMITTED APPROPRIATIONS AND EXECUTED PAYMENTS .......................................................7 2.3.4 USE OF THE APPROPRIATIONS CARRIED OVER FROM 2010 TO 2011.........................................7 2.3.5 USE OF THE APPROPRIATIONS CORRESPONDING TO ASSIGNED REVENUE .................................7 2.4. RESULT INDICATORS ON 31 DECEMBER 2011...........................................................................7 2.4.1 NUMBER OF DELEGATION ACTIVITIES FINANCED BY DG EXPO AND CARRIED OUT:...................7 2.4.2 EXPERTISE SUPPLIED TO COMMITTEES AND OTHER PARLIAMENTARY BODIES:........................11 STUDIES: .....................................................................................................................................11 HEARINGS: ..................................................................................................................................12 2.4.3. DEMOCRACY PROMOTION:..................................................................................................13 2.4.4. RESULTS ACHIEVED............................................................................................................14 3. Evaluation and Efficiency of Internal Control .............................................................................23 4. Conclusions ................................................................................................................................25 4.1. GENERAL EVALUATION OF THE REPORTING PERIOD.................................................................25 4.2. EVALUATION OF THE AVAILABLE RESOURCES .........................................................................25 4.3. CONCLUSION ON STRENGTHS AND WEAKNESSES AND FORESEEABLE MEASURES WITH A VIEW TO BETTER ADAPTATION OF THE AVAILABLE PERSONNEL AND BUDGETARY RESOURCES ..............................................................................................................26 5. Declaration of the Authorising Officer by Delegation .................................................................27 6. Annexes......................................................................................................................................28 Rapport 31.12.2011 0. BUDGETARY TABLE DG EXTERNAL POLICIES Code Appropriation type EUR or % Formula Appropriations of 2011 A Initial appropriations 3 283 319 B Final appropriations 3 598 319 C Commitments 2 099 550 D Commitments in % of final appropriations 58.3% D=C/B E Payments 961 406 F Payments in % of commitments 45.8% F=E/C G Cancellations of 2011 final appropriations H Cancellations in % of final appropriations H=G/B Appropriations carried over (automatic and non- automatic carryovers) from 2011 to 2012 I Automatic carryovers from 2011 to 2012 1 138 144 Automatic carryovers from 2011 to 2012 in % of J commitments 54.2% J=I/C K Non-automatic carryovers from 2011 to 2012 Non-automatic carryovers from 2011 to 2012 in % of L final appropriations M=K/B Appropriations carried over (automatic and non- automatic carryovers) from 2010 to 2011 M Automatic carryovers from 2010 to 2011 929 367 Payments against automatic carryovers from 2010 to N 2011 686 506 Payments against automatic carryovers from 2010 to O 2011 in % of automatic carryovers from 2010 to 2011 73.9% O=N/M Cancellations of automatic carryovers from 2010 to P 2011 242 861 Cancellations of automatic carryovers from 2010 to Q 2011 in % of automatic carryovers from 2010 to 2011 26.1% Q=P/M R Non-automatic carryovers from 2010 to 2011 Payments of non-automatic carryovers from 2010 to S 2011 Payments against non-automatic carryovers from 2010 to 2011 in % of non-automatic carryovers from T 2010 to 2011 T=S/R Cancellations of non-automatic carryovers from 2010 to 2011 in % of non-automatic carryovers from 2010 U to 2011 Cancellations of non-automatic carryovers from 2010 to 2011 in % of non-automatic carryovers from 2010 V to 2011 V=U/R Assigned revenue in 2011 W Appropriations from assigned revenue in 2011 Payments against appropriations from assigned X revenue in 2011 Payments against assigned revenue in % of Y assigned revenue Y=X/W Z Assigned revenue carried over to 2011 AA Appropriations for mopping up transfer Rapport 31.12.2011 2 1. OBJECTIVES 2011 1.1 Objectives of the Directorate-General for External Policies 1. To contribute to Parliament’s growing involvement – since the Lisbon Treaty entered into force – in the external action of the European Union by providing assistance, based on enhanced expertise, to the competent parliamentary bodies in their legislative, budgetary, supervisory and parliamentary diplomacy roles: - so as to enable them to exercise fully Parliament’s new powers in respect of codecision and assent, access to documents, budget and comitology procedures, and the ability to make recommendations; - through growing support for initiatives and parliamentary control of external policies, both the CFSP/ESDP and the implementation of political and trade agreements, and of the effective use of European funds vis-à-vis our strategic and/or sensitive partners; - through quality support to increase the effectiveness and visibility of Parliament’s role in the areas of human rights, election observation and promotion of parliamentary capacity in the newly emerging democracies; - by adopting harmonised working methods enabling the secretariats of the bodies and policy department to work in a way that is horizontal – on a regional or thematic basis – and complementary and exploits synergies, including between DGs, with the aim of helping Members plan ahead and increase their impact. 2. To allocate the DG’s human, budgetary and IT resources effectively and optimise the management thereof in the service of the parliamentary bodies, in cooperation with the other DGs, by developing: tools and methods for planning and monitoring the DG’s activities and decisions, better provision of information for officials on their costs and changes in appropriations and, hence, better quality financial management, through enhanced accountability and appropriate training; personnel management which is based on multiannual needs planning, updated recruitment methods, flexibility in the allocation of staff to cope with temporary excess workloads and/or unforeseeable specific needs and ongoing training adapted to various requirements, and which promotes teamwork; the security of delegations on official missions by continuing to contribute to the consolidation of the Secretariat’s rules for emergency situations, while maintaining its specific mechanism, pending the implementation of the desired generalised procedure. 1.2. Evaluation of the feasibility and the associated risks The entry into force of the Lisbon Treaty undoubtedly enhanced the powers of the European Parliament in the domain of external policies by putting more emphasis on its parliamentary scrutiny in general terms. At the same time, it broadened the co-decision procedure to new areas in particular within international trade. All this represents a great challenge to the Directorate-General. To cope with the increase of parliamentary activity and procedures, new colleagues have been recruited in 2010 and in 2011. It still remains to Rapport 31.12.2011 3 be seen whether these posts are enough to meet the increased responsibilities of parliamentary scrutiny of external policies of the European Union. As DG EXPO is responsible for external policies with global working field, it faces many risks even concretely when the delegations are completing their duties in high risk areas. Therefore, a significant appropriation of funds (250.000 Euros) was reserved in the 2011 budget for possible security needs of the delegations. In addition, a security support system has been created in order to ensure proper evaluation of the security situation in the visited countries and in order to ensure that staff and members on mission have a contact point in Parliament in case of emergency. As part of the improved risk management, all staff going on missions outside the three working places must participate in security training before the missions. 2. EVALUATION OF RESULTS AND RESOURCES USED 2.1. Environment of DG External
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