Council of the European Union Brussels, 27 March 2019 (OR. en) 7886/19 LIMITE DAPIX 120 ENFOPOL 138 ENFOCUSTOM 58 CRIMORG 41 JAI 334 CH 24 FL 28 N 21 ISL 19 NOTE From: French and German delegation To: Working Party on Information Exchange and Data Protection (DAPIX) No. prev. doc.: 6495/19 Subject: Information Management Strategy (IMS) action No 2 Action EPRIS-ADEP - final evaluation report ADEP Technology - Services and Applications Delegations will find in annex the complete final evaluation report of the EPRIS-ADEP pilot project dealt with in the framework of the Information Management Strategy (IMS). In order to further discuss the topic, delegates are kindly invited to send comments and questions related to the report or to EPRIS-ADEP in general until 03 May 2019 to the German lead ([email protected]) with [email protected] in cc. 7886/19 GB/mr 1 JAI.1 LIMITE EN ANNEX 7886/19 GB/mr 2 ANNEX JAI.1 LIMITE EN Evalvd t1on report of EPRIS-ADEP pilot Content • 1 Execlltive summary of the pilot project .................................................. 3 2 Objectives ............................................................................................ 8 2.1 Overall objective of the pi lot project -····-·-··-·····-·-·-·-· -··-·-·-··-·-·· ·- -··-·- ····-·- ·-··-·- 8 2.2 Objectives of the pilot partners ..................................................................... 8 3 Details about the pilot project ............................................................. 13 3.1 Communication strategy .............................................................................. 13 3.2 Organisation ............................................................................ ....................14 3.2.1 Pilot participants ......................... ·--·· --···-·-··-····--·-·-· --- ··-·-·- -·-·-···--· .................14 3.2.2 Overall project organisation ......................................................................... 15 3.2.3 National project structures ...........................................................................16 3.3 Internal and external project communication ............................................... 17 3.4 Project period .......................... .................................................................... 17 3.5 Milestone plan ............................................................................................. 18 3.6 Legal basis for the pilot ................................................................................19 3.7 Overview ADEP-Technology ........................................................................ 19 3.7.1 ADEP infrastructure .....................................................................................19 3.7.2 EPRIS-ADEP software ................................................................................. 20 3.8 Euro pal's services for the pilot. ........ ·-··-·-·-··--···--·-·-· ----·-···-··-·-·· ----···-· --·-·-·-··- 22 3.8.1 EON (Euro pal Operations Network) ............................................................ 22 3.8.2 Europa( as a pilot participant ........................................................................ 23 4 Approach of the pilot project ............................................................... 24 4.1 Activities ..................................................................................................... 24 4.1.1 Main activities of the pilot project .................... ........................................... 24 4.1.2 Activities of the pil ot partners········-· -··-·-·-··-·-·· -·-····-·-··-·-·-··-·····-·····-····-···· .. 25 4.1.3 Risk management ........................................................................................ 27 4. 2 Testing and evaluation ................................................................................ 28 4.2.1 Test levels ................................................................................................... 29 4.2.2 System integration tests (SIT) ..................................................................... 29 4.2.3 Business acceptance test (BAn ......... ....................................... .................... 30 4.2.4 Test and collaboration tools ····· ·-······-····-·-··-······-··-·-·-··-·-················-····-···-····Jl 5 Results of the pilot project ................................................................... 33 5.1 Results of the evaluation .............................................................................. 33 5.1.1 Main results of the local tests ....................................................................... 33 5.1.2 Main results ofthe connectivity tests ........................................................... 33 5.1.3 Main results of t he SIT.. ...... ...... .................................................................... 34 5.1-4 Main results of the BAT ................................................... ............................. 34 5.2 Potentials of the EPRIS-ADEP approach ...................................................... 36 5.2.1 Cost effici ency .............................................................................................. 36 5. 2.2 Process optimisation .......... .......................................................................... 37 l 7886/19 GB/mr 3 ANNEX JAI.1 LIMITE EN DRAFT Evaluation report of El'RIS·ADEI' 1>1lot • 5.2.3 Easy ADEP integration ................................................................................. 37 5.2.4 Easy EON connectivity ................ ................................................................. 38 5.2.5 High level of usability (end-user acceptance) ............................................... 38 5.3 List of deliverables ....................................................................... ................ 38 5.4 Lessons learned .... ....................................................................................... 41 5.4.1 Project organisation, management and monitoring ..................................... 42 5.4.2 Financial management ................................................................................ 43 5.4.3 Deployment management ........................................................................... 44 5.4.4 Test management .................. ...................................................................... 44 6 Next steps... ....................................................................................... 46 6.1 Follow-up project 'ADEP 2' ..........................................................................46 6.1.1 Roadmap ..................................................................................................... 46 6.1.2 Establishing central services at Europol ....................................................... 47 6.2 Nationa I activities ........................................................................................ 49 6.2.1 France's planned activities ........................................................................... 49 6.2.2 Germany's planned activit ie s ...... ................................................................. 49 6.2.3 Finland's planned activities .......................................................................... 50 6.2.4 Spain's planned activit ies ............. ......... .............................. .. ....... ................ 51 6.2.5 Ireland's planned activities ..... ...................................................................... 51 7 Miscellaneous lists ...............................................................................52 7.1 List of abbreviations ..... .. ............................................................................. 52 7.2 References and related documents ....... ....................................................... 53 7.3 List oftab les ................ ............................................................................... 54 7.4 List offigu res .......... ..................... ................................................................ 54 2 7886/19 GB/mr 4 ANNEX JAI.1 LIMITE EN Evaluation report of EPRIS·ADEP pi lot • Executive summary of the pi lot project 1 Executive summary of the pilot project Basic data of the pilot project ADEP (Automation of Data Exchange Processes) is the name of action 2 of the 51h Information Management Strategy (IMS) action list of the Working Party on Information Exchange and Data Protection (DAPIX). Within the project 'ADEP Pilot Implementation and Evaluation by MS' the European Police Records Index System (EPRIS) has been piloted. The pilot led by France has been funded by the European Commission with an amount ofi.5 m illion eu ros for the period from the 1" of July 2017 to 31" of December 2018. In addition to France, Finland, Germany, Ireland and Spai n participated in this pi lot project, as well as Europol'. Three countries were associated as observers: Hungary, Belgium and Austria2 . Business object ofthe pilot According to the project-specific communication strategy (see chapter 3.1), this project is also called 'EPRIS-ADEP'. The scope of EPRIS-ADEP is the automation of presently manual and therefore labour and t ime-consuming processes for identifying whether certain law-enforcement-related data is available in one or several Member States (MS) in order to enable and facilitate the subsequent bilateral or mult ilateral information exchange. The pilot project aimed at creating a technical system for cross­ checking index databases provided by each participant, containing an extract