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Document 52012DC0376
REPORT FROM THE COMMISSION TO THE EUROPEAN PARLIAMENT AND THE COUNCIL ON THE DEVELOPMENT OF THE VISA INFORMATION SYSTEM (VIS) IN 2011 (submitted pursuant to Article 6 of Council Decision 2004/512/EC)
REPORT FROM THE COMMISSION TO THE EUROPEAN PARLIAMENT AND THE COUNCIL ON THE DEVELOPMENT OF THE VISA INFORMATION SYSTEM (VIS) IN 2011 (submitted pursuant to Article 6 of Council Decision 2004/512/EC)
REPORT FROM THE COMMISSION TO THE EUROPEAN PARLIAMENT AND THE COUNCIL ON THE DEVELOPMENT OF THE VISA INFORMATION SYSTEM (VIS) IN 2011 (submitted pursuant to Article 6 of Council Decision 2004/512/EC)
/* COM/2012/0376 final */
REPORT FROM THE COMMISSION TO THE EUROPEAN PARLIAMENT AND THE COUNCIL ON THE DEVELOPMENT OF THE VISA INFORMATION SYSTEM (VIS) IN 2011 (submitted pursuant to Article 6 of Council Decision 2004/512/EC) /* COM/2012/0376 final */
REPORT FROM THE COMMISSION TO THE
EUROPEAN PARLIAMENT AND THE COUNCIL ON THE DEVELOPMENT OF THE VISA INFORMATION
SYSTEM (VIS) IN 2011
(submitted pursuant to Article 6 of Council Decision 2004/512/EC) TABLE OF CONTENTS REPORT FROM THE COMMISSION TO THE EUROPEAN
PARLIAMENT AND THE COUNCIL ON THE DEVELOPMENT OF THE VISA INFORMATION SYSTEM
(VIS) IN 2011 (submitted pursuant to Article 6 of Council Decision 2004/512/EC)................................................................................................................ 2 1........... Introduction................................................................................................................... 4 2........... Legal framework for the VIS.......................................................................................... 4 3........... Progress during the period under
review.......................................................................... 4 3.1........ Development and testing of the
central system................................................................. 4 3.2........ Development of the Biometric
Matching System (BMS).................................................. 5 3.3........ VIS Mail communication mechanism............................................................................... 5 3.4........ Site Preparations and Network....................................................................................... 5 3.5........ Handover of the central system to
the French authorities (C.SIS)..................................... 6 3.6........ Member States' National Planning................................................................................... 6 3.7........ Start of operations of the VIS in
North Africa.................................................................. 7 3.8........ Start of operations of the VIS in
regions other than North Africa...................................... 7 3.9........ Statistics......................................................................................................................... 8 4........... Contract for the Maintenance of
the VIS under Working Order and Evolutive Maintenance (MWO/EM) 9 5........... Information campaign...................................................................................................... 9 6........... Project management..................................................................................................... 10 6.1........ Planning and budget...................................................................................................... 10 6.2........ Risk management.......................................................................................................... 10 7........... Friends of the VIS........................................................................................................ 10 8........... Conclusion................................................................................................................... 11 9........... Annex: VIS working groups.......................................................................................... 12 9.1........ SISVIS Committee....................................................................................................... 12 9.2........ VIS National Project Managers
(NPM) meetings.......................................................... 12 9.3........ Test Advisory Group (TAG)......................................................................................... 12 9.4........ VIS Mail Expert Group (VIS MEG)............................................................................. 12 1. Introduction The Commission, in accordance with Article
6 of Council Decision 2004/512/EC of 8 June 2004 establishing the Visa
Information System[1],
herewith submits to the Council and the European Parliament the eighth progress
report on the development of the Visa Information System (VIS)[2]. The report covers the work
carried out by the Commission between January and December 2011. 2. Legal
framework for the VIS Pursuant to Article 48 of the VIS
Regulation[3],
the European Commission adopted on 21 September 2011 an Implementing Decision
determining the date from which the Visa Information System (VIS) is to start
operations in a first region (2011/636/EU).[4] The date chosen was 11 October
2011 (see section 3.7). Commission Regulation No 977/2011 of 3
October 2011 amending the Visa Code was also adopted during the reporting
period[5]. No other legal instruments concerning the
VIS were adopted in 2011. 3. Progress
during the period under review 3.1. Development
and testing of the central system During the reporting period, two testing
phases were successfully completed, the first of which involved seven participating
countries and the second involved 16 of them (the same seven and nine
additional ones).[6]
The two testing phases were completed later than originally scheduled, but
still within the reporting period, due to re-runs of some tests that proved the
stability and robustness of the system. In the end, both series of tests were
determined to have met the contractual requirements. The system actually started operations on
11 October 2011 in the visa-issuing consular posts of the Schengen states in
North Africa (Algeria, Egypt, Libya, Mauritania, Morocco and Tunisia). In
accordance with the amended Schengen Borders Code[7], twenty days after the start of
operations, i.e. on 31 October 2011, Member States started checking all visas
against VIS at least with the visa sticker number at all Schengen
border-crossing points. On 19 December 2011, Liechtenstein joined
Schengen and was successfully connected to the VIS. 3.2. Development
of the Biometric Matching System (BMS) Throughout the
reporting period, the Biometric Matching System (BMS), which provides
fingerprint matching services to the VIS, has been supporting the VIS
Operational System Tests (OST) and Provisional Acceptance Tests (PSAT) without
encountering problems. The BMS became
operational together with the VIS on 11 October 2011. The Final System
Acceptance period of five months started on the following day. In the period between 11 October 2011 and
31 December 2011, the BMS stored a total of 170.138 fingerprint sets. A large
majority of these fingerprints were submitted by France, Germany, Italy and Spain.
Member States continued to use the software kits provided by the BMS contractor
for their fingerprint capturing devices. Some Member States significantly
improved fingerprint quality in the first months. The quality of fingerprints
submitted by some Member States still needs improvement, though. Member States
have also started verifying fingerprints at border crossing points, which is
optional during a transitional period of three years in accordance with the
Schengen Borders Code. 3.3. VIS
Mail communication mechanism Two major milestones were reached during
the reporting period as regards VIS Mail. The first one is the start of
operations with the consular posts present in this region exchanging a limited
number of consular cooperation messages on the production infrastructure of the
VIS Mail. The second major milestone is the finalisation of the specifications
for the VIS Mail phase 2. In this phase, which will start after the VIS is rolled-out
worldwide, VIS Mail will incorporate the functionality of the Schengen
Consultation Network. The procedure for the adoption of an Implementing
Commission Decision for the specifications was initiated towards the end of the
reporting period. On 9 December 2011 the SISVIS Committee in its VIS formation
gave a positive opinion on the draft specifications. The Decision is expected
to be adopted in the course of 2012 (see section 9.1). 3.4. Site
Preparations and Network Romania was connected to the sTESTA network
during the reporting period and Liechtenstein began to access the production environment
in late December 2011. The main activities related to the network during the
reporting period were (a) securing the operations of the optional
"failover mechanism" from the primary site to the backup site; (b) providing
a Network Time Protocol server for time synchronisation between the central and
the Member State sites; (c) refreshing the network technology, which enhanced
the robustness of the encryption devices; (d) testing the VIS Mail Relay; (e) providing
C.SIS staff with a communication infrastructure for their interactions with the
Member States; (f) providing a Web Portal containing a detailed view of the
state of the Network, available for C.SIS staff for their monitoring
activities; and finally (g) monitoring the VIS Network during the critical
testing phases prior to and immediately after the VIS start of operations. The “failover mechanism” allows Member States
with a backup national system to ensure the continuity of operations in case
the national system fails. The "failover exercise" was successfully
completed by a total of twelve Member States by the end of 2011. The exercise
will continue in 2012 for the other Member States interested in implementing
this solution. 3.5. Handover
of the central system to the French authorities (C.SIS) Following the successful completion of all
testing phases, the central system was gradually handed over to the French
authorities in Strasbourg (C.SIS) over a three-week period in September 2011.
This process included various technical activities on the VIS and BMS, such as
a cleanup of the database and rehearsals of various operational procedures (e.g.
switchover/switchback, stop/start). During a
transitional period before the Management Authority (the European Agency for
the management of large-scale IT systems in the area of justice, freedom and
security) takes up its responsibilities as from 1 December 2012, the Commission
will be responsible for the daily operational management of the system. In line
with the VIS Regulation, the Commission may entrust the operational management
of the VIS to national public-sector bodies in two different Member States. A
contract has been concluded with the national authorities of France for the
provision of services related to operational management. Contracts have also
been concluded with France and Austria concerning infrastructure at the central
site in Strasbourg and the back-up site at St Johann im Pongau respectively. 3.6. Member
States' National Planning Apart from the
availability of the central VIS, the key dependency for the system becoming
operational was the progress in the national projects. Through the
monthly reporting mechanism developed in the context of the Friends of the VIS
(see section 7), all Member States consistently reported their progress
as being on time to achieve the target date for the start of operations in the
first region of deployment (North Africa). As regards
compliance testing (CT) of the national systems, the Czech Republic and Greece successfully
completed their tests during the first part of the reporting period, thereby
closing the cycle of compliance testing with all Schengen countries. As it was the case in 2010, visits were
organised in North Africa in 2011 to obtain "on-site" information
about the level of preparedness in Member State consulates, especially as
regards their capacity to collect and transmit biometric data of visa
applicants to the VIS. In early October 2011, representatives of the Commission
and of the Member State holding the Presidency of the Justice and Home Affairs
Council configuration travelled to Tunisia (Tunis), Morocco (Casablanca and
Rabat) and Libya (Tripoli) to attend Local Schengen Cooperation meetings and to
visit local consular installations. In total, ten consular posts were visited;
this resulted in concrete legal and technical recommendations for consular
staff . 3.7. Start
of operations of the VIS in North Africa Political and legal aspects During the "Friends of the VIS"
meeting on 16 March 2011, several Member States stated that, while they would
be technically ready to connect to the VIS at the end of June 2011, they would
prefer to start operations in North Africa[8]
after the peak visa issuance period during the summer and the changeover of
consular staff. A consensus emerged to start operations on 11 October 2011. Article 48 of the VIS Regulation provides
that the Commission adopts a Decision determining the date of the start of
operations when a) the Commission has declared the successful completion of a
"comprehensive" test of the VIS with Member States, and b) when all
Member States have notified the Commission of their readiness to transmit data
to the central system via their national interface and to connect to the VIS at
their consulates in the first region of deployment. As regards the first
prerequisite, the Commission and the Member State experts considered on 7 July
2011 that a comprehensive testing of the system with Member States was successfully
completed. A letter from Commissioner Malmström and the results of the tests
were sent to the European Parliament on 7 October 2011. As regards the
second prerequisite, Member States were invited to submit their notifications
of readiness by the end of July 2011. The first notification was submitted on 5
July 2011 and the last one on 2 September 2011. These two
achievements enabled the Commission to adopt on 21 September 2011 an
Implementing Decision determining the date from which the Visa Information
System (VIS) was to start operations in a first region.[9] Operational aspects On 11 October 2011, all Member States
successfully connected to the VIS in North Africa. Sweden was the first Member
State with a registered transaction at 06.00 UTC. On the first day, minor technical
issues at national level were solved almost immediately. Germany was the first
country to issue a visa with fingerprints. As from 31 October 2011, Member States
started checking the visa sticker number against the VIS at their external
border crossing points, as foreseen by the Schengen Borders Code. 3.8. Start
of operations of the VIS in regions other than North Africa A number of Member States made use of the possibility
foreseen by Article 48(3) of the VIS Regulation to go ahead with the roll-out
of the VIS in regions other than the first region, on the condition that they
notify the Commission beforehand. Hungary notified on 30 June 2011 that in
the framework of a pilot project co-financed under the External Borders Fund
(EBF), it would start collecting visa applicants' fingerprints and using the
VIS in Istanbul, Ankara and Chisinau as from 11 October 2011. Switzerland notified on 12 July 2011 that it
would start using the VIS, without collecting fingerprints, within the Swiss territory
and for the issuance of visas at the external border crossing points, as from
11 October 2011. Estonia notified on 15 September 2011 that it
would start using the VIS with the collection of applicants' fingerprints for
the issuance of visas at the external border crossing points as from 11 October
2011. Estonia also notified on 6 October 2011 its intention to start using the
VIS without collecting the fingerprints in all consulates as from 11 October
2011. Belgium notified on 7 October 2011 that it would
start using the VIS without collecting fingerprints in all consulates as from
11 October 2011 (except for Conakry where Belgium started on 1 November 2011). Two Member States sent a notification to
the Commission after having started VIS operations outside North Africa. For
instance, Germany notified on 12 October 2011 that it had started using the VIS
with the collection of fingerprints for the issuance of visas at the borders on
11 October 2011. Iceland started using the VIS for the issuance of visas at its
borders as from 11 October 2011 – the notification was received on 17 October
2011. Although no specific problem arose, the Commission subsequently asked all
Member States to inform well in advance of their intention to roll-out the VIS
ahead of any legally determined date. The Commission also asked Member States
to always liaise well in advance with the EU Delegations in the countries
concerned and to take all appropriate measures to inform visa applicants and
local authorities, especially if they plan to collect visa applicants'
fingerprints. Finally, Poland notified on 19 October 2011
that it would use the VIS in Baku, Yerevan and Kuala Lumpur, with the
collection of biometric data in the framework of a pilot project co-financed
under the EBF. The pilot project started on 26 October 2011 and is expected to
end on 31 May 2012. 3.9. Statistics By the end of the reporting period, the VIS
had successfully processed 299.648
visa applications, of which 229.124 resulted in Schengen visas issued, while 33.451
visas were refused. These figures concern the use of VIS in North Africa as
well as in other parts of the world for the Member States indicated in the
previous section. In terms of impact on multiple
visa applications by the same person, by the end of the reporting period 468
cases of potential visa shopping – in which refused
applicants lodged a new visa application - were
detected in the VIS. One of these cases concerns five visa applications lodged
by the same person in different consular posts. Two cases concern four
applications and seven cases concern three applications. The remaining 458
cases contained two applications each. In one case, three different consular
posts were involved over a period of four weeks and were able to link the
applications together. 4. Contract
for the Maintenance of the VIS under Working Order and Evolutive Maintenance (MWO/EM) In order to cater for the technical
maintenance of the VIS under working conditions and to improve the performance
of the system over time, taking into account the increasing amount of data that
will be inserted in the VIS in the coming years, the Commission launched a call
for tender for the "Maintenance in Working Order (MWO) and the Evolutive
Maintenance (EM)" of VIS on 14 July 2011. By the end of the reporting
period, the following steps of the process had been completed: reception of initial first-stage applications by six
candidates (2 September 2011); selection of five candidates for the technical
evaluation stage and submission of the tendering technical specifications to
the candidates (mid-October 2011); submission of the technical offers by the
candidates (23 December 2011). 5. Information
campaign In cooperation with an external contractor
and in consultation with Member States, the Commission produced information
material in English, French, German, Spanish, Arabic, Chinese and Russian to be
used by Member States and the Commission for the information campaigns prior to
the start of operations of the VIS and thereafter. The material was distributed
to the Member States during the summer of 2011. In addition, a video was produced explaining
the new visa procedures under the VIS. This video was available in several
languages and was released to the European news portals and the Member States. Finally, the website of Directorate-General
Home Affairs was updated on 11 October with all VIS-related information. Shortly after the adoption of Decision
2011/636/EU,[10]
Directorate-General Home Affairs invited the Ambassadors in Brussels of Algeria,
Egypt, Morocco, Mauritania, and Tunisia. The purpose was to provide them with
detailed information on the VIS start of operations for transmission to their
authorities. Questions raised by the Ambassadors included the scope of the
exemptions from the fingerprinting requirement and outsourcing. An information
note was sent to the Ambassadors after the meeting. Following these meetings, EU Delegations in
the region took steps to inform North African authorities locally in
consultation with Member States through local Schengen cooperation. The Head of
the EU Delegation in Egypt met with local authorities on 26 September 2011, accompanied
by the Ambassadors of Germany, France, Italy and Poland. A meeting was also
organised with the Egyptian business community at the German Embassy on 29
September 2011 as well as a press conference at the French Embassy on 4 October
2011. As for Libya, Commission representatives travelled to Tripoli on 27 to 29
September 2011, i.a. to meet with representatives of the Libyan Ministry
of Foreign Affairs and to inform on the VIS go-live. Finally, in Morocco and
Algeria, the EU Delegations sent a note to the local authorities. Two press events were organised on the day
of the start of operations. In Brussels, a technical briefing followed by a
press point by Commissioner Malmström's spokesperson was held. In Warsaw,
Commissioner Malmström together with the Polish Minister of Interior held a
press conference to announce the successful launch of the VIS. 6. Project
management 6.1. Planning
and budget The total available commitment appropriations for the VIS in 2011
amounted to EUR 31.2 million of which 95.06 % were used. Due to the reduced
test support services and the shift of the payments linked to the final system
acceptance to 2012, only 79.49 % of the payment commitments were used. The
budget line for VIS is 18.0205. VIS || Available CA || Execution CA || Total % || Available PA || Execution PA || Total % C1 (credits from VIS Financing Decision 2011) || € 21 200 000,00 || € 3 456 723,74 || || € 27 486 195,00 || € 22 037 191,85 || C4 (credits from contributions IS, NO, CH 2011) || € 1 298 209,85 || || || € 1 298 209,85 || 0,00 || C5 (credits from contributions IS, NO, CH 2010) || € 8 703 298,00 || € 8 703 298,00 || || € 4 115 456,44 || € 4 115 456,44 || Global Commitment || || 17 500 000 || || || || Total || € 31 201 507,85 || € 29 660 022 || 95,06% || € 32 899 861,29 || € 26 152 648,29 || 79,49% 6.2. Risk
management The methodology for risk management
remained unchanged during the reporting period. Each month the Commission
identified the most important risks in the project (at central and national
level) and presented them to Member States at the monthly VIS National Project
Managers' meetings. In this task, the Commission was assisted by its Quality
Assurance contractor. As in the previous year, risks were also
discussed in the context of the Friends of the VIS. The Commission worked
together with the two Member States holding the Presidency of the Justice and
Home Affairs Council formation to assess the main risks and to categorise them
according to their impact on the project. Actions were identified for each risk
in order to mitigate them. The Commission maintained a high-level register and
followed up the implementation of actions. At the end of 2011, the most critical risks
identified were the following: a) system capacity being consumed quicker than
foreseen due to Member States rolling out to other regions ahead of the planned
gradual rollout; b) handover of the central VIS from the C.SIS to the EU Agency
responsible for the management of IT systems, and c) fingerprint quality during
operations. For all risks, mitigation actions are identified and the
Commission, Member States, and the Main Development Contractor work closely
together to limit the impact of these risks on the overall project. 7. Friends
of the VIS The Friends of the VIS met eight times
during the reporting period – four times in the first semester and four times
int the second one. As in the previous years, the high-level informal meetings
provided a forum in which discussions could be held transparently on all
VIS-related matters. The agenda was set by the Member State holding the Presidency
of the Justice and Home Affairs Council formation in coordination with the
Commission and the General Secretariat of the Council. The topics generally
included a technical update by the Commission on the VIS state of play, a
report on risks and the results from the reporting mechanism on national
progress. Particular attention was put on the
monitoring of national progress in the first region of deployment as well as
the preparation of the information campaign. In the second part of the
reporting period, the questionnaires on national progress were updated by the Member
State holding the Presidency of the Justice and Home Affairs Council formation
to also cover preparations in the Near East and the Gulf Region. The objective
was to assess the technical readiness of Member States, as well as their
intention to start using the VIS in these regions following the start of
operations in North Africa. The collection of these data enabled Poland
to launch a discussion on the total duration of the worldwide roll-out. The
discussion will continue in 2012. It must be noted that the overall quality of
the answers provided by Member States improved during the reporting period. In
some cases, however, discrepancies appeared between information on preparations
in North Africa and the official notifications of readiness in this region
transmitted to the Commission. This was due to different interpretations of the
notifications and did not, ultimately, cause any problems. In parallel to the questionnaires on the
consular posts, Member States were asked to provide regular updates on their
preparations at external border crossing points and on their readiness to use
the VIS at borders for the purpose of issuing visas. Here again, the quality of
answers improved during the reporting period and allowed for a useful
monitoring of the situation. Denmark, which holds the Presidency in the
first semester of 2012, has decided to continue using this reporting mechanism.
8. Conclusion The year was
characterised by the successful start of operations of the system in North
Africa on 11 October 2011 with all participating countries. The VIS has
been running smoothly since its start of operations and all available
statistics demonstrate that Member States are making full use of the system.
The VIS has also proven its usefulness in detecting multiple visa applications
by a single person at two or more consulates. The Commission
has informed the LIBE Committee of the European Parliament on a regular basis
regarding the development and state of play of the VIS project and will
continue to do so in the future. 9. Annex:
VIS working groups 9.1. SISVIS
Committee The SISVIS Committee in the VIS formation[11] met twice in 2011, on 23 June
and 2 September. During the first meeting, the Commission presented a non-paper
on the determination of further regions for the roll-out of the VIS, which had
already been presented at the occasion of the Friends of the VIS meeting on 20
June 2011. Following the positive reception by the Committee, the Commission will
proceed with the adoption of the Decision. During the second meeting of the Committee,
the Commission and the delegates discussed the draft technical specifications
for the VIS Mail communication mechanism. The draft Implementing Decision was afterwards
received positively by the Committee by written procedure. The Commission
started its internal procedures for adoption of the decision. Both decisions are
expected to be adopted in 2012. 9.2. VIS
National Project Managers (NPM) meetings During the reporting period, the Commission
convened ten expert group meetings with the Member States’ National Project
Managers (NPM), to discuss the status of the VIS project, detailed technical
issues, planning issues, risks and activities at central and national project
levels. 9.3. Test
Advisory Group (TAG) Due to the intensive testing activities, the
TAG, an advisory working group of the SISVIS Committee (VIS formation), met
frequently, or held conference calls, during the reporting period. The TAG
ensured a structured process to address and resolve testing-related issues and
advised the Commission on the completion of VIS testing campaigns. The participants
made recommendations on the testing of VIS during all test phases, especially
those in which Member States participated directly. 9.4. VIS
Mail Expert Group (VIS MEG) The group met on a monthly basis throughout
the reporting period with the aim to support the implementation of the VIS Mail
communication mechanism. For 2012, it was agreed that the group would meet
every two months. The work of the Commission and the Member States on VIS Mail
is carried out in cooperation with the Network Contractor and is supported by
the Support and Quality Assistance Contractor. [1] OJ L 213 of 15.6.2004, p. 5. [2] For the seventh report, see the Report from the
Commission to the Council and European Parliament on the development of the
Visa Information System (VIS) in 2010, COM(2011) 346 final of 14.06.2011. [3] Regulation (EC) No 767/2008 of the European
Parliament and of the Council of 9 July 2008 concerning the Visa Information
System (VIS) and the exchange of data between Member States on short-stay visas
(VIS Regulation) – OJ L 218 of 13.08.2008, p.60 [4] Commission Implementing Decision of 21 September 2011
determining the date from which the Visa Information System (VIS) is to start
operations in a first region (2011/636/EU), OJ L 249, 27.9.2011, p.18 [5] OJ L 258, 4.10.2011, p. 9. [6] The first test (Operational System Tests – OST)
involved Germany, Estonia, Italy, Hungary, Slovenia, Sweden and Norway. The
second test (Provisional System Acceptance Tests – PSAT) involved the above
countries as well as Spain, France, Latvia, Lithuania, Poland, Portugal,
Slovakia, Finland and Switzerland. [7] Regulation (EC) No 81/2009 of the European Parliament
and of the Council of 14 January 2009 amending Regulation (EC) No 562/2006 as
regards the use of the Visa Information System (VIS) under the Schengen Borders
Code, OJ L 35, 4.2.2009, p.56 [8] Pursuant to Commission Decision 2010/49/EC of 30
November 2009 determining the first regions for the start of operations of the
Visa Information System (VIS), OJ L 23, 27.1.2010, p. 62, the first three
regions for the start of operations of the VIS are North Africa, the Near East
and the Gulf Region. North Africa covers Algeria, Egypt, Libya, Mauritania,
Morocco and Tunisia. [9] See footnote 4. [10] See footnote 4. [11] Established by Article 51(1) of Regulation (EC)
No 1987/2006 of the European Parliament and of the Council of
20 December 2006 on the establishment, operation and use of the
second generation Schengen Information System (SIS II), OJ L 381, 28.12.2006,
p. 4.