June 2015

Consolidated Annual Activity Report of EASO 2014

European Asylum Support Office

SUPPORT IS OUR MISSION

Consolidated Annual Activity Report of EASO 2014

European Asylum Support Office

July 2015

The report was adopted by the Management Board on 6.07.2015

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CONTENT

List of abbreviations ...........................................................................................................................7 Management Board analsysis and assessment ....................................................................................8 Introduction ......................................................................................................................................8 Executive Summary ............................................................................................................................9 PART I ACHIEVEMENT OF THE YEAR .................................................................................................. 11 1. Setting the scene: relevant developments in 2014 .................................................................... 11 2. EASO priorities in 2014 ............................................................................................................. 13 3. EASO’s achievements in 2014 by area of activity ....................................................................... 13

3.1 Permanent Support _________________________________________________________ 13 3.1.1 Training ................................................................................................................... 13 3.1.2 Quality support ....................................................................................................... 15 3.1.3 Country of Origin Information (COI) ....................................................................... 16 3.1.4 EASO specific programmes ..................................................................................... 18 3.1.5 Reception ................................................................................................................ 20 3.1.6 EASO list of available languages ............................................................................. 20

3.2 EASO special support ________________________________________________________ 20 3.2.1 Support to Member State with specific needs ...................................................... 20 3.2.2 Relocation ............................................................................................................... 22 3.2.3 Task Force Mediterranean ...................................................................................... 22

3.3 EASO emergency support _____________________________________________________ 23 3.3.1 Operating Plan to Greece ....................................................................................... 23 3.3.2 Operating Plan to Bulgaria ...................................................................................... 24 3.3.3 Preparedness for emergency support .................................................................... 25

3.4 EASO information and analysis support _________________________________________ 25 3.4.1 Information and Documentation System (IDS)....................................................... 26 3.4.2 Annual Report on the Situation of Asylum in the EU 2013 .................................... 27 3.4.3 Early warning and Preparedness System (EPS) ...................................................... 27

3.5 EASO third country support ___________________________________________________ 28 3.5.1 Resettlement ........................................................................................................... 28 3.5.2 External dimension and capacity-building in third countries ................................. 29

4. EASO’s framework and network ............................................................................................... 29 4.1 Cooperation with the European Commission, the Council of the EU and the European Parliament ______________________________________________________________________ 29 4.2 Cooperation with UNHCR and other international organisations _____________________ 31 4.3 Cooperation with the associate countries ________________________________________ 31 4.4 Cooperation with the EU Agencies _____________________________________________ 32 4.5 Consultative Forum _________________________________________________________ 33 4.6 Internal and external communication ___________________________________________ 34

4.6.1 List of EASO publications in 2014............................................................................ 36 4.7 Management Board _________________________________________________________ 37 4.8 Major Developments ___________________________________ Error! Bookmark not defined. 4.9 Budgetary and financial management __________________________________________ 38 4.10 Initial 2014 budget, amendments and transfers ___________________________________ 38 4.11 Budget 2014 – Execution _____________________________________________________ 39 4.12 Budget execution of Income appropriations per fund source ________________________ 40 4.13 Budget execution of Commitment appropriations per fund source ____________________ 40

4.14 Budget execution of Payment appropriations per fund source _______________________ 41 4.15 Carry-over from 2014 to 2015 _________________________________________________ 42 4.16 Non-differentiated C1 appropriations carried-over from 2014 to 2015 _________________ 42 4.17 C4 appropriations carried-over from 2014 to 2014 _________________________________ 43

4.17.1 R0 appropriations carried-over from 2014 to 2015 .............................................. 43 4.17.2 Differentiated appropriations carried-over from 2014 to 2015 ............................. 43

4.18 Procurement _______________________________________________________________ 44 4.19 Human resources Management (HR) ___________________________________________ 44 4.20 Assessment by the Management _______________________________________________ 47 4.21 Assessment of aduit results during the reporting year ______________________________ 48

4.21.1 IAS audits................................................................................................................. 48 4.21.2 European Court of Auditors .................................................................................... 48

4.22 Audits Follow-Ups and Action Plans ____________________________________________ 48 4.23 Follow-up of observations from the Discharge Authority ____________________________ 49 PART II B- External Evaluation _______________________________________________________ 49 Part III: Assessment of the effectiveness of the internal control systems _____________________ 49 4.24 Risk Management __________________________________________________________ 49 4.25 Compliance and effectiveness of Internal Control Standards _________________________ 51

PART IV- Management Assurance ..................................................................................................... 53 ANNEXES ......................................................................................................................................... 54

Annex 1: Core Business Statistics_____________________________________________________ 54 Annex :Organizational chart ________________________________________________________ 76 Annex : Establishment Plan and additional information on Human Resources management _____ 76 Annex : EASO Final accounts 2014____________________________________________________ 77

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List of abbreviations AEAJ Association of European Administrative Judges AIP Asylum Intervention Pool APD Asylum Procedures Directive ATCR Annual Tripartite Consultations on Resettlement AST Asylum Support Team CEAS Common European Asylum System CEPOL European Police College COI Country of Origin Information EASO European Asylum Support Office EIGE European Institute for Gender Equality EMCDDA European Monitoring Centre for Drugs and Drug Addiction EMN European Migration Network ENPI European Neighbourhood and Partnership Instrument EPRA European Platform of Reception Agencies EPS Early warning and Preparedness System EU European Union eu-LISA European Agency for the Operational Management of Large-Scale IT Systems in the

Area of Freedom, Security and Justice EUROJUST The European Union’s Judicial Cooperation Unit EUROPOL European Police Office FRA European Union Agency for Fundamental Rights Frontex European Agency for the Management of Operational Cooperation at the External

Borders of the Member States of the European Union GDISC General Directors of Immigration Service Conference GPS Group for the Provision of Statistics IALN Inter-Agency Legal Network IARLJ International Association of Refugee Law Judges IDS Information Documentation System IGC Intergovernmental Consultations on Migration, Asylum and Refugees IOM International Organization for Migration JHA Justice and Home Affairs LGB Lesbian, Gay and Bisexual Persons MFF Multiannual Financial Framework MSPP Multiannual Staff Policy Plan NCP National Contact Point RDPPs Regional Development and Protection Programmes THB Trafficking of Human Beings UNHCR United Nations High Commissioner for Refugees

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Management Board assessment The Management Baord of EASO adopted by written procedure the Consolidated Annual Activity Report 2014 on 6 July 2015.

Introduction In 2015, following the Communication from the European Commission on the guidelines for the programming document for decentralized agencies (C(2014)9641) of 16 December 2014, EASO has for the first time prepared, in addition to the Annual General Report 2014, the Consolidated Annual Activity Report 2014. This Report is prepared in accordance with the new reporting requirements established by the Framework Financial Regulation (art.47).

The Consolidated Annual Activity Report is largely based on the template provided by the European Commission and it reflects the achievements of the Agency in 2014 and the resources used to that end. It also includes a declaration of assurance by the Executive Director, stating that the information contained in the report presents a true and fair view of whether the resources assigned to the activities have been used for the intended purpose in line with the principle of sound financial management and that the controls put in place give the necessary guarantees on the legality and regularity of the underlying transactions. A number of sections and annexes provide, extensive budgetary and financial management reports, the internal controls developed by the Agency, the internal and external audits performed during the year of reference and the final accounts 2014.

Part I (Policy Achievements) of the EASO Consolidated Annual Activity Report is based on the Annual General Report and provides a detailed account of the progress against the objectives and performance indicators identified in the EASO annual work programme 2014.

The Consolidated Annual Activity report was adopted by the Management Board of EASO on 6 July 2015 and was sent to the European Parliament, the Council, the Commission,

including the Internal Audit Service, and the Court of Auditors afterwards.

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Executive Summary The activities EASO has implemented in 2014 can be divided into five focus areas: permanent support, special support, emergency support, information and analysis support and third country support. Within its permanent support activities, EASO delivered 13 train-the-trainer sessions, organised 4 regional training sessions, developed one new training module and updated 4 modules, developed 2 training handbooks and an Annual Training Report based on the training cockpit, organised the Annual Didactic Seminar, 2 training National Contact Points meetings and initiated the process for the certification of the EASO training system. EASO’s work on quality of asylum processes and decisions included a thematic mapping on access to procedure, identification of persons with special needs and special procedures, the development of Practical Guides on Personal Interview and on Evidence Assessment, 3 thematic meetings, 8 working group meetings and a meeting of the national contact points on quality. EASO furthermore strengthened its cooperation with the members of the Courts and Tribunals organising an annual conference and 3 experts’ meetings and developing a practical tool on Article 15 (c) of the Qualification Directive. In the area of trafficking in human beings, EASO coordinated a report on “Joint Activities” developed by the Justice and Home Affairs Agencies to address THB from October 2012 to October 2014 and organised one expert meeting. An EASO practical cooperation conference on unaccompanied minors and 4 thematic meetings were organised and a publication on family tracing and the evaluation of the “EASO age assessment practice in Europe” publication were initiated. With regards to Country of Origin Information (COI), EASO further developed the COI portal which served 580 active users, created 4 new COI specific networks on Iran, Iraq, Russia and Afghanistan, organised 2 meetings and 4 training sessions for the National Common Portal Administrators, 2 meetings of the

Strategic COI Network and 13 country specific workshop and seminars. In addition, EASO produced 2 COI reports (on Somalia and on Chechnya) and a publication on “Tools and tips for online COI research”. Special support was provided to Italy, completing the implementation of the Special Support Plan which started in 2014, and, as from June 2014, to Cyprus. EASO organised a number of practical cooperation meetings on tools to provide support, contingency planning, relocation and reception. Furthermore EASO, in collaboration with other stakeholders, implemented 8 actions within the framework of the Task Force Mediterranean, including 6 pilot projects on joint processing of asylum applications and a pilot project on the phenomenon of facilitation of persons seeking international protection. EASO provided emergency support to Greece and Bulgaria completing the implementation of the respective Operating Plans. EASO organised 2 meetings of the Asylum Intervention Pool National Contact Points. In the area of information and analysis support, EASO published its 2013 Annual Report on the situation of asylum in the EU with inputs from approximately 40 stakeholders. In addition, EASO developed 3 quarterly asylum reports, 12 monthly asylum reports and 7 ad hoc reports. Moreover, EASO organised 2 meetings with the Group of Provision of Statistic (GPS), fully implemented the stage II of its Early warning and Preparedness System (EPS) and developed a proposal for EPS stage III. On third country support, EASO continued the implementation of its EASO External Dimension Strategy, particularly through the implementation of a European Neighbourhood and Partnership Instrument (ENPI) project with Jordan, Tunisia and Morocco. EASO established an External Dimension Network and organised 2 practical cooperation meetings. EASO participated in the Annual Resettlement and Relocation Forum on 25 September 2014 and a mapping of resettlement cycles in Member States was completed.

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With regard to EASO’s organisation and cooperation with stakeholders, EASO organised 3 Management Board meetings, signed a working arrangement with eu-LISA, held its 4th Consultative Forum meeting and consulted the civil society on various topics. In 2014 EASO chaired the network of the JHA Agencies, within which 3 contact group meetings and the Heads of JHA Agencies meeting were held. Various high level visits were organised, including hosting the UN High Commissioner for Refugees, Mr. António Guterres, and the European Commissioner for Home Affairs Ms. Cecilia Malmström. Finally, EASO strengthened its internal and external communication: a communication strategy was adopted, press releases and newsletters were regularly issued and an EASO info day was organised on 19 June 2014 in Member States and in the European Parliament. Finally, EASO organize 3 Joint Contact Committes meeting with the European Commission on the Qualification Directive, Dublin and the Asylum Procedure Directive In 2014 the external evaluation of EASO was launched.

EASO’s key results in 2014

117 meetings and workshops organised 2014 participants to meetings and workshops 1 new training module 4 training modules updated 100 contributions received from civil society 70 civil society organizations consulted EPS stage II fully implemented 6 pilot projects on joint processing and 1 pilot project on information gathering on the phenomenon of facilitation during the asylum determination process 4 operational support plans 34 publications 3 high level visits Chairmanship of the JHA Agencies network Working arrangement with eu-LISA concluded 3 Joint Contact Committee meetings organised with the European Commission

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PART I ACHIEVEMENT OF THE YEAR

1. Setting the scene: relevant

developments in 2014 The year 2014 saw an unprecedented increase of applications for international

protection in the EU+, which reached a total of 662,8251.

Figure 1: Fourth consecutive year of growth in asylum applicants in the EU+

Repeated applicants First Time Applicants

1 EASO Annual Report on the situation of asylum in the EU 2014 (linked to be added when published).

The year 2014 was also marked by important developments at the policy level in the area of

Justice and Home Affairs, with the election of the 8th European Parliament and the appointment of a new European Commission. In this framework EASO has devoted efforts to exchange views and coordinated, together with the other Justice and Home Affairs Agencies, the provision of evidence based input to the policy debate and decision-making process.

The Stockholm Programme and its Action Plan completed its five year period at the end of 2014. In this regard, the European Council adopted in its meeting of June 2014 strategic guidelines for legislative and operational planning for the coming years in

Picture 1: UN High Commissioner for Refugees at EASO Management Board meeting

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the JHA field2. In preparation for that meeting, the Council of the EU was requested to undergo a process of reflection and the Commission was invited to present contributions. As part of this process, the Council of the EU held several meetings to discuss the future of the JHA policies. On the other hand, the Commission adopted two Communications on 11 March 2014 on justice and home affairs entitled, respectively, “The EU Justice Agenda for 2020—Strengthening Trust, Mobility and Growth within the Union” (COM (2014) 144)3 and “An open and secure Europe: making it happen” (COM (2014) 154)4. EASO provided input to this process through a paper entitled “Implementing the CEAS in full. Translating legislation into action”5. Finally, the European Parliament adopted on 4 March 2014 a report6 on the midterm review of the Stockholm Programme.

According to the new guidelines, the overall priority is to consistently transpose, effectively implement and consolidate the legal instruments and policy measures in place. The objective is progress towards a trusted area of freedom, justice and security by better managing migration in all its aspects, by preventing and combatting crime and terrorism and by improving judicial cooperation across the Union. The newly appointed President of the European Commission, Mr Juncker, in its mission letter7 to the Commissioner for Migration, Home Affairs and Citizenship (Mr. Avramopoulos), in November 2014 called for an enhanced role for EASO and for the Common European

2http://www.consilium.europa.eu/uedocs/cms_data/docs/pressdata/en/ec/143478.pdf 3http://ec.europa.eu/justice/effectivejustice/files/com_2014_144_en.pdf 4http://ec.europa.eu/dgs/homeaffairs/elibrary/documents/basicdocuments/docs/an_open_and_secure_europe_-_making_it_happen_en.pdf 5 https://easo.europa.eu/wp-content/uploads/EASO-written-contribution-in-full1.pdf 6http://www.europarl.europa.eu/sides/getDoc.do?pubRef=-//EP//NONSGML+REPORT+A7-2014 0153+0+DOC+PDF+V0//EN 7http://ec.europa.eu/commission/sites/cwt/files/commissioner_mission_letters/avramopoulos_en.pdf

Asylum System to be fully implemented and operational.

The priorities set by the EU Institutions have underlined that in the field of asylum, responsibility and solidarity go hand in hand. In this sense, EASO is a key operational actor aiming at high common standards in practices and stronger cooperation, creating a level playing field whereby similar asylum cases are treated and decided in a similar way across the Union. Converging practices and common training will enhance mutual trust. To this end, in full compliance with its mandate, EASO in 2014 continued developing a common training programme adapted to the recast asylum acquis, and provided operational support and assistance to Member States’ asylum systems with identified specific needs, particularly to Bulgaria, Cyprus, Greece and Italy. Furthermore, EASO set up pilot projects on joint processing of asylum applications in Member States, facilitating quicker and more efficient processing of asylum applications, in full respect of the EU and the applicable national legal framework. EASO further strengthened its Early Warning and Preparedness System, which provides trends analysis reports to Member States on a monthly, quarterly and annual basis, examining the situation of asylum in the EU.

As regards the internal organisation, in 2014 EASO was still considered in its start-up phase; EASO was impacted by budgetary constraints, which resulted in a limited reduction of the initially foreseen human and budgetary resources. The staff population of EASO in 2014 reached 79 staff members and its budget amounted to 15 million EUR in commitment and in payment appropriations. In 2014 EASO external evaluation started and is expected to be finalized by July 2015.

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2. EASO priorities in 2014 In 2014, EASO focused on supporting Member States in the implementation of the five recast EU asylum legal instruments laying the foundations of the second phase of the CEAS: the Qualification Directive (Directive 2011/95/EU), the Dublin III Regulation (Regulation (EU) No 604/2014), the Reception Conditions Directive (Directive 2014/33/EU), the Asylum Procedure Directive (Directive 2014/32/EU) and the Eurodac Regulation (Regulation (EU) No 603/2014). EASO played a key role in supporting Member States in this process through a vast array of tools that are being developed to fulfil this purpose. In developing these tools, EASO has taken into account the existing best practices and practical cooperation measures to ensure complementarity and avoid duplication. Finally, EASO in 2014 implemented the measures foreseen by the Task Force Mediterranean. EASO’s priorities 2014

Supporting Member States’ implementation of the recast asylum package through training, practical cooperation activities, COI and quality reports. Further developing EASO’s early warning and preparedness system Providing operational support to Greece in line with the operating plan phase II and special support to Italy, Bulgaria and Cyprus Implementing the measures of the Task Force Mediterranean

3. EASO’s achievements in 2014 by area of activity

3.1 Permanent Support EASO’s permanent support to Member States aims at supporting the implementation of the CEAS and improving the quality of the asylum processes and systems. This support aims at promoting a consistent implementation of the CEAS within the EU and at sharing common knowledge and skills, organisation and procedures, information, resources and best practices. EASO permanent support consists of:

• EASO training; • Quality support; • COI; • Reception; • Specific programmes, such as EASO’s

cooperation with Member States’ and European courts and tribunals and activities with regard to unaccompanied minors, to the list of available languages and to cooperation on the prevention of trafficking in human beings.

3.2 Training EASO’s training results in 2014 179 participants in 13 train-the-trainer sessions organised in Malta 108 participants in 4 regional training sessions organised within the External Dimension strategy 2.533 participants in 179 national training sessions administered 1 new training module developed 4 modules updated 3 handbooks published (CEAS, Inclusion, Interview Techniques) Development of the certification system

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EASO’s training activities in 2014 supported Member States in developing further the skills and competencies of their staff through qualitative common training. EASO’s training contributed to the coherent implementation of the CEAS by supporting the establishment of common practices and procedures across the EU. In line with the framework created by the Training Strategy8 adopted in 2012, EASO followed a two-track approach: on one hand, EASO developed relevant training materials and, on the other hand, EASO organised training based on a train-the-trainer system. The EASO Training Curriculum9 covers core aspects of the asylum procedure by means of 14 interactive modules that follow a blended learning methodology, combining online e-learning and face-to-face sessions. In its work on training EASO closely collaborates with a pool of experts from Member States and Associate Countries. EASO performs regularly targeted consultations with international and civil society organisations in relation with training materials. Particular importance in this sense is the work of a training reference group established by EASO, consisting of

8 https://easo.europa.eu/wp-content/uploads/EASO-Training-strategy.pdf 9 https://easo.europa.eu/wp-content/uploads/BZ0413152ENC.pdf

representatives from the European Commission, UNHCR, the Odysseus Network and the European Council of Refugees and Exiles (ECRE) which play an important role in the training development process. In addition, meetings of the training national contact points took place in May and October 2014, while the annual didactic seminar was organised in October 2014.

In the course of 2014, 13 train-the-trainer sessions were delivered in the following modules: Inclusion, Interviewing Children, Drafting and Decision Making, Evidence Assessment, CEAS, Interview Techniques, Interviewing Vulnerable Persons, COI, Module for Managers, Dublin III Regulation (2 sessions), Asylum Procedure Directive and Exclusion. 179 trainees from 23 Member States participated in the Train-the-Trainers’ sessions (including 9 participants from EASO’s staff) and their average level of satisfaction was 80%. For the first time, and in order to facilitate a broader participation, EASO in 2014 organised regional trainings covering a combination of modules. 8 train-the-trainer sessions were delivered in 4 regional training sessions in Warsaw, Vienna, Brussels (in French) and Rome, one session within the EASO External Dimension was organised in Istanbul. Those sessions involved the participation of 108 asylum officers from

Picture 2: EASO train-the-trainer session

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Member States, from Western Balkan countries and from Jordan, Tunisia and Morocco (ENPI countries).

179 national training sessions were administered in 19 Member States, training 2533 officers.

Major efforts were dedicated in 2014 to broadening the usability of the EASO Training Curriculum by translating different modules in additional languages and by making them available on the e-learning platform. The module on Inclusion was translated in 8 languages, Evidence Assessment in 3 languages, Interview Techniques in 2, CEAS and interviewing Children into 1 language. 4 modules were updated and a Module for Managers was developed. Additionally EASO started working on the development of the module on Reception and further developed the module on “Gender, Gender Identity and Sexual Orientation”, both of which will be finalised in 2015.

Moreover, progress was made in the development of a certification for the EASO training. Meetings were held with the Sectorial Qualification Framework Expert Board and with external consultants to undertake the preparatory work to shift from Learning Objectives to Learning Outcomes, and thus, to reflect this revision in all EASO training curriculum modules.

EASO published handbooks on Inclusion, CEAS and Interview Techniques and developed the handbook on Interviewing Vulnerable Persons.

The aim of these training handbooks is to serve as a reference tool for those who have already completed the online and the face-to-face sessions of the respective training module. The handbooks accompany asylum practitioners in the course of their daily work by providing a summary of the key elements of the training material. The handbooks also serve as a tool to help learners retain the knowledge and skills acquired through the training. In their day-to-day work, they will be able to further reflect on the knowledge and develop the skills and competencies, acquired during the training. Finally, the first Annual

Training Report based on the training cockpit was completed. It provides key figures on the progress in the implementation of the EASO Training Curriculum and a compilation of EASO training country factsheets.

3.3 Quality support EASO’s quality support results in 2014

1 quality matrix mapping exercise 3 thematic meetings 8 working group meeting 3 practical cooperation tools initiated Annual meeting of Quality National Contact Points

EASO’s work in the field of quality aims at supporting the progressive establishment of quality processes and procedures in all Member States, as well as the further improvement of the quality of the asylum decisions.

The Quality Matrix, launched in 2012, intends to cover comprehensively all areas of the CEAS over a two-year period. The exercise will result in a database of good practices, quality mechanisms and practical tools, and quality projects and initiatives. The matrix will also enable EASO to identify Member States´ support needs. In 2014, the Quality Matrix focused on mapping the core aspects of the determining stage of the asylum procedures, i.e. Access to Procedure and Special Procedures (prioritization, accelerated procedures, border procedures, safe countries, admissibility procedures, subsequent applications and withdrawals). The findings of the quality matrix were also used in the Contact Committee meetings organised jointly with the European Commission. One quality meeting was organised back-to-back with a Contact Committee on the Asylum Procedures Directive.

As part of the Quality Matrix mapping exercise, EASO continued to build a List of Projects & Initiatives implemented in EU Member States since 2004. The list is intended as a comprehensive and permanent database of projects and initiatives which

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share the common goal of improving quality. It covers different aspects of the CEAS and is organised by themes including, for example, quality of the procedure, minors, country of origin information, reception conditions. It is developed and regularly updated with information provided by Member States and other relevant stakeholders.

3 thematic meetings were held during 2014 on Quality and Access to Procedure, Quality and Identification of Persons with Special Needs and Quality and Special Procedures. In addition, 8 Working Group (WG) meetings were organised to develop 3 new practical tools on on the Personal Interview10 , Evidence Assessment11 and on the Identification on Persons with Special Needs. A quality reference group composed of the European Commission, UNHCR, ECRE as well as ad hoc members from the civil society depending on the topic considered was also established to contribute to the development of such tools. Finally, the Annual meeting of the Quality National Contact Points took place in December with 20 participants from 18 Member States, UNHCR and the European Commission.

3.4 Country of Origin Information (COI) EASO’s COI results in 2014

115 participants in all 7 COI networks 4 new networks established (Iran, Iraq, Russia and Afghanistan) 16.100 documents and 5 national databases linked via the COI portal 580 users of the COI portal 2 COI reports and 1 practical guideline published EASO’s work in the field of Country of Origin Information (COI) aims at developing a comprehensive EU COI system, by raising and harmonising standards together with Member States and the European Commission via a

10 https://easo.europa.eu/wp-content/uploads/EASO-Practical-Guide-Personal-Interview-EN.pdf 11 https://easo.europa.eu/wp-content/uploads/EASO-Practical-Guide_-Evidence-Assessment.pdf

network approach. In line with this objective, in 2014 the EASO COI Network Approach, launched in the previous year, was further developed: 4 new networks were established on Iraq, Iran, Russian Federation and Afghanistan, in addition to 3 networks established in 2013 (Somalia, Syria, Pakistan). The 7 networks consist of 115 participants. 3 practical cooperation workshops were organised on Iraq, Ukraine and Eritrea, in addition to a practical cooperation conference on Syria and Iraq. The development of the EASO Specialist Networks promotes the harmonization of policies and practices among Member States. Information on COI needs and products are shared and the duplication of efforts avoided. Networks also engage in joint assessment of key sources of COI, discuss specific asylum-relevant issues in countries of origin and offer a framework for joint COI production and jointly answering COI queries. A full-scale evaluation of the work of the COI networks will take place in 2015. In 2014, EASO published 2 COI reports on topics of particular relevance for status determination within the EU: the Report ‘South and Central Somalia - Country Overview12’ and the COI Report entitled 'Chechnya – Women, Marriage, Divorce and Child Custody'13 were published in October 2014. Researchers and experts from various Member States were involved in the drafting and peer reviewing processes. An additional COI Report entitled ‘Afghanistan – Security Situation14’ was initiated and finalised in 2015. Concerning COI methodology, in March 2014, an EASO Conference was held on Online COI Research, where expert speakers presented new technologies and media available for collecting, sharing, filtering and presenting information on countries of origin.

12 https://easo.europa.eu/wp-content/uploads/COI-Report-Somalia.pdf 13 https://easo.europa.eu/wp-content/uploads/COI-Report-Chechnya.pdf 14 https://easo.europa.eu/wp-content/uploads/Afghanistan-security-situation-EN.pdf

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As a follow up to the conference, in June 2014, EASO published the guidelines titled ‘Tools and Tips for Online COI Research’, which provides a non-exhaustive overview of practical tools and on-line possibilities COI researchers have while searching for relevant information. In addition, in 2014, EASO started looking into issues relating to COI research on vulnerable persons. A workshop on COI and LGB (Lesbian, Gay and Bisexual Persons) was organised and offered the opportunity to COI researchers, UNHCR and members of civil society organisations to discuss challenges relating to terminology, to share experiences with conducting and presenting information on LGB and research practices and quality tools. The meeting attracted 25 participants, of which 8 were from civil society and academia. After the workshop a working group on COI and LGB was set up with the aim to draft a practical guide for COI experts doing research on the situation of LGB persons in countries of origin, including a glossary, lists of useful sources and

practical checklists. This guide15 was published in 2015. In parallel with the activities relating to LGB, EASO has been involved as a member of the Advisory Group in a project led by Unicef in the Netherlands, Belgium and Sweden regarding COI and Children. The ‘Child Notice Project’ has developed a methodology for child-specific country analysis and designed Child Notices on a number of countries of origin. The project will be finalised in 2015. As regards the general EASO COI Report Methodology published in 2012, EASO aims to revise and update this document in 2015 taking into account recent experiences with drafting different types of EASO COI reports. In 2014 EASO made substantial progress also in the update and further development of the Common COI Portal. The Portal, which was built by the European Commission and transferred to EASO in 2012, enables asylum

15https://easo.europa.eu/wp-content/uploads/Researching-the-situation-of-LGB-in-countries-of-origin-FINAL-080515.pdf

Picture 3: EASO Practical cooperation meeting on Somalia

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officials to access a wide range of COI from a single point of entry. 16.100 new COI related documents were linked via the portal, which has 580 active users. 4 training sessions were delivered for users and national portal administrators from Portugal, Spain, Greece, Cyprus, Bulgaria, Italy and Slovenia. Furthermore, a meeting for the COI Portal Advisory Group was organised. A proposal to revamp the COI Portal in order to improve its usability was developed and endorsed by the EASO Management Board in December 2014. At managerial level, the Strategic Network, composed of COI Heads of Units or experts otherwise responsible for COI from all EU+ countries, met in April and November 2014, providing strategic input and feedback on EASO COI activities and exchanging managerial experiences with regard to COI research. Finally, in the framework of EASO operational support, EASO delivered COI related assistance to the Italian National Asylum Commission, preparing a technical study for the upgrade of the national COI system. Specific analyst support was given, structuring existing data and offering criteria for uploading credible information. Furthermore, EASO delivered specialized training to the Italian judiciary on COI research standards.

3.5 EASO specific programmes

3.5.1.1 Cooperation with members of the Courts and Tribunals

Results of EASO’s work with Courts and Tribunals in 2014

3 expert meetings on the development of professional materials Annual conference and advanced workshop for the professional development curriculum 1 support tool related to Article 15 (c) Qualification Directive

In order to support the full and coherent implementation of the CEAS, EASO provides support to Member States’ courts and tribunals through the joint preparation of

professional development materials, the stimulation of dialogue among European and Member States’ courts and tribunals and the organisation of advanced workshops for European and Member States’ court and tribunal members.

In 2014 EASO enhanced the engagement of the Court of Justice of the EU, the European Court of Human Rights, members of Courts and Tribunals from Member States and Associate Countries for the development of a common approach for the work with Courts and Tribunals. To this end EASO adopted a methodology for the production of professional development materials and strengthened its cooperative relationship with representatives from the International Association of Refugee Law Judges (IALRJ) and the Association of European Administrative Law Judges (AEAJ). EASO also furthered links with UNHCR, FRA, and other relevant partners such as the European Judiciary Training Network (EJTN). 3 expert meetings on the development of professional materials on the implementation of Article 15 (c) of the Qualification Directive (QD) were held in Malta. In addition to the annual conference for members of courts and tribunals. EASO organised its second advanced workshop for the development of the professional development curriculum in December 2014, which was attended by 32 representatives of courts and tribunals. EASO completed two support tools related to Article 15 (c) QD: “Article 15 (c) QD – A Judicial Analysis”16 and the “Guidance Note for Judicial Trainers on Article 15 (c) QD – a Judicial Analysis”. The EASO Consultative Forum was also consulted before publication and provided 5 contributions.

Within the framework of its operational support to Member States under particular pressure, EASO also organised ad hoc seminars for members of the Italian and Bulgarian judiciary.

16 https://easo.europa.eu/wp-content/uploads/Article-15c-Qualification-Directive-201195EU-A-judicial-analysis.pdf

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3.5.1.2 Activities within the action plan for unaccompanied minors

EASO’s UAM results in 2014

4 EASO thematic practical cooperation expert meetings on UAM Annual conference on unaccompanied minors Evaluation of the EASO handbook on age assessment Network of experts on children’s issues further developed EASO platform for activities on children established

During 2014 EASO continued to provide support and to stimulate practical cooperation among Member States on issues related to unaccompanied minors (UAM) within the framework of the European Commission Action Plan on Unaccompanied Minors (2010–2014). 4 EASO thematic practical cooperation expert meetings on unaccompanied minors were organised during the year on: Family Tracing, Best Interests of the Child within the Scope of International Protection, Age Assessment and Dublin Regulation-Family Tracing and Best Interests. As a result of the meetings, the network of experts on children’s issues was developed and the EASO platform for activities on children was established. Furthermore, a practical tool on family tracing was initiated and its publication is expected in 2015.

Following last year’s publication of “EASO age assessment practice in Europe”, a survey for feedback on the publication was launched on the EASO website and the first evaluation of the handbook was finalised. EASO was invited to present the publication in various thematic conferences. Furthermore, the handbook was utilised in support of the activities on age assessment implemented in the framework of the Special Support Plan for Cyprus.

The annual conference on UAM was held on 9-10 December 2014, with the participation of 33 representatives from 17 Member States, the European Commission, FRA, UNHCR and 6 organisations from civil society.

3.5.1.3 Trafficking in human beings (THB) EASO’s THB results in 2014

Annual practical cooperation expert meeting on THB 2 coordination meetings with the Office of the EU Anti-Trafficking Coordinator Contribution to the Midterm report on the implementation of the said THB Strategy Support for the update of CEPOL’s curriculum on THB

In the context of the implementation of the Joint Statement ‘Together against Trafficking in Human Beings’ signed by Heads of JHA Agencies on the occasion of the 5th EU Anti-Trafficking Day on 18 October 2011, EASO played an active role in supporting the coherent development of the EU strategy towards the eradication of trafficking in human beings (2012–2016).

EASO attended 2 coordination meetings of THB contact persons organised by the Office of the EU Anti-Trafficking Coordinator in DG Home Affairs of the European Commission. The meetings focused on the joint actions and individual activities undertaken by the JHA Agencies in THB. As a result, EASO coordinated a report on joint actions of JHA Agencies to address THB. The report covers the period from October 2012 through October 2014. The report focuses on areas in which the Agencies have joined forces to support the implementation of the EU Strategy towards the eradication of trafficking in human beings 2012-2016 in line with its five priorities: identifying, protecting and assisting victims of trafficking; stepping up the prevention of human trafficking; increased prosecution of traffickers; enhanced coordination and cooperation among key actors and policy coherence; and increased knowledge of and effective response to emerging concerns related to all forms of human trafficking. The report is annexed to the European Commission’s “Mid-term report on the Implementation of the EU Strategy towards the eradication of Trafficking in Human Beings 2012-2016”. The mid-term report was presented on the eve of the 8th EU Anti-Trafficking Day (18 October 2014).

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Additionally, EASO coordinated a complementary report on individual actions developed by JHA Agencies from October 2012 to October 2014 to address THB.

EASO in 2014 actively contributed to the update of CEPOL’s curriculum on THB and organised a practical cooperation expert meeting on THB which was attended by representatives from 16 EU+ countries and 9 relevant civil society organisations.

3.6 Reception EASO’s results in the field of reception in 2014

Built synergies with EPRA and ENARO Practical cooperation workshop on contingency planning in emergency situations Development of the reception training module

In 2014, EASO started building its internal capacity in order to provide support on reception systems and conditions in Member States. To this end, synergies were developed with relevant experts networks in the area, particularly with the European Network of Asylum Reception Organisations (ENARO) and the European Platform of Reception Agencies (EPRA). The ENARO Steering Committee meeting on reception was co-hosted by EASO on 3-4 April 2014 and it was attended by 22 participants who shared best practices on training in the field of reception and on management of reception in emergency situations. An EASO-EPRA meeting on reception was also organised in Malta in June 2014. Furthermore, a practical cooperation workshop on contingency planning in emergency situations was organised by EASO and addressed, among other topics, the possibility of sharing capacity and reception

facilities. Furthermore, the development of a specific training module on reception, which will be finalised in 2015, was initiated. The reference group, composed by reception experts from Member States and civil society organisations, met 3 times to discuss the learning objectives, target group, structure and content of the module.

3.7 EASO list of available languages EASO supports Member States in obtaining easily access to available languages in the other Member States through the list of available languages (LAL). In 2014, EASO supported Cyprus with the use of the list to benefit from interpretation services of other Member States. For 2015, an Information Sheet on the LAL and technical solutions to facilitate the use of the list of available languages will be explored.

3.8 EASO special support

3.9 Support to Member State with specific needs

EASO’s special support results in 2014

3 Special Support Plans to Cyprus, Italy and Bulgaria 11 measures, 39 experts deployed

Building on the experience of the previous years, in 2014 EASO developed further measures to assist Member States in need of special support in their asylum and reception systems. EASO provided tailor-made assistance to Italy and to Cyprus on the basis of Special Support Plans signed in June 2013 and in June 2014 respectively. This support was rendered in accordance with the request by those Member States and the assessment by EASO based, among others, on its analyses using the EPS.

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Picture 4: Participants to an EASO training in Greece

More specifically, in the context of the Special Support Plan to Italy17, EASO and Italy worked together on a number of prioritised areas, such as data collection and analysis, Country of Origin Information (COI), Dublin system, reception system, emergency capacity, and training of independent judiciary. Under the Special Support Plan, EASO provided technical and operational support to enhance Italy’s instruments for the implementation of the EU asylum acquis. In 2014, 7 measures of the Plan were implemented with the participation of 32

experts from 14 EU+ countries. EASO supported the professional development of the members of the Territorial Commissions responsible for granting international protection. A mapping exercise of the Italian asylum data system was conducted with

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national experts and EASO officers. As a result of the gap analysis, possible areas for development were identified so as to ensure a more efficient data collection process. As a follow-up to the mapping exercise of reception system in Italy, performed by EASO in 2013, and on the basis of its results as well as the requirements of the recast Reception Conditions Directive, EASO experts defined a set of quality standards and mechanisms for reception. On this basis draft practical guidelines on how to improve current monitoring tools were drafted, in close

cooperation with the Italian authorities

Cooperation with UNHCR, an important implementing partner in Italy, was continuously strengthened in particular on certain aspects of the asylum procedure and reception conditions.

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The implementation of the Special Support Plan to Cyprus18 started in July 2014 with the support measures in the field of reception and open accommodation. A needs assessment relating to the operation and management of the Reception Centre for applicants for international protection in Kofinou was conducted. EASO experts drafted Standard Operating Procedures for the expanded centre, with suggestions on the structure, operation and management of the Centre. In the context of the support measure on the development, implementation of relevant methodology and training in the field of age assessment, specialised training was delivered in Greek for dentists appointed by the Ministry of Health. In total, in 2014, 7 experts from 4 Member States were participating in the implementation of 4 activities in the framework of the Special Support Plan to Cyprus.

A Special Support Plan was also signed between EASO and the Minister of Interior of Bulgaria on 5 December 2014 aiming to improve and enhance the Bulgaria’s asylum and reception system the Plan operates until the end of June 2016 and builds on the results of the evaluation of the EASO Operating Plan to Bulgaria conducted in September 2014 (see section 3.3).

Finally, EASO dedicated efforts throughout 2014 to strengthen EASO framework to provide special support to Member States. In this context, EASO further developed standardised procedures, established a monitoring and evaluation system and prepared an operational communication tool. A breakout session of the 2014 plenary meeting of the EASO Consultative Forum was dedicated to discuss tools and modalities for enhancing civil society contribution to the implementation of EASO OPs/SSPs.

3.10 Relocation EASO objective is to promote, facilitate and coordinate the exchange of information and

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best practices on intra-EU relocation. In this framework in 2014 EASO participated in the annual relocation forum organised by the European Commission and updated the report on the evaluation of intra-EU relocation activities from Malta19.

3.11 Task Force Mediterranean EASO’s reulsts within the Task Force Mediterranean in 2014

Pilot project on information gathering on the phenomenon of facilitation during the asylum determination process 6 pilot projects on joint processing The so-called Task Force Mediterranean (TFM) was set up immediately after the tragedy off the coast of Lampedusa in October 2013, when a boat carrying several hundred migrants sank, resulting in the deaths of over 300 people. In order to look into concrete actions that could be taken in regard to this problem, the TFM brought together experts from all Member States, the European Commission, the European External Action Service (EEAS), EASO, Frontex, Europol, FRA, and EMSA. On the basis of the discussions, the European Commission adopted a Communication (COM (2013) 869 final)20 on 4 December 2013 and an Action Plan. Various lines of action were developed by the TFM, including 8 actions earmarked for EASO. In the framework of the Action Plan of the Commission Communication on the Task Force Mediterranean, EASO together with Frontex, Europol and Eurojust engaged in a joint pilot project to learn more about the phenomenon of facilitation of persons seeking international protection. The pilot project aimed at extracting anonymous data from the information provided by applicants for international protections about the routes

19 https://easo.europa.eu/wp-content/uploads/EUREMA-fact-finding-report-EASO11.pdf 20 http://ec.europa.eu/dgs/home-affairs/what-is-new/news/news/docs/20131204_communication_on_the_work_of_the_task_force_mediterranean_en.pdf

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taken and the conditions they experienced. This information was obtained at an appropriate stage during the asylum process and in line with current practice in the host Member State in order to achieve greater comprehensiveness than through voluntary debriefings after arrival. Two Members States participated in the pilot project: Italy and Malta. Aggregated and anonymised data collected by the respective competent national authorities from applicants arriving on the same boat in Italy and Malta in September and October 2014 was provided to EASO. The main conclusion was that the methodology of the joint pilot project added new knowledge to the phenomenon of facilitation (especially inside Europe) and created a systematic data collection that can be used for long-term strategic analysis. The approach has the potential for more and better information on the phenomenon of facilitation. As a next step, in 2015, EASO will propose to carry out the pilot project in 2 Member States that are not at the EU external borders and to carry out the pilot project once again in Italy and Malta. In the context of the TFM, EASO also conducted 6 preliminary joint processing pilot projects. The objective was to test elements of the workflow and processes in the asylum procedure and reception, which can be performed jointly by different Member States and supported by EASO Processing Support Teams (experts of EASO and Member States) within the parameters of the EU asylum acquis. The pilot projects were developed in the areas of unaccompanied minors, COI, Dublin, Registration and Case Management, Vulnerability assessment; 11 Member States were actively involved in the joint processing activities. The development of a second generation of more complex joint processing activities started at the end of 2014 following the presentation to the EASO Management Board of the technical reports on the joint processing preliminary pilots. The results of the completed joint processing pilots show that there are indeed aspects of the asylum procedure that can be done

jointly. The analysis of the preliminary pilots concluded that the concept of joint processing is promising although there are some challenges, mainly due to national legislation. This again underlines the need for further and more wide-ranging pilot projects with a continuum of several steps of the asylum procedure. Through the preliminary pilot projects, many MS officials experienced a new level of trust when they got access to other MS actual caseload. Recognising the fact that after all the challenges of a case worker or a decision-maker are in nature the same in the other MS, created an atmosphere of solidarity on a very practical level that should be further increased.

3.12 EASO emergency support In 2014 EASO developed further its activities to support Member States under particular pressure in their asylum and reception system, particularly by providing support to Greece and Bulgaria and by strengthening EASO’s capacity to respond in a timely and effective manner to emergency situations.

3.13 Operating Plan to Greece EASO Operating plan for Greece results in 2014

Implementation of the Operating Plan Phase II for Greece 11 Asylum Support Teams, 4 train-the-trainer sessions, 4 study visits Preparation of the Special Support Plan for Greece

EASO has provided Emergency Support to Greece since April 2011. With the support of EASO and other stakeholders involved, Greece has taken concrete steps towards establishing a modern asylum and reception system for offering protection to those in need. Whilst Greece has set up an asylum procedure at first and second instance as well as a new reception system, EASO continued to support capacity building and consolidation during 2014 by different support activities. Training in the field of reception, new provisions of Dublin III Regulation, support and capacity building for absorption of EU Funding, sharing of best practices with other Member States

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have been part of the core support in the

framework of the EASO Operating Plan II to Greece21. The Operating Plan II ended in December 2014.

11 Asylum Support Teams were deployed with 12 experts from 9 Member States, 4 train-the-trainer sessions were attended by Greek asylum officers on EASO Training Curriculum modules and 4 study visits were organised in different Member States. A total of 7 measures of the plan were implemented.

In July 2014 EASO conducted an Interim Assessment of the implementation of the Operating Plan22. Discussions concerning the continuation of the support and its nature beyond 2014 started between EASO and the Greek competent authorities.

21https://easo.europa.eu/wp-content/uploads/EASO-OP-II-Greece.pdf 22 https://easo.europa.eu/wp-content/uploads/Interim-Assessment-Greece.pdf

3.14 Operating Plan to Bulgaria EASO Operating plan for Bulgarian reulsts in 2014

Implementation of the Operating Plan Phase I for Bulgaria 17 activities and 59 experts deployed Preparation of the Special Support Plan for Bulgaria In the framework of the EASO Operating Plan for Bulgaria23, which was signed on 17 October 2013, EASO provided technical and operational assistance to Bulgaria until the end of September 2014. The Plan aimed at helping Bulgaria to cope with the increase in the influx, while at the same time improving and strengthening the Bulgarian asylum and

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Picture 5: Signature of EASO Operating Plan for Bulgaria

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reception system, in the c ontext of the implementation of the instruments of the CEAS. The EASO measures to support Bulgaria were divided into three categories, namely: operational support, institutional support and horizontal support. A high-level expert mission of Member States and EASO experts visited Bulgaria from 17 to 21 February 2014 to conduct a mid-term stock taking of the EASO support and, as a result, a report was published on 26 February 2014. The report highlighted that EASO operational support to Bulgaria contributed to important achievements, including the optimisation and acceleration of the workflow in the registration and asylum determination procedure. Bulgaria has made significant progress in increasing its reception capacity (to a total capacity of 5940 beds) and improving conditions. In September 2014, a team of Member State experts with the support of Bulgarian and EASO officials carried out the final evaluation of the EASO Operating Plan to Bulgaria. The objective was to assess the performance of EASO support (1 November 2013 – 30 September 2014), especially in the areas of the asylum registration process, the asylum determination procedure, and reception capacity. To further improve and enhance Bulgaria’s asylum and reception systems, an EASO Special Support Plan24 for Bulgaria was signed on 5 December 2014. The plan will cover until the end of June 2016.

3.15 Preparedness for emergency support

EASO preparedness for emergency reulsts in 2014

238 members of the Asylum Intervention Pool 2 meetings of the AIP National Contact Points 6 thematic practical cooperation workshops

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In order to develop further EASO’s capacity to react in a timely manner to emergency situations and to Member States’ request for support, key efforts were dedicated in 2014 to strengthening the functioning of the Asylum Intervention Pool (AIP). EASO updated the pool of experts, which consists of 238 experts to be made available by Member States, kept open communication lines with the AIP national contact points (NCPs) on all matters pertaining to the asylum support teams and provided constant assistance on all issues relating to the conditions of deployment of those teams. 2 meetings with the AIP National Contact Points were organised to discuss different aspects and tools relevant for the deployment of experts, such as a brochure for participation in operational support and an info-pack for selected experts to be shared prior to missions. Discussion on further activities EASO could carry out to increase AIP experts’ participation were also addressed and an amendment of EASO AIP profiles was agreed. The development of an EASO – National Authority Feedback system was initiated.

Additionally, thematic practical cooperation workshops were organised on contingency planning in emergency situations, joint processing, operational communication, EU funding and for the preparation of an EASO Expo on ICT systems supporting the asylum procedure, planned for 2015.

3.16 EASO information and analysis support

EASO information and analysis support results in 2014

Established an EASO query system Information and Documentation system under development Annual report on the situation of asylum in the EU 2013 EPS stage II 12 monthly trends and analysis reports and 3 quarterly reports 7 ad hoc reports 2 meetings of the Group for Provision of Statistics

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In line with its mandate, EASO plays a key role in gathering, analysing and exchanging relevant information relating to the management of asylum cases and the asylum capacity in the EU+ countries. Identifying trends and anticipating needs for Member States who could be subject to particular pressure is vital for the effective functioning of the CEAS.

The recast Dublin III Regulation assigned additional competences to EASO in relation to information and analysis support. According to Article 33 of the Regulation, EASO plays a key role in a "mechanism for early warning, preparedness and crisis management" in the field of asylum. EASO’s Early warning and Preparedness System (EPS) seeks to provide an accurate picture of current and likely future flows of applicants for international protection to the EU and of Member States' capacity to deal with them according to the asylum acquis.

3.17 Information and Documentation System (IDS)

In 2014, EASO started the development of a combined content management system and database – the Information and Documentation System (IDS) – in the form of an IT tool which will provide a detailed and up-to-date overview of the practical functioning of the CEAS. IDS will fill a gap in the current asylum and reception documentation scenario, which is characterised by a large amount of information produced by different sources, often not easily comparable or accessible. IDS is planned to be a searchable library that provides comprehensive overviews of how each key stage of the asylum process is carried out in individual EU+ countries. These key elements include: access to procedure, application for international protection, Dublin procedures, determination at first instance, determination at second instance, reception and detention, return and content of protection/integration. It is planned to form an IDS network of Member States

Picture 6: EASO’s publications

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experts to validate the information in the IDS and to update it on a regular basis so that users can consult, compare and analyze asylum practices across the EU. In 2014 EASO set up a pilot version of IDS and presented the concept to the EASO Management Board and to civil society in the Consultative Forum plenary meeting in December 2014. In order to respond to the growing needs reported by Member States, in July 2014 EASO established a query system that allows EU+ Countries to post written questions and receive replies concerning practical aspects of the Common European Asylum System (CEAS) and other matters related to asylum policies and practices in the EU+ within a short timeframe. During the pilot phase of the EASO query system, which lasted six months, several queries were launched, including some by the agency itself. The information gathered through the query system will feed the IDS, promoting internal synergies and a coherent management of knowledge.

3.18 Annual Report on the Situation of Asylum in the EU 2013

In 2014 EASO published its third yearly reference report: The Annual Report on the Situation of Asylum in the European Union 201325. The Report provided a comprehensive overview of the situation of asylum in the EU, by examining requests for international protection to the EU, analysing application and decision data, and focusing on some of the most important countries of origin of applicants for international protection. In particular, the report focused on three asylum flows that underlined the very different characteristics of asylum applicants in the EU: Syria, Russian Federation and Western Balkans countries.

The report also highlighted major developments with regard to EU/national policies, legislative changes and

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jurisprudence. In particular, 2013 saw the adoption of the EU asylum acquis in June, including the revised Reception Conditions Directive, revised Asylum Procedures Directive, revised Dublin Regulation, and the revised Eurodac Regulation, completing the review process (as the revised Qualification Directive was adopted in 2011).

In the framework of Regulation 862/2007, Eurostat was the primary source of statistical data used for the Annual Report. To ensure high quality data, EASO liaises with Eurostat regarding compliance, reminders and consistency of the datasets published on their website. Data gathered by EASO through the EPS data collection system provided for additional information, to be used in the report in support of the existing analysis and to expand statistical references in the thematic sections. Furthermore, approximately 40 stakeholders, including 28 Member States, UNHCR and 15 civil society organisations provided input to the report. The Annual Report was adopted by the EASO Management Board on 26 May 2014 and it was launched to the public in Brussels on 7 July during a conference open to Member States and civil society attended by around 100 participants. In order to promote its broad dissemination, the report was translated in 5 languages (EN, FR, ES, DE, IT).

3.19 Early warning and Preparedness System (EPS)

In March 2014, EASO launched the Stage II of its Early warning and Preparedness System. The EPS data collection focuses on the first instance in the asylum process and collects data under four indicators (applicants, withdrawn applications, decisions and pending cases). 30 EU+ countries regularly provide data on the previous month within two weeks. The EPS data collection represents a significant accomplishment given the differences in the organisational specificities of the national asylum systems and the major divergences in data collection and reporting across the EU. Since the introduction of the Stage II indicators, EASO has been able to introduce new information into its regular

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analytical products and to provide timely monthly analysis to EU+ countries and the European Commission. According to the agreed process, the development of EPS is envisaged to proceed step-by-step in stages. In November 2014, EASO conducted a survey with Members of the Group for the Provision of Statistics (GSP) on possible additional indicators and breakdowns to include in the next data collection phase - Stage III. On the basis of the survey, potential indicators on access to procedure, reception, Dublin and return were identified and discussed in the December Management Board meeting. In 2014 EASO issued 12 monthly trends analysis reports, 3 quarterly reports26 and 7 ad hoc reports (i.e. early warning notes, situational updates and impact assessments). While those documents were EU restricted and were addressed to the Members of the Management Board, EASO also provided 10 contributions on Latest Asylum Trends to the EASO newsletter, a public document broadly disseminated. Various meetings were organised with the GPS members, with the Dublin Advisory Group and with intra-EU institutional partners for GPS. Furthermore, EASO participated in the Eurostat Working Group on Migration statistics and enhanced its cooperation with other JHA Agencies, particularly Frontex and eu-LISA in order to share data and statistical analysis. In 2014, EASO’s cooperation with Frontex in the field of data-sharing and joint analysis was enhanced. As a result, the two agencies now share their monthly trend analyses and hold weekly video conferences to exchange of relevant information on mixed migratory flows to the EU. Cooperation has continued in the field of the Post Visa Liberalisation Monitoring Mechanism, in contributing to the Frontex Annual Risk Assessment and the EASO Annual Report on the Situation of Asylum in the EU and on a

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number of ad hoc joint reports on Third Countries requested by the European Commission In the context of EASO operations, technical support in the field of data collection and data management was provided to Italy, Bulgaria and Cyprus.

3.20 EASO third country support

The internal and the external dimensions in the migration and asylum field are closely interlinked. Migration and asylum cannot be effectively addressed without taking into consideration the cooperation with third countries. EASO third country support is in line with the EASO External Action Strategy27, which conforms with the overall EU external relations policies and priorities, especially, with the Global Approach to Migration and Mobility (GAMM), the European Neighbourhood Policy (ENP) and the EU enlargement strategy.

3.21 Resettlement In the field of resettlement, EASO aims at playing a coordinating role in exchanging information and best practices among Member States and in close cooperation with UNHCR and IOM. In line with this objective, EASO in 2014 completed a mapping of the resettlement cycles in EU+ countries and the results were discussed in a meeting held in November as part of the EASO external dimension activities. EASO actively participated to 2 Syria Core group meetings, to the Annual Tripartite Consultations on Resettlement (ATCR) and Working Group, to the ERN steering committee meeting and to the Annual Forum

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EASO’s results in third country support

Mapping of the resettlement cycles in EU+ 10 activities of the ENPI project with Morocco, Tunisia and Jordan External Dimension Network established

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on resettlement and relocation organised by the European Commission. 3 scenarios for an EASO Pilot Project on deployment of EU resettlement experts for the Syrian refugee crisis were elaborated.

3.22 External dimension and capacity-building in third countries

EASO’s work to implement the external dimension of the CEAS is being coordinated in the framework of the EASO External Action Strategy. In line with this strategy, EASO engaged in a project financed by the European Neighborhood Policy Instrument (ENPI) related to the participation of Jordan in the work of EASO as well as the participation of Tunisia and Morocco in the work of EASO and Frontex. The implementation started on 1 March 2014 and will run for 18 months. It contributes to a better understanding of the function, operations and activities of EASO and Frontex and the role EU Member States play. The project assesses and identifies the technical assistance needs of Jordan, Morocco and Tunisia and the suitability of EASO and Frontex tools for their possible adaptation. The target groups of the project activities are asylum and border management authorities, both having operational responsibilities (including the Ministries of Foreign Affairs, the Ministries of Interior and the Ministries of Justice) and those performing supporting activities (such as the exchange of information, capacity building, international cooperation and legal activities). The ENPI project constitutes the first initiative whereby EASO is engaging within the External Dimension of the Common European Asylum System. This is being undertaken with countries with which the EU has concluded an EU Mobility Partnership. Field visits to Jordan, Morocco and Tunisia were carried out in March, April and June 2014, where EASO representatives met the relevant stakeholders and authorities. In total 10 activities of the ENPI project were implemented in 2014, including 2 study visits for Tunisian and Jordan officials to Sweden, Austria and Czech Republic and 2 thematic seminars in Morocco on accelerated procedures in the airport and

appeals procedures. Officials from the three target countries participated in the EASO regional training in November 2014 where the core training modules Inclusion and Evidence Assessment were delivered. A number of key EASO and Frontex publications as well as EASO one training module were translated into French and Arabic. Furthermore, EASO in 2014 established its External Dimension Network to mainstream communication and share information with Member States, the European Commission, the European External Actions Service, relevant JHA Agencies and international organisations. The members of the network convened in a workshop organised in November which focused on EASO instruments to support capacity building in relevant third countries. Dialogue among the relevant stakeholders was enhanced and inputs coordinated for the preparation of the Regional Development and Protection Programs in North Africa. EASO also organised, under its External Dimension mandate, a regional training in Istanbul in December 2014 where the core modules Inclusion and Interviewing Techniques were delivered. The trainings saw broad geographical participation including from the ENPI project targeted countries and also from Lebanon, Western Balkans, Turkey and Ukraine. Finally, needs assessments were initiated in the targeted geographical areas, (i.e. Western Balkans and NEP region). 4. EASO’s framework and network

4.1 Cooperation with the European Commission, the Council of the EU and the European Parliament

EASO’s cooperation with EU institutions results in 2014

Regular meetings with the European Commission 2 High level visits organised with the Council of the EU and the European Commission 10 meetings with the Council of the EU 3 Joint Contact Committee meetings

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EASO

MANAGEMENT BOARD MEMBERS EUROPEAN

COMMISSION

COUNCIL OF THE

EU

EUROPEAN PARLIAMEN

T

EUROPEAN EXTERNAL

ACTION SERVICE

EU BODIES INT.

ORGANISATIONS

CIVIL SOCIETY

ACADEMIA

MEMBERS OF THE COURTS

AND TRIBUNALS

OBSERVER STATES /

ASSOCIATED COUNTRIES

UNHCR

As an independent EU agency, EASO acts within the policies and institutional framework of the EU. In 2014 EASO submitted to the European Parliament, the Council of the EU and the European Commission, among others, its annual Work Programme, its Annual Report on the Situation of Asylum in the EU, its Annual activity report, its final accounts and a stocktaking report on the situation in Bulgaria; furthermore, EASO presented to the EU institutions its contribution to the JHA multiannual guidelines.

In relation with the European Commission, regular bilateral meetings were organised between EASO and the Commission at different levels. The structured cooperation continued with the European Commission in its capacity as formal member of the EASO Management Board. Commissioner for Home Affairs, Ms. Cecilia Malmström visited the EASO in September to discuss EASO’s achievements and the progress made in enhancing the implementation of the Common European Asylum System, as well as to discuss the latest asylum trends.

The relations between EASO and DG for Home Affairs were further developed. EASO worked closely with DG for Home Affairs on administration and on policy and operational issues. Furthermore, EASO worked closely with the Commission in organising joint and back to back meetings with the Contact Committees meetings on Qualification Directive, Asylum Procedure Directive and Dublin.

Moreover, EASO coordinated with the European Commission and the European Migration Network (EMN) the processes for the drafting of the respective annual reports

on asylum. In 2014, EASO participated regularly in EMN Steering Board meetings and NCP meetings.

In 2014 EASO also enhanced its cooperation with other DGs and services of the Commission, such as DG Development and Cooperation-EuropeAid (DG DEVCO) and the EEAS for the development of the EASO External Action Strategy and the implementation of the ENPI project, and Eurostat with regard to the collection of data on asylum. Regular cooperation on budgetary and financial aspects, as well as on human

resources, was promoted in 2014 with DG for Budget and DG for Human Resources, respectively.

With regard to the Council of the EU, EASO participated, under the Greek and the Italian Presidencies of the Council, to 4 meetings of the Justice and Home Affairs Ministers’ Council and 6 meetings of the Strategic Committee of Immigration, Frontiers and Asylum (SCIFA) and high level working group meetings. EASO contributed in particular to the discussions on the situation of asylum in

Figure 2: EASO’s network of stakeholders

CONSOLIDATED ANNUAL ACTIVITY REPORT OF EASO 2014 — 31

the EU, with particular focus on Syria and the Mediterranean, on the EU Action Plan on migratory pressures, on the joint processing of applications for international protection and on the actions within the Task Force Mediterranean. Finally, EASO hosted a high level visit of a delegation from the Council of the European Union leaded by Mr. Rafael Fernandez-Pita, Director-General Justice and Home Affairs.

Concerning the European Parliament, EASO participated in several meetings of the CONT and LIBE (Civil Liberties, Justice and Home Affairs) Committees, providing factsheets on trends and analysis and presenting the annual report on the situation of asylum in the EU and the EASO annual activity report 2013. Furthermore, EASO organised in June an EASO info day in the European Parliament in Brussels providing information material on the activities of the agency.

4.2 Cooperation with UNHCR and other international organisations

EASO’s cooperation with UNHCR and other Int. Organisations results in 2014

High level meeting with UN High Commissioner for Refugees Bilateral meeting with UN Special Rapporteur on the Human Rights of Migrants Regular participation in GDISC and ICG meetings In fulfilling its tasks, EASO in 2014 acted in close cooperation with the United Nations High Commissioner for Refugees (UNHCR) and with other relevant international and intergovernmental organisations. EASO and UNCHR signed a working arrangement in 2013 which enabled a strengthened cooperation in all areas covered by the EASO Regulation. In 2014 the cooperation with UNHCR covered in particular the areas of training, quality processes, trends and analysis, unaccompanied minors, resettlement, the external dimension of the CEAS, special and emergency support. A high level meeting with the High Commissioner António Guterres was held in September 2014 and one senior

management consultation was hosted by EASO in August 2014. UNHCR participated in the EASO Management Board as a non-voting member and shared punctual factsheets. Furthermore, UNHCR permanent liaison office to EASO based in Malta actively participated in EASO’s activities throughout the year attending over 30 meetings and workshops. A bilateral meeting between UN Special Rapporteur on the Human Rights of Migrants (UNSRM), Mr. Crépeau, and EASO took place on in December 2014 on the occasion of his country visit to Malta. EASO shared information on its work and provided an overview of the recent asylum trends and statistic in EU+. EASO maintained also close contacts with other relevant international and intergovernmental organizations working in areas of asylum, such as the Council of Europe, the General Directors of Immigration Services Conference (GDISC), the Intergovernmental Consultations on Migration, Asylum and Refugees (IGC) and the International Organization for Migration (IOM). Concerning the Council of Europe and IOM, EASO exchanged regularly views and contributed to their work. With regard to the GDISC, EASO participated in the GDISC Steering Board meetings, conferences and workshops, whereas, on the basis of an exchange of letters with the IGC, EASO has been attending regularly the IGC working groups and the executive director took part in the IGC full round.

4.3 Cooperation with the associate countries

EASO’s cooperation with associate countries results in 2014

Provisional implementation of the arrangement for the participation of Norway in EASO The Council of the European Union decision 2014/301/EU concerning the conclusion of the arrangement between the European Union and the Kingdom of Norway on the modalities of its participation in the European

32 — CONSOLIDATED ANNUAL ACTIVITY REPORT OF EASO 2014

Asylum Support Office was adopted in May 2014. Between August and September representatives from Norway and from EASO met twice in Malta and in Oslo in order to finalize the practicalities related to the arrangement, which is provisionally applicable from March 2014. A financial contribution from Norway was included in EASO’s budget and Norwegian officers actively participated in the activities organised by EASO. The Council of the European Union decision 2014/344/EU concerning the conclusion of the arrangement between the European Union and Liechtenstein on the modalities of its participation in the European Asylum Support Office was also adopted in May 2014. The arrangements with the other associate countries (Iceland and Switzerland) have been initialed in 2013 and are under different stages of the negotiation and ratification process.

4.4 Cooperation with the EU Agencies

EASO’s cooperation with EU Agencies in figures 2014

3 contact group meetings with JHA Agencies organised Heads of JHA Agencies meeting organised JHA press officers and communication multipliers meeting organised Working arrangement with eu-LISA signed Participation in 4 EU agencies’ network meetings In 2014 EASO took over the Chair of the JHA Agencies’ network. During this year, the JHA Agencies have focused their bilateral and multilateral activities around two main levels: the strategic and horizontal cooperation, on one side, and the operational cooperation on the other. The European Commission (both through DG Home Affairs and DG Justice as partner DGs) as well as the European External Action Service (EEAS) have been closely involved and have actively participated in the work of the JHA Agencies’ network.

During 2014, the JHA Agencies have maintained permanent formal and informal contacts and held regular meetings regarding their activities. In order to further enhance their overall cooperation and coordination channels, three meetings of the JHA Contact Group were convened at the EASO Headquarters in Malta in January, April and September, whereas a meeting of the Heads of the JHA Agencies was organised by EASO in November. A significant number of activities have been planned and implemented throughout the year within the network of JHA Agencies. EASO organised an expert meeting on Trafficking in human beings, a training coordination meeting and a JHA press officers and communication multipliers meeting with the participation of the JHA Agencies. At the strategic level, EASO worked closely with the JHA Agencies network to develop a joint document28 identifying the cross-cutting issues of common interest and the interagency cooperation contribution for the effective implementation of the strategic guidelines for legislative and operational planning for the coming years in the JHA field, adopted by the European Council in June 2014. EASO coordinated the preparation of the final report of the JHA Agencies cooperation activities in 2014. The report was presented to the Standing Committee on Operational Cooperation in Internal Security (COSI) in December by the Executive Director of EASO and it was shared with the European Parliament and the European Commission. EASO and eu-LISA signed on 4 November 2014 a working arrangement 29 to strengthen the cooperation between both agencies active in the area of Justice and Home Affairs.

28 https://easo.europa.eu/wp-content/uploads/20141105-HoAgencies-Joint-statement-FINAL.pdf 29 https://easo.europa.eu/wp-content/uploads/Working-arrangement-EASO-eu-LISA.pdf

CONSOLIDATED ANNUAL ACTIVITY REPORT OF EASO 2014 — 33

In the context of the broader network of the UE decentralized agencies, EASO actively participated during 2014 in 4 Heads of Administrations and Heads of Agencies meetings, and provided inputs to various

consultations and surveys. 4.5 Consultative Forum EASO Consultative Forum results in 2014

3 focused consultations groups created 70 organisations consulted 1 day and an half plenary meeting in Brussels with thematic conference 100 contributions received from the civil society Conference to launch the Annual Report on the situation of asylum in the EU 2013

Civil society operating in the field of asylum is characterised by a considerable number of active and diverse organisations at local, regional, national, European and International level. These organisations, in their various forms and functions, play a key role in the debate on and implementation of asylum policy and practices at the national as well as at the EU level, and have been instrumental in supporting the fairness and accuracy of asylum procedures, particularly by bringing

certain cases to the European Court of Justice and European Court of Human Rights. EASO has been developing a two way dialogue with civil society alongside its activities during the whole year. In 2014, 3 focused consultations

groups were established, over 70 organizations from civil society were consulted on key EASO documents, including the Work Programme 2015, the Annual Report on the situation of asylum in the EU 2013, training material, quality tools and COI reports. The Annual Report was launched to the public in Brussels on 7 July during a conference attended by around 100 participants from civil society. Consultative Forum members were invited by the Executive Director via an open call for input published on the EASO website in 2014 to provide information about work that they carried out throughout the year which in their view contributed to the implementation of the CEAS, at a local regional, national or European level.

EASO took into consideration all relevant input received from civil society. EASO held

Picture 7: Consultative Forum plenary meeting

34 — CONSOLIDATED ANNUAL ACTIVITY REPORT OF EASO 2014

the Consultative Forum plenary session30 in December 2014 in Brussels. The aim of the meeting was to look at the experience of the past year of working together with civil society, identify lessons learned and earmark areas of future cooperation. Over 100 participants registered for the 2014 meeting representing around 60 different organisations. Besides the usual focused discussions on the involvement of civil society in the different areas of EASO’s work, the 2014 meeting included a full day thematic conference with over 20 speakers focusing on contingency planning, Member State responses to the flow of Eritrean asylum seekers, different protection statuses granted to Syrian applicants and the use of Article 15 of the Qualification Directive (on qualification for subsidiary protection). Participants expressed their satisfaction with the activity and called for further engagement between EASO and civil society.

4.6 Internal and external communication

In the area of internal and external communication important developments were achieved by EASO in 2014 aiming at increasing

30 https://easo.europa.eu/easo-consultative-forum/report-of-the-4th-consultative-forum-plenary-meeting/

the outreach and at mainstreaming the dissemination of information. As a result, newsletter subscribers increased of 78%, EASO’s presence in the press doubled and the visits of EASO’s webpage increased of 30% compared to 2013. A communication strategy was adopted by Management Board in June 2014, 20 press releases and 10 editions of EASO newsletter were issued, 2 press conferences and 15 interviews were held. Daily press extracts and daily press monitoring were performed. EASO effectively managed the EASO info mailbox and answered to 600 email requests. A week ahead note with information to staff was delivered on a weekly basis since March and the internal intranet portal was established. New channels of communication using the social media were developed, using Facebook and YouTube. EASO in 2014 signed a new framework contract for the website upgrading, maintenance and hosting for a 4-years period.

EASO strengthened its relationship with strategic members of relevant media organisations. Moreover, a communications multipliers meeting was organised and EU-wide EASO info day was held on 19 June in all Member States and also in the European

Picture 8: EASO' s info day in Belgium

CONSOLIDATED ANNUAL ACTIVITY REPORT OF EASO 2014 — 35

Parliament.

In 2014, 34 publications, including programming documents, reports, training materials, handbooks, brochures were published by EASO in line with its visual identify. The production of an EASO corporate video31 started and was finalized early 2015. Merchandise was also distributed.

Concerning Document Management, the Classification and Retention Schedule for Administrative documents was approved and the Document Management Policy was drafted.

5 notifications under Article 25, Regulation 45/2001 were received and 3 prior checks to the EDPS (Article 27, Regulation 45/2001) were submitted. The inventory of personal data processing operations and the Register of Personal Data Processing (Article 26, 45/2001) were updated. The Charter of Tasks and Responsibilities of the Data Protection Officer was adopted and the first induction training on Data Protection was provided to new staff.

EASO Security Policy was approved in June and the Security procedure for handling EUCI classified documents was completed.

31 https://easo.europa.eu/download/75282/

CONSOLIDATED ANNUAL ACTIVITY REPORT OF EASO 2014 — 36

4.7 List of EASO publications in 2014

Title Language 10 issues of EASO Newsletter EN EASO Communication Plan 2014 EN EASO Communication Strategy 2014 EN EASO Work Programme 2015 All EU

languages Multi-Annual Work Programme 2014-2016 EN EASO Annual activity report 2013 All EU

languages EASO report on the situation of asylum in the EU 2013 EN, FR, ES, DE,

IT Brochure on JHA Agencies EN EASO External Action Strategy EN 12 issues of monthly trend analysis report EN EASO Brochure 2014 All EU

languages, Arabic

4 issues Quarterly Asylum Reports EN EASO Training Curriculum. Handbook on the Common European Asylum System Module

EN

EASO Training Curriculum EN Stock taking report on the Asylum Situation in Bulgaria EN Joint assessment on preparedness of selected EU Member States for a possible influx of persons from Ukraine

EN

Quality Matrix Report: Eligibility EN Assessment of possible migratory and security impacts of future visa liberalisation for Georgian citizens

EN

EASO Flyer EN EASO Operating Plan for Greece: Interim Assessment of Implementation EN Quality Matrix Report: Evidence Assessment (restricted version) EN Quality Matrix Report: Personal Interview (restricted version) EN Quality Matrix Report: Eligibility (restricted version) EN EASO Training Curriculum: Handbook on the Inclusion module EN EASO Training Curriculum – Handbook on the Interview Techniques module EN Terms of reference for EASO’s Training and Expert Pool EN EASO Practical Guide: Personal Interview EN Article 15 (c) Qualification Directive (2011/95/EU) A judicial analysis EN EASO Practical guide: Tools and Tips for Online COI research EN EASO COI Report on Somalia: Country overview EN, SK EASO COI report on Chechnya: Women, Marriage, Divorce and Child custody EN, IT, FR, DE,

PL Update on Irak EN Update on Ukarine EN Update on Eritrea EN

CONSOLIDATED ANNUAL ACTIVITY REPORT OF EASO 2014 — 37

PART II- MANAGEMENT

4.8 Management Board EASO’s Management Board in figures 2014

3 Management Board meetings held 5 programming documents adopted The Management Board is the governing and planning body of EASO. In 2014 it was composed of 31 members and observers (one member from each Member State, except for Denmark, which is invited to attend as an observer, two members of the European Commission and one non-voting member of UNHCR). Moreover, representatives of the associate countries (Iceland, Liechtenstein, Norway and Switzerland) were invited to attend the meetings of the Management Board as observers. Frontex was also regularly invited to take part in the relevant items of the Management Board meetings, especially with regard to the situation of asylum in the EU and Early warning and Preparedness System. 3 Management Board meetings were organised in May, September and December 2014. The UN High Commissioner addressed the Management Board meeting in September. During 2014, the Management Board adopted the following documents and decisions: - the Multiannual Work Programme (MAWP) 2016-2018; - the Work Programme 2015; - the Multiannual Staff Policy Plan 2016-2018; - the EASO Budget 2015;

- the Annual Activity Report 2013; - the Annual Report on the situation of Asylum in the EU 2013; - the Management Board Decision No 21 of 26 May 2014 on the schooling fees for children attending a private/international school in Malta and the EASO contribution to support their integration in the local environment; - the Management Board Decision No 22 of 26 June 2014 adopting an opinion on the EASO final accounts 2013; - the Management Board Decision No 23 of 1 December 2014 adopting the implementing rules for to the staff regulations; In 2014 EASO dedicated particular efforts to promote valuable and constructive discussion during the Management Board meetings. EASO organised brainstorming sessions aimed at exchanging views on the practical management of the CEAS. The Management Board was provided regular updates on the situation of asylum in the EU+. Trends, challenges and best practices were discussed among Members and Representatives. The Management Board discussed on the progress related to the implementation of the activities in the framework of the Task Force Mediterranean and the EASO support measures to Bulgaria, Greece, Italy and Cyprus. Particular attention was given to training and professional development, to quality processes and to COI and the development of the COI portal. Regarding EPS, the Management Board discussed on the

Picture 9: EASO Management Board

38 — CONSOLIDATED ANNUAL ACTIVITY REPORT OF EASO 2014

implementation of Stage II of the process and received the monthly and quarterly reports on asylum. Finally, the EASO Management Board endorsed the EASO Communication strategy, appointed the members of the steering committee of the EASO external evaluation and was regularly updated on the evaluation process.

5. Budgetary and financial management

5.1 Initial 2014 budget, amendments and transfers

In accordance with article 33 of the EASO Regulation, the revenues and resources of EASO shall consist, in particular, of: (a) a contribution from the Union entered in the general budget of the European Union; (b) any voluntary contribution from the Member States; (c) charges for publications and any service provided by EASO; (d) a contribution from the associate countries. During 2014, EASO has received a subsidy from the Commission, a contribution from an associate country (Norway) and financing for a specific project called “ENPI Project”.

The expenditure of EASO shall cover staff costs, infrastructure and administrative expenditure, and operational expenditure and it is divided into 4 titles: Title 1 - Staff expenditure Title 2 - Infrastructure and operating expenditure Title 3 - Operational expenditure Title 4 - Operational expenditure for specific projects (earmarked appropriations)

In 2014, two Amending Budgets (hereinafter AB) were adopted by the Management Board. In addition to these AB, the Authorising Officer or Authorising Officers by Delegation have approved a total of 14 budget transfers during the year.

The first AB was adopted on 13 March 2014 and incorporated the amount of EUR 984,461.35 stemming from and ad-hoc grant awarded by the European Commission (DG DEVCO) to implement the 18-month project entitled: “Promoting the participation of Jordan in the work of EASO as well as the participation of Tunisia and Morocco in the work of EASO and Frontex” (hereafter ENP related contribution).

The second AB was adopted on 17 October 2014 and included a reduction to 661,780.21 EUR of the revenues and expenditures associated to the ENP related contribution, a contribution from the Kingdom of Norway in the amount of 335,349.36 EUR and 10,844.94 EUR as revenue for bank interest.

The tables below present the Budget 2014 in terms of appropriations for revenue, commitment and payment.

The distribution of appropriations among Titles of the Budget 2014 is as follows.

Revenue

The total revenues increased from 12 M EUR in 2013 to 15.7 in 2014, as well as the number of contributors: in addition to the EU subsidy EASO received a contribution from Norway and earmarked appropriations from DG DEVCO to promote the participation of ENP countries to the work of EASO.

Budget Line

Description Voted Budget 2014 Amending

Final Appropriations 2014 Budgets 2014

2000 EU Contribution (Commission subsidy - Titles 1, 2 and 3) 14,656,000.00

14,656,000.00

3000 Third countries contributions 335,349.36 335,349.36

CONSOLIDATED ANNUAL ACTIVITY REPORT OF EASO 2014 — 39

4000 Other contributions 661,780.21 661,780.21

5000 Administrative operations and miscellaneous income 10,844.94 10,844.94

Budget revenues 14,656,000.00 1,007,974.51 15,663,974.51

Expenditures

The total expenditures increased from 12 M EUR in 2013 to 15.7 in 2014 in CA and from 10.5 M EUR in PA to 15.7 in PA.

Budget Title

Title Description EASO adopted budget 2014 2014 EASO budget after amending budgets

and budgetary transfers

Commitment Payment Commitment Payment

Title 1 Staff expenditure 6,143,000.00 6,143,000.00 6,230,000.00 6,230,000.00

Title 2 Infrastructure and operating expenditures

2,486,000.00 2,486,000.00 2,745,194.30 2,745,194.30

Title 3 Operational expenditures 6,027,000.00 6,027,000.00 6,027,000.00 6,027,000.00

Title 4 Operational expenditures for specific projects

661,780.21 661,780.21

Total expenditure 14,656,000.00 14,656,000.00 15,663,974.51 15,663,974.51

5.2 Budget 2014 – Execution The present budget implementation report covers the period from 1 January to 31 December 2014.

The credit types present in EASO budget are the following:

- C1 appropriations (appropriations of the current year),

- C8 appropriations (appropriations carried-forward from previous years),

- C4 appropriations (appropriations internally assigned),

- C5 appropriations (appropriations from internal assigned revenue carried over from previous year)

- R0 appropriations (appropriations from external assigned revenue).

Commitments are entered in the accounts on the basis of the legal commitments entered into up to 31 December and payments on the basis of the payments made by the Accounting Officer by 31 December of that year, at the latest.

EASO has non-differentiated appropriations for Title 1 and 2 (commitment and payment appropriations are equal and linked) and differentiated appropriations for title 3 and title 4.

40 — CONSOLIDATED ANNUAL ACTIVITY REPORT OF EASO 2014

5.3 Budget execution of Income appropriations per fund source

Income appropriations

Budget Title

Fund Source

Description Current budget Revenue received Remaining

balance Ratio (%)

Title 2 IC1 EU contribution (Commission subsidy - titles 1, 2 and 3)

14,656,000.00 12,100,000.00 2,556,000.00 82.56%

Title 3 IR1 Third country contributions (only Norway in 2014)

335,349.36 335,349.36 0.00 100.00%

Title 4 IR1 Other contributions (only ENPI Project in 2014)

661,780.21 661,780.21 0.00 100.00%

Title 5 IC1

Administrative operations and miscellaneous income

10,844.94 10,844.94 0.00 100.00%

IC4 0.00 24,856.42 0.00

5.4 Budget execution of Commitment appropriations per fund source

The overall budget execution of C1 appropriations decreased from 2013 to 2014. In particular, the execution of Commitment Appropriations decreased from 87% in 2013

to 84.6% in 2014; the execution of Payment Appropriations decreased from 87% in 2013 to 71% in 2014.

Commitment appropriations

Budget Title Fund Source Current budget Current execution Remaining balance Ratio (%)

Title 1

C1 6,130,000.00 5,650,007.36 479,992.64 92.17%

C4 1,454.12 1,115.63 338.49 76.72 %

C5 447.45 447.45 0.00 100.00 %

C8 149,606.18 78,579.70 71,026.48 52.52 %

R0 100,000.00 6,000.00 94,000.00 6.00 %

Total Title 1 6,381,507.75 5,736,150.14 645,357.61 89.89%

C1 2,509,844.94 2,185,386.17 324,458.77 87.07%

C5 29,045.91 29,045.91 0.00 100.00 %

CONSOLIDATED ANNUAL ACTIVITY REPORT OF EASO 2014 — 41

Title 2 C8 540,269.20 464,878.50 75,390.70 86.05 %

R0 235,349.36 43,569.59 191,779.77 18.51 %

Total Title 2 3,314,509.41 2,722,880.17 591,629.24 82.15%

Title 3

C1 6,027,000.00 4,585,582.71 1,441,417.29 76.08%

C4 12,496.32 1,020.12 11,476.20 8.16 %

C8 1,922,539.53 1,559,682.69 362,856.84 81.13%

Total Title 3 7,962,035.85 6,146,285.52 1,815,750.33 77.19%

Title 4 R0 661,780.21 614,645.40 47,134.81 92.88 %

Total Title 4 661,780.21 614,645.40 47,134.81 92.88 %

Total Commitment Appropriations 18,319,833.22 15,219,961.23 3,099,871.99 83.08%

5.5 Budget execution of Payment appropriations per fund source

In 2014 EASO made payments for a total of 11.3 M EUR, approximately 800,000 EUR

more than in 2013 when payments amounted to 10.5 M EUR.

Payment appropriations

Budget Title Fund Source Current budget Current execution Remaining balance Ratio (%)

Title 1

C1 6,130,000.00 5,432,167.53 697,832.47 88.62 %

C4 1,454.12 1,115.63 338.49 76.72 %

C5 447.45 447.45 0.00 100.00 %

C8 149,606.18 78,579.70 71,026.48 52.52 %

R0 100,000.00 0.00 100,000.00 0.00 %

Total Title 1 6,381,507.75 5,512,310.31 869,197.44 86.38 %

Title 2

C1 2,509,844.94 1,576,537.73 933,307.21 62.81 %

C5 29,045.91 29,045.91 0.00 100.00 %

C8 540,269.20 464,878.50 75,390.70 86.05 %

R0 235,349.36 0.00 235,349.36 0.00 %

Total Title 2 3,314,509.41 2,070,462.14 1,244,047.27 62.47 %

Title 3 C1 6,027,000.00 3,453,372.96 2,573,627.04 57.30 %

C4 12,496.32 11,514.45 981.87 92.14 %

42 — CONSOLIDATED ANNUAL ACTIVITY REPORT OF EASO 2014

Total Title 3 6,039,496.32 3,464,887.41 2,574,608.91 57.37 %

Title 4 R0 661,780.21 254,105.23 407,674.98 38.40 %

Total Title 4 661,780.21 254,105.23 407,674.98 38.40 %

Total Payment appropriations 16,397,293.69 11,301,765.09 5,095,528.60 68.92 %

5.6 Carry-over from 2014 to 2015 The carry-over is intended to cover amounts due at the end of the year. Carry-over of appropriations relates to:

- Title 1: Staff expenditure such as missions, reimbursements to candidates, interim staff;

- Title 2: Infrastructure and operating expenditure (IT hardware, software and related services, etc.), administrative assistance from other EU institutions (e.g. SLAs with PMO), translations and publications, business consultancy (EASO independent evaluation) and organisation costs of Management Board meetings;

- Title 3: Operational expenditure such as operational translations and publications, organisation of events, reimbursements of participants/experts who attended meetings organised by EASO;

- Title 4: Operational expenditure for specific projects (ENP countries participating in the work of EASO) such as translations, staff travel costs, organisation of events, reimbursement of participants/experts.

EASO carried forward to 2015 several commitments. In particular an amount of 412,000 EUR was carried forward to cover a multi-annual (3 years) contract for the provision of professional legal services consisting, inter alia, in legal analysis and advice on European international asylum law and case-law. In addition, in order to cover multi-annual Special Support Plans for Bulgaria and Cyprus EASO carried over respectively 360,000 and 221,000 EUR. The R0 credits from Norway, collected only at the end of the year, were fully carried over to 2015.

5.7 Non-differentiated C1 appropriations carried-over from 2014 to 2015

Non-differentiated C1 appropriations (Title 1 and Title 2) corresponding to obligations duly contracted at the close of the financial year

are carried over automatically to the following financial year only, together with the payment appropriations.

Budget Title

Description Commitment execution Payment execution

RAL Commitment and payment

appropriations carried-over to 2015

Ratio carry-over /

commitments 2014 2014

Title 1 Staff expenditure 5,650,007.36 5,432,167.53 217,839.83 3.86%

CONSOLIDATED ANNUAL ACTIVITY REPORT OF EASO 2014 — 43

Title 2 Infrastructure and operating expenditures

2,185,386.17 1,576,537.73 608,848.44 27.86%

5.8 C4 appropriations carried-over from 2014 to 2014

C4 appropriations (internally assigned funds) are carried over automatically to the following

financial year as C5 appropriations, together with the payment appropriations.

Budget Title

Description Current budget Current execution

Carry-over to 2015 Ratio (%) 2014 2014

Title 1 Staff expenditure 1,454.12 1,115.63 338.49 23.28%

Title 3 Operational expenditures 12,496.32 11,514.45 981.87 7.86%

5.8.1 R0 appropriations carried-over from 2014 to 2015

R0 appropriations (externally assigned funds) are carried over automatically to the following

financial year together with the payment appropriations.

Budget Title

Description Current budget Current execution Carry-over to 2015 Ratio (%) 2014 2014

Title 1 Staff expenditure 100,000.00 0.00 100,000.00 100.00%

Title 2 Infrastructure and operating expenditures

235,349.36 0.00 235,349.36 100.00%

Title 4 Operational expenditures for specific projects (earmarked appropriations)

661,780.21 254,105.23 407,674.98 61.60%

5.8.2 Differentiated appropriations carried-over from 2014 to 2015 Differentiated C1 appropriations (Title 3) corresponding to obligations duly contracted by the end of the financial year are carried

over automatically to the following one, under C8 appropriations, without the payment appropriations.

Budget Title

Description

Commitment execution 2014

Payment execution 2014

RAL Commitment appropriations carried-

over to 2015

Ratio carry-over /

commitments (only C1)

Title 3 Operational expenditures 4,585,582.71 2,305,115.20 2,280,467.51 49.73%

CONSOLIDATED ANNUAL ACTIVITY REPORT OF EASO 2014 — 44

Differentiated C8 appropriations (Title 3), from previous years, are carried over automatically to the following financial year,

under C8 appropriations, without the payment appropriations.

Budget Title

Description

Commitment execution 2014

Payment execution 2014

RAL Commitment appropriations -over to

2015

Ratio carry-over /

commitments (under C1)

Title 3 Operational expenditures 1,559,682.69 1,148,257.76 411,424.93 26.38%

5.9 Procurement In 2014 EASO has carried out 5 open calls, 1 negotiated procedure ex art 134 RAP, 1 negotiated procedure ex art. 135 RAP, 10 negotiated procedures below 60,000 EUR, 95 negotiated procedures below 15,000 EUR (83 Purchase Orders, 3 direct service contracts, 9 Framework Contracts).

5.10 Human resources Management (HR)

In 2014, EASO’s internal organisational structure was headed by its Executive Director, who was directly supported by an Executive Office, by 4 Heads of the following Unit/Centers, as well as by the Accounting Officer: • General Affairs and Administration Unit (GAAU) • Centre for Information, Documentation and Analysis (CIDA) • Centre for Operational Support (COS) • Centre for Training, Quality and Expertise (CTQE) Throughout the year, the Executive Director and the 4 Heads of Unit/Centre convened a weekly Management Team Meeting to monitor the progress on EASO’s activities and organisation and discuss the upcoming activities. These were supplemented by senior thematic meetings organised on key horizontal content related matters affecting the organisation. EASO had 79 staff members at the end of 2014, including 34 Administrators, 14

Assistants, 19 Contract agents and 12 Seconded National Experts. 23 nationalities of EU Member States’ were represented in EASO at the end of 2014. EASO completed 25 recruitment procedures, while several competitions for posts foreseen in the 2014 establishment plan were only finalised at the beginning of the following year. The gender balance amongst EASO resulted in 47 female staff members (59%) and 32 male staff (41%). EASO Staff Committee elected in September 2013 performed regularly its activities according to its mandate. As per adopted establishement plan, the structure of EASO staff for 2014 was as follows: - 37 administrators including all the heads of unit and full complement of staff who are specialists in practical cooperation in the field of asylum, including some promotion perspectives; key operational functions profiles include, in particular, specialists in information, documentation, analysis, operational support, training, quality and IT experts; - 14 assistants for support tasks; -14 seconded national experts for asylum cooperation; seconded national experts are recruited with special expertise on operational cooperation on asylum in the different areas in which EASO operates; - 21 contract agents32 for operational and administrative tasks in the following categories: eight contract agents in function

32 This figure does not include the 3 earmarked contract staff engaged by EASO for the implementation of the 18 months ENP project.

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group (FG) IV, eight contract agents in FG III, three contract agents in FG II and two contract agents in FG I. The agency's recruitment policy as regards the selection procedures, the entry grades of different categories of staff, the type and duration of employment and different job profiles was updated in October 2014 in order to align it to the new Staff Regulations and implementing rules thereto33, as well as the conclusion of the agreements for the participation of associated countries in EASO. It is visible that the entry level grades available in EASO34 are very low and this has 2 major repercussions in terms of human resources management. - It is very difficult to recruit staff taking into account the grades available in the Establishment Plan of posts and the correction coefficient for Malta (84.4% in 2014). - It is very difficult to implement the reclassifications policy in EASO considering that as from 2014 onwards, an increased number of staff will be eligible for reclassification, whereas there are largely insufficient available grades in our Establishment Plan for reclassification. In 2014 EASO carried out the first annual exercises for staff appraisal. The first appraisal report exceptionally covered the year 2012 together with 2013 for staff members that were in active employment during those years. The Agency has signed agreements with private/international schools in Malta to compensate for the current lack of a European School within a perimeter of 50km from EASO’s headquarters. In this sense, the Management Board adopted in November 2013 a Decision on the EASO contribution to school fees for children attending a private/international school in Malta and to support their integration in the local environment. The Decision foresees the

33 State of play of implementing rules adopted by the agencies consistent with its staff included in the Annexes. 34 See annex EASO staff in 2014

provision of adequate financial support to staff members whose children attend these schools, also taking into account the development of a sustainable and balanced approach between the financial support to the annual school fees and the Agency’s expenditure. Several cultural and social events for the staff, including 8 thematic activities, were organised by EASO in 2014. They aimed to keep EASO staff informed on important issues and to serve as team building activities.

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5.11 Assessment by the Management The agency operates under a centralized system of financial management, where the mandatory ex-ante financial verification of each financial transaction is performed centrally by qualified staff in the Finance Section. This step in the financial circuits, which are based on the-four eyes principle, is the main guarantee for ensuring that risks of fraud are minimised to the extent possible. Non-compliances are reported specifically and each one identified is subject to a written non-compliance report signed by the line manager and the responsible authorising officer. Additionally, exceptions reports are also systematically produced as appropriate. Both types of reports are kept and filed and are subject to a register that is made available to managers and auditors. EASO uses Business Objects and SAP Financials as its main financial management and reporting systems. Both tools and the underlying internal procedures have been tested and validated by the Accounting Officer as producing reliable data and reports. According to Art.44 of EASO FR “The AO shall be responsible for implementing revenue and expenditure in accordance with the principle of sound financial management and for ensuring compliance with the requirements of legality and regularity”. For this purpose the AO “shall … put in place the organisational structure and internal control system suited to the performance of the duties”. A valid full financial circuit for all transactions has been identified and established within the agency in compliance with the compulsory control steps and minimum standards foreseen in EASO FR (Art. 45 “Ex-ante controls”). The Charter of tasks and responsibilities of authorising officers has been signed by AO. All statutory staff assigned to perform the duties of financial actors has been nominated by AO. EASO has not yet addressed the requirements of Art.46 “Ex-post controls”.

The implementation of the budget at all levels of management is subject to compliance with the internal control objectives set in Art.30 EASO FR: 1. Effectiveness, efficiency and economy of operations (sound financial management), - sound financial management is promoted as a guiding principle ensuring the level of economy, efficiency and effectiveness achieved with regard to financial transactions, the availability of staff assigned to these tasks. - The signification dependence of budget execution on procurement, special attention is paid to level of performance of ex-ante controls in tender procedures. - Relevant training to its staff. 2. Reliability of reporting - The regular reporting based on standard report from ABAC’s DataWareHouse produced to support the decision making process and ensured better results performed by staff. - The register of non-compliance notes and exceptions is rigorously maintained. - The accounting system was validated in May 2013. A follow-up was done in March-June 2014. - The EASO’s financial procedures are formalised in the Book of Procedures - The agency ensured that all needed procedures and controls are in place or updated as requested, paying full attention to the remarks of the European Parliament. The number of transactions is normal as is their complexity. The staff allocated to the financial tasks is trained and competent. The training is an ongoing procedure in order to be up-to-date with the rules and practices. 3. Safeguarding of assets and information Subject to full risk assessment conducted, a relevant action plan has been drafted, which includes: - Setting-up a proportionate IT Governance/Structure (e.g. IT steering committee or IT governance Board) to oversight and follow the important EASO IT projects. - Drating an ICT Strategy, adoption planned by December 2014.

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- Implement arrangements that will allow keeping IT back-up copies outside the EASO premises. - Adopt an IT Project Management Framework. The system components of the ICT disaster/recovery infrastructure were assembled in September 2014 forming the final disaster/recovery platform (secondary data center) for ICT services. The physical move of the platform to the off-site location (at eu-LISA premises in Strasbourg) is planned for completion by the end of 2015, after the signature of the working arrangement between EASO and eu-LISA in November 2014. 4. Prevention, detection, correction of irregularities and fraud. Subject to full risk assessment conducted and relevant action plan: - Internal guidelines, including a "whistle-blowing" procedure was drafted; issue guidelines/internal rules on prevention of fraud, corruption and any legal activity detrimental to the Union's interests. Adopt implementing rules for MB decision OLAF; - EASO management and prevention of conflict of interest policy is in place; - HR ensures the existence of declarations of absence of conflict of interest and confidentiality of all members of Selection Committees before starting the selection process. In order to ensure adequate documentation and transparency over the recruitment and selection process, including steps for management supervision and control, HR has developed minute and a workflow for supervision since 2012; HR keep evidence of prior approval of the Vacancy Notice, as well as all the documents concerning the recruitment in one central recruitment file.

5.12 Assessment of aduit results during the reporting year

5.12.1 IAS audits In 2014 EASO was subject to three audits conducted by the IAS, namely: (i) The Review of the Internal Control Standards, (ii) The Business Continuity Management and (iii) The Audit on the Implementation of Support Plans.

All three audits were subject of specific final reports that each includes recommendations and a follow-up action plan. These action plans are uploaded in the IAS’ audit issues track database system and require that EASO follows up and regularly updates the IAS on the progress of the implementation of the actions agreed upon. As the actions are implemented the individual audit issues are closed. The IAS has considered the audit action plans submitted by EASO as suitable. The agency continues to work together with the IAS and to develop concrete actions to minimize the identified risks.

5.12.2 European Court of Auditors EASO is subject to an annual audit performed by the Court. Recently the audit work has also been complemented by the externalisation of a part of the audit to an external private professional firm. In practical terms, EASO was visited at two distinct times last year for this purpose.

For each visit, the Court has issued reports with findings that were later subject to a contradictory process (a dialogue) and resulted in a final annual audit opinion of the Court on the legality and the regularity of the 2014 financial statements. EASO has not received the final opinion of the Court in relation to the 2014 audit, but given the exchange of information in this regard EASO firmly believes that it will be a clear and reassuring opinion.

5.13 Audits Follow-Ups and Action Plans The main actions that are still open refer to the improvement of internal planning of resources and operations, the refinement of operational plans, including the assigned roles and responsibilities, the establishment of better performance indicators and the development of business continuity management in certain areas.

EASO reviews the status of the action plans periodically with the Court and recommendations that have been implemented are closed. There are no

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significant issue in terms of delays in the implementation of the action plans in the main areas indicated above.

5.14 Follow-up of observations from the Discharge Authority

Additionally to the risks mentioned in item 2.7 above, the main recommendations of the 2013 discharge were related to:

- The Common Approach and the Commission’s Roadmap on decentralised agencies, related to mandates, headquarters agreements, services provided by the Commission, sharing services between the agencies, etc.. EASO has an effective headquarters agreement in place and has not considered at the moment to share administrative services with other agencies.

- Resources management, on the observation of budgetary principles, the implementation of annual budgets, the new financial regulation, new programming and planning guidelines and this very annual activity report. EASO has made significant improvements in terms of complying with budgetary principles and sound financial management and will continue to pursue further improvements in these areas.

- Cooperation with the Parliament, through what is considered to be a very satisfactory work experience and cooperation with the coordination of agencies network and with the specialised committees of the Parliament. EASO participates and is a quite active member of the agencies’ network.

- Conflicts of Interest and Transparency, mostly on having policies and declarations on conflict of interest, for the staff, members of the Board and other stakeholders. EASO’s Management Board has adopted a policy on the prevention and the management of conflict of interest.

PART II B- External Evaluation Article 46 of the EASO Regulation states that EASO shall commission an independent external evaluation of its achievements. The overall objective of this evaluation is to assess the EU value added, impact, efficiency,

effectiveness and working practices of EASO in its first years of operation in the implementation of its mandate, thereby contributing to the implementation of the CEAS, including the new asylum legislative package. The independent evaluation will cover the period June 2011 – June 2014. The EASO Management Board nominated two of its members to form part of the Steering Group together with two staff members of EASO. Following the adoption of the Terms of Reference and the implementation of the applicable procurement procedure, the contract was awarded in October 2014 to Ernst&Young. A kick off meeting on the evaluation took place in Malta on 20 October 2014 and an inception report was delivered by the contractor in December. The data collection phase started with the participatory observation of the Management Board meeting and plenary of the Consultative Forum in December and with desk review. Methods to gather data were developed in order to launch a survey to the EASO key stakeholders, to conduct semi-structured interviews and to develop focused case studies. The data collection phase will continue during the first semester 2015. The final report is expected to be delivered by the contractor by July 2015.

Part III: Assessment of the effectiveness of the internal control systems

5.15 Risk Management EASO assessed the risk in relation to four areas, namely: • Most important types/areas of risks,

associated with the Agency operation; • Information on Risk Management and

appropriate management tools • Information on Fraud prevention and

detection • Prominent risks that have materialized in

the reporting year. The most important areas of assessment were according to EASO workplan towards ISO 27002 Standard:

1. Information Security Policies;

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2. Organization of Information Security; 3. Human Resources Security; 4. Asset Management; 5. Access Controls; 6. Cryptography; 7. Physical and Environmental Security; 8. Operations Security; 9. Communications Security; 10. Systems acquisition, development

and maintenance;

11. Supplier Security Management; 12. Security Incident Management; 13. Information aspects and Business

Continuity Planning; 14. Compliance.

In 2014 EASO performed an exercise regarding the roadmap towards the ISO control standards and the results are represented in the figure below.

While EASO needs further development on some key areas, it is up to standard on a number of key areas and even surpasses the average on some security controls. Since this study was performed, EASO in 2014 took additional steps towards ensuring that risk is managed in a proper framework and that business continuity is assessed – towards a proof of concept to be implemented. In this context, a Business Continuity Management Strategy and Framework (BCMSF) was adopted by the Executive Director on the 22nd of December of 2014 and a roadmap to full comply with was determined and defined. The roadmap included a Business Impact Analysis and Risk Assessment exercise which was launched by the ad-hoc established steering committee in January 2015.

In terms of disaster recovery, EASO set up and deployed a secondary rack cabinet with services associated with a backup site for recovery services. A protocol with EU-LISA was established in November 2014 to exchange information and collaborate in IT. EASO has requested to move this rack cabinet to the datacentre located in Strasbourg and establish a secondary, recovery site, in eu-LISA premises. The approval of the move is pending. Disasters frequently result in loss of access or destruction of premises, and it is necessary to ensure that EASO’s electronic and physical records/documents are replicated and stored at a location outside of EASO’s facility (off-site location) preferably at a geographically distant location. Recovery is divided by service and assumes that both racks are geographically distant. EASO ICT is

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ensuring that the following services (from the portfolio) are duplicated across the recovery site: - Electronic files and folders. All files and

folders containing shared EASO information are synchronized between Valletta and Strasbourg;

- Electronic mail. All mail databases are synchronized between Valletta and Strasbourg, including replication within sites;

- Domain authentication and credentiation. All internal and external user Active Directories are synchronized between sites (4 databases, two on each site for the internal AD and 2 databases for the external AD)

- Databases. All external databases are synchronized between sites. All internal databases are backed up and then synchronized across sites.

- Internet and VPN access. Internet and VPN access are redundant services across both sites.

Risk is managed through regular assessments of the above mentioned controls and also by comparing the current ICT service portfolio against these controls. The last documentation on the matter is outlined in the Security Audit Risk Analysis, delivered in November 2014. ICT has also, during 2014, deployed two monitoring tools of its service portfolio: a SIEM tool to manage machine logs and a Network tool to monitor traffic patterns and network information flow. On a broader level, the following two main risks have emerged from EASO internal assessment: - Limited staff resources to implement the

mandate, including the new activities sought in emergency responses;

- The high level of expectations combined with a high level of dependence on the Member States.

EASO has been addressing these risks in the most effective possible way and minimising the probability of its materialisation.

During the year under review, no prominent risks have materialised. As regards fraud prevention, following EASO’s Management Board decision No. 15 of 20 November 2012, measures or the prevention of fraud were developed, which need to be complemented by a strategic approach to minimise the risk of fraud and by the establishment of practical procedures. EASO Information Systems and Technology are integral elements of the EASO Anti-Fraud Strategy program. The guiding principle is integration and alignment of IT systems and practices with EASO business processes and associated administrative control mechanisms. With respect to technology currently employed in the EASO information and communication environment, the anti-fraud controls address: - At the application level: Impact on

segregation of duties within ABAC accounting system

- At the database level: Access control to data repositories and underlying database platforms

- At the infrastructure level: Access control to servers and systems, prevention and detection of unauthorized access to EASO’s internal network and physical intrusion.

5.16 Compliance and effectiveness of Internal Control Standards

EASO has been cooperating extensively with the IAS in terms of reviewing its internal control framework. Most internal control standards have been implemented, particularly in the following areas: ICS n° 1 Mission: the agency has defined up-to-date mission statements which are linked across all hierarchical levels and made known to staff. Importance should be stressed of ensuring that all staff, taking into account their responsibilities, are fully familiar with the agency's principal missions.

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ICS n° 2 Ethical and Organisation Values: Ethical and Organisational values continue to deserve particular attention in EASO. Ethical and Organisational values of the EU Institutions have been recalled. The agency aims to transmit to its entire staff the ethical and organisational values culture of the EU Institutions. ICS n° 8 Processes and Procedures: EASO has documented internal procedures on many important areas of work, including on its financial circuits. The accounting system was validated in May 2013. A follow-up was done in March-June 2014; the EASO’s financial procedures are formalised in the Book of Procedures; the register of non-compliance notes and exceptions is rigorously maintained. ICS n° 10 on Business Continuity, significant efforts have been made in order to put in place business continuity and ICT redundancy systems, which are already in place. However, the agency has not concluded yet or tested its business continuity systems and is struggling to allocate resources for this purpose. Due to the high rate of turn-over of staff, it has inevitably generated some risks to business continuity, which were mitigated. Therefore the agency has ensured that comprehensive and operational hand-over

documents are established and that functioning deputizing arrangements and back-up for all activities is in place. ICS n° 11 on a Document Management System: A taxonomy and retention schedule for Administrative Documents was approved in October 2014 and a comprehensive Document Management Policy addressing document registration, transfer to archives, email management was drafted. However, despite having in place registering, filing and archiving systems, the agency has not developed a comprehensive DMS yet, mainly due to the lack of appropriate resources for that purpose. This issue is being addressed currently in 2015. ICS n° 13: on Accounting and financial performance, the agency has adequate procedures and controls in place to ensure that accounting data and related information are accurate, complete and produced timely. Other internal controls have not been initiated, either for a clear lack of resources, both human and financial, or due to the maturity level of the agency, still in its fourth year of work. Of the latter category, it is worth mentioning the following internal controls that will still require attention and an adequate level of resourcing.

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PART IV- Management Assurance Declaration of assurance by the Executive Director I, the undersigned, Executive Director of the European Asylum Support Office, In my capacity as authorising officer, For the actions and commitments of EASO in 2014, Declare that the information contained in this report gives a true and fair view. State that I have reasonable assurance that the resources assigned to the activities described in this report have been used for their intended purpose and in accordance with the principles of sound financial management, and that the control procedures put in place give the necessary guarantees concerning the legality and regularity of the underlying transactions. This reasonable assurance is based on my own judgment and on the information at my disposal, such as the results of the self-assessment, ex-post controls, the observations of the Internal Audit Service and the lessons learnt from the reports of the Court of Auditors for years prior to the year of this declaration. Confirm that I am not aware of anything not reported here which could harm the interests of EASO and the institutions in general. At Valletta Harbour on 18 June 2015, SIGNED 18/06/2015 Dr Robert K. Visser Executive Director

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ANNEXES

Annex : Core Business Statistics Performance measures in the implementation of the 2014 EASO Work Programme

EASO’s Management Board EASO objective(s)

EASO aims at ensuring that its Management Board continues to fulfil effectively and efficiently its tasks as governing and planning body.

Performance Deliverables Indicators Results Organise three Management Board meetings with the option to have additional meetings at the initiative of the chair or at the request of one third of its members.

Number of meetings; Number of participants; Number of documents prepared; Use of the output of the meetings.

Organized 3 MB meetings; 171 particpants; 42 documents prepared; 3 minutes and summary of actions adopted.

Mutliannual and annual work programmes EASO objective(s)

Draft the EASO Work Programme 2015 and review the Multiannual Work Programme (MAWP) 2014-2016 and monitor and report on the implementation of the Work Programme 2014.

Performance Deliverables Indicators Results Draft the Work Programme to be adopted by the Management Board by 30 September.

Timeframe for presenting the draft Work Programme; Number of internal and external consultation processes.

A wide internal consultation performed (Nov 2013-June 2014); Inputs from Commission, Consultative Forum and JHA agencies received and taken into consideration; Work Programme 2015 adopted (September 2014).

Review the MAWP 2014-2016 and draft the MAWP 2015-2017.

Timeframe for presenting the reviewed MAWP.

MAWP communicated to European Parliament, Council and Commission (Mar 14); Draft MAWP 2015-2017 on-going.

Elaborate progress reports on the implementation of the Work Programme 2014.

Number of reports elaborated; Use of the progress reports.

2 progress reports elaborated in May 2014 and September 2014;

Revision of the Work Programme 2014

Number of amendments and revision

2 amendments to the Work Programme 2014 approved;

Elaborate the outline of the Work Programme 2016

Timeframe for presenting the outline

Outline of the Work Programme 2016 drafted and endorsed by the Management Board in December 2014

Relations with the EU Institutions, bodies and Agencies and other relevant stakeholders

EASO objective(s)

EASO aims at enhancing relations with the EU Institutions, particularly the Commission, the European Parliament, the Council of the EU and the Court of

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Auditors. In addition, EASO will focus on strengthening multilateral inter-agency cooperation, with particular focus to the JHA Agencies.

Performance Deliverables Indicators Results Organise regular meetings and videoconferences and foster the exchange of information with the Commission, particularly with DG HOME.

Number of meetings and videoconferences held; Number of documents exchanged;

6 Meetings with COM/DG Home; Several documents exchanged. 1 high-level meetings organised in Malta on 4 September (European Commissioner);

Participate in meetings of the European Parliament and provide information and documentation thereto

Number of meetings attended; Number of documents provided.

EASO participated in 5 LIBE committee meetings; Several documents provided.

Participate in meetings of the Council of the EU and provide information and documentation thereto

Number of meetings attended; Number of documents provided.

Participation to 4 JHA Council meetings and 6 SCIFA meetings. EASO delivered presentations on the situation of asylum in the EU and provided input to the new JHA multiannual programme and the EU Action Plan on Migratory Pressures. 7 key EASO documents were provided

Support the audit activities of the European Court of Auditors and the Internal Audit Service

Number of meetings organised; Number of documents provided; Use of the conclusions of the missions.

2 IAS audit missions organised on EASO operational support, 1 mission on business continuity and 1 annual mission on the regular annual audit; 19 interviews held and over 100 documents provided. Final reports received and agreed upon. Reccomendations implementing plan and update submitted to IAS; Reply to the preliminary findings of the European Court of Auditors for 2013 (Jan)

Coordinate the participation in the Coordination of EU Agencies’ network

Number of meetings attended; Number of documents disseminated internally; Use of the conclusions of the meeting.

4 meetings in April and June (Heads of Administration and Heads of Agency) 5 documents dissiminated internally. Enhanced exchange of relevant information within the network.

Exchange information on the annual and multiannual work programmes with the JHA Agencies

Number of documents distributed to the JHA Agencies; Number of contributions to the programmes of the other JHA Agencies; Use of the contributions made by the JHA Agencies.

Distribution of the EASO MAWP 2014-2016 and WP 2014 to the JHA Agencies; Contributions to the work programmes of the JHA Agencies . Joint common contribution of the JHA Agencies to the new multiannual JHA programme submitted to the European Parliament, Council and Commission.

Organise a head of JHA agencies’ meeting.

Head of JHA agencies’ meeting organised; Number of participants; Use of the output of the meeting.

Meeting held on 3 November 2014 31 participants Adopted a joint statement on the implementation of the JHA guidelines

Organise up to three JHA contact group meetings

Number of meetings or events organised; Number of participants;

3 JHA contact group meetings organised; 1 JHA press officers and communication multipliers organised;

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or events.

Level of satisfaction of the participants; Use of the output of the meetings or events.

1 expert meeting on THB with participation of the JHA Agencies; 1 training coordination meeting; Total number of participants to the meetings approximantely 120. Finalisation of the final report of the JHA agencies activities, scorecard and joint statement.

Develop working frameworks with EU Agencies and other relevant stakeholders

Number of working arrangment established and implemented Number of planning/consultation meetings with relevant partners

1 working arrangment with eu-LISA signed; Working arrangment with Norwary implemented including the inclusion of Norway financial contribution to EASO budget; 1 senior management consultation meeting with UNHCR organized and 1 high level meeting with UNHCR high commissioner organized.

Implement the relevant actions within the framework of the Task Force Mediterranean.

Number of pilot projects organised; Number of Member States participating; Level of satisfaction of participating Member States; Use of the results of the pilot projects.

1 Pilot project on the phenomenon of facilitation of asylum seekers under implementation; 2 Member States participating (MT and IT); 8 preliminary pilot projects on joint processing of asylum applications planned and 6 implemented: Technical report on the preliminary pilots presented to the MB 15. Preparation of 3 comprehensive pilots started and to be launched in 2015.

EASO Consultative Forum EASO objective(s)

EASO will engage in a two-way dialogue with relevant civil society organisations to share expertise and experiences. EASO will explore new areas of cooperation with selected civil society organisations and establish an e-consultation platform.

Performance Deliverables Indicators Results Consultation relevant civil society organisations.

Number and sort of consultations conducted; Number of organisations consulted; Number of contributions received; Use of the contributions received.

3 focused consultations groups created 1 Consultation with the CF on WP 2015, 3 on Situation of Asylum 2013 Report, and 1 on AAR 2013 5 Consultations on UM, training (reference group), COI, 15C QD, and EPS. 70 organisations consulted. Received in total 100 contributions Written and oral input by civil society taken into account in all activities.

Organise the annual plenary meeting of the Consultative Forum.

Plenary meeting organised; Number of participants; Level of satisfaction of the participants; Use of the output of the plenary meeting.

one and a half day plenary meeting and thematic conference held in Brussels; 100 participants representing around 40 civil society organisations; Final report to be published on EASO webpage.

Establish an e-consultation platform.

E-consultation platform established; Number of consultation launched on the e-consultation platform; Number of contributions received; Use of the contributions received.

Online consultations were held using email while the e-consultation platform was tested for the plenary meeting.

EASO Evaluation

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EASO objective(s)

EASO will implement its 2014 Work Programme taking into consideration the internal evaluation performed by the European Commission focussing on the impact of EASO on the practical cooperation in the field of asylum and on the CEAS in general. In addition, in 2014 the first external evaluation of EASO will take place.

Performance Deliverables Indicators Results Explore the inclusion of the recommendations foreseen in the internal evaluation conducted by the European Commission.

Number and sort of consultations conducted; Number of organisations consulted; Number of contributions received; Use of the contributions received. Number of actions implemented and timeframe

85% of the actions implemented

Commission and support the external evaluation

External evaluation commissioned; Number of meetings and documents provided to the evaluation team.

Tendering process completed; contract awarded in October; evaluators attended the December Management Board meeting and delivered a presentation; Kick off meeting with steering group held in December; Evaluators participated in the EASO consultative forum plenary; Draft inception report provided.

EASO communication activities EASO objective(s)

Communicate and promote the agency’s role, values, activities and work in line with the EASO communication strategy. EASO will focus on the agency’s task of facilitating, coordinating and strengthening practical cooperation among Member States on the many aspects of asylum.

Performance Deliverables Indicators Results Issue at least nine editions of the EASO newsletter.

Number of editions of the EASO newsletter. Subscribers feedback on level of satisfaction

10 editions issued; Survey launched.

Increase the number of newsletter subscribers.

Percentage of increase in the number of newsletter subscribers.

Increase of 78% of newsletter subscribers.

Organise an information and networking meeting for EU Member States’ press officers in charge of home affairs issues.

Information and networking meeting organised; Number of participants; Level of satisfaction of the participants; Use of the output of the meeting.

1 meeting held on 31 March 2014: 22 participants with level of satisfaction 3.5/4. Info day prepared and held in all Member States; EASO communications sent and spread via the enhanced network; useful information and contacts shared and exchanged.

Update the EASO communication strategy.

Updated communication strategy adopted.

Communication strategy drafted and adopted by Management Board.

Issue of at least eight press releases.

Number of press releases; Use of the press releases.

20 press releases issued; EASO’s presence in the press doubled

Monitor EASO’s press coverage and publish the most important

Number of items included in the press archive; Number of articles published on the website.

789 news items included in the press archive. 9 articles published.

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articles on the website. Issue internal daily press extracts.

Number of internal daily press extracts.

Daily press extracts issued and EASO articles are archived.

Hold at least six high-level interviews with the press.

Number of high-level interviews with the press.

15 interviews held.

Ensure that all EASO publications and translations are of the highest quality.

High-quality EASO publications and translations achieved.

Constant monitoring.

Ensure full implementation of EASO’s visual identity.

Use of the EASO visual identity. Constant monitoring.

Increase the number of visitors to the EASO website.

Percentage increase in the number of visitors to the EASO website.

Increase of 30% of visits compared to 2013. Signed new framework contract for the website upgrading, maintenance and hosting for a 4-year period.

Ensure timely replies to enquiries received from the public and the press, including through the EASO info mailbox.

Timeframe in which enquiries are replied; Use of the replies.

596 requests received, (99% of replies answered within 15 working days).

Organise an EU-wide EASO info day.

Number of activities held. Info day held in all Member States and also in the European Parliament. 29 boxes of EASO publications and merchandise delivered. 4 articles published in magazines or newsletters. 9 interactive events held.

Issue “week ahead" information for EASO Staff

Number of week ehead issued

A week ahead email with information to staff is made and delivered on a weekly basis since March.

Hold at least 5 brown bag lunches for EASO staff.

Number of brown bag lunches/events held.

8 brown bag lunches/events held

Develop activities on social media.

Number of social media used; Respondance of audience;

Facebook page created and updated regularly. YouTube account opened.

Organize at least one press conference

Number of press conferences held; Number of journalist attending;

2 press conferences held.

Develop and update new information material

Number of material developed/updated

EASO brochure updated. JHA Agencies brochure published.

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EASO training

EASO objective(s)

EASO aims at supporting Member States in developing and building the skills and competencies of their staff through qualitative common training. EASO’s training encompasses different aspects of the CEAS and aims to contribute to the implementation of the CEAS by supporting the establishment a common quality level across the EU.

Performance Deliverables Indicators Results Deliver twelve to fourteen EASO train-the trainer sessions with 120–160 new trainers trained.

Number of train-the-trainer sessions delivered; Number of new trainers trained; Level of satisfaction of the trainees.

13 train-the-trainer sessions were delivered. 178 trainees participated in the Train-the-Trainers’ sessions (including 9 participants from EASO’s staff). 80% average level of satisfaction of the trainees to the Train-the-Trainers’ sessions.

Deliver three regional train-the-trainer sessions.

Number of train-the-trainer sessions delivered; Level of satisfaction of the trainees.

3 Regional training sessions delivered in Warsaw, Vienna and Brussels; 7 train-the-trainer modules covered; 79 individuals trained. 78% avreage level of satisfaction.

Provide expert support to Member States in the implementation of EASO training on its e-learning platform and at national level.

Number of EASO training modules translated in EU national languages by Member States and implemented by EASO on its e-learning platform; Number of national training sessions administrated by EASO on its e-learning platform.

Module on Inclusion translated into 8 languages, 7 languages versions of the Inclusion module availabile on EASO e-learning platform Module on Evidence Assessment translated into 3 languages Module on Interview Techniques translated into 2 languages; Module on CEAS translated into 1 language;Module on Interviewing Children translated into 1 language. FR version of the Evidence Assessment module available on the e-learning platform. 180 national training sessions administered..

Update up to six modules.

Number of modules updated and implemented on its e-learning training platform; Timeframe in which module updates are completed.

Update/upgrade of 4 modules completed. 1 meeting organized with a Bologna Expert to address the update of modules in the EASO Training Curriculum in line with the European Qualifications Framework for Lifelong Learning (hereinafter EQF); Preliminary assessment of EQF descriptors to all EASO TC modules conducted;

Develop up to two training modules.

Number of training modules initiated; Number of modules developed and uploaded on the training platform; Timeframe in which modules are developed.

Development of 2 new training modules; 5 Content Expert meetings organized.

Organise an annual didactic seminar.

Number of trainers attending the didactic seminar; Level of satisfaction of the participants.

Annual didacic seminar organised, 7 participants from 5 MS. Average level of participants’ satisfaction: 86%

Organise up to two EASO training national

Number of participants attending the NCP meeting; Level of satisfaction of the

2 Training NCP meeting held, 22 Member States represented, EC, Frontex and UNHCR.

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contact point (NCP) meetings.

participants; Use of the output of the meetings.

Average level of participants’ satisfaction 89% 9 Outputs of the meetings.

Organise an annual reference group meeting.

Number of participants; Level of satisfaction of the participants; Use of the output of the meeting.

Annual Reference Group meeting organised with representatives from UNHCR, ECRE and Odysseus Network 3 Outputs of the meeting:

Develop up to two EASO training handbooks.

Number of EASO training handbooks developed; Use of the handbooks.

1 Hanbook (Interview Technique) finalised and sent for publication; 1 handbook (Interview of Vulnerable People) on-going.

Analyse the current training data collection system (training cockpit) and develop a reporting system on the use of EASO training at EU and national level as part of the general EASO documentation system.

Use of data for the reporting system; Use of the output of the analysis of the current training.

Tender procedure for the provision of IT consultancy service for a Training Database concluded. 2 technical reports delivered. The operational phase of the enhancement of the Database will be conducted in 2015. Country specific training factsheets developped together MS and a pilot Annual Training report delivered.

Prepare for the initiation and development of a Certification for EASO Training.

Preparation of a Concept paper. Participation in the Sectorial Qualification Framework Expert Board Meeting; 1 meeting held with a consulatant for Higher Education to discuss Cetification of the Training Curriculum; 2 contracts signed with service provides for the provision of a feasibility study and technical specifications on the certification and accreditation of the EASO TC. And to aligne the EASO TC to the European Qualification Framework. Undertaking of preparatory work to shift from Learning Objectives to Learning Outcomes. 2 meetings with the EASO Reception Module Content Expert Group; 1 bilateral meeting with DG Employment. 1 Concept paper in progress.

EASO quality support EASO objective(s)

EASO will map procedures, identify, share and contribute to the establishment of best practices. Based on an analysis of their needs, EASO will assist Member States to improve the quality of their asylum processes by developing and sharing practical tools.

Performance Deliverables Indicators Results Organise up to three EASO thematic practical cooperation meetings on quality-specific topics or aspects of the CEAS.

Number of meetings; Number of participants; Level of satisfaction of the participants; Use of the output of the meetings.

3 thematic meetings held, 93 participants, and 25 MS represetend; average satisfaction rate 87% The output of the meetings included in thematic reports.

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Identify and share practical tools, including monitoring systems, for supporting the quality in Member States’ asylum decision-making process and other aspects of the CEAS. Update of the quality projects and initiatives list.

Number of quality tools and mechanisms identified; Quality projects and initiatives list updated.

Various quality tools and mechanisms existing in MS identified, presented during the thematic meetings and share with MS and UNHCR. Projects and Initiatives List maintained up-to-date and to be published.

Organise up to six EASO practical cooperation workshops for experts to support the development of quality-related tools to assist Member States in the implementation of the CEAS. Publish up to two quality processes tools.

Number of expert workshops; Number of practical tools developed and published; Use of the quality processes tools.

8 Working Group (WG) meetings organised; 11 experts involved. 1 Quality Tool finalised and 1 on-going. Use and impact to be assessed in 2015.

Map the current practices, quality tools, mechanisms, projects and initatives in MS on up to three topics related to the CEAS.

Number of topics covered through the Quality Matrix mapping exercise; Number of responses; Use of output of responses;

Mapping completed on 3 topics envisaged for 2014 and related Key findings verified with MS. Responses per topic:23 MS; 20 MS and NO; 25 MS; Key findings will be used as a basis for the thematic reports with access restrcited to MS, COM and UNHCR.

Organise an annual meeting of the Quality National Contact Points

Number of participants; Level of satisfaction of the participants; Use of the output of the meeting.

Annual meeting organised with 20 participants from 18 MS, UNHCR and COM. Satisfaction rate of 94,2%. Output used for strategic planning for the efficient and productive organization of the work on Quality in 2015 and beyond.

EASO’s cooperation with courts and tribunals EASO objective(s)

In order to support the full and coherent implementation of the CEAS, EASO provides support to Member States’ courts and tribunals through the joint preparation of professional development materials, the stimulation of dialogue among European and Member States’ courts and tribunals and the organisation of advanced workshops for European and Member States’ court and tribunal members.

Performance Deliverables Indicators Results Adoption of EASO’s concept

Concept paper adopted; Number of courts and tribunals

Concept note and tentative agenda adopted and presented to CJEU;

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paper on the provision of support to Member States’ courts and tribunals.

engaged in the process. CJEU, ECtHR, Norway, Switzerland and 19 MS engaged. Note on approach to cooperation with courts and tribunals adopted.

Organise an EASO practical cooperation conference for members of courts and tribunals.

Conferences organised; Number of participants; Level of satisfaction of the participants; Use of the output of the conference.

On the advice from the CJEU, this Action was postponed to 2015

Organise an annual meeting and an advanced EASO practical cooperation workshop for members of courts and tribunals.

Number of meetings and workshops; Number of participants; Level of satisfaction of the participants; Number of courts and tribunals engaged in EASO’s activities; Use of the output of the annual meeting and of the advanced workshop.

Annual conference and advanced workshop organized; 28 and 32 participants attended; out of which 26 members of courts and tribunals. Follow-up included: the initiation of the development of the second chapter of the professional development curriculum; revised methodology regarding contacting and utilising the national contact points; methodology adopted in respect of professional development materials; consultations with regard to utilising the network with respect to the EASO IDS.

Organise up to three EASO practical cooperation expert meetings on the development of EASO’s support for members of courts and tribunals.

Number of meetings; Number of participants; Use of the output of the meetings.

3 expert meetings on the development of professional materials on the implementation of Article 15 (c) QD held with 33 participants; Preparatory meeting and workshop for facilitators on Article 15 (c) QD – A Judicial Analysis held (6 participants and 2 facilitators). The outcomes of the workshop used in finalising the facilitators’ guidance note on the judicial analysis.

Develop and distribute up to two support tools available to members of courts and tribunals.

Number of support tools developed and distributed; Number of publications; Use of the support tools;

“Article 15 (c) QD – A Judicial Analysis” completed and sent for publication; The Guidance Note for Facilitators on Article 15 (c) QD – a Judicial Analysis under final revision. Tools used as the basis for a facilitators’ workshop.

EASO activities within the action plan for unaccompanied minors EASO objective(s)

EASO will provide support and develop practical cooperation between Member States on issues relating to unaccompanied minors within the framework of the European Commission action plan on unaccompanied minors (2010–2014).

Performance Deliverables Indicators Results Organise an annual EASO practical cooperation conference on unaccompanied minors.

Number and type of participants; Use of the output of the conference.

Annual conference held, 33 participants, including 17 MS, COM, FRA, UNHCR and organisations from civil society. Satisfaction rate of 84%.

Organise up to four EASO

Number of meetings; Number and type of participants;

4 thematic practical cooperation meetings held, 109 participants from MS, COM, civil

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thematic practical cooperation expert meetings on unaccompanied minors.

Use of the output of the meetings.

society. Follow-up included the development of the network of experts on children’s issues and creation of the EASO platform for our activities on children

Develop and publish a document on family tracing.

Document on family tracing developed and published; Use of the document on family tracing.

Concept note presented to MS and relevant stakeholders; MS experts consulted during the Annual Conference. Publication to be finalized in 2015.

Evaluate and update the age assessment publication

Age assessment handbook evaluated and updated; Use of the output of the evaluation.

Survey for feedback on the publication launched on the EASO website A first evaluation took place as part of the meeting on Age Assessment in September 2014. Evaluation to be finalised.

EASO activities towards the eradication of trafficking in human beings EASO objective(s)

EASO aims at supporting the EU strategy towards the eradication of trafficking in human beings (2012–2016) and its coherent implementation.

Performance Deliverables

Indicators Results

Participate in JHA coordination activities and other cooperation activities to prevent and fight against THB.

Number of joint meetings attended; Number of joint activities; Use of the output of the meetings.

2 inter-Agency meetings coordinated by the COM attended; coordination of the preparation of 2 reports: The report on “Joint Activities” developed by the JHA Agencies to adress THB; report presented and published on the occasion of the 8th Anti-Trafficking day; a complementary report on individual actions developed by JHA Agencies from October 2012 to October 2014 on THB. Collaboration provided to update CEPOL’s curriculum on THB

Organise an EASO practical cooperation expert meeting with Member States’ representatives and the European Commission on trafficking in human beings.

Number of meetings; Number of participants; Level of satisfaction of the participants; Use of the output of the meetings.

1 meeting organised with representatives from 14 MS + Norway + Switzerland, and 9 relevant stakeholders from civil society. Consultation with COM on a follow-up practical workshop to be hosted by EASO on THB to take place in 2015.

Country of origin information (COI)

EASO objective(s)

EASO aims at developing a comprehensive EU COI system, by raising and harmonising standards together with Member States and the European Commission via a network approach.

Performance Deliverables Indicators Results Further develop the COI portal, linking national and international COI databases, providing a

Number of documents linked to via the portal; Number of databases linked to the portal; Number of users.

16100 documents linked; 5 databases linked to the portal; 580 active users.

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thesaurus and FAQs. Map all currently available COI research and identify gaps that need to be filled.

Number and sort of COI products at Member State level mapped.

Mapping made in 2014 by new Specific Networks on IRQ (22 COI products from 7 countries), IRN (40 COI products from 7 countries), RF (17 products from 7 countries); AFG (48 COI products from 7 countries); Updates made for PAK (150 COI products – including query responses – from 6 countries) and SOM (5 recent COI products from 3 countries) Mapping made on COI and LGBT (22 COI products)

Establish up to five specialised EASO practical cooperation networks on specific countries of origin and hold inaugural meetings of each of them.

Number of networks established; Number of participants in the networks; Number of inaugural meetings.

4 new networks established, in addition to 3 networks established in 2013; Approx. 115participants in all (7) networks; 4 inaugural meetings held. Follow-up COI seminars/sessions organised on Somalia, Syria, Iraq and Pakistan, involving external experts from the field. New Eritrea network to be kicked off in Feb 2015

Evaluate the work of the COI networks set up in 2013.

Number of evaluations; Use of the output of the evaluations.

Initial evaluations held during 2 Stratnet meetings. Full-scale evaluation will only take place in 2015. A first survey of network members conducted. A survey of co-drafters and peer reviewers conducted on the first jointly drafted report on Somalia.

Develop up to five COI products through those networks based on the EASO COI report methodology.

Number and sort of COI products developed through the networks; Use of the products.

2 COI reports published; 1 COI report finalised but only published in Q1 2015 Surveys of end users planned in 2015.

Revise and enhance the EASO COI methodology.

EASO COI methodology revised; Use of the output of the revision; Use of the EASO COI methodology;

Revision pending. Instead of revising the EASO COI Report methodology before resuming EASO COI Production, the choice was made to first test out the drafting of different types of COI products, so that the revision of the methodology can be based on actual lessons learnt, thus adding value to the revision. A separate methodology is currently being developed on COI and Vulnerable groups, starting with COI and LGBT. Expert meeting held on COI and LGBT. Guidelines expected in Q1 2015. A Conference on Online Research Tools was held in Q2. Guidelines published. Follow-up included: Full revision of methodology in 2015 after try-out of different types of COI products (analytical topical report / country overview report / security update).

Organise up to four EASO

Number of meetings; Number of participants;

2 meetings organised; PC Workshop on Iraq (Jan 2014), 19

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practical cooperation meetings on specific topics of interest to networks.

Level of satisfaction of the participants; Use of the output of the meetings.

participants, Level of satisfaction 4-5; Output was used in preparing compilation of material on use of Art. 15 c QD; Harmonisation of policy among states attending the meeting; PC Workshop on Ukraine (July 2014), 27 participants, Level of satisfaction 4-5; output used in EPS update on Ukraine; Harmonisation of policy among states attending the meeting. PC Workshop on Eritrea (October 2014), 28 participants, level of satisfaction 4-5; Output used for analytical notes and preparation of CF; Eritrea specialist network to be established Q1 2015. PC Conference on Syria and Iraq (October 2014), 65 participants, level of satisfaction very hight; audio recordings and presentations of experts shared via Portal; outcomes of discussions contributed to CF presentation.

Organise up to two strategic COI network meetings.

Number of meetings; Number of participants; Level of satisfaction of the participants; Use of the output of the meetings.

2 meetings held; 59 participants; General output:acceptance of EASO COI production plan; acceptance of proposal revamp COI Portal

Organise up to two national COI portal administrator network meetings and training sessions.

Number of meetings; Number of participants; Level of satisfaction of the participants; Use of the output of the meetings.

4 trainings delivered for users and NCPAs (Portugal/Spain, Greece/Cyprus, Bulgaria) 1 Meeting for the COI Portal Advisory Group, with 9 participants to the training for Portugal/Spain 19 participants (two training sessions) for Greece/Cyprus 13 participants to the training for Bulgaria 6 participants to the training for Italy/Slovenia 8 participants to the Advisory Group Meeting Follow-up included: Regional training for Malta (Q1 2015).

Produce up to two EASO COI reports or other COI-related products.

Number and sort of COI reports; Use made of COI reports.

1 COI product published: “Tools and tips for online COI research” (Aug 2014) Follow-up included: 1 other product to be developed in Q3-4 (publication expected only in Q1 2015): Guide on COI and LGBT

EASO documentation system EASO objective(s)

EASO seeks to develop a documentation system on the organisation of the Member States’ asylum systems, as well as on national and European factual, legal and case-law developments in line with the recast asylum package. Within this general documentation system, EASO will take the first steps towards the establishment of a case-law database on European and Member States’ jurisprudence related to the provisions of the EU asylum acquis.

Performance Deliverables Indicators Results Gather regular data from Member States on their asylum systems.

Number of Member States providing the requested data; Timeframe in which the data are provided.

9 replies received on the questionnaire on Ukraine within 1 week. 30 replies received to the questionnaire on key benefits for asylum applicants and benficiaries of international protection;

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one-off activity, 2 weeks response time) Take steps towards the establishment of a case-law database on European and Member States’ jurisprudence related to the EU asylum acquis. Select and distribute relevant European and national jurisprudence.

Milestones towards establishment of case-law database reached; Number of national and/or EU decisions selected and distributed; Use of the case-law database.

First selection made as part of preparations of Annual Report; 178 decisions selected and distributed; Case law database conceptualized as part of EASO IDS (Information and Documentation System). Thematic structure of IDS adopted. Feedback on IDS sought from the civil society during CF2014

Annual Report on the situation of asylum in the EU EASO objective(s)

EASO aims to provide a comprehensive overview of the asylum situation in the EU on an annual basis to national and EU policymakers and stakeholders. The report is drafted in coordination with the European Commission annual report on immigration and asylum.

Performance Deliverables Indicators Results Draft, adopt and publish the annual report on the situation of asylum in the EU. Q2

Annual report adopted and published; Number of stakeholders providing input to the annual report; Use of the Annual Report.

Annual report adopted by the Management Board in May; Approximately 40 stakeholders provided input (28 MS, UNHCR, Civil Society organisations); Launch of the Annual Report in Brussels (July). Translations of the AR in four languages completed. Website monitoring: annual page consulted 2.2 visits per day via homepage (also accessible via General Documents)

Early warning and preparedness system (EPS) EASO objective(s)

EASO aims at providing Member States, the European Commission, the Council of the European Union and the European Parliament with accurate, timely information and analyses on flows of asylum seekers to and within the EU and the Member States’ capacity to respond to them. The EASO early warning and preparedness system (EPS) will feed into the early warning, preparedness and crisis management mechanism provided for in Article 33 of the recast Dublin III regulation.

Performance Deliverables Indicators Results Gather regular data from Member States within the general EASO documentation system.

Number of Member States providing the requested data; Timeframe in which the data are provided.

Fully 30 EU+ countries providing data, Monthly timeframe

Produce regular reports (monthly and quarterly).

Number of reports; Timeframe in which the reports are produced; Use of the reports.

12 Monthlies published; 3 Quarterlies published; 10 contributions to EASO newsletter on Latest Asylum Trends (public) Monthly and quarterly timeframe; Monthly:MB and GPS members (restricted monthlies), Quarterly: public, on website

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Follow-up included: website monitoring: public Quarterly: 9.6 hits per day (Italy 12%, Belgium 11%, Germany 8%, Malta 6%); Monthly: 2.9 hits per day (Malta 16%, Sweden 12%, Belgium 8%, Denmark 6%); Latest trends page: 2.3 visits per day.

Produce ad hoc reports.

Number of reports; Use of the reports.

7 ad hoc reports issued; Early warning notes, Situational Updates; Impact AssessmentsFollow-up included website monitoring since July 2014: Restricted site access to reports: 2.9 visits per day.

Organise two GPS meetings.

Number of meetings; Number of participants; Level of satisfaction of the participants; Use of the output of the meeting.

2 meetings held; 25 and 28 participants respectively; Follow-up included: 2 Meeting reports; Follow-up papers on Methodological Issues and Dublin statistics. 2 surveys distributed and 2 reports shared.

Coordinate with other key stakeholders in activities related to EPS.

Number of activities developed with other key stakeholders; Number and sort of key stakeholders involved.

3 activities developed; 1 Advisory group meeting on Dublin; 1 participation in Eurostat Working Group on Migration statistics. 1 meeting of intra-EU institutional partners for GPS

Reception systems and conditions

EASO objective(s)

EASO will start building its internal capacity on reception systems and conditions in Member States and will define its role taking into consideration available expertise on the area and, amongst other, studies conducted by the European Migration Network (EMN) on the topic.

Performance Deliverables Indicators Results Develop an EASO strategy on reception systems.

Strategy on EASO’s role on reception systems developed.

Co-hosted 1 EASO ENARO Steering Committee meeting on reception; 22 particpants; Meeting output: sharing of best practices; questionnaire on training and on reception when facing particular pressure and/or in emergency situations. 1 practical cooperation workshop on contingency planning in emergency situations held (27 participants). Meeting output: discussion on the role of international organisations to contribute to national preparedness in case of emergency; discussion on the preparation of a contingency outline/framework and of a practical handbook containing best practice to facing large and disproportionate migratory flows. 1 Brainstorming meeting on the possibility of shared capacity/reception held (21 participants). Meeting output: preliminary discussion on the development of the concept of shared reception. EASO and interested Member States will begin to examin in a more concrete maner the legal and practical challenges involved.

Organise an EASO practical

Meeting organised; Number of participants;

1 EASO EPRA meeting on reception organized, 24 particpants;

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cooperation expert meeting on reception systems and conditions.

Level of satisfaction of the participants; Use of the output of the meeting.

Meeting output: planning of the 6th EPRA Working Group on reception standards and benefits; decision to start preparatory work in 2014 for an EPRA Working Group on budget for reception, to be held in 2015; decision to develop a short EPRA paper on the use of ICT in reception.

EASO list of available languages EASO objective(s)

EASO will support Member States in having easy access to all available languages in the other Member States through the list of available languages.

Performance Deliverables Indicators Results Review and update the list of available languages.

Number of review and updates; Use of the output of the review; Use of the list of available languages by Member State.

Information Sheet under preperation; Technical solutions to facilitate the use of the list of available languages under assessment.

Support to Member States in special need EASO objective(s)

EASO will develop measures to assist Member States’ systems in need of special support regarding their asylum and reception systems. EASO will develop an EASO framework for support to Member States’ asylum and reception systems.

Performance Deliverables Indicators Results Provide tailor-made support plans to Member States with specific needs, to support their capacity to manage their asylum systems.

Number of special support plans implemented; Timeframe in which EASO can provide special support; Level of satisfaction of Member States with the special support measures.

1 Special Suport Plan (SSP) for Italy completed; Timeframe: 04/06/2013 – 31/12/2014 1 Operating Plan (OP) for Bulgaria completed; Timeframe: 17/10/2013 – 31/09/2014; Final evaluation completed ; evaluation report under finalization; 1 Special Support Plan for Cyprus under implementation; Timeframe: 05/06/2014 – 01/07/2015 1 Special Support Plan for Bulgaria signed on 5 December 2014. Preparation for implementation started in 2014. Timeframe: 05/12/2014 – 30/06/2016

Develop an EASO framework for support to Member States’ asylum and reception systems.

EASO framework for support developed.

Manual to prepare national experts deployed in support teams was postponed to be implemented in 2015, in the format of a comprehensive leaflet. Development of COS standardised procedures and templates on-going throughout 2014. Development of a Monitoring and Evaluation system for EASO operations was launched with implementation foreseen in 2015. Development of an operational communications tool completed.

Support relocation activities at EU and national level EASO objective(s)

EASO will promote, facilitate and coordinate the exchange of information and best practices on intra-EU relocation.

Performance Deliverables Indicators Results Develop methodologies and tools for relocation based on the

Number of methodologies and tools developed; Use of the methodologies and tools.

No activities implemented.

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experience of the EU pilot project for intra-EU relocation from Malta (Eurema) and various bilateral relocation measures. Participate in the annual relocation forum including by the provision of data.

Number and type of data provided; Use of the data provided.

Attended the annual relocation forum.

Support possible relocation measures agreed at EU level.

Number and sort of measures provided.

No measures at EU level.

Organise up to two EASO practical cooperation expert meetings with representatives of Member States, the European Commission, the UNHCR and the International Organisation for Migration (IOM).

Number of meetings; Number or participants; Level of satisfaction of the participants; Use of the output of the meetings.

No meetings organized in 2014.

Establish and maintain EASO’s asylum intervention pool EASO

objective(s) EASO will keep an updated pool of experts in order to have an effective asylum intervention pool (AIP), keep open communication lines with the AIP national contact points (NCPs) on all matters pertaining to the asylum support teams and provide assistance on all issues relating to the conditions of deployment of those teams.

Performance Deliverables Indicators Results Organise up to two annual meetings with the AIP NCPs in the Member States.

Number of meetings; Number of participants; Level of satisfaction of the participants; Use of the output of the annual meeting.

1 meeting for the EASO National Contact Points (21 particpants); Meeting output: decision to develop a brochure for participation in operational support; Info-pack for selected experts in operational support to be shared prior to missions; bi-annual updating of national expert pool for inclusion in AIP. 1 meeting for the EASO National Contact Points held (18 particpants) Meeting output: increased preparation for support; discussion on further activities EASO could carry out to increase AIP experts’ participation; an amendment of EASO AIP profiles was agreed and an EASO –

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National Authority Feedback system was largely discussed. A feedback system for experts deployed in operational support is under development.

EASO support to Greece EASO objective(s)

EASO will provide emergency support to Greece following their request. All EASO support activities are laid down in the EASO operating plan phase II for Greece (OP II) which covers the period from 1 Apr 2013 to 31 Dec 2014. EASO will manage and deploy over 70 experts nominated by the Member States in 55 asylum support teams (ASTs) in Greece in 2013-2014.

Performance Deliverables Indicators Results Deployment of AST and other support measures in Greece in accordance with the OP II.

Number of ASTs; Number of other support measures; Level of satisfaction of Greece with the emergency support measures.

1 Operating Plan (OP) to Greece – implementation completed; Timeframe: 07/03/2013 – 31/12/2014; 11 ASTs deployed 01/01/2014 - 31/12/2014 (under measures 3.3.1, 3.5.3, 3.5.5, 3.5.8, 3.2.3, 3.4.1), 4 train-the-trainer sessions attended by EL on EASO Training Curriculum modules and 4 study visits organised in the Member States. Amendment to OP II in April 2014 with 2 new measures added.

Support to Member States under particular pressure on their asylum system EASO objective(s)

EASO will develop comprehensive operational procedures and methodologies for emergency support complementing those procedures and methodologies identified for the application of the Article 33 mechanism of the Dublin III regulation.

Performance Deliverables Indicators Results Test procedures for cooperation in emergency situations.

Number of procedures tested; Use of the results of the tests.

Development of tools for improved cooperation in emergency situations ongoing.

Organise at least nine EASO practical cooperation workshops with representatives of Member States, the European Commission and other external experts, in order to develop and test procedures and to develop a blueprint for emergency support.

Number of meetings; Number of participants; Level of satisfaction of the participants; Number of procedures developed and tested.

6 practical cooperation workshops organized on: on joint processing, contingency planning in emergency situations, Member States’ particpation in EASO’s work, experts deployed in EASO’s operations, operational communication, EU funding experts and EASO Expo on ICT systems supporting the asylum procedure. 114 Participants in total. Various outputs including: identification of best practices on how to manage increased influx or pressure on MSs’ asylum and reception systems. Identification of actions to improve exprerts’ preparation prior to deployment and during the mission; proposal for a feedback system. Draft handbook on operational communication. Establishment of a Core Grop for the 2015 EXPO preparations. Establishment of a network of experts in the field of EU Funding..

EASO resettlement activities EASO objective(s)

EASO will exercise a coordinating role in exchanging information and other actions on resettlement taken by Member States in cooperation with the UNHCR and the IOM. EASO aims at strengthening the EU role in this area with a view to meeting the international protection needs of refugees in third countries and

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showing solidarity with their host countries. Performance

Deliverables Indicators Results Further develop methodologies and tools for strengthening Member States’ ability to resettle refugees and contribute to the continued evaluation and further development of the joint EU resettlement programme.

Number of methodologies and tools developed; Use of the methodologies and tools.

Mapping of resettlement cycles in MS completed with results discussed with MS in November; Participation to 2 Syria Core group meetings; to the Annual Tripartite Consultations on Resettlement (ATCR) and Working Group; to the ERN steering committee meeting. Participation in the Annual Forum on resettlement and relocation. Elaboration of 3 scenarios for an EASO Pilot Project on Deployment of EU resettlement experts for the Syrian refugee crisis

Organise an EASO practical cooperation expert meeting with the participation of Member States, the European Commission, UNHCR, IOM and other relevant partners.

Annual expert meeting organised; Number of participants; Level of satisfaction of the participants; Use of the output of the meeting.

1 Meeting held as part of the external dimension meeting. Meeting output: results of EASO resettlement survey presented and discussed; areas for EASO future actions on resettlement presented (feedback from MS requested); agreement on EASO to put forward a draft methodology for collecting and sharing relevant operational information on resettlement among MS.

EASO activities on the external dimension EASO objective(s)

EASO will endeavour to support the external dimension of the CEAS in agreement with the European Commission and within the framework of the EU external relations policy. EASO will start the implementation the European Neighbourhood Policy (ENP) project entitled “Promoting the participation of Jordan in the work of EASO as well as the participation of Tunisia and Morocco in the work of EASO and Frontex”

Performance Deliverables Indicators Results Organise an EASO practical cooperation workshop on elements concerning the EASO’s external dimension strategy.

Workshop organised; Number of participants; Level of satisfaction of the participants; Use of the output of the workshop.

1 External Dimension Coordination Meeting (17 participants); Meeting output: constructive discussion regarding the EASO External Action Strategy and its geographical scope; exchange on best practices of multilateral EU MS cooperation with TCs and on information sharing practices concerning EU MS and EU-level initiatives with TCs.

Start the implementation of the EASO external dimension strategy as embedded in the MAWP 2014–16, particularly through the ENP project with Jordan, Tunisia

Number of activities under the external dimension strategy implemented.

1 ENPI Project Kick Off Meeting held (33 participants); Meeting output: identification of priorities and main interests for the three TCs involved in the project and creation of contacts between TCs and MS; 1 External Dimension network for communication with MS, EC, EEAS, relevant EU JHA agencies and IOs set up; 2 needs assessments completed in targeted geographical areas (Western Balkans / ENP countries).

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and Morocco. Support capacity building in EU neighbouring third countries’ asylum and reception systems, in particular their capacity to provide effective protection.

Number of third countries involved; Number and sort of support measures implemented.

1 Workshop for the newly established External Dimension Network organised (15 participants) Meeting output: constructive discussion regarding the future of the External Dimension Network, the focus EASO should have in external dimension activites with stock-taking of what has been done so far and brainstorming about future activities.

Support EU neighbouring third countries with a view to meeting the international protection needs of refugees in third countries and showing solidarity with their host countries.

Number of third countries involved; Number and sort of support measures implemented.

North Africa is the focus in the context of Task Force Mediterranean and contacts are maintained; Translation of the training module Inclusion into Arabic to be finalized (final product in 2015).

Support the implementation of regional protection programmes and other actions relevant to durable solutions in third countries.

Number of regional protection programmes involved; Number and sort of support measures implemented.

Development of contacts with COM on the preparation of RDPP in North Africa. On-going coordination with RDPP for Jordan, Lebanon and Iraq.

Implement the ENP project with Tunisia, Morocco and Jordan (DEVCO grant) in collaboration with Frontex

Number of activities implemented Feedback received by the beneficiary third countries

10 activities implemented (i.e. 3 field visits in MA/JO/TN, 1 kick-off meeting, 1 needs assessment in JO and MA, 2 Worskhops in MA on accelerated procedure at the airport and appeals procedure, 1 Study visit on asylum and reception for TN in SE, 1 Study visit on asylum and reception for JO in AT and the CZ). Translation into Arabics of evidence assessment EASO modules and EASO and Frontex information material.

Human resources management

EASO objective(s)

EASO aims at updating and effectively implementing the Multiannual Staff Policy Plan.

Performance Deliverables Indicators State of play (by 31 December 2014) Adoption of MSPP 2015-2017 and draft MSPP 2016-2018.

Timeframe for presenting the reviewed MSPP

Final MSPP 2015-2017 submitted to COM; Draft MSPP 2016-2018 endorsed by the Management Board in December.

Complete the selection and recruitment procedures in line with the

Number of staff recruited; Adequate documentation and transparency over the recruitment and selection process.

25 staff (3 ENPI in addition) recruited as follows: 11 TA (out of which 5 internally) 7 CA (out of which 1 internally) + 3 ENPI in addition 7 SNE; 25 Minutes of the selection

CONSOLIDATED ANNUAL ACTIVITY REPORT OF EASO 2014 — 73

Establishment Plan.

procedures adopted as transparency measure.

Adopt the implementing rules to the Staff Regulations and support their implementation.

Number of implementing rules adopted; Communication to staff on new rules.

A number of 14 Implementing rules adopted in the MB Decision nr 23;

Conduct the first appraisal and reclassification exercises.

Number of appraisals performed; Reclassification exercise completed.

Performance appraisal and reclassification procedures adopted; 2 Information sessions for performance appraisal procedure organised; 0 appraisals performed-in progress; Reclassification exercise planned to be completed in 2015.

Review the book of job descriptions.

Review completed. The book of job descriptions will be reviewed during the preformance appraisal exercise.

Organise activities foreseen in the training and staff development policy.

Number of trainings organised; Number of staff participating in trainings; Level of satisfaction of staff members.

3 internal trainings organised; 57 staff members participated in trainings (internal and externals) for an average of 2.5 days; Follow-up included: completed mission reports after each training.

Organise sessions on the framework on ethics and conduct.

Number of sessions organised; Number of participants.

2 induction programmes took place (March and October); 17 participants attended.

Implement the conflict of interests policy

Register of declarations established; Number of declarations registered.

Register of declarations established in GAAU; 80% of staff declarations collected.

Develop a policy on sensitive functions.

Policy on sensitive functions adopted.

Draft planned for 2015

Adopt a procedure for a systematic reporting of irregularities or wrong-doings, including a “whistleblowing” procedure.

Procedure on whistleblowing adopted Number of reports received

Draft planned for 2015

Finance and budget EASO objective(s)

EASO will establish its budget each year in line with the Multi Annual Financial Framework of the European Union and will ensure that appropriations are used in accordance with the budgetary principles set out in the EASO Financial regulation (MB Decision Num. 20 of 27 Dec 2013).

Performance Deliverables Indicators Results Report on budgetary and financial mangement for year n-1.

Statement of revenues and expenditure and final annual accounts submitted

Draft sent on 31 Jan. Final consolidation sent on 08/04/2014. Final accounts submitted by 30 June 2014

Report on financial processes and

Number of monthly reports provided; Use of the feedback.

12 reports provided on budget execution; 12 reports provided on commitments monitoring;

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budget execution, Support the implementation of the financial processes.

Number of transactions executed; Percentage of late payments.

4,661 payments processed (including salaries); 22.78% late payments;

Perform one the mid-year budget review.

Mid-year budget review completed; Implementation of the conclusions of the mid-year budget review.

June 2014 Results and follow up July EASO Budget 2014 amended

Adoption of statement of revenues and expenditures for year n+1.

Statement of revenues and expenditures adopted by the Budgetary Authority and the Management Board.

Written procedure for the adoption of the EASO 2015 statement of revenues and expenditures launched to the Management Board in December 2014.

Procurement and contracts EASO objective(s)

EASO has the objective to support an effective and sound management of the established and new contracts in line with the procurement plan.

Performance Deliverables Indicators Results Support the development and analysis of technical specifications of contracts or terms of reference.

Number of contracts analysed; Number of advises given; Level of satisfaction of the operational units.

5 open calls, 5 tenders below 60.000EUR, 83 negotiated procedures below 15.000EUR, 2 exceptional negotiated procedure; 2200 advises given and follow up provided.

Support the contract management;

Level of satisfaction of the operational units.

Preparation of 3 internal trainings on procurement and contract management on-going; 1 internal training delivered (12 attendees).

Develop proposal on automation in procurement and contract management processes;

Automation proposal adopted. Pre-asessment of tools on-going; Decision to be adopted .

ICT, logistics and document management

EASO objective(s)

EASO will provide to its staff the necessary material resources and infrastructure to perform their duties, ensuring business continuity and the security of its premises and staff. The EASO ICT capacity will be reinforced, a document management system and data protection policies will be developed.

Deliverables Indicators Results Planning for a document management system and rules and guidelines on classification and retention.

Plan for a document management system established; Level of satisfaction of the staff members and other users.

Classification/Retention Schedule for Administrative documents approved; Document Management Policy draft produced and under review;

Develop an ICT Strategy Plan. Establish an ICT

ICT strategy adopted. Project Management Governance Plan adopted; Number of controls for regulatory requirements;

- Project Management Governance Plan adopted; - ICT Strategy draft completed, final review ongoing; - Controls for regulatory requirements will be

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Governance Plan with embedded Project Management Framework.

Budget/actuals/variances; Cost of operational activities; Number of policies applied/number of policy exceptions granted; Project Management Framework adopted; Number of projects executed successfully on time, budget/cost, deliverables, quality.

embeded into the upcoming IT Security Governance Plan. - No budget variances observed; - Cost operational activities were in line with 2014 budget; - 5 new procedures/policies applied; - 0 policy exceptions granted; - 20 ICT projects successfully executed.

Establish an ICT Disaster Recovery Plan upgrade of E-mail system and upgrade of the Internet service capacity.

ICT Disaster Recovery Plan completed; Disaster recovery technical infrastructure implemented; Number of disaster practices; Number of shortcomings identified during disaster practices. Uptime; Availability; Reliability; Redundancy; Scalability.

-Disaster recovery technical infrastructure completed and ready to be moved to EU-Lisa; -99% of availability of all the systems; no disasters of the systems have occurred. - Two power cuts by Transport Malta caused in total 10 hours of outage on all systems.

Implement Service Desk, Problem Management and Change Management processes based on ITIL framework.

Number of incidents; Incident resolution time; Number of escalations; Number of problems; Number of unresolved problems; Number of changes; Number of emergency changes; Time for change approval/rejection.

-1590 Helpdesk incidents for the entire year. -15 minutes average incident resolution time; -560 escalated as problems; -1% of unresolved problems; -18 major changes; -5 emergency changes; -120 minutes in average for change approval /rejection.

Establish an EASO Intranet Portal based on the SharePoint technology.

Number of portal sites operational; Number of integrations with Units/Centres LOBs; Availability; Uptime; User utilisation rate.

-SharePoint Intranet Portal launched on 26 November; - 6 core Portal content sites operational: News, Event Calendar, Contact List, Documents section, Common Links section, My Links section.

Establish an Enterprise Security Architecture including security incident management process.

Number of technological vulnerabilities; enumerated; Number of security events/incidents; Number of patches or fixes deployed; Estimated vs. actual cost of security controls.

-1 technological vulnerability enumerated in Internet Explorer and fixed successfully; -1 security events/incidents; -10 patches or fixes deployed; -Tracking and calculation of difference in security controls cost will be possible only after the implementation of the IT Security Governance Plan.

Develop further data protection procedures/notifications

Number of prior cheks/notifications; Inventory updated.

5 notifications under Article 25, Regulation 45/2001 and submitted 3 prior checks to the EDPS (Article 27, Regulation 45/2001). Update of the inventory of personal data processing operations and the Register of Personal Data Processing (Article 26, 45/2001). The Charter of Tasks and Responsibilities of the Data Protection Officer adopted; 1 Induction training on Data Protection provided to new staff.

Establish EASO Security Policy

Policy established. Policy approved in June; Security procedure for handling EUCI classified documents completed.

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Annex :Organizational chart

Annex : Staff 2014

Category and grade

Establishment plan in voted EU Budget 2014

Staff Population filled in at 31.12.201435

officials TA officials TA

AD 16 0 0 0 0

AD 15 0 0 0 0

AD 14 0 1 0 1

AD 13 0 0 0 0

AD 12 0 0 0 0

AD 11 0 1 0 0

AD 10 0 4 0 3

AD 9 0 4 0 4

AD 8 0 8 0 8

AD 7 0 9 0 9

35 Including offer letters submitted as of 31.12.2014.

CONSOLIDATED ANNUAL ACTIVITY REPORT OF EASO 2014 — 77

AD 6 0 3 0 3

AD 5 0 7 0 6

Total AD 0 37 0 34

AST 11 0 0 0 0

AST 10 0 0 0 0

AST 9 0 0 0 0

AST 8 0 0 0 0

AST 7 0 0 0 0

AST 6 0 0 0 0

AST 5 0 0 0 0

AST 4 0 2 0 2

AST 3 0 6 0 6

AST 2 0 1 0 1

AST 1 0 5 0 5

Total AST 0 14 0 14

TOTAL 0 51 0 48

A. Contract Agents

Category and grade Authorised 2014 Filled as of 31/12/201436

CA FGIV 8 7 CA FGIII 8 8 CA FGII 3 2 CA FGI 2 2 TOTAL 21 19

B. Seconded National Experts

Category and grade Authorised 2014 Filled as of 31/12/2014

SNE 14 12 TOTAL 14 12

Annex: Structure of EASO staff as per establishment plan 2014 Executive Director (1TA) Executive Office (5TA, 2CA)

o Strategy o Planning and programming o Legal affairs

36 Ibid

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o Communication and Press o Institutional Affairs and EASO Liaison o Central Contact Point o Secretariat Management Board o Secretariat of the Consultative Forum

Accountancy (2 TA) Centre for Information, Documentation and Analysis (10TA, 3CA, 6SNE) Information and Documentation division Country of Origin Information (COI) division

(COI-portal, Country of origin reports, COI networks, etc.) Asylum Analysis division

(Asylum-analysis, trend-analysis; early warning reports; monthly, quarterly and annual reports on asylum)

Centre for Operational Support (7TA, 2CA, 4SNE) Special and Emergency Support division External dimension and resettlement division

Centre for Training, Quality and Expertise (10TA, 1CA, 4SNE) Training division Quality division

General Affairs and Administration Unit (16TA, 13CA) General Affairs division

o ICT and Web Services o Data Protection o Security o Logistics and Facilities o Mission Management o Events

Administration division o Finance and Budget o Procurement and Contracts o Human Resources

Annex: State of play of implementing rules adopted by the agencies consistent with its staff policy

Implementing rules to the Staff Regulations applicable to EASO by analogy: The following Commission Decisions laying down implementing rules to the Staff Regulations apply to EASO by analogy:

- Commission Decision laying down general implementing provisions to Article 7 (4) of Annex VII to the Staff regulations on determining the place of origin (C(2013)) 8982 of 16.12.2013)

- Commission decision on types of posts and posts titles (C(2013) 8987 final of 16.12.2013) - Commission Decision on general implementing provisions on granting the education

allowance (Article 3 of Annex VII to the Staff Regulations) (C(2013) 8971 final of 16.12.2013)

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- Commission Decision laying down general implementing provisions concerning the criteria applicable to classification in step on appointment or engagement (C(2013) 8970 final of 16.12.2013)

- Commission Decision on maternity leave and maternity pay for women whose maternity leave begins before the end of their contract (Articles 17 and 91 of CEOS) (C(2013) 9020 final of 16.12.2013)

- Commission Decision on management of rest leaves pursuant to Article 8 of Annex X to the Staff Regulations (C(2013) 9027 final of 16.12.2013)

- Commission Decision on the living conditions allowance and the additional allowance referred to in Article 10 of Annex X to the Staff regulations (C(2013) 9032 final of 16.12.2013)

- Commission Decision on outside activities and assignments (C(2013) 9037 final of 16.12.2013)

- Commission Decision repealing Commission Decision of 23.11.2006 laying down the rules for implementing the attestation procedure ( C(2006) 5788) (C(2013) 9022 final of 16.12.2013)

- Commission Decision repealing Commission Decision of 28.04.2004 adopting General implementing provisions on the early retirement of officials and temporary agents without reduction of pension rights ( C(2004) 1588) (C(2013) 9039 final of 16.12.2013)

- Commission Decision laying down general implementing provisions on removal expenses (Article 9 of Annex VII to the Staff regulations) (C(2013) 9040 final of 16.12.2013)

- Commission Decision on Article 55a of the Staff regulations and Annex IVa thereto concerning part-time work (C(2013) 9046 final of 16.12.2013)

- Commission Decision on leave (C(2013) 9051 final of 16.12.2013) - Commission Decision laying down general provisions giving effect to Article 8 of Annex VII to

the Staff Regulations (C(2013) 8987 final of 16.12.2013)

Additional implementing rules adopted by the EASO Management Board

- Decision Nº 7 of the Management Board of 9 April 2012 on the appraisal for the Executive Director of the EASO

- Decision Nº 11 of the Management Board of 4 July 2012 on middle management staff - Decision Nº 12 of the Management Board of 4 July 2012 on General implementing provisions

on the procedure governing the engagement and the use of Temporary Agents at the European Asylum Support Office

- Decision Nº 13 of the Management Board of 4 July 2012 on General implementing provisions on the procedures governing the engagement and the use of Contract staff at the European Asylum Support Office

- Decision Nº 14 of the Management Board of 4 July 2012 setting up a Staff Committee at the EASO

- Decision Nº 15 of the Management Board of 1 November 2012 concerning the terms and conditions for internal investigations in relation to the prevention of fraud, corruption and any illegal activity detrimental to the Union’s interests

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Annex : EASO Final accounts 2014 Introduction The European Asylum Support Office (referred to as “EASO”) has been created within Regulation (EU) No 439/201037 of the European Parliament and of the Council establishing a European Asylum Support Office (referred to as “EASO Regulation"). EASO contributes to the creation of a Common European Asylum System. EASO’s purpose is to facilitate, coordinate and strengthen practical cooperation among Member States on the many aspects of asylum, such as: providing practical and operational support to Member States; providing operational support to Member States subject to particular pressure on their asylum systems, including the coordination of asylum support teams made up of national asylum experts; and providing scientific and technical assistance for EU policymaking and legislation in all areas having a direct or indirect impact on asylum. EASO's Tasks are: • Permanent support: supporting and stimulating the common quality of the asylum process through common training, a common asylum curriculum, common quality and common Country of Origin Information. • Special support: tailor-made assistance, capacity building, relocation, specific support and special quality-control processes. • Emergency support: organising solidarity for Member States confronted with particular pressures by providing temporary support and assistance to repair or to rebuild the asylum system. • Information and analysis support: sharing and merging information and data, analysis and assessment: not only comparing and sharing information, but also common trend analysis and common assessment. • Third country support: supporting the external dimension, supporting partnerships with third countries to reach common solutions, for example by capacity building and regional protection programmes, and coordinating Member States’ actions on resettlement. Following an application by the Government of the Republic of Malta to host the seat of EASO, on 25/02/2010 the Representatives of the Governments of the EU Member States took Decision to locate EASO in Valletta Harbour38. EASO is comprised of a Management Board and an Executive Director assisted by staff members. The EASO Management Board is composed of one member from each Member State – except Denmark, two members from the European Commission and one non-voting member of the UNHCR. Denmark is invited to attend, as observer, all meetings of the Management Board and other relevant meetings. The key functions of the Management Board, as the governing and planning body of EASO, are outlined in Article 29 of the EASO Regulation and include: the appointment of the Executive Director, adoption of the work programmes, annual reports, budget, and has overall responsibility for ensuring that EASO performs effectively its duties. The Executive Director, who shall be independent in the performance of his tasks, is the legal representative of EASO and is responsible, inter alia, for the administrative management and for the implementation of the Work Programme and the decisions of the Management Board. The Executive Director, Dr Robert K. Visser, took up office on 1 February 2011. He serves for a period of five year term of office, renewable once for three years.

37 OJ L 132, 29.5.2010, p. 11. 38 OJ L 324, 9.12.2010, p. 47.

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The Accounting Officer is appointed by the Management Board. Mr Isaac Jiménez Carvajal took up this function on 16 August 2012. The Internal audit function is performed by Internal Audit Service of the European Commission. The External audit is performed by the European Court of Auditors, after considering the audit work performed by the independent external private auditor. The Discharge Authority is the European Parliament, acting on a recommendation from the Council. Every year, EASO shall publish a consolidated annual activity report on its activities, including its financial statements (annual accounts and budget implementation reports). Legal Framework This report has been prepared in accordance with the EASO Financial Regulation adopted by its Management Board, in particular its Title IX.

The EASO Accounting Officer shall send the provisional accounts to the accounting officer of the Commission and to the Court of Auditors by 1 March of the following year. The Court of Auditors shall, by 1 June of the following year at the latest, make its observations on the provisional accounts. On receiving the Court of Auditors’ observations on the provisional accounts, the EASO Accounting Officer shall draw up the final accounts. The Executive Director shall send them to the Management Board, which shall give an opinion on these accounts. The EASO Accounting Officer shall send the final accounts, together with the opinion of the Management Board, to the accounting officer of the Commission, the Court of Auditors, the European Parliament and the Council, by 1 July of the following financial year.

The objectives of financial statements are to provide information about the financial position, performance and cash-flows of EASO. The financial statements have been prepared according to the accounting rules adopted by the European Commission’s accounting Officer, following the principles of accrual-based accountancy where the economic outturn, balance and cash flow are concerned. The general accounts are accrual accounts which mean that the effects of transactions and other events are recognised when those transactions or events occur (and not only when cash or its equivalent is received or paid). They are based on the IPSAS (International Public Sector Accounting Standards). The general accounts allow for the preparation of the financial statements as they show all revenues and expenses for the financial year and are designed to establish the financial position in the form of a balance sheet at 31 December. The budget execution is prepared on the basis of a modified cash accounting. In cash accounting system, payments made and revenue received are recorded. Modified cash accounts means that payment appropriations carried over are also recorded. They are used to produce the budgetary outturn account and reports on budget implementation. These provisions lead to discrepancies between the general accounts and the budget accounts. The accounting policies have been applied consistently throughout the period. Certificate of the Accounting Officer These Final annual accounts of EASO for the financial year 2014 have been prepared in accordance with Title IX of the Financial Regulation applicable to the general budget of the European Union, the

82 — CONSOLIDATED ANNUAL ACTIVITY REPORT OF EASO 2014

EASO Financial Regulation and the accounting rules adopted by the Commission's Accounting Officer, as are to be applied by all the institutions, agencies and joint undertakings. I acknowledge my responsibility for the preparation and presentation of the annual accounts of EASO in accordance with the EASO Financial Regulation. I have obtained from the Authorising Officer, who guaranteed its reliability, all the information necessary for the production of the accounts that show EASO's assets and liabilities and the budgetary implementation. I hereby certify that based on this information, and on such checks as I deemed necessary to sign off the accounts, I have a reasonable assurance that the accounts present fairly, in all material aspects, the financial position, the results of the operations and the cash-flow of EASO.

15/06/2015 Isaac Jimenez Carvajal, Accounting Officer Statement of the Director I, the undersigned, Executive Director of the European Asylum Support Office (EASO) in my capacity as Authorising Officer: - Declare that the information contained in this report gives a true and fair view. - State that I have reasonable assurance that the resources assigned to the activities described in the Annual Activity Report have been used for their intended purpose and in accordance with the principles of sound management, and that the control procedures put in place give the necessary guarantees concerning the legality and regularity of the underlying transactions. This reasonable assurance is based on my own judgment and on the information at my disposal, such as the results of the self-assessment, ex-ante controls, the observations of the Internal Audit Service and the lessons learnt from the reports of the Court of Auditors for years prior to the year of this declaration. - Confirm that I am not aware of anything not reported here which could harm the interests of EASO.

15/06/2015 Dr Robert K. Visser, Executive Director Accounting principles Based on the EASO Financial Regulation, the financial statements are drawn up in accordance with the generally accepted accounting principles specified in the detailed rules for implementing the general Financial Regulation, namely: a) Going concern basis principle The going-concern principle means that for the purposes of preparing the financial statements, EASO is deemed to be established for an indefinite duration. b) Principle of prudence The principle of prudence means that assets and income have not been overstated and liabilities and charges have not been understated. No hidden reserves or undue provisions have been created.

CONSOLIDATED ANNUAL ACTIVITY REPORT OF EASO 2014 — 83

c) Principle of consistent accounting methods The principle of consistent accounting methods means that the structure of the components of the financial statements and the accounting methods and valuation rules has not been changed from one year to the next. d) Principle of comparability of information The principle of comparability of information means that for each item the financial statements also show the amount of the corresponding item the previous year. Where, pursuant to previous paragraph, the presentation or the classification of one of the components of the financial statements is changed, the corresponding amounts for the previous year have been made comparable and reclassified. Where it has been impossible to reclassify items, this shall be explained in the annex. e) Materiality principle The materiality principle means that all operations which are of significance for the information sought have been taken into account in the financial statements. Materiality has been assessed in particular by reference to the nature of the transaction or the amount. Transactions may be aggregated where: (a) The transactions are identical in nature, even if the amounts are large; (b) The amounts are negligible; (c) Aggregation makes for clarity in the financial statements. f) No-netting principle The no-netting principle means that receivables and debts may not be off-set against each other, nor may charges and income, save where charges and income derive from the same transaction, from similar transactions or from hedging operations and provided that they are not individually material. g) Principle of reality over appearance The principle of reality over appearance means that accounting events recorded in the financial statements have been presented by reference to their economic nature. h) Accrual-based accounting principle The accrual-based accounting principle means that transactions and events have been entered in the accounts when they occurred and not when amounts were actually paid or recovered. They shall be booked to the financial years to which they relate. Currency The financial statements of EASO are presented in Euros. Transactions in foreign currencies Economic transactions in other currencies than in Euros have been converted into Euros on the basis of European Commission’s official rate. A very limited number of transactions during the reporting period occurred in foreign currencies. Financial independence EASO became financially independent on 20 September 2012.

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Financial statements 2014 Balance Sheet

Balance Sheet - Assets Note No 2014 2013 Variations

ASSETS

NON CURRENT ASSETS 3.1.1

INTANGIBLE FIXED ASSETS 3.1.1.1 148,428.00 107,353.00 41,075.00

Computer software 148,428.00 107,353.00 41,075.00

TANGIBLE FIXED ASSETS 3.1.1.2 456,686.00 377,053.83 79,632.17

Furniture and Vehicles 15,386.00 12,626.56 2,759.44

Computer Hardware 381,664.00 294,643.27 87,020.73

Other fixtures and fittings 59,636.00 69,784.00 -10,148.00 TOTAL NON CURRENT ASSETS 605,114.00 484,406.83 120,707.17

CURRENT ASSETS 3.1.2

SHORT-TERM PRE-FINANCING 3.1.2.1 175,102.40 0.00 175,102.40

PF – Procurement and grants 175,102.40 0.00 175,102.40

SHORT-TERM RECEIVABLES 3.1.2.2 449,057.03 288,598.67 160,458.36

Current Receivables 246,064.56 91,502.10 154,562.46

Other short-term receivables 21,210.06 7,803.84 13,406.22

Accrued Income 38,638.44 0.00 38,638.44

Deferred Charges 143,143.97 189,292.73 -46,148.76

CASH AND CASH EQUIVALENTS 3.1.2.3 2,208,818.76 553,156.87 1,655,661.89

TOTAL CURRENT ASSETS 2,832,978.19 841,755.54 1,991,222.65

TOTAL 3,438,092.19 1,326,162.37 2,111,929.82

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Balance Sheet – Liabilities Note No 2014 2013 Variations

LIABILITIES

CAPITAL

ACCUMULATED RESULT PREVIOUS YEARS 393,217.26 -778,448.81 1,171,666.07

ECONOMIC RESULT of the YEAR 419,061.65 1,171,666.07 -752,604.42

CURRENT LIABILITIES 3.1.3

Short-term provisions 3.1.3.1 10,000.00 65,313.98 -55,313.98

Accounts Payable 3.1.3.2 2,615,813.28 867,631.13 1,748,182.15

Current Payables 44,962.75 75,065.40 -30,102.65

Other accounts Payable against consolidated EU entities 17,555.94 0.00 17,555.94

Accrued charges 987,564.10 680,635.11 306,928.99

Accrued charges with consolidated EU entities 150,176.93 105,205.46 44,971.47

Pre-financing received from consolidated EU entities 1,314,434.24 0.00 1,314,434.24

Deferred income 79,243.05 0.00 79,243.05

Other accounts Payable 21,876.27 6,725.16 15,151.11

TOTAL CURRENT LIABILITIES 2,625,813.28 932,945.11 1,692,868.17

TOTAL 3,438,092.19 1,326,162.37 2,111,929.82

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Statement of financial performance (Economic outturn account)

Note No 2014 2013 Variation

EU SUBSIDY (COMMISSION) 11,193,240.74 9,500,000.00 1,693,240.74

OPERATIONAL REVENUES - MISCELLANEOUS 629,349.91 35,361.28 593,988.63

TOTAL OPERATIONAL INCOME 3.2.1 11,822,590.65 9,535,361.28 2,287,229.37

Administrative expenses -8,487,955.33 -6,599,167.88 -1,888,787.45

All Staff expenses -5,040,255.29 -4,002,363.18 -1,037,892.11

Fixed assets related expenses -201,312.05 -79,663.19 -121,648.86

Other administrative expenses -3,246,387.99 -2,517,141.51 -729,246.48

Operational expenses -2,927,763.26 -1,764,625.05 -1,163,138.21

TOTAL OPERATIONAL EXPENSES 3.2.2 -11,415,718.59 -8,363,792.93 -3,051,925.66

SURPLUS FROM OPERATIONAL ACTIVITIES 406,872.06 1,171,568.35 -764,696.29

Financial revenues 12,451.38 12,451.38

Financial expenses -261.79 97.72 -359.51

SURPLUS FROM NON OPERATIONAL ACTIVITIES 12,189.59 97.72 12,091.87

SURPLUS FROM ORDINARY ACTIVITIES 419,061.65 1,171,666.07 -752,604.42

Extraordinary gains (+) 0.00 0.00 0.00

Extraordinary losses (-)

SURPLUS FROM EXTRAORDINARY ITEMS 0.00 0.00 0.00

ECONOMIC RESULT FOR THE YEAR 419,061.65 1,171,666.07 -752,604.42

CONSOLIDATED ANNUAL ACTIVITY REPORT OF EASO 2014 — 87

Cash flow (Indirect method)

2014 2013

Cash Flows from ordinary activities

Surplus from ordinary activities 419,061.65 1,171,666.07

Operating activities

Adjustments

Amortization (intangible fixed assets)+ 40,631.31 10,466.20

Depreciation (tangible fixed assets) + 164,820.57 70,496.72

Decrease in Provisions for risks and liabilities -55,313.98 -1,476.11

(Increase)/Decrease in Short term Pre-financing -175,102.40 324,965.40

(Increase) in Short term Receivables -160,458.36 -273,563.86

Decrease in Receivables related to consolidated EU entities 0.00 1,392.72

Increase/(Decrease) in Accounts payable 371,220.50 -1,530,135.58

Increase/(Decrease) in Liabilities related to consolidated EU entities 1,376,961,65 -464,621.93

Net cash Flow from (used in) operating activities 1,981,820.94 -690,810.37

Cash Flows from investing activities

Increase of tangible and intangible fixed assets(-) -326,159.05 -510,045.78

Net cash flow used in investing activities -326,159.05 -510,045.78

Net increase in cash and cash equivalents 1,655,661.89 -1,200,856.15

Cash and cash equivalents at the beginning of the period 553,156.87 1,754,013.02

Cash and cash equivalents at the end of the period 2,208,818.76 553,156.87

88 — CONSOLIDATED ANNUAL ACTIVITY REPORT OF EASO 2014

Statement of Changes in Net assets

Net assets Reserves Accumulated

Surplus (+) / Deficit (-)

Economic result of the year Net assets (total) Fair value

reserve Other

reserves Balance as of 31 December 2013 0.00 0.00 -778,448.81 1,171,666.07 393,217.26 Changes in accounting policies 0.00 Balance as of 1 January 2014 0.00 0.00 -778,448.81 1,171,666.07 393,217.26

Fair value movements 0.00 Movement in Guarantee Fund reserve 0.00 Allocation of the Economic Result of Previous Year 1,171,666.07 -1,171,666.07 0.00 Amounts credited to Member States 0.00

Economic result of the year 419,061.65 419,061.65 Balance as of 31 December 2014 0.00 0.00 393,217.26 419,061.65 812,278.91

CONSOLIDATED ANNUAL ACTIVITY REPORT OF EASO 2014 — 89

Budgetary outturn account

2014 2013 REVENUE EU Contribution (Commission subsidy - Titles 1, 2 and 3) + 12,100,000.00 9,500,000.00 Administrative operations and miscellaneous income + 1,020,809.33 29,493.36

TOTAL REVENUE (a)

13,120,809.33 9,529,493.36 EXPENDITURE Title 1: Staff

Payments

- 5,433,730.61 4,465,418.04 Appropriations carried over - 318,178.32 150,053.63 Title 2: Administrative Expenses Payments

- 1,605,583.64 1,218,746.33

Appropriations carried over - 844,197.80 569,315.11 Title 3: Operational Expenditure Payments

- 3,464,887.41 3,469,413.14

Appropriations carried over - 981.87 0.00 Title 4: Operational Expenditure for specific projects (earmarked funds) Payments

- 254,105.23 0.00

Appropriations carried over - 407,674.98 0.00

TOTAL EXPENDITURE (b) 12,329,339.86 9,872,946.25

OUTTURN FOR THE FINANCIAL YEAR (a-b) 791,469.47 -343,452.89

Cancellation of unused payment appropriations carried over from previous year + 146,417.18 271,141.14 Adjustment for carry-over from the previous year of appropriations available at 31.12 arising from assigned revenue + 29,493.36 0.00 Exchange differences for the year (gain +/loss -) +/- 11,772.58 -81.58

BALANCE OF THE OUTTURN ACCOUNT FOR THE FINANCIAL YEAR

979,152.59 -72,393.33

Balance year N-1

+/- -72,393.33 138,543.78 Positive balance from year N-1 reimbursed in year N to the Commission - 0.00 -138,543.78 Result used for determining amounts in general accounting 906,759.26 -72,393.33 Commission subsidy - agency registers accrued revenue and Commission accrued expense 11,193,240.74

Pre-financing remaining open to be reimbursed by agency to Commission in year N+1

906,759.26

CONSOLIDATED ANNUAL ACTIVITY REPORT OF EASO 2014 — 90

Annex to the Financial Statements Notes to the Balance Sheet Non-current assets Assets are resources controlled by EASO as a result of past events and from which future economic benefits or service potential are expected to flow to the entity. Fixed assets are assets with an acquisition price value above 420 Euros and are expected to be used during more than one year. Assets, which do not fall under the above described criteria, have been charged against expenses and are reflected in the Statement of financial performance . Repairs and maintenance are recognised as running expenses during the financial period in which they are incurred. EASO’s assets are already tagged with label stickers. A full inventory is available and a physical inventory check of EASO’s assets was performed in January 2014 and will be performed afterwards at least annually. The assets were valued in the financial statements at their purchase price minus depreciation, in order to give a fair value of EASO’s assets. Depreciation is the systematic allocation of the depreciable amount of an asset over its useful life. The depreciation method chosen is the straight-line method. EASO’s fixed assets are depreciated on a monthly basis. The depreciation rates are the coefficients used at the European Commission. The applied depreciation annual percentage rates per asset types are as follows: Intangible fixed assets:

Computer software 25.0% Tangible fixed assets:

Specific equipment 25.0% Computers, servers, printers etc. 25.0% Telecommunications and audiovisual equipment 25.0% Office furniture 10.0% and 12.5%

CONSOLIDATED ANNUAL ACTIVITY REPORT OF EASO 2014 — 91

Intangible fixed assets Intangible assets are identifiable non-monetary assets without physical substance. EASO’s intangible fixed assets during the reporting period are composed of IT software.

2014 Computer Software

Gross carrying amounts 01.01.2014 + 119,082.95

Additions + 81,706.31 Disposals - Transfer between headings +/- Other changes +/-

Gross carrying amounts 31.12.2014 200,789.26

Accumulated amortization and impairment 01.01.2014 - -11,729.95 Amortization - -40,631.31 Write-back of amortization + Disposals + Impairment - Write-back of impairment + Transfer between headings +/- Other changes +/-

Accumulated amortization and impairment 31.12.2014 -52,361.26

Net carrying amounts 31.12.2014 148,428.00

Tangible fixed assets Tangible fixed assets are assets that are held by EASO for use in the production or supply of goods or services, for rental to others, or for administrative purposes and are expected to be used during more than one reporting period. EASO’s tangible fixed assets consist of office furniture, printing and copying equipment, computers, servers and accessories, and other electronic office equipment.

2014 Computer hardware

Furniture and vehicles

Other Fixtures and Fittings Total

Gross carrying amounts 01.01.2014 + 349,259.50 14,301.57 98,492.82 462,053.89

Additions + 233,163.51 4,588.86 8,858.00 246,610.37 Disposals - -2,157.63 -2,157.63 Transfer between headings +/- 0.00 Other changes +/- 0.00

Gross carrying amounts 31.12.2014 580,265.38 18,890.43 107,350.82 706,506.63

0.00

Accumulated amortization and impairment 01.01.2014 - -54,616.23 -1,675.01 -28,708.82 -85,000.06

Depreciation - -143,985.15 -1,829.42 -19,006.00 -164,820.57 Write-back of depreciation + 0.00 Disposals + 0.00 Impairment - 0.00 Write-back of impairment + 0.00 Transfer between headings +/- 0.00

92 — CONSOLIDATED ANNUAL ACTIVITY REPORT OF EASO 2014

Other changes +/- 0.00

Accumulated amortization and impairment 31.12.2014

-198,601.38 -3,504.43 -47,714.82 -249,820.63

Net carrying amounts 31.12.2014 381,664.00 15,386.00 59,636.00 456,686.00

Current assets Short-term pre-financing Pre-financing is a payment intended to provide the beneficiary with a float, i.e. cash advance. Short-term receivables Receivables are carried at original invoice amount less write-down for impairment. A write-down for impairment of receivables is established when there is objective evidence that EASO will not be able to collect all amounts due according to the original terms of receivables. EASO’s receivables comprise mainly the VAT to be recovered from Maltese Tax Authorities for an amount of 243,008.56 EUR. In accordance with the Seat Agreement and the Protocol on privileges and immunities of the European Union, EASO is entitled to VAT reimbursements for purchases with a value of more than 240 EUR. Cash and equivalents EASO has one bank account opened with ING in Belgium. The bank balance at the end of the reporting period was:

31/12/2014 31/12/2013*

EUR account 2,208,818.76 EUR 553,156.87 EUR

* The balance at ING was 560,234.77 EUR. A payment for 7,077.90 EUR was pending to be executed by the bank at 31/12/2013.

Current liabilities Short-terms provisions EASO has currently two legal cases pending at 31/12/2014, both before the Court of Justice of the European Union. In both cases, the final ruling is foreseen by 2015 or beginning of 2016. Considering the less probable scenario of a compensation in the first of the cases, a provision of 10,000.00 EUR has been established. Accounts payable Payables are amounts due to a creditor, including transactions arising from the purchase of goods and services. Current payables consist of amounts owed by EASO at the end of the reporting period for invoices, claims and requests for reimbursement that have been received.

CONSOLIDATED ANNUAL ACTIVITY REPORT OF EASO 2014 — 93

Accrued charges represent estimate of liabilities that is not supported by an invoice or a cost claim or an expense summary at the end of the reporting period. Accrued charges have been estimated on the basis of accounting information provided by the authorising officers. Unspent annual leave is included and reflects EASO staff annual leave days carried over to the following year. Notes to the Statement of financial performance Operational revenue In accordance with the principle of accrual-based accounting, the financial statements shall show the income for the financial year, i.e. when they were recognised, regardless of the date of collection. EASO’s revenue during year 2014 consists mainly in the European Commission subsidy (EU contribution for C1 appropriations). During 2014, EASO received five bank transfers corresponding to the subsidy (pre-financing for EU contribution) from the European Commission for an amount of 12,100,000 EUR. The budgetary outturn calculation shows the part of Commission subsidy registered as income and the part of pre-financing remaining open to be reimbursed by EASO to the Commission in 2015. Other operational revenue takes into account the value of fixed assets transferred by the Commission, reimbursements of expenses and realised/unrealised exchange rate gains. REVENUE EUR Revenue from consolidated EC entities (EU Subsidy) 11,193,240.74 Revenue from consolidated EC entities (EU ENPI Project) 254,105.23 Revenue from Associate Country (Norway) 256,106.31 Revenue from cancellation of provisions 65,313.98 Fixed Assets related income 7,200.00 Income from consolidated EU entities (non-reconciled) 37,032.00 Recovery of expenses 9,447.95 Exchange rate differences gains (from operating activities) 144.44 Operational expenses In accordance with the principle of accrual-based accounting, the financial statements shall show the charges for the financial year, i.e. when they were recognised, regardless of the date of payment. Administrative expenses relate to EASO’s administrative activities (budget titles 1: Staff expenditure and 2: Infrastructure and operating expenditures). Staff expenditure include EASO staff related costs (basic salaries, allowances, contract agents, family allowances, insurance, social contributions, etc.) covered by the Staff Regulations and Conditions of Employment of Other Servants of the European Union, as well as the allowances for Seconded National Experts. Fixed assets expenses reflect depreciation charges for the year 2014. Infrastructure and operating expenditures consist of administrative expenses incurred from EASO daily activities, such as utilities, office supplies, meetings organising expenses, etc. As regards the rent of the premises, EASO has only paid the rent for the ground floor from 1 January to 18 June 2014 (not included in the initial proposal from Malta) and the running costs (public utilities: electricity, water, etc.), and the 4 floors from 19 June 2014 on.

94 — CONSOLIDATED ANNUAL ACTIVITY REPORT OF EASO 2014

The provisions for risks and liabilities (legal cases in the CJEU) amount to 10,000.00 EUR. Operational expenses are intended to cover EASO operational activities (budget titles 3 and 4: Operational expenditures). Contingent liabilities Operating lease As stated in the Seat Agreement between the Government of Malta and EASO, the Maltese Government is covering the first 3 years of rental expenses/lease expenses of the EASO building in Valetta Harbour (3 of 4 floors occupied until 18 June 2014). EASO has covered one floor until that date, and the entirety from that date.

Operating lease Total amount (EUR)

Due within one year 612,984.36 Due between one year and five years 2,451,937.44 Due later than five years 287,762.10

Commitments for future funding Contractual commitments, for which budget commitments as of 31 December 2014 had not yet been made, were not present. Legal cases EASO had two legal cases open at the end of 2014, for which a provision of 10,000.00 EUR has been done. Related parties EASO is managed by the Executive Director, who also performs the duties of Authorising Officer, under the supervision of the Management Board. However, in accordance with the EASO Financial Regulation Article 40, the Executive Director may delegate his/her powers of budget implementation to EASO staff covered by the Staff Regulations. As of 31/12/2014 EASO had in total 1 Authorising Officer and 3 Authorising Officers by delegation who are temporary agents in the following grades:

Grade Number of persons AD14 1 AD9 3 Total 4

Financial risk management

CONSOLIDATED ANNUAL ACTIVITY REPORT OF EASO 2014 — 95

EASO is exposed to limited liquidity, interest rate, foreign currency exchange and credit risks which arise in the normal course of its operations. This note presents information about EASO’s exposure to each of the above risks. Unless otherwise indicated, EASO prudently manages its investments. Liquidity risk Liquidity risk is the risk of EASO not being able to meet its obligations as they fall due. EASO does not have significant exposure to liquidity risk as it has resources from the budget of the European Union. The investments are held in liquid bank deposits. Credit risk Credit risk is the risk of financial loss to EASO if counterparties to financial instruments fail to meet their contractual obligations, and it arises principally from receivables, and cash and cash equivalents. EASO’s accounts receivable are almost exclusively from EU member states, and therefore risks related to credit are considered minor. EASO minimises the credit risk to its cash and cash equivalents by holding its funds in banks with high or upper medium grade credit ratings. Currency risk EASO receives its revenues in euros and incur expenses also in euros, and exceptionnally in other currencies. As a result, the foreign currency exchange risk arising from fluctuations of currency exchange rates is extremely limited. Interest rate risk EASO’s bank account’s interest rates are linked to the financial markets. EASO is to a very limited extent exposed to the risk of falling interest rates, since only 0.1 per cent of its revenue derived from investment income. Fair values At 31 December 2014, the carrying amounts of cash at bank, receivables, payables, and accrued expenses approximated their fair values. Other Significant Disclosures Non-exchange transactions: free rental of premises during 3 years provided by the Maltese Government. In a non-exchange transaction, an entity either receives value from another entity without directly giving approximately equal value in exchange, or gives value to another entity without directly receiving approximately equal value in exchange. Disclosure and recognition of non-exchange transaction is governed by EU Accounting rule 17 which is based on International Public Accounting Standard (IPSAS) 23. Therefore, EASO is disclosing the following services in-kind:

96 — CONSOLIDATED ANNUAL ACTIVITY REPORT OF EASO 2014

As stated in the Seat Agreement between the Government of Malta and EASO, the Maltese Government is covering the first 3 years of rental expenses/lease expenses of the EASO building in Valetta Harbour (3 of 4 floors occupied until 18 June 2014). The Maltese Government has also supervised and partially financed the construction and infrastructure adaptation works required to make the office building in Valletta Harbour operational according to plans supplied by EASO. Events after the balance sheet date No material issues were reported to the Accounting Officer that would require separate disclosure under this section. Reconciliation Statement of financial performance - Budgetary outturn account In EASO, the general accounting is established on accrual basis (this means that the effects of the transactions or events are recognised when they occur, independently of the moment of the payment or receipt) and the budget is established on a modified cash basis (this means that the expenses or revenues are recorded when an in- or outflow occurs; the appropriations carried over are also recorded). Where the financial statements and the budget are not prepared on a comparable basis, they need to be reconciled. In EU institutions and agencies, this reconciliation provides an explanation of the material differences between the amounts of the accounting result (statement of financial performance)and the budget result. As required by IPSAS-24, the reconciliation will identify separately any basis, timing and entity differences. EASO’s budget and general accounts cover a calendar year; therefore there are no timing differences to report. Entity differences are not present in EASO. Basis differences occur as the approved budget is prepared on a modified cash basis while the general accounts are on accrual basis. In EASO, the basis differences can be mostly explained as follows:

sign +/- amount

Economic result (+ for surplus and - for deficit) +/- 419,061.65

Adjustment for accrual items (items not in the budgetary result but included in the economic result)

Adjustments for Accrual Cut-off (reversal 31.12.N-1) - -596,571.12

Adjustments for Accrual Cut-off (cut- off 31.12.N ) + 1,052,757.61

Unpaid invoices at year end but booked in charges (class 6) + 44,962.75

Depreciation of intangible and tangible assets + 201,312.05

Provisions - -55,313.98

Payments made from carry-over of payment appropriations + 543,458.20

Others +/- -53,477.40 Adjustment for budgetary items (item included in the budgetary result but not in the economic result)

Asset acquisitions (less unpaid amounts) - -326,159.05

New pre-financing paid in the year 2014 and remaining open as at 31.12.2014 - -175,102.40

New pre-financing received in the year 2014 and remaining open as at. 31.12.2014 + 1,314,434.24

Payment appropriations carried over to 2015 - -1,571,032.97

Cancellation of unused payment appropriations carried over from previous year + 146,417.18 Adjustment for carry-over from the previous year of appropriations available at 31.12 arising from assigned revenue + 29,493.36

CONSOLIDATED ANNUAL ACTIVITY REPORT OF EASO 2014 — 97

Others +/- -72,393.33 Total 901,846.79

Budgetary result (+ for surplus) 906,759.26

Delta not explained -4,912.47

Reports on the implementation of the budget 2014 Budgetary principles In Accordance with the EASO Financial Regulation Title II, the establishment and implementation of the budget of EASO shall comply with the following principles: a) Principles of unity and budget accuracy This principle means that no revenue shall be collected and no expenditure effected unless booked to a line in EASO’s budget. An appropriation must not be entered in the budget if it is not for an item of expenditure considered necessary. No expenditure may be committed or authorised in excess of the appropriations authorised by the budget. b) Principle of annuality The appropriations entered in the budget shall be authorised for one financial year which shall run from 1 January to 31 December. c) Principle of equilibrium This means that the budget revenue and payment appropriations must be in balance. d) Principle of unit of account The budget shall be drawn up and implemented in euro and the accounts shall be presented in euro. e) Principle of universality Total revenue shall cover total payment appropriations and all revenue and expenditure shall be entered in full without any adjustment against each other. f) Principle of specification The appropriations in their entirety shall be earmarked for specific purposes by title and chapter; the chapters shall be further subdivided into articles and items. g) Principle of sound financial management Budget appropriations shall be used in accordance with the principle of sound financial management – in accordance with the principles of economy, efficiency and effectiveness. h) Principle of transparency

98 — CONSOLIDATED ANNUAL ACTIVITY REPORT OF EASO 2014

The budget is established and implemented and the accounts presented in compliance with the principle of transparency - the budget and amending budgets are published in the Official Journal of the European Communities. Budget 2014 – Initial, Amended, and transfers In accordance with article 33 of the EASO Regulation, the revenues and resources of EASO shall

consist, in particular, of:

– (a) a contribution from the Union entered in the general budget of the European Union;

– (b) any voluntary contribution from the Member States;

– (c) charges for publications and any service provided by EASO;

– (d) a contribution from the associate countries.

During 2014, EASO has received a subsidy from the Commission, a contribution from an associate

country (Norway) and financing for a specific project called “ENPI Project”.

The expenditure of EASO shall cover staff remunerations, infrastructure and administrative

expenditure, and operational expenditure and are divided into 4 titles as follows:

– Title 1 - Staff expenditure

– Title 2 - Infrastructure and operating expenditure

– Title 3 - Operational expenditure

– Title 4 - Operational expenditure for specific projects (earmarked appropriations)

In 2014, two Amending Budgets (hereinafter, AB) were adopted by the Management Board. In addition to these AB, the Authorising Officer or Authorising Officers by Delegation have approved a total of 14 budget transfers during the year. The tables below present the Budget 2014 in terms of appropriations for revenue, commitment and payment. The distribution of appropriations among Titles of the Budget 2014 is as follows. Revenue

Budget Line Description Voted Budget 2014 Amending Final Appropriations 2014

Budgets 2014

2000 EU Contribution (Commission subsidy - Titles 1, 2 and 3) 14,656,000.00

14,656,000.00

3000 Third countries contributions 335,349.36 335,349.36 4000 Other contributions 661,780.21 661,780.21

5000 Administrative operations and miscellaneous income 10,844.94 10,844.94

CONSOLIDATED ANNUAL ACTIVITY REPORT OF EASO 2014 — 99

Budget revenues 14,656,000.00 1,007,974.51 15,663,974.51

Expenditures

Budget Title Title Description EASO adopted budget 2014 2014 EASO budget after amending budgets

and budgetary transfers

Commitment Payment Commitment Payment

Title 1 Staff expenditure 6,143,000.00 6,143,000.00 6,230,000.00 6,230,000.00

Title 2 Infrastructure and operating expenditures 2,486,000.00 2,486,000.00 2,745,194.30 2,745,194.30

Title 3 Operational expenditures 6,027,000.00 6,027,000.00 6,027,000.00 6,027,000.00

Title 4 Operational expenditures for specific projects 661,780.21 661,780.21

Total expenditure 14,656,000.00 14,656,000.00 15,663,974.51 15,663,974.51

Budget 2014 – Execution The present budget implementation report covers the period from 1 January to 31 December 2014. C1 appropriations (appropriations of the current year), C8 appropriations (appropriations and commitments carried-forward from previous years), C4 appropriations (appropriations and commitments internally assigned), C5 appropriations (appropriations and commitments from internal assigned revenue carried over from previous year) and R0 appropriations (appropriations from external assigned revenue) were present. Commitments are entered in the accounts on the basis of the legal commitments entered into up to 31 December and payments on the basis of the payments made by the Accounting Officer by 31 December of that year, at the latest. EASO has non-dissociated appropriations for titles 1 and 2 (commitment and payment appropriations are equal and linked) and differentiated appropriations for title 3 and title 4. Budget execution of Income appropriations

Income appropriations

Budget Title

Fund Source Description Current budget Revenue received Remaining

balance Ratio (%)

100 — CONSOLIDATED ANNUAL ACTIVITY REPORT OF EASO 2014

Title 2 IC1 EU contribution (Commission subsidy - titles 1, 2 and 3) 14,656,000.00 12,100,000.00 2,556,000.00 82.56%

Title 3 IR1 Third country contributions (only Norway in 2014) 335,349.36 335,349.36 0.00 100.00%

Title 4 IR1 Other contributions (only ENPI Project in 2014) 661,780.21 661,780.21 0.00 100.00%

Title 5 IC1

Administrative operations and miscellaneous income

10,844.94 10,844.94 0.00 100.00%

IC4 0.00 24,856.42 0.00

Budget execution of Commitment appropriations

Commitment appropriations

Budget Title Fund Source Current budget Current execution Remaining balance Ratio (%)

Title 1

C1 6,130,000.00 5,650,007.36 479,992.64 92.17%

C4 1,454.12 1,115.63 338.49 76.72 %

C5 447.45 447.45 0.00 100.00 %

C8 149,606.18 78,579.70 71,026.48 52.52 %

R0 100,000.00 6,000.00 94,000.00 6.00 %

Total Title 1 6,381,507.75 5,736,150.14 645,357.61 89.89%

Title 2

C1 2,509,844.94 2,185,386.17 324,458.77 87.07%

C5 29,045.91 29,045.91 0.00 100.00 %

C8 540,269.20 464,878.50 75,390.70 86.05 %

R0 235,349.36 43,569.59 191,779.77 18.51 %

Total Title 2 3,314,509.41 2,722,880.17 591,629.24 82.15%

Title 3

C1 6,027,000.00 4,585,582.71 1,441,417.29 76.08%

C4 12,496.32 1,020.12 11,476.20 8.16 %

C8 1,922,539.53 1,559,682.69 362,856.84 81.13%

Total Title 3 7,962,035.85 6,146,285.52 1,815,750.33 77.19%

Title 4 R0 661,780.21 614,645.40 47,134.81 92.88 %

Total Title 4 661,780.21 614,645.40 47,134.81 92.88 %

Total Commitment Appropriations 18,319,833.22 15,219,961.23 3,099,871.99 83.08%

Budget execution of Payment appropriations

CONSOLIDATED ANNUAL ACTIVITY REPORT OF EASO 2014 — 101

Payment appropriations

Budget Title Fund Source Current budget Current execution Remaining balance Ratio (%)

Title 1

C1 6,130,000.00 5,432,167.53 697,832.47 88.62 %

C4 1,454.12 1,115.63 338.49 76.72 %

C5 447.45 447.45 0.00 100.00 %

C8 149,606.18 78,579.70 71,026.48 52.52 %

R0 100,000.00 0.00 100,000.00 0.00 %

Total Title 1 6,381,507.75 5,512,310.31 869,197.44 86.38 %

Title 2

C1 2,509,844.94 1,576,537.73 933,307.21 62.81 %

C5 29,045.91 29,045.91 0.00 100.00 %

C8 540,269.20 464,878.50 75,390.70 86.05 %

R0 235,349.36 0.00 235,349.36 0.00 %

Total Title 2 3,314,509.41 2,070,462.14 1,244,047.27 62.47 %

Title 3 C1 6,027,000.00 3,453,372.96 2,573,627.04 57.30 %

C4 12,496.32 11,514.45 981.87 92.14 %

Total Title 3 6,039,496.32 3,464,887.41 2,574,608.91 57.37 %

Title 4 R0 661,780.21 254,105.23 407,674.98 38.40 %

Total Title 4 661,780.21 254,105.23 407,674.98 38.40 %

Total Payment appropriations 16,397,293.69 11,301,765.09 5,095,528.60 68.92 %

Carry-over from 2014 to 2015 The carry-over is intended to cover pending expenditure at the end of the year (several invoices and

debit notes from contractors and EU institutions/agencies were pending to be received).

Carry-over of appropriations relates to:

- Title 1: Staff expenditure such as missions, schooling and representation/miscellaneous

costs;

- Title 2: Infrastructure and operating expenditure (IT hardware, software and related

services, etc.), administrative assistance from other EU institutions (e.g. SLAs with PMO),

102 — CONSOLIDATED ANNUAL ACTIVITY REPORT OF EASO 2014

translations and publications, business consultancy (EASO independent evaluation) and

organisation costs of Management Board meetings;

- Title 3: Operational expenditure such as translations and publications, organisation of

events, reimbursement of participants/experts to meetings organised by EASO, etc.

- Title 4: Operational expenditure for specific projects (ENP countries participating in the work

of EASO) such as translations, staff travel costs, organisation of events, reimbursement of

participants/experts to meetings organised by EASO , etc.

Non-differentiated C1 appropriations carried-over from 2014 to 2015 Non-differentiated C1 appropriations (Title 1 and Title 2) corresponding to obligations duly contracted at the close of the financial year are carried over automatically to the following financial year only, together with the payment appropriations.

Budget Title Description Commitment execution Payment execution

RAL Commitment and payment

appropriations carried-over to 2015

Ratio carry-over /

commitments 2014 2014

Title 1 Staff expenditure 5,650,007.36 5,432,167.53 217,839.83 3.86%

Title 2 Infrastructure and operating expenditures 2,185,386.17 1,576,537.73 608,848.44 27.86%

C4 appropriations carried-over from 2014 to 2015 C4 appropriations (internally assigned funds) are carried over automatically to the following financial year as C5 appropriations, together with the payment appropriations.

Budget Title Description Current budget Current execution Carry-over to 2015 Ratio (%)

2014 2014

Title 1 Staff expenditure 1,454.12 1,115.63 338.49 23.28%

Title 3 Operational expenditures 12,496.32 11,514.45 981.87 7.86%

R0 appropriations carried-over from 2014 to 2015 R0 appropriations (externally assigned funds) are carried over automatically to the following financial year together with the payment appropriations.

Budget Title Description Current budget Current execution Carry-over to 2015 Ratio (%)

2014 2014

Title 1 Staff expenditure 100,000.00 0.00 100,000.00 100.00%

Title 2 Infrastructure and operating expenditures 235,349.36 0.00 235,349.36 100.00%

CONSOLIDATED ANNUAL ACTIVITY REPORT OF EASO 2014 — 103

Title 4 Operational expenditures for specific projects (earmarked appropriations)

661,780.21 254,105.23 407,674.98 61.60%

Differentiated appropriations carried-over from 2014 to 2015 Differentiated C1 appropriations (Title 3) corresponding to obligations duly contracted at the close of the financial year are carried over automatically to the following financial year, under C8 appropriations, without the payment appropriations.

Budget Title Description

Commitment execution 2014

Payment execution 2014

RAL Commitment appropriations carried-

over to 2015

Ratio carry-over /

commitments (only C1)

Title 3 Operational expenditures 4,585,582.71 2,305,115.20 2,280,467.51 49.73%

Differentiated C8 appropriations (Title 3), from previous years, are carried over automatically to the following financial year, under C8 appropriations, without the payment appropriations.

Budget Title Description

Commitment execution 2014

Payment execution 2014

RAL Commitment appropriations -over to

2015

Ratio carry-over /

commitments (under C1)

Title 3 Operational expenditures 1,559,682.69 1,148,257.76 411,424.93 26.38%