Memorandum of Understanding A Partnership in Information and Communication Technology

The Associations of users, vendors and professionals of Information and Communication Technology (ICT) signing this Memorandum of Understanding (MoU), here in after referred to as 'Subscribing Associations', Wishing to improve the effectiveness of the cooperation between ICT users and vendors,

Wishing to secure an open and effective dialogue on issues relating to ICT policy with policy makers in the European Community, including the Commission of the European Communities (the 'Commission'),

Wishing to give a global dimension to their cooperation, the Subscribing Associations also want open and effective dialogues on issues relating to ICT policy with policy makers in other regions of the world,

Wishing to take full advantage of the opportunities outlined in the Communications of the Commission on "An open and structured dialogue between the Commission and special interest groups" (93/C 63/02) and on "Increased transparency in the work of the Commission" (93/C 63/03),

Considering that the way to achieve these goals is by following certain common guidelines organising their future cooperation,

Considering that these guidelines should be based on an analysis of the problems explained in the document on 'User Involvement in ICT Policy' (annexed to this MoU), have agreed as follows:

ARTICLE I - SCOPE OF COOPERATION

The field of cooperation under this MoU covers the use of Information and Communication Technology (ICT), including telecommunications services and access to information, in all areas of social and economic activity. This comprises all aspects of research, development, procurement, education and training, as well as Community policies, in particular those leading to a better use of ICT.

ARTICLE II- GENERAL PRINCIPLES

The Subscribing Associations agree on the following general principles:

1. The Subscribing Associations will make their best efforts to improve mutual communication. In particular, users should be able to use their own terminology to formulate business and social requirements for ICT products and services.
   
2. The Subscribing Associations will explore and test various methods of cooperation, such as round table meetings, liaison functions, cross-membership and the management of common initiatives.
   
3. Cooperation initiated by a Subscribing Association is open to other Subscribing Associations if they wish to participate and if they actively contribute to the purpose of the initiative. Such an initiative can be anything from a round table meeting to a common project or a permanent activity. For efficiency reasons, the initiator will seek the best match between participants, purpose and resources. Participants may include persons, organisations and associations other than the Subscribing Associations.
   
4. The value of the contributions from the Subscribing Associations results from the active participation of their members.
   
5. Cooperation organised by Subscribing Associations will be supportive of the Community policy of open systems and international standards.

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ARTICLE III- ORGANISING COOPERATION

1. A Subscribing Association wishing to take an initiative involving other Subscribing Associations will invite these, by giving timely notice, to a series of round table meetings.
   
2. The purpose of a round table meeting determines who should be invited. If considered useful, the Commission and other policy makers can also take part in such round table meetings.
   
3. The Subscribing Association that has taken the initiative to call a round table meeting organises and chairs the meeting and is responsible for preparing the agenda and minutes of the meeting, unless other vise agreed among those invited.
4. If the conclusions of a series of round table meetings require further action from the participants, they may decide a common action and will in such case define their respective roles and contributions in a separate memorandum of understanding. Such a memorandum of understanding may provide for a different and appropriate permanent structure for cooperation for that particular subject.
   
5. An invited Subscribing Association may take part in a round table meeting as either a participant or observer He will inform the other participants before the meeting starts whether he is taking part as an observer or participant A participant is entitled to take a position on any common positions adopted, including the conclusions of the meeting. An observer does not participate in the decision making in the meeting(s).
   
6. If several Subscribing Associations decide to launch the same or similar initiative(s),they will use their best efforts to examine together whether it would not be more useful to combine such initiatives. If so, they will use their best efforts to make the necessary arrangements for the management of such meetings, including agreement on who shall chair the meetings.
   
7. The Subscribing Association(s) that has taken the initiative shall inform Subscribing Associations that have not been invited and the Commission of their initiative, including subject, objective, participants and calendar of planned meetings.

ARTICLE IV- INFORMATION

1. The Subscribing Associations will seek to obtain regular updated information from the Commission and other policy makers in the field of ICT. As regards the Commission activities it concerns the following items:
   1. List on information sources on the European Communities' ICT policies and programmes;
      
   2. The Commission's work programme and calendar on important events concerning ICT;
      
   3. Lists on advisory committees involved with European Community programmes with user and vendor participation concerning ICT.
      
   4. Fresh and focused information on subjects on the agenda of round table meetings.

2. When they consider necessary to the pursuit of the goals of the MoU, the Subscribing Associations will send regular updates to other Subscribing Associations and the Commission on the following information:
   1. The constitution, objectives, composition, members (numbers, profiles, etc.), contact persons and geographical coverage of their Association;
      
   2. Main field of activities and the services rendered to members;
      
   3. Published declaration on issues of interest to other Subscribing Associations;
      
   4. Plans for cooperation with other Subscribing Associations

3. The Subscribing Associations will select and transmit all relevant information they receive from other Subscribing Associations and the Commission to their members.

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ARTICLE V - INPUT IN POLICY MAKING

1. In order to insure appropriate input for the European Communities' ICT policy, the Subscribing Associations will welcome the Commission's invitations to meetings to discuss important changes in ICT policy.
   
2. A Subscribing Association will make its best efforts to reach a common position with other Subscribing Associations having similar interests, if possible, before submitting contributions to the Commission or other policy makers. The Subscribing Associations can invite Commission representatives to meet with them before they prepare such contributions.
   
3. When submitting contributions to policy makers on matters concerning ICT policy, the Subscribing Associations will provide evidence of the size and profile of their consultation base.

ARTICLE VI - FUNDING FOR COMMON ACTIONS

1. The Subscribing Associations will where appropriate prepare proposals for common actions which:
   
   1. Result in a valuable and tangible contribution to a programme launched by the European Communities or to the implementation of policy concerning ICT;
      
   2. Will involve their members in the work accomplished;
      
   3. Will exploit fully the cooperation with other Subscribing Associations, if necessary with the coordinating help of consultants or experts.

2. The Subscribing Associations will explore ways to achieve appropriate funding from the European Communities for such proposals.

ARTICLE VII - CONCLUDING PROVISIONS

1. This MoU remains open for signature for any Association wishing to follow the guidelines laid down herein.
   

2. Subscribing Association may at any time withdraw from the MoU. To do so, the Subscribing Association will have to register its resignation and inform the other Subscribing Associations and the Commission in writing.

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