CSSII Topical Team on Decision making process Steven Hosford, Topical Team Chair on behalf of CSSII Topical Team on Decision making processes CEOS SIT-28 Meeting Hampton, Virginia, USA Date

SIT-28 Meeting Hampton, Virginia, USA March Summary Background and Membership Context and assumptions Generic decision making process Options What decisions Who takes decisions When are decisions taken How are decisions taken Next Steps

SIT-28 Meeting Hampton, Virginia, USA March Background Presentation of early/initial ideas and confirmation of next steps (Bangalore Plenary, Oct 2012) Dissemination of follow-up material to Team members outlining ideas (Nov-Dec 2012) Review/refinement of ideas into recommendations (Jan – Feb 2013) Presentation and discussion of recommendations (SIT-28, Mar 2013) Provision of final draft recommendations to CEOS SIT Writing Team on Principles, Priorities, and Governance (Apr 2013) Further Development/Coordination of SIT Writing Team’s paper across the CEOS community (May-Sept 2013) Submit final SIT recommendations for CEOS Plenary approval (Oct 2013) Principles and Priorities Governance (including decision-making processes

SIT-28 Meeting Hampton, Virginia, USA March 2013 Team Membership Takao Akutsu, JAXA Richard Eckman, NASA Steven Hosford, CNES (chair) Jean Parcher, USGS Ivan Petiteville, ESA Brent Smith, NOAA Greg Stensaas, WGCV Marie-Josée Bourassa, CSA Laura Frulla, CONAE Tim Stryker (co-chair) Kerry Sawyer (CEO)

SIT-28 Meeting Hampton, Virginia, USA March Context and assumptions Objective Define a mechanism for CEOS to properly manage resources attributed in order to meet commitments made, while maintaining the capacity to initiate new activities Assumptions Three broad categories of CEOS activiity “High level transverse” activities with external “customers” Internal activities dealing with how the organisation functions “Substantive space-based coordination” Working group/VC specific activities Parallel CSSII groups working independently – harmonisation to follow

SIT-28 Meeting Hampton, Virginia, USA March Generic decision making process DEFINE DECISION CRITERIA Set of criteria established independently of any proposal Based on CEOS guiding documents (Strategic Guidance Document, Work Plans, etc.) PROVIDE WRITTEN DESCRIPTION of the proposed activity The entity proposing the new activity should provide a written description of the activity following a template provided by CEOS Sent to decision makers at least 14 days prior to the appropriate decision meeting Identification of CEOS Sherpa by CEOS SEC PROVIDE PRESENTATION Presentations scheduled, prepared and presented by the previously identified CEOS Sherpa

SIT-28 Meeting Hampton, Virginia, USA March Generic decision making process DISCUSSION Discussion animated by the Chair of the decision meeting and both the CEOS Sherpa and external applicant (if applicable) to facilitate discussion Better organisation of the Plenary agenda – decision making session? or simply highlighting agenda items “For decision” TAKE DECISION

SIT-28 Meeting Hampton, Virginia, USA March Options – What decisions? What decisions Options 1.Decisions on new activities Establish a process for no / no-go on new activities 2.Decisions on new activities and ongoing activities This option includes also evaluation and monitoring of on-going activities Evaluation and monitoring requires a specific process and has not been discussed here

SIT-28 Meeting Hampton, Virginia, USA March Options – Who takes decisions? Who takes decisions Options 1.Different levels of decision making according to the type of new activity proposed (eg. CEOS Principals, CEOS WG and VC leadership) “High level transverse” activities with external “customers” (ex. CEOS response to GCOS) – CEOS Principals as Plenary. Internal activities dealing with how the organisation functions - “Substantive space-based coordination” Working group/VC specific activities 2.CEOS Principals. This option proposes CEOS principals as the decision makers on all new activities within CEOS. Potentially increased role for CEOS POCs

SIT-28 Meeting Hampton, Virginia, USA March Options – When are decisions taken? When are decisions taken? Options 1.Appropriate meetings according to the decision makers and the activity meetings associated both with the various decision making group and the nature of the activity proposed 2.Appropriate meetings according to the decision makers and the activity, plus additional meetings (perhaps telecons) to be arranged Introduction of additional flexibility

SIT-28 Meeting Hampton, Virginia, USA March Options – How are decisions taken? How are decisions taken? Options on decision criteria 1.Key decision criteria are established for each CEOS entity (Plenary, SIT, each VC, each WG) These criteria are based on the various work plans and strategic documents which guide the activities of entities 2.A single generic set of key decision criteria 3.A combination of generic decision criteria and specific criteria established for each CEOS entity

SIT-28 Meeting Hampton, Virginia, USA March Options – How are decisions taken? How are decisions taken? Options on decision mechanism 1.Consensus decision making international, culturally diverse organisation, based on a best-effort principle optimises agreement and “buy-in” of most actors, maximising their commitment 2.Majority decision making 3.Mixing decision mechanisms. tailor the decision taking mechanism used in a given instance with the type of decision to be taken

SIT-28 Meeting Hampton, Virginia, USA March Next steps Following the discussion today, much work remains to define guidance and criteria for the practical implementation of a decision making process Taking into account the discussions today, this work is scheduled over the next few months within the scope of the ongoing CSSII