1. CEOS Ad hoc Teams Lifecycle & Processes
Committee on Earth Observation Satellites
CEOS Ad hoc Teams Lifecycle & Processes
S Ward, NOAA SIT Chair Team
CEOS 2018 SIT Technical Workshop
Session 6 Agenda Item 6.3
EUMETSAT, Darmstadt, Germany
13 – 14 September 2018

2. Objectives and approach
SIT-33-11: Include CEOS Ad hoc Team lifecycle and processes as an agenda item on 2018 SIT Technical Workshop. (Rationale: SIT Chair has proposed that CEOS address inconsistencies in the operation of different types of groups across the structure.)
reflect & report on group trajectory and lifecycle in relation to their thematic initiatives; clear understanding as to outlook & evolution and requirement & objectives for CEOS participation;
consider geometry & capacity required to sustain efforts; options for continuity of progress beyond ad hoc arrangements;
explore opportunities for synergies and efficiencies across the CEOS structure and our various processes and meetings, seeking consistency wherever possible.
Presentation of facts in support of debate. Pre-consultation with AHT Leads in relation to their intentions
Looking for consensus for Plenary decision – or actions to get there by Brussels

3. Contents Current teams Current procedures
Team proposed plans & outlook
Issues for TW debate and Plenary decision

4. Current Teams Team External Interface Formed Report SDCG for GFOI
GFOI (GEO Flagship)
(before CEOS Governance & Processes doc)
CEOS Chair
Ad-hoc WG for GEOGLAM
GEOGLAM (GEO Flagship)
2012 (before CEOS Governance & Processes doc)
FDA -
2015
SDGs
GEO, EO4SDGs (GEO Priority)
2016
SIT Chair
Internal Links
LSI-VC & GEOGLAM AHWG (inc joint meetings)
WGISS & LSI-VC
EVERYTHING?!

5. Current Procedures
Entity
Formation
Responsible
Reporting
CEOS WP
Term
WGs
(5)
CEOS Plenary decision
CEOS Chair (SIT Chair secondary if agreed)
- Monthly to CEOS SEC telecons - Annually to CEOS Plenary - Recently added to SIT Chair tag-ups and VC-WG day
48 active targets
Permanent
VCs
(7)
CEOS SIT decision, following the VC Process Paper. Rigorous leadership and resourcing criteria
SIT Chair (CEOS Chair secondary if agreed)
- SIT Chair tag-ups & VC-WG day - SIT and SIT TW meetings - Typically covered at Plenary (SIT Chair compendium) - Not included in CEOS SEC telecons
17 active targets
AHTs
(4)
CEOS Plenary decision. Light on specifics and on leadership and resourcing.
CEOS Chair or SIT Chair.
- Routine reporting dropped from CEOS SEC telecons in Added to SIT Chair tag-ups in Added to VC/WG day agenda in As agenda dictates at SIT and Plenary meetings
9 active targets
Defined when created with annual renewal at Plenary
In the event that the permanent mechanisms described in the preceding paragraphs are judged to be insufficient for CEOS to undertake a particular activity, the capability exists for the Plenary to create Ad Hoc Teams. The Plenary assigns short-term objectives to each Ad Hoc Team and defines the team lifetime when the team is created. The primary reporting path for an Ad Hoc Team is either to the CEOS Chair or to the SIT Chair, as designated by the Plenary according to the purpose and function of the Ad Hoc Team. Annually, the Plenary reviews all Ad Hoc Teams for continuation, termination, or transition to a permanent mechanism.

6. Current Team Plans 1-year + Close Participation & Resources
Active agencies
Outlook
Plans
SDCG for GFOI
JAXA, ESA, UKSA, SEO, DLR, CSA
Resources an issue.
GFOI Phase 2.
2017 poll concluded a stand-alone team is preferred. But subject to confirmed critical mass of participation and operating capacity.
Ad-hoc WG for GEOGLAM
NASA, CNES, CSA, JAXA, ESA, CONAE, CSIRO, ISRO, SANSA
Foresee vibrant and engaged GEOGLAM relationship
Stand-alone group for a further year with recommendations to CEOS thereafter.
FDA
ESA, CSIRO, USGS
Roadmap created – can be absorbed largely within WGISS and LSI
Conclusion at Plenary
SDGs
ESA, CSIRO, NASA, JAXA
Substantial implementation plan developed
Participation and resources have not been forthcoming. Team advocates a permanent structure but critical mass needs to be determined.
Participation
& Resources
1-year +
Close
Participation
& Resources

7. Assessment
AHT mechanism have provided an effective and efficient mechanism to scope and progress new topics for CEOS
Some consistency improvements lately
VC/WG/AHT calls and day
Further scope for consistency in reporting?
eg a curated reports item to monthly SEC that covers all
Three teams propose to progress
SDGs has lots of plans but needs participation and capacity
GEOGLAM wants a year’s grace to formulate way forward
SDCG is is shaping its role within GFOI Phase 2 & taking stock of agency participation and support
Current annual processes should be adequate for review but perhaps need more active application & less rubberstamping?

8. Issues for discussion Reflect on the AHT proposal and issues arising
Opportunities to improve related procedures
Formation
Reporting and operation (eg SEC suggestion)
Review, renewal, closure/evolution
Specific solutions for those AHTs that continue on
VC, WG vehicles
Migration (like FDA)
Recommendations for Plenary and actions to firm them up

9. A Proposal for the Future of LSI-VC and the Ad Hoc Teams for SDCG for GFOI, GEOGLAM, and FDA
Prepared at the Joint Meeting
For SDCG for GFOI / GEOGLAM / LSI-VC
September 7, 2018
Ispra, Italy

10. Current Situation
SDCG for GFOI and GEOGLAM teams are “Ad Hoc”, yet have existed for many years and have demonstrated significant contributions to GEO flagships.
Continued annual approvals create uncertainty in the CEOS support to GEO flagships. Most agree that there is a need for a permanent solution.
Secretariat support is needed for LSI and Ad Hoc teams, and there is an annual concern about funding.
LSI-VC and Ad-Hoc teams are NOT reporting to CEOS SEC, which is an additional concern.

11. Options 3 Options Considered
Status Quo – Continued annual renewal of Ad Hoc Teams
Create one (or more) new WGs or VCs to address Forests and Ag
Merge Forest/Ag groups into LSI-VC (now or later)

12. Pros and Cons of Options 2 & 3
Status Quo
Option 2
New WGs / VCs
Option 3
New LSI-VC Subgroups
Pros
Continued strong independent identity for SDCG for GFOI and GEOGLAM
Permanent existence
Operational efficiencies – SEC support and combined meetings
Technical efficiencies – ARD and interoperability, consolidated and optimized missions and measurements
Strategic efficiencies – GEO, UN
Con s
Continued annual renewal and related uncertainty
Annual uncertainty with SEC support
Additional administrative overhead for the new WGs / VCs as well as for other CEOS organizational entities (Chair, SIT, CEO, SEO)
Additional SEC support
Risk losing “identity” to outside stakeholders and direct access to CEOS Agencies
Risk losing visibility and reporting time at major CEOS meetings
Will other GEO initiatives (e.g., GEOBON) seek to have the same arrangement under LSI-VC and add complexity to the solution?
Concern of LSI-VC taking on too much since its “revitalization”. The team has proven it can produce significant results and that with Forests and Ag maintaining their leadership structure and resources, there would be little remaining concern or additional LSI-VC leadership burden.

13. Proposed Solution
LSI-VC > maintains existing work (ARD, Interoperability), adds new Forests and Ag subgroups
SDCG for GFOI > transition > New LSI-VC Forests Subgroup
GEOGLAM > transition > New LSI-VC Ag Subgroup
FDA > transition > Tasks moved to WGISS, LSI-VC, and SEO
SEC support can be leveraged across all groups for operational efficiencies

14. Virtual Constellation (LSI-VC)
New LSI-VC Plan
Land Surface Imaging
Virtual Constellation (LSI-VC)
SEC Support
Tasks
ARD
Interoperability
Requirements/Gaps
Chair
Forests Subgroup
Tasks
External Policy coordination
Satellite Data (requirements, ARD production, access, tools, data services)
SEC Support
Lead
Agriculture Subgroup
Tasks
SEC Support
Lead

15. Other Topics Reporting and Meetings
Topical subgroups (Forests and Ag) continue to have their own focused meetings, as needed
Continue ”broader” joint meeting, bringing together LSI-VC, Forests, and Ag
Add Forests and Ag Subgroup reports to CEOS Plenary as part of the GEO session (reporting on GEO Flagship contributions)
SEC Funding
Total SEC support estimated at 1.0 FTE + travel (~$150K $US per year)
CEOS-SEO (NASA) and ESA are evaluating a plan to support the SEC for 2 years. A decision is expected by the 2018 CEOS Plenary.
Additional or future funding support will be explored with JAXA, USGS, CSIRO, NOAA & other interested space agencies

16. Timeline SIT-TW (September 2018)
Present proposal for review and comment
Plenary (October 2018)
Request annual renewals for GEOGLAM and SDCG for GFOI
Review proposal and prepare for a decision to merge groups into LSI-VC with an updated LSI-VC Terms of Reference to follow
SIT-34 (April 2019)
Present a new LSI-VC Terms of Reference for review
Plenary (October 2019)
Final decision