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Report on CEOS Executive Officer functions

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1 Report on CEOS Executive Officer functions
Committee on Earth Observation Satellites Report on CEOS Executive Officer functions Organization CEOS Plenary 2019 Agenda Item #1.4 Ha Noi, Viet Nam 14 – 16 October 2019

2 CEO Role CEOS “Executive Officer” role created in 2006 to support CEOS interactions with the emerging Group on Earth Observations Quickly evolved toward marshalling CEOS efforts to respond to GEO’s first 10-year Work Plan

3 Principal CEO Functions
Work planning and monitoring Internal information flow Interface for external contacts CEOS housekeeping

4 CEOS Work Plan Progress reported annually CEOS Work Plan
Work Planning and monitoring Rigorous work planning, execution and monitoring is critical to CEOS’s credibility CEOS Work Plan Progress reported annually CEOS Work Plan updated annually

5 Work Planning and monitoring
WP Progress Report (CEO) Deliverable Updates Work Plan development CEOS Plenary SIT TW SIT July June August May April September March CEOS Work Plan ENDORSED October February November December January

6 Work Planning and monitoring
CEOS Work Plan annual update: November – February Organisation and implementation of WP update process Update of generic parts of WP and monitoring of the update/creation of deliverables Checking and completion of WP with contributors Submission of WP to CEOS Principals for validation CEOS Work Plan Progress reporting: August – October Organisation and implementation of WP progress reporting process Generation of CEOS Work Plan Progress Report Submission to CEOS Principals at CEOS Plenary Contribute to maintaining/developing CEOS deliverable tracking database Total time investment ~4.5 months FTE

7 Internal Information Flow

8 Internal Information Flow

9 Internal Information Flow
Opportunities for information flow between CEOS Leadership and WGs/VCs/AHTs: 2 annual telephone tag-ups with SIT Chair 3 Major meetings: SIT, SIT Tech Workshop, Plenary Monthly CEOS-SEC calls CEO is the reference for all CEOS entities on governance and process questions +Detail +Frequency

10 Internal Information Flow
CEO participates in as many WG/VC/AHT meetings as possible Either in person or virtually Providing a “CEOS news and context” presentation which relays news and info “down” Since Plenary 2017, 25 WG/VC/AHT meetings 9 Physical participations 11 Virtual participations 5 Absences Total time investment ~ 3.5 months FTE

11 Interface for external contacts
Relationship with GEO CEOS-GEO Bilateral CEOS representative (or alternate) to Programme Board CEOS delegation to ExCom CEOS representation at GEO meetings (GEO Plenary, Work Plan Symposium) CEOS inputs to GEO Work Programme Relationship with UN and other agencies (as required) Contact point for all general external inquiries Support to CEOS leadership for correspondance (letters, s etc.) with external entities

12 Interface for external contacts
Contact point for external activities that want to work with CEOS or CEOS data (potential new initiatives) For the CEO to be an effective POC for CEOS: Need for clear contact information to CEOS Executive Officer on CEOS Website Requirement to inform external partners at each change in CEOS Executive Officer … alternatively, create a address that reroutes communications Total time investment ~ 1.5 months FTE

13 CEOS Housekeeping CEOS Website @ www.ceos.org
Maintain full site up-to- date, including frequent updates to: Agency representatives Organisation chart CEOS entity presentation pages Calendar / Meeting pages Total time investment ~ 1.5 months FTE

14 CEOS Housekeeping Email distribution lists
Maintain consistency with updates to agency representatives and CEOS entity leadership Some synchronising required after system upgrade implemented in July

15 Governing documents CEOS Housekeeping
CEO is responsible for maintaining CEOS guiding documents and other documentation up-to-date Total time investment ~ 1.5 months FTE

16 Conclusions CEOS Executive Officer is a vital role for CEOS. It is the oil that allows many of the moving parts of CEOS to keep turning.

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