1. Ad Hoc Team Life Cycles and Proposed Way Forward
Committee on Earth Observation Satellites
Ad Hoc Team Life Cycles and Proposed Way Forward
Stephen Volz, NOAA CEOS SIT Chair
CEOS Plenary 2018
Agenda Item #6.7
Brussels, Belgium
17 – 18 October 2018

2. Plenary Updates
Space Data Coordination Group (SDCG) for Global Forest Observations Initiative (GFOI) Report: Agenda Item 3.5
Future Data Architectures (FDA) Ad Hoc Team Report: Agenda Item 5.1
Group on Earth Observations Global Agricultural Monitoring Initiative (GEOGLAM) Ad Hoc Working Group (AHWG) Report: Agenda Item 6.4
Sustainable Development Goals (SDG) Ad Hoc Team Report: Agenda Item 6.5

3. Why Ad Hoc Teams
Ad Hoc Teams (AHTs) provide an important vehicle through which CEOS can more flexibly designate and manage resources to address emerging topics that don’t fit into the existing Virtual Constellation (VC) or Working Group (WG) construct.
Per CEOS Governance and Processes (2013):
In the event that the permanent mechanisms described in the preceding paragraphs [Working Groups, Virtual Constellations, Systems Engineering Office, CEOS Executive Officer, Secretariat, and SIT Chair] 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.

4. SIT Chair Strategic Directions – AHTs
Reflect and report on the group trajectory and lifecycle in relation to the thematic initiatives that AHTs support
A clear understanding for SIT as to the outlook and evolution of those initiatives, including, if appropriate, long-term, sustained operations and the expectation for CEOS and CEOS Member Agency participation
Maximizing the value of AHTs output for CEOS objectives (e.g., ECVs and SDGs) and for individual CEOS Agency objectives
Ensuring the necessary support for our existing thematic teams to flourish and to deliver
STRATEGIC DIRECTIONS AND PARTNERSHIPS FOR CEOS
DISCUSSION PAPER – SIT-33

5. 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.)
Consider geometry and 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.

6. 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?!

7. AHT Health and Viability
SIT Assessment – SIT-33
Ages from years, average 4 years +
AHTs start with initial strong participation
*Table updated since SIT-33/2018 SIT TW

8. VC, WG, AHT Conversations
July Tag-ups – Ad Hoc Teams/Working Groups
Current focus on user requirements for different communities
Need to focus on space coordination for the identified requirements
Responsibility of Agency representatives participating in AHTs/AHWGs to ensure sufficient connection to their agency colleagues to accomplish coordination tasks; all should be supported by Agency Principals
Definition of AHT success and plan for a sustainable existence are critical
Requests from GFOI and GEOGLAM communities for commitments of CEOS support

9. Current Team Plans 1-year 1-year Migration 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
1-year
Migration
Participation
& Resources

10. Assessment
AHT mechanism has provided an effective and efficient mechanism to scope and progress new topics for CEOS
Some consistency improvements lately
VC/WG/AHT calls and Working Day at 2018 CEOS SIT Technical Workshop
Further scope for consistency in reporting; e.g., curated reports item to monthly SEC that covers all
Three teams propose to progress
SDG has great ambitions but needs participation and resource commitment
GEOGLAM wants a year’s grace to formulate way forward
SDCG is shaping its role within GFOI Phase 2 and taking stock of Agency participation and support
Current annual processes should be adequate for review, provided AHTs deliver resourced plans for renewal
Require transition plans for each AHT when created at CEOS Plenary
New Initiatives Process Paper

11. Operating Principles and Practices of VCs and WGs
Committee on Earth Observation Satellites
Operating Principles and Practices of VCs and WGs

12. Current Procedures – WGs, VCs, AHTs
Entity
Formation
Responsible
Reporting
Leadership Term
WGs
(5)
CEOS Plenary decision, following WG Process Paper. Rigorous leadership and resourcing criteria
CEOS Chair (SIT Chair secondary if delegated)
Monthly to CEOS SEC telecons
Annually to CEOS Plenary and VC-WG Working Day
SIT and SIT TW Meetings
Recently added to SIT Chair Tag-ups
2-year/ (4-year)
VCs
(7)
CEOS SIT decision, following the VC Process Paper. Rigorous leadership and resourcing criteria
SIT Chair (CEOS Chair secondary if delegated)
SIT Chair Tag-ups and VC-WG Working Day
Typically covered at Plenary (SIT Chair compendium)
Not included in CEOS SEC telecons
Permanent
AHTs
(4)
CEOS Plenary decision. Light on specifics and on leadership and resourcing.
CEOS Chair or SIT Chair.
Added to SIT Chair Tag-ups in 2018
Added to VC/WG Working Day in 2018
As agenda dictates, at SIT and Plenary Meetings
Routine reporting dropped from CEOS SEC telecons in 2018; invitation only
Defined when created with annual renewal at Plenary

13. Discussion Points for Plenary
SIT Chair is proposing CEOS develop a predictable and documented approach to Virtual Constellation leadership
Leadership rotation for Virtual Constellations at varying timescales
Fixed Terms, not term limits.
Nothing prohibits organizations or individuals from serving for multiple terms, but the process drives routine revisits of leadership and engagement
Allow for continuous recommitment from Agencies
Ask each VC to come back with proposed approach for their Constellation at SIT-34