1. OPS-G Forum Maintenance Approach for Ground Data Systems Serge Moulin, Vicente Navarro, OPS-GI Mario Merri, OPS-GD

2. 25.11.05 Maintenance Approach for Ground Data Systems 2 Roadmap  Introduction  OPS-GI & OPS-GD Background  OPS-GI User Support & Maintenance  OPS-GD User Support & Maintenance

3. 25.11.05 Maintenance Approach for Ground Data Systems 3 OPS-GI & OPS-GD Background  In 2002 OPS-G reorganisation lead to the creation of:  Mission Data System Infrastructure Division (OPS-GD)  Data System Infrastructure Division (OPS-GI) to federate the Ground Segment software development for the Missions and the Infrastructure under the two Divisions  With the aim:  To develop a unique system vision for the whole Ground Segment from the Infrastructure or the Mission point of view  To homogenise development approach, methodologies and technologies used  To benefit from better synergies

4. 25.11.05 Maintenance Approach for Ground Data Systems 4 ITIL – The Solution Enabler  ITIL (IT Infrastructure Library) is the worldwide de-facto standard for Service Management  It documents industry best practices  Started as Guide for UK Government Agencies, the framework has proved to be useful to organisation in all sectors (private & Public) has gained OPS-GI & OPS-GD decided to adopt ITIL framework in order to achieve the objectives of the Engineering Department reorganisation

5. 25.11.05 Maintenance Approach for Ground Data Systems 5 OPS-GI User Support & Maintenance

6. 25.11.05 Maintenance Approach for Ground Data Systems 6 Implementation Strategy Phase I ITIL Familiarisation and experimentation Phase II ITIL Assessment of current practices Phase III New User Support Approach Implementation 2003 2005 2006

7. 25.11.05 Maintenance Approach for Ground Data Systems 7 The Target Solution Maintenance MCS User Support Maintenance Release 1 Ground station Maintenance System 1 Ground station Maintenance System 2 User Support Maintenance Release N Simulator User Support Maintenance Release 1 Maintenance Release N Ground Segment Infrastructure User Support Service Contract MCS Maintenance Releases Simulator Maintenance Releases Ground Stations Maintenance Releases Service Desk MCS Support Simulator Support Ground Station Support Current Organisation

8. 25.11.05 Maintenance Approach for Ground Data Systems 8 The Virtual Service Desk

9. 25.11.05 Maintenance Approach for Ground Data Systems 9 Use Support vs Maintenance  User Support deals with all User requests, assists in solving Incidents, performs Problem Management for all reported problems and implements Emergency Fixes (only). In ITIL terms it covers:  Service Desk  Incident Management  Problem Management and for Critical & Urgent Problems:  Change Management  Release Management  Maintenance delivers planned maintenance releases which for efficiency and cost saving reasons are awarded to Frame Contractor by mean of competitive RFPs

10. 25.11.05 Maintenance Approach for Ground Data Systems 10 Phase I Familiarisation and experimentation with ITIL

11. 25.11.05 Maintenance Approach for Ground Data Systems 11 Progress so far – Tactic Solution  Process re-engineering  Efficiency  Repeatable  Documented  ITIL oriented  Reporting and Tracking  Metrics  Plans  Surveys  Tools  Adaptation of existing tools  Deployment of available tools

12. 25.11.05 Maintenance Approach for Ground Data Systems 12 Progress so far – Tactic Solution (Results I)

13. 25.11.05 Maintenance Approach for Ground Data Systems 13 Progress so far – Tactic Solution (Results II)

14. 25.11.05 Maintenance Approach for Ground Data Systems 14 Progress so far – Tactic Solution (Results III)

15. 25.11.05 Maintenance Approach for Ground Data Systems 15 Progress so far – Tactic Solution (Results IV) Effective outstanding SPRs  42

16. 25.11.05 Maintenance Approach for Ground Data Systems 16 Phase II Assessment of OPS-GI/GD User Support & Maintenance current practices

17. 25.11.05 Maintenance Approach for Ground Data Systems 17 Phase II – Assessment of Current Practices  Examine the maturity and the quality of the organisation’s IT Service Management processes from an ITIL perspective:  Analyse GI/GD approach to User Support & Maintenance in order to identify strengths and areas for improvement  Propose an action plan to address any identified areas for improvement  Assessment was performed during Q1, 2005 by FoxIT a UK based Consultant company specialised in ITIL by mean of interviews:  General (S. Moulin, M. Merri)  MCS/SIM I/F (S. Moulin, F. Affaitati)  Backend I/F (Y. Doat, G. Calzolari)  MCS/SIM Mission (M. Pignède, D. Verrier)  Customers (A. Rudolf, P. Ferri, KJ. Schultz)  CITI (J. Franks)  Prepare supporting documentation for OPS-GI new Ground Segment Infrastructure User Support service contract RFP

18. 25.11.05 Maintenance Approach for Ground Data Systems 18 Assessment Results Overview 37% - single point of contact for the users 47% - restore normal operation as quickly as possible with minimum disruption to the business 48% - minimize the adverse impact of Incidents and Problems on the business, and to prevent their recurrence 46% - ensure that standardized methods and procedures are used for efficient and prompt handling of all Changes 10% - provides a logical model of the infrastructure or a service, by identifying, controlling, maintaining and verifying the versions of Configuration Items (CIs) in existence 66% - ensure that all aspects of a Release, both technical and non- technical, are considered together 54% - provide cost effective stewardship of the IT assets and the financial resources in providing IT Services 33% - maintain and improve IT Service quality, through a constant cycle of agreeing, monitoring and reporting upon IT Service achievements and instigation of actions to eradicate poor service, in line with business or cost justification

19. 25.11.05 Maintenance Approach for Ground Data Systems 19 Main Findings & Recommendations  Too many Service Desks and too many tools  ITIL Incident, Problem, Change and Release Management ‘merged informally’ within SPR/SCR.  Use heterogeneous set of tools (e.g. eLog, ARTS, MS-Access)  No availability of long-term, across projects metrics and reports to enable continuous adaptability and improvement  Virtual Service Desk and common Service Desk Tool re- using Cockpit (CCC tool from Axios) but retaining required Mission focus (e.g. dedicated Mission telephone #)  Define common IM, PM, CM processes  Use a common Change Management tool (CMSynergy)  Identify proper KPIs and associated metrics

20. 25.11.05 Maintenance Approach for Ground Data Systems 20 Phase III New User Support & Maintenance Implementation

21. 25.11.05 Maintenance Approach for Ground Data Systems 21 New GSIUS Contract – Strategic Solution  Process re-engineering  Service Management Framework  Service Level Schedule  Fully ITIL oriented  Reporting and Tracking  Key Performance Indicators  Tools  Adaptation of existing tools  Deployment of available tools  Deployment of new tools

22. 25.11.05 Maintenance Approach for Ground Data Systems 22 New GSIUS Contract – Strategic Solution (SMFS)  Service Management Framework Schedule  GSIUS Managerial and Technical Framework  Cornerstone for a fully compliant ITIL approach  Definition of the Service Delivery Units (SDUs)  Builds on SDUs to create the GSIUS Cost Model

23. 25.11.05 Maintenance Approach for Ground Data Systems 23 New GSIUS Contract – Strategic Solution  Process re-engineering  Service Management Framework Schedule  Service Level Schedule  Fully ITIL oriented  Reporting and Tracking  Key Performance Indicators  Tools  Adaptation of existing tools  Deployment of available tools  Deployment of new tools

24. 25.11.05 Maintenance Approach for Ground Data Systems 24 New GSIUS Contract – Strategic Solution (SLS)  Service Level Schedule  Foundational Service Level Agreement (SLA)  Guarantees a common understanding between the provider and the consumer of the service  Defines specific and quantitative information concerning:  Service Managers  process ownership  Service availability  Service dimension  Service Targets  Conflict Resolution and escalation  Service Reporting

25. 25.11.05 Maintenance Approach for Ground Data Systems 25 New GSIUS Contract – Strategic Solution  Process re-engineering  Service Management Framework  Service Level Schedule  Full ITIL compliance  Reporting and Tracking  Key Performance Indicators  Tools  Adaptation of existing tools  Deployment of available tools  Deployment of new tools

26. 25.11.05 Maintenance Approach for Ground Data Systems 26 New GSIUS Contract – Strategic Solution (KPIs)  Key Performance Indicators  Service Quality  Percentage of repeated incidents  Percentage of wrongly diagnosed problems  …  Service Targets  Percentage of problems fulfilling PM within target time  Average time to fulfill PM  …  Service Dimension  New Problems planned vs actual percentage deviation  Number of new problems by criticality AND urgency  …  Service Improvement  Percentage average time reduction to perform PM  …

27. 25.11.05 Maintenance Approach for Ground Data Systems 27 New GSIUS Contract – Strategic Solution  Process re-engineering  Service Management Framework  Service Level Schedule  Fully ITIL oriented  Reporting and Tracking  Key Performance Indicators  Tools  Adaptation of existing tools  Deployment of available tools  Deployment of new tools

28. 25.11.05 Maintenance Approach for Ground Data Systems 28 GSIUS Contract Status and Next Steps  GSIUS Negotiation is on-going  Kick Off expected December 2005  Support team will be located off site  Applications will be phased in progressively over a 6 months period  Missions will be phased in incrementally to reduce risk  Fine tuning of the Service Dimensions will certainly occur during the 1st year of the contract  Additional Services may be added to Service Desk in the coming months or years

29. 25.11.05 Maintenance Approach for Ground Data Systems 29 OPS-GD User Support & Maintenance

30. 25.11.05 Maintenance Approach for Ground Data Systems 30 Why Change Maintenance Approach in OPS- GD?  Historically inherited an inhomogeneous situation  MCS vs. SIM, … but also MCS vs. MCS and SIM vs. SIM  Different contractual set ups  Different tools and procedures for each contract  Old-fashioned approach – not service oriented  Difficult to improve  Little synergy among maintenance contracts  Little collection of statistics and room for improvement

31. 25.11.05 Maintenance Approach for Ground Data Systems 31 Current OPS-GD Maintenance Contracts Solution: Combined Maintenance in a common ITIL framework Some experience already available in OPS-GD (SIM Helpdesk, CoSCOS-1)

32. 25.11.05 Maintenance Approach for Ground Data Systems 32 OPS-GD “Combined” Maintenance Objectives  Reduce cost and increase efficiency  Combine projects as to have sufficient critical mass to efficiently support relevant commonality (e.g. SCOS-1, EEMCS Kernel, SIM, VAX)  Allows the Contractor to pool resources in a larger team  Reduces contractual administrative overhead  Better adjust to workload conditions on different mission data systems  Use same approach, tools and procedures as OPS-GI and OPS-ON  Improve Customer satisfaction  Reduce cost to customer (see above)  Provide a clear “price versus service” scheme for full cost visibility  Maintain strong mission-specific expertise  Share knowledge across missions and infrastructure via common tools  Allow possibility to flexibly modify dynamically the quality of the service provided (e.g. for support of eclipse season, comet encounter,…)  Improve Quality of Service  Put in place continuous service improvement programme  Collect Key Performance Indicators to measure the services provided  Extend combined maintenance contract with new-coming missions  Requires Cost model driven approach

33. 25.11.05 Maintenance Approach for Ground Data Systems 33 Maintenance MCS 1, 2, 3 Maintenance MCS 4, 5, 6 Maintenance SIM 1,2,…,6 Virtual Service Desk MISSION Family 1 Future SIMs MISSION Family n Present and Future of OPS-GD Maintenance Service Desk Maintenance Support Present MCS 1 Maintenance MCS 1 MCS 2 Maintenance MCS 2 SIMs Combined SIM Maintenance SIM Helpdesk Maintenance SIM 1 CoSCOS-1 Maintenance MCS SCOS-1 Family Maintenance SIM 1,2,…,6 Virtual Service Desk Maintenance MCS 1, 2,…,6 Virtual Service Desk Maintenance MCS/SIM 1, 2,…,6 User Support

34. 25.11.05 Maintenance Approach for Ground Data Systems 34 What’s Next in OPS-GD  Team up with OPS-GI to finalise the new maintenance framework  Support initial phase of new User Support contract  Configure the common tools  Set up common processes and procedures  “Tune” the systems to GD needs  Prepare for new maintenance scheme  Define requirements for SoW in agreement with Users  Define cost models  Define plan for all missions to phase-in to new contract(s), avoiding “big-bang” approach. Pilot projects:  SIM Combined Maintenance  MCS Observatory Mission Combined Maintenance (XMM MOC + XMM SOC + INTEGRAL MOC)  Train GD staff and Users on ITIL in GD maintenance context  Next steps  SIM Combined Maintenance SoW in preparation (Mar 06)  MCS Observatory Mission Combined Maintenance SoW in preparation (Jun 06)  Earth Explorer combined maintenance postponed due to Cryosat launch failure

35. 25.11.05 Maintenance Approach for Ground Data Systems 35 Summary  Selected common service oriented approach based on ITIL framework  Harmonised approach to maintenance across OPS-GD, OPS-GI  Harmonised Service Desk tool across OPS-G and OPS- ON  OPS-GI: one single User Support contract + several tendered maintenance contracts  OPS-GD: One SIMs contract + several MCS contracts, one for each mission family  New approach: Experience will lead to adjustments and fine tuning