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This report provides recommendations to develop coordinated objectives and formats for CEOS Plenary meetings, SIT meetings, and SEC telecons to promote active participation and strategic discussions. It highlights the need to balance reporting with engaging conversations that involve all CEOS functional groups.
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CEOS Self Study- Major Meetings Ivan Petiteville (ESA), on behalf of Topical Team on Major MeetingsCEOS SIT-28 Meeting Hampton , Virginia, USA14 March 2013
CSS Key Recommendation “Develop coordinated objectives and formats for the CEOS Plenary meeting, SIT meeting(s), and SEC telecons to encourage discussion and decision-making. Balance reporting with strategic discussions that engage and utilize participation from all CEOS functional groups.”
Topical Team Persons that have contributed to the Report on Major Meetings: • NOAA: Brent Smith, Jacob Sutherlun • CEO: Kerry Sawyer • NASA: Christine Bognar • INPE: Márcia Alvarenga, Julio Dalge • USGS: Tim Stryker • ESA: Ivan Petiteville
Process Starting point: Findings & Recommendations from previous CSS reports. Additional suggestions by Topical Team members & brainstorming through several iterations (telecons, e-mail) Findings presented at the CEOS 2012 Plenary (Bangalore)
Current Major CEOS Meetings • Major CEOS Meetings: • Not specific to a WG, VC, project, .. • Participants from across various CEOS entities
Major CSS Findings and … a few Additional Ones Objectives: • Objectives of both, the Plenary and SIT, vary each year depending on the Chair and SIT Teams Agenda: • Redundancy between the SIT Technical Workshop and the CEOS Plenary Meeting. Some Plenaries are characterized by too many detailed technical presentations that focus the attention of the CEOS Principals on reporting rather than CEOS decision making. • Use of SIT and Plenary meetings for routine, redundant reporting is a missed opportunity to make progress on issues of strategic relevance. Frequency & Timing: • OK in general, except that some critical discussions take place only every 6 months (at SIT Spring meeting or CEOS Plenary), consequently delaying some key decisions and follow-up activities or work associated with them. Format: • Physical presence at all major meetings (except CEOS Secretariat telecons) may cause financial difficulties for some Agencies.
General Recommendations # 1 Frequency: R2: possibility to have ad hoc meetings on specific matters that cannot bear too long delays. Ad hoc meetings could be held as webextelecons or side meetings to existing major meetings (not necessarily CEOS) to reduce travel costs Format: R3: enhance the use of some communication media (e.g. webex) to allow some participants to attend from their premises whenever compatible with the time availability of the remote participants. • Physical and remote participation are not mutually exclusive: a mixed participation schema can be a good solution Objectivesof SIT (Spring) and Plenary meetings vary from year to the next. After careful consideration, the Team does not think this finding is indeed an issue: this variability could be considered as positive . As recommended by Roy Gibson1 : R1: some flexibility in the definition of the objectives of those meetings might be needed, to cope with the differences of profile, expertise and resources of both the CEOS Chair and SIT Chair teams 1) see report on “Executive Functions” (June 2011)
