May 2014 Secretariat Call

1. May 2014 Secretariat Call May 22, 2014

2. Shortened Timeframe for ECTEG Phase II Plan Submittal • Draft Charter Review • Agile Process for Phase II • All-Hands Meeting • Around the Cube • Other Issues? Agenda

3. Phase II Plan and Budget due to NSF Advisory Committee First Review Path to the Charter 03/25/14 04/30/14 06/24/14 07/15/14

4. Impact is really on Operations Center (extremely short deadline to turn in Year 1 Annual Report & Year 2 Budget) • Planning for Year 2: • Keep budget extremely generalized • Build budget/plan around Governance Functions • Include language that allows for specific allocation of funds post All-Hands Meeting Implications of Shortened Timeline & moving forward

5. Vetting Process for Governance Charter Crowdsource Phase Preparation for Review (two weeks) Review/ Feedback (late June) Decision Making (early to mid-June) Decision Making (July) Analysis of Feedback (early June) Review/ Feedback (early May to late May) June All Hands Meeting Charter MUST be presented at the meeting Changes can be made during the 2nd year. Operations Center (Synthesize feedback) Wordsmith work group (email call for participation; Google Docs) Editing Committee (Secretariat and AAC members) Editing Committee (Secretariat and AAC members) OMG & Secretariat Advisory Board Finalizing the charter for review (Operations Center team) Submission to NSF for Review Crowd Sourcing: Assembly Groups Construction of questions and set up of feedback collection system (drafted by Op Center, reviewed by Synthesis Team) Crowd Sourcing: Broader Public Create a Framing Document & FAQ to provide background (drafted by AZ, reviewed by Synthesis Team) Facebook & other Social Media Outreach to Chartered Groups with User Guides

6. The Full Charter & Structure • Presented via Survey Monkey: • Section-by-section detailed survey • Series of overarching questions • Reviews coordinated by group • ECTEG and other EC Teams • Professional Societies (AMS, AGI, AGU, GSA, ASLO) • Stakeholder Alignment Respondents • Assembly & End-User Workshops Elements of the Charter • Strategic Pathways Exercise (membership model) • Quick response questions via Social Media Crowdsource plan

7. Some language needs context and explanation • Currently “Jelly Fish” Structure • ‘Fuzzy’ language, instead of words like “authority”, “compliance” and “define” • No lines of authority are articulated or formal roles and responsibilities • Encouraged by community process to address these concerns • “Critical Functions” document is the strongest element as it has defined and strong language Advisory Council Comments

8. Created separate survey for AC to review charter • Use Crowdsource Response and review initial governance research (from roadmap) to: • Provide options for and mechanisms for determining decision-making/authority and roles and responsibilities • Focusing on specific relationships between individual groups • Add context to charter where needed • Use All-Hands Meeting to address any unresolved concerns Addressing AC Concerns

9. Online Surveys • Governance Framework Review: several strategic overarching questions about the draft charter as a whole (10-15 min.)  • Draft Charter Review: section-by-section review of the draft charter (20-40 min.) • Strategic Pathway Exercise: membership model with this short branching survey (5-10 min.) We need your input

10. http://workspace.earthcube.org/test-governance/charter-reviewhttp://workspace.earthcube.org/test-governance/charter-review • Charter Development Process (“User Guide”) • All Charter Documents • Governance Functions • Governance Structures (image) • Draft Charter • Links to All Surveys • Link to Webinar Video: framing information, science/technology drivers, and journey to the Charter Spread the word!

11. Timeline • 1st Prototyping Model: July – December 2014 • Small Governance All-Hands Meeting: December 2014 or January 2015 • 2nd Prototyping Model: January – May 2015 • All-Hands Meeting: June 2015 Agile Process for Phase II

12. May take longer than we anticipate to populate the framework after AHM 2014 • Plan to evaluate specific components that we can modify rather than changing the entire framework come Jan. 2015 • Test small pieces or relationships • Example: How well does a partnership program work and what structure does it need? • Ensure that prototyping does not impede demonstration of what EarthCube can do (process, outputs, etc.) • Keep in mind functions that EC is supposed to accomplish Considerations for Agile Phase II

13. All-Hands MeetingJune 24-26, 2014

14. Quick Links: • Register for the meeting • Book your hotel room • All-Hands Meeting Webpage Reduced room rate ends may 26th

15. AROUND THE CUBE – Final Questions?

16. Community Engagement Call • Tuesday, June 3, at 10am PDT • IT Team Call • Wednesday, June 4, at 12:30pm PDT • OMG Call • Wednesday, June 4, at 1:30pm PDT • All-Hands Organizing Committee • Thursday, June 5, at 11:00am PDT • Community Webinar • Tuesday, June 10, at 9:00 PDT • Secretariat All • Thursday, June 19, at 12:00pm PDT Call/meeting Schedule

17. Till next timeThursday, June 19, 2014 at Noon PDT

18. Take These Surveys • Governance Framework Review • Draft Charter Review • Strategic Pathway Exercise All-Hands Meeting • Register for the meeting • Book your hotel room ECTEG Team To-Do