GEO ADC meeting,Cape Town, South Africa, Nov. 2007 Slide # 1

“Recommendation for task progress management”

Chu Ishida, JAXA

GEO ADC Meeting,Cape Town, Nov. 2007

GEO ADC meeting,Cape Town, South Africa, Nov. 2007 Slide # 2

Background and Purpose

• Background– As confirmed in the past ADC meetings, progress management

and evaluation of achievement of GEOSS tasks is significant issue to build GEOSS.

• Insufficient description of Task Sheets is also issue.– GEO Secretariat is to present “2007-2009 Work Plan Progress

Report” in GEO IV- it evaluates the progress of each task.– Although progress evaluation by GEO Secretariat is great

advance, its criteria and method is not clearly defined.

• Purpose– Evaluation of the ADC-related tasks progress based on Task

Sheets and description of GEO Work Plan Progress Report – in order to harvest the idea for ADC to construct the method for management and evaluation of its achievement based on objective criteria.

GEO ADC meeting,Cape Town, South Africa, Nov. 2007 Slide # 3

Evaluation Method (1)

• Target ：– ADC-related tasks (23)

• Criteria ：– Description of Task Sheets

• “output & deliverable”• “calendar”• “Current Status”

– Description of GEO Work Plan Progress Report

• Evaluation Levels ：– Evaluated the status by 3 levels – Green, Yellow and Red –

same as in GEO Work Plan Progress Report.– “Pink (N/A)” is newly added for the tasks that are impossible to

be evaluated because of the lack of information.

GEO ADC meeting,Cape Town, South Africa, Nov. 2007 Slide # 4

Evaluation Method (2)• Method ：

– Impossible to evaluate: Pink (N/A) • No clear information on Output in Task Sheet (Current Status) or GEO Work

Plan Progress Report– Clear information on Output: Green (OK)

• Clear information on Output in Task Sheet (Current Status) or GEO Work Plan Progress Report

• Even if schedule is unclear– Unclear information on Output or unclear linkage: Yellow (Not Good)

• Unclear information on Output or unclear linkage between task activities and its Output*

– Examined the adequacy of this evaluation by comparing the corresponding evaluation results of GEO Work Plan Progress Report.

*e.g.) The cases Meeting / Workshop is held as current activities of the task, however its linkage to the declared Output (document) is unclear. (except the ones like workshops for gathering user needs where its linkage to the Output is clear)

GEO ADC meeting,Cape Town, South Africa, Nov. 2007 Slide # 5

Results• Evaluated status of ADC-related tasks (23) *See Exhibit for details.

– Pink (N/A) - 4 tasks• Lack of information in Task Sheet and GEO Work Plan Progress

Report to evaluate.

– Discrepancy with GEO Work Plan Progress Report -3 tasks (except N/A) *Marked “Red” in “Issue” cell

• AR-06-11– Yellow (This evaluation) / Green (GEO Work Plan Progress Report)

• DA-06-02– Yellow (This evaluation) / Green (GEO Work Plan Progress Report)

• DA-07-06– Green (This evaluation) / Yellow (GEO Work Plan Progress Report)

This Evaluation GEO Progress Report

Green 15 19

Yellow 4 4

Red 0 0

Pink 4 -

Status information that GEO Secretariat has recognized might not be updated in Task Sheet?

Up-to-dated information should be provided and shared

GEO ADC meeting,Cape Town, South Africa, Nov. 2007 Slide # 6

Issue on Task Sheet

• Lack of description in Calendar– Many tasks haven’t described their plans in 2007.

• Many haven’t been breakdowned.– e.g.) “Continuous Activity”

– Correspondence between Calendar and Output – many unclear descriptions are found out.

• Lack of description in Current Status– Many tasks haven’t described their activities in 2007.

• Many of their activities are found out in GEO Work Plan Progress Report.

• These description should be updated also in Task Sheet.– Correspondence between their activities report in Current Status

and Output is unclear.• e.g.) Current Status: Conference/Workshops – Output: Document

GEO ADC meeting,Cape Town, South Africa, Nov. 2007 Slide # 7

Recommendation• Possible effective measures for ADC to implement the management of task

progress based on the Task Sheet

(1) Clarification of key points to draw up and update the Task Sheet– Encourage the valid description of Calendar and Current Status

• Calendar– Set Milestones linked to Output (e.g. each Quarter).

• Current Status– Update progress and activities corresponding to Milestones.– Report the Status in correspondence with Output ＆ Deliverable

(2) Progress management by Milestones– Currently POC gathers information on progress from the task members. It should

be the Member countries and Participating Organizations which should be responsible for implementation.

– So, quarterly report should be made the Member countries and PO. Then POC compiles overall task progress into the task sheet and report it to the ADC.

– ADC to ascertain the progress by milestones (e.g. ADC Meeting) and recommend improvement of activities to tasks that are behind schedule.