ECSS-M-ST-10-01C

15 November 2008

Space management
Organization and conduct of reviews

ECSS Secretariat ESA-ESTEC Requirements & Standards Division Noordwijk, The Netherlands

ECSSMST1001C 15November2008

Foreword This Standard is one of the series of ECSS Standards intended to be applied together for the management, engineering and product assurance in space projects and applications. ECSS is a cooperative effort of the European Space Agency, national space agencies and European industry associationsforthepurposeofdevelopingandmaintainingcommonstandards.Requirementsinthis Standardaredefinedintermsofwhatshallbeaccomplished,ratherthanintermsofhowtoorganize and perform the necessary work. This allows existing organizational structures and methods to be appliedwheretheyareeffective,andforthestructuresandmethodstoevolveasnecessarywithout rewritingthestandards. This Standard has been prepared by the ECSSMST1001 Working Group, reviewed by the ECSS ExecutiveSecretariatandapprovedbytheECSSTechnicalAuthority.

Disclaimer ECSSdoesnotprovideanywarrantywhatsoever,whetherexpressed,implied,orstatutory,including, butnotlimitedto,anywarrantyofmerchantabilityorfitnessforaparticularpurposeoranywarranty that the contents of the item are errorfree. In no respect shall ECSS incur any liability for any damages,including,butnotlimitedto,direct,indirect,special,orconsequentialdamagesarisingout of, resulting from, or in any way connected to the use of this Standard, whether or not based upon warranty,businessagreement,tort,orotherwise;whetherornotinjurywassustainedbypersonsor propertyorotherwise;andwhetherornotlosswassustainedfrom,oraroseoutof,theresultsof,the item,oranyservicesthatmaybeprovidedbyECSS.

Publishedby:

Copyright:

ESARequirementsandStandardsDivision ESTEC, P.O. Box 299, 2200 AG Noordwijk The Netherlands 2008 by the European Space Agency for the members of ECSS

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Change log

ECSSM3001A ECSSM3001B ECSSMST1001C 15November2008

Firstissue Neverissued Secondissue SignificantchangesbetweenECSSM3001Aandthisversionare: Definitionofreviewentitiesandtheirrolesandactivitiesinprojectreviews. Updateandrationalizationofrequirements. Documentrestructuringtomaintaincorrespondencesbetweenthe descriptivesection(clause4)andrequirementsection(clause5). AdditionofDRDstospecifythecontentofexpecteddocumentation.

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Table of contents
Change log .................................................................................................................3 1 Scope.......................................................................................................................6 2 Normative references .............................................................................................7 3 Terms, definitions and abbreviated terms............................................................8
3.1 3.2 3.3 Terms from other standards ....................................................................................... 8 Terms specific to the present standard ...................................................................... 8 Abbreviated terms ...................................................................................................... 9

4 Fundamentals of reviews.....................................................................................10
4.1 4.2 Basic principles ........................................................................................................ 10 Review tasks ............................................................................................................ 10 4.2.1 4.2.2 4.2.3 4.2.4 Initiation of the review................................................................................. 10 Preparation and distribution of the review data-package ........................... 10 Review of the documentation ..................................................................... 11 Review findings and conclusions................................................................ 11

5 Requirements........................................................................................................12
5.1 5.2 5.3 General..................................................................................................................... 12 Review bodies .......................................................................................................... 12 Roles and tasks........................................................................................................ 13 5.3.1 5.3.2 5.3.3 5.3.4 5.3.5 5.4 5.5 Review authority ......................................................................................... 13 Customer .................................................................................................... 13 Supplier ...................................................................................................... 14 Review team leader.................................................................................... 14 Review team............................................................................................... 14

Prerequisite conditions for holding the review .......................................................... 14 Review meetings ...................................................................................................... 15 5.5.1 5.5.2 5.5.3 Prerequisite key point ................................................................................. 15 Kick-off meeting.......................................................................................... 15 Coordination meeting ................................................................................. 15

ECSSMST1001C 15November2008 5.5.4 5.5.5 5.5.6 5.6 Collocation meeting .................................................................................... 15 Review team close-out meeting ................................................................. 15 Review authority meeting ........................................................................... 16

RID processing and action item follow-up ................................................................ 16

Annex A (normative) Review procedure - DRD.....................................................17 Annex B (normative) Review item discrepancy (RID) - DRD................................19 Annex C (normative) Review team report - DRD...................................................22 Annex D (normative) Review authority report - DRD............................................24 Annex E (informative) Logic diagram for RID processing ...................................25 Annex F (informative) Examples for defined terms..............................................26 Bibliography.............................................................................................................27 Figures
Figure 4-1: Review information flow ....................................................................................... 11 Figure B-1 : Example of RID form .......................................................................................... 20 Figure B-2 : Example of RID form (continued) ....................................................................... 21 Figure E-1 : Flow logic for the RID processing....................................................................... 25

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1 Scope
This Standard provides means for identifying and structuring all of the activities and information required in a project review. It identifies the information outputs and activities necessary to complete the process. It also provides a checklist of activities and information required for each of the projectreviewsidentifiedintheECSSManagementStandards. Thisstandardmaybetailoredforthespecificcharacteristicsandconstraintsofa spaceproject,inconformancewithECSSSST00.

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2 Normative references
The following normative documents contain provisions which, through reference in this text, constitute provisions of this ECSS Standard. For dated references,subsequentamendmentsto,orrevisionofanyofthesepublications donotapply,However,partiestoagreementsbasedonthisECSSStandardare encouragedtoinvestigatethepossibilityofapplyingthemorerecenteditionsof the normative documents indicated below. For undated references, the latest editionofthepublicationreferredtoapplies. ECSSSST0001 ECSSMST10 ECSSEST10 ECSSQST10 ECSSsystemGlossaryofterms SpaceprojectmanagementProjectplanningand implementation SpaceengineeringSystemengineeringgeneral requirements SpaceproductassuranceProductassurance management

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3 Terms, definitions and abbreviated terms

3.1 Terms from other standards
ForthepurposeofthisStandard,thetermsanddefinitionsfromECSSSST0001 apply,inparticularforthefollowingterms: customer NOTE1 In the context of the current document, it identifiesthebodyensuringtheexecutionofall tasksnecessaryfortherealizationoftheproject according to the high level requirement document and within the financial resources allocatedbytheconsumer. NOTE2 The customer is responsible for the implementation of the review recommendations endorsed by the review authority. NOTE2 See informative annex F for example of applicationoftheabovetodifferentlevelsofa spaceproject supplier NOTE1 In the context of the current document, it identifiesthebodyexecutingalltasksnecessary for the realization of the project according to the terms and condition of a business agreementsubmittedbythecustomer. NOTE2 See informative Annex F for example of applicationoftheabovetodifferentlevelsofa spaceproject

3.2

Terms specific to the present standard

3.2.1 consumer
body specifying a project or (product) through a high level requirement document (such as mission statement or SFS and STS) and providing the necessaryfinancialresourcesforitsrealization.

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NOTE See informative Annex F for example of applicationoftheabovetodifferentlevelsofa spaceproject

3.2.2

review authority

body appointed by the consumer organization, having the mandate to issue recommendations to the customer and issue decisions relating to the review process NOTE Thisisalsoreferredtoasthereviewboard.

3.2.3

review item discrepancy (RID)

issue, identified by a reviewer, that is not compliant with a requirement, a reviewobjectiveoradesigngoal

3.2.4

review prerequisite

conditionsnecessarytobefulfilledpriortothestartofthereview

3.2.5

review team

body appointed by the review authority, having the mandate to evaluate the statusoftheprojectunderreview

3.2.6

review team leader

person responsible for the review team activities and issuing the review team report

3.3

Abbreviated terms
ForthepurposeofthisStandard,theabbreviatedtermsfromECSSSST0001 andthefollowingapply:

Abbreviation DRD FEPS MRD RID SRD

Meaning
documentrequirementdescription Fichedtudedeproblmesoulev missionrequirementsdocument reviewitemdiscrepancy systemrequirementsdocument

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4 Fundamentals of reviews
4.1 Basic principles
Project reviews are examinations of the technical status of a project and associated issues at a particular point in time. Their primary purpose is to provide a comprehensive assessment of the project status against targets and requirements.Throughindependentparticipation,theygiveadditionalsupport totheprojectconcernedatcrucialstagesandgivetheresponsiblemanagement confidenceinthetechnicalprogressbeingachieved.Additionally,reviewscan identifypotentiallessonslearned. Reviewsarecarriedoutthroughouttheprojectlifecycle,asdefinedinECSSM ST10,atalllevelsfrommissiontounitlevel. The review purpose, mandate and documentation vary for each particular projectandforthespecificphaseorstageofactivityoftheproject. The efficiency of any review process is dependent upon the planning and organization of the review work, including specific assignment of responsibilities and the plan to close out the action items raised during the review. ThecurrentECSSdocumentspecifiesbasicprinciplesinordertoestablishthese organisationalaspects.

4.2

Review tasks
4.2.1 Initiation of the review

This task comprises the assignment of review members to the review bodies, thepreparationandreleaseofthereviewprocedureandtheassessmentofthe prerequisites.

4.2.2

Preparation and distribution of the review data-package

This task comprises the preparation and distribution of the documentation as definedinthereviewprocedure.Inakickoffmeetingreviewparticipantsare familiarized with the review objectives and the documentation submitted for thereview.

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4.2.3

Review of the documentation

This task comprises the detailed review of the review datapackage including additional information provided in the kickoff presentation. Identified problems, questions and solutions arising from the examination of the documentationarerecordedonreviewitemdiscrepancy(RID)forms. Collocationmeetingsbetweenthereviewteamandthecustomer/supplierserve to solve issues raised in RIDs, to consolidate findings and to provide recommendationsforRIDclosure. Finally a report is issued on the behalf of the review team, synthesizing the results of the review and identifying major issues for attention of the review authority. TheinformationflowforthisreviewactivityisillustratedinFigure41. AnexampleofalogicdiagramfortheRIDprocessingispresentedinAnnexE.

Figure41:Reviewinformationflow

4.2.4

Review findings and conclusions

Thistaskcomprisestheexaminationofthereviewteamfindings,confirmation oftherecommendations,decisionsforfollowupactivitiesandconfirmationof theachievementofthereviewobjectives.

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5 Requirements
5.1 General
a. The customer shall ensure the level of independent expertise in the review team and provide access to the information identified in the reviewprocedure. A project review shall provide the customer with advice and recommendations aiming at the resolution of any deficiencies identified duringtheprocess. Theactivityspecifiedin5.1bshalltypicallycoverthefollowingaspects:

b.

c.

compliancewiththemissionobjectivesorapplicableSTSorSFS; adequacyoftherequirements; credibilityoftheproposeddesign,developmentandverification; riskassessmentandmitigation; credibilityofplansandschedules.

d. e.

The customer shall organize the review with the approval of the consumer. A project review shall be based on the examination of a datapackage that: 1. 2. iscompliantwiththelistofdocumentstobedeliveredasspecified forthereview issufficienttodemonstrateachievementofthereviewobjectives.

5.2

Review bodies
a. The participants in a review shall include the review authority at the leveloftheconsumer,theprojectteamsatthelevelofthecustomerand supplier,andthereviewteam. Themembersofthereviewauthorityshallbeappointedbytheconsumer organization. The review authority shall be chaired by an independent representative oftheconsumerorganizationandmaybecochairedbyarepresentative ofthecustomerorganization.

b. c.

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d. The review team shall include representatives of the consumer organizationhavingnodirectinvolvementintheprojectactivities.

5.3

Roles and tasks

5.3.1
a.

Review authority

The review authority shall approve the review procedure and in particular: 1. 2. 3. the objectives of the review according to ECSSMST10 requirements; thereviewteamcomposition; theexecutionofthereview.

b. c. d. e. f.

Thereviewauthorityshallexaminethefinalreviewteamreport(s). Thereviewauthorityshallendorseoramendtherecommendationsand actionsresultingfromthereview. The review authority shall decide whether the review objectives have beenmet Thereviewauthorityshallmakerecommendationstothecustomer. Thereviewauthorityshallreportitsfindingsandfinalrecommendations inadocumentinconformancewiththeDRDofAnnexD.

5.3.2
a. b.

Customer

Thecustomershallproposeaprocedureforthereviewconformingtothe DRDofAnnexAforreviewauthorityapproval. The customer shall ensure the practical organization of the following reviewevents: 1. 2. 3. 4. 5. Prerequisitekeypoint Kickoffmeeting Intermediatecoordinationmeetings Collocationmeetingbetweenthereviewteamandthesupplier Finalmeetingwiththereviewauthority.

c.

The customer shall provide the review team with a data management systemfordistributionandstorageof: 1. 2. 3. Reviewdatapackage Additionaltechnicaldocumentationasrequired Reviewitemdiscrepanciesandactionitems.

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5.3.3
a.

Supplier

The supplier shall support the customer in providing all facilities and logistics for the review meetings and sessions as required by the customer. The supplier shall support the customer in ensuring that all necessary means, information and documentation specified in the procedure are availableandcurrentforthereview. ThesuppliershallsupportthecustomerinpreparingresponsestoRIDs and proposing a schedule for the identified actions as required by the customer.

b.

c.

5.3.4
a. b.

Review team leader

Thereviewteamleadershallmanagetheactivitiesofthereviewteam. After consultation with the customer, the review team leader shall confirmthattheprerequisiteconditionsdefinedinthereviewprocedure aremet. ThereviewteamleadershallapproveRIDcontentsanddispositions. The review team leader shall prepare and issue the final review team reportinconformancewiththeDRDofAnnexCandinaccordancewith therequirementsofthereviewprocedure.

c. d.

5.3.5
a. 1. 2. 3. 4.

Review team
Reviewthedocumentation Identifyproblems,makerecommendationsorrequestexplanations bymeansofRIDs AssesstheadequacyoftheresponsestoRIDs Supportthereviewteamleaderinpreparingthereport.

Thereviewteamshall:

5.4

Prerequisite conditions for holding the review

a. Priortostartingthereview,fulfilmentofthereviewprerequisitesdefined in the procedure shall be confirmed by the customer and agreed by the reviewteamleader. NOTE b. Seealso5.3.4b.

If the prerequisite conditions of a review are not fulfilled, the review teamleadershallproposeoneofthefollowingtothereviewauthorityfor finaldecision: 1. 2. 3. redefinitionofthereviewwithrevisedobjectives; correctiveactionsnecessaryforthereviewtoproceed; postponementofthereview.

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5.5

Review meetings
5.5.1
a.

Prerequisite key point

Theprerequisitekeypointshallconfirmthatallconditionsnecessaryto startthereviewarefulfilled.

5.5.2
a.

Kick-off meeting

Attendees to the kickoff meeting shall be the members of the review authority and the review team, supported by representatives from the customerandsupplier. Thekickoffmeetingshall: 1. 2. 3. 4. Presentthereviewprocedureandorganization Provideinformationontheproducttobereviewed Provideapresentationofthedocumentationsubmittedforreview Formallyauthorizethestartofthereview.

b.

5.5.3
a. b.

Coordination meeting

Attendees to the coordination meeting shall be defined by the review teamleader. Thecoordinationmeetingshall: 1. 2. 3. Reviewallinputsfromthereviewteam Agreewiththecustomerissuestoberesolvedwiththesupplier ReleaseallRIDStothesupplier.

5.5.4
a. b.

Collocation meeting

Attendeestothecollocationmeetingshallbedefinedbythereviewteam leader. Thecollocationmeetingshall: 1. 2. 3. 4. ReviewtheRIDresponsesprovidedbythesupplier AgreethefinalRIDdispositionwiththecustomerandsupplier Identifyactionitemsandduedates Identifydisagreementstobereportedtothereviewauthority.

5.5.5
a. b.

Review team close-out meeting

Attendees to the closeout meeting shall be defined by the review team leader. Thereviewteamcloseoutmeetingshall:

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1. 2. 3. synthesizetheresultsofthecollocationmeeting; provideinputsforthereviewteamreport; agree on major issues requiring the attention of the review authority.

5.5.6
a. b.

Review authority meeting

Attendees to the review authority meeting shall be the members of the reviewauthoritysupportedbyrepresentativesfromthereviewteam. Thereviewauthoritymeetingshall: 1. 2. 3. 4. 5. 6. confirm that the review has been performed according the approvedprocedure; examinethefindingsofthereviewteam; endorseoramendtherecommendations; makedecisionsifmandatedbytheconsumer; confirmtheachievementofthereviewobjectives; issueareviewauthorityreport,conformingtotheDRDofAnnex D, summarising the recommendations and decisions to the customer.

5.6

RID processing and action item follow-up

a. The Review Item Discrepancy (RID) shall be the mechanism used to record questions or identified problems and solutions arising from examinationofthereviewdocumentation. RIDsshallbecategorizedas:

b.

Majoriftheissueimpactsanobjectiveofthereview Minorifconsideredpartofnormalwork

c. d. e. f. g.

ThecontentoftheRIDformshallconformtotheDRDinAnnexB. Thecustomershallmonitorallactionsarisingfromthereview. The originator of an issue shall be informed of the closure of any correspondingactionitem. A RID shall be considered as closed when the disposition and any associatedactionshavebeenagreedbyallparties. Open RIDs shall be submitted to the review authority for final disposition.

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Annex A (normative) Review procedure - DRD

A.1 DRD identification
A.1.1 Requirement identification and source document

ThisDRDiscalledfromECSSMST1001,requirement5.3.2a.

A.1.2

Purpose and objective

The review procedure states the purpose and organization of the review and definesthereviewdatapackage.

A.2

Expected response
A.2.1
<1>
a.

Scope and content

Introduction

The review procedure shall provide an overview of the status of the projectunderreviewandthepurposeandscopeofthereview.

<2>
a.

Applicabledocuments
Thereviewprocedureshalllisttheapplicabledocumentsforthereview evaluation.

<3>
a. 1. 2. 3.

Reviewprerequisite,objectivesandsuccesscriteria
Thereviewprocedureshalldefinethe: Prerequisitesforthegoaheadofthereviewasplanned Reviewobjectives Successcriteria.

<4>
a.

Organizationandresponsibilities
Thereviewprocedureshalldefinethe:

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1. Reviewentities NOTE 2. 3. 4. Forexample,authorityandreviewpanels.

Participantsinthereviewentitiesandtheirresponsibilities Implementation of the review data management system for documentation,RIDsandactionitems Reviewscheduleincludingthefollowingmilestones: o o o o o o o Prerequisitekeypoint Kickoffmeeting Coordinationmeeting Collocationmeeting Reviewteamcloseoutmeeting Issueofpanelreports Reviewauthoritymeeting.

<5>
b.

Reviewdatapackage
The review procedureshall define thelist of the documents required to bedeliveredforthereview.

A.2.2
None.

Special remarks

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Annex B (normative) Review item discrepancy (RID) - DRD

B.1 DRD identification
B.1.1 Requirement identification and source document

ThisDRDiscalledfromECSSMST1001,requirement5.6c.

B.1.2

Purpose and objective

RIDsarepreparedtorecordidentifiedproblemsandquestionsarisingfromthe examinationofthereviewdocumentation.

B.2

Expected response
B.2.1
a. 1. 2. 3. 4. 5. 6. 7. 8. 9.

Scope and content

Issueraisedandreferenceoftheapplicabledocumentviolated Originatorrecommendationtoresolvetheissue Classificationinmajororminor EndorsementoftheRIDbythereviewteam Responsefromthesupplier Concurrence(ornot)ofthereviewteamwiththesupplierresponse Identificationofactionitems ConfirmationofRIDstatusorcloseoutreference Anyattacheddocumentsupportingtheissue. NOTE AnexampleofaRIDformisprovidedinFigure B1.

ARIDshallcontainatleastthefollowinginformation:

B.2.2
None.

Special remarks

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SHEETA

CONSUMER Organisation (A)TITLE: Originator reference: Originator:

REVIEWITEMDISCREPANCY RIDNo: IDNo:

Project Review

Assoc.RID:

(B)REF.ANDDOCUMENTTITLE: Page/Section/Para:ofthedocumentunderreview

(C)DISCREPANCY:

(D)INITIATORRECOMMENDEDSOLUTION:

OriginatorSignature

(E)REVIEWTEAMRECOMMENDATIONS:

Status:
(accepted/rejected/withdrawn)

Classification:
(Major/Minor)

PanelChairmanSignature

FigureB1:ExampleofRIDform
SHEETB

CONSUMER Organisation (A)TITLE:

REVIEWITEMDIPOSITION RIDNo: IDNo: Assoc.RID:

Project Review

(G)SUPPPLIERPOSITION:

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Status

Responsible:

SupplierSignature

(H)REVIEWTEAMDISPOSTION:

SignatureConsumer Acceptedwith action

Published: Closed ToPreBoard To Board

SignatureSupplier Postponed

(I)REVIEWTEAMCLOSEOUT:

SignatureConsumer (K)CLOSEOUTREFERENCES:

SignatureSupplier Closed:Date: SIGNATURE FigureB2:ExampleofRIDform(continued)

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Annex C (normative) Review team report - DRD

C.1 DRD identification
C.1.1 Requirement identification and source document

ThisDRDiscalledfromECSSMST1001,requirement5.3.4d

C.1.2

Purpose and objective

Thereviewteamreportsummarizestheresultsthereviewteamfindingsbased on the assessment of the documentation and identifies issues brought to the reviewauthorityforresolution.

C.2

Expected response
C.2.1
a. 1. 2. 3. 4.

Scope and content

Scopeofthereviewteam,reviewteamactivitiesandmeetingdates andparticipants. Assessment of the adequacy of the documentation submitted for review. Reviewitemdiscrepancy(RID)statistics. Assessmentofthereviewwithrespecttothe: (a) (b) (c) (d) Statusofactionsfrompreviousreviews Majorfindingsandrecommendations Issuesbroughttothereviewauthorityforresolution Achievementofthereviewobjectives.

Thereviewteamreportshallprovidethefollowinginformation:

5. 6.

Conclusions and any lessons learned applicable to this or other projects. Annexes: (a) RIDlistwithstatus

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(b) (c) (d) RIDsrelatedtosignificantfindings RIDsforresolutionbythereviewauthority Actionitemlist.

C.2.2
None.

Special remarks

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Annex D (normative) Review authority report - DRD

D.1 DRD identification
D.1.1 Requirement identification and source document

ThisDRDiscalledfromECSSMST1001,requirement5.5.6b.6.

D.1.2

Purpose and objective

Thereviewauthorityreportsummarizesthemajorfindingsofthereviewand recordsrecommendationsanddecisions.

D.2

Expected response
D.2.1
b. 1.

Scope and content

Majorfindingsandrecommendations (a) (b) (c) majorfindings recommendations and decisions on issues requiring resolutionbythereviewauthority additionalrecommendations

Thereviewauthorityreportshallprovidethe:

2. 3.

Assessmentoftheachievementofthereviewobjectives Conclusions.

D.2.2
None.

Special remarks

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Annex E (informative) Logic diagram for RID processing

FigureE1:FlowlogicfortheRIDprocessing

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Annex F (informative) Examples for defined terms

F.1 Examples of actors against review levels
TableF1:Typicalactorsagainstreviewlevels Level Mission level Systemlevel
Directorate Project

Subsystem level
Project

Unitlevel
Primecontractor

Consumer Agency Customer Supplier

Directorate Project

Primecontractor Subcontractor Unitsupplier

Primecontractor Subcontractor

F.2

Examples of missions
SpacemissionidentifiedbyaMissionRequirementDocument

F.3

Examples of systems
Flightsegment:thesatellite Groundsegment:thecontrolcentres Launchsegment:thelauncherwithitssupportinginfrastructure

F.4

Examples of subsystems
Examplesforasatellite: Structure Thermalcontrol Guidanceandnavigation Payload

F.5

Examples of units
Electronicunits Scientificinstruments Propulsioncomponents

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Bibliography

ECSSEST00

ECSS system Description, implementation and general requirement.

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