CONTACTS 
0201 - Corps of Engineers, SFD            415 977 8400 fax 8483
020101 - Mr. Thompson F. Keesling, Architect; Assistant Chief =415 977 8473/8701
020102 - Construction Operations Division   =415 977 8480

SUBJECTS
Meeting Richmond SOS, Organization, 970320

0403 -    ..
0404 - Summary/Objective
0405 -
040501 - Follow up ref SDS 26 line 72, ref SDS 24 line 94.
040502 -
040503 - Tom reviewed the notes of the meeting yesterday, ref DIP 1 line 32,
040504 - and indicated they are adequate.  He suggests not issuing the notes at
040505 - this time to avoid giving Welch visibility prior to entering into a
040506 - contract.
040507 -
040508 - In the afternoon, received and reviewed edits on draft 02.., and
040509 - entered them later today at ref SDS 29 0000.  Also received evaluation
040510 - letters from Marc and Leonard.
040511 -
040512 -
040513 -
040514 -
0406 -

SUBJECTS
RMS Research, Field Trips
RMS Review, CPM, CTM
RMS Report (T15d(2))
Resident Management System (RMS)
Information Flow Chart, RMS

0908 -
090801 -  ..
090802 - Visit Sacramento for Information Flow Chart and Research
090803 -
090804 - Follow up work at ref SDS 26 8456.
090805 -
090806 - Tom advised he has a call in to a friend who is Chief, CON OPS in the
090807 - Sacramento District.  They have been using RMS for a number of
090808 - months/years(??) and so have developed some implementation plans.
090809 -
090810 - Tom will try to obtain their flow chart and/or arrange for Mike and
090811 - Leonard to visit the Sacramento District for RMS research, per ref SDS
090812 - 26 line 235.
090813 -
090814 -      [On 970328 found that Sacramento District does not have a flow
090815 -      chart for RMS implementation. ref SDS 34 5693]
090816 -
090817 -      [On 970424 Richmond planning team will visit Sacramento week of
090818 -      970428, ref SDS 38 2559.]
090819 -
090820 -
090821 -
0909 -

SUBJECTS
Scope of Services
A-E Consultant, Luster
Document Management Systems
Intellectual Bridges From Known to New
Fear, Ignorance, Denial
Paradigm Shifts Hard to Sell Because People
Link Summary to Details
Information Highway

2311 -
231101 -  ..
231102 - Finalizing Scope of Services for Communication Metrics
231103 -
231104 - Follow up ref SDS 26 7553, ref SDS 24 9556.
231105 -
231106 - He is meeting with Monti in about 20 minutes to finalize the language
231107 - to use for Task Order 2.  We will meet about 1230 or so to reivew the
231108 - final edits.  I will finalize the file, or if the edits are not too
231109 - extensive, Tom will have Leonard finalize the scope.
231110 -
231111 - Received email from Marc McGovern that reflects frustrations of
231112 - information gridlock in New World Order.
231113 -
231114 -
231115 -  ..
2312 -
2313 -
2314 - 1232 meeting with Tom
2315 -
231501 - Communication Metrics Replaced by
231502 - Communication and Document Control System
231503 -
231504 - We reviewed edits developed with Monti this morning, following up the
231505 - meeting yesterday, on 970320. ref SDS 26 7553  Monti continues to feel
231506 - Communication Metrics should not be used in the scope of services and
231507 - proposes instead using "Communication and Document Control System"
231508 - with an acronym of "CDCS." ref SDS 26 4903
231509 -
231510 - Communication Manager has remained, however, she wants to change
231511 - Communication Agent to Contract Administrator II and Communication
231512 - Administrator to Contract Administrator I.
231513 - ..
231514 - Tom explained that Monti feels the District should be cautious
231515 - in avoiding the use of new terms and work classifications too quickly.
231516 - Today's edits are a first pass at introducing some new terms. Contract
231517 - negotiations may restore Communication Metrics, since that term was
231518 - used on the Oakland Harbor project for the Welch contract.
231519 -
231520 -       [On 970324 may use original language for initial negotiating
231521 -       with Luster, ref SDS 33 4444
231522 -
231523 - Eliminating association of "metrics" with communications, explained on
231524 - 950427, ref SDS 2 0740, renders the scope of the service the same as
231525 - implementing RMS under Task Order 1, obviating the need for Task Order
231526 - 2 intended for SDS.
231527 -
231528 - Tom noted the goal to define Communication Metrics through this scope
231529 - of services based on the exeprience from the Oakland project, and
231530 - commented on the irony of using CDCS which has no recognized meaning,
231531 - and no one to say what it means.
231532 - ..
231533 - If we asked someone in the Corps of Engineers, the CIA, or at
231534 - IBM, Stanford, PMI, Harvard, US Steel, Microsoft, MIT, or anywhere
231535 - else for a scope of services for CDCS, they could not produce it.  If
231536 - Monti tried to prepare a scope of services for CDCS without the scope
231537 - for Communication Metrics, she could not do it.  So why put forward
231538 - CDCS for which there is no experience, no documentation nor any basis
231539 - for understanding, as a substitute for Communication Metrics for which
231540 - there is experience, documentation and an emerging understanding of
231541 - its meaning?
231542 -
231543 - Tom did not indicate if concern about legal restrictions on using a
231544 - proprietary name was resolved by the discussion yesterday. ref SDS 26
231545 - LV6H
231546 -
231547 -
231548 -  ..
231549 - Paradigm Shifts Take Time, Experience, Intellectual Bridges
231550 - Document Control - Communication Control - Communication Metrics
231551 -
231552 - Actually, Monti's formulation is insightful by developing a first step
231553 - toward associating "control" with "communication."  The "New World
231554 - Order..." paper posits "Communication Control" as an intellectual
231555 - bridge, ref OF 2 29G5, but it is also unfamiliar and threatening.
231556 - Placing "document" between communication and control, as Monti
231557 - proposes, provides a further intellectual bridge to help people grasp
231558 - a new concept, since "document control" is a common industry practice
231559 - which many people believe they understand, i.e., they feel comfortable
231560 - with the term.
231561 -
231562 -      [See follow up in COE report on Communication Metrics, ref SDS 35
231563 -      line 186.]
231564 -
231565 -      [On 991108 the shift from orality to lituracy using writing
231566 -      entailed similar cultural resistance. ref SDS 46 4788]
231567 - ..
231568 - The next step is to eliminate "document" in recognizing
231569 - communication means dialog and documents, so we wind up with
231570 - Communication Control, as similar to cost and schedule control per
231571 - analysis of the Kerzner lectures in 1995, ref SDS 1 line 281, and
231572 - later discussed with Max in our meeting on 960105, ref SDS 6 line 154.
231573 - Control can be another word for "metrics" although in this case it
231574 - does not connote the true aim of Communication Metrics to measure or
231575 - test human understanding by processing information to create
231576 - knowledge, where "processing" means aligning new information with
231577 - original sources within the web of connections that comprise the
231578 - "knowledge space" of human experience, per the paper on "Dialog,
231579 - Documents and Human Memory..," ref OF 6 1508, submitted to Tom and Max
231580 - on 960621. ref SDS 8 0001
231581 -
231582 - Anyway, as Tom noted, this is a process of getting the culture of the
231583 - Corps of Engineers comfortable with new ideas, so maybe another step
231584 - is needed to complete the intellectual bridge between management
231585 - "metrics" and "communication."  Maybe we need an evolution like:
231586 -                  ..
231587 -                  Accounting Cost Control, Schedule Control
231588 -                  Document Control
231589 -                    Communication and Document Control
231590 -                       Communication Control
231591 -                          Communication Metrics
231592 -
231593 -     ...to satisfy the mind's desire for common lituration, even though
231594 -     "metrics" in communication goes beyond the way in which "control"
231595 -     is applied to cost, schedule and to documents.  Paradigm shifts
231596 -     take time to be absorbed through education, experience and
231597 -     repetition....
231598 -
231599 -       Double Entry Bookkeeping bridge for Com Metrics.. ref SDS 3 1341
231600 -
231601 -       ref SDS 4 line 123
231602 -       ref SDS 5 line 317
231603 -       ref SDS 5 line 683
231604 -       ref SDS 7 line 282
231605 -
231606 -
231607 -
231608 -  ..
231609 - Strategy:  Evolve Communication Metrics from Negotiations
231610 -
231611 - Tom decided that rather than argue about terminology at this point, he
231612 - will try to use the negotiations with Luster to gradually build these
231613 - knowledge gaps so people are more comfortable using Communication
231614 - Metrics. I will draft up the thing using communication and document
231615 - control system (CDCS).  Tom will submit it to Monti on Monday to start
231616 - negotations with Luster.  During negotiations he will propose that
231617 - they call this scope Communication Metrics, so we can continue to
231618 - build a record that supports its meaning.
231619 -
231620 -      [See follow up discusison with Tom on this strategy, ref SDS 32
231621 -      line 264.]
231622 -
231623 -      [Further follow up at ref SDS 39 line 90.]
231624 -
231625 -
231626 -  ..
231627 - Monti Submit Evaluation of Communication Metrics
231628 -
231629 - To that end, we considered asking Monti to submit a letter evaluating
231630 - Communication Metrics supplementing the letters from Herb, Max, Marc
231631 - and Leonard.  This will afford experience thinking and writing about
231632 - Communication Metrics in relation to how colleagues have described it.
231633 - That experience may build a mental bridge from what she knows about
231634 - communication and document control, to the new ideas of Communication
231635 - Metrics.
231636 -
231637 -
231638 -
231639 -  ..
231640 - "Communication Control" - Possible Alternative
231641 - ----------------------------------------------
231642 - The next suggestion would be to change Communication and Document
231643 - Control System, to simply "Communication Control," to reflect that we
231644 - are providing a new type of service.
231645 -
231646 - If that does not work then the fall back position is to proceed with
231647 - CDCS in this contract and use the resulting experience the District
231648 - gains from working with Communication Metrics to apply the term in the
231649 - next contract.
231650 -
231651 - If we cannot get Communication Metrics in the document, then we will
231652 - have to figure out how to deal with using this scope as an appendix to
231653 - the evaluation report for Communication Metrics.  People will wonder
231654 - where Communication Metrics is explained in the document?
231655 -
231656 -     [Tom decided to issue the report with version 2, per ref SDS 37
231657 -     line 146.]
231658 - ..
231659 - We reviewed all of the proposed edits.
231660 -
231661 -
231662 -
231663 -  ..
231664 - Headlines Summarize the Story
231665 - Communication Metrics Links Summary to Detail
231666 -
231667 - Tom had lined out the explanation of the Communication Manager's skill
231668 - as developing headings, which is needed to perform the requirement in
231669 - Task Order 2 para 3a(2), ref OF 3 line 105.  I suggested this be
231670 - restored and he asked what it means?
231671 -
231672 -      [See COE report on Communication Metrics, ref SDS 35 line 117.]
231673 -
231674 - We looked at the headings in the SDS record for the meeting yesterday
231675 - ref SDS 26 line 85, which he reviewed this morning, per above.  We
231676 - examined the Executive Summary, ref DIP 1 line 69, and considered the
231677 - concept to crafting headings that summarize the meaning of logical
231678 - blocks or groupings of contiguous language. We examined Herb Cheong's
231679 - letter of 970317 in which he requests that meetings be summarized on a
231680 - single page, ref SDS 28 line 143, and so to accomplish what Herb and
231681 - others want, because it is a natural organizing short cut the mind
231682 - performs and therefore seeks, as manifested by the desire for the
231683 - "bottom line" and the "big picture."  To accomplish headings must be
231684 - crafted to accomplish this objective.  Headings allow someone to read
231685 - only the Executive Summary and be informed of what happened at the
231686 - meeting in like manner as if they hired someone to take notes by
231687 - conventional practices, except with Communication Metrics they can
231688 - trace these summary understandings to the broader management details
231689 - and to related history, and to the correlations with requirements,
231690 - objectives prior commitments other documents and so on, that comprise
231691 - the "meaning" in human thought and experience.
231692 - ..
231693 - Action Items are similarly linked to the management details in
231694 - the record.
231695 -
231696 - Models from the manual world for this practice come from the legal
231697 - profession that develop headnotes for sections of legal brief which
231698 - are epected to make the arguements, so that if a judge agrees with all
231699 - of the headings, then the arguement should be approved.  The other
231700 - model is newspapers that use "headlines" to encapsle the meaning of a
231701 - story.  SDS uses the term "headlines" as the function for assembling
231702 - these elements to produce the Exeuctive Summaries.
231703 -
231704 -
231705 -
231706 -
2318 -

SUBJECTS
Examples of Needs and Requirements
Information Overload
Stress Information Flow Causes Conflict

2806 -
280601 -  ..
280602 - Communication Metrics Delivers "Intelligence" Not Documentation
280603 -
280604 - Follow up ref SDS 26 8888.
280605 -
280606 - Tom looked through the meeting notes and noticed the correlation
280607 - between the headings in the notes and the lines in the Executive
280608 - Summary, and noticed common line numbers which serve as pointers
280609 - between summary and detail.
280610 -
280611 - This is an example of capability and process in Communication Metrics
280612 - that differentiates it from conventional document control, which is
280613 - provided by RMS.
280614 -
280615 -     [On 980405 reviewed distinction between documentation and
280616 -     intelligence. ref SDS 42 3307]
280617 -
280618 -  ..
280619 -
280620 - Marc McGovern's email message expresses frustration and powerlessness
280621 - that people feel from being overwhelmed by the flow of information,
280622 - ref DRT 1 0000, similar to Tom's observation yesterday, ref SDS 26
280623 - 8888.  Marc says he does not understand Communication Metrics, but it
280624 - seems to work.  An example was the meeting 970110, where nobody had
280625 - enough time to analyse the schedule review meeting on 961213, until
280626 - problems developed, then instructions were issued to invest time for
280627 - problem handling. ref SDS 13 2487
280628 -
280629 - Another example occured on 961218 when Marc explained to Max that a
280630 - decision on a multi-million dollar matter, made the previous day,
280631 - conflicted with the record. ref SDS 11 5790
280632 -
280633 -     [On 980405 information overload causes frustration, accountability
280634 -     causes stress. ref SDS 42 1330]
280635 -
280636 -     [On 990127 Jim Lovo at HQUSACE frustrated by continual mistakes.
280637 -     ref SDS 45 8299]
280638 - ..
280639 - The edits show the removal of "analyse" and leaves in provide
280640 - electronic links from communications to the diary, and similarly the
280641 - scope to prepare drafts of correspondence is removed, but linking
280642 - documents into the diary is retained, reflecting lack of awarness that
280643 - these are integrated processes.
280644 -
280645 -
280646 -  ..
280647 - Follow Up:  Post Monti's Edits
280648 -
280649 - I will incorporate these edits so Tom has it Monday and the process
280650 - can continue to discuss the assignment with Luster.
280651 -
280652 -     [See where these edits were entered, ref SDS 29 0000.]
280653 -
280654 -
280655 -
2807 -

SUBJECTS
Cost, Audit

3004 -
300401 -  ..
300402 - Government Estimates and Audit
300403 -
300404 - Followed up work at ref SDS 26 line 488, ref SDS 24 line 255.
300405 -
300406 - We considered Tom's memo to Leonard that the contract being issued to
300407 - Luster has an annual limit of $1m, ref DRP 3 line 32.  Tom advised
300408 - this limit can be exceeded, and as well, the cost for Communication
300409 - Metrics can be distributed to other projects per ref SDS 25 line 165.
300410 -
300411 -      [See follow up on budget allocated for Richmond, ref SDS 40 line
300412 -      285.]
300413 -
300414 -  ..
300415 - Budget Approval
300416 -
300417 - The results of Leonard's meeting with PPMD on funding the A-E contract
300418 - and sponsor approval, ref SDS 26 line 409, were not available this
300419 - morning.
300420 -
300421 -
300422 -
3005 -

SUBJECTS
Communication Metrics Evaluation on Oakland

3204 -
320401 -  ..
320402 - Leonard Submitted Evaluation of Communication Metrics on Oakland
320403 -
320404 - Followed up work at ref SDS 26 line 446.
320405 -
320406 - Received the evaluation letter prepared by Herb and also got Max's
320407 - edits.
320408 -
320409 -     [See work on entering edits to evaluation report at ref SDS 27
320410 -     line 97.]
320411 -
320412 -
3205 -
3206 -
3207 - 1255 meeting with Tom
3208 -   ..
320801 - Tom gave me copies of email from Marc, ref DRT 1 line 30, and
320802 - from Leonard, ref DRT 2 line 30, he received today which are short
320803 - explanations of Communication Metrics.
320804 -
320805 -     [See follow up converting these to reports for inclusion in the
320806 -     Evaluation Report, ref SDS 31 line 114.]
320807 -
320808 -
3209 -

SUBJECTS
Port Criticism of COE Management
Communication Between COE and POO
Protocols, 30 Day Floating Average
Port Criticism of COE Management
Port Fined
Contract Expedites Work, Short Cuts Take

3809 -
380901 -  ..
380902 - Port of Oakland Fined for Environmental Violations
380903 -
380904 - Tom advised that the Port has been assessed a fine of approxomately
380905 - $40K by one of the agencies, possibly RWQCB, as a result of work on
380906 - the Oakland Harbor Deepening project, possibly related to the
380907 - Galbraith situation cited in letters reviewed with Marc McGovern on
380908 - 970110, ref SDS 13 6844, and possibly to the mud bucket matter on
380909 - 961105. ref SDS 9 8008
380910 -
380911 -     [On 970417 prepared SDS report on water quality matter for
380912 -     District Counsel. ref SDS 36 8033.]
380913 -
380914 -     [On 980723 Tom advised CESPN avoided liability for fine by using
380915 -     record from Communication Metrics. ref SDS 43 3344]
380916 -
380917 -     [On 981027 District Counsel reported that Communication Metrics
380918 -     saved the government $190K. ref SDS 44 7315]
380919 -
380920 -
3810 -
3811 -