CONTACTS 

SUBJECTS
COE Evaluation Communication Metrics
CE HQ Evaluation, Wider Use Comm Metrics
Comm Metrics Solves CESPN Staffing Problem
Intranets, Web, CESP Review
Demonstrate SDS, Communication Metrics
HQ USACE Comm Metrics Presentation

1408 -    ..
1409 - Summary/Objective
1410 -
141001 - Followed up ref SDS 18 8888, ref SDS 17 2425.
141002 -
141003 - Received letter from Moonja setting meeting at Jim's office on 971202.
141004 - Called Jim and got clarification he is setting up a presentation to a
141005 - larger group.  Decided to focus presentation on business issues based
141006 - on capability, and offer to explain technical aspects of SDS to those
141007 - who are interested.  Jim wants me to pay for this effort.  I explained
141008 - grounds for USACE to support my effort, but agreed to finance my
141009 - expenses.  Jim will invite CESPN DE and Tom Keesling.
141010 -
141011 - Submitted, ref DIT 1 0159, confirming these understandings to
141012 - Moonja, with copy to Jim and Tom.  Did not include this record.
141013 -
141014 -     [Submitted this record on 971121 as part of identifying the agenda
141015 -     for the meeting, ref SDS 21 1008.]
141016 -
141017 -
141018 -
141019 -  ..
1411 -
1412 -
1413 - Progress - Dr. Moonja Kim               217 373-6791
1414 -
141401 - Demonstration Scheduled for 971202 at Jim's Office
141402 -
141403 - Followed up ref SDS 18 0319, ref SDS 17 2728,
141404 -
141405 - Received ref DRT 1 0200 from Moonja, saying she called Jim yesterday
141406 - and scheduled a meeting to demonstrate SDS, per our telecon on Monday,
141407 - 971117, ref SDS 18 0319.
141408 -
141409 - There is no indication from Moonja's letter if she has submitted or is
141410 - sending Jim the letter discussed on 971104, ref SDS 13 0052, that
141411 - recommends the meeting, a draft of which, ref OF 7 1708, was submitted
141412 - via my letter to Moonja on 971105, ref DIP 4 1015, at ref SDS 14 0053.
141413 - Moonja mentioned on Monday having read the draft, ref SDS 18 0049.
141414 -
141415 - There are three (3) issues with respect to planning the meeting, per
141416 - se:
141417 -        ..
141418 -    1.  Can USACE provide some finance for Welch trip, per
141419 -        telecon, ref SDS 13 025120?
141420 -
141421 -        Jim says no, per telecon below.
141422 -        ..
141423 -    2.  Can Keesling attend to provide sponsor input and
141424 -        integration with other automated tools being implemented in the
141425 -        near term, based on his current assignment to manage the
141426 -        transition in CESPN to CEFMS, PROMIS and RMS?
141427 -        ..
141428 -        Jim indicates Tom can determine if he needs to attend,
141429 -        per telecon below.
141430 -
141431 -    3.  Meeting with two people for one hour is a costly investment for
141432 -        the level of effort and prospective benefits being evaluated,
141433 -        per Tom's reports, ref DRP 2 line 012911.
141434 -
141435 -        Jim seems to be planning to invite a larger group, per telecon
141436 -        below.
141437 -
141438 -        Might it be possible to meet with Jim oa 1100 instead of 1400
141439 -        as indicated by Moonja in her letter.  An 1100 meeting would
141440 -        typically provide a 1200 time period to continue the
141441 -        demonstration or answer questions during lunch.
141442 -
141443 -             Jim indicates in telecon below that if we meet at 1100,
141444 -             then we will loose a lot people at lunch, whereas meeting
141445 -             at 1400 has the potential for folks to hang around if the
141446 -             thing seems to going well.
141447 -
141448 -
141449 -  ..
141450 - Meeting Agenda (Proposed)
141451 -        ..
141452 -    a.  Demonstrate SDS tools and POIMS technology support for
141453 -        Communication Metrics, per meeting with Intel, ref SDS 7 1201.
141454 -
141455 -    b.  Support RMS, CCA Guide, USACE policy, procedures, per Max
141456 -        Blodgett, ref SDS 4 1204.
141457 -
141458 -    c.  Intranets, providing summary connected to detail as a form of
141459 -        business metrics for communications, per letter to Tom, ref DIP
141460 -        3 1208, issued at ref SDS 11 1209.
141461 -
141462 -    d.  Partnering, Common Administration and Concurrent Dispute
141463 -        Resolution, per letter to Tom, ref DIP 2 1213, issued at ref
141464 -        SDS 11 1212,
141465 -
141466 -    e.  Identify project to develop test data on cost savings, per
141467 -        Jim's objective, ref SDS 10 0941.
141468 -
141469 -
1415 -
1416 -
1417 - 0129 scheduled trip
1418 -
141801 - See record on plane reservations, ref SDS 19 085732. Basically, I can
141802 - arrive in the morning, and leave after the event, unless something
141803 - develops for me to stay over.  Airlines say the cost is the same, ref
141804 - SDS 20 8899BB.
141805 -
141806 -
141807 -  ..
1419 -
1420 -
1421 - 0432 called Jim      202 761 0650
1422 -
142201 - USACE Schedules Vendor Information Event on Communication Metrics
142202 -
142203 - Jim explained it is important to be clear about the objective
142204 - and basis of the presentation.
142205 -
142206 -   1.  He feels the report from Tom Keesling does not reflect a USACE
142207 -       initiative, but rather results from a vendor effort to promote a
142208 -       new business method and support tools.
142209 -       ..
142210 -   2.  He feels there may be an interest by CERL to investigate
142211 -       how Communication Metrics fits with on-going USACE research, per
142212 -       telecon with Moonja on 971117, ref SDS 13 172039.
142213 -
142214 - Jim noted that since reports on Communication Metrics issued by Tom
142215 - were not endorsed by the Commander, they have less weight than if the
142216 - Commander had taken the time to make a review.  We did not discuss
142217 - the prospect of requesting such a review.
142218 - ..
142219 - Jim advised that USACE cannot finance Welch expenses because
142220 - this is a promotional event rather than a request by USACE for more
142221 - information.
142222 - ..
142223 - Jim's points relate to the draft letter which Moonja is thinking
142224 - of sending to Jim that establishes the basis for a presentation, ref
142225 - OF 7 1708.  He mentioned in our discussion something about possible
142226 - R&D partnership, which a basis for the presentation under point 2.
142227 -
142228 -
142229 -    ..
142230 -   CESPN Reports Define and Review Communication Metrics
142231 -
142232 -   We considered briefly the purpose of CESPN reports to develop a
142233 -   record and a dialog on the efficacy of Communication Metrics so that
142234 -   others, who have not had an opportunity to experience it, can assess
142235 -   potential application to their work.
142236 -
142237 -   CESPN-CO issued a report to CESPN-CN on 970328 stating Communication
142238 -   Metrics is a new way of "managing" that worked well on a project and
142239 -   so it was appropriate to develop an official explanation for future
142240 -   considerations, ref DRP 1 0537.
142241 -
142242 -   The report cites General Hatch's observation that Communication
142243 -   Metrics provides a form of business intelligence that organizes and
142244 -   analyses the record to make leadership effective, ref DRP 1 053613.
142245 -
142246 -       The report says...
142247 -
142248 -       Welch explains Communication Metrics derives from cognitive
142249 -       science theory on converting "information" into "knowledge."
142250 -       Time produces patterns (i.e., organic structures) of information
142251 -       that link cause and effect.  Analysis discovers cause and effect
142252 -       by organizing and summarizing details of daily experience, ref
142253 -       DRP 1 053939.
142254 -
142255 -       ... "intelligence" is vital to leadership because management is
142256 -       mostly communication from dialog and documents. Patterns of
142257 -       cause and effect are obscured by high information flows. When
142258 -       there is not enough time for analysis, understanding fragments.
142259 -       People trying to "expedite" get mixed up without realizing it.
142260 -
142261 -       Decisions become disconnected from relevant details, causing a
142262 -       morass of mistakes under the rule that "Haste makes waste!"
142263 -
142264 -       Adding "metrics" to communication is a Risk Management solution.
142265 -
142266 -       Welch describes a concept of "knowledge space" that integrates
142267 -       time and information.  Critical details are summarized to
142268 -       facilitate understanding and maintain shared meaning among team
142269 -       members. Follow-up actions are linked to original sources, so
142270 -       that decisions are aligned with objectives.
142271 -
142272 -       Empowering people to use business "intelligence" for daily work
142273 -       leverages the innate mental process of converting information
142274 -       into knowledge, which is the essence of "managing."
142275 -
142276 -   This is the best information available so far on the meaning and
142277 -   application of Communication Metrics.  There have been no contrary
142278 -   analysis submitted.
142279 -
142280 -   On 970904 CEMP-E requested analysis of cost savings, ref SDS 8 0552.
142281 -   This was issued on 971007 citing an explanation that considerable
142282 -   savings can be realized by expanding span of attention to avoid
142283 -   traditional management by "trial and error."  Reducing mistakes and
142284 -   avoiding overlooked opportunities improves performance.
142285 -
142286 -   So far there have been no contrary analysis submitted.  Jim cited a
142287 -   telecon from Mike Grebinski, but Mike has not had time to submit any
142288 -   analysis.
142289 -
142290 -   Thus, so far, no one has come forward with analysis showing any
142291 -   error in CESPN-CO reports.
142292 -
142293 -   As Communication Manager under contract to USACE, I prepared 30 or
142294 -   so letters which were issued either by CO, RE or CN to the
142295 -   contractor.  I prepared drafts on various issues because others did
142296 -   not have enough time to recognize in the record matters that
142297 -   required focused consideration, and I was aware that timely notice
142298 -   is critical to effective management.  The drafts were edited by the
142299 -   signee, then put into final form, signed and issued to the
142300 -   contractor. These letters were issued by the government and will
142301 -   hold the government in good stead, if and when, litigation occurs,
142302 -   because they position the government in relation to facts that bear
142303 -   on material issues relative to taxpayer interests.
142304 -
142305 -   One such letter to the contractor, USACE serial CESPN-CT
142306 -   95-C-0003-0010, dated 961028, issued by the Contracting Officer,
142307 -   states in part...
142308 -
142309 -       COE communications, including notes of meetings, inform the
142310 -       Contractor of understandings COE has drawn from events about
142311 -       what needs to be done, action COE is taking and action it
142312 -       expects the Contractor is taking.  This provides the Contractor
142313 -       an early opportunity to object, as you did during the meeting,
142314 -       noting an omission of a comment by Marc McGovern, as reported in
142315 -       the notes of the meeting for Oct 15, 1996 at line 100516. Dutra
142316 -       is urged to continue making timely notice of information you
142317 -       feel is incorrect, as will COE to Dutra, so that each side may
142318 -       proceed in confidence about understandings on pending matters.
142319 -       Complaining after actions are taken causes harm which COE holds
142320 -       is avoidable and thus the responsibility of Dutra.
142321 -
142322 -       As explained at the meeting on Oct 9, 1996 COE is using
142323 -       Communication Metrics to correlate performance with contract
142324 -       requirements.  This will help both sides work through pending
142325 -       claims and other matters, and also avoid misunderstandings that
142326 -       otherwise lead to needless delays, extra cost and claims.  In
142327 -       this regard COE is encouraged by your observation at the
142328 -       Progress Meeting on Oct 22, 1996 that the meeting notes were
142329 -       improved, and that you offered no corrections.  We are prepared
142330 -       to discuss this methodology with Dutra to accommodate reasonable
142331 -       concerns, and have offered to do so at a convenient time to you,
142332 -       ref DIP 1 091634.
142333 -
142334 -
142335 -    ..
142336 -   Feedback Essential "Metric" of Communication
142337 -
142338 -   The USACE letter to the contractor cites verbal notice at a prior
142339 -   progress meeting of this policy, ref SDS 3 091949.  It rests on the
142340 -   proposition that feedback is a "metric" of conflicts that require
142341 -   attention.  Once people sit down and write analysis that raises
142342 -   relevant questions on material representations, then those questions
142343 -   can be addressed.  Without feedback, the only reasonable position is
142344 -   that there are no concerns significant enough to warrant the time
142345 -   required to think carefully to write them down.
142346 -
142347 -   The report on Communication Metrics dated 970328 was issued to
142348 -   CESPN-DE on 970624 and a meeting was held because DE refused to
142349 -   permit his staff to issue a contract for Communication Metrics
142350 -   support.  DE said he would advise of any concerns developed from
142351 -   review of the report.  A letter was issued requesting DE's analysis.
142352 -
142353 -   So far there has been no information issued that supplements or
142354 -   questions the correctness of CESP-CO reports.
142355 -
142356 -   Absent a record of contrary analysis, it seems appropriate for USACE
142357 -   to investigate potential benefits of Communication Metrics.
142358 -
142359 -
142360 -  ..
142361 - Communication Metrics Reviewed under CEMP-E Missions & Functions
142362 -
142363 - CEMP-E is positioned to investigate Communication Metrics under the
142364 - Missions and Functions statement to conduct "management studies of
142365 - field operations," ref SDS 9 092558.  This is a method that was tried,
142366 - and those who were responsible for performing the work recommend
142367 - further study.
142368 -
142369 -
142370 -  ..
142371 - Planning Presentation, Invite CESPN-DE and Tom Keesling
142372 -
142373 - I reviewed the preliminary agenda developed above.  Jim did not have
142374 - any objections.
142375 - ..
142376 - Jim asked me to send him the agenda so he can use it to notify
142377 - people to attend.
142378 -
142379 -      [Did this on 071121, per, ref SDS 21 1111,]
142380 -
142381 -      [See request for revision, ref SDS 23 0004, and submission of
142382 -      revision, on 971124. ref SDS 23 2232]
142383 -
142384 - Jim asked what I think about inviting CESPN-DE?
142385 -
142386 - We discussed the opportunity for DE to learn more about Communication
142387 - Metrics by attending this event.  He was not able to work with
142388 - Communication Metrics during the Welch contract, per our meeting on
142389 - 970624, ref SDS 6 071714. He was given a copy of CESPN-CO's report on
142390 - 970624, and was asked for comments, but has not submitted comments.
142391 - Therefore, it would be helpful for DE to share his views and help
142392 - others assimilate a new business process based on his proposed
142393 - Operations Plan that calls for a system of business "metrics" for
142394 - CESPN, ref SDS 5 094458.
142395 -
142396 - We considered inviting Tom Keesling, per para 6 of draft memo, ref OF
142397 - 7 054157.
142398 -
142399 - Jim feels it could be helpful for Tom to attend in order to validate
142400 - project results relative to the report he issued.  We considered the
142401 - benefit of having someone, like Tom, who has been through the
142402 - experience of having reservations about Communication Metrics before
142403 - he had any experience with it, then reporting on the result of having
142404 - had actual experience.  Tom could supplement DE's comments, since the
142405 - DE never actually worked with Communication Metrics.
142406 -
142407 - Additionally, Tom's experience implementing automated management for
142408 - CESPN, provides a link between USACE objectives and methods and
142409 - Communication Metrics.
142410 - ..
142411 - Jim will notify Tom Keesling through Mike Grebinski that this
142412 - event is occurring and if Tom feels he should attend to answer
142413 - questions about his report, he can attend.
142414 -
142415 -      [On 971125 Jim advised of having discussed this with Mike. ref
142416 -      SDS 25 0209]
142417 -                             ..
142418 - Jim will notify LTC Thompson of the event by sending him the
142419 - agenda. DE can decide about attending.
142420 -
142421 -      [On 971125 Jim advised of having discussed this with Mike. ref
142422 -      SDS 25 0209]
142423 -
142424 -      [On 971203 Tom Keesling advised LTC Richardson was in Washington
142425 -      the day of the presentation. ref SDS 26 3170]
142426 -
142427 - Payment for Tom and DE to attend would be paid by CESPN.
142428 -
142429 -
142430 -  ..
142431 - Attendance Dictates Business Presentation, Less Technical Material
142432 -
142433 - Jim indicated plans to invite 12 or so people, including someone from
142434 - the counsel's office.  Jim expects those expressly invited will bring
142435 - colleagues, so that we could wind up with a large group.  This differs
142436 - from original concept, to introduce the technology to Jim and to
142437 - Moonja, then have them determine the best way to present it more
142438 - broadly.
142439 -
142440 -      [Meeting with Mike Grebinski on 971121, Mike suggests making
142441 -      presentation more business (verbal) oriented, with minimal
142442 -      exposure to computer, ref SDS 22 230024.]
142443 -
142444 - However, this is an important opportunity Jim is facilitating because
142445 - it supports his objective to build a base of support (faith) for
142446 - Communication Metrics, per our telecon on 971017, ref SDS 10 094144.
142447 -
142448 - We decided to explain concepts and business objectives to this group,
142449 - then advise that those who want to stay can look more closely at
142450 - mechanics of the SDS program.
142451 -                             ..
142452 - Jim will arrange for audio visual stuff.  He suggests having the
142453 - meeting at 1400 so that people do not wander off at lunch.
142454 -
142455 -    [Audio visual worked well. ref SDS 25 2131]
142456 -
142457 -
1425 -

SUBJECTS
Comm Metrics Solves CESPN Staffing Problem

1504 -
150401 -  ..
150402 - Support Mike Grebinski Solving CESPN Staffing Issue
150403 -
150404 - Jim has not yet called Mike Grebinski on results of his meeting with
150405 - LTC Thompson on using Communication Metrics to solve under staffing in
150406 - CESPN, per our discussion last week, ref SDS 17 0623.
150407 -
150408 -     [Called Mike later.  He has not had time to meet with LTC Thompson
150409 -     over the past 2 weeks, but plans to do so, ref SDS 20 0854, -- set
150410 -     meeting for 971121 for Mike to see SDS, ref SDS 20 0957.]
150411 -
150412 -
150413 -
1505 -
1506 -
1507 - 0638 called Tom
1508 -
150801 - Advised of above understandings, including my sense that Jim will
150802 - alert Tom about the meeting and that he can decide about whether he
150803 - should attend the meeting.
150804 -
150805 - I asked Tom about my understanding from the discussion with Mike
150806 - Grebinski on 971104 that CESPN has been told it cannot hire more
150807 - people due to planning underway for moving the construction mission to
150808 - the Sacramento District, ref SDS 12 084748.
150809 - ..
150810 - Tom advised there has been no official notice about this, but it
150811 - is a general rumor that is supported by under staffing in CESPN.
150812 -
150813 -
1509 -
1510 -
1511 - 1349 sent email to Moonja
1512 -
151201 - Submitted, ref DIT 1 0159, responding to Moonja's letter received this
151202 - morning, ref DRT 1 0200.
151203 -
151204 - Advised of intent to arrive in Jim's office 971202 oa 0900, and can
151205 - show her the program.
151206 -
151207 - Also advised of idea to make the presentation a business approach,
151208 - setting a vision for automated management, rather than technical, ref
151209 - DIT 1 020244.  Mentioned the availability of papers that can be
151210 - provided to attendees.
151211 -
151212 -     •  POIMS, Art of Automated Management for 21st Century, ref OF 1
151213 -        105431, ref DIT 1 105448.
151214 -
151215 -     •  New World Order Needs Old Time Religion, re2 105517,
151216 -
151217 -     •  Dialog, Documents and Human Memory, a Legal Perspective, ref OF
151218 -        3 105802, prepared at ref SDS 1 110130,
151219 -
151220 -     •  Executive Mindset, Obstacle to Leadership, r 4 105943,
151221 -        prepared at ref SDS 2 110106,
151222 -
151223 -
151224 -
151225 -
1513 -