CONTACTS 
0201 - Corps of Engineers, SFD                                                                                                                                            O-00000632 0202
020101 - Mr. Thompson F. Keesling, Architect; Assistant Chief
020102 - Construction Operations Division
0202 - Corps of Engineers, SFD                                                                                                                                            O-00000632 0201
020201 - Mr. Max R. Blodgett, II, P.E., L.S.
020202 - Construction Operations Division

SUBJECTS
Increase Budget, Port of Oakland
Tom Keesling, Modify Welch Contract
Contract DACW07-96-P-0705
PCA - Agreement between COE, Port
PMP, Project Management Plan
Contract Administration
Speaking is Not Directing
Accountability is Avoided
Command Image Objects Com Manger Speaking Meetings Scribe Writes What
Speaking at Meetings, Comm Manager, Angers Executives/Staff

2212 -
2212 -    ..
2213 - Summary/Objective
2214 -
221401 - Follow up ref SDS 34 0000, ref SDS 33 0000.
221402 -
221403 - Max signed the modification to the Welch contract.  We considered ways
221404 - to maintain the momentum of the past several months, and how to carry
221405 - forward with Max's goal to institutionalize Communication Metrics.
221406 -
221407 -
221409 -  ..
2215 -
2216 -
2217 - Discussion
221801 -  ..
221802 - Facilitating Meetings
221803 -
221804 - Max initially expressed concern that I answered Marc McGovern's
221805 - question during the Action Item review meeting just completed to
221806 - explain the background and dimensions of a particular issue.
221807 -
221808 - He said that if the DE happened to walk by the conference room while I
221809 - was responding to Marc's question, he would have been forced to end
221810 - the Welch contract because of his order yesterday in the meeting with
221811 - the Port of Oakland that, if Welch speaks at a meeting, the Welch
221812 - contract would be terminated, ref SDS 34 3425, and discussions on
221813 - 961204 on need for effective meeting support. ref SDS 33 9584
221815 -  ..
221816 - Tom Keesling came into Max's office.  Discussed advantages for Com
221817 - Manager to speak at meetings by drawing on the SDS record, prepared
221818 - under the Communication Metrics contract, to apprise COE management of
221819 - background, correlations and implications (i.e., analysis) derived
221820 - from capturing organizational memory each day and creating
221821 - controllable Action Items.
221823 -  ..
221824 - Tom noted his report yesterday that USACE's Project Manager, Herb
221825 - Cheong, endorsed use of the SDS record for improving productivity of
221826 - meetings. ref SDS 34 9477  Herb reported during discussions with Tom
221827 - on 961127 that using a Communication Manager was effective,
221828 - ref SDS 25 7307, to facilitate the meeting with the Port of Oakland
221829 - and Dutra on 961126 to review pending Action Items and the project
221830 - schedule. ref SDS 23 0000
221832 -  ..
221833 - Separately, on 961205 the Construction Manage, Marc McGovern reported
221834 - that using Communication Metrics broke through a 4 month delay in
221835 - progress on the Navy Sewer Line, that had been stalled due to failed
221836 - communications, ref SDS 34 CJ4M
221837 -
221839 -  ..
221840 - Mentoring COE Managers by Facilitating Meetings
221841 -
221842 - Max said he read the email, ref DIP 3 0001, responding to his request
221843 - on Wednesday, 961204, for Welch to mentor COE managers in using SDS
221844 - for Communication Metrics. ref SDS 33 8870
221846 -  ..
221847 - Today, Max seemed to recognize that Welch facilitating meetings is a
221848 - major aspect of mentoring to show how to use the system, and to create
221849 - the faith people need to apply it regularly as explained in our
221850 - meeting on 961204. ref SDS 33 2052  Max wants a more emphasis on
221851 - training and teaching in the next phase of the Welch contract, per
221852 - below. ref SDS 0 1204
221853 -
221855 -  ..
221856 - Culture Shock of Daily Details and Complexity, Requires Buffer
221857 -
221858 - Max indicated he will speak to the DE about enabling COE to continue
221859 - getting this benefit from Communication Metrics.  An idea was
221860 - considered that the DE's comments may have been directed at helping
221861 - the Port deal with their uncertainty and consequent fear of using
221862 - management methods that require greater attention to detail, as
221863 - expressed by the Port at the meeting on 961126. ref SDS 22 8845
221865 -  ..
221866 - I explained having mentioned to the DE on 961118, when SDS and
221867 - Communication Metrics were demonstrated, the challenge of acclimating
221868 - a strong organizational culture, like the Corps of Engineers, to the
221869 - sweeping change of using SDS, ref SDS 19 0990  Executives and managers
221870 - need a means to buffer the shock of dealing with details and the
221871 - complexity of the record.  The Communication Manager does this and
221872 - moves the work forward, while the organization transitions to new
221873 - methods that meet the challenge of new realities.
221874 -
221875 -      [On 990527 strong social pressures prevent executives from
221876 -      improving management. ref SDS 50 1233
221878 -       ..
221879 -      [On 991108 legend of Prometheus in Greek mythology explains light
221880 -      giver being banished. ref SDS 51 5810]
221881 -
221882 -
221884 -  ..
221885 - Welch Contract Modification Approved
221886 -
221887 - Max signed the modification for the Welch contract and Tom Keesling
221888 - took it to Tom Benero for processing, per recommendations by District
221889 - Counsel on 961015. ref SDS 8 9000
221890 -
221891 - Tom will be out of the office for several days next week.  We are
221892 - hopeful of getting it processed today.
221893 -
221894 -     [On 961226 DE found Comm Metrics not needed. ref SDS 38 0549
221895 -
221896 -
221897 -
221898 -
221899 -
221900 -
221901 -
2220 -

SUBJECTS
Increase Budget, Port of Oakland
Command Image Objects Com Manger Speaking Meetings Scribe Writes What
Turn Out the Lights, Rejecting SDS Record
Pinned Down Wiggle Room People Hate Accountability but Love Listening
Fear Accountability Responsibility SDS Maintains Alignment Adds Intel
Flexibility Avoid Accountability Being Pinned Down Wriggle Room
Pinned Down People Hate Accountability Feedback Intelligence Want Sec
Turn Out the Lights, Rejecting SDS Record

5810 -
581101 -  ..
581102 - Turning Out the Lights
581103 -
581104 - The Port has become an object of the "light" cast by SDS because they
581105 - have operational responsibility on aspects of the work, e.g.,
581106 - environmental matters.
581107 -
581108 - The Port is feeling the pressure of not being able to deal with daily
581109 - details, like everyone else, and so are striking out to turn out the
581110 - light of SDS, rather than use the record to plan, perform and report
581111 - on the work, as discussed with Max on 961205. ref SDS 34 3425
581113 -  ..
581114 - USACE's Construction Manager, Marc McGovern, issued a memo on 961126
581115 - citing fear of accountability caused the Port of Oakland to demand
581116 - Communication Metrics be stopped from improving management on the
581117 - Oakland Harbor project. ref SDS 24 L63G
581118 - ..
581119 - The same thing happened on the Broadwater Dam project, reported
581120 - on 890324, ref SDS 1 4484, and later on 920210. ref SDS 2 0051
581122 -  ..
581123 - The Port's reaction is itself a "metric" that alerts USACE about what
581124 - might be in the record that the Port does not want exposed?  Rather
581125 - than "turn out the lights," alert warrants carefull consideration and
581126 - greater attention to adding "metrics" to communication with the Port.
581127 -
581128 -      [On 961216 Max reported an understanding the Port does not object
581129 -      to Communication Metrics. ref SDS 35 8852
581131 -       ..
581132 -      [On 970110 USACE needed a record for the meeting on 961213 that
581133 -      everyone attended, but no one could remember because it was just
581134 -      one more meeting in an endless stream. ref SDS 41 2487
581136 -       ..
581137 -      [On 970321 report that the Port was fined $40K on environmental
581138 -      issue related to RWQCB matter. ref SDS 43 8492]
581140 -       ..
581141 -      [On 970417 District Counsel needed report on RWQCB matter,
581142 -      provided at no cost. ref SDS 45 1536]
581144 -       ..
581145 -      [On 970624 DE maintained he cancelled Com Metrics because staff
581146 -      erred in determining SDS saves time and money. ref SDS 46 6499
581147 -      and ref SDS 46 7388
581149 -       ..
581150 -      [On 980307 Andy Grove, CEO, Intel, disclosed that helping top
581151 -      executives improve the work is like walking through the valley of
581152 -      death. ref SDS 47 0502
581154 -       ..
581155 -      [On 980723 District Counsel indicated Communication Metrics saved
581156 -      government $80K on RWQCB matter. ref SDS 48 3344
581158 -       ..
581159 -      [On 981027 District Counsel reported Communication Metrics
581160 -      ultimately saved the government $190K on RWQCB matter.
581161 -      ref SDS 49 7315]
581163 -       ..
581164 -      [On 990527 strong social pressures prevent executives from
581165 -      improving management. ref SDS 50 1233
581167 -       ..
581168 -      [On 991108 legend of Prometheus in Greek mythology explains light
581169 -      giver being banished. ref SDS 51 5810]
581171 -       ..
581172 -      [On 000722 Socrates encountered difficulty by asking questions;
581173 -      aversion to questions arises in part because it delays action.
581174 -      ref SDS 52 4320
581175 -
581176 -
581177 -
581178 -
581179 -
5812 -

SUBJECTS
PCA - Agreement between COE, Port
PMP, Project Management Plan
Contract Administration
Meetings
Guess Gossip Commedy of Errors Murphy's Law

6407 -
640801 -  ..
640802 - Project Management Plan, COE Contract Administration and PCA
640803 -
640804 - Tom Keesling pointed out that the PCA with the Port of Oakland does
640805 - not require nor even discuss the Port attending meetings with the
640806 - Contractor, since that is Contract Administration for which COE is
640807 - solely responsible, per discussions on 961202 reviewing the PCA at ref
640808 - SDS 26 line 132.  COE is obligated to coordinate with the Port by
640809 - advising them of progress and to review in advance approval of
640810 - modifications and one other matter, ref SDS 31 line 76.
640812 -  ..
640813 - Max said he agreed to send to the Port all COE correspondence with a
640814 - requirement that the Port submit any comments within one day, in order
640815 - not to delay Contract Administration.
640817 -  ..
640818 - Tom suggested sending the Port a letter to amend the PCA to accomplish
640819 - this change, so we do not create a precedent of making changes by
640820 - default.
640821 -
640823 -  ..
640824 - Corps Must "Speak with One Voice" Comunicating with Contractor
640825 - COE Initiates Contract Admin Meeting to Avoid Conflict with Port
640826 -
640827 - Tom reviewed the new procedure Max has instituted holding Contract
640828 - Administration meetings in Sausalito, ref SDS 18 0000. There was
640829 - discussion that CON OPS can provide the results of these meetings to
640830 - support the Tuesday meetings so Herb can update the Port on progress
640831 - per PCA requirements analysed on 961203, ref SDS 31 0000.
640833 -  ..
640834 - Max explained that the Contractor should not be meeting with the Port
640835 - because it creates confusion about who is administering the contract,
640836 - particularly where the Port criticizes COE management in joint
640837 - meetings with the Contractor (examples are at ref SDS 22 8876, ref SDS
640838 - 21 9601, ref SDS 9 6754).
640839 -
640841 -  ..
640842 - Proliferation of Communications Increase Chance of Error
640843 -
640844 - Multiple meetings also greatly increase the size of the record and
640845 - thereby increases misunderstanding and/or miss-characteriziation of
640846 - the record at a future date by contending that understandings from the
640847 - Monday Contract Administration meeting were revised on Tuesday at the
640848 - Progress meeting.  Misunderstanding from "guess and gossip" endemic to
640849 - conducting multiple meetings among different people on the same
640850 - subject without any aligning instruments or record, was reported in
640851 - studies performed by Stanford University, ref SDS 5 line 281 and at
640852 - ref SDS 6 line 187.  Max feels this is not sound management practice
640853 - and that the record of performance over the past year has shown that
640854 - joint meetings with the Port and the Contractor have not worked. There
640855 - was consideration of notifying Dutra and the Port of these changes.
640856 - Max wants to see this written up to make sure any change is consistent
640857 - with the PCA between COE and the Port.
640858 -
640859 -      [See follow up at ref SDS 36 line 152.]
640861 -  ..
640862 - Tom feels this change will accomplish the Port's objective of not
640863 - being exposed to the rigor of Communication Metrics.
640865 -  ..
640866 - There is still a need for Herb or someone to capture what transpires
640867 - in coordinating with the Port.
640868 -
640869 -      [See Herb's memo requesting support for this, ref SDS 44 line
640870 -      77.]
640872 -  ..
640873 - The meeting yesterday with the Port of Oakland, for example, who
640874 - captured the understandings and developed the Action Items from that
640875 - meeting?
640877 -  ..
640878 - Who has scheduled follow up, where are the tasks being done to
640879 - implement what was decided or asked to be investigated?
640880 -
640881 -
640882 -
640883 -
6409 -

SUBJECTS
Keesling, Tom, Staffing of Project
Resident Management System (RMS)
Contract Administration
Institutionalize Communication Metrics
Integrate Comm Metrics, COE Contract
Max Blodgett, Welch Assignment on Planning
Submit Plan Integrate Comm Metrics and COE
Keesling's Assignment, CEFMS, PROMIS

7310 -
731101 -  ..
731102 - Tom Keesling Managing Communication Metrics Project
731103 -
731104 - Tom advised that the new assignment under consideration for him to
731105 - head up an effort for the District to define and develope procedures
731106 - to manage projects, may not be approved.  The Project Management
731107 - Division has not approved Tom's objectives and terms for taking this
731108 - special assignment.  This seems to reflect distancing of COE executive
731109 - management at the meeting with the Port of Oakland yesterday, ref SDS
731110 - 34 line 109.
731112 -  ..
731113 - Tom feels the incentive offered by the District is not adequate for
731114 - making a change from his current assignment.
731116 -  ..
731117 - He explained family considerations that may warrant retirement from
731118 - the Corps of Engineers in February, after he returns from 3 weeks of
731119 - vacation in January.
731121 -  ..
731122 - After Tom left to take the modification of the Welch contract to Tom
731123 - Benero for processing by the Contracting Officer, Max mentioned that
731124 - he could give Tom a special assignment with additional incentives for
731125 - remaining in his current role, but wants to ensure that conditions and
731126 - protocols are properly applied.  Max feels the current atmosphere is
731127 - troubling.
731129 -  ..
731130 - A key objective is to develop opportunities for advancement in rank
731131 - and pay.  The San Francisco District does not offer significant
731132 - mobility at Tom's current position.
731134 -  ..
731135 - I raised the prospect that Tom's experience over the past several
731136 - months as the point of contact for Communication Metrics, shows Tom
731137 - could be the best person to accomplish Max's objective to use
731138 - Communication Metrics at the Resident Engineer's office in Sausalito.
731139 -
731140 -
7312 -

SUBJECTS
Mentoring COE to Use Comm Metrics
CCA Guide Implement with SDS
Contract Admin Support
Contract Administration
Purchase SDS, Com Metrics, 961206

8107 -
810801 -  ..
810802 - Expanding Role of Com Metrics for Training and Implement FAR
810803 -
810804 - After signing the Welch contract extension, per above, ref SDS 0 3978,
810805 - Max requested a plan, scope and schedule to integrate Communications
810806 - Metrics into COE Contract Administration performed by the Resident
810807 - Engineer, per our discussion with Tom and Max on Wednesday, 961204.
810808 - ref SDS 33 8951
810810 -  ..
810811 - Max wants Com Metrics to support for USACE standard Construction
810812 - Contract Administration (CCA) Guide.  He has advised the Commander
810813 - that the Construction Division is going to purchase the SDS program
810814 - with training to prepare for expanded work load and requirements over
810815 - the next several years.  He feels the District needs Com Metrics
810816 - support for contract management, weekly meetings, and help with the
810817 - Dutra claims on the Oakland project.  They will also need help
810818 - implementing several new management systems mandated by HQ.
810820 -  ..
810821 - This aligns with earlier planning where Max notified the Port of
810822 - Oakland in a weekly partners meeting that the District will buy the
810823 - SDS program, per DE's notice on 961024 that SDS would be used for
810824 - duration of Oakland Harbor project, another 18 months. ref SDS 10 8505
810826 -  ..
810827 - The Corps has to implement a Resident Management System (RMS).  Max
810828 - has talked to other District Chiefs CONOPS who indicate this will take
810829 - up a lot of time, and does not improve management.  Max said that Herb
810830 - Cheong, the PM, and Marc McGovern, the Construction Manager, support
810831 - Leonard SooHoo's request to use Welch for Com Metrics for the next
810832 - year, while they learn to use SDS.
810834 -  ..
810835 - This will require focused COE management attention which could justify
810836 - the special assignment Max cites, above for Tom, ref SDS 0 8933, by
810837 - making it a project to institutionalize Communication Metrics.  Max
810838 - feels Tom seems ideal for this role, and it could provide visibility
810839 - for him and the District, if SDS can be transitioned more broadly
810840 - within COE, ref SDS 33 8951
810841 -
810842 -      [On 961220 reviewed expanding role for SDS with Tom, per Max's
810843 -      request. ref SDS 37 5773;
810845 -       ..
810846 -      [On 961227 it turned out that RMS is part of Tom's new
810847 -      assignment, ref SDS 39 4002]
810849 -       ..
810850 -      [Submission on 970108 letter on using Communication Metrics on a
810851 -      range of matters. ref SDS 40 5002]
810853 -       ..
810854 -      [On 970225 developed planning for accomplishing this objective
810855 -      ref SDS 42 8440]
810857 -  ..
810858 - If Tom leaves then a significant investment COE has made to develop a
810859 - strong liaison to understand and implement Communication Metrics,
810860 - would have to be developed again.
810861 -
810862 -
810863 -
810864 -
810865 -
810866 -
810867 -
810868 -
810869 -
8109 -