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
0202 - Corps of Engineers, Sausalito      415 331 0404 fax or 800...
020201 - Mr. Leonard SooHoo, P.E.; Chief; Construction Service Branch
0203 - Corps of Engineers, SFD            415 977 8400 fax 8483
020301 - Mr. Max R. Blodgett, II, P.E., L.S.
020302 - Construction Operations Division   =415 977 8480
0204 - Corps of Engineers, Sausalito      415 331 0404 fax or 800...
020401 - Mr. Mike Murphy; Project Engineer
020402 - Construction Service Branch =Telephone/fax
0205 - Corps of Engineers, SFD            415 977 8400 fax 8483
020501 - Ms. Monteze Jaggers; Procurement Analyst =415 977 8519
020502 - Contracting Division

SUBJECTS
Richmond Scope of Services, 970225
COE Staffing
Staffing of Project
Construction Services Branch
Resident Management System (RMS)

1307 -    ..
1308 - Summary/Objective
1309 -
130901 - Follow up ref SDS 17 1734, ref SDS 16 0000.
130902 -
130903 - Reviewed and developed edits of the preliminary Organization Chart and
130904 - the RMS Information Flow chart.  Ideas were considered to ensure
130905 - accuracy and adequate controls for release of information from CON
130906 - OPS, ref SDS 0 1011, and plans were made for field trips to research
130907 - implementation of RMS. ref SDS 0 1752  Tom is meeting with Monti on
130908 - scope of service for A-E and to expedite that contract in order to
130909 - meet target date of 970601 for start of construction on Richmond. see
130910 - ref SDS 0 1475
130911 -
130912 - Submitted results of meeting via ref DIT 1 0000, including this
130913 - record.
130914 -
130915 -     [On 970328 team progress meeting ref SDS 24 0000.]
130916 -
130917 -
130918 -
130919 -  ..
1310 -
1311 -
1312 - Discussion
1313 -
131301 - Organizational & RMS Implementation Planning - Need More Research
131302 -
131303 - Followed up work at ref SDS 17 1734, ref SDS 16 8592.
131304 -
131305 - Tom explained there are three main subjects to cover in the meeting
131306 - this morning:
131307 -
131308 -  ..
131309 -
131310 -     a.  What are the organizational requirements to accomplish mission
131311 -         of managing contracts using COE procedures (e.g., CCA Guide)
131312 -         based on the work load of the Construction Services Branch
131313 -         over the next few years, and in particular to prepare for the
131314 -         4 major projects that will be started this year?
131315 -
131316 -  ..
131317 -
131318 -     b.  What are hardware/software requirements to implement RMS for
131319 -         the organization needed under point 1?
131320 -
131321 -     c.  What planning and support is needed to adequately perform
131322 -         steps 1 and 2?
131323 -
131324 - Mike Murphy explained the chart he prepared to support RMS, ref SDS 17
131325 - 7403, and there was discussion of the organization chart Tom prepared
131326 - from the meeting with Leonard on 970317, ref SDS 16 8494.
131327 -
131328 - Leonard noted that Humbolt needs to be added to Mike's chart, as
131329 - another project that will be started this year, per the meeting with
131330 - Tom on Monday, ref SDS 16 9944.  He wants the chart to list the main
131331 - reports and other items that must be accomplished at the project
131332 - level, so that there is a visual indication from the chart about the
131333 - level of effort required.  An example is showing the flow from the A-E
131334 - of QC reports to the Project Engineer who prepares a summary QA
131335 - report.
131336 -
131337 -         [On 970404 this was added at ref SDS 25 0550.]
131338 -
131339 -  ..
131340 -
131341 - Max asked about "control points" to ensure that information released
131342 - at the project level is correct, adequate or appropriate for release
131343 - to others?  Tom advised that there is no formal method, procedure or
131344 - "metric" of accuracy.
131345 -
131346 - Leonard wants CESPN to develop local control measures, possibly audit
131347 - reviews.
131348 -
131349 - He pointed out that the RE must sign-off on QA reports. Tom explained
131350 - generally the credit system that will substitute for a legal
131351 - signature.  Leonard noted that legal still prefers conventional signed
131352 - documents.
131353 -                             ..
131354 - The form of signature and procedures to avoid huge backlogs of
131355 - data need to be developed, to handle situations where someone is
131356 - absent for a few days or weeks.
131357 -
131358 - Need to develop system for backup signature authority in case the RE
131359 - is absent on particular days, so that information is released each day
131360 - for upward distribution to CEFMS, etc. The Office Engineer could do
131361 - this.  Another thought would be to give the Construction Managers that
131362 - backup authority.
131363 -
131364 - A related question arises about how information release can be
131365 - managed?  Is it possible and practical to have a single server, as
131366 - reflected in the flow chart reviewed today, that permits release say
131367 - from the project to CSB and from CSB to CON OPS and from CON OPS to
131368 - PPMD and CEFMS; or, are several servers needed to accomplish this
131369 - control?
131370 - ..
131371 - It sounded like the A-E will prepare 3 QC reports each day, one
131372 - for each shift, and the Project Engineer will prepare a single QA
131373 - report that covers the three QC reports and explains actions taken by
131374 - the Project Engineer, or needed and scheduled to be taken, to address
131375 - any matters that require action in the QC reports.
131376 -
131377 -  ..
131378 -
131379 - Leonard will need an Office Engineer, possibly 2 Office Engineers if
131380 - the work load is more than one person can handle, under the Contract
131381 - Administration function (which is now being performed in part by Jim
131382 - Joyce, but he may be fully occupied by O&M work) to review the QA
131383 - reports from each project, including O&M dredging, and other misc
131384 - small projects, coordinate with the Project Engineers to correct or
131385 - add information, as necessary, and prepare a summary of the days
131386 - activities on all projects and of matters that require RE action,
131387 - which can then be signed by the RE to release the daily reports to the
131388 - District.
131389 -
131390 -     [On 970427 this was added to organization chart, ref SDS 30 0000.]
131391 -
131392 -  ..
131393 -
131394 - Max asked about release of information from CON OPS, which is the
131395 - originating source, to PPMD and CEFMS.  Possibly each day the
131396 - Construction Managers can prepare a summary report for Chief, CON OPS,
131397 - of projects under their supervision.  However, this winds up being a
131398 - lot of work.  RMS should provide exception reports so that
131399 - Construction Managers only need to deal with exceptions, i.e.,
131400 - problems.  Tom Keesling sketched out a pyramid effect to show how RMS
131401 - data should flow to accomplish control and access to original sources.
131402 - More analysis is needed to develop this flow and release of
131403 - information so there are adequate controls.
131404 -
131405 -  ..
131406 -
131407 - Leonard, Tom and Mike marked up the RMS information flow diagram based
131408 - on the meeting today.  Mike will prepare a new version that reflects
131409 - the discussion today. Tom will prepare a new draft of the organization
131410 - chart for the Construction Services Branch.
131411 -
131412 -     [On 970404 review revised RMS flow chart, ref SDS 25 0550.]
131413 -
131414 -     [On 970427 revised organization chart, ref SDS 30 0000.]
131415 -
131416 - We will meet next Friday at 0800 for another review.
131417 -
131418 -     [On 970328 another team progress review ref SDS 24 7482.]
131419 -
131420 -
1315 -

SUBJECTS
A-E Consultant, Luster
RMS Research, Field Trips
Planning Time
Resident Management System (RMS)
Contract Administration Manual

2208 -
220801 -  ..
220802 - A-E Needs to Commence Research, Planning, Training, Mobilization
220803 -
220804 - There was discussion that the A-E contract for Richmond provides
220805 - support to research the Construction Contract Administration (CCA)
220806 - Guide, per Max's request, District practices and RMS capability, and
220807 - to develop a joint automation plan for implementing RMS. ref DRP 4
220808 - 6499 and ref OF 2 9572
220809 -
220810 - Max noted from a report on his desk that Richmond is scheduled to be
220811 - awarded oa 970501.  Tom indicated the A-E contract could take a month
220812 - or more to be awarded.  That gives the A-E only 4 weeks to accomplish
220813 - project planning for RMS and mobilize to begin inspection on 970601,
220814 - which generally conflicts with the Scope of Services providing for
220815 - adequate time to assign personnel and perform the research and
220816 - planning needed for a successful project launch.
220817 -
220818 -  ..
220819 -
220820 - Tom is meeting with Monti to expedite A-E contract.
220821 -
220822 -      [On 970409 Monti went on 2 week training mission, ref SDS 26
220823 -      5737, Tom met with Luster on 970422, ref SDS 29 0000.]
220824 -
220825 -
220826 -  ..
220827 - RMS Research Field Trips to Develop Information Flow
220828 -
220829 - Followed up work at ref SDS 16 8592.
220830 -
220831 - Need Project Engineer assigned to begin learning RMS.  Who will do
220832 - this?  It was not discussed.  The later this assignment is made, the
220833 - greater the need will be for supplemental help to start the job,
220834 - because it will increase the learning requirements and consequently
220835 - the increase the risk of problems.
220836 -
220837 -      [On 970321 Tom to inquire in Sacramento District about their
220838 -      experience using RMS. ref SDS 19 8488]
220839 -
220840 -      [See follow up on finalizing job descriptions ref SDS 25 7400.]
220841 - ..
220842 - Received contact information from Tom for purchasing Open Plan
220843 - Professional, per scope of services at ref OF 2 line 235.
220844 -
220845 -      [See follow up on price of Open Plan, $6K or $2K for COE
220846 -      projects, ref SDS 18 0000.]
220847 -
220848 - Leonard and Mike will schedule site visits for RMS research next week.
220849 - Should try to visit (3) three installations where RMS is being applied
220850 - and has been used for at least the past year.  These trips should be
220851 - for one week each, or one trip for two weeks, so that SFD people can
220852 - work with the system long enough to see how it is actually applied,
220853 - rather than rely on how people say they are applying it.
220854 -
220855 -      [See follow up where Tom contacted Sacramento District ref SDS 20
220856 -      8488.]
220857 - ..
220858 - Max suggested using information from these field trips to
220859 - support the information flow plan Mike presented this morning.  RMS is
220860 - a rigid system and so wherever it is being used there is likely a
220861 - formal flow diagram, similar to what Mike has prepared, and so if we
220862 - can get this information from several other installations, this can
220863 - assist in finalizing the plan Mike is preparing for the Construction
220864 - Services Branch.
220865 -
220866 - There was consideration to develop an adequate record from the field
220867 - trips so the information can be used to expedite RMS planning.
220868 -
220869 -
220870 -
2209 -

SUBJECTS
Intern Program
Construction Services Branch, Sausalito

2505 -
250501 -  ..
250502 - Intern Program Planning Needed
250503 -
250504 - Max advised 6 or so training interns need to be accommodated in
250505 - Construction Services Branch.  This might be helpful to accomplish
250506 - increased data entry work in the implementing a new system that will
250507 - likely result in some re-work.
250508 -
250509 - Tom will coordinate with Leonard on incorporating this support into
250510 - the Organizational Chart.
250511 -
250512 -      [See review of organization chart with Tom on 970428. ref SDS 31
250513 -      7488]
250514 -
250515 -
250516 -
2506 -

SUBJECTS
Scope of Services
A-E Consultant, Luster
Keesling's Assignment, RMS, CEFMS, PROMIS,
Information Highway
Aligning Communications to Maintain Shared
Communication Manager
Comedy of Errors, Management by
Computers Furnished by A-E
Foreign Term, Communication Metrics, SDS

3612 -
361201 -  ..
361202 - A-E Furnishes Computer Equipment
361203 -
361204 - Max advised that computer equipment used by A-E will be furnished by
361205 - the A-E rather than by the Government, so this needs to be changed in
361206 - the Scope of Services in Task Order 1 and 2.
361207 -
361208 -      [See where this change was made, ref SDS 21 7499.]
361209 -
361210 -
361211 -  ..
361212 - Monti's Edits Show Need to Clarify Communication Metrics
361213 -
361214 - Followed up work at ref SDS 16 9556.
361215 -
361216 - After meeting with Max, Leonard and Tom reviewed comments from Monti
361217 - on Task Orders 1 and 2 for the version reviewed on 970317, per record
361218 - at ref SDS 16 9556, and the report yesterday on approval of AE's
361219 - scope. ref SDS 17 0440.
361220 -
361221 - Monti came by during this review and explained having read and edited
361222 - Task Order 2 first, and then later realized in reading Task Order 1
361223 - that these are complimentary scopes.  Editing Task Order 2 before
361224 - reading Task Order 1 in this case caused results similar to the prior
361225 - occassion when editing was begun before reading the entire document,
361226 - ref SDS 7 8449. The edits show changing "Communication Manager" in
361227 - Task Order 2 to "Project Manager," which seems to imply the Project
361228 - Manager can perform Communication Metrics.
361229 -
361230 -         [On 970321 revised edits received. ref SDS 20 8427
361231 -
361232 -         [On 970324 finalized Comm Metrics scope. ref SDS 23 4444
361233 -
361234 -
361235 -       ..
361236 -      New World Order Requires New Role:  Communication Manager
361237 -
361238 -      Tom explained there is not enough time for the Project Manager to
361239 -      perform Communication Metrics, as specified in Task Order 2, see,
361240 -      ref DRP 4 4704, so therefore it is planned for a Communication
361241 -      Administrator to do this, supported by a Communication Manager to
361242 -      ensure the work is properly performed.
361243 -
361244 -
361245 -       ..
361246 -      Information Overwhelms Management
361247 -      Need Summary Connected to Details
361248 -
361249 -      Tom showed an example of why Communication Metrics is needed in
361250 -      the age of the Information Highway.
361251 -
361252 -      He held up a large handful of daily communications, what looked
361253 -      like several hundred pages, he has received within the past few
361254 -      weeks, which are added to a large binder of prior documents
361255 -      received during January. He noted that it is difficult to
361256 -      remember the correlations, action items and status of work that
361257 -      arises from this continuous information stream, per our
361258 -      discussions on 961125, ref SDS 2 1154, and considerations on
361259 -      961220 in planning support for RMS, ref SDS 3 8593.
361260 -      ..
361261 -      The result is that managers have only enough time to give
361262 -      new information cursory consideration using conventional
361263 -      management practices, until problems arise then they are
361264 -      instructed to invest time for problem handling, per record of
361265 -      meeting on 970110. ref SDS 5 2487
361266 -
361267 -         [On 970321 Marc McGovern frustrated by too much information.
361268 -         ref SDS 20 8266.]
361269 -
361270 -         [On 980412 CBS 60 Minutes reports people overwhelmed by too
361271 -         much information. ref SDS 33 8956]
361272 -
361273 -         [On 980613 article on information overload. ref SDS 34 3499]
361274 -
361275 -         [On 980807 article on information overload. ref SDS 36 2426]
361276 - ..
361277 - Monti noted that she left in the phrase "showing alignment with
361278 - requirements" because it is the part of Communication Metrics that
361279 - adds value to the management process.  This is a strong insight into
361280 - the meaning of adding "metrics" to communications, which was a goal we
361281 - set during the meeting with Max on 960105, ref SDS 1 8659.
361282 -
361283 - The edits propose removing para 3a(2) requiring:
361284 -
361285 -              (2)  Analyse communications using electronic links that
361286 -      show alignment with prior dialog, documents commitments and
361287 -      requirements in contracts, regulations, laws, policies and
361288 -      procedures; and develop headings in the diary records that show
361289 -      sequence of actions and summarize meaning linked to details for
361290 -      expediting review and understanding, see attachment #1.
361291 -
361292 -   ...ref OF 3 line 102.
361293 - ..
361294 - Leonard noted that analysis from the electronic links comprise
361295 - the "alignment with project requirements, which is the objective of
361296 - the diary data base and schedule deliverables that enable busy people
361297 - to remember things that are otherwise overlooked by the flood of
361298 - continuous information.  Tom suggested preparing a summary explanation
361299 - of this part of Communication Metrics to review with Monti, and so we
361300 - looked at paragraph 2 on page 1 of Task Order 2, see ref OF 2 line 18.
361301 - ..
361302 - Monti's proposed edits eliminate "organic subject structure"
361303 - because it is a foreign term.  Monti said she did not understand what
361304 - it means, and so she expects the AE would not be able to respond. She
361305 - wants to call it "document control."
361306 -
361307 -     [On 970416 worked on Monti's idea for Communication Metrics
361308 -     report, ref SDS 27 8555.]
361309 -
361310 -     [On 970418 received Communication Metrics report from CESPN that
361311 -     explains this. ref SDS 28 0961]
361312 - ..
361313 - The edits line out specifying "subcontractor" and "Communication
361314 - Metrics" throughout Task Order 2.  Monti explained COE cannot require
361315 - an A-E to subcontract work, and that it cannot specify a proprietary
361316 - product, like Communication Metrics.
361317 -
361318 - We discussed briefly that the government routinely requires A-E's to
361319 - hire appropriate specialists, as when an architect hires a civil
361320 - engineer, a structural engineer, mechanical and electrical engineers,
361321 - in order to ensure these skills are performed by properly qualified
361322 - professionals.
361323 -
361324 -  ..
361325 -
361326 - Communication Metrics is a new and emerging professional discipline
361327 - like Electrical Engineering, Planning, Accounting, Project Management,
361328 - Construction Management and Surveying, that has a defined scope and
361329 - standards of performance, as shown in Task Order 2. ref DRP 4 4929
361330 -
361331 - The Corps, as it has over the hundreds of years, is helping build this
361332 - new discipline by prescribing performance criteria in Task Order 2.
361333 - ref DRP 4 6375
361334 -
361335 -      [On 980403 Max Blodgett suggested an Internet web page could help
361336 -      people see how Communication Metrics improves daily management.
361337 -      ref SDS 32 4129]
361338 -
361339 -      [On 980803 Max commented on web page. ref SDS 35 2672]
361340 - ..
361341 - Communication Metrics adds value to existing work roles by
361342 - automating and integrating traditional methods like "document
361343 - control," as explained in the paper on POIMS technology. ref OF 1 8559
361344 -
361345 - An example is the Resident Management System (RMS) being introduced by
361346 - the San Francisco District this year. RMS automates document control
361347 - in the traditional manner, see review on 961224. ref SDS 4 3851
361348 - "Document control" by itself increases the work load for data entry.
361349 -
361350 - Communication Metrics integrates managing documents with managing the
361351 - work in meetings, calls, analysis and planning. ref OF 1 1107  An
361352 - "organic subject index" generates "intelligence" so that documents,
361353 - along with all other strategic information provide effective decision
361354 - support on a daily basis. ref OF 1 1110
361355 -
361356 -      [On 970418 Organic Subject Structure was explained in a report
361357 -      COE issued on Communication Metrics. ref SDS 28 0961]
361358 - ..
361359 - The Schedule Diary System is a proprietary product, but
361360 - Communication Metrics is merely a body of ideas for applying
361361 - technology to support leadership, similar to the military intelligence
361362 - role noted by General Hatch, that can be implemented by the SDS
361363 - program, or some other program that can perform the functions of SDS.
361364 -
361365 - Tom and Monti are meeting at 1400 today to review the second draft for
361366 - Task Order 1 and 2 that reflects the edits he and Leonard developed on
361367 - Monday.  Monti seemed to indicate that the correlation of Task Orders
361368 - 1 and 2 can be adequately defined to comply with Contract Division
361369 - concerns.  She mentioned that Luster has signaled a desire to expand
361370 - its range of services, and so the Richmond scope of services for
361371 - Communication Metrics offers that opportunity.
361372 -
361373 -     [See follow up on 970321 ref SDS 20 0000.]
361374 -
361375 -
361376 -
3614 -

SUBJECTS
Cost, Audit

3804 -
380401 -  ..
380402 - Government Estimates and Audit
380403 -
380404 - Followed up work at ref SDS 16 line 191.
380405 -
380406 - Leonard is meeting with the Project Manager in PPMD later today to
380407 - review the cost of Richmond project and explain using Communication
380408 - Metrics so it the budget and scope can be reviewed with the Port of
380409 - Richmond, who is a sponsor, similar to the Port of Oakland on the
380410 - Oakland Harbor project.
380411 -
380412 -      [On 970404 reviewed progress. ref SDS 25 8876]
380413 -
380414 - Leonard, Tom and I met separately on developing an estimate for
380415 - Communication Metrics.  We considered Leonard's question yesterday
380416 - about the appropriate multiplier for
380417 - ..
380418 - We considered that Communication Metrics staff will be billed at
380419 - comparable rates to that for other A-E staff.  Tom explained the
380420 - calculation can be prepared in standard government procurement
380421 - practice for subsequent negotiation with the A-E.
380422 -
380423 - Leonard asked if an audit will be done?  Tom mentioned Sue Fairchild's
380424 - memo of 970213 indicating an audit will be needed within 30 days, ref
380425 - DRP 2 line 30.  We reviewed later discussion that this may actually
380426 - take 6 months or so.
380427 -
380428 -
380429 -
380430 -
3805 -

SUBJECTS
Communication Metrics Evaluation on Oakland

4004 -
400401 -  ..
400402 - Leonard Will Submit Evaluation of Communication Metrics on Oakland
400403 -
400404 - Tom discussed the need to finalize the evaluation of Communication
400405 - Metrics on Oakland.  The report being prepared by CON OPS for the
400406 - Contract Division and the District will further assist in assessing
400407 - whether this approach can be helpful and what it entails.
400408 -
400409 - Leonard plans to get something in on this by next week.
400410 -
400411 -     [On 970324 received Leonard's comments at ref SDS 22 9759]
400412 -
400413 -
4005 -
4006 -