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From: Mr. Richard Lawhorn, Director, Industrial Security Field Operations Date, Time, Location for Meeting: February 14- 18, 2011 , The Westin Riverwalk Hotel & Resort, 420 W Market Street, San Antonio, TX, Tel: 210-2246500, Reservations : 1-800-93 7-8641.
*Complete agenda located at Attachment B.
Briefer and Organization: DSS senior leaders and various instructors throughout the conference will present a variety of topics and classes Attendees Mr. Stan Sims, Director, DSS Mr. Richard Lawhorn, Director, ISFO Mr. Drew Winneberger, Director, IP Mr. Kevin Jones, Director, SETA Mr. Bill Stephens, Director, CI Mr. Jim Crail, Director, Support Services Division Ms. Carolyn Lyle, EEO Mr. Jay Fraude, General Counsel Mr. David Cole, Chief Information Officer Mr. Gary Morgan, Inspector General Mr. Chris Forrest, Regional Director, Capital Region Mr. Mike Halter, Regional Director, Northern Region Mr. Karl Hellmann, Regional Director, Western Region Mr. Al Sanchez, Regional Director, Southern Region Ms. Virginia Heimrich, Director, DISCO Ms. Sharon Irwin, Assistant Deputy Director of Operations, ISFO
*A Complete Roster of Attendees is Located at Attachment E
Issue: You will present an agency update at the Industrial Security Leaders Conference on February 15, 20 11. The conference theme is "Managing Through Leadership, Metrics, & Accountability." Talking Points are at Attachment C. Desired Outcome: To prepare you for the presentation and outline any potential questions/issues.
Attachments: A. - Conference Agenda B.- Regional Director Offsite Agenda C. - Director's Proposed Talking Points D. - Director Travel Itinerary E. - List of Attendees
Prepared by: Darnell Carlisle, Action Officer, ISFO, 703.325.3714
Attachment A Conference Agenda
Theme: Managing Through Leadership, Metrics, & Accountability Monday -14 February 2011 ALL DAY- Travel Day Tuesday-15 February 2011 All Day Plenary Session
0730-0800: Welcome and Introductions 0800-0915: DSS Update presented by Mr. Stan Sims, Director, DSS 0915-0945: 10 Update presented by Rick Lawhorn, Director, 10 0945-1000: Break 1000-1100: Regional Updates presented by Regional Directors 1100-1130: Questions and Answers with 10 Director and RDs 1130-1230: Lunch 1230-1300: Support Services Division Update Presented by Mr. Jim Crail 1300-1330: Equal Employment Opportunity Update presented by Ms. Carolyn Lyle 1330-1400: Office of General Counsel Update presented by Mr. Jay Fraude 1400-1415: Break 1415-1445: Chief Information Office Update Presented by Mr. David Cole. 1445-1515: Inspector General Update presented by Mr. Gary Morgan 1515-1545: FISL 1 Lead Advisor/FOC Best Practices Presented by Mr. Kevin Jones (FOC' s and ODAA personnel attend)
1515-1545: DISCO Breakout-Facilitated by Ms. Ginny Heimrich (DISCO personnel only) 1545-1600: Break 1600-1645: Project Updates Presented by Regional Directors and Ms. Sharon Irwin (Team inspections, Quality, FY 11 inspection schedule, etc.) 1645-1730: Panel Discussion with Operational Division Heads (Mr. Drew Winneberger, Mr. Kevin Jones, and Mr. Bill Stephens)
Wednesday -16 February 2011
Plenary Session: 0800-0900: Managing By Metrics Presented by Regional Directors and Ms. Sarah Lay1o 0900-1000: Rating Matrix project Update Presented by Ms. Sharon Irwin and Mr. Mike Stritch 1000-1015: Break Breakout Sessions: 1015-1115: Breakout Session 1115-1300: Lunch 1300-1400: Breakout Session 1400- 1415: Break 1415-1515: Breakout Session 1515-1530: Break 1530-1630: Breakout Session Topics for Sessions: • Human Resources/Employee Relations For Supervisors Presented by Ms. Elizabeth Bruton-Pollard • Voice oflndustry Survey Results Briefing Presented by Toffler Associates • Leadership Case Study Presented by Toffler Associates • Effective Leadership Communication Presented by Toffler Associates
Thursday -17 February 2011 Breakout Sessions: 0800-0900: Breakout Session
0900-0915: Break 0915-1015: Breakout Session 1015-1030: Break 1030-1130: Breakout Session 1130-1245: Lunch 1245-1530: Regional /DISCO/HQ Breakout Meetings (Each Region and DISCO will meet separately to discuss issues related to their Area of Operations) 1530-1545: Break
Plenary Session: 1545-UTC: IO Director and RD Q&A Session Topics for Sessions: • DCIPS Update Presented by HR/DCIPS Contractor • Leadership challenges • Support Issues: Panel Discussion with representatives from Financial Management, Human Resources, CIO, and Support Services. Topics will include discussion of the new time keeping system, HR issues such as paysetting guidance, and other support topics of interest.
Friday -18 February 2011 ALL DAY- Travel Day
ISFO Regional Directors Off-site Agenda February 14 2010
Monday, February 14 ISFO Director Opening Remarks Objective: Director provides his perspective on leadership change. What does ISFO Director want/need from the RDs and leaders throughout the organization? What will the new DSS Director expect from leaders in the organization? RD/DISCO Briefs Objective: RDs and DISCO use field metrics (performance and management) to brief current status (and use template provided); Leaders will highlight problems and collaborate to develop solutions and recommendations for Director Break Leadership Perspectives Objective: Selected Leader(s) will brief his/her challenges and ways that he/she has approached and solved the problem; discuss the tools that leaders can use to have "tough conversations", etc. Working Lunch Objective: TBD Discussion with Mr. Sims Objective: RDs have an opportunity to discuss leadership and performance with Mr. Sims
11:00- 11:15 11:15- 12:30
12:30- 13:30 13:30- 15:30
Suggested Talking Points for DSS Director 10 Supervisor's Conference February 2011
• Been at DSS since Dec. 5, 2011
THE DSS VISION: • DSS must continue to be the premier provider of industrial security in the Department and the Federal Government, improving the security of our nation and its warfighters o We must function as a team: - Working with the common goal of improving industrial security while also providing a quality working environment for the workforce
o We must be "cost warriors" in everything we do while providing quality service to our customers - Continue to seek ways to improve our service, never be satisfied with the status quo
DIRECTOR'S PHILOSOPHY: • Organizational Climate, What is it? o "It is a SHARED FEELING. A PERCEPTION among the members of the organization about what life is like. This PERCEPTION is based on their understanding of how they will be treated - whether the leadership cares about them personally and professionally. The PERCEPTION also depends on what professional opportunities they see within the organization equal treatment and freedom to learn and make decisions versus close supervision and many constraining rules."
• "Those who do or have done will tolerate" o Those who are dishonest will tolerate those who are dishonest o Those who sexually harass will tolerate those who sexually harass
o Those who compromise our standards will tolerate those who
are substandard o As leaders, we cannot tolerate insubordinate/unprofessional behavior or poor performance • Recognition and Award policy - establish and follow • Equal opportunity applies to all - civilians and contractors • Safety is taking care of people and will always be a top priority • ENJOYYOURJOB!! • Attitude, attitude, attitude - it' s everything o "the melody dictates the tune" o Be positive • There is NO problem we can't get solved or we can get someone to help us solve it. • "People will go where they can get help" • Dependability is a team attribute o An honest day's work for an honest day's pay o 100% of the organization does 100% of the work
Partnership and Customer Service: • Always seek to do what's right o Legally, morally and ethically o Don' t be led blindly by regulations and policies o If it doesn't make sense, then don't do it • It's all about attitude o Be positive o "Service with a smile" o Let the customer know you understand and seek to help
• If you care, it shows
• Leaders are on parade 24 hours a day; role models • Leaders don't do that their subordinates are capable of doing - train them • Hold leaders responsible for training and developing their personnel • Hold leaders accountable for the performance (good or bad) of their subordinates • Respect your right to make a decision (good or bad) • Communicate with your customers and subordinates • Provide your employees clear expectations • Counsel your subordinates in writing when they don't meet these expectations to help them succeed • Use the chain of command Why I'm here: • My priority is to renew and strengthen the partnership between Government and Industry Stakeholders for the betterment of national security in this evolving security environment o To be successful, DSS must be a professional, high performing organization o Only as strong as it's weakest link - We all represent the agency and the Department of Defense - I've been told that some of our employees are not carrying their basic responsibilities such as report writing, inspection results letters, etc. • Gives me concern about what they are doing when at contractor facilities by themselves • Cannot strengthen Industry partnership ifDSS employees are not professional and not doing their jobs
o We have been remiss in our fundamental oversight
responsibilities to the Department and the U.S. Government. o Problems didn't occur overnight o Understand culture of failed leadership, lack of accountability and failure to communicate • SECDEF is looking at efficiencies across the Department o DSS cannot afford to fail o Too important to national security o In today' s environment, failure will lead to irrelevance and elimination o We must get, and keep, our house in order • Staff Assessment Visits identified problems, such as: o Employee workloads were not managed + Incorrect security violation processing + Incorrect FOCI Case processing + In-process facilities not tracked + Security review ratings not issued properly + Lack of letters to management or Facility Security Officers (FSO) after reviews o No procedures for office leave approval o Hostile attitudes toward management o Created quality assurance program to develop standard processes and procedures - Identified best practices o Fixes have not been adopted in all field offices o Failure to change is disrespectful and a dereliction of duty o Training - Refresher training - Teambuilding workshops - Supervisor Training
Where do we go from here: o Director ISFO will establish clear written expectations to ISFO senior leaders - Leaders will set expectations to their staff - Director ISFO will evaluate RD performance and ability to meet expectations
ISFO senior leaders will work as a team to develop and implement National solutions Western Regional SAY conducted in January - Objectives: Assess leadership, managerial proficiency, communication, etc. - DSS HQ International /ISFO visit to Seattle- Jan. 2011 - ISFO leadership continually accessing needed support to Western Region - Remaining regional SAYs will occur in FY11 Training - Continue to assess knowledge shortfalls (i.e., FOCI) in region and work with SETA to resolve - Instill leadership training in all positions
Closing thoughts • Committed to your success • Value each and every DSS employee • But have to make the hard decisions • If you won't do the job, need to look elsewhere • We will hold people accountable • May be unpleasant for some • Prepared to deal with the consequences
Director Travel Itinerary Industrial Security Supervisors Conference San Antonio, TX February 14-19, 2011 14 February 2011 07:21 Arrive at Washington Dulles International Airport 08:21 Depart Washington Dulles International Airport 11 :09 Arrive at San Antonio International Airport 11:30 Depart San Antonio International Airport 11:45 AM Arrive at the Westin Riverwalk Hotel & Resort, Address: 420 W Market Street, San Antonio, TX, Tel: 210-224-6500, Reservations: 1-800-937-8641 **Transportation provided by ISFO-NISP Team Chief Sarah Laylo 16 February 2011 15:00 Checkout/Depart Hotel 15: 15 Arrive at San Antonio International Airport 16:40 Depart San Antonio International Airport 20:49 Arrive at Washington Dulles International Airport 21 :20 Depart Washington Dulles International Airport 21:30 End **Transportation provided by ISFO-NISP Team Chief Sarah Laylo
Attendee List (88 PAX Total)
Front Office (1 PAX) Stan Sims, Director ISFO (6 PAX) Rick Lawhorn, Deputy Director, Field Operations Sharon Irwin, Assistant Deputy Director, Field Operations Mike Farley, Assistant Deputy Director, ODAA Tim O' Neil, Chief of Staff Sarah Laylo, ChiefNISP Team Edna Green, ISFO Resource Advisor ISPP (1 PAX) Mr. Drew Winneberger CI (1 PAX) Mr. Bill Stephens SETA (1 PAX) Kevin Jones Communications (2 PAX) Cindy McGovern, Office of Communications Beth Alber, Office of Communications HR(3 PAX) Julie McGovern, Deputy Director of Human Resources Elizabeth Bruton-Pollard, Employee Relations Specialist James Fulmer, Chief Operations Officer EEO (1 PAX) Carolyn Lyle, EEO Manager OCIO (3 PAX) Dave Cole, Chief Information Officer Tom Ashley, OCIO Kevin Baker, OCIO OGC (1 PAX) Jay Fraude, General Counsel
IG (1 PAX) Gary Morgan, Inspector General SSD (1 PAX) Jim Crail, Director, Support Services FM (2 PAX) Dewanda Marlow Shridhar Kuchimanchi DISCO (15 PAX) Virginia Heimrich, Director DISCO James O'heron, Deputy Director, DISCO Angela Martin, Chief, Facility Clearance Branch Steve Demarco, Chief, Personnel Security Division Phu Nguyen, Chief, Process Improvements Office Juan Carrillo, Chief, Facility Clearance Division Thomas Trimble, Branch Chief Tim Stires, Branch Chief Edna Chrisman, Branch Chief David Hunt, Branch Chief Dedra Lee, Branch Chief Leighton Pulliam, Branch Chief Richard Metrey, Branch Chief Brett Huett, Branch Chief Mary Talbert, Branch Chief Northern Region (11 PAX) Mike Halter, Regional Director Cheryl Matthew, Regional Operations Manager David Berglund, Regional DAA Joseph Cashin, Philadelphia, PA, Field Office Chief Bart Cawley, Boston, MA, Field Office Chief Alice Kispert, Mt. Laurel, J, Field Office Chief Donna Walker, Detroit, MI, Field Office Chief Bruce Lafferty, Mt. Laurel, NJ, Field Office ISSP Team Lead Michelle Fonville, Philadelphia, PA, Field Office ISSP Team Lead Hung Phan, Andover, MA, Field Office ISSP Team Lead Paul Thomas, Boston, MA, Field Office ISSP Team Lead Capitol Region (10 PAX) Chris Forrest, Regional Director Shelly Kozacek, Regional Operations Manager Heather Green, Linthicum, MD, Field Office Chief John Pennington, Chantilly, VA, Field Office Chief Matthew Roche, Crystal City, VA, Field Office Chief
Regina Hellmann, Chantilly, VA, Field Office Chief Julia Ruffini, Linthicum, MD, Field Office Chief Sharon Dondlinger, Crystal City, VA, Field Office Chief Jamie Davis, Linthicum, MD, Field Office ISSP Team Lead Thomas Johnson, Crystal City, VA, Field Office ChiefiSSP Team Lead
Southern Region (15 PAX) Al Sanchez, Regional Director Jennifer Norden, Regional Operations Manager Randy Riley, Regional DAA Frank Malafarina, Division Chief CI Jay Cable, Deputy Division Chief CI Kirk Paulsen, Smyrna, GA Field Office Chief Mark Schoenig, Huntsville, AL Field Office Chief Beth Whatley, Virginia Beach, VA Field Office Chief Ed Wheeler, Melbourne, FL Field Office Chief Richard Hibbs, San Antonio, TX Field Office Chief Regina Johnson, Irving, TX Field Office Chief Heather Simms, St. Louis, MO Field Office Chief Daniel Van Aulen Melbourne, FL ISSP Team Leader Terry Brasel, Huntsville, AL ISSP Team Leader Andy Kesavanathan, Smyrna, GA ISSP Team Leader Western Region (13 PAX) Karl Hellmann, Regional Director Nancy de la Garza, Regional Operations Manager Timothy Weaver, RDAA Michael Stell Colorado Springs, CO Field Office Chief James Dixon, Phoenix, AZ Field Office Chief Debra Habel, Cypress, CA Field Office Chief Clarence Hollingsworth Pasadena, CA Field Office Chief Renee Pilson, San Diego, CA Field Office Chief Tom Montero, San Diego, Division Chief CI Ronald Donley, Tucson, AZ ISSP Team Lead James Sexton, San Diego, CA ISSP Team Lead Joe Webb, Cypress, CA ISSP Team Lead Henry Yeh, Sunnyvale, CA ISSP Team Leader