READ-AHEAD FOR DIRECTOR, DEFENSE …pogoarchives.org/m/ns/dss/read-ahead-for-dss-leadership-conf...READ-AHEAD FOR DIRECTOR, DEFENSE SECURITY SERVICE Subject: 2011 Industrial Security

READ-AHEAD FOR DIRECTOR, DEFENSE SECURITY SERVICE

Subject: 2011 Industrial Security Field Operations Leaders Conference

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: 210-224-6500, 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

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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)

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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

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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

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08:30- 09:30

09:30-11:00

11:00- 11:15

11:15- 12:30

12:30- 13:30

13:30- 15:30

Attachment B

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

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Attachment C

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

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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

Leadership:

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• 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

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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

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o ISFO senior leaders will work as a team to develop and implement National solutions

o 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

o Training

Closing thoughts

- Continue to assess knowledge shortfalls (i.e., FOCI) in region and work with SET A to resolve

- Instill leadership training in all positions

• 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

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Attachment D

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

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Front Office (1 PAX) Stan Sims, Director

ISFO (6 PAX)

Attendee List (88 PAX Total)

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

Attachment E

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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

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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

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