Interdivisional Collaboration Date: Wed, 29 Apr 1998 10:08:59 -0500 To: "A - Division Chief and Staff", "B - Branch Chiefs and Offices", "DC - All District Chiefs" From: "Robert M. Hirsch, Chief Hydrologist, USGS" (by way of Jan Arneson) Subject: Interdivisional Collaboration Cc: " , WRD Archive File, Reston, VA" In Reply Refer To: Mail Stop 409 MEMORANDUM April 28, 1998 To: Senior Staffs, BRD, GD, NMD, WRD From: Chief Biologist (signed) Chief Geologist (signed) Chief Geographer (signed) Chief Hydrologist (signed) Subject: Interdivisional Collaboration Over the past few years, the U.S. Geological Survey (USGS) has focused on improving interdivisional collaboration to enhance our ability to conduct integrated science using our skills in biology, geography, geology, and hydrology. We believe that increased interdivisional collaboration will strengthen the USGS. It is time that we examine and refine some of our approaches to collaboration, learn from our mistakes, and build upon our successes. This memorandum represents a step. There will be more steps in the future as we continue to find better ways to foster collaborative science. Some of our greatest successes in interdivisional collaboration have involved the development and/or application of new technologies from one Division into the work of another Division. These include, for example: geophysical instruments and methods, remote sensing applications and water-quality sampling methods. Scientists often are aware of emerging technologies through the scientific literature. It also is important that USGS managers become aware of the new USGS technologies so that opportunities for their application can be considered during project development. Regional Councils can, and do, play a constructive role in interdivisional collaboration. For instance, the Councils have organized teams to plan and develop large integrated programs such as regional ecosystems and the CALFED program for restoration of the San Francisco Bay/Delta. They have held meetings to facilitate communication among scientists and managers within their Region regarding programs, capabilities, and technologies. They also have worked to prevent or resolve conflicts that have occurred during program development or execution. We encourage the Regional Councils to continue to play these important roles in the collaborative process. USGS Divisions have developed along very different historical paths with regard to their relationships with external clients. As a result, the Divisions have different administrative and management practices. Thus, efforts by multiple Divisions to deal collectively with the same customers are challenging. We strongly encourage greater communications throughout the USGS to reduce surprises, educate USGS employees regarding successes, and minimize the number of cases where we have conflict. The greatest opportunity for developing relevant interdivisional projects with our external partners is at the field level. Experience in developing these projects has shown that whenever an external partner is included, it is essential that project proposals are prepared as unified USGS proposals, presenting a single statement of work with one proposed budget (which consolidates the direct and indirect costs of each participating cost center), rather than separate proposals by individual Divisions. This process is described in the Survey Manual (Chapter 501.1.3N). When unified proposals are used, business practice differences are less apparent to the cooperating agency. This approach can be used to combine multi-divisional resources and leverage a project with reimbursable funds. Separate proposals to the same customer from each Division have caused problems with cooperators and have created dysfunctional relationships among Divisions. We can avoid these unfortunate problems if we make appropriate use of our USGS State Representatives and Regional Councils to promote better communication and facilitate interdivisional project development and planning. Although communication between Divisions and State Representatives has improved, we need to take greater advantage of our interdivisional strengths. We request that State Representatives be made aware of meetings with cooperating agencies in their State. In those situations where interdivisional opportunities exist, the State Representatives should work closely with all appropriate Division(s) to help ensure that a unified USGS approach and image are presented. It is important that discussion between principal scientists and managers from each Division take place early in the development of an interdivisional project. Project goals and the allocation of effort and funding should be worked out between the Divisions before proposal documents are submitted to potential cooperators. The responsibility to move the bureau forward towards improved collaboration is one that we, as members of the Policy Council, share with you, the field-based managers of the bureau. The Policy Council has asked the Regional Councils to examine the various possible impediments to interdivisional collaboration and based on the insights gained from this process we are committed to making any changes in regulations or practices that are needed to help facilitate the process. Some of the issues that will certainly be considered are: differing assessment rates and practices, delegations of authority, rules governing funding transfers, and technical communication between divisions. Please work through your representatives to the Regional Councils to make sure that your concerns about possible barriers are considered in this exercise. Recognizing that some changes in policies and regulations may be needed there is still a great deal that we can all do to enhance collaboration today. We appreciate the help you have already provided in making collaboration a reality in the USGS. We recognize that it isn't easy. Truly integrated interdisciplinary projects are rarely easy to develop and execute. However, we believe that effective collaboration is important to the future success of the USGS, and that you, the managers within the USGS, play the pivotal role in the collaborative process. We trust that you will continue to communicate with us about your concerns, suggestions, and successes. We will use your input to develop further steps to improve the process. Thank you for your ongoing help in this important matter. WRD Distribution: A, B, DC *************************************************************** * Robert M. Hirsch rhirsch@usgs.gov * * 409 National Center 703-648-5215 * * U.S. Geological Survey fax 703-648-5002 * * Reston, VA 20192 * ***************************************************************