Lots of family and friends, and readers of this blog have asked what is it I do at Dover Air Force Base on a daily basis and what's it like. As you know I arrived mid-February via cross country drive from Portland w/ my father-in-law and started the quick acclimation back to uniform. The Joint Personal Effects Depot (JPED) was preparing to move its entire operations from Aberdeen Proving Ground (APG), Maryland, where it had been stood up since March 2003 to Dover AFB, Delaware to be co-located on the Port Mortuary campus. A small group of us who lived in/near Dover as a result commuted 3 hours round trip every day during the work week from Dover to APG departing 6:30a and not returning until well after 7p, and some days after 9p, pending mission requirements. The first few weeks were personal effects (PE) training, everything from pre-inventory to cleaning/laundering, to final-inventory/final preparation of returning the PE back to the families of the fallen or wounded service members.
You've Been ReassignedOne Friday morning I arrived, the Commander, Lieutenant Colonel Kyburz called me and the Executive Officer (second-in-command), Major Highsmith in and told us that I'd be the assistant S-2/3 (Plans, Training & Operations Officer) to Major Baker who was overseeing the S-2/3 area, and to prepare for the morning staff meeting. As directed, I was there. It was great meeting the key players of the organization. Immediately, I went into overdrive to meet everyone, assess the challenges facing us, figure out current and future plans, training requirements (meeting up w/ the units Training Senior Non-Commissioned Officer, Sergeant First Class Craig), the security team led by Sergeant First Class Waite, operational procedures, and most critical getting up to speed on the upcoming high-visibility ribbon cutting ceremony at Dover and phased move-in. That day, Major Baker and I had until close of business to figure many things out, understand where major documents and files were on the hard drive, command staff requirements (and how to put them together--many reports/powerpoints) to ensure higher headquarter requests as he'd be heading to night shift the following Monday to be the senior officer on the ground and a summary court martial officer.
In order to coordinate, integrate and synchronize planning, the four senior leaders, the commander, executive officer, first sergeant and myself met every morning without miss to review everything on the table. Three of the most pressing--upcoming Ribbon Cutting Ceremony attended by over several dozen distinguished visitors, phased move-in to Dover, and continuing to press forward on the vital mission ahead without disruption.
Ribbon Cutting Ceremony (RCC)
The highest ranking senior military would be a Lieutenant General (3-star) from the Pentagon, the two Delaware U.S. Senators, and both Mayors of Dover and Camden as well as senior wing commanders from across Dover AFB, and a host of high ranking officials in the casualty & mortuary world from the beltway. The commanders intent was simple: first-class event. All hands on deck. On top of our mission of processing PE, oversight and general day-to-day operations, was planning a major one-time event. Over several weeks we briefed our senior commanders at Ft. Knox, Kentucky on the plan, everything from time of arrival to movement of personnel once inside. We hosted dozens of meetings at our new facility w/ base protocol and other key players that would help determine the success. As the day neared and more RSVPs came in, it occurred to me that while a few of us knew the details of the ceremony, there was no briefing already prepared to get all military assigned on the same page. One morning we determined how we would utilize some military that day, and within an hour I had produced a briefing that would be used to give everyone the plan of the day. Think Blink. The commander and executive officer briefed it that afternoon to all the military. That evening we briefed the boss' boss. Everyone now knew.
I had been tasked to oversee the RCC command/operation cell. As we neared the day, we planned out every detail using tagged coins on a map, from who was escorting the Assistant Secretary of the Army to briefers of the section functions. The week of 15 April, we fine tuned the details of the day w/ senior leadership from higher headquarters. While we had an evolving count of who was coming, what we didn't have was a one-stop tracking mechanism once they were inside our building. My boss' boss, Colonel Teolis, Director of the United States Human Resources Command Casualty & Mortuary Affairs Operations Center, had told my commander about a sync matrix, a spreadsheet that would clearly define who was coming, when they were coming, which events they would attend, and who was their escort. I remember the boss turning to me with a handwritten yellow paper with some writing, horizontal and vertical handmade graphs, and said come back in an hour. Without hesitation I started punching away and sync'ing all data from every direction, from the RSVP cell to the powerpoints, from emails to calls coming into our first sergeant. Within hours I was briefing my boss, and in the end along w/ my assistant, Captain Richardson briefed senior leaders on the plan. The colorful spreadsheet was used to quickly get a snapshot of who was coming, when, where they would be, method of transportation, and key player involvement. Document approved, we continued forward using this document all the way
through the ceremony. That afternoon, and post-RCC, I escorted our visitors through the Charles C. Carson Air Force Mortuary Affairs Operations, and the Center for Families of the Fallen/Fisher House next door. I remember the after action review (AAR) towards the end of the day the boss asked how we thought we all did. The general feeling was that we were all in the presence of a fine team, and fortunate to be on the ground at this moment in our nation's history.
Dover AFB
Post-April, and once on the ground at Dover AFB, I quickly immersed myself in preparation for the arrival of the first element, 29 hardworking individuals that would begin two weeks of new PE single-cell training. Immediate task was reviewing, assessing and rewriting our Standard Operating Procedures (SOP) to reflect Dover AFB. Taking a 290-page SOP, I broke the thing down to something more user friendly, consumable and easier to read for the team. Over a few weeks, I had been tasked two outstanding Serco contractors and members of the team that would bring their best editing skills, and operational expertise to the mat where along w/ key veterans of the organizations, we would make first draft revisions of almost every section in the operation, from scratch, setting the foundation for actual operational refinements, with the vision of creating SOP/Technical Handbooks for every section. As the chief editor, we went line by line eliminating extra verbage, extra paragraphs, repeated lines, reformatting the entire document to just a few pages. Two weeks ago, I created a staff summary sheet that I used to staff the draft section SOP/Technical Handbooks to sections providing a simple method to empower the operators to make edits in the document to reflect reality on the ground, while providing command and control at the editor level, and seamless command & staff approval process. As a colleague mentioned, "when people are held accountable and their signatures are on the line, we'll get closer to a more finished product." Indeed, its powerful to witness total team effort, under one plan, one goal.
As a tenant of Dover AFB, one of the first action items for the command was appointing a gatekeeper, a protocol officer that would notify base of who, if any, distinguished visitor was coming. I remember the email from our first sergeant to the commander in April: "I believe Captain Molina would be best--recommending him for Gatekeeper." Command approved, I was off. Over the past two months, we've hosted a dozen distinguished visitor (DV) visits, from general officers to Capitol Hill permanent staff. During the RCC, I had established a relationship w/
AFMAO's Protocol Officer, 1st Lt Jennifer Stewart, and I discussed right away the need to have "joint protocol." One morning, I invited 2d Lt Lauren Longnecker to breakfast to AAR the previous DV visit. On the agenda: Joint Protocol. We distinctly knew that the proximity of our organizations, our missions, we knew that 9/10 DVs visiting AFMAO would certainly be asking about the neighbor next door. AFMAO had developed a very concise 10-point visitor request form, very clean. I ended up not reinventing the wheel and using the entire form in its entirety and changing approval authorities and the header making it easier to copy/paste data streamlining the protocol process. In addition to handling request, I implemented visit itineraries to quickly provide our leadership snapshots of the DV times, and an in building call sign to make command group that DVs have arrived. While our command approves some requests, some requests don't surface. Telling folks no because we have a mission to run is part of the protocol job. Ending the week, the AFMAO commander next door asked that I be the narrator for an ceremony in their building where we would be honoring a soldier on their team. I obliged. I admit I was nervous at first, podium and everything, but after some rehearsals we were good to go. We adjusted on the fly. The ceremony went without a hitch. We honored Lieutenant Colonel Nicholson's tenure and service as Chief, Dover Port Mortuary Team, Army Liaison Team.
Daily ritual (although no two days are the same): Work out
Arrive at the office
Check w/ our staff, respond/send emails, respond to voice mails, review and make edits daily plan, check to determine DVs in the area
Leaders huddle
Edit reports/slides for the director, submit
Respond to DV requests
Edits to intranet SharePoint website *tabs, calendar, permissions etc., meetings w/ the developer
Edit section slides & sync other sections slides into the staff input slides *master
Facilitate training meetings w/ key personnel
Review, edit SOP/Technical Handbooks, meet w/ operators
Publish executive summaries for the boss
Field external and higher headquarter inquiries
Review, brief DV approved visits to command group; host DVs in coordination w/ AFMAO & base protocol
Strengthen community relations ties and advance public affairs opportunities
Assess, identify, and field new ways to complete the mission with speed and accuracy, supporting Summary Court Martial Officers and section personnel by whatever means necessary.
If you have any further questions. Let me know.