Effective Intelligence Functions:

Transcription

1 Effective Intelligence Functions: The Role of Management February 13 th, 2006

2 Today s Discussion: Objectives Setting the stage Study description and preliminary findings Applying a management framework to your organization World Bank Group case study British American Tobacco case study Lessons learned, questions, and discussion

3 Objectives To illustrate why management concepts should be included in intelligence education curriculums. Provide a framework of management concepts that can be applied to intelligence organizations. Provide case studies illustrating successful use of the management framework to help intelligence functions adapt to change and improve effectiveness.

4 Setting The Stage In a survey conducted by Kenneth Al Sawka titled If You Can t Live Without Me, Why Aren t You Dead Yet?, 64% of all respondents reported that intelligence users in their organizations were not fully aware of the intelligence unit functions or its outputs.

5 Setting The Stage Mirroring Mr. Sawka s findings was a February 2005, Ostiches and Eagles, Competitive Intelligence Usage and Understanding in U.S. Companies survey that revealed that while a majority of companies surveyed claimed to have an organized competitive intelligence function, most admitted they did not have the means, interest, or understanding to use it properly. In addition, half of the respondents claim that a lack of trained analysts is a key reason why intelligence is not more highly valued inside their companies.

6 Setting The Stage The question that must be answered is How have successful managers of intelligence functions overcome these perceptions and deficiencies to make their intelligence functions more valued and effective within their organizations?

7 McManis & Monsalve Ongoing Study Utilizing a Delphi survey approach, we have targeted corporate security units that utilize intelligence. Essentially the study asked: What are the greatest challenges you face in managing your intelligence function and your security program overall? How do you establish your priorities? What methodologies/processes did you use to gain recognition and success?

8 Preliminary Survey Findings A sea change is underway in the world of corporate security requiring practitioners to add value to an organization by proactively identifying and quantifying risk across all aspects of the business. Multinational corporations want professional subject matter experts capable of understanding and participating in today s s global business environment and making security decisions utilizing the calculus and language of business.

9 Preliminary Survey Findings - Intelligence Corporations are also seeking individuals who not only possess the traditional skills of the security profession but also posses knowledge and expertise in the intelligence profession and, as a result, understand the value and limitations of exploiting information. To be effective, intelligence must be forward- looking and decision relevant. This can only be accomplished with an organizational framework that establishes the intelligence function as an integrated and valued consultant to management for policy formulation and resource allocation.

10 Why Management is Important Management is the mechanism that turns people s efforts into practical achievements. It takes people, processes, resources, and knowledge and transforms them into something the organization values. Effective management: Allows organizations and individuals to achieve established goals. Establishes a mission and vision needed to achieve commitment from employees. Provides direction for organizational efforts that is aligned with business objectives. Provides goals that allow for the measure of success.

11 Creating a Framework for Success Respondents based their success on their ability to design and implement a strong management framework designed to meet objectives that helped their organizations meet stated goals. Terms describing plan components varied, but the descriptions remained almost universal and began with assessing the operating environment. What is our declared mission? Where does my function fit in the organization s hierarchy? Who is in my chain of command and where do they fit in the organizational hierarchy what is their agenda in relation to the stated goals of the organization?

12 Defining Keys for Framework Key 1: Defining A Mission Statement: A brief statement indicating who the group is, what it does, and how it serves. It is oriented to the present reality. Key 2: Defining A Vision Statement: Usually oriented towards the future by addressing questions such as: What does the organization wish to achieve? What does the organization wish to become in the future?

13 Key 3: Effective Organizational Structure Once the mission & vision have been identified, the organizational structure must also be defined. Does present organizational structure makes sense for the environment? Reorganizing for the sake of reorganizing usually does not provide benefits. Structural changes don t easily change behavioral patterns. The two most frequently used by the survey respondents were: hierarchical and matrixed organizations

14 Key 4: Establishing Functions and Processes An examination of how to operate with your available resources. This usually involves human capital and includes activities such as: Defining roles & responsibilities and operating procedures. Defining the knowledge and skill capabilities needed. Providing necessary training to develop skill and knowledge levels. Educating staff on performance expectations.

15 Applying the Framework to an Intelligence Unit Intelligence managers create a framework for defining their roles inside their organizations. The framework also provides a rational method for looking how a unit applies their resources and efforts to different functional requirements. Organization Defined Mission & Vision Organizational Structure Functions & Processes Intelligence Unit Solving Problems? External Environment

16 Function Matrix (Napkin Approach) Function # 1 Function #2 Customer Intelligence Model Used Data Sources Utilized Analytical Tools Used Staff Required Relationships Product/Output Feedback Mechanism

17 The World Bank Group Security Management Function Case Study

18 World Bank Group Overview: The World Bank Group (WBG) provides financial and technical assistance to developing countries around the world. Management Challenge: A new Security Director was brought on to build a global security program capable of protecting WBG s personnel, facilities, and operations worldwide. WBG, Washington D.C.

19 World Bank Group Step 1 Defined the Mission New director met with senior WBG representatives and clarified and redefined performance goals and expectations for the new WBG global security force: Need for in-house forecasting and analytical capability. Need for a global security standards policy to protect WBG personnel, facilities, and business processes. Need for the establishment of executive protection capability. Need for the establishment of continuity of operations capabilities and programs.

20 World Bank Group Step 2: Identified the Organizational Structure Established a worldwide regional security officer platform Created a personal protection unit Created a 24/7 intelligence support capacity The Watch Officers Group Step 3: Established Functions & Processes Established a risk management/mitigation program based on recognized standards and procedures. Established knowledge of and expectation levels for all security provided services among WBG clientele. Built cooperative relationships with governmental and nongovernmental information providers.

21 World Bank Group Step 4: Established the WOG (Watch Officers Group) Intelligence Processes: Developed conceptual models for each intelligence function. Defined the manpower requirement by defining work product (15 analysts). Defined potential clients and support (product) requirements. Defined time frame for each support service forecasting vs. same day tactical. Identified critical internal and external support networks. Performed training needs assessment for analysts corps. Instituted formal training program for WOG.

22 World Bank Group Results The WOG product is now considered an essential element in the decision process for WBG global operations, both for daily operations and for future investment of resources. WOG personnel are now embedded in both Federal and non-governmental intelligence advisory groups.

23 Security Function Management Case Study

24 British American Tobacco Overview: British American Tobacco is the world s second largest tobacco firm. It sells 855 billion cigarettes in more than 190 countries. Brands include Dunhill, Kent, Pall Mall. If has an operating profit of 2,830 million Generates over 22 billion a year in taxes including excise tax for countries.

25 British American Tobacco Security Challenge: Protecting Brand Identity Through Effective Use of Intelligence Differences in excise tax cause two main illicit trade issues for BAT: Counterfeit cigarettes and contraband. Demand: Counterfeiting is driven by market demand, particularly in markets with high excise duties. Illegal profits approach those of drug dealing, but with at lesser risk and with far weaker penalties. The potential profit margin on a standard container (42,000 cartons) of counterfeit cigarettes sold in Western Europe is about US$2million.

26 British American Tobacco Perceived Future Trends: Organized Crime will be more focused on cigarettes because of low punishment. EU Governments will continue to focus efforts on stopping drugs and human smuggling. Existence of old factories, expertise, and unemployment will lead to an increase of illicit production of counterfeit, based on demand. Organized crime groups of different nationalities are coming together due to profitability and low chance of apprehension.

27 British American Tobacco Designing a Successful Management Solution On assuming his new role as Global Security Director for BAT the new director asked the following questions: What is the mission of the security/intelligence function? Does the current organizational structure make sense? What are the core functions the group needs to perform? How will the intelligence function support the mission (People, Products, Processes)?

28 British American Tobacco Step 1 & 2: Defined the Mission and Organizational Structure Counterfeit and Contraband activities violate BAT intellectual property and trademark rights. BAT wishes to act in good will in cooperating with governments to help collect the excise tax. Director decided to replicate the European Security Unit that had been highly engaged and successful in illicit counterfeit and contraband interdiction throughout the BAT security organization. Need for intelligence required that the Brand Enforcement Group report to the security director.

29 British American Tobacco Step 3: Functions & Processes Began to implement a centralized management process for all BAT security functions, bringing all regional security directors directly under the new Global Security Directorate. Began to standardize operational and procedural security standards. Refocused efforts of Brand Enforcement Group to provide: Risk Management Intelligence assess the likelihood of actions that can harm the financial, physical and human assets of the company Produce intelligence to contribute to the business evaluation of the political and security risks in the end market Established working relationships with competitor (JT, PM) analytical groups. Enhanced working relationships with applicable international police and intelligence forces.

30 British American Tobacco Reporting Communication BAT Senior Leadership Law Enforcement/ Competitors Global Security Director Other BAT Functions Brand Enforcement Group Regional Security Office Regional Security Office Regional Security Office Regional Security Office Regional Security Office Local Security Managers Local Security Managers Local Security Managers Local Security Managers Local Security Managers

31 British American Tobacco Step 4: Managing the Brand Enforcement Group (BEG) Intelligence Functions and Processes (Internal) 5 Individuals: 1 Chief, 2 Investigators, 2 Analysts Developing conceptual models for intelligence functions (Effects Based Approach, Target modeling) Defining roles and responsibilities Timeframes for intelligence short term (tactical) vs. forecasting (operational support) Use of Vendors Developing support networks (law enforcement, Overseas Advisory Council, Competitors)

32 British American Tobacco Results: Enhanced standing within corporate structure because they are linked to achieving corporate goal of product protection. Enhanced standing with business community because of their outreach program to competitors and non- governmental intelligence providers.

33 Lessons Learned: Intelligence organizations must integrate themselves into their organization and align themselves with overall business goals. Effective management creates the bridge between technical competency and operational efficiency. Management concepts should be included in intelligence education curriculums.

34 Contact Us: Burley P. Fuselier, Jr. Todd DeBruin