THE WELCH COMPANY
440 Davis Court #1602
San Francisco, CA 94111-2496
415 781 5700
S U M M A R Y
DIARY: November 6, 2007 07:00 AM Tuesday;
Morris visit to begin developing Windows version SDS.
2...Review Prior Meeting for Common Understandings Not Performed
....1...Version Control Record Integrity Lock Down
........Deliberative Analysis Reduce Mistakes Increase Innovation
........Refine Accuracy Expand Span of Attention over Days Weeks Months
....2...Data base design.
3...Experience with Contacts Software Aids Starting Work on SDS Program
4...Contacts Initial Design Development Effort SDS Windows Version
5...Design SDS Contacts Aided by Experience Using Other Contact Software
6...Progress on Contacts Overcome Difficulties Understanding Knowledge Management
7...Design Knowledge Management Hard Journey Ends in Failure Without SDS
8...Wheel for Knowledge Must be Invented to Avoid Reinventing the Wheel
9...Case Study Contacts Design Improved with Planning
10...Contacts Track Stable Data Complements SDS Dynamic Records
11...Collaboration Telecon Gary Morris Rod SDS Windows Design
12...Use Cases Contacts Manage Stable Data for Organizations Individuals
13...Contacts Complex Flexibility Expands Support for Critical Use Cases
14...Password Computer Network Access Example Contacts Stable Data
15...Data Structures Contacts System 2 Primary Data Bases
16...Link Personal Contacts Data to Organizational Records
17...Data Structure Contact Records Software Code Begin
18...Contact Records Data Structure Software Code Begin
19...Code Begin Data Structure Contact Records Software
20...Organizational contacts data structures include...
21...Follow Up Planning and Opportunities
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SDS Windows Application Review Design Scope Requirements Version Con
1503 - ..
1504 - Summary/Objective
150501 - Follow up ref SDS 64 0000, ref SDS 23 0000.
150503 - Decided to begin work on the Contacts system. ref SDS 0 W889
150504 - Discussed background on current design. ref SDS 0 WL8F Called Gary
150505 - and reviewed complexity of Contacts management with flexible fields to
150506 - integrate with SDS, including doc log system. ref SDS 0 FL37 Contacts
150507 - manage relatively stable data that complements daily dynamic history
150508 - captured in SDS records. ref SDS 0 FL50 Began writing initial code to
150509 - outline classes of data structures for Contacts management that
150510 - identifies individuals within organizations, and as a separate data
150511 - base. ref SDS 0 WM74 Plan follow up next week Monday or Tuesday to
150512 - review progress and adjust course. ref SDS 0 JR97
150518 - ..
1508 - Background
150901 - Review Prior Meeting for Common Understandings Not Performed
150903 - Follow up ref SDS 64 V35O.
150905 - We did not take time today for review of work leading up to efforts
150906 - today
150908 - 1. Prior meeting on 070907. ref SDS 64 0001
150910 - ..
150911 - 2. Subject Index improvments on 071010, ref SDS 68 0001, with
150912 - explanation of context management concepts, obectives and
150913 - implementation. ref SDS 68 01DF
150915 - ..
150916 - Gary mentioned the subject index, during a call reported below.
150917 - ref SDS 0 5Q3K
Document Management Version Control Multi-user System Software Data
4204 - Progress
420501 - ..
420502 - 1. Version Control Record Integrity Lock Down
420503 - Deliberative Analysis Reduce Mistakes Increase Innovation
420504 - Refine Accuracy Expand Span of Attention over Days Weeks Months
420506 - ..
420507 - We went for a walk 2 - 3 miles this morning and continued
420508 - discussion on 070907 about version control and "lock down" for
420509 - record integrity. ref SDS 64 6I4N Morris related experience at
420510 - Intel and perhaps Chips where "record lockdown" seemed useful
420511 - for evidence in court testimony to resolve disputes. He
420512 - explained requirements for a multi-user software program to
420513 - support "lock down" practices.
420515 - ..
420516 - On 911123 Morris noted SDS enables a unique working method.
420517 - ref SDS 10 4930 On 911130 California Supreme Court Mosk
420518 - commented favorably on SDS support for accurate records.
420519 - ref SDS 11 P15J On 010924 Morris said there is no other
420520 - software like SDS for doing analysis, ref SDS 37 XT5F, shown by
420521 - this record. Earlier on 010103 Superior Court Judge Douglas
420522 - commented favorably on SDS support for legal practice in a
420523 - trial, including analysis for adjudication. ref SDS 34 0001
420525 - ..
420526 - SDS empowers people to work quickly and accurately for saving
420527 - lives, time, and money, ref SDS 64 1M7J, by "connecting the
420528 - dots" to understand causation. Accurate understanding requires
420529 - continual refinement of the record to improve accuracy of
420530 - "knowledge," called out by Peirce reviewed on 000515.
420531 - ref SDS 28 7380 Traceability to original sources aligns work
420532 - to verify accuracy, reviewed on 950721. ref SDS 18 1740 Only a
420533 - small fraction, less than 1% of the record will ever be
420534 - involved in formal dispute resolution. Proposals to avoid
420535 - refinement of accuracy for all the work in order to use less
420536 - than 1% of the record for litigation support ensures greatly
420537 - expanding the number of mistakes, delays, loss, and conflict
420538 - that will require more litigation.
420540 - ..
420541 - Court's have many methods to test correctness of the record by
420542 - taking direct testimony, and cross checking against multiple
420543 - sources.
420545 - ..
420546 - The meeting today, for example, will take several days to
420547 - construct a record for managing work going forward, and will
420548 - experience continual review adding links to maintain alignment.
420549 - Distribution of the record provides a check on "padding the
420550 - record" to misrepresent understandings and intentions.
Contacts Experience Using Microsoft Outlook Netscape Mozilla Thunder
670401 - ..
670402 - 2. Data base design.
670404 - SDS is a "data base" or a "list file" discussed on 070907.
670405 - ref SDS 64 JQ88 Gary's SDS record on 070823 updates Morris'
670406 - outline of SDS components. ref SDS 62 WJ5H
670408 - ..
670409 - SDS integrates "data bases" listed on 070907. ref SDS 64 1998
670411 - ..
670412 - Gary cited requirements for integration during the call this
670413 - morning, per below. ref SDS 0 FL37
670416 - ..
670417 - Experience with Contacts Software Aids Starting Work on SDS Program
670418 - Contacts Initial Design Development Effort SDS Windows Version
670419 - Design SDS Contacts Aided by Experience Using Other Contact Software
670420 - Progress on Contacts Overcome Difficulties Understanding Knowledge Management
670422 - Follow up ref SDS 64 JQ88.
670424 - Discussion on 070907, ref SDS 64 JQ88, and again today during the walk
670425 - this morning, per above, ref SDS 0 6I4N, reflects widespread
670426 - difficulty developing tools that advance from information to knowledge
670427 - management. Similar debates occurred with invention of the transistor
670428 - at Bell Labs in the 1940s, reported on 960304. ref OF 17 8D4N
670430 - ..
670431 - Morris feels Contacts provide a good place to start designing a new
670432 - version of SDS. Limited experience using SDS presents a challenge of
670433 - orientation on what to build, illustrated by the meeting at Chips on
670434 - 910520, ref SDS 9 I66F, and the call on 920215. ref SDS 12 5820
670435 - Earlier on 911123 Morris noted that SDS supports work practices that
670436 - are not commonly used. ref SDS 10 4930 This reflects the distinction
670437 - between "information," and "knowledge" management, reviewed on 020608,
670438 - ref SDS 40 JA57, Information technologies for wordprocessing, and
670439 - spreadsheets to accomplish familiar tasks of writing and mathematics
670440 - are widely understood.
670442 - [On 071113 Gary recommends not starting development of Windows
670443 - application for SDS by first creating a Contacts system.
670444 - ref SDS 69 LY4V
670446 - ..
670447 - [On 080206 Morris seems to be planning generic contacts,
670448 - similar to programs used for email will be adequate for SDS
670449 - Windows application. ref SDS 74 C77K
670452 - ..
670453 - Design Knowledge Management Hard Journey Ends in Failure Without SDS
670454 - Wheel for Knowledge Must be Invented to Avoid Reinventing the Wheel
670456 - Projects to develop Knowledge management tools have all failed because
670457 - people cannot agree on what to build, illustrated by IBM's experience
670458 - reported on 001130 giving up on converting Lotus Notes into Knowledge
670459 - Management capability. ref SDS 32 F26K Similarly, the OHS/DKR project
670460 - design failed to follow a coherent, focused direction, reported by
670461 - Eric Armstrong on 000824. ref SDS 30 MVE8 People spent all of their
670462 - time searching the Internet and "collaborating" to find tools with
670463 - code that avoids "reinventing the wheel," shown by case study on
670464 - 070913, ref SDS 66 YN4H, and citing the record at SRI on 000324.
670465 - ref SDS 26 JY4F This failed because the "wheel" of intelligence that
670466 - converts information into knowledge needs to be invented in order to
670467 - avoid being reinvented, and the design is counterintuitive, noted by
670468 - Morris on 920215. ref SDS 12 5820
670470 - [On 071212 difficulty focusing on SDS requirements delays
670471 - progress. ref SDS 70 W889
670473 - ..
670474 - [On 080104 Morris discussed difficulty understanding SDS
670475 - scope and design; asks why SDS improves productivity, and
670476 - cites support for memory and diligence using good
670477 - management practices consistently. ref SDS 72 EM9F
670479 - ..
670480 - SDS has proven effective for improving daily "knowledge" work, noted
670481 - by Jack Park on 001130, ref SDS 33 H17O, and later by Eric Armstrong
670482 - on 010913, ref SDS 35 1U3O, and again on 010916, ref SDS 36 0001, and
670483 - again by Eric on 020530, ref SDS 39 Y89F, and noted further by Morris
670484 - on 010924. ref SDS 37 XT5F
670486 - [On 071220 case study shows Jack Park strong support for
670487 - SDS design that enables useful capabilities. ref SDS 71
670488 - M53N
670490 - ..
670491 - The essential ingredient for designing software is experience. This
670492 - is true for wordprocessing, editors, spreadsheets, flow diagram tools;
670493 - and it is true for SDS, since it is the only Knowledge Management
670494 - technology available.
670496 - ..
670497 - Morris had a lot of experience using full-screen text editors that
670498 - guided his work developing Medit in the early 1980s, cited in the
670499 - history of SDS on 000723. ref SDS 29 JP4J Morris has no experience
670500 - using SDS. On 890809 he described a personal management practice of
670501 - not using computers. ref SDS 3 8812 Instead, he uses a bound notebook
670502 - to manage the record of daily work. ref SDS 3 HJ4J This is common
670503 - everywhere, including IBM, also noted by Ross on 890809. ref SDS 2
670504 - E641 In fact, using computers conflicts with the culture of
670505 - management, reported on 920402. ref SDS 13 0344
670507 - [On 080318 Morris showed a small 3" x 4" notebook used for
670508 - meetings and stored in a shirt pocket. ref SDS 75 9G6U
670510 - ..
670511 - On 910520 Morris tried using SDS, ref SDS 9 655O, and indicated
670512 - understanding the design to "debug" daily work, similar to the way he
670513 - corrects problems in software programs. ref SDS 9 I66F On 911123 he
670514 - described SDS as a "new way of working. ref SDS 10 4930 This aligned
670515 - with analysis of SDS by Justice Mosk, with the California Supreme
670516 - Court, noting that SDS is a "whole new ballgame," on 911130.
670517 - ref SDS 11 6LSY On 920215 Morris gave up trying to use SDS because
670518 - the design is counterintuitive. ref SDS 12 5820
670520 - [On 080104 Morris discussed difficulty understanding SDS
670521 - scope and design; asks why SDS improves productivity, and
670522 - cites support for memory and diligence using good
670523 - management practices consistently. ref SDS 72 EM9F
670525 - ..
670526 - [On 080127 letter to Morris Jones cites question on 080104
670527 - about reasons for SDS support for Knowledge Mangement,
670528 - which has not been accomplished by other technologies;
670529 - recommends reviewing record on 960304 reporting Vannevar
670530 - Bush vision for using computers to perform electronic
670531 - records management that sets a good agenda for advancing
670532 - from information to Knowledge Management. ref SDS 73 ON3X
670534 - ..
670535 - Accordingly, the new design should replicate the platform of the
670536 - existing SDS program. Otherwise, lack of understanding about scope
670537 - will again drive efforts in disparate directions, causing anger and
670538 - furstrations with people asking "what are we trying to accomplish,"
670539 - see case study on 020530. ref SDS 39 EF7I Communication on the
670540 - current project will breakdown into conflict, degrading productivity
670541 - to zero, as occurred on previous Knowledge Management projects, shown
670542 - by case studies on...
670544 - a. Giving up because nobody
670545 - understands knowledge............. 020608, ref SDS 40 QV5G
670547 - ..
670548 - b. Strong advocates for KM gave up
670549 - objectives........................ 021031, ref SDS 45 LG9H
670551 - ..
670552 - c. Knowledge Mangement 3 goals everybody
670553 - has given up on all............... 070126, ref SDS 56 QH8L
670555 - ..
670556 - [On 071212 Gary proposes relying on experience using SDS
670557 - to maintain current design. ref SDS 70 0593
670559 - ..
670560 - Difficulty getting agreement about "knowledge tools" can be bridged by
670561 - starting with elements that have general concensus through shared
670562 - experience, reported on 070907. ref SDS 64 RW8H Morris' experience
670563 - using Microsoft Outlook and software like ACT, can help guide scope to
670564 - develop a new SDS Contacts system, along the lines planned previously
670565 - on 041107. ref SDS 54 PE90
Contacts Knowledge Management Track Stable Data People Organizations
910401 - ..
910402 - Case Study Contacts Design Improved with Planning
910403 - Contacts Track Stable Data Complements SDS Dynamic Records
910405 - After the hike, we looked at a few SDS contact records. This
910406 - illustrated design concept to track stable data in Contact records,
910407 - and capture dynamic daily working information associated with contacts
910408 - in SDS records, explained on 041107. ref SDS 54 CR6F
910410 - ..
910411 - [On 071113 reviewed advantages of starting design for
910412 - new application of SDS by building a Contacts system
910413 - that has elements familiar to engineers. ref SDS 69 W889
910415 - ..
910416 - Morris asked how the SDS Contacts system was designed? A case study
910417 - shows...
910419 - ..
910420 - 1. Base design occurred during March
910421 - of 1991, and continued through
910422 - 1993, example..................... 910311. ref SDS 6 0134
910424 - ..
910425 - 2. Contact format representation in
910426 - SDS records....................... 910312, ref SDS 7 MX5I
910428 - ..
910429 - 3. Contact diagnostics on history of
910430 - usage............................. 910314, ref SDS 8 V381
910432 - ..
910433 - 4. Contact data structures
910434 - were changed...................... 930417. ref SDS 15 QL9J
910436 - ..
910437 - 5. Major improvements in 1998 were
910438 - planned........................... 980601. ref SDS 22 4741
910440 - ..
910441 - 6. Correspondence template data
910442 - structure developed............... 021013, ref SDS 41 UZ3N
910444 - ..
910445 - 7. Contact data structures revised
910446 - for doc log management............ 021019, ref SDS 42 4741
910447 - Changes to data structures
910448 - were made................................. ref SDS 42 5100
910450 - ..
910451 - 8. Document log management letterheads
910452 - and salutations writing letters
910453 - for others........................ 021025. ref SDS 43 R69G
910455 - ..
910456 - 9. Writing letters supported by
910457 - Contacts system is
910458 - explained......................... 021027. ref SDS 44 5G3K
910460 - ..
910461 - 10. Scope Contacts system and functions
910462 - that integrate with SDS records
910463 - including document log
910464 - system............................ 041107, ref SDS 54 CR6F
910466 - ..
910467 - 11. Contacts simplify command and control
910468 - of complex relationships between
910469 - people and organizations.......... 041107, ref SDS 54 U58M
910471 - ..
910472 - 12. Alternate index listings for
910473 - people and organizations
910474 - improved.......................... 041107, ref SDS 54 WH7L
910476 - ..
910477 - 13. Confidentiality................... 030502, ref SDS 47 0001
910479 - ..
910480 - Morris feels the evolutionary design of SDS contacts enables planning
910481 - to develop a better system.
Collaboration SDS Windows Application Design Integration Synergy Fea
AN04 - 0952
AN0501 - ..
AN0502 - Collaboration Telecon Gary Morris Rod SDS Windows Design
AN0504 - We called Gary at Boeing.
AN0506 - ..
AN0507 - Gary mentioned the Subject Index is a unique feature of SDS, discussed
AN0508 - recently concerning improvements on 071010. ref SDS 68 01DF Gary's
AN0509 - letter on 070904 discussed SDS context management in relation to
AN0510 - common practice of filing everything under miscellaneous. ref SDS 63
AN0511 - DU5U Jack collaborated with observations in a letter on 070907.
AN0512 - ref SDS 65 GM9T Jack expanded analysis of SDS in a follow up letter
AN0513 - on 070913. ref SDS 66 9T4R
AN0515 - ..
AN0516 - Gary emphasized this morning that smooth integration so each feature
AN0517 - supports the other, cited in POIMS, ref OF 7 8559, gives SDS the power
AN0518 - to support knowledge management, previously noted by Jack Park in his
AN0519 - letter on 001130, ref SDS 33 H17O, and explained in POIMS. ref OF 7
AN0520 - K84L
Contacts Comprehensive Design Complex Flexibility Expands Support Or
BL0401 - ..
BL0402 - Use Cases Contacts Manage Stable Data for Organizations Individuals
BL0403 - Contacts Complex Flexibility Expands Support for Critical Use Cases
BL0405 - Gary explained that SDS contacts management is robust, reviewed on
BL0406 - 041107, ref SDS 54 U58M, and therefore complex (see explanation of
BL0407 - "complexity" on 040312, ref SDS 49 1D6I and ref SDS 49 CA5I) Contacts
BL0408 - records provide routine "order" and functions that help people
BL0409 - simplify management of complexity to increase productivity, reviewed
BL0410 - on 040312. ref SDS 49 5P9I
BL0412 - ..
BL0413 - Contacts records were reviewed on 041107, ref SDS 54 WH7L, which also
BL0414 - lists the scope and purpose of the system. ref SDS 54 CR6F
BL0416 - ..
BL0417 - Integration with SDS records, and document construction and management
BL0418 - yields synergy to efficiently implement 8-steps of Communication
BL0419 - Metrics, listed in POIMS. ref OF 9 685K Today, Gary suggested not
BL0420 - working on Contacts as the first priority, but rather start with SDS
BL0421 - records using data structures in his record on 070823, ref SDS 62
BL0422 - 0001, and cited during the meeting with Morris a few weeks ago on
BL0423 - 070907. ref SDS 64 RU5J
BL0425 - ..
BL0426 - Morris noted flexibility of SDS Contacts designed to manage relatively
BL0427 - stable identification data and relationships on people and
BL0428 - organizations, listed in the record on 041107. ref SDS 54 CR6F Fixed
BL0429 - data entered in flexible fields for Contacts uses line numbering
BL0430 - scheme that complements SDS records for tracking dynamic information
BL0431 - on objectives, requirements, commitments, work performed,
BL0432 - communications, etc, that are managed with chronology, context, and
BL0433 - connections, explained in POIMS. ref OF 9 6M4K Advantages of line
BL0434 - numbers to support flexible structure were reviewed in the record on
BL0435 - 890523. ref SDS 1 5C6L
BL0438 - ..
BL0439 - Password Computer Network Access Example Contacts Stable Data
BL0441 - Follow up ref SDS 63 DU4Y, ref SDS 61 HE6N.
BL0443 - Use case storing stable data for organizations and individuals was
BL0444 - illustrated this morning trying to remember the password to connect
BL0445 - c15 with Morris' wireless network system. During a prior visit on
BL0446 - 070625 Morris made a cable connection to c14 from the temporary
BL0447 - computer setup we used in the dining room to his modem down the hall
BL0448 - in the computer room. At that time, he used network account
BL0449 - identification from personal memory, ref SDS 59 IQ6J, and this was
BL0450 - successful accessing the Internet. ref SDS 59 IQ69 Today, months
BL0451 - later memory has faded with the passage of time. The password Morris
BL0452 - remembered failed. Several alternate password and ID schemes were
BL0453 - tried. Nothing worked. Morris indicated this type of "fixed" data is
BL0454 - difficult to remember. Since the data is stored on the computer,
BL0455 - people do not enter it regularly enough for accurate memory, when the
BL0456 - need arises, as today.
BL0458 - ..
BL0459 - Since the various passwords tried from memory all failed, Morris tried
BL0460 - to find the network connection password stored somewhere on the
BL0461 - computer.
BL0463 - ..
BL0464 - Earlier, Morris noted on 960406 that everybody has problems finding
BL0465 - information on computers, which causes a lot of stress, anxiety, and
BL0466 - frustration. ref SDS 19 4249 On 011003 information overload on
BL0467 - computers paralyzes productivity because nobody can find anything.
BL0468 - ref SDS 38 EC5N A year later on 021108, Bill Gates announced work to
BL0469 - make searching to find things with Microsoft programs fast and easy.
BL0470 - ref SDS 46 EF5I On 070126 search technology for computers has become
BL0471 - the Holy grail of productivity to find information quickly piling up
BL0472 - on computers, and in time to be effective. ref SDS 56 B35L
BL0474 - ..
BL0475 - On 070625 Morris invested a number of hours using new tools to index
BL0476 - everything in order to make searching to find information on his
BL0477 - computers fast and easy. ref SDS 59 IE8K Today, had to give up
BL0478 - connecting the computers on the wireless network because the password
BL0479 - could not be found with high performance search indexing technology.
BL0481 - ..
BL0482 - Difficulty finding details can occur in part because everybody files
BL0483 - everything under miscellaneous, reported in a book cited by Jack Park
BL0484 - on 070729. ref SDS 61 HE6N
BL0486 - [On 080318 people cannot find correspondence stored on computers
BL0487 - in Microsoft Outlook directories, and in time to get things done,
BL0488 - ref SDS 75 GZ7J, even using search and computer indexing.
BL0489 - technologies. ref SDS 75 0R6G
BL0491 - ..
BL0492 - [On 080531 Morris gets a lot of email; tries to avoid filing
BL0493 - everything miscellaneous by putting some documents in separate
BL0494 - folders; figuring out folder names and differentiating context is
BL0495 - a lot of work. ref SDS 76 U26H
BL0497 - ..
BL0498 - The problem today connecting to the wireless network Morris uses seems
BL0499 - similar to using the wirless network at UCSF. The username and
BL0500 - password are stored in the SDS Contact record for UCSF, reported on
BL0501 - 070719. ref SDS 60 HT6F
Contacts Data Structures 2 Primary Data Bases Personal Organizationa
CJ0401 - ..
CJ0402 - Data Structures Contacts System 2 Primary Data Bases
CJ0404 - On 970907 follow up was planned to write up an expanded version of SDS
CJ0405 - product specification. ref SDS 64 JR97 Morris began this work today
CJ0406 - by outlining data structures for the Contacts system with Windows
CJ0407 - development tools using C software programming.
CJ0409 - ..
CJ0410 - SDS Contacts comprise 2 primary data bases...
CJ0412 - 1. Organizations
CJ0414 - ..
CJ0415 - 2. Individual people.
CJ0417 - ..
CJ0418 - Contact record data structure was reviewed most recently on 041107.
CJ0419 - ref SDS 54 CR6F This is updated for organizations today, as shown
CJ0420 - below. ref SDS 0 0R4H
CJ0422 - ..
CJ0423 - Individual contact records are similar to a personnel file, and so
CJ0424 - will be more extensive than data maintained for an individual listed
CJ0425 - in the organizational contact file.
CJ0428 - ..
CJ0429 - Link Personal Contacts Data to Organizational Records
CJ0431 - There should be a link between people listed in organizational
CJ0432 - contacts, and their individual contact record. Similarly, there
CJ0433 - should be links from organizations in individual personnel contact
CJ0434 - records and the organizational Contacts records.
CJ0436 - ..
CJ0437 - Gary's review on 070823 focused on data structures for SDS records,
CJ0438 - and did not address Contacts, ref SDS 62 0001, based on initial plans
CJ0439 - to start by designing a new SDS record, noted by Gary again this
CJ0440 - morning. ref SDS 0 FL37
CJ0442 - ..
CJ0443 - Morris work on 950221 started an outline for an SDS specification,
CJ0444 - ref SDS 16 MT9F, and listed Contacts several times...
CJ0446 - a. Product Requirements...
CJ0447 - Customization.................. ref OF 1 01QW
CJ0449 - b. Product Requirements...
CJ0450 - User Interface...
CJ0451 - Major Systems.................. ref OF 1 01YS
CJ0453 - ..
CJ0454 - Work today explains purpose, data structures, functionality, and use
CJ0455 - cases of Contacts.
CJ0457 - ..
CJ0458 - Morris seemed to expect that every SDS record has a link into
CJ0459 - Contacts.
CJ0461 - ..
CJ0462 - Reviewed SDS design for managing complexity with flexible structure to
CJ0463 - leverage analysis (i.e., augment thinking, intelligence - POIMS,
CJ0464 - ref OF 6 2049) to plan, perform, and report daily work, explained on
CJ0465 - 890523. ref SDS 1 P13O
CJ0467 - ..
CJ0468 - Most work does not involve Contacts, though a lot of it does. This
CJ0469 - make Contacts an essential component of SDS, which tracks who, what,
CJ0470 - when, where, why, how, and results of getting things done. Contacts
CJ0471 - are the "who" part. see POIMS. ref OF 8 8535
CJ0473 - ..
CJ0474 - Contacts are designed for adding one or many links to SDS records
CJ0475 - quickly when needed, see use cases on 001017, ref SDS 31 0000, showing
CJ0476 - 8 contacts; compare with the record on 070525 at Kaiser showing 1
CJ0477 - contact, ref SDS 58 0000; compare with the record on 071010 showing no
CJ0478 - contacts. ref SDS 68 0000
CJ0480 - ..
CJ0481 - Morris noted that new records to perform follow up work are created
CJ0482 - using prior related records as a template that retains Contacts,
CJ0483 - References, Subjects (Control Fields), and adds new links to maintain
CJ0484 - continuity with prior work. Often Contacts must be edited because
CJ0485 - from one event to the next, some people will not attend, a few new
CJ0486 - organizations and people may need to be added to accurately report
CJ0487 - what transpired.
CJ0489 - ..
CJ0490 - Major issue in the new contact system is whether there is a single
CJ0491 - body of contacts for an organization which everyone uses, or perhaps a
CJ0492 - master list with each person contributing and maintaining a subset for
CJ0493 - their direct use; or if, like subject accounts, every user has their
CJ0494 - own contacts? This was first considered on 910103, ref SDS 5 0161,
CJ0495 - and again a month or so later on 910311. ref SDS 6 0134
Contacts Data Structures Organizational Unique ID User ID Diagnostic
DL0401 - ..
DL0402 - Data Structure Contact Records Software Code Begin
DL0403 - Contact Records Data Structure Software Code Begin
DL0404 - Code Begin Data Structure Contact Records Software
DL0406 - This morning Morris began writing code to identify Contacts data
DL0407 - structures for organizations. There is another separate though
DL0408 - similar set of data structures for individuals, reflecting the
DL0409 - division between personal and organizational data bases, per above.
DL0410 - ref SDS 0 YY7I
DL0412 - [On 071113 Gary submitted comments. ref SDS 69 4T67
DL0415 - ..
DL0416 - Organizational contacts data structures include...
DL0419 - 1. Record identification, 8 character numeric
DL0421 - Primary summary index of Contacts lists all records by
DL0422 - identification number.
DL0424 - ..
DL0425 - User ID should be added to Contact record number.
DL0427 - [On 071113 Gary reminded about adding user ID. ref SDS 69
DL0428 - MH9T
DL0430 - ..
DL0431 - Default summary index lists Contacts alphabetically by name,
DL0432 - including multiple alternate names. ref SDS 0 0S7Y
DL0434 - ..
DL0435 - 2. Confidentiallity flag, 1 char "s" or blank
DL0437 - When this flag is manually entered by the user and the record
DL0438 - is saved, all Contact data entered in an SDS record for all
DL0439 - people in the Contact record will be flagged to suppress all
DL0440 - contact data from publication on the Internet. This can be
DL0441 - manually overriden at any time by simply removing the "s"
DL0442 - supression flags entered by the program in the SDS record
DL0443 - Contact field.
DL0445 - ..
DL0446 - This issue can be strengthened by designating individuals
DL0447 - within an organization Contact record for suppression, while
DL0448 - enabling display of others who do not require confidentiality.
DL0450 - ..
DL0451 - 3. Diagnostics
DL0453 - a. User ID who last applied the record, 5 char alpha num
DL0455 - This may become moot, if the design is adopted to make
DL0456 - contacts per se associated with Users, like the Subject
DL0457 - Index, per above. ref SDS 0 WM74
DL0459 - ..
DL0460 - b. Total uses all users, 5 char num
DL0461 - c. Date last used, 6 char num
DL0462 - d. Date originally created, 6 char num
DL0463 - e. Date prior used, 6 char num
DL0465 - ..
DL0466 - 4. Name of Organization
DL0468 - ...for alphabetical index listing. Background on application
DL0469 - of this field for indexing is reported on 041107. ref SDS 54
DL0470 - 0001
DL0472 - ..
DL0473 - Indexing enables quickly finding contact records for posting
DL0474 - updated information, for identification in the SDS Contacts
DL0475 - field, and to address correspondence filling out the Doc Log
DL0476 - format in the Reference field of SDS records.
DL0478 - ..
DL0479 - Contacts indexing lists all people and organizations together
DL0480 - in alphabetical order, so that people can looked up by
DL0481 - organization by personal names, and also by personal name by
DL0482 - organization, see below. ref SDS 0 E28P
DL0484 - ..
DL0485 - 5. Doc Log organization symbol, 10 chara alpha nums
DL0487 - This needs more flexibility for length, though primarily in
DL0488 - constructing the Doc Log report that is derived from SDS
DL0489 - records, rather than from Contacts.
DL0491 - ..
DL0492 - Doc Log organization symbol is always used with a symbol for an
DL0493 - individual, and the symbol, for a department, if applicable,
DL0494 - ref SDS 0 F77F, for representation in the Doc Log report.
DL0496 - ..
DL0497 - 6. Address, primary physical location and/or mailing
DL0499 - Name and address of organization as they typically receive
DL0500 - mail, requires as many lines as needed, generally 4 - 6
DL0501 - lines showing...
DL0503 - Name
DL0504 - Secondary name
DL0505 - Street address
DL0506 - P.O. Box nnnnnn
DL0507 - City, St Zip
DL0508 - Country (optional)
DL0510 - ..
DL0511 - 7. Address Alternate for Mailing
DL0513 - Name
DL0514 - Secondary name
DL0515 - Street address
DL0516 - P.O. Box nnnnnn
DL0517 - City, St Zip
DL0518 - Country (optional)
DL0520 - ..
DL0521 - This is for when an organization gets mail at a different
DL0522 - address and in some cases under different name from the
DL0523 - physical location. If there is no alternate address, then
DL0524 - addressing correspondence is by the primary address.
DL0525 - ref SDS 0 6E6Y
DL0527 - ..
DL0528 - We might create a flag for this field, which if set, then the
DL0529 - alternate address is used, and if not then the primary address
DL0530 - is used.
DL0532 - ..
DL0533 - 8. Letterhead correspondence address
DL0535 - Name
DL0536 - Secondary name
DL0537 - Street address
DL0538 - P.O. Box nnnnnn
DL0539 - City, St Zip
DL0540 - Country (optional)
DL0541 - Telephone
DL0542 - HTML email (optional)
DL0543 - email (optional)
DL0545 - ..
DL0546 - This address is used by the Doc Log system to construct
DL0547 - templates for documents issued and received, and displays an
DL0548 - organiztions standard letterhead.
DL0550 - ..
DL0551 - Some letterheads are complex displaying names of people, e.g.,
DL0552 - a law firm. There is no attempt to replicate complexity in the
DL0553 - organizational letterhead field.
DL0555 - ..
DL0556 - This field should have a flag that must be set to cause the doc
DL0557 - log system to use content in this field, rather than primary
DL0558 - address field for document letterhead. ref SDS 0 6E6Y
DL0560 - ..
DL0561 - 9. SDS Contact Format
DL0563 - Name of organization
DL0564 - Location of organization
DL0566 - ..
DL0567 - Normally this field is not used, and only the primary name is
DL0568 - taken from the record for display in the SDS record Contact
DL0569 - field. ref SDS 0 6E6Y However, occassionally it is helpful to
DL0570 - customize the name of an organization and to indicate location
DL0571 - to differentiate multiple elements of big organizations.
DL0573 - ..
DL0574 - This field should have a flag that must be set to cause the SDS
DL0575 - contact code to use content in this field, rather than primary
DL0576 - address field for document letterhead. ref SDS 0 6E6Y
DL0578 - ..
DL0579 - 10. Business - general category
DL0581 - Examples insurance, government, computers, software, health,
DL0582 - education, etc.
DL0584 - ..
DL0585 - This is typically filled out somewhat, but has never been used
DL0586 - to look up anything. To make look up useful, problably need to
DL0587 - create a method to force consistent names, so the user would
DL0588 - select from a list, and tools would be provided to get lists of
DL0589 - organizations based on established lists. The list should be
DL0590 - editable, so people can customize the list.
DL0592 - ..
DL0593 - 11. Comments
DL0595 - This is a general field, which the user can type away and
DL0596 - create structure quickly and easily to explain how an
DL0597 - organization came to be included in the Contacts record, who
DL0598 - the first person was, and who the main people are who are most
DL0599 - commonly contacted. List website urls, and anything someone
DL0600 - wants to be able to track about the organization.
DL0602 - ..
DL0603 - Refinement, might be to add a "Problems" field to explain
DL0604 - history of issues that might influence work with the
DL0605 - organization.
DL0607 - ..
DL0608 - 12. Projects
DL0610 - List various business activity such as projects, contracts,
DL0611 - and associated account numbers.
DL0613 - ..
DL0614 - 13. Account # of organization
DL0616 - List account numbers for your orgainzation for the Contact
DL0617 - organization.
DL0620 - ..
DL0621 - 14. Licenses
DL0623 - Business licenses and dates of experiation.
DL0625 - ..
DL0626 - 15. Organization Departments
DL0628 - This should be a collapsable set of nested fields that people
DL0629 - can control for display in order to quickly find things.
DL0631 - a. Department name
DL0633 - This can be multiple lines.
DL0635 - ..
DL0636 - b. Department symbol, 10 char alpha num
DL0638 - This field is used for doc log report management and is
DL0639 - appended to the organizational symbol. ref SDS 0 R45X
DL0641 - ..
DL0642 - c. Telephone
DL0644 - This can be multiple lines e.g., fax.
DL0646 - ..
DL0647 - d. Description of department, similar to Comments for entering
DL0648 - background on working with the department. ref SDS 0 MJ5W
DL0650 - ..
DL0651 - Usually this is blank.
DL0653 - ..
DL0654 - e. Name of person who works in the department
DL0656 - SDS Contacts indexing lists all people and organizations
DL0657 - together in alphabetical order, so that people can be
DL0658 - looked up by organization by personal names, and also by
DL0659 - personal name by organization, see above. ref SDS 0 0S7Y
DL0661 - ..
DL0662 - 1) Alphabetical list flag
DL0664 - 1 character field
DL0666 - ..
DL0667 - Historically, * has designated when to list someone in
DL0668 - the alphabetical list for look up. This has mostly
DL0669 - been a memory thing due to Medit limitations, and so
DL0670 - may not be needed, i.e., just list everyone.
DL0672 - ..
DL0673 - 2) Priority flag
DL0675 - 2 character field
DL0677 - ..
DL0678 - New idea to set flag 1 - 10 for designating the order
DL0679 - for listing people under the name of an organization,
DL0680 - rather than absolute alphabetical order. This reduces
DL0681 - time to find people who are frequently contacted. If
DL0682 - the flag is no set, everything defaults to
DL0683 - alphabetical.
DL0685 - ..
DL0686 - 3) Courtesy title (Mr., Mrs., Dr., etc.)
DL0688 - ..
DL0689 - 4) First name and middle name or initial.
DL0691 - ..
DL0692 - 5) Last name, e.g., Brooks, PhD; Williams, Esq.
DL0694 - ..
DL0695 - 6) Title, e.g., President, Secretary, Marketing Manager
DL0697 - This field sometimes needs multiple lines for
DL0698 - representaion in the manner preferred by the contact
DL0699 - person.
DL0701 - ..
DL0702 - When issued or received correspondence is created the
DL0703 - Doc Log system uses this Title field in conjunction
DL0704 - with the Department field to construct a complimentary
DL0705 - close.
DL0707 - ..
DL0708 - 7) Description for the individual
DL0710 - This field is for free form narrative to explain things
DL0711 - like this person transferred to another spot in the
DL0712 - organization, left the organization, died, etc.,
DL0713 - similar to the general Comments. ref SDS 0 MJ5W
DL0715 - ..
DL0716 - Might enter a personal web page for the individual in
DL0717 - this field.
DL0719 - ..
DL0720 - 8) Name alternate for correspondence
DL0722 - Single line showing show how this person likes to have
DL0723 - their name appear in correspondence.
DL0725 - ..
DL0726 - Requires flag similar to alternate organizational name,
DL0727 - per above. ref SDS 0 VK4J
DL0729 - ..
DL0730 - 9) Telephone numbers
DL0732 - Multiple lines for primary business number.
DL0734 - ..
DL0735 - Cellular number.
DL0737 - ..
DL0738 - Home telephone.
DL0740 - ..
DL0741 - This field is used for entering contact information
DL0742 - into SDS records.
DL0744 - ..
DL0745 - 10) Internet email address
DL0747 - This field is used by the doc log system to address
DL0748 - correspondence. It is used to form Contact ID in SDS
DL0749 - records.
DL0751 - ..
DL0752 - 11) Location:
DL0754 - Room number, mail stop, etc.
DL0756 - ..
DL0757 - This field is used by the doc log system to address
DL0758 - correspondence.
DL0760 - ..
DL0761 - 12) Salutation
DL0763 - Dear Firstname (or whatever), or :
DL0765 - ..
DL0766 - 13) Persons Doc Log symbol, typically initials.
DL0768 - Used for identifying correspondence in SDS Doc Log
DL0769 - fields.
DL0771 - ..
DL0772 - 14) Profession
DL0774 - ..
DL0775 - 15) Education
DL0777 - ..
DL0778 - 16) Relationships
DL0780 - a) Family
DL0781 - b) Superiors
DL0782 - c) Subordinates
DL0784 - ..
DL0785 - 17) Repetitive Date Reminders
DL0787 - Person's name birthday................ YYMMDD
DL0788 - Person's name anniversary............. YYMMDD
DL0790 - ..
DL0791 - When a record is saved, an index of repetitive dates is
DL0792 - updated. When SDS is launched each day, it checks the
DL0793 - repetitive date index, and posts to the Schedule
DL0794 - Analysis and Adjustments record any repetitive dates
DL0795 - that will occur within the next 10 days, and continues
DL0796 - to post for 2 weeks.
Contacts Document Log SDS Records Integration Demonstrated Complemen
EN0401 - ..
EN0402 - 16. Document Log
EN0404 - Email integration into the SDS record was discussed on 070907.
EN0405 - ref SDS 64 PRPX
EN0407 - ..
EN0408 - Background on purpose to support correspondence construction
EN0409 - and management, and design of the system is listed above.
EN0410 - ref SDS 0 WL5I
EN0412 - ..
EN0413 - Demonstrated today using Contacts and Subjects to apply the SDS doc
EN0414 - log system for creating a new document.
EN0416 - [On 080206 Morris seemed to indicate generic Contact
EN0417 - program can be used for SDS, similiar to email programs,
EN0418 - rather than Contacts program integrated
EN0419 - to work with SDS.
EN0422 - ..
EN0423 - 17. Diary records.
EN0425 - ..
EN0426 - A core fundamental of SDS is to create and receive all documents in
EN0427 - SDS records, as explained in POIMS. ref OF 8 0859
Planning Follow Up SDS Windows Application Contacts Data Base Expand
F30401 - ..
F30402 - Follow Up Planning and Opportunities
F30404 - Follow up ref SDS 64 JR97.
F30406 - Over the next week, Morris will expand code started during the meeting
F30407 - today to produce screens and initial functionality.
F30409 - [On 071113 Morris submitted code developed so far, and
F30410 - developed notes for revisions; planning to continue code for
F30411 - review of screens on follow up meeting. ref SDS 69 O65H
F30413 - ..
F30414 - Will call on Sunday 071111 to schedule another meeting for review and
F30415 - further product planning on Monday or Tuesday.