CONTACTS 
0201 - Tudor Engineering Company
020101 - Mr. Clyde Earnest; Vice President

SUBJECTS
Contract review & agreement
Welch Assignment
Case Study Broadwater
Facilitate Meetings Be Prepared Writing Record Organizational Memory
New Way Working No Change for Most Customers Use Traditional Methods

0607 -
0607 -    ..
0608 - Summary/Objective
0609 -
060901 - Follow up ref SDS 3 0001
060902 -
060903 - Reviewed Tudor's objectives and conditions of the project. Agreed to
060904 - assist Tudor and the State of Montana in closing out their project on
060905 - Broadwater Dam over the next 5 months, and assist in resolving
060906 - outstanding claims.
060908 -  ..
060909 - Clyde agreed with all of the comments in the memo, including
060910 - mobilization time.
060912 -  ..
060913 - Tudor will provide a $5,000 mobilization payment.  They will mail it
060914 - today, or call tomorrow to pick it up before leaving.
060916 -  ..
060917 - Clyde tried to contact the RE, Jeff, but the phone was busy.
060919 -  ..
060920 - I will call the RE today or tomorrow to introduce myself and get some
060921 - ideas about where to stay in the area.
060922 -
060923 -     [On 880818 called Jeff. ref SDS 6 0001
060925 -  ..
060926 - Clyde will be on the job in about 2 weeks.
060927 -
060928 -     [On 990316 reviewed Broadwater history. ref SDS 23 4410
060929 -
060930 -
060932 -  ..
0610 -
0611 -
0612 -
0613 - General Issues between parties
0614 -
061401 - Sletten was $3M low on $15M job, indicating potential problems at the
061402 - start.
061404 -    ..
061405 -   Price of cofferdam was listed lower than Tudor expected, but that
061406 -   may have been due to unbalanced bidding.
061407 -
061409 -  ..
061410 - Job is about 1 month behind schedule
061411 -
061412 -   They were late in submitting cofferdam designs.  Clyde believes the
061413 -   design was done piecemeal.  The result was delayed approval. Sletten
061414 -   contends Tudor is responsible for the delay.  Tudor holds Sletten
061415 -   responsible.
061417 -  ..
061418 - Contractor Understaffed
061419 -
061420 -   Tudor believes Sletten doesn't have enough men on the job to achieve
061421 -   the progress necessary to meet contract requirements.
061423 -  ..
061424 - Sletten complains too many design changes
061426 -    ..
061427 -   Clyde explained this was a fast-track project.  The changes were due
061428 -   to early procurement of equipment which was necessary to meet
061429 -   overall completion objectives.
061430 -
061432 -  ..
061433 - Draft Tube Shape
061434 -
061435 -   Sletten contends that in bidding the job, it intended to use
061436 -   standard "on-hand" materials to construct concrete forms for the
061437 -   "Draft Tube" (also Downstream Outlet); but that because of design
061438 -   changes after the bid, it was required to use different materials to
061439 -   construct "custom" forms which were more costly and/or caused delay.
061441 -    ..
061442 -   Clyde feels that the bid design would have required Sletten to
061443 -   acquire custom forms in any case.
061444 -
061446 -  ..
0615 -
0616 -
0617 -
0618 - Assignment Objectives
0619 -
061901 - Clyde said the Contractor is "papering the job," posturing itself to
061902 - present claims, rather than doing the work.  Tudor feels Sletten's
061903 - positions are not valid for the most part, but is concerned that the
061904 - shear volume of documents is too great for the RE to handle alone.  He
061905 - explained that the State is worried because the Contractor has created
061906 - an impression that the Engineer is delaying progress.
061907 -
061908 -     [On 890810 project management understaffed. ref SDS 19 3915]
061910 -  ..
061911 - Tudor believes the contractor is incorrect, but Tudor has been unable
061912 - to work cooperatively with the contractor to improve progress.
061914 -  ..
061915 - Clyde jotted down the following steps he feels are needed to perform
061916 - this assignment....
061917 -
061918 -   •  Respond to contractor correspondence.
061919 -   •  Assist Project Manager with meetings and planning.
061920 -   •  Maintain claim logs and claim files.
061921 -   •  Research and analyse claims -- assist in negotiations.
061922 -   •  Estimate and assist in negotiations for change orders.
061923 -   •  Maintain current contract documents.
061924 -   •  Monitor records management by existing staff.
061925 -
061926 -
061927 -
061928 -
0620 -

SUBJECTS
Facilitate Meetings Be Prepared Writing Record Organizational Memory
Secretes Intelligence Briefing Remind Clarify Scope Provide Help Comm
Productive Meetings Regardless of What is Said Facilitate Be Prepared

1405 -
140601 -  ..
140602 - Management Using SDS for Command and Control
140603 -
140604 - We reviewed Welch background helping contractors, engineers and owners
140605 - solve management problems.  This boils down to a single task: aligning
140606 - the work with objectives, requirements and commitments through
140607 - effective communication.
140609 -  ..
140610 - Clyde advised that he has discussed Welch methods with references
140611 - submitted to Tudor on 880805, ref SDS 2 0001, and has heard that these
140612 - methods are effective for saving time and money.  Clyde said said that
140613 - is what Tudor and the State want in order to meet objectives of the
140614 - assignment, per above. ref SDS 0 7301
140615 -
140616 -      [On 880925 memo to clarify Welch methods. ref SDS 12 2475
140618 -  ..
140619 - Clyde asked about the memo submitted this morning confirming earlier
140620 - discussions on 880809. ref SDS 3 1238.  He asked if this is part of
140621 - the system that will be used on the Broadwater job?
140623 -  ..
140624 - The memo Clyde received is an extract from the SDS record that is the
140625 - central part of strengthening management using a plan, perform and
140626 - report process.  Tudor's support and patience is critical in the
140627 - beginning, because it takes a few weeks to begin creating an accurate
140628 - record of communications in meetings, calls and documents that is
140629 - needed to give the Engineer command and control of the work.  The SDS
140630 - program facilitates capturing and organizing an accurate record with
140631 - analysis of correlations, implications and nuance.  Context management
140632 - with a subject index associates everything with objectives,
140633 - requirements, and commitments, as explained on 880628. ref SDS 1 GA6L
140635 -  ..
140636 - Deliberative analysis that aligns communication with work history to
140637 - discover "secretes" for saving time and money, as explained in POIMS.
140638 - ref OF 6 V8P1  This includes personal briefings to review, remind,
140639 - alert, clarify and assist the Engineer, State representatives and
140640 - contractors before and after meetings to ensure clear and accurate
140641 - understandings through continual feedback, so that actions are taken
140642 - to follow up on commitments, thus avoiding mistakes that delay the
140643 - work.
140644 -
140645 -       [On 950608 David Packard describes a practice of management by
140646 -       walking around (MBWA) that helped build HP into a successful
140647 -       company through proactive investigation, rather than relying on
140648 -       official reports. ref SDS 20 4376
140650 -  ..
140651 - Clyde asked if SDS is a program to "facilitate" meetings?  He said the
140652 - Project Engineer, Jeff, is very effective in meetings, except when the
140653 - contractor's representative gets disruptive, per below. ref SDS 0 NF6M
140654 - Clyde asked how this difficult situation will be handled?
140656 -  ..
140657 - SDS enables a new way of working "intelligently" to facilitate before
140658 - and after meetings that enables people to be prepared with accurate
140659 - and complete understandings.  Accuracy requires continual feedback and
140660 - follow up, commonly called "listening."  Empowering better listening
140661 - by aiding understanding of context in relation to prior history and
140662 - alignment with objectives, requirements and commitments helps make
140663 - communications in meetings, calls and documents effective and
140664 - productive, regardless of what is actually said.
140666 -  ..
140667 - Clyde noted SDS offers a stronger way to facilitate meetings than
140668 - people typically encounter.  He asked how a computer software program
140669 - can improve communications which typically entails being a good talker
140670 - so everybody agrees and controversy is avoided.  Clyde said the
140671 - project engineer, Jeff, is very good at communications, and Clyde
140672 - visits the job once a month or so to help.
140674 -  ..
140675 - As shown by this record, SDS provides a powerful "microscope" for
140676 - understanding communications in greater detail.  Better command and
140677 - control of the record improves the ability to direct the work in a way
140678 - that saves time and money for the owner and the contractor by avoiding
140679 - mistakes that otherwise cause extra cost and delay to perform rework
140680 - fixing mistakes.
140681 -
140682 -       [On 880907 facilitate meeting brief Deputy Director DNRC, Wayne
140683 -       Wetzel. ref SDS 10 0001
140685 -        ..
140686 -       [On 880908 briefed Project Engineer, Jeff Ghilardi. ref SDS 11
140687 -       4920
140689 -        ..
140690 -       [On 001219 feedback, ref SDS 24 QO4Q, is step 8 in Communication
140691 -       Metrics. ref SDS 24 4W4L
140693 -  ..
140694 - We reviewed results to expect using SDS on the job.
140696 -  ..
140697 - The contractor will feel great pressure to perform in accordance with
140698 - contract requirements, per below. ref SDS 0 NF6M  Sletten will
140699 - complain about SDS and make requests to end this method, because it
140700 - maintains alignment with requirements and commitments consistently,
140701 - which is difficult for contractors to accomplish due to the dynamics
140702 - of daily work and traditions of contracting to ignore the record.
140703 - Therefore, SDS will be a big shock to the contractor, and to others on
140704 - the job for a few weeks, until people gain experience to discover that
140705 - good management saves time and money.  Typically, this is a painful
140706 - discovery because it conflicts with popular ideas on taking short cuts
140707 - to "expedite," and so Tudor and the State will be required to exercise
140708 - leadership by supporting everyone through the learning curve.
140710 -        ..
140711 -       [...below, Clyde cites concerns about Sletten's Vice President.
140712 -       ref SDS 0 NF6M
140714 -        ..
140715 -       [On 880807 briefed Wayne Wetzel on application of SDS for
140716 -       command and control of the work. ref SDS 10 6927
140718 -        ..
140719 -       [On 020426 Sletten's VP, Paul Robinson, called and commended SDS
140720 -       on being effective. ref SDS 25 XQ7I
140721 -
140723 -  ..
140724 - Changing the contractor's conduct requires showing they cannot avoid
140725 - accountability by claiming others are at fault.  It usually takes
140726 - about 3 weeks or so for this to occur.  Posturing will recede and then
140727 - the SDS record can help the contractor and Tudor get the job done
140728 - faster and within budget.  This will relieve the State's worries, once
140729 - the initial investment is made to get an accurate and complete record.
140731 -  ..
140732 - Clyde said my primary focus should be on assisting the RE, rather than
140733 - helping the State prepare for arbitrations.
140735 -  ..
140736 - I asked if the State is aware of this priority?
140738 -  ..
140739 - He said the State and the RE have been informed and agree to it.
140740 -
140741 -
140743 -  ..
140744 - Command and Control of the Record Solves Project Problems
140745 - First Step - Clean up the Record so Evidence can Support DNRC
140746 -
140747 - I explained the first thing that must be done to address past claims
140748 - is to clean up the record, so the facts are available to make the
140749 - arguments needed for success.  SDS provides command and control of the
140750 - record that allows management to drive the agenda so that project
140751 - requirements are met, as explained in POIMS. ref OF 4 1113
140753 -  ..
140754 - Clyde said that is what DNRC and Tudor want.  Right now meetings are
140755 - not productive and so the Engineer has lost the initiative in
140756 - directing the work, discussed further below. ref SDS 0 NF6M
140757 -
140758 -     [On 880925 memo to clarify this process. ref SDS 12 8493]
140760 -      ..
140761 -     [On 881007 Clyde wanted less contact between Welch and DNRC.
140762 -     ref SDS 14 0951]
140764 -      ..
140765 -     [On 881007 Engineer wants the Contractor's work to aign with job
140766 -     requirements, but does not want the Engineer's work to align with
140767 -     commitments. ref SDS 14 E33I and ref SDS 14 M36H
140769 -  ..
140770 - Clyde advised that the environmnet at the job site is very dusty and
140771 - causes their copy machine to fail frequently, so we have to be careful
140772 - about taking equipment onto the job that needs a typical office
140773 - environment.
140775 -  ..
140776 - I explained that to "fix" the project, we need to use the SDS program,
140777 - so this will require adequate facilities to use a computer.
140779 -  ..
140780 - Clyde said this will be arranged.
140781 -
140782 -     [On 880820 conditions too rough for personal vehicle. ref SDS 7
140783 -     3255]
140784 -
140785 -     [On 880820 need adequate office trailer. ref SDS 7 7847]
140786 -
140788 -  ..
1408 -
1409 -
1410 - Research Procedure
1411 -
141101 - Clyde requested that I begin initial document review oa 880701, rather
141102 - than from job inception.  He feels the urgency of responding to
141103 - immediate business is too great to permit the usual orderly analysis.
141104 -
141106 -  ..
1412 -
1413 -
1414 - Tudor Records System
1415 -
141501 - Clyde feels special attention will be needed to better organize
141502 - Tudor job records.
141504 -  ..
141505 - Their log identifies documents by the date received but is not cross
141506 - referenced to the document date.  Documents are maintained by subject
141507 - and chronology.
141508 -
141509 -
141511 -  ..
1416 -
1417 -
1418 - Main players and contact info.
1419 -
1420 -
142001 - Tudor Engineering Company
142002 - P O Box 67
142003 - Toston, Montana  59643-0067
142004 - 406 266 3728
142005 -
142007 -  ..
142008 - Jeff Ghilardi          Home phone -- 406 443 7790
142009 - Resident Engineer
142010 - Tudor Engineering Company
142012 -    ..
142013 -   Jeff is a good technical engineer and manager.  Clyde feels the
142014 -   problem of delayed correspondence replies is due to the matters
142015 -   addressed above. ref SDS 0 7301
142016 -
142017 -     [On 890810 project management understaffed. ref SDS 19 3915]
142018 -
142020 -  ..
142021 - Norm Barnard Project Engineer State of Montana Department of Natural
142022 - Resources & Conservation  (DNRC)
142023 -
142024 -   Norm is the State's on site manager.
142025 -
142026 -   Clyde feels Norm is excellent in focusing on the details of issues
142027 -   and costs.
142028 -
142030 -  ..
142031 - Sarah Bond
142032 - Counsel
142033 - State of Montana
142034 - Department of Natural Resources
142035 - & Conservation  (DNRC)
142037 -    ..
142038 -   Sarah is relatively new to construction litigation.  DNRC has a
142039 -   number of lawyers formerly with Montana DOT who give her good
142040 -   support.  Clyde expects I will be working with Sarah in
142041 -   arbitrations.
142042 -
142044 -  ..
142045 - Bill Merriman
142046 - Vice President
142047 - Sletten Construction
142048 -
142049 -   Clyde feels that Bill is the "architect" of the Contractor's claims
142050 -   strategy.
142052 -    ..
142053 -   Clyde indicated that Sletten has advanced many claims against the
142054 -   State and Tudor that do align with contract requirements and the
142055 -   actual job record, and then claims Sletten is being delayed because
142056 -   the Engineer does not approve unsubstantiated claims.  Clyde, also,
142057 -   noted that Merriman is difficult to work with in meetings because of
142058 -   attempts to dominate discussions through boisterous, intimidating
142059 -   dialog and conduct.  This makes the management environment difficult
142060 -   for everyone on the job.
142062 -    ..
142063 -   Clyde feels that Tudor needs to restore order to meetings so that
142064 -   the Engineer can direct the work, per above. ref SDS 0 0630
142065 -
142066 -        [On 880824 Bill argued his case forcefully during the first
142067 -        meeting using SDS, ref SDS 8 8366; another example at same
142068 -        meeting. ref SDS 8 8837]
142070 -         ..
142071 -        [On 880907 DNRC reports Bill Merriman more cooperative.
142072 -        ref SDS 10 UG71
142074 -    ..
142075 -   We reviewed how this situation will be a big help to Tudor.
142077 -    ..
142078 -   Bill Merriman's efforts will demonstrate the correctness of Tudor's
142079 -   position.  The arguments and evidence the contractor presents will
142080 -   be used to support the Engineer and the State in properly managing
142081 -   the work, because SDS provides a level of command and control of the
142082 -   record that exceeds normal span of attention. The contractor will
142083 -   begin feeling pressure after a few meetings to comply with the
142084 -   contract from realizing that the only way to profit is by
142085 -   cooperating rather than being disruptive.  All that is required is a
142086 -   few weeks patience to build the record in SDS, as discussed above.
142087 -   ref SDS 0 E48K
142089 -         ..
142090 -        [On 880907 Bill Merriman asked about Welch role. ref SDS 9 9381
142092 -         ..
142093 -        [On 880907 contractor tape records meeting. ref SDS 9 3402
142095 -         ..
142096 -        [On 880925 analysis of tape recording process. ref SDS 12 7742
142098 -         ..
142099 -        [On 880928 contractor stops tape recording meetings.
142100 -        ref SDS 13 9330
142102 -         ..
142103 -        [On 890208 Tudor's new Project Manager stops SDS to encourage
142104 -        good relations with the contractor. ref SDS 15 01P4
142106 -         ..
142107 -        [On 890215 disruptive meetings returned. ref SDS 16 P116
142109 -         ..
142110 -        [On 890328 Tudor management falling behind again. ref SDS 17
142111 -        6948
142113 -         ..
142114 -        [On 890405 Tudor's Project Manager suffers heart attack.
142115 -        ref SDS 18 7M5L
142117 -         ..
142118 -        [On 970123 conflict encouraged at Intel to make meetings
142119 -        "productive." ref SDS 21 1111
142121 -         ..
142122 -        [On 980307 Andy Grove describes constructive confrontation in
142123 -        "free flowing" meetings at Intel. ref SDS 22 0261
142124 -
142125 -
142126 -
142127 -
1422 -

SUBJECTS
Default Null Subject Account for Blank Record

1503 -
1504 - Airline
150501 -  ..
150502 - Tudor uses Viking Travel
150503 - Bob,  415 433 4450
150504 -
150505 - Called the receptionist and got Bob's number -- then called Bob and
150506 - he quoted following prices:
150507 -
150508 - Plane leaves from St Helena at 1800 arrives SF 2205.
150510 -  ..
150511 - Uses Delta Airline.
150512 - ..
150513 - Cost is $255 one way.
150515 -  ..
150516 - Viking Travel is at 1 Sutter Street.
150517 -
150518 -
150519 -
150520 -
150521 -
150522 -
150523 -
150524 -
150525 -
150526 -
150527 -
150528 -
150529 -
150530 -
1506 -
1507 -