CONTACTS 

SUBJECTS
SDS, Marketing
Sales Contacts, AT&T
Product definition

0505 -    ..
0506 - Summary/Objective
0507 -
050701 - Follow up ref SDS 2 IY9F.
050702 -
050703 - Explained that SDS connects people so they can create data that is
050704 - useful to and needed by the organization, as a by product of
050705 - performing their work.  They do the data entry for themselves.
050706 -
050707 - Dan commented that AT&T applies this principal in other areas of its
050708 - business practice.
050709 -
050710 - Explained how SDS connects the management process (plan, perform and
050711 - report), and how SDS connects the present to the past and future by
050712 - accessing scheduled events and past activities (Diary) with equal
050713 - ease and speed.
050714 -
050715 -
050716 -  ..
050717 - Program Objectives
050718 -
050719 - POIMS technology establishes in the record the correlation of forces
050720 - that impact performance so users can better influence results.  This
050721 - is a COMPLEX ARRAY of people, ideas, information, events, documents
050722 - and time.  SDS automates and integrates these elements and so is
050723 - complicated, because it does a lot of things.
050724 -
050725 - SDS can appear overwhelming, but it just performs faster and more
050726 - accurately routine tasks performed by everyday.  You PUSH BUTTONS
050727 - instead of physically going to get things or put them away, and so in
050728 - many respects SDS is 10 times FASTER than existing methods.
050729 -
050730 - You just have to LEARN which buttons to push!
050731 - ..
050732 - The main idea is integrated planning and reporting which
050733 - RECYCLES knowledge and ideas (i.e. intellectual capital).  The power
050734 - of this concept should not be taken lightly.  Intellectual capital is
050735 - a RESOURCE that can be used again and again without wearing out, and
050736 - generally increases in value with time.
050737 -
050738 - We need merely write things down (i.e. "capture the record") in an
050739 - ORGANIZED way in order to command this resource.  That is all SDS is
050740 - about.
050741 -
050742 -
050743 -
050744 -
0508 -
0509 -
0510 - Demonstration
0511 -
051101 -  ..
051102 - New User Start Up
051103 - Help, context sensitive
051104 -
051105 - Began by showing how a new User starts the program, and that the
051106 - program always begins in the Schedule Summary.  Explained on-line
051107 - context sensitive Help, including the function key assignments.
051108 -
051109 - Changed to my Current Schedule File (CSF) to show a typical opera-
051110 - tional environment, with many activities scheduled throughout several
051111 - months.
051112 -
051113 -
051114 -  ..
051115 - Scheduled Events backed by
051116 - "Planning Records"
051117 - --------------------------
051118 - Showed how each scheduled activity is supported by a "planning
051119 - record" that contains fields for Contacts, References, Control, and
051120 - narrative.  Demonstrated how the Schedule Summary can be accessed
051121 - instantly from any planning record to move to a different planning
051122 - record, or to another date to create a new activity.
051123 -
051124 -
051125 -  ..
051126 - Summaries
051127 -
051128 - Dan asked if there are other Summaries besides that for the Schedule.
051129 -
051130 - I showed how the "Automatic" Diary Summary compliments the Schedule
051131 - summary to give each User instant access to their activities for the
051132 - past 10 days.  Showed how special diary Summaries can be created for
051133 - contacts, documents, files, or "subjects."
051134 -
051135 - Dan asked if Diary Summaries can be created for other than just the
051136 - last 10 days?
051137 -
051138 -  ..
051139 - Keywords
051140 -
051141 - Showed how the User can enter a simple specification in the Reference
051142 - section to get a Summary for a specified date, dates, or a date and
051143 - range, plus specify particular Users, or KEYWORDS.
051144 -
051145 - Showed how actual Diary records can be accessed instantly from each
051146 - activity listed in the Summary.
051147 -
051148 -
051149 -
051150 -  ..
051151 - Line Numbers
051152 -
051153 -
051154 -   Dan asked about the purpose of the line numbers?
051155 -
051156 -   Line numbers give data entry OUTLINE structure.  Dan observed they
051157 -   are like making lists within lists, which is exactly correct and
051158 -   enables SDS records to be "fleeeexible," as big or as little as
051159 -   needed, which supports variability in management circumstances.
051160 -
051161 -   Line numbers tell Users their LOCATION within a record.
051162 -
051163 -   They define TYPES of data and are the keys for the data base
051164 -   functions in the same way the mind uses dates and catagories to
051165 -   orient its memory.
051166 -   ..
051167 -   Line numbers can be handy to "cite the record" to minimize
051168 -   issuing supplemental reports.  (Russ Archibald mentioned this point
051169 -   in our meeting yesterday, ref SDS 2 line 06121211).
051170 -
051171 -
051172 -
051173 -  ..
051174 - Contacts system  "Electronic Rollodex"
051175 -
051176 -
051177 -   Showed how personnel and organization information can be loaded
051178 -   from the CNS summary to either an SDS record, or to address a
051179 -   letter and envelope automatically.
051180 -
051181 -
051182 -
051183 -
051184 -  ..
051185 - Subject index
051186 -
051187 -
051188 -   Showed how this system ties the data base together and enables
051189 -   Users to get information back in summary or full report format.
051190 -
051191 -   The SI permits drawing file lists on correspondence or other
051192 -   matters stored on the computer disk, on the basis of "subject."
051193 -   Users can then open these files directly from the lists.
051194 -
051195 -
051196 -   Codes
051197 -
051198 -   Dan expressed concern about entering and understanding codes?
051199 -   ..
051200 -   Explained Users NEVER enter a code.  You merely look up topics
051201 -   like using an index or table of contents in a book.  SDS codes in
051202 -   the Subject Index are like the "page number" in index of a book;
051203 -   except in SDS the program goes to the correct location, when the
051204 -   User points to a subject of interest.
051205 -
051206 -
051207 -    ..
051208 -   Access to Data
051209 -
051210 -   Subject Index enables the organization to control access to data,
051211 -   and protects privacy of individuals.
051212 -
051213 -
051214 -   Copying SI from Project to Project
051215 -
051216 -   Dan asked if this can be done.  I explained it is the normal method
051217 -   of creating the SI for a new project, since most of the subjects
051218 -   are often the same.  New project SI is then edited to reflect
051219 -   unique contents.
051220 -
051221 -
051222 - ..
051223 - Reporting
051224 -
051225 -   Showed how reports can be called in Summary or Full formats, and
051226 -   how SDS record segmentation permits assembling only the portion of
051227 -   events or memos on meetings and discussions that pertain to a
051228 -   current topic of interest.
051229 -
051230 -   Submitted examples of both "Summary" and "Full" reports.
051231 -
051232 -
051233 -
051234 -
051235 - Document Log
051236 -
051237 -   Demonstrated how documents are entered into the log automatically,
051238 -   by simply writing a letter.  Showed how letters and documents can
051239 -   be opened directly from planning records, and document log reports.
051240 -   ..
051241 -   Submitted examples of various Doc Log reports.
051242 -
051243 -
051244 -
051245 -
051246 -  ..
051247 - Electronic "In Box"
051248 - Follow Up List
051249 -
051250 -
051251 -   Explained how reminders can be quickly created to perform certain
051252 -   work, without scheduling them for particular dates.  Showed how
051253 -   these reminders automatically show up in the "Follow Up" list with
051254 -   their date of origination to indicate how long each item has been
051255 -   pending.
051256 -
051257 -   Showed Follow Up entries permit instant access to the original
051258 -   record and that it can be used to initiate action when the User
051259 -   decides to do so.
051260 -
051261 -
051262 -    ..
051263 -   Repetitive Dates
051264 -
051265 -   Showed how this system works to query an independent data base (fed
051266 -   by the Contacts system), to give each User a one week notice of
051267 -   repetitive dates (e.g. birthdays, anniversarys).  They show up in a
051268 -   different color each day in the Follow Up list for a week.
051269 -
051270 -
051271 -
051272 -
051273 - Schedule Coordination
051274 -
051275 -   Showed how a report can be created to determine schedule status for
051276 -   people and resources (conference rooms, equipment, etc), which can
051277 -
051278 -       (1)  Determine mutually convenient times for meetings.
051279 -       (2)  Indicate distribution of work load.
051280 -       (3)  Show whether needed work has been scheduled.
051281 -
051282 -
051283 -
051284 - Networks
051285 -
051286 -   Dan feels AT&T could maintain a central server which remote sites
051287 -   would feed periodically, in order give him information about
051288 -   progress at each site.
051289 -
051290 -   Mail
051291 -   ----
051292 -   Demonstrated how an LAN can be used to send notes and data to
051293 -   different workstations, and SDS can be used to MANAGE such
051294 -   electronic mail, so messages become "controllable action items."
051295 -
051296 -
051297 -
051298 - Laptop & Transporting data
051299 -
051300 -   Users can download their data to laptops to take with them to
051301 -   remote locations.  They can perform work away from the main server
051302 -   (home, job site), they can later download from laptop to server so
051303 -   what they produce is available to themselve and their colleagues.
051304 -
051305 -   There is never a concern about overwriting SDS data created by
051306 -   others, since each User's data is processed separately by the
051307 -   program.
051308 -
051309 -
051310 -
051311 -  ..
051312 - Making new Diary Records
051313 -
051314 - Genine asked if Diary records can be created without making a
051315 - scheduled item?
051316 -
051317 - Yes!  Often matters arise each day that are NOT scheduled.
051318 -
051319 - Showed how to use the automatic Diary Summary or the Subject Index to
051320 - get a prior record on the SAME SUBJECT for a template to make a new
051321 - Diary record.
051322 -
051323 - If an entirely new matter arises, Users can initiate a new sequence
051324 - of planning records by simply making a blank record.
051325 -
051326 -
051327 -
051328 -  ..
051329 - Meeting Notes
051330 -
051331 - Kathy asked how SDS would be applied to report on Meetings.
051332 -
051333 - I explained this is one of its main attributes, providing a flexible
051334 - environment to plan an agenda, then record what actually transpired,
051335 - then confirm understandings, and finally to set the agenda for follow
051336 - up meetings and actions.  Such integration is a powerful management
051337 - tool, by showing a consistent line of conduct that is always linked
051338 - to the next step.  It is also helpful in litigation and dispute
051339 - resolution, by showing "causation."
051340 -
051341 -
051342 -  ..
051343 - Controlling the Record
051344 -
051345 - This report (what you are reading now) shows the procedure.  I will
051346 - schedule a number of follow up actions from this record, and send a
051347 - printed memo to all attendees confirming our understandings.
051348 -
051349 - Will send Kathy another example of SDS Meeting Note memos.
051350 -
051351 -
051352 -
051353 -  ..
051354 - Integration with MS Word
051355 -
051356 -
051357 - Dan advised AT&T uses MS Word for wordprocessing.
051358 -
051359 - Explained SDS can directly apply Wordperfect and Lotus.  I can make
051360 - it call MS Word to support AT&T, as well.  This enables users to
051361 - "perform" their work from their planning record, so that:
051362 -
051363 -      1.  Management of documents is ASSURRED by defining them under
051364 -          the Doc Log, in order to begin writing.  If we do not do
051365 -          this, no matter how hard we try, and no matter what the
051366 -          published policy is, some documents will be issued without
051367 -          entering them in a control system.
051368 -
051369 -      2.  Notes can be easily entered about CIRCUMSTANCES of corres-
051370 -          pondence, indicating why points were made, and why some
051371 -          points were omitted, what the objective is and what follow
051372 -          up should occur.
051373 -
051374 -
051375 -
051376 -
051377 -  ..
051378 - Applying Schedule Data
051379 -
051380 -
051381 - Dan asked if Harvard Project data can be automatically loaded to SDS.
051382 - I was unsure of the task he wants to accomplish, but indicated that
051383 - if Harvard can output ascii text files, SDS can draw on it.  Dan said
051384 - Harvard Project can do this.
051385 -
051386 - Comment
051387 -
051388 -   Upon reflection, Dan may have had in mind feeding (i.e. sending
051389 -   data to) the scheduling program.  This is one of the main
051390 -   objectives and capabilities of SDS:  to provide a uniform data
051391 -   entry medium for other control systems, e.g. payroll, cost,
051392 -   schedule, billings, general ledger.
051393 -
051394 -
051395 -  ..
051396 - Learning period
051397 -
051398 - Genine asked how long it takes to learn SDS?
051399 -
051400 - I explained SDS on-line Help is intended to teach the program as
051401 - particular needs arise.
051402 -
051403 - Learning speed depends upon the background and education of the
051404 - users.  Experineced Project Managers who understand the basis for the
051405 - functionality of the program, learn faster because they know where
051406 - they are going and approximately where they expect to come out.
051407 -
051408 - Learning is greatly aided by several people in proximity learning
051409 - together, so they can support each other (someone always knows what
051410 - you forgot, and you remember something they forgot).
051411 -
051412 - I would expect seasoned PM's at AT&T to become sufficiently profici-
051413 - ent to begin using SDS, by spending 3 to 4 hours a day for several
051414 - days.  You need to INITIALLY devote blocks of time in order to
051415 - understand the heart of the program which is the "planning record"
051416 - STRUCTURE.
051417 -
051418 - SDS is a SKILL like PM work itself. The more you use it, the better
051419 - you get.
051420 -
051421 - Each user and organization will apply it in ways that suit their
051422 - personality and unique needs. Each organization will incorporate it
051423 - in ways suited to their business and in-house "culture."  Once people
051424 - get familiar with the DATA ENTRY functions, there is no limit to how
051425 - it can be applied because its design offers a lot of natural informa-
051426 - tion KEYS that can make reports and feed other programs.
051427 -
051428 - The quickest way to bring SDS on-line is to provide in-house training
051429 - for a week (several hours a day of classes), and several hours of
051430 - direct support of Users in implementing what they learn with their
051431 - actual work.
051432 -
051433 -
051434 -  ..
051435 - Users Create Initial
051436 - Subject Index & Contacts
051437 -
051438 - To effectively use SDS these components have to be STARTED, so the
051439 - data can be "tagged" for retrieval.  Contacts can simply be entered
051440 - from existing manual lists, or if the data is already in a computer,
051441 - it may be possible to perform a data conversion to put it in the
051442 - format needed for SDS Contacts.
051443 -
051444 - SDS comes with a prototype Subject Index which can be edited to
051445 - conform with each organization's needs. Some organizations have a
051446 - published index for their present records management procedures.  In
051447 - that case, it need merely be keyed into the Subject Index account
051448 - module.  Otherwise, someone has to think through how to catagorize
051449 - and structure information generated and used by the organization.
051450 -
051451 -
051452 -
051453 -
0515 -

SUBJECTS
SDS, Marketing
Sales Contacts, AT&T
Evaluation Installation

0706 - Prototype at AT&T - Bonnie
0707 -
070701 - Dan asked if we have a demonstration program.
070702 -
070703 - Offered to permit AT&T to try the program for evaluation purposes.
070704 - Dan suggested we coordinate with Bonnie to do the trial, because she
070705 - indicated SDS appears to provide direct assistance for her work.
070706 -
070707 - Bonnie has a 20 MB hard disk.  I explained we need a 40 MB, if
070708 - possible, because normally the data base resides on the D: drive and
070709 - DOS needs more than 32 MB to recognize a D: partition.
070710 -
070711 - Dan said they can install an internal hardcard to bring Bonnie's
070712 - computer up to 40 MB.
070713 -
070714 - Bonnie and I will meet tomorrow at her office in Pleasanton to work
070715 - out arrangements to load SDS onto her computer for evaluation.
070716 -
070717 -
070718 -
070719 -
070720 -
070721 -
070722 -
0708 -