CONTACTS 

SUBJECTS
Kwan Hemni SDS Support
Review & Correct SDS records

0404 -    ..
0405 - Summary/Objective
0406 -
040601 - Here are some observations on Denis' SDS records through 930504, which
040602 - I received while at his office yesterday, ref SDS 4 line 070601.
040603 -
040604 -
040605 -
0407 -
0408 -
0409 - SDS Records
0410 -
041001 - In general he is making excellent progress.  The following points are
041002 - things to keep in mind in applying SDS records.
041003 -
041004 -   1.  Time of performance is not entered in any records.  Similarly
041005 -       employee and billing entity are not entered, nor is function.
041006 -
041007 -       "Function" is more optional, than are employee, billing entity
041008 -       and time.  The latter is essential to use the SDS billing sys-
041009 -       tem, as Denis has indicated he intends, ref SDS 1 line 210501.
041010 -
041011 -       NOTE
041012 -       ----
041013 -       New Users concentrate on learning the Subject Index and
041014 -       Contacts, which Denis is applying.
041015 -
041016 -       Billings require time of performance, employee for rates, and
041017 -       billing entity (i.e. who is being charged).
041018 -
041019 -           Employee
041020 -
041021 -           99% of the time the employee is constant, so once it is
041022 -           entered in current records, it need not be entered over and
041023 -           over again each time a new record is created.
041024 -
041025 -           Billing Entity
041026 -
041027 -           Similarly, this field is fairly constant such that when a
041028 -           new record is made to follow up a task, the billing entity
041029 -           like employee, is simply copied forward.  Some awarness is
041030 -           needed on this field, though each time a new record is
041031 -           created, or when time is entered, since it can change, usu-
041032 -           ally between a constant billing entity, and an overhead
041033 -           account.
041034 -
041035 -
041036 -   2.  930503 143856 01001, ref SDS 4 line 040701.
041037 -
041038 -       This record receives my letter on Mission Bay.  It was created
041039 -       by using the record of 930414, but does not contain NEW content.
041040 -       Typically, the duplicated content would be removed, even if
041041 -       there is not enough time to write something new.  Leaving
041042 -       duplicated content, can be confusing at a later time.
041043 -
041044 -       Additionally, this record can show the new document as a
041045 -       "Document Received Today."
041046 -
041047 -
041048 -   3.  930503 141256 01001, ref SDS 3 line 040701.
041049 -
041050 -       This record covers a conversation on work in progress, mention-
041051 -       ing submisison of correspondence, but does not set out in
041052 -       summary what was said.  The cited correspondence may give such
041053 -       information, but the documents are not shown in the record, and
041054 -       so the information is not accessible, which is a primary
041055 -       objective of SDS.
041056 -
041057 -       SDS provides a place to capture commitments and follow up, like:
041058 -
041059 -          What is supposed to happen?
041060 -          Who is responsible?
041061 -          When is action to occur?
041062 -
041063 -
041064 -
0411 -
0412 -

SUBJECTS
Kwan Hemni SDS Support
Contacts

0505 - Summary/Objective
0506 -
050601 - General
050602 -
050603 - It appears he has a good level of understanding on creating and using
050604 - Contact records.  The records he has created show:
050605 -
050606 -     a.  Various uses of "*" to make multiple listings in the
050607 -         Contacts Summary,
050608 -
050609 -     b.  Listing different people, indicating he understands the
050610 -         record structure, and may be making use of Shift F6 to
050611 -         make a block repeat of format, or is simply creating the
050612 -         structure manually.
050613 -
050614 -     c.  Applying fields correctly to enter alternate phone
050615 -         numbers.
050616 -
050617 -     d.  Not clear the Department field "01" is being used for
050618 -         officers and principals, however, this is a matter of
050619 -         preference.
050620 -
050621 -
050622 - Corrections
050623 -
050624 - Following are not necessarily all errors, but bear consideration in
050625 - modifiying existing records, and making new ones.
050626 -
050627 - This list is not exhaustive, but intended to show the general points
050628 - to be aware of in making new records and modifying existing ones.
050629 -
050630 -
050631 -
050632 -          No.  Organization
050633 -        =====  ==========================
050634 -           41  Colina Condominums
050635 -
050636 -               Direct Phone Number Field Identifier
050637 -
050638 -               There is a dash after the pager phone for Mike Wolcott,
050639 -               which causes a dash to show up in the Summary list. This
050640 -               is a matter of preference, however, I recommend removing
050641 -               the dash, so the entry reads:
050642 -
050643 -                           =415 340 5290 pager
050644 -
050645 -               Since this field is intended to be the direct line to
050646 -               the contacts office, I recommend using following format:
050647 -
050648 -                           =pager 415 340 5290
050649 -
050650 -               This will cause the main number for the organization to
050651 -               be entered in the Contacts Summary, rather than the
050652 -               pager number (which is not identifiable as such in the
050653 -               Summary, and so is misleading, when simply looking up a
050654 -               phone number),
050655 -
050656 -               When you load a contact record to an SDS record, the
050657 -               pager number will be entered and identified as such.
050658 -
050659 -
050660 -          101  Port of San Francisco
050661 -
050662 -               Alphabetical Listing
050663 -
050664 -               Some might list this under
050665 -
050666 -                   SAN FRANCISCO PORT AUTHORITY
050667 -
050668 -
050669 -               Last Name Field off 1 Column
050670 -
050671 -               Michael Huerta's last name is entered in column 46,
050672 -               rather than in column 45, causing the first letter to be
050673 -               omitted in the Summary listing, so it appears thus:
050674 -
050675 -                                 huerta
050676 -
050677 -                  This can be corrected by the Delete key to pull the
050678 -                  last name in the Contact record back 1 position, so
050679 -                  "Huerta" begins in column 45.
050680 -
050681 -
050682 -          115  Uniglobe
050683 -          116  Sharon Glen
050684 -          120  Wanden P. Treanor
050685 -
050686 -               Last Name Field off 1 Column
050687 -
050688 -               These have common problem of last name one position
050689 -               off, as described above.
050690 -
050691 -                  Actually, Glen has first name entered 1 position
050692 -                  off.
050693 -
050694 -
050695 -               Alphabetical Listing
050696 -
050697 -               Sharon Glen and Wanden P. Treanor are listed under "S"
050698 -               and "W" instead of "G" and "T" as typical where an
050699 -               organization reflects the name of an individual.
050700 -
050701 -
050702 -          102  Charles M. Salter Associates
050703 -
050704 -               Alphabetical Listing
050705 -
050706 -               This is listed under "C" for Charles, where typically it
050707 -               would be listed alphabetically under "S" for Salter. The
050708 -               method of listing is controlled by the entry in the con-
050709 -               tact record "0000" line; it can be changed by the entry:
050710 -
050711 -                    SALTER, CHARLES M., ASSOCIATES
050712 -
050713 -               This is a matter of preference.  Users can list organi-
050714 -               zations in any manner that is convenient to look them
050715 -               up in the Contacts Summary.
050716 -
050717 -
050718 -               Last Name Field off 1 Column
050719 -
050720 -               David Schwind Salter's last name is entered in column
050721 -               46, rather than in column 45, causing the first letter
050722 -               to be omitted in the Summary listing, so it appears
050723 -               thus:
050724 -
050725 -                                 alter
050726 -
050727 -                  This can be corrected by the Delete key to pull the
050728 -                  last name in the Contact record back 1 position, so
050729 -                  "Salter" begins in column 45.
050730 -
050731 -
050732 -               Missing Title Line
050733 -
050734 -               David Schwind Salter's contact entry is made immediately
050735 -               below the line for Charles M. Salter.  This might be an
050736 -               error, in that the Title line for "President" is below
050737 -               David's name.  Possibly David is the president.  In that
050738 -               case, then the record is correct, but there is no title
050739 -               line for Charles M. Salter.
050740 -
050741 -
050742 -           99  Sharon Glen
050743 -          116  Sharon Glen
050744 -
050745 -           30  Whisler-Patri
050746 -           90  Whisler Patri
050747 -
050748 -               Double Records Same Organization
050749 -
050750 -               These organization are entered under two different ID
050751 -               #'s for the same address.  It is common use separate
050752 -               records for an organization at different physical
050753 -               locations, such as IBM, Corps of Engineers, General
050754 -               Motors, Bechtal, etc.
050755 -
050756 -               In this case, it appears one record is adequate, and so
050757 -               the contact names should be entered in one record, and
050758 -               another organization assigned to the open #.  This can
050759 -               be accomplished automatically by just deleting a
050760 -               contact record.  The next time a new contact is added
050761 -               to the system, the last number deleted is used.
050762 -
050763 -
050764 -           96  West End Housing Group
050765 -
050766 -               City May be Incorrect
050767 -
050768 -               The address for this organization is shows as "Menlo"
050769 -               and it may be intended to be "Menlo Park."
050770 -
050771 -
050772 -          113  San Francisco Planning Dep
050773 -
050774 -               Phone # Area Code
050775 -
050776 -               Just need to add area code.
050777 -
050778 -
050779 -          114  Sportsman
050780 -
050781 -               Contact Name Entered Incorrectly
050782 -
050783 -               The main contact name is entered beginning on column
050784 -               10, and it should start on column 15, as follows:
050785 -
050786 -                        Mr.  Bob
050787 -
050788 -
050789 -
050790 -