CONTACTS 
0201 - Kwan Henmi Arch & Planng           415 626 6766 fax 5231
020101 - Mr. Denis Henmi; Principal

SUBJECTS
Kwan Henmi SDS; Support, Capturing the Record
Applications
Project Administrator
Evaluation
Kwan Henmi, General
Design Drawing Tracking

0708 -    ..
0709 - Summary/Objective
0710 -
071001 - Followed up work at ref SDS 14 line 37.   We considered Denis'
071002 - objectives for business growth, the business systems needed, and how
071003 - SDS can support various business systems.  Denis requested a proposal
071004 - to implement our ideas, see "Objectives" at line 071551, below.
071005 -
071006 -      [See follow up at ref SDS 17 line 64.]
071007 -
071008 -
0711 -
0712 -
0713 - Discussion
0714 -
071401 - Initially, Denis prepared a requirements list for his new office,
071402 - thus:
071403 -
071404 -      Existing Software             Function
071405 -                   ---------
071406 -      AutoCadd (Autodesk)           Design
071407 -      AutoArchitect (Softdesk)        "
071408 -      Wordperfect                   Wordprocessing
071409 -      Lotus 123                     Spreadsheet
071410 -      Microsoft Projects            Scheduling
071411 -      Mraomode (?)                  Accounting (Cost Control?)
071412 -      RFP                           Marketing/Proposals
071413 -      SDS                           POIM
071414 -
071415 -      Planned Software
071416 -
071417 -      Addobe Photoshop (      )
071418 -      Network          (Lantastic)
071419 -      File Organizer   (maybe Chicago will do this)
071420 -
071421 -          [SDS is designed to manage "documents" -- so analysis is
071422 -          needed to see to what extent File Organizer or some other
071423 -          solution would exceed or supplement SDS capability.  Someone
071424 -          needs to research how these things work, and then develop an
071425 -          opinion about the best approach.]
071426 -
071427 -
071428 -      Hardware
071429 -
071430 -      Server - Denis plans to connect all systems to a server, with
071431 -      dedicated space for each function via LAN.
071432 -
071433 -      The Server will accommodate greater growth, i.e. more capacity
071434 -      can be added.
071435 -
071436 -           [See research at ref SDS 16 line 171.]
071437 -
071438 -      LAN - will this accommodate more Workstations without significant
071439 -      reduction in performance?
071440 -
071441 -
071442 -                      Current      New         Total     SDS
071443 -                          -----       ------   ------
071444 -      CADD                3          6            6       No
071445 -
071446 -          [Intent is to get 6 new pentium 90 Mhz 24M RAM 400 MB disk,
071447 -          so each workstation can download from the server a 200 MB +/-
071448 -          CADD file for a large project.  The 3 existing 486 CADD
071449 -          computers will be used for "Generic support" shown below.]
071450 -
071451 -          Note a prospect for future growth is for designers to use SDS
071452 -          to obtain instructions, enter progress, questions and prob-
071453 -          lems for project managers to review and solve.
071454 -
071455 -      Project Managers    2          2            4       Yes
071456 -
071457 -
071458 -      Marketing           1          0            1       Yes
071459 -
071460 -          KH has hired someone to perform this work.
071461 -
071462 -      Admin               1          0            1       Yes
071463 -
071464 -          SDS Support
071465 -
071466 -          Jennel will support the PM, as the SDS data entry person for
071467 -          meeting notes, routine scheduling and other matters such as
071468 -          receiving and sending documents.  PM's will strive to enter
071469 -          their own notes and analysis of their work (e.g. phone calls,
071470 -          discussions, inspections, etc.)
071471 -
071472 -          Jennel can create Contacts, although it is likely that once
071473 -          the main body of contacts are created, everyone will be adding
071474 -          contacts as new ones inevitably come up each day for differ-
071475 -          ent people.
071476 -
071477 -          Jennel can set up Subject Index for new projects.
071478 -
071479 -              Forms Management
071480 -
071481 -              For marketing accounts, she will need a job number from
071482 -              PM, Principals, or Accounting.
071483 -
071484 -              For projects, she will need job number from accounting.
071485 -
071486 -           ** KH may want to work toward reducing reliance on actual
071487 -              paper, and instead prepare these and other forms on the
071488 -              computer, without printing them.
071489 -
071490 -          Personnel
071491 -
071492 -          Some formalized work in this function may accrue to Jennel's
071493 -          scope.
071494 -
071495 -
071496 -      Accounting          1          0            1       Yes
071497 -
071498 -
071499 -      General Support     0          0            3       Yes
071500 -
071501 -          [These units will come from existing CADD operations, as the
071502 -          new Pentiums are brought on-line.]
071503 -
071504 -      Receptionist
071505 -
071506 -          [Currently it is not contemplated the receptionist will use a
071507 -          computer.  We considered offering this person a growth
071508 -          pattern to learn SDS, to become an administrator; so, as the
071509 -          firm grows, Jennel can become an Admin. Supervisor. Starting
071510 -          this would be to log phone messages into the PMs' SDS
071511 -          Schedule. Currently a voice mail system is planned, however,
071512 -          this will require the PM to listen to a message, get a record
071513 -          and create a task for the event.  In theory considerable time
071514 -          can be saved by having the telephone receptionist do this. Of
071515 -          course the theory may not pan out.  Some PM's may prefer to
071516 -          get voice mail rather than SDS records.  The solution is for
071517 -          the receptionist to begin trying to log message for just one
071518 -          PM, or maybe for the marketing person.  If that works, the
071519 -          effort is expanded, so the receptionists skill and the
071520 -          benefits of SDS both grow.]
071521 -
071522 -
071523 -
071524 - Design/Procurement Status for LAN
071525 - & Automation Systems
071526 - ---------------------------------
071527 - Denis said he has hired a consultant to submit a materials and vendors
071528 - list for the LAN that will be installed in the KH new offices.
071529 -
071530 - The consultant is waiting to receive a space plan from KH to complete
071531 - its materials list.
071532 -
071533 -
071534 - KH Growth
071535 -
071536 - He plans to limit KH to 25 architects, so he and Sylvia can continue
071537 - to give personal service to ensure high quality performance.
071538 -
071539 -
071540 - Implementation of SDS/POIMS
071541 -
071542 - I noted there does not seem to be a task in Denis' SDS schedule for
071543 - submitting the space plan.  Denis said KH manages its work with a
071544 - Microsoft Project plan.  He showed me an example of a plan for a KH
071545 - project.  I asked if he has such a plan for the office move?  He said
071546 - there is one, but it needs to be updated.
071547 -
071548 - Is there something in the schedule for updating the Microsoft Project
071549 - plan?
071550 -
071551 -
071552 - SDS Support Proposal
071553 -
071554 - I offered to come in and work with Denis to demonstrate how SDS is
071555 - used to supplement the (MicroSoft Plan) macro planning KH is presently
071556 - using, by getting "controllable action items" into someone's schedule,
071557 - and then using the results of each detailed event to schedule and
071558 - perform follow up action.  This method significantly increases the
071559 - chances of success in meeting planning targets, as explained in the
071560 - paper on POIMS on page 2 "Convert Plans into Action."
071561 - ..
071562 - Denis requested a proposal for this effort.
071563 -
071564 -      [On 951109 used this for new project. ref SDS 18 4680]
071565 -
071566 -    Objectives
071567 -
071568 -    1.  Work with Denis on extra computer or use Denis' computer when
071569 -        he is out of the office, so his SDS program begins to generate
071570 -        some diary records that can be used to support his work. Right
071571 -        now SDS is mainly a scheduling tool.  We want to demonstrate
071572 -        the interface between the Microsoft Project plan and the daily
071573 -        implementation through SDS, which results in a lot of diary
071574 -        records.  We will use the record to get things done the way we
071575 -        want them.
071576 -
071577 -        Welch will attend meetings, log and generate correspondence and
071578 -        dialog with Denis about what has occurred that impacts his
071579 -        schedule.  This effort will figure out procedures for Admin
071580 -        support based on what works and what turns out to be too
071581 -        unweildly.
071582 -
071583 -    2.  Manage the office move.  This is a fairly discreet task, and so
071584 -        is amenable to focused support from Welch with minimal input
071585 -        from Denis.  Welch can interview key people to acquire input,
071586 -        or simply help Denis craft following:
071587 -
071588 -        a.  Microsoft Project Plan, update and maintain
071589 -
071590 -        b.  Develop a narrative of objectives, needs, growth capacity,
071591 -            concerns , problems, options, analysis, and preliminary
071592 -            decisions.
071593 -
071594 -        c.  Develop preliminary org chart, roles and responsibilities.
071595 -
071596 -        d.  Business Systems
071597 -
071598 -            1.  Communications requirements
071599 -
071600 -                •  Phone
071601 -                •  Fax
071602 -                •  E-mail (Internet)
071603 -
071604 -            2.  Printing
071605 -
071606 -                •  Drawings
071607 -                •  Correspondence
071608 -
071609 -            3.  LAN
071610 -
071611 -                Ascertain, research and inspect optional systems,
071612 -                including the advantage of using OS2 for multi-tasking
071613 -                environment.
071614 -
071615 -            4.  Automated systems (see above)
071616 -
071617 -        e.  Furnishings
071618 -
071619 -        f.  Space plan is derived from a, b, and c.
071620 -
071621 -        g.  Finalize Budget
071622 -
071623 -            Decide on phasing of implementation to balance budget with
071624 -            revenue stream.
071625 -
071626 -        h.  Complete space plan.
071627 -
071628 -        i.  Procure systems & furnishings
071629 -
071630 -            Interview vendors, evaluate options, let purchases orders.
071631 -
071632 -        j.  Procure construction
071633 -
071634 -        k.  Construction
071635 -
071636 -        l.  Install Systems & furnishings
071637 -
071638 -        m.  Move in
071639 -
071640 -        n.  Debug system
071641 -
071642 -    3.  Train Admin to use SDS
071643 -
071644 -        This can begin immediately during performance of item 1 and 2.
071645 -
071646 -    4.  Train PMs to use SDS
071647 -
071648 -    5.  This should be deferred until after step 1 and most of step 2.
071649 -        Experience from supporting Denis and getting Jennel partially
071650 -        trained will leverage and expedite this effort.
071651 -
071652 -
071653 -
071654 - Implementation
071655 -
071656 - Welch will provide SDS Executive support services to perform the
071657 - objectives at the rate of $75 per hour, as directed by KH.  The first
071658 - week will entail approximately 20 - 30 hours to begin and extend work
071659 - tasks, thereafter, it is expected from 10 to 20 hours per week for 3
071660 - weeks, will be expended to accomplish the objectives.  Total not to
071661 - exceed $7,000 per month.
071662 -
071663 -
071664 -
0717 -

SUBJECTS
Subject Index, New Projects from Existing
Copy from MI to Current SI

0905 -
090501 - Denis said this was not working.  We went through and set up a few
090502 - projects and found it was really okay.  The problem he was having was
090503 - not saving the MI before copying a new entry to the current SI.  When
090504 - he came back to set up another project, the name entered previously
090505 - was missing.  So the real problem was with copying an MI entry to the
090506 - current SI, and his only problem there was in not saving it first.
090507 -
090508 - This is a problem with the program code.  It should automatically
090509 - save the current MI when the code is called to copy an entry to the
090510 - current SI.  I will fix this per below.
090511 -
090512 -
090513 -
090514 -
0906 -

SUBJECTS
Kwan Henmi SDS; Support, Capturing the Record
940719

1005 -
100501 - Updated code to include the fix for the problem reported at ref SDS 11
100502 - line 60.  This was fixed at ref SDS 12 line 23.
100503 -
100504 - We encountered another problem in the code for copying a new project
100505 - in the Master SI to the Current SI.  The code is not erroneous, but
100506 - needs to be fixed so User does not have to remember to "save" the MI
100507 - before executing the function to copy to the current SI.
100508 -
100509 -     [I fixed the SDS code at ref SDS 15 line 28.]
100510 -
100511 -
1006 -