THE WELCH COMPANY
440 Davis Court #1602
San Francisco, CA 94111-2496
415 781 5700
S U M M A R Y
DIARY: December 1, 1994 06:00 AM Thursday;
Visited Jeff to fix SDS.
......Discipline, Laziness, Perspective, Ignorance
5...Contacts & Subjects
7...Welch Training and Support
......Deliberative Analysis Strengthens Management Science
......Scientist, Test Pilot Make Time to Invest Intellgectual Capital
......Not Enough Time - Skilled Communication Engineer Needed
8...4-Ward Tech, record 168
Click here to comment!
0201 - Seawest Company 619 293 3340 fax 3347
020101 - Mr. Jeffery S. Ghilardi
020102 - Vice President =619 987 1617 (Mobile); 619 293 3576 (modem); Project Development
Seawest, Archiving Diary Records, and SAA
Extend Summary automatically
0705 - ..
0706 - Summary/Objective
070701 - Followed up work at ref SDS 16 line 36.
070703 - Got it going. Looks like the problem with the Contacts occurred from
070704 - Jeff's getting a new computer. We are not sure what problem caused
070705 - SDS to fail to launch. Installed updated SDS code. Discussed
070706 - status of Seawest.
070708 - Missed flight back. Had to stay over due to fog.
0710 - Progress
0711 - ..
071101 - Initially I opened his schedule with F3, and found it was okay,
071102 - except there were no scheduled tasks. The earliest date in the file
071103 - was 941028; all of the tasks in his Schedule were shown as diaries for
071104 - 941028. This means that after these records were archived, there were
071105 - no activities to role forward to the current date, except for Schedule
071106 - analysis and adjustments. Morri reported a problem that seemed
071107 - similar to this at ref SDS 15 line 116.
071109 - Another problem is that Jeff's Schedule only extended to 941231, so
071110 - either the automatic calendar extension did not work, or possibly he
071111 - only came into the time frame when the schedule would be extended,
071112 - during the time he was not using it.
071114 - Possibly he began not using SDS when he encountered problems
071115 - with his Contacts. When he next tried to use SDS, perhaps a
071116 - month later, the program froze up.
071117 - ..
071118 - It appears the feature that automatically adds a month to the
071119 - Schedule calendar did not work correctly. When I opened the Schedule
071120 - with F3 for No Archive, I used the menu to add six months to the
071121 - calendar, and closed the program. I then opened SDS normally.
071122 - Everything seemed to work. Thus, having a Schedule that did not
071123 - require the program to sense it needed to add a month, and add it
071124 - automatically, seems to have solved this problem.
Windows Configuration, 941201
SDS in Windows, 931209, Dec 1, 1994
Comments on usefulness
Expanding SDS Use at Seawest
120701 - Installed a new icon graphic for the Windows desktop SDS program.
120703 - I created a new version of SDS using the notebook CPU #7. This was
120704 - actually an entirely new program. I replaced all of the SDS files on
120705 - his computer with new ones (except for Help). Did not have time to
120706 - update Help.
120709 - ..
120710 - Subject Index
120712 - Jeff asked how to assemble a composite Subject Index. I demonstrated
120713 - this on CPU #7 using my SI, because his subjects have not yet been
120714 - filled out. Showed how to call it from the Menu or use F1 F4.
120716 - Jeff mentioned being assigned to a team at Seawest that is designing a
120717 - standardized method to organize information. I explained how the
120718 - Subject Index supports this effort and that it requires dedicated
120719 - attention to devise a sensible structure, which I believe is a good
120720 - role for the Communication Manager/Engineer, discussed below.
120722 - [See follow up at ref SDS 23 line 83.]
120725 - ..
120726 - Project Templates
120728 - On the way to the airport, Jeff asked about this. He has been working
120729 - on a Seawest committee to develop a records management system. He
120730 - feels the SDS Subject Index methodology may provide a solution.
120732 - I explained how to use the SI template function to replicate template
120733 - projects in order to provide standardization among different managers.
120735 - See "Subject" menu, and in that, "New Project Template." Help
120736 - on this selection, explains how to apply it.
120739 - Jeff seemed to indicate today an increased awareness of the benefits
120740 - of SDS.
120741 - ..
120742 - He mentioned executives in the firm are meeting off-site
120743 - within the next few days to consider the future of the company.
Communication Engineer/Manager, Secretarial Support
Time, Balance Doing/Thinking
Time - Too Busy Being Busy
Writing "everything" down
Discipline, Redundant, Lazy, Lack
Reading and Writing, Not Enough Time
Writing, Executives Unsure About What to
Communication Manager Writes Clear,
Communication Manager, Why Needed, What
Secretary, Admin Assist Com Manager Adds Value
Para Legal Aide to Collaborate Research Prepare Case
Leadership Aide Ensures SDS Record Prepared
Management Evolution of Practices
321601 - ..
321602 - Communication Engineer
321604 - During lunch today, and on the way to the airport, Jeff expressed
321605 - concern about how to ensure that the record of his work is captured.
321607 - Below, problem of limited time was discussed. ref SDS 0 TZ4J
321609 - I mentioned similar concern expressed by Bill DeHart at PG&E on
321610 - 941010, ref SDS 11 0060, discussed again yesterday in talks with Bill
321611 - and Chris, ref SDS 17 8400.
321613 - Jeff asked if I have talked to Wayne Wetzel lately?
321615 - I explained Wayne has become the world's second most adroit user of
321616 - SDS, but he feels (as does the world's number one user) the pressure
321617 - to develop support for using SDS to capture the record, from telecon
321618 - on 941012, ref SDS 12 0001, and when Millie and I visited a few weeks
321619 - ago while traveling back from a PMI event in Vancouber British
321620 - Columbia. ref SDS 13 2Q6N, also ref SDS 13 6394.
321623 - ..
321624 - Discipline, Laziness, Perspective, Ignorance
321626 - A good sense of the tension on this matter is seen from analysis
321627 - of an observation that executives are too lazy to "capture the
321628 - record' in SDS, or whether they lack perspective on the value of
321629 - knowledge, discussed on 940628. ref SDS 9 0550
321631 - [On 960227 executive mindset on not enough time to read or
321632 - write is at ref SDS 21 2004.]
321634 - [On 960105 discussed with COE need to specify Communication
321635 - Metrics, because like CPM, managers will not budget for it.
321636 - ref SDS 20 1008, ref SDS 20 9418]
321639 - ..
321640 - Admin Support/Training
321642 - On the way to airport, Jeff asked about getting his secretary to
321643 - provide data entry support. I explained that he can create a new
321644 - synergy between admin support and executive, by capturing some of
321645 - the record in hand notes and on dication (as he did today in
321646 - dictating a "letter", while I used his computer), so a secretary
321647 - can create the SDS record. This is my notion of "para manager,"
321648 - analagous to para legal, except more productive. This person's
321649 - job is to:
321651 - convert information into knowledge
321653 - ...as explained in the POIMS theory at ref OF 1 line 264, and
321654 - in the review of Information Revolution, at ref SDS 6 4757.
321656 - ...para manager was later added as process analyst by Morris
321657 - Jones, Communication Manager, Leadership Aide, such as Vernon
321658 - Walters, per ref SDS 22 line 634.
321661 - ..
321662 - Contacts & Subjects
321664 - Jeff mentioned having a lot of contacts he would like to enter into
321665 - SDS, and asked if this is something his secretary can do.
321667 - I advised this is a good introduction into SDS data entry methods,
321668 - since it involves doing repetitive tasks that aids learning and builds
321669 - confidence working with the ASCII file format.
321671 - Contacts are fairly straight forward, but Subjects are another, more
321672 - powerful and complex data base, explained on 890523. ref SDS 1 P13O
321674 - SDS requires developing an initial subject structure, similar to
321675 - creating a WBS, setting up a chart of accounts for bookkeeping, or a
321676 - file cabinet to organize storage of documents, which Jeff is doing
321677 - with the Seawest Records Management committee, per above.
321679 - [...below, Jeff is worried about not having enough time.
321680 - ref SDS 0 TZ4J
321681 - ..
321682 - As explained in the record on 890523, after setting up an
321683 - initial structure, daily work adds subjects for organizing new
321684 - information, similar to the way the human mind differentiates the
321685 - meaning of context. ref SDS 1 SQ5L
321688 - ..
321689 - Network Procedures
321691 - Jeff asked if the admin person enters the information into their own
321692 - SDS records, or into his? I explained the entry would be in the
321693 - records of "owner" of the information. If he makes the phone call, or
321694 - attends the meeting, the admin data entry is in his records.
321697 - ..
321698 - Welch Training and Support
321700 - Experience at DNRC and PG&E indicates on-site training and support of
321701 - several months is helpful in "jump-starting" new Users in applying
321702 - SDS.
321704 - It takes a little experience to get the hang of what to write down,
321705 - and how to organize the record so it is easy to apply later on when it
321706 - will be needed. This is a skill like designing a bridge, writing a
321707 - contract, using Lotus 123, or writing a novel. Time and training must
321708 - be invested to acquire this skill.
Not Enough Time to Read and Write Learn to Save Time Using S
Not Enough Time to Write Everything Down, Slippery Slope to Mistakes
Worrying SDS Makes Time Spent Worrying Productive
Scientific Process Inquiry Implemented by SDS Plan Perform Report
Deliberative Analysis Listening Thinking Planning Follow Up
Listening Capturing Organizational Memory Who What When Where Why How
Pilots Report Step-by-step Tasks of Test Flights to Understand Cause
Deliberate Analysis Story Aligns Data with Objectives and History Exp
461101 - ..
461102 - Deliberative Analysis Strengthens Management Science
461103 - Scientist, Test Pilot Make Time to Invest Intellgectual Capital
461104 - Not Enough Time - Skilled Communication Engineer Needed
461106 - Jeff worried again today, there is not enough time to capture a
461107 - record like this, per discussion above, ref SDS 0 0777 and to
461108 - maintain contacts and organic subject structures, also, per
461109 - above. ref SDS 0 JF5G
461111 - Allocating time is a multifacited issue that requires making
461112 - judgements about opportunities and risks that impact objectives.
461113 - Organizational memory is the primary asset that enables accurate
461114 - understanding essential for effective judgement. For example,
461115 - research on 900319 indicates human reasoning is primarily driven
461116 - by human memory. ref SDS 2 0702
461118 - [On 950203 Jeff reports potential big payoff from using SDS
461119 - in dispute with PG&E. ref SDS 18 JK4O
461120 - ..
461121 - SDS enables fast data entry, organization, analysis,
461122 - alignment, summary and feedback that to convert daily information
461123 - into useful intelligence that strengthens organizational memory.
461124 - ..
461125 - You need not write everything all at once, nor figure out
461126 - the organization, and subjects all at once. Once you create the
461127 - record, you can come back to shape, discover and grow new
461128 - knowledge by making connections days, weeks, years later that
461129 - deepen understading of cause and effect for guiding daily work
461130 - and making effective plans for the future, as explained in POIMS.
461131 - ref OF 1 4662
461133 - [On 001219 explained process of using SDS for using good
461134 - management practices consistently. ref SDS 24 QT6F
461136 - You need skill to use SDS, which grows by continued use.
461138 - You need commitment from faith in understanding the value of
461139 - intellectual capital, noted by Covey from the review on 921205,
461140 - ref SDS 4 2229, so that, as you DO your work, you invest the time
461141 - for capturing the record of organizational memory, as I did in
461142 - working on Jeff's computer today. ref SDS 0 VF4H
461144 - [On 980307 Andy Grove at Intel reports effective management
461145 - requires discipline to prepare copious notes and ask tough
461146 - questions.
461147 - ..
461148 - SDS is like a scientist using alphabet technology (i.e.,
461149 - literacy) for reporting the steps of an experiment, see POIMS,
461150 - ref OF 1 1Z99, or a captain writing up important events in the
461151 - ship's daily log.
461153 - Similarly, pilots report during test flights on steps being taken
461154 - and results that occur. Later, when back on the ground, the
461155 - pilot writes a report using deliberative analysis that is given
461156 - to the engineers for planning improvements. This after-the-fact
461157 - deliberative analysis of operational activity turns up a lot
461158 - critical issues that are not apparent when performing tasks,
461159 - e.g., flying a plane, performing an experiment, because
461160 - operational considerations during the heat of battle take up
461161 - mental attention and energy. Writing the record later of who,
461162 - what, when, where, why and how adds value. SDS works the same
461163 - way for improving daily management which can be likened to a
461164 - continual experiment in allocating and organizing resources.
461166 - [On 010730 identified intellectual bridge ideas for
461167 - explaining how SDS implements sound management practice.
461168 - ref SDS 25 LH6M
461169 - ..
461170 - You need a Notebook computer to enter and edit the record
461171 - as ideas occur and time is available, like waiting for a plane at
461172 - the airport, riding on BART, thinking at home, etc.
461174 - [On 950927 Dave Vannier reported Intel was unable to figure
461175 - out how to use computers productively for management.
461176 - ref SDS 19 7732
LAN, Opening Files on Network
470401 - Jeff asked if he can open files on the Seawest Network from within
470402 - SDS.
470404 - As long as the network is active, he can open files directly from SDS
470405 - in the same way files are opened on C: or any other drive.
470407 - I entered an example of how to open a file on the J: drive in the
470408 - "temp" directry, and created a citation to illustrate it.
Contacts Not Working, 941201
490401 - ..
490403 - Solved problem Jeff reported on 940623. ref SDS 7 0001
490405 - After I got it fixed, it seems to me that the problem occurred when
490406 - Jeff got a new computer and did not set up the new system with sd 01
490407 - in his path. He also lost the tx.exe file somehow. The result was
490408 - that when he tried to create a new contact or swap a new contact for
490409 - an existing one, the s.exe command was not in the path, and so did not
490410 - update the Contact Summary files.
490415 - ..
4907 - Progress
490801 - Initially I did some work on contacts and they seemed okay. Loaded
490802 - Welch Co into this record, and did a report on the Welch Co, to find
490803 - the last record where I contacted him, and that function worked.
490804 - This indicated the basic code is okay.
490806 - We need to get the list of contacts for which there is a record, but
490807 - not listing in the Summary.
490809 - Contacts for organizations are in directory:
490811 - sd 09 02
490812 - ..
490813 - The solution turned out to be even easier than the ideas at
490814 - ref SDS 7 line 52.
490815 - ..
490816 - We need to make sure the Summary accurately reflects the actual
490817 - contact records. So, first call a Contact Numerical Summary, by
490818 - opening the Menu and moving the cursor manually to the "02" field and
490819 - changing "2" to "1", press Enter. This makes a list of all contacts
490820 - in the system. "File" it to a temporary name, "x."
490822 - Second, call an alphabetical list of Contacts. "File" it to "y."
490824 - At the DOS prompt, sort the alphabetical list, y,' on the Contact
490825 - record ID field, columns 81 88.
490827 - s i 256 cr;s x;o o;k 81 88;g <Enter>
490829 - ...this says sort file x on column 81 88 and put the output in file
490830 - "o".
490831 - ..
490832 - Now open o and look for breaks in the number sequence. If there
490833 - is a 7, 8, 9, 11, 12, 13,..., then it means record 10 is missing from
490834 - the alphabetical listing. Look in the Chronological list to make sure
490835 - the record really exists in the Contacts. Doing this, we found the
490836 - following files are not listed in the alphabetical list:
490839 - 168, 196, 314 - 320, 324 - 328.
490841 - For each record that is missing from the Summary, we can open the
490842 - corresponding Summary file using the File List function, F1 F3. In
490843 - the Summary list file, make an entry for the missing record, including
490844 - the record ID # in column 81 88. Save the ascii file.
490846 - Open a second SDS session, and use it to open the Summary for each
490847 - record added to the Summary in the manner explained above. Then use
490848 - F2 to open the actual record. In the record, press F2. This will
490849 - update the Contacts Summary so they are in sync.
490850 - ..
490851 - These are special situations:
490854 - ..
490855 - 4-Ward Tech, record 168
490857 - Problem with this is that numbers are included in the Summary. There
490858 - is no place to put "4-Ward." So I made this "Four-Ward in the
490859 - alphabetical list. We can keep the address portion as "4-Ward."
490861 - Entered this in the "F" Summary.
New Computer, 941201
File List, F1 F3, 941201
510501 - This function for some reason is not listing files on my computer.
510502 - Seems like a situation where there is not enough RAM. MEM shows
510503 - there are 540K in a normal DOS window, and 288K with SDS running.
510504 - Rod feels we should be able to load some stuff high, to get more RAM
510505 - available to run SDS DOS functions, like File List. Still not sure
510506 - if that is the problem.
510508 - It might be. I tried a Contact report on Welch Co, and got no answers
510509 - even though we know there is at least one record, as listed above, ref
510510 - SDS 1 line 20.
510512 - Actually, it turned out that the only problem is that:
510514 - c: sd 01
510516 - ...was not in the path statement. I added the SDS program
510517 - directory to the path in Jeff's autoexec.bat.
SDS in Windows, 931209
520401 - There seems to be a problem with the Jeff's DOS prompt window. I
520402 - tried it several times. It goes out to DOS and then closes
520403 - immediately. I checked his DOS prompt PIF to see if it is configured
520404 - differently from the one on my system.
520406 - The notebook computer CPU #3 runs Windows under OS2. It calls the
520407 - DOS prompt with a file:
520409 - h: 00 02 dosprmpt.pif
520411 - Jeff's computer calls the DOS prompt with the file:
520413 - C: windows dosprmpt.pif
520414 - ..
520415 - One problem with comparing these files is that Jeff's is
520416 - native Windows, and those on my CPU #3 are for OS2 Windows. The
520417 - format of the PIF files is somewhat different. With that in mind,
520418 - Rod's DOS prompt PIF sets Memory Requirements at 128K, the same
520419 - param on my computer shows -1, which means the maximum memory is
520420 - applied. Nominally this means 640K, i.e., it is the same as
520421 - entering 640K. Rod feels my spec should work. He tried specifying
520422 - a different amount of RAM though. This did not solve the problem.
520423 - May come back to this later.
520426 - Seems to have to been just a BIOS glitch. We re-booted the computer,
520427 - and the DOS prompt began working correctly.
Strategy on Evaluating all Claims
5304 - ..
530401 - Jeff explained an interesting quandry they have encountered on
530402 - evaluating bids from Voith hydro for a generator on a PG&E project, in
530403 - the amount of $14M. A chinease firm has bid $8M. How do they
530404 - evaluate the $6M difference?
530406 - I am reminded of Wayne's concerns on 941020. ref SDS 13 6007
MWDSC, Norm Bernard
540401 - Jeff said Norm Bernard recently had knee surgery, and this later
540402 - somehow caused a blood clot in his leg that landed him in the hospital
540403 - for several weeks.
540405 - Scheduled follow up with Norm for 941203.
Distribution. . . . See "CONTACTS"