CONTACTS 
0201 - PG&E Proj Mngmnt Transm Sys        415 973 6778 fax 8426
020101 - Mr. Demetrius J. Pedruco; Project Analyst, Room 1169B-V11C =415 973 6388
020102 - Project Management Group

SUBJECTS
PG&E SDS Training, Tito

0403 -    ..
0404 - Summary/Objective
0405 -
040501 - Followed up work at ref SDS 3 line 62.  Got started with an overview
040502 - of the program.  Tito seems to want to learn to use SDS.  His
040503 - computer needs upgrading to accomplish that goal.  Some solutions to
040504 - this are set out below.  Will concentrate next week on training and
040505 - set up.
040506 -
040507 -
040508 -
0406 -
0407 -
0408 - Progress
0409 -
040901 - This was a good session. Tito seems to have the apptitude and interest
040902 - needed to learn SDS. I had the impression from the discussion with
040903 - Bill, that Tito felt SDS was too hard to learn, and so merely wanted
040904 - to see how to extract information from the data base. ref SDS 3 line
040905 - 56.  In any case, we began this effort to see how much progress we can
040906 - make on training him to use SDS.
040907 -
040908 - Gave an overview of the program similar to the session with Bill at
040909 - ref SDS 1 line 62.  I showed the main program screens that integrate:
040910 -
040911 -                    Time............. Schedule
040912 -                    Information...... Diary
040913 -                    People........... Contacts
040914 -                    Documents........ Doc Log
040915 -
040916 -
040917 -     Subjects = Knowledge
040918 -
040919 -     Explained basic concept of organizing information by "time" and
040920 -     secondarily by "subject."
040921 -
040922 -
040923 -     Documents
040924 -
040925 -     SDS "records" contain personal analysis, ideas and discussions
040926 -     with others, e.g. phone calls, meetings.
040927 -
040928 -     All other information is called "Documents" which is further
040929 -     segmented between formal correspondence, and "Other Files."
040930 -
040931 -     Formal correspondence is segmented between "Documents Received"
040932 -     and "Documents Issued."  These in turn are segmented between
040933 -     received or issued "Today" and those received or issued "Prior."
040934 -
040935 -
040936 - Used the record of training Cynthia and Bill to support the work
040937 - today, ref SDS 2 line 132.
040938 -
040939 -
040940 - Menus - Shift F10, Right Mouse Button
040941 -
040942 - Tito was able to pick up using the mouse and menus fairly rapidly;
040943 - seemed to get the feel of switching between screens using Ctrl F6.
040944 -
040945 -      Left Button
040946 -
040947 -      Left Mouse button moves cursor, double clicks open referenced
040948 -      sources in SDS records and reports, single clicks execute menu
040949 -      choices and Help options.
040950 -
040951 -
040952 -      Opening Lower Levels of Detail
040953 -
040954 -      This is a key feature of SDS to permit accessing information by
040955 -      pointing to it and double clicking the left mouse button, or
040956 -      moving the cursor and pressing Enter.
040957 -
040958 -      Contacts, References, Subjects and citations, can be opened in
040959 -      this manner.
040960 -
040961 -
040962 -
040963 - Help - Ctrl F10
040964 -
040965 - Tito seemed to grasp use of on-line Help to accomplish these tasks.
040966 - He asked about a manual.  I explained that all of the help is on-line.
040967 -
040968 -
040969 - Function Keys - F1 Profile
040970 -
040971 - Showed how F1 scrolls through 3 primary sets of function key assign-
040972 - ments.  The initial settings are for those functions used most often
040973 - for data entry.  These assignments are common to most of the SDS
040974 - application screens, i.e., SDS records, correspondence, Subject Index,
040975 - Directory Maintenance.
040976 -
040977 -
040978 - SDS Record Structure
040979 - CDWR Progress Meeting
040980 -
040981 - I used the notes of the Progress meeting yesterday to illustrate the
040982 - structure of the SDS record.
040983 -
040984 -     Jivat Visited
040985 -
040986 -     While we were talking, Jivat stopped by to mention an additional
040987 -     point about the potential need for substation work on the Gold
040988 -     Hill project, ref SDS 4 line 35.  I gave him a copy of the draft
040989 -     notes of the meeting with CDWR.
040990 -
040991 - Tito requested a copy of these notes.
040992 -
040993 -
040994 - "SDS Records" organize information.  They have a lot of structure
040995 - that is created and maintained automatically by the program, but
040996 - which the User can supplement when necessary.  This organizing
040997 - structure enables the User to retrieve specific information when it
040998 - is needed. The structure includes:
040999 -
041000 -       Line Numbers
041001 -       Contacts
041002 -       References
041003 -       Control Field
041004 -
041005 -
041006 - Line Numbers
041007 -
041008 - These identify fields:
041009 -
041010 -          01 - SDS record description, i.e. what it is about
041011 -          02 - Contacts, who is involved in the record.
041012 -          03 - References, prior events, documents, other files
041013 -          04 - Control Fields, organization and time card data
041014 -
041015 -
041016 -
041017 - Record Description
041018 -
041019 - The "01 - " line numbers are the description of the task.  It is
041020 - always entered in the Schedule screen.  When you enter a task
041021 - description, the program conforms the SDS record description to say
041022 - what is entered in the Schedule screen.  If you wish to change a
041023 - task description, close the SDS record (ESC), and type in the change
041024 - in the Schedule screen, then open it again.
041025 -
041026 -
041027 - Contacts
041028 -
041029 - The "02 - " line numbers contain the names of organizations and
041030 - people that may be involved with the event being reported.  If no
041031 - contacts are needed, there need not be any entered.
041032 -
041033 - Showed how to use the menu to type in a short portion of an
041034 - organizaton name and press Enter to get a list of organizations that
041035 - meet that criteria, e.g., "pg" for PG&E, "wel" for the Welch Company,
041036 - "chi" for Chips and Technologies, Inc.  When you get the list, you
041037 - can press enter on the one you want, or double click the left mouse
041038 - button, to load the contact into the SDS record Contact field.
041039 -
041040 -
041041 - References
041042 -
041043 - The "03 - " line numbers initially list any prior related events that
041044 - may have led up to the current record.  Most SDS records have prior
041045 - related events because the basic SDS process is to use a prior event
041046 - to create a template for a new task.  This automatically links the
041047 - precedent task to its progenitor and thereby provides instant access
041048 - to prior information.
041049 -
041050 - Documents and Other files are also listed in References. Demonstrated
041051 - this feature only as an overview.  We looked at the Document Log.
041052 -
041053 -
041054 -
041055 - Control Field
041056 -
041057 - The "03 - " and above, i.e., 04, 05, 06..., lines segment the nar-
041058 - rative in the record according to subject, and other criteria.  It is
041059 - like an electronic time card to assign billable hours or payroll
041060 - time.
041061 -
041062 - Its main use for most users is to track information by Subject and by
041063 - Cost Control account.
041064 -
041065 -      Subject Index (SI)
041066 -
041067 -      This is the main feature of the Control Field that new users
041068 -      most often apply first.
041069 -
041070 -      Showed how the SI enables the User to breakdown information into
041071 -      logical groups, as set out in the discussion with Bill DeHart on
041072 -      Oct 27, per ref SDS 1 line 94.  Tito recognized that the SI
041073 -      accounts in most cases reflect directory structure on the
041074 -      computer disk.  So information about a particular matter can
041075 -      found by looking it up in the Subject Index.  Of course that can
041076 -      be a lot of subjects that are tracked within SDS for which there
041077 -      is no need to have separate files.  But where separate files are
041078 -      needed, they are organized within the Subject Index.
041079 -
041080 -
041081 -
041082 - Link to Other Applications
041083 -
041084 - Tito asked how the project Schedule is used in conjuction with SDS?
041085 -
041086 -    I showed how the WBS column in the Schedule conforms to the SDS
041087 -    Subject Index for the project, which in turn permits getting the
041088 -    history on each task in the Schedule:
041089 -
041090 -       ...when it was created, who requested it, how the duration and
041091 -       sequencing was determined, and what progress has been made.
041092 -
041093 - I explained project budget accounts can be similarly tracked in SDS.
041094 -
041095 - He asked how the Notes attached to the schedule are prepared?  I
041096 - explained these are entered in the MS Project program.
041097 -
041098 -
041099 -
041100 - Printing
041101 -
041102 - Showed how to print things, and get a list of functions.
041103 -
041104 -     Printed a set of the notes on meeting with CDWR.
041105 -
041106 -     Printed my Schedule to illustrate how this can be issued directly
041107 -     from the menu.
041108 -
041109 -
041110 - Spell Check - "Other" menu
041111 -
041112 - Showed how to use the "Other" menu to spell check an SDS record. Tito
041113 - was familiar with the IBM spell check program SDS uses.
041114 -
041115 -
041116 -
041117 -
041118 -
041119 - Hardware
041120 -
041121 - Tito asked about installing SDS on his computer.  We checked his
041122 - system and found he has only about
041123 -
041124 -                        518K RAM
041125 -
041126 -                         31M Disk space
041127 -
041128 - I explained the RAM is on the edge of being low.  I can likely squeeze
041129 - 20 - 50K by modifying his configuration, but this is still marginal
041130 - compared to using OS2.
041131 -
041132 - The larger problem is that there is not enough space on the disk to
041133 - store the SDS data base.  We might be able to extract just the PG&E
041134 - stuff, but that is likely about 5 - 10 MB, and would put his computer
041135 - too close to being full.  Tito feels he can delete some things from
041136 - his disk to make more room for SDS.  This however, is a dangerous
041137 - cost/benefit approach.
041138 -
041139 - I mentioned that there is a computer with a 400 MB disk in my work
041140 - cubicle that Chris was intending to use so I could install SDS on his
041141 - machine, but my sense now is that Chris is going to put this off, so
041142 - possibly Tito can use that machine.  We went back my cubicle and found
041143 - that this computer is no longer there.  Perhaps Chris had it set up
041144 - for him afterall, or it was assigned to someone else.
041145 -
041146 - Another solution would be for PG&E to rent my computer for awhile
041147 - until one can be made available for Tito that has adequate capacity.
041148 -
041149 - Or PG&E can buy my computer for $3,500.  One advantage of this is that
041150 - it is already configured with all of the Gold Hill, and CDWR project
041151 - files.  We don't have to extract and transfer data.  My computer has
041152 - all of the programs they need, including MS Project 4.0, plus OS2,
041153 - which maxmizes the RAM they need for SDS.
041154 -
041155 - If they just need the computer for a week or so, I would be happy to
041156 - loan it to PG&E while they configure a machine for Tito.
041157 -
041158 - In any case I will get him a keyboard, so he can use the SDS functions
041159 - efficiently.
041160 -
041161 -
041162 -
041163 -
0412 -
0413 -
0414 - 1352 discussion with Tom
0415 -
041501 - Tom stopped by and asked me to concentrate on training Tito next week,
041502 - rather than attend the meeting on the Gold Hill SMUD contract, as
041503 - planned this morning per ref SDS 6 line 57.  He said since we only
041504 - have one more week, Chris wants me to concentrate on training Tito.
041505 -
041506 - I called Pam and advised her of the change, ref SDS 6 line 79.
041507 -
041508 -
041509 -
041510 -
0416 -