CONTACTS 
0201 - Kwan Henmi Arch & Planng           415 777 4770 fax 5102
020101 - Mr. Denis Henmi; Principal

SUBJECTS
Kwan Henmi, Communication Metrics
Terms & Conditions

0804 -    ..
0805 - Summary/Objective
0806 -
080601 - Followed up work at ref SDS 14 line 60.  We reviewed prior discussions
080602 - and considered implementing SDS on a new project Kwan Henmi has been
080603 - awarded at the airport.  Bill DeHart explained how he used SDS to
080604 - apply Communication Metrics at PG&E.
080605 -
080606 - Denis will advise on follow up actions.
080607 -
080608 -
080609 -
0807 -
0808 -
0809 - Discussion
0810 -
081001 - I submitted printed of our meeting last week, ref SDS 14 line 76, and
081002 - on follow up work about ISO registration, ref SDS 15 line 70 and, ref
081003 - SDS 16 line 116.
081004 -
081005 - Denis asked me to begin on agenda issues based on the notes.
081006 -
081007 -
081008 -
081009 - PM Support for Partnering
081010 -
081011 - I asked about progress on partnering, per ref SDS 14 line 96.  We
081012 - considered following steps to move forward:
081013 -
081014 -
081015 -     Possible Action Items
081016 -
081017 -     Develop explanation, scope, responsibilities of support role, per
081018 -     risk analysis at ref SDS 14 line 193.
081019 -
081020 -     Submit documentation on Communication Metrics, ISO support for
081021 -     traceability and continual learning, ref SDS 14 line 111.
081022 -
081023 -     Schedule meeting with partner to develop mutual ideas.
081024 -
081025 -
081026 -        No action was taken today on these ideas.
081027 -
081028 -
081029 -
081030 - ISO Registration
081031 -
081032 - Reviewed findings for information, per ref SDS 14 line 162.
081033 -
081034 -      Performex
081035 -
081036 -      Submitted and reviewed discussions with Ralph Battmen, ref SDS 15
081037 -      line 190.  Submitted Performex documentation ref SDS 15 line 116.
081038 -
081039 -      Denis recognizes how SDS integrates traceability and "Continual
081040 -      Learning" explained at ref SDS 15 line 255.
081041 -
081042 -      Arthur Anderson
081043 -
081044 -      Advised of discussions with Bob Hirth ref SDS 18 line 89, but did
081045 -      not submit notes of same.
081046 -
081047 -
081048 -      Cost & Risk Management
081049 -
081050 -      Reviewed analysis at ref SDS 16 line 161.
081051 -
081052 -         Denis said KW has underway a review and assessment of its
081053 -         current work practices.
081054 -
081055 -            [See follow up at ref SDS 20 line 293.]
081056 -
081057 -      Possible Action Items
081058 -
081059 -      Schedule informational meetings?
081060 -
081061 -         Denis decided to defer this step for now.
081062 -
081063 -
081064 -
081065 - SDS & Communication Metrics for Kwan Henmi
081066 -
081067 - This discussion defined a transition strategy from using SDS with full
081068 - support and conventional documentation provided by Welch, to achieve
081069 - Denis' objective expressed last week of hands on access and SDS record
081070 - development by Kwan Henmi staff, ref SDS 14 line 226.
081071 -
081072 -
081073 -    Lotus Notes - Ideas & Objectives
081074 -
081075 -    We briefly considered Denis' use of Lotus Notes to see his ideas
081076 -    for use on a wider scale within the firm, ref SDS 14 line 225.  We
081077 -    did not review writings (per discussion last week ref SDS 14 line
081078 -    236), or analysis of work in progress at KW or from seminars that
081079 -    could guide our current efforts, such as at ref SDS 13 line 51, and
081080 -    ref SDS 17 line 138, and ref SDS 12 line 42.
081081 -
081082 -    Bill DeHart mentioned experience with Lotus Notes at PG&E.  He said
081083 -    3 or 4 people (a small group) used it regularly as a "bulletin
081084 -    board."  I asked how this differed from using the PG&E e-mail
081085 -    system?  Apparently the format of the information was closer to
081086 -    conventional documents.  Possibly data entry was easier once people
081087 -    learned the conventions.  LN maintained relationships between
081088 -    communications on particular subjects among multiple participants.
081089 -    He recalled it required support by PG&E's Computer group, and so
081090 -    was dropped because the number of users did not justify the support
081091 -    cost.
081092 -
081093 -     ..
081094 -    Strategy to introduce SDS
081095 -
081096 -    Bill DeHart explained use at PG&E.
081097 -
081098 -       The impetus arose from an assignment to take over a large
081099 -       project for the Department of Water Resources, that was in
081100 -       trouble.  The State had requested that PG&E change the Project
081101 -       Manager, the Contract Manager, and the Engineer.  The project
081102 -       was politically sensitive.  Welch demonstrated SDS shortly after
081103 -       Bill was assigned; Bill's boss agreed to try SDS to help meet
081104 -       these challenges.  Bill was at first concerned SDS had to start
081105 -       from the beginning of the job but this proved incorrect, ref SDS
081106 -       7 line 234.  It is better to start SDS from the beginning, but
081107 -       not necessary.  Like hiring a new employee, SDS picks up the
081108 -       train of activity at any time, and fills in history as it is
081109 -       needed.
081110 -
081111 -       Denis asked if Bill used SDS?
081112 -
081113 -       Bill said he is using SDS now, but didn't during the Welch
081114 -       contract.  His schedule prevented him from learning SDS.  He was
081115 -       often out of the office.  Rod provided Communication Metric
081116 -       support by attending meetings and interacting with Bill and
081117 -       affected parties to capture the record and link everything
081118 -       together -- see for example ref SDS 5 line 49 and ref SDS 4 line
081119 -       70.  The SDS record was on PG&E's network, and was transmitted
081120 -       to Bill's office workstation and home computer where he could
081121 -       review it at convenient times, ref SDS 6 line 21.
081122 -
081123 -       Collaboration developed between SDS, the CPM schedule which Rod
081124 -       developed with Bill, and PG&E's cost control system managed by
081125 -       Bill and his analyst, Cynthia.  The objective to integrate Cost,
081126 -       Schedule and SDS through Bill's analyst was frustrated by
081127 -       Cynthia's pregnancy and then Bill's early retirement.
081128 -
081129 -       For the first 3 or 4 months, SDS memos were distributed in
081130 -       conventional printed format.  Bill's boss found SDS added value
081131 -       to PG&E's project management capability, ref SDS 8 line 132.
081132 -       PG&E decided to train others to use SDS more widely, ref SDS 8
081133 -       line 108.  A week later this decision was cancelled due to
081134 -       turbulence in re-organization at PG&E, ref SDS 9 line 57.
081135 -
081136 -
081137 -    SDS printed reports
081138 -
081139 -       Denis asked how people react to the citations in SDS printed
081140 -       material?  How does this impact utility, since a major advantage
081141 -       is instant access to citations?
081142 -
081143 -       We reviewed how this was introduced on the CDWR project, where
081144 -       it was explained to the State's project manager, ref SDS 3 line
081145 -       204, who found it would be helpful, ref SDS 3 line 319.  The SDS
081146 -       record was distributed in printed format for 3 - 4 months. PG&E
081147 -       and the State found it was more useful than their prior
081148 -       practice, ref SDS 10 line 66, ref SDS 11 line 59 and ref DRP 1
081149 -       line 25.  This added utility arises because of two factors:
081150 -
081151 -           1.  The printed record shows the correlation between all
081152 -               attendees and other forces that impact performance, such
081153 -               as contracts, prior events, commitments, correspondence.
081154 -               This provides a greater chance for people to reach
081155 -               common understanding. Even though citations cannot be
081156 -               accessed, people discover quickly that this intermediate
081157 -               step to using SDS is a big improvement over present
081158 -               practice.
081159 -
081160 -               An example is seen from Denis' SDS records of two
081161 -               meetings I attended on the Port of SF project. Stephanie
081162 -               Thornton with Coastal Research Center requested SDS
081163 -               notes be prepared on a meeting with the Port Director,
081164 -               like those for an earlier meeting, ref SDS 1 line 150.
081165 -
081166 -           2.  A proactive approach of clarifying understandings,
081167 -               intent and follow up, uncovers misunderstandings and
081168 -               fixes them, before people take action that costs money.
081169 -               This role of Communication Manager requires experience
081170 -               to recognize areas of risk which need greater diligence.
081171 -               The SDS record helps people see in a non-confrontational
081172 -               manner the implications of actions and inactions.
081173 -
081174 -           The SDS program makes it possible to perform steps 1 and 2.
081175 -
081176 -
081177 -    SDS record on-line
081178 -
081179 -       The SDS record will be on the Kwan Henmi server, available for
081180 -       people to use, as was done at PG&E, ref SDS 2 line 69 and ref
081181 -       SDS 6 line 21.
081182 -
081183 -       The printed reports simply provide a transitional means to
081184 -       immediately improve performance while people get used to the
081185 -       new approach.
081186 -
081187 -
081188 -    Transitioning Individuals and Teams doing project work.
081189 -
081190 -       A possible first step is to get Denis hooked up with SDS so we
081191 -       can collaborate via internet like I am doing with Bill DeHart.
081192 -       This will build process experience to see how it can be done
081193 -       with others.
081194 -
081195 -       For Denis, we should be able to eliminate paper.  Others need
081196 -       more time.
081197 -
081198 -
081199 -    SDS use by Kwan Henmi Staff
081200 -
081201 -       Denis wants to hold off on training.  He said the cost of $4K to
081202 -       train an architect is lost because of turn-over within a 2 year
081203 -       time frame.  He recalled the challenge of trying to enter the
081204 -       record after a meeting, and make links.  Bill said he found that
081205 -       aspect of SDS frustrating during our collaboration at PG&E.  He
081206 -       liked accessing it, but did not have enough opportunity to enter
081207 -       the record to achieve the skill that makes it fast and easy.
081208 -       Following his retirement, he has acquired the skill.
081209 -
081210 -       Our strategy at Kwan Henmi is to perform Communication Metrics
081211 -       and make the information available on-line.  Payment for this
081212 -       service is entirely born by the project.  People will react
081213 -       differently.  Some will want to access it, others will be driven
081214 -       to do more.  Welch will be available to provide incidental
081215 -       support.  People working in teams will begin helping each other
081216 -       as recognition of the value of the SDS data base grows.  There
081217 -       will be no training expense.
081218 -
081219 -
081220 -    Possible Action Items
081221 -
081222 -    Meeting with KW Executive committee/team.
081223 -
081224 -       Present objective
081225 -
081226 -       Get their input on ways and means, concerns.
081227 -
081228 -    Interview KW staff to develop information organization scope and
081229 -    structure based on current work practices.
081230 -
081231 -
081232 -  ..
081233 - Kwan Henmi Airport Project
081234 -
081235 - Denis said they have been awarded a major project at the airport
081236 - involving BART.
081237 -
081238 - He wants to use Communication Metrics to perform this work.  We
081239 - considered the advantage of using Bill and I to support launching the
081240 - project, as we did on the CDWR job.  KW's new project requires
081241 - political skills similar to those entailed on CDWR.  Bill's SDS skills
081242 - would make the collaboration more effective.
081243 -
081244 -     Internet Support
081245 -
081246 -     I explained how we have used the Internet to update SDS the past
081247 -     year while collaborating on PMI event issues.  This greatly
081248 -     facilitates the effectiveness of Communication Metrics.  The
081249 -     Internet capability Denis mentioned in our meeting last week will
081250 -     be ideal for this, ref SDS 14 line 286.
081251 -
081252 - Denis will present this idea to the executive team.
081253 -
081254 -    [See follow up at ref SDS 19 line 42.]
081255 -
081256 -
0813 -