THE WELCH COMPANY
440 Davis Court #1602
San Francisco, CA 94111-2496
415 781 5700
S U M M A R Y
DIARY: November 1, 1995 12:00 PM Wednesday;
Visit Denis re Communication Metrics support.
2...PM Support for Partnering
.....Possible Action Items
......Cost & Risk Management
......Possible Action Items
4...SDS & Communication Metrics for Kwan Henmi
....Lotus Notes - Ideas & Objectives
....Strategy to introduce SDS
....Bill DeHart explained use at PG&E.
....SDS printed reports
....SDS record on-line
....Transitioning Individuals and Teams doing project work.
....SDS use by Kwan Henmi Staff
....Possible Action Items
5...Kwan Henmi Airport Project
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0201 - Kwan Henmi Arch & Planng 415 777 4770 fax 5102
020101 - Mr. Denis Henmi; Principal
Kwan Henmi, Communication Metrics
Terms & Conditions
0804 - ..
0805 - Summary/Objective
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.
080606 - Denis will advise on follow up actions.
0809 - Discussion
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.
081005 - Denis asked me to begin on agenda issues based on the notes.
081009 - PM Support for Partnering
081011 - I asked about progress on partnering, per ref SDS 14 line 96. We
081012 - considered following steps to move forward:
081015 - Possible Action Items
081017 - Develop explanation, scope, responsibilities of support role, per
081018 - risk analysis at ref SDS 14 line 193.
081020 - Submit documentation on Communication Metrics, ISO support for
081021 - traceability and continual learning, ref SDS 14 line 111.
081023 - Schedule meeting with partner to develop mutual ideas.
081026 - No action was taken today on these ideas.
081030 - ISO Registration
081032 - Reviewed findings for information, per ref SDS 14 line 162.
081034 - Performex
081036 - Submitted and reviewed discussions with Ralph Battmen, ref SDS 15
081037 - line 190. Submitted Performex documentation ref SDS 15 line 116.
081039 - Denis recognizes how SDS integrates traceability and "Continual
081040 - Learning" explained at ref SDS 15 line 255.
081042 - Arthur Anderson
081044 - Advised of discussions with Bob Hirth ref SDS 18 line 89, but did
081045 - not submit notes of same.
081048 - Cost & Risk Management
081050 - Reviewed analysis at ref SDS 16 line 161.
081052 - Denis said KW has underway a review and assessment of its
081053 - current work practices.
081055 - [See follow up at ref SDS 20 line 293.]
081057 - Possible Action Items
081059 - Schedule informational meetings?
081061 - Denis decided to defer this step for now.
081065 - SDS & Communication Metrics for Kwan Henmi
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.
081073 - Lotus Notes - Ideas & Objectives
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.
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.
081093 - ..
081094 - Strategy to introduce SDS
081096 - Bill DeHart explained use at PG&E.
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.
081111 - Denis asked if Bill used SDS?
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.
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.
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.
081137 - SDS printed reports
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?
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:
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.
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.
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.
081174 - The SDS program makes it possible to perform steps 1 and 2.
081177 - SDS record on-line
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.
081183 - The printed reports simply provide a transitional means to
081184 - immediately improve performance while people get used to the
081185 - new approach.
081188 - Transitioning Individuals and Teams doing project work.
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.
081195 - For Denis, we should be able to eliminate paper. Others need
081196 - more time.
081199 - SDS use by Kwan Henmi Staff
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.
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.
081220 - Possible Action Items
081222 - Meeting with KW Executive committee/team.
081224 - Present objective
081226 - Get their input on ways and means, concerns.
081228 - Interview KW staff to develop information organization scope and
081229 - structure based on current work practices.
081232 - ..
081233 - Kwan Henmi Airport Project
081235 - Denis said they have been awarded a major project at the airport
081236 - involving BART.
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.
081244 - Internet Support
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.
081252 - Denis will present this idea to the executive team.
081254 - [See follow up at ref SDS 19 line 42.]
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