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

SUBJECTS
Kwan Henmi, Communication Metrics
ALRS, Initiate, Develop Team, Welch
Welch KH Agreement

0905 -    ..
0906 - Summary/Objective
0907 -
090701 - Follow up ref SDS 25 0000, ref SDS 24 0000.
090702 -
090703 - This is a project launch for Welch providing Communication Metrics
090704 - support on KH work at SFIA.
090705 -
090706 - We considered scope of Welch support and developed initial services
090707 - agreement language.  We will meet Monday to review and finalize Welch
090708 - scope.
090709 -
090710 -
090711 -
0908 -
0909 -
0910 - Discussion
0911 -
091101 -  ..
091102 - Project Scope
091103 - Complex Design and Business Environment High Risk
091104 -
091105 - This is expected to be a 3 year project, approximately $45M based on
091106 - Lee Saylor's estimate.
091107 -
091108 - Denis showed a general plan of the project.  It is a light rail system
091109 - that will connect various buildings (primarily parking structures) to
091110 - the main terminal building.  There seem to be four separate structures
091111 - to be designed and constructed under KH.  These structures appear to
091112 - be contained within new structures to be built by others.
091113 -
091114 - The KH design work will therefore be dependent upon work performed by
091115 - others. It is not clear if the parking structures have already been
091116 - designed and/or are under construction by others.  In that case the
091117 - design interface for the KH project is relatively stable.  If these
091118 - other structures are still in design, and KH must coordinate its
091119 - design work with work in progress of other designers, then the KH
091120 - project is more risky/costly.
091121 -
091122 - Welch level of effort to meet high risk is discussed below. ref SDS 0
091123 - 1360
091124 -
091125 -      ..
091126 -     Additional Scope May Increase Project to $100M
091127 -
091128 -     Denis indicated the $100M scope he mentioned in our discussion on
091129 -     951106, ref SDS 24 5546, reflected the prospect of increasing the
091130 -     KH assignment with the Airport to do an extension of the light
091131 -     rail system north along the US 101 corridor.  In general, that
091132 -     work seems less complex than this initial phase, because it does
091133 -     not seem to intersect other structures being designed by others.
091134 -
091135 -
091136 -  ..
091137 - Integrated Support - Collaboration
091138 -
091139 - Reviewed risks common to public works projects per ref SDS 2 line 589
091140 - and ref SDS 2 line 708, also ref SDS 15 line 80.
091141 -
091142 -         [On 951212 research supports need for Communication Metrics
091143 -         for effective Risk Management. ref SDS 30 4433]
091144 -
091145 -     Denis wants me to present this material to the KH launch team,
091146 -     using their TV monitor, so that everyone can see it.
091147 -
091148 -     He feels it is important to educate KH people about the challenges
091149 -     of a complex, high risk project, per discussion below. ref SDS 0
091150 -     1360
091151 -
091152 -     I will coordinate with the KH computer support people.
091153 -
091154 - ..
091155 - Explained objectives of collaboration under Communication
091156 - Metrics at ref SDS 19 line 266.
091157 -
091158 -     Worked on incorporating these objectives in Welch Agreement scope.
091159 -
091160 - ..
091161 - Did not demonstrate work at PG&E, per our discussion last week,
091162 - ref SDS 23 3099, because this was for Kevin and he was unable to
091163 - attend today.
091164 -
091165 -     Did not examine SDS implementation plan developed for Denis in
091166 -     1994 at ref SDS 9 3077.  Denis mentioned at lunch that he and I
091167 -     have been seeking an opportunity to use this plan for several
091168 -     years.
091169 -
091170 -     There was no opportunity today for discussion between Bill DeHart
091171 -     and Kevin on how SDS was used at PG&E, which was a major purpose
091172 -     of the meeting, requested on 951106. ref SDS 24 2004
091173 -
091174 -
091175 - Presented value of Communication Metrics from Bill Walsh's remarks on
091176 - 951010...
091177 -
091178 -    Challenge of success. ref SDS 17 9558
091179 -
091180 -    Leadership. ref SDS 17 1714
091181 -
091182 -       Denis wants me to present this material to the KH project team,
091183 -       using their TV monitor, so everyone can see it.
091184 -
091185 -
091186 -
091187 -
091188 - Project Schedule Preparation
091189 -
091190 - Denis said KH does its own schedules.  Lee Saylor has provided budget
091191 - support.
091192 -
091193 -
091194 - Status:
091195 -
091196 -       Overview of project, what has been done on CPM?
091197 -
091198 -          Airport has general schedule.  KH does not have this but
091199 -          will get it.
091200 -
091201 -
091202 -       Written background on Airport project.
091203 -
091204 -          Denis showed KH's proposal.  It did not seem to have any
091205 -          information on schedule in it.
091206 -
091207 - Major milestones
091208 -
091209 -       KH signs Agreement with Airport oa 951130.
091210 -
091211 -       Need design of parking structures and terminal being done by
091212 -       others, which KH's work will pass through and connect.
091213 -
091214 -       Sounds like they need design from outside railroad consultant.
091215 -
091216 - When is Welch needed?
091217 -
091218 -       Will begin after reaching agreement between KW and Welch.
091219 -
091220 -
091221 - Subject Index
091222 -
091223 - Showed CDWR, Gold Hill, PMI event planning, as examples per Denis
091224 - ref SDS 24 line 81.
091225 -
091226 - Got KH's project number for SI.  955100
091227 -
091228 -        This number structure doesn't quite fit the SDS format.  I used
091229 -        the "Subject Index" account for KH to locate the record on how
091230 -        we figured out what to do when we considered this in March
091231 -        1993, at ref SDS 3 line 210.
091232 -
091233 -        Also examined Denis' SDS Subject Index and found we added a "0"
091234 -        thus:                                                        |
091235 -                             091235 -                                |
091236 -
091237 -                             |
091238 -                           95051 00
091239 -
091240 -
091241 -        I will use this project number so there is less confusion in
091242 -        the record.
091243 -
091244 -           Continual Learning - Example
091245 -
091246 -           The above analysis shows how "Continual Learning" is applied
091247 -           by capturing the record and using it later to figure out
091248 -           what do to:  investing intellectual capital.
091249 -
091250 -           Continual Learning is a derivative of using SDS to perform
091251 -           Communication Metrics proposed for the Welch Agreement with
091252 -           KH.  (see below "Welch & KH Agreement; Goal)
091253 -
091254 -
091255 -
091256 -    Begin SI for project or Schedule it.
091257 -
091258 -        We can begin Monday.  [See follow up at ref SDS 28 line 64.]
091259 -
091260 -    Denis and I considered this at ref SDS 4 line 190, and at ref SDS 5
091261 -    line 37.
091262 -
091263 -
091264 - Document Log
091265 -
091266 - Showed how it works.
091267 -
091268 - Considered integration with KH existing systems.
091269 -
091270 -    Denis will get a scanner and someone will scan documents into the
091271 -    system.
091272 -
091273 -    We will teach Jennel to log documents issued and received into the
091274 -    system.
091275 -
091276 -
091277 - Contacts
091278 -
091279 - Got list of KH people, titles, phones.  Just for project and/or any
091280 - support we may be working with.
091281 -
091282 - Stakeholders, Coordinating agencies, Consultants, Vendors.
091283 -
091284 -     [See follow up at ref SDS 28 line 63.]
091285 -
091286 -
091287 - KH Support for Welch Effort
091288 -
091289 - Co-Location; Where can this be, per ref SDS 24 line 86.
091290 -
091291 -    I can work at a desk next to Jennel and across from Kevin.
091292 -
091293 -
091294 - Computer workstation.
091295 -
091296 -    He has a Pentium 90 with 32 MB of RAM and 1 GB hard drive.  I
091297 -    asked for 2 GB hard drive, large monitor and Omni keyboard.
091298 -
091299 -    Denis will have a modem installed so I can use the internet
091300 -    directly with my computer.
091301 -
091302 -    I explained I need to install os2.  The computer has a CD ROM. Os2
091303 -    can reside with Windows NT which is already on the system.
091304 -
091305 -    Denis asked me to coordinate directly with their computer support
091306 -    person to configure what is needed.
091307 -
091308 -    I explained the desk and work area needs to be arranged so the
091309 -    monitor is not on top of me.  Denis sketched out an arrangement
091310 -    showing the monitor in the corner.
091311 -
091312 -
091313 - Scanner
091314 -
091315 -    This is needed for received documents.
091316 -
091317 -    We will try to develop procedures for people submit stuff via
091318 -    internet as well as hard copy so we can get the stuff directly on
091319 -    the computer where it can be managed, i.e., integrated into the SDS
091320 -    work flow.  We will try to discourage fax because this stuff does
091321 -    not scan well.
091322 -
091323 -
091324 - KH staff support
091325 -
091326 -    KH will supply admin support to assist in logging documents into
091327 -    SDS.
091328 -
091329 -    KH will transcribe architect's daily log notes so they can
091330 -    integrated into the SDS diary.
091331 -
091332 -       This will have the advantage of ensuring they are at least
091333 -       legible and will enable people at an early date to clarify
091334 -       meaning.
091335 -
091336 -
091337 -
0914 -

SUBJECTS
Internet Access
Internet ISDN Access

1105 -
110501 -  ..
110502 - Internet to collaborate
110503 -
110504 - Follow up ref SDS 23 7479.
110505 -
110506 -    Considered need for a high speed Internet system.  If other
110507 -    consultants don't have this capability it is of minimal value.
110508 -    Discussed raising this with other consultants as a way to improve
110509 -    the speed and accuracy of submittals, minimizing paper.  Denis
110510 -    feels the Airport would not recognize this as a project expense.
110511 -    However, do they recognize postage as an expense, what about fax,
110512 -    special delivery, the cost of architects, accountants, lawyers to
110513 -    fix the mess caused by failed communications.
110514 -
110515 -          [On 951213 called Denis. ref SDS 31 3362.]
110516 -
110517 -    Maybe the Airport would view KH project as a pilot to evaluate the
110518 -    cost effectiveness of automated communications.
110519 -
110520 -
110521 -         ..
110522 -        Morris Recommends ISDN Internet Access
110523 -
110524 -        I talked to Morris this evening.  He said Chips has just
110525 -        installed the system Denis describes.  It costs $3K per month,
110526 -        plus about $10K installation.  I thought Denis said $3K total.
110527 -        Morris said this system transmits at about the speed of reading
110528 -        your hard disk.  They are thinking of using it for some kind of
110529 -        marketing effort, not to transmit drawings.
110530 -
110531 -        Morris suggested we look at an "ISDN" system.  It transmits
110532 -        much faster than regular Internet, but slower than the "T1"
110533 -        line method.  It costs $50 - $60 per month.
110534 -
110535 -            [On 960212 research Internet. ref SDS 32 4444 and further
110536 -            at ref SDS 32 3689.]
110537 -
110538 -
110539 -
110540 -
1106 -

SUBJECTS
General
Orientation Presentations

1305 -
130501 - KH Project Procedures
130502 -
130503 - Any written procedures?
130504 -
130505 -    What business processes are performed?
130506 -
130507 -       Denis said KH has a manual.  He and Kevin will edit it to create
130508 -       a customized set of procedures for this project.  This seems to
130509 -       relate to considerations about reviewing KH business practices
130510 -       and procedures at ref SDS 23 line 118.
130511 -
130512 -       I discussed working on this project to integrate with the SDS
130513 -       Subject Index and the Doc Log.
130514 -
130515 -       Denis described a business practice KH used to sell the Airport
130516 -       on using KH of detailing out in a CPM all of the design work,
130517 -       similar to the way contractors plan construction.  We discussed
130518 -       this in 1993 at ref SDS 6 line 560 and in more detail at ref SDS
130519 -       7 line 52.
130520 -
130521 -            Need to review CPM on existing project.
130522 -
130523 -
130524 -    Project Launch Meeting? ref SDS 16 line 62.
130525 -
130526 -       Denis wants to have one for the KH team, and a separate meeting
130527 -       for the ALRS project team consultants.
130528 -
130529 -       I should meet individually with the consultants to get their
130530 -       sense of their scope.
130531 -
130532 -
130533 -
130534 - Commitments
130535 -
130536 - Any commitments to stakeholders in agreements or marketing submittals
130537 - that need to be accomplished?
130538 -
130539 -       Denis showed the resume material KH submitted to the Airport in
130540 -       competing for the assignment.  It was not apparent that it
130541 -       contained any commitments.  Need to review more carefully to be
130542 -       sure.
130543 -
130544 -       The agreement with the Airport is being formulated.  He expects
130545 -       to sign it by the end of this month.
130546 -
130547 -       He needs my scope to include in the agreement.
130548 -
130549 -
130550 - Any commitments to consultants, vendors?
130551 -
130552 -
130553 - Denis wants me to meet with their consultants to clarify work scope.
130554 -
130555 -       Need individual meetings then group meeting to confirm
130556 -       understandings.
130557 -
130558 -
130559 -  ..
130560 - Level of Effort - Welch to Provide Risk Management
130561 -
130562 - We considered areas of project risk above, ref SDS 0 1048, in relation
130563 - to risks identified at the Cal Tech seminar on 921021, ref SDS 2 6565.
130564 -
130565 - Denis's SFIA project entails all of these risks.
130566 -
130567 -       [On 951212 research supports need for Communication Metrics for
130568 -       effective Risk Management. ref SDS 30 4433]
130569 -
130570 -       [Estimate of hours was done at ref SDS 26 0000.]
130571 -
130572 -       [On 990308 discussed need for "alignment" to manage risk on SFIA
130573 -       projects. ref SDS 36 3996]
130574 -
130575 -
130576 -    Project Management Needs to Keep Up with Daily Details
130577 -
130578 -    Denis mentioned at lunch, he feels it is important to marshal
130579 -    adequate management resources at the beginning of the project.
130580 -
130581 -    Kevin has a number of other projects that will divide his
130582 -    attention.  This may turn out to require additional support from
130583 -    Bill or someone.  My sense is that KH's architectural skills need
130584 -    to be supplemented by experienced management to deal with the
130585 -    people and agencies.  We will have to be very proactive to dig
130586 -    information out of the "system" and help others along, in order to
130587 -    meet the needs of the KH project.
130588 -
130589 -    This requires diplomacy and persistence, i.e., political skills.
130590 -
130591 -
130592 -     ..
130593 -    Design Coordination Needed for Complex Project
130594 -
130595 -    Denis indicated there are about 4 separate structures to design,
130596 -    plus the rail system (which may be designed by the outside
130597 -    consultant). These separate structures will be designed by separate
130598 -    architects under the KH project team.  KH is doing the largest
130599 -    structure.  He expects these designs will be submitted for approval
130600 -    separately; we did not discuss if these will be bid separately, or
130601 -    all at once to a single contractor.
130602 -
130603 -    In any case, the contemplated design process suggests continual
130604 -    coordination meetings throughout the design phase within the KH
130605 -    team, with the owner, with the architects of the structures through
130606 -    which the KH work will pass, and probably a number of other
130607 -    entities whose facilities may be impacted by the KH project.
130608 -
130609 -    Communication Metrics support for this effort was set out on
130610 -    951026. ref SDS 19 7773  Designers and reviewers need to meet to
130611 -    develop sensible sequencing of submittals so resources are not
130612 -    overly taxed at any one period.
130613 -
130614 -         [See also "Project Scope" above, ref SDS 0 1048]
130615 -
130616 -         [On 951112 developed budget for scope. ref SDS 26 0000]
130617 -
130618 -
130619 -     ..
130620 -    Construction Coordination
130621 -
130622 -    Communication Metrics can support construction, as explained on
130623 -    951026, ref SDS 19 7773  Each structure will interface with a
130624 -    variety of parties outside the project team.  All of these will
130625 -    likely cause varying degrees of delays and be seen as targets of
130626 -    opportunity by the contractor(s).
130627 -
130628 -        [On 951112 reviewed Risk Management. ref SDS 26 8446]
130629 -
130630 -        [On 960303 SFIA management difficulties. ref SDS 33 9943]
130631 -
130632 -        [On 960911 SFIA management replaced. ref SDS 35 9043]
130633 -
130634 -
130635 -  ..
130636 - Welch and KH Agreement
130637 -
130638 - Denis wants the job requirements to drive the budget.
130639 -
130640 - He wants to develop a Welch scope to meet the risks of the work, and
130641 - then estimate amount of time and cost needed.  The first 3 - 4 months
130642 - will likely be close to full time, then should taper off somewhat
130643 - until the contract for construction is let.  At that point there will
130644 - be a lot of coordination between the contractor and the various
130645 - interfaces with other contracts and agencies.
130646 -
130647 -      [See follow up at ref SDS 26 line 39, and ref SDS 29 line 67.]
130648 -
130649 - After lunch we jotted down the following Welch scope to start the
130650 - project.  I will work on this and submit our understandings to Denis
130651 - so we can work toward entering an Agreement on Monday, 951113.
130652 -
130653 -      [See follow up at ref SDS 27 line 93.]
130654 -
130655 -  ..
130656 - Welch will support the project under the
130657 -
130658 -                      Quality Management Program
130659 -
130660 -     ...which on this project is headed by Denis Henmi who will report
130661 -     to Kevin as the Project Manager.
130662 -
130663 -     General
130664 -
130665 -     Welch will support Communications, Business Process and Contract
130666 -     Management to ensure owner requirements are reflected in the work
130667 -     and that commitments are implemented, including dispute
130668 -     resolution, per explanation of ISO requirements for traceability
130669 -     and "continual learning" at ref SDS 19 line 263.
130670 -
130671 -      ..
130672 -     Goal
130673 -     ----
130674 -     Apply Communication Metrics to ensure quality work by:
130675 -
130676 -        Tracing Agreements, Plans, Specifications, Contracts,
130677 -        Regulations, meetings, phone calls, documents and related
130678 -        communications, to owner requirements, ref SDS 19 line 263.
130679 -
130680 -        Ensuring full allocation of design scope among project
130681 -        consultants, and timely clarify project scope and dependencies
130682 -        between the project team, the owner and affected parties.
130683 -
130684 -        Maintaining an automated project record as a timely, effective
130685 -        resource for "Continual Learning" and decision support, using
130686 -        traceability to original sources, ref SDS 19 line 263.
130687 -
130688 -            Note:  "Continual Learning" means using the project record
130689 -            rather than personal recall; e.g., how to set up a Subject
130690 -            Index (cited above), how to apply contract provisions based
130691 -            on prior applications, whether to release payment to a
130692 -            vendor or contractor based on commitments, performance,
130693 -            contract language and project practice shown in the record.
130694 -            "Case Study" is another form of Continual Learning.
130695 -
130696 -        Maintaining shared meaning and making timely follow up among
130697 -        affected parties of understandings, dependencies, commitments
130698 -        and decisions from daily performance of the work.
130699 -
130700 -            Note:  "Shared meaning" is common intent among affected
130701 -            parties from commitments, as evidenced by the correlation
130702 -            of action items, past performance, correspondence, calls,
130703 -            meetings, contract provisions, and verified by actual
130704 -            performance.
130705 -
130706 -        Aiding decision makers in recognizing mis-communications and
130707 -        conflicts between new understandings and prior commitments and
130708 -        agreements, before action is taken that increases cost, delays
130709 -        the work and/or impairs quality.
130710 -
130711 -      ..
130712 -     Scope of Services
130713 -
130714 -     To accomplish the goals of the Quality Management Program, the
130715 -     Welch Company (hereafter "Welch") shall:
130716 -
130717 -     A.  Review KH Agreement with SFIA
130718 -
130719 -     B.  Review and clarify KH Agreements with consultants.
130720 -
130721 -     C.  Assist KH in determining government impacts, e.g., permits.
130722 -
130723 -     D.  Assist KH in determining impact on other private businesses.
130724 -
130725 -     E.  Review SFIA's project CPM schedule, support KH Schedule and
130726 -         Budget, and coordinate with KH project team to meet owner
130727 -         requirements.
130728 -
130729 -     F.  Develop, maintain and expedite Project Communication System,
130730 -         using the Schedule Diary System (SDS);
130731 -
130732 -         1.  Attend meetings that impact the work and/or arise from
130733 -             KH's Agreement with the owner, and report results to
130734 -             affected parties.
130735 -             ..
130736 -         2.  Collaborate with Project leaders and others on
130737 -             results of daily communications through discussions,
130738 -             inspections, telephone calls that impact performance of
130739 -             the work, per research on ISO support for design function,
130740 -             ref SDS 19 line 266.  Example of this is from DNRC at ...
130741 -             ref SDS 1 line 171.
130742 -
130743 -                [See incorporation into proposal at ref SDS 26 line
130744 -                106, ref SDS 26 line 166, ref SDS 26 line 303.
130745 -
130746 -                [See support for this scope via Internet using Netscape
130747 -                tools at ref SDS 34 line 141.]
130748 -
130749 -         3.  Prepare and assist KH in issuing correspondence.
130750 -
130751 -         4.  Develop and assist KH in maintaining logs of received and
130752 -             issued documents, showing chronology that impacts the
130753 -             work.
130754 -
130755 -             a.  "Issued" correspondence will be integrated in the SDS
130756 -                 database for access on-line.
130757 -
130758 -             b.  "Received" correspondence will be scanned into a
130759 -                 computer file for integration in the SDS database and
130760 -                 access on-line.
130761 -
130762 -             c.  Graphical material (e.g. drawings, catalog cuts,
130763 -                 photos) will be maintained by KH separately from SDS
130764 -                 and identified as needed with the SDS information
130765 -                 stream.
130766 -
130767 -         5.  Prepare and assist KH in maintaining the SDS record of
130768 -             events and understandings to align daily activity with
130769 -             project requirements.
130770 -
130771 -         6.  Develop SDS Subject Index to organize Communications and
130772 -             facilitate access, i.e., electronic filing system.
130773 -
130774 -         7.  Assist KH in accessing the SDS data base.
130775 -
130776 -     G.  Assist KH with project management processes and procedures,
130777 -         including risk management, dispute resolution, and pre-bid Bid
130778 -         Document review.
130779 -
130780 -     H.  Assist KH in using automated systems and developing business
130781 -         processes to meet project requirements for cost, schedule and
130782 -         quality.
130783 -
130784 -     I.  Coordinate with KH computer consultants on configuring Welch
130785 -         workstation at KH offices to meet SDS requirements; Welch will
130786 -         install SDS, OS2, and other data and programs necessary for
130787 -         Welch to work at the KH office.
130788 -
130789 -
130790 -     KH Responsibilities
130791 -
130792 -     1.  Workstation
130793 -
130794 -         Provide work area at KH offices near Admin support and the
130795 -         Project Manager to facilitate collaboration.
130796 -
130797 -         Provide computer with minimum Pentium 90 processor, 2 GB hard
130798 -         drive, CD ROM, 28800 modem, 21" monitor and appropriate video
130799 -         card, Omni Key 102 keyboard,
130800 -
130801 -     2.  Provide KH management input into SDS Subject Index.
130802 -
130803 -     3.  Provide KH management input into CPM Schedule and support
130804 -         coordination with the Owner and other parties on developing
130805 -         information needed to plan the work.
130806 -
130807 -     4.  Provide personnel to capture the record of daily
130808 -         communications for integration into the SDS data base,
130809 -         including architect's daily log.
130810 -
130811 -
130812 -
130813 -