CONTACTS 
0201 - Corps of Engineers, SFD
020101 - Mr. Thompson F. Keesling; Architect
020102 - Construction - Operations Division

SUBJECTS
SDS, Marketing, Sales, Proposal, Contract & Support
Corps of Engineers, SFD
Selling Points, Sales discussions
Intuitive, Explaining SDS, POIMS
Conflict with Existing Methods
Convert Schedule to Diary, Conflicts with
Paperless Office, Initiating Contract
DMMO Meetings
Desk Piled High with Papers Afraid to Shove All that Paper into Comp

1911 -
1911 -    ..
1912 - Summary/Objective
1913 -
191301 - Follow up ref SDS 12 0000, ref SDS 10 0000.
191302 -
191303 - Reviewed Tom's objectives and the District's needs on DMMO and its
191304 - relocation to new facilities.
191306 -  ..
191307 - Developed scope of services including specific deliverables and target
191308 - budget.  Tom will review with Max and Contract people tomorrow with an
191309 - aim to get a Welch proposal for the scope and authority for Welch to
191310 - commence work oa 960213.
191312 -  ..
191313 - Submitted ref DIT 1 line 30 confirming understandings to guide
191314 - contract development.  [Will hand carry tomorrow morning.]
191315 -
191316 -
191318 -  ..
1914 -
1915 -
1916 - Discussion
1917 -
191701 - Explanation SDS Records & Methods
191702 -
191703 - Initially, Tom wanted more details on how SDS works.
191704 -
191706 -     ..
191707 -    Citation Identification
191708 -
191709 -    Tom asked about SDS citations following up our discussion last week
191710 -    at ref SDS 10 line 81.  We used the Welch correspondence he got
191711 -    from Max on Communication Metrics, per ref SDS 10 line 175.
191712 -
191713 -       I gave an explanation similar to that given to the California
191714 -       Department of Water Resources at ref SDS 3 line 208.
191716 -        ..
191717 -       Tom got the idea that citation numbers are related to the
191718 -       various categories of listings in the Reference field.  I used
191719 -       the discussion with Dave Vannier at Intel on how "listings" are
191720 -       powerful business tools, ref SDS 7 line 644.  The SDS design
191721 -       leverages innate human cognition to identify collateral sources,
191722 -       set priority and create structure; it also provides instant
191723 -       access and automatic maintenance, so that over time, as new
191724 -       associations become apparent, the order is retained.
191725 -
191727 -     ..
191728 -    Managing Citations
191729 -
191730 -    Tom asked if citations accumulate in SDS records forever?  He asked if
191731 -    if there is a limit on the number of tasks that can be listed.
191732 -
191734 -        ..
191735 -       SDS is Not Intuitive
191736 -
191737 -       This concern turned out to reflect discussions with Morris Jones
191738 -       at Chips & Technologies about keeping files on the desk during
191739 -       the pendency of related work over days, weeks, months and years,
191740 -       per ref SDS 1 line 133 and ref SDS 1 line 276.
191741 -
191743 -        ..
191744 -       Desks Piled High with Documents Information Overload
191745 -       SDS Improves Existing Work Practice Shove Paper into Computer
191746 -
191747 -       We discussed SDS design that maintains a record by deleting
191748 -       citations from a Reference listing that are not specifically
191749 -       used in the record narrative.
191751 -        ..
191752 -       Tom was initially alarmed that deleting Reference listings would
191753 -       destroy information that may be needed later for work that is
191754 -       ongoing, per Morris' concern reported on 910523, ref SDS 1 2736
191755 -       and ref SDS 1 9009
191757 -        ..
191758 -       Cultural disconnect is explained on 910529. ref SDS 2 9989
191760 -        ..
191761 -       Tom's alarm was evident from his desk piled high with stacks of
191762 -       documents for work he has underway.  He has very little room on
191763 -       his desk to actually work (similar to Arijs Ratskin, and to
191764 -       lessor degree Max).  Tom's practice is to retain information in
191765 -       the form of documents, close at hand on his desk, until a task
191766 -       is concluded, per his objective for me to review "DMMO History,"
191767 -       discussed below.  Tom described a scenario of 50 meetings that
191768 -       would occur over a year or so (since we were using DMMO work to
191769 -       guide our discussion of Communication Metrics contract scope).
191770 -       He asked if all 50 meetings would eventually show up in the
191771 -       Reference field of the SDS record for meeting 51 at the end of
191772 -       the year?
191773 -
191774 -            [On 960315 Intel considers demonstrating at Asilomar
191775 -            Conference paperless office solution to desk piled high
191776 -            with documents. ref SDS 14 9956
191778 -             ..
191779 -            [On 960326 discussed again idea with Intel for a skit at
191780 -            Asilomar Conference to demonstrate paperless office
191781 -            solution to desk full of papers, ref SDS 15 0550, Intel
191782 -            disclosed this solution is available at Intel, demonstrated
191783 -            SDS implements paperless office. ref SDS 15 G450
191785 -             ..
191786 -            [On 960418 discussed with Tom opportunity to improve
191787 -            communications and management by shoving all the paper on
191788 -            his desk into the computer for command and control of the
191789 -            work. ref SDS 16 8840
191791 -             ..
191792 -            [On 960919 Tom Bonero USACE Contracting Officer in San
191793 -            Francisco; communication takes up 90% of his time; desk
191794 -            piled high with papers not enough time to think; solution
191795 -            shoving all the documents into the computer organized with
191796 -            everything in the right place at the right time to find
191797 -            critical details for command control of the work.
191798 -            ref SDS 19 9834
191800 -        ..
191801 -       SDS can track unlimited documentation.  Best practice lists only
191802 -       references specifically used in each event.  Consecutive events
191803 -       typically have many references in common, but each also will
191804 -       have some that are different.  References that do not pertain to
191805 -       a particular record should be deleted from the Reference field
191806 -       listing.  However, deleting a citation from a particular SDS
191807 -       record does not result in losing/destroying the record.  The
191808 -       record remains in the data base as part of the overall history,
191809 -       since it is cited by other records.  I drew a graph of a data
191810 -       base symbol and showed how an entry in an SDS record References
191811 -       list merely points to various other records.  It is not the
191812 -       record itself.  Removing such pointers from one record does not
191813 -       remove any actual records.  Tom asked if the other records can
191814 -       be accessed after a Reference pointer is removed from a
191815 -       particular record?  I said SDS has about 10 different ways to
191816 -       assemble the records.  This is the strength of the technology.
191817 -
191819 -     ..
191820 -    Subject Index, Record Segments
191821 -
191822 -    I explained how SDS records can be physically divided according to
191823 -    subject and given multiple identifications so information can later
191824 -    be assembled by extracting from all records just the portion of
191825 -    each event that pertains to a subject of interest at a given point
191826 -    in time.  For example A DMMO meeting might be segmented by the task
191827 -    of writing new permitting procedures and requirements, and also for
191828 -    each separate dredging application that is considered for the San
191829 -    Francisco Bay.  SDS can later assemble the chronology on each of
191830 -    these subjects so the user does not have to read through mountains
191831 -    of information on other matters.  It reflects the human capacity to
191832 -    efficiently apply its knowledge where at one time we need one part
191833 -    of what transpired in an event, and at another time a different
191834 -    part is needed depending upon circumstances.  The Subject Index and
191835 -    SDS record segmentation in combination, accomplish this feat.
191836 -
191838 -     ..
191839 -    DMMO Meeting Note Process
191840 -    SDS Recycles Intellectual Capital; Support's Tom's Manual Practice
191841 -
191842 -    Tom showed the notes from a DMMO meeting that occurred yesterday.
191843 -    He had created an agenda from the notes of the prior meeting, and
191844 -    then used the agenda to make notes to prepare minutes for the
191845 -    current meeting, following up our discussion on 960202 where Tom
191846 -    showed SDS automates his manual notebook practice. ref SDS 10 4488
191848 -     ..
191849 -    I advised that this is the precise "Plan, Perform, Report" process
191850 -    SDS uses, except it is automated and therefore creates links to tie
191851 -    everything together, as well as to external documents, as discussed
191852 -    above.
191853 -
191854 -        [On 961002 SDS supports Tom's manual action item system.
191855 -        ref SDS 20 3389]
191856 -
191858 -  ..
191859 - Scope of Services
191860 -
191861 - Tom feels there are two identifiable tasks where Communication Metrics
191862 - can be applied to help the District:
191863 -
191864 -         1.  DMMO
191865 -         2.  Relocation of District to new offices
191867 -  ..
191868 - We identified specific deliverables as follows:
191869 -
191870 -
191871 -    DMMO
191872 -    ----
191873 -    I submitted the Feb 4, 1996 Associated Press article on "too many
191874 -    meetings that waste time and money."  This may support dedicated
191875 -    communication management for DMMO, per ref SDS 11 5222.  Tom
191876 -    mentioned a recent notice by one of the DMMO Group agencies that
191877 -    they plan to bring in collateral people.  We considered this could
191878 -    be foundation for the Corps of Engineers to use Welch for
191879 -    communication support, per Max's concern at ref SDS 9 4902.
191881 -         ..
191882 -        Meeting Notes
191883 -
191884 -        We reviewed Tom's notes from the DMMO meeting yesterday, and a
191885 -        few for prior meetings.  I explained it is better for me to
191886 -        attend meetings so I can hear and observe proceedings in order
191887 -        to capture the record of intent, nuance, implications.  This
191888 -        requires consideration per Max's ideas at, ref SDS 10 line 160.
191889 -        We reviewed from my recollection the process of introducing SDS
191890 -        to CDWR, ref SDS 3 line 147.  If it seems appropriate and
191891 -        helpful, we can release the name and number of the State's
191892 -        project manager in that matter as a reference for other DMMO
191893 -        members to inquire how SDS improved work on PG&E's project.  It
191894 -        took a disaster and made it a success, ref SDS 4 line 62 and at
191895 -        ref SDS 6 line 69.
191896 -
191898 -             ..
191899 -            Procedures
191900 -
191901 -            We considered a possible process of submitting the DMMO
191902 -            meeting notes (minutes) using Tom's existing format and
191903 -            attaching the SDS record for support and confirmation by
191904 -            other members.  The agenda, and other formal documents
191905 -            would be cited in the notes. The Welch role would be to
191906 -            generate the notes with linkages, and provide follow up, as
191907 -            directed by Tom and Max.  These SDS records would align
191908 -            current work with past understandings, commitments,
191909 -            standards, contracts, regulations and laws.
191910 -
191912 -             ..
191913 -            Integrated Collaboration, Calls, Email, Documents
191914 -
191915 -            Besides notes of DMMO meetings themselves, the SDS record
191916 -            will include some relevant collateral sources such as
191917 -            discussions, correspondence, email, applicable contracts
191918 -            and regulations, as deemed useful by the District to
191919 -            support the DMMO effort.
191920 -
191922 -             ..
191923 -            Introducing SDS Process to DMMO
191924 -
191925 -            Tom mentioned a meeting of a DMMO subgroup coming up next
191926 -            week or the week after.  This may be a good way to
191927 -            introduce Welch informally and Communication Metrics.
191928 -            Another idea might be to call some members in advance so
191929 -            their support is assured in the event objections are voiced
191930 -            at a regular session.
191931 -
191933 -         ..
191934 -        DMMO Charter
191935 -
191936 -        Tom wants to track changes to this document so we can see who
191937 -        requested them, when and why.  As new changes are proposed,
191938 -        they can be evaluated in relation to prior objectives and
191939 -        rationale.  He expects to have this ready for submission to the
191940 -        District Engineer by the end of February.  If time permits we
191941 -        can set out in the record the correlation between the initial
191942 -        DMMO charter and the current document that is to be completed
191943 -        by the end of the month to guide approvals for dredging work.
191944 -
191946 -         ..
191947 -        DMMO History
191948 -
191949 -        We decided to allow time for some research and to incorporate
191950 -        DMMO history that Tom mentioned in our last meeting ref SDS 10
191951 -        line 147, into the SDS record.  However, we decided not to set
191952 -        as a goal that all past history be initially entered into SDS,
191953 -        but will use the model that worked at PG&E of linking it in as
191954 -        needed (see report to IBM, ref SDS 5 line 229.  We therefore
191955 -        allowed time to spot check for action items that may have been
191956 -        overlooked.
191958 -         ..
191959 -        We examined some of this record on Tom's desk, and it appears
191960 -        to be fairly voluminous.  Some OCR scanning work may be needed
191961 -        where files are not available on the District's computer
191962 -        system.  We did not discuss District support for this clerical
191963 -        role.
191965 -         ..
191966 -        Hours
191967 -
191968 -        Tom and I did some order of magnitude estimates and calculated
191969 -        about 80 hours per month, including time for research which may
191970 -        turn out not to be needed.  We decided to budget for it, so the
191971 -        District has flexibility in accomplish research required to
191972 -        fulfill the DMMO mission.
191973 -
191975 -     ..
191976 -    District Relocation to New Offices
191977 -
191978 -    Tom feels this is a major task where support is needed because of
191979 -    the meetings and complexity of coordinating many internal and
191980 -    external contacts.  Tom is the lead coordinator for the District.
191981 -
191982 -    We reviewed the bar chart schedule prepared by the firm leasing the
191983 -    space to the District at the new location.  It shows work is to
191984 -    begin on preparing the space in February, and the District is to be
191985 -    relocated by May.  There are scheduling questions about phones,
191986 -    furniture and other matters which the District seems to be buying
191987 -    separately.
191989 -     ..
191990 -    The lessors bar chart does not show impacts of changes and actual
191991 -    progress.  Tom has prepared a task matrix for the various District
191992 -    management levels, tied into the lessor's bar chart schedule.  At
191993 -    this time the status of the relocation effort cannot be determined
191994 -    by the lessors bar chart. Tom said the District may face charges
191995 -    for remaining in the current location, if the new space is not
191996 -    ready on time.  Since past efforts have suffered significant
191997 -    delays, additional management support is warranted.
191998 -
192000 -         ..
192001 -        CPM Schedule
192002 -
192003 -        We identified this as a deliverable to create and maintain a
192004 -        conventional WBS and CPM that incorporates the District task
192005 -        matrix, so the District can monitor progress and take action in
192006 -        time to avoid costly impacts.
192008 -         ..
192009 -        Tom showed a CPM they did earlier that was abandoned because of
192010 -        lack of progress.  He said the program they used is still on
192011 -        the system.
192013 -         ..
192014 -        Meeting Notes
192015 -
192016 -        Meeting notes of internal and external operations to show
192017 -        correlation with Tom's requirements matrix and the project CPM
192018 -        schedule.
192020 -            ..
192021 -           Follow Up
192022 -
192023 -           Welch will provide follow up on initiatives from meetings
192024 -           through Tom, or, at his direction, with affected parties.
192025 -
192027 -         ..
192028 -        Relocation Binders
192029 -
192030 -        Tom plans to assemble binders for each District management
192031 -        level showing their schedule, tasks, and other information for
192032 -        accomplishing a smooth transition to the new location.
192033 -
192034 -        These binders will be a deliverable that will result from the
192035 -        CPM and Requirements Matrix, based on the Action Items set out
192036 -        in the SDS record.
192037 -
192039 -         ..
192040 -        Hours
192041 -
192042 -        Tom calculated these hours based on two meetings a week to
192043 -        entail approximately 116 hours per month.
192044 -
192046 -     ..
192047 -    Budget analysis
192048 -
192049 -    Tom calculated that the Welch effort could entail up to 196 hours
192050 -    per month.  At my regular rate of $100 per hour, this is $20K per
192051 -    month, and he expects it is a six month effort.  He will prepare
192052 -    draft requirements for a total amount of $126K
192053 -
192055 -     ..
192056 -    Contract language
192057 -
192058 -    We reviewed the documents submitted to Max via ref DIP 2 line 36
192059 -    that explain how to identify Welch services from the PG&E contract
192060 -    ref DRP 2 line 108.
192061 -
192062 -    We reviewed the scope developed for Kwan Henmi at ref SDS 8 line
192063 -    474, and also at ref SDS 8 line 539.
192065 -     ..
192066 -    Tom feels he can use language from these materials to prepare a
192067 -    contract scope for review with his contract people and Max.
192068 -
192070 -     ..
192071 -    Office Space/Computer
192072 -
192073 -    We examined an office cubicle down the hall from Max's and Tom's
192074 -    office.  We turned on the computer and found it is a 386.  The
192075 -    monitor is likely okay.  I explained the CPU is inadequate for
192076 -    using SDS.  We need a Pentium for the data base that will be
192077 -    generated on this project.  If necessary I will provide a computer
192078 -    to support the work within budget parameters discussed today.
192079 -
192081 -     ..
192082 -    Corps of Engineer's Responsibilities
192083 -
192084 -    We did not specifically address this, which is shown in the
192085 -    language discussed with Tom, ref SDS 8 line 593.
192086 -
192087 -    Need to review CE responsibilities.
192088 -
192090 -     ..
192091 -    Mobilize
192092 -
192093 -    Tom wants me to start 960213.  We did not discuss time for
192094 -    mobilization.  The current budget is adequate, so long as it is
192095 -    understood that two days should be allocated to get set up,
192096 -    including getting SDS installed on Tom's and Max's computers to
192097 -    support collaboration.  We should allow a day to demobilize.
192098 -
192100 -  ..
192101 - Follow Up
192102 -
192103 - Tom will prepare contract scope and review with Max and his contract
192104 - people.  He will call me tomorrow so I can come over and meet to
192105 - review their language and then submit a proposal to accomplish what
192106 - they want.  He will leave to the contract staff how to accomplish the
192107 - procurement.  Tom feels there is adequate funding to do this.
192108 -
192109 -     [See discussion with Max on scope ideas ref SDS 13 line 150.]
192111 -      ..
192112 -     [See follow up at ref SDS 18 line 71.]
192113 -
192114 -
192115 -
192116 -
192117 -
192118 -
1922 -