CONTACTS 
0201 - Kwan Henmi                           415 777 4770 fax 5102
020101 - Mr. Ivan Romero, A.I.A; Project Architect
020102 - Moscone Expansion Phase III =415 433 3700
0202 - Gensler                              415 433 3700 fax 627 3700
020201 - Ms. Clonia Cautis
020202 - Project Director/Manager
020203 - Moscone Expansion Phase III =415 433 3700

SUBJECTS
JV Coordination Meeting, 980929
Structural Coordination, 981001
JV Coordination, 981005
Policy/Procedures, Meeting Note
Communication Metrics, Objections
Document Log System Missing, 981007
PM Disruptive Communication with KH,
PM Fails Support KH Comm Metrics Initiative
PM Fails Assign Responsibilities for
PM Refuses Provide Docs to KH via Email
Objections

2213 -    ..
2214 - Summary/Objective
2215 -
221501 - Follow up ref SDS 16 0000, ref SDS 15 0000.
221502 -
221503 - Advised Ivan and Clonia of schedule for submission of meeting notes.
221504 - Clonia raised prior objections to Kwan Henmi using communication
221505 - support, and recommended that Gensler's project management practices
221506 - be applied by Kwan Henmi.
221507 -
221508 - Prepared ref DIT 1 0000 linked to Clonia's memo on 980922, per Bill's
221509 - request. ref SDS 0 6936
221510 -
221511 - In afternoon, submitted ref DIT 2 0000 to Bill Long with link to this
221512 - record to support KH planning for project support.
221513 -
221514 -
221515 -
2216 -
2217 -
2218 - Discussion
2219 -
221901 - When I arrived, I met Robert Rudeen in the elevator lobby and
221902 - introduced myself on the ride to the 11th floor office.
221903 - ..
221904 - Met with Ivan and requested a meeting with Clonia to address her
221905 - concern yesterday about the need for timely distrubtion of meeting
221906 - notes, and about her request that Kwan Henmi to answer the memos she
221907 - has issued on managing the project. ref SDS 7 8392
221908 -
221909 - I explained the need to create the initial organization of the project
221910 - information structure, and also the need to integrate documents into
221911 - the project record, including meeting notes.  The volume of material
221912 - in the documents cited by Clonia at the 980929 meeting has taken time
221913 - to incorporate into the record.
221914 - ..
221915 - As a result, I am shooting to have all meeting notes up-to-date
221916 - by next Monday, 981012.
221917 -
221918 - Ivan indicated this would be satisfactory, and asked me to discuss it
221919 - with Clonia without his participation, in order to avoid the stress of
221920 - communication with the PM.
221921 -
221922 -
221923 -
221924 - Meeting Schedule Today, Revised
221925 -
221926 - Ivan also indicated that the meeting at 0900 has been moved to 0830
221927 - and it is a meeting solely with the Electrical Engineer.
221928 -
221929 - He advised that the meeting with the Mechancial Engineer is at 1000.
221930 -
221931 - He showed a memo issued by Clonia on 980928 that schedules project
221932 - activities.  For the week of 980910 it has a meeting at 0900, and
221933 - then at 1000.
221934 -
221935 - Made a copy to guide future work.
221936 -
221937 -
221938 -
221939 -
221940 -  ..
2220 -
2221 -
2222 - 0845 Meeting with Clonia, Rober Rudeen
2223 -
222301 - Meeting with Clonia on Status of Meeting Notes
222302 -
222303 - Clonia arrived about 0835.  I asked if we could have a short
222304 - discussion, and she agreed.
222305 -
222306 - We visited at the project conference table, where Robert Rudeen was
222307 - working on the drawings.
222308 -
222309 - I explained that due to the volume of information on the project, the
222310 - reasons discussed with Ivan, above, ref SDS 7 2544, and Gensler's
222311 - demand that KH answer memos cited on 980929, ref SDS 7 8392, and again
222312 - on 981006, ref SDS 14 3500, it has taken some initial time to catch up
222313 - with the flow of the work.
222314 - ..
222315 - As well, Gensler should resolve the division of responsibilites
222316 - for issuing meeting notes, as set out in the record of the JV meeting
222317 - on 980929 in connection with Gensler's memo on 980917. ref SDS 7 7930
222318 -
222319 - See also discussion below on the need for the project "speak with one
222320 - voice." below. ref SDS 0 3885
222321 -
222322 - On 980930 confusion was caused when KH and Gensler both produced notes
222323 - of the same meeting. ref SDS 9 3320 As cited by Gensler at the meeting
222324 - on 980929, ref SDS 7 7930, KH does not want to burden the record with
222325 - repetitive information on meetings, and so has withheld submission of
222326 - the record on coordination with the Structural Consultant last week,
222327 - ref, 13 0000, and on JV Coordination yesterday. ref SDS 16 0000,
222328 - pending resolution by Gensler.
222329 -
222330 -     [On 981117 Gensler decided that MW will produce meeting notes for
222331 -     the JV team. ref SDS 24 1581]
222332 - ..
222333 - I advised that the bulk of the set up work is now complete.
222334 -
222335 - KH Meeting notes and document logs should be up-to-date by Monday,
222336 - 981012, provided I can get the documents, as discussed with Ivan this
222337 - morning. ref SDS 0 3724
222338 - ..
222339 - We reviewed advantages of simultaneous transmission to Welch via
222340 - email of documents that Gensler issues to KH, so that there is timely
222341 - opportunity to integrate new information and instructions into the
222342 - project record for alignment and organization of daily work plans.
222343 - This also affords time to prepare for meetings so that communications
222344 - are effective.
222345 -
222346 - Clonia cited objections from the meeting on 981002 that she does not
222347 - have time to do this, and that KH should distribute the documents it
222348 - receives from Gensler to whom ever it wants, including Welch. shown in
222349 - the record at ref SDS 12 9800
222350 - ..
222351 - She noted that all of the project documents Gensler creates and
222352 - distributes to KH, are available to KH on the computer.  Clonia
222353 - maintained that KH can make the distribution to Welch in like manner
222354 - as can Gensler.
222355 -
222356 -      [On 981014 received memo that Gensler maintains Welch has
222357 -      received computer files on all documents. ref SDS 18 3368]
222358 -
222359 - There was no express discussion that...
222360 -
222361 -            Project is missing a "document log" system...
222362 -
222363 - ...to identify, organize and manage status of expanding complexity due
222364 - to continuous requests for action, which Clonia cited in the meeting
222365 - on 980929, ref SDS 7 8392, also noted by Ivan Romero at the same
222366 - meeting. ref SDS 7 6804
222367 -
222368 - On 981002 Clonia cited an example of problems, delay and confusion
222369 - caused by lack of document management, because all of Gensler's
222370 - documents are not on the computer. ref SDS 12 1461
222371 - ..
222372 - This discussion was difficult because Clonia was emotionally
222373 - shaken by Kwan Henmi's effort to develop effective communication
222374 - support, even though Clonia requested same, as related in the record
222375 - on 980929. ref SDS 7 4851 Emotional expression made it difficult to
222376 - complete a sentence, before she offered a paragraph of objection.
222377 - ..
222378 - What was clear, is that Clonia wants meeting notes to be issued
222379 - promptly.
222380 -
222381 - I agreed, and noted that after next Monday when the record is fully
222382 - developed, notes will be issued promptly.
222383 -
222384 -     [On 981112 issued notes next day. ref SDS 22 3908]
222385 - ..
222386 - Gensler needs to clarify procedures for integrating efforts by
222387 - Gensler, KH and MW on sharing responsibilities, as called out in
222388 - Clonia's memo issued on 980917 which is shown in the record on 980929.
222389 - ref SDS 7 7930  This will enable the project to speak with one voice
222390 - to consultants, as discussed below. ref SDS 0 3885
222391 -
222392 - What does Gensler's project management manua say about this, per
222393 - Clonia's reference on 981001? ref SDS 10 3776
222394 -
222395 -
222396 -  ..
222397 - Clonia Questions Objectives/Methods to Improve Communications
222398 -
222399 - Clonia objected to using Communication Metrics for automating the
222400 - record, which was reported on 980930. ref SDS 9 2945
222401 -
222402 - She cited her practice of relying on markups of project documents,
222403 - both memos and drawings, as the best way to get things done accurately
222404 - and on time.
222405 -
222406 - Clonia maintained that Ivan should prepare meeting notes himself, as
222407 - urged on 980929. ref SDS 7 7038, and that this can be accomplished in
222408 - 15 minutes.  She cited her personal practice as evidence to show this
222409 - is practical and useful for effective project management.
222410 -
222411 - I explained Kwan Henmi has hired Welch to assist Ivan so he has more
222412 - time to manage an expanding staff and accelerated work schedule, as
222413 - Art Gensler requested a few weeks ago, see discussion on 980929....
222414 - ref SDS 6 6284,
222415 -
222416 - KH has responded to Gensler's request for help on communications and
222417 - also for ideas to improve coordination. ref SDS 7 8392, ref SDS 7
222418 - 4284, ref SDS 7 1191,
222419 -
222420 - Additionally, there are correlations between project documents and
222421 - management meetings that are not evident in the record, but which
222422 - require careful analysis and alignement to ensure requirements are not
222423 - overlooked and that needed actions are integrated into work plans in
222424 - an orderly manner.
222425 - ..
222426 - Clonia strongly opposed this effort. She asked Robert Rudeen if
222427 - he agrees that meeting notes should be simple, summary listings of
222428 - things to do which can be prepared by the Project Architect in 15
222429 - minutes, as she urged on 980929. ref SDS 7 1184
222430 -
222431 -      [On 981113 report that Clonia refused to review notes of meeting
222432 -      alleging the notes were too wordy. ref SDS 23 9360]
222433 -
222434 - Robert indicated there is advantage for the PA to prepare meeting
222435 - notes, but sometimes it can take longer than 15 minutes.  He cited his
222436 - experience that meeting notes take time away from other important
222437 - tasks.
222438 -
222439 - Time is also needed to follow up, and to verify understandings of
222440 - inconclusive discussion in order to avoid conflicting and inaccurate
222441 - work that delays progress when things have to be done over, commonly
222442 - called "rework," as explained by the U.S. Army Corps of Engineers in a
222443 - report on 971007. ref DRP 2 4680  Clonia complained about the "rework"
222444 - problem and requested a solution from Kwan Henmi in her memo on
222445 - 980924, reviewed in the notes of the meeting on 980929. ref SDS 7 4284
222446 -
222447 -     [On 981020 met with Robert on this issue. ref SDS 20 5655]
222448 -
222449 -     [On 981112 Robert encountered this problem. ref SDS 22 2635]
222450 -
222451 - Kwan Henmi has taken the initiative to improve communication so that
222452 - past problems can be avoided, as Gensler has requested.
222453 - ..
222454 - Clonia cited my meeting with the Structural Engineer on 981002,
222455 - ref SDS 13 4524, which she contends should not have taken place.
222456 -
222457 - Clonia seemed to recognize that clarifications are required of
222458 - understandings, but she feels these should be obtained by the Project
222459 - Architect.
222460 -
222461 -     [On 981008 need for clarification of status on prior issues. see
222462 -     ref SDS 17 2717]
222463 -
222464 - Robert noted that Ivan may not have enough time to chase everything
222465 - down, and that Welch is an additional resource for accomplishing this
222466 - task, that allows Ivan time to focus on managing an expanding staff,
222467 - and the many requests for action presented by Clonia. ref SDS 7 8392
222468 - ..
222469 - Clonia argued that nobody will read meeting notes that are "too
222470 - long," as she related on 980929. ref SDS 7 1184
222471 -
222472 -      [On 981113 report that Clonia refused to review notes of meeting
222473 -      alleging the notes were too wordy. ref SDS 23 9360]
222474 -
222475 -      [On 981118 analysis showed Gensler's meeting notes have more
222476 -      words that notes prepared by KH. ref SDS 25 5005]
222477 -
222478 -  ..
222479 - Clonia Urges Kwan Henmi to Use Gensler's Management Practices
222480 - Advantage of Communication Support Requires Experience to Recognize
222481 -
222482 - Clonia said that she does not understand why Kwan Henmi needs support
222483 - for communications, and strongly suggested that Ivan manage Kwan Henmi
222484 - work in the manner that she uses to manage the project?
222485 -
222486 - We considered that understanding new methods takes experience. Gaining
222487 - experience in order to understand the advantage of a new building
222488 - design or component takes a little time, it does not come all at once.
222489 - We have to try.  We have to experiement a little to gain insight and
222490 - discover the best way to apply new systems.  Similarly, better
222491 - management requires time to show improvement.
222492 -
222493 - The Welch method correlates the many documents on the project, with
222494 - the major discussions in meetings, so that communications are aligned
222495 - with requirements.
222496 -
222497 - Kwan Henmi is trying Communication Metrics to see if it can add value
222498 - to their management processes. It may not ultimately be successful.
222499 -
222500 - But, since Kwan Henmi has elected to investigate the methodology, I am
222501 - merely giving notice this morning on the schedule for delivering work
222502 - product, in this case meeting notes, will be next Monday, 981012, and
222503 - that thereafter the record will be issued promptly.
222504 -
222505 -
222506 -  ..
222507 - Project Must "Speak with One Voice"
222508 -
222509 - Kwan Henmi's effort is to develop notes that ensure accurate and
222510 - complete understandings sufficient to perform an adequate design.
222511 -
222512 - Communication of KH understandings should be through Gensler's PM so
222513 - that the project speaks with one voice, and there are not multiple
222514 - sets of meeting notes for JV team members nor consultants to review,
222515 - as discussed at the JV Coordination meeting on 980929. ref SDS 7 1184
222516 -
222517 - An example of confusion occurred 980930. ref SDS 9 3320
222518 -
222519 -     [On 981111 discussed distribution of the record. ref SDS 21 2520]
222520 -
222521 -     [On 981118 reviewed chronology of Gensler instructions on the
222522 -     record of coordination with consultants. ref SDS 25 8658]
222523 -
222524 -
222525 -
2226 -
2227 -
2228 - 0905 visit with Ivan
2229 -
222901 - Ivan advised that the meeting with the Electrical Engineer has been
222902 - cancelled.
222903 -
222904 - There will be a meeting at 1000 with the mechancial consultants.
222905 -
222906 - Ivan noted the challenge evident from the discussion just completed
222907 - with Clonia, and expressed appreciation for not having to participate
222908 - under the reasoning discussed on 980930. ref SDS 9 0560
222909 -
222910 -
222911 -
2230 -

SUBJECTS
Work Planning System

2404 -
240401 -  ..
240402 - Kwan Henmi Developing Weekly Work Plans
240403 -
240404 - Ivan showed he has started preparing work plans for his team, per our
240405 - ideas on 981002, ref SDS 12 2112, and with Denis. ref SDS 12 3800.
240406 -
240407 - This requires support of a CPM schedule to set priority and integrate
240408 - Action Items, as reviewed in JV Coordination meeting on 980929. see
240409 - ref SDS 7 2240
240410 -
240411 -     [On 981016 lack of CPM impeding work planning. ref SDS 19 6930]
240412 -
240413 -     [On 981020 Robert using Work Planning. ref SDS 20 0624]
240414 -
240415 -
240416 -
2405 -
2406 -

SUBJECTS
Policy/Procedures, Meeting Note
Communication Metrics, Objections
Document Logs
Project Management
Feedback

3208 - 0930 called Bill Long
3209 -   ..
320901 - Advised Bill of discussions with Clonia. ref SDS 0 4773
320902 -
320903 - Bill asked if Ivan was notified in advance about my visit with Jon at
320904 - SDE, and I indicated this was done on 981002. ref SDS 12 4140
320905 -
320906 - In connection with need to analyse and respond to Clonia's memos, per
320907 - her request on 980929. ref SDS 7 8392, and again yesterday, I
320908 - mentioned giving consideration to rolling the actions in Gensler memos
320909 - into KH work plans, which Ivan has begun developing this morning. see,
320910 - ref SDS 0 7008,
320911 -
320912 - The memo on 980922 needs particular review.
320913 - ..
320914 - Bill seemed to indicate he had not seen the memo of 980922.
320915 -
320916 - This memo reflects an imbalance in the treatment of KH v. MWA.  MHA
320917 - seems to be further behind than KH, based on the meeting yesterday.
320918 - yet does not receive complaints and memos that KH is getting from PM.
320919 -
320920 - Additionally, the 980922 memo is unprofessional and unproductive in
320921 - citing endless random tasks without regard to any project schedule or
320922 - WBS that sets priority and direction to guide performance of the work.
320923 -
320924 - Bill requested Clonia's memo on 980922, which has a "lot of stuff" as
320925 - she points out, ref DRP 1 5551.
320926 -
320927 - Advised there might be some advantage for consideration of developing
320928 - a work station in the building where the project office is located,
320929 - for Communication Metrics, if this is continued after the end of the
320930 - month, so we can accomodte the dynamics of changing meeting times.
320931 -
320932 - There is probably a spare office somewhere in Gensler's other work
320933 - space where this could done apart from the frenetic environment of
320934 - the project office.
320935 -
320936 - I could just log on and do some work, rather than returning to my
320937 - office.
320938 -
320939 -
320940 -
3210 -
3211 -
3212 - 0942 prepared memo to Bill
3213 -
321301 - Prepared ref DIT 1 0000 linked to Clonia's memo on 980922, per Bill's
321302 - request. ref SDS 0 6936
321303 -
321304 -
3214 -
3215 -
3216 - 1141 prepared status report to Bill
3217 -
321701 - Based on the Clonia's objection to communication support, ref SDS 0
321702 - 2775, the need for cooperation, submitted a second letter to Bill with
321703 - a copy to Denis and to Ivan so they are aware of what transpired and
321704 - can offer guidance on continued efforts.
321705 -
321706 - Submitted ref DIT 1 0000 with link to this record.
321707 -
321708 -
321709 -