THE WELCH COMPANY
440 Davis Court #1602
San Francisco, CA 94111-2496
415 781 5700
S U M M A R Y
DIARY: October 14, 1998 05:51 AM Wednesday;
Submitted letter to Denis on Communication Metrics scope for Moscone.
2...Ivan said KH cannot deliver work product on 981019, which was
3...Gensler Accusatory Rather than Helpful
4...Gensler Inccorectly Reports All Project Docs Provided to Comm Manager
........Action / Decisions Pending / Follow
5...Gensler Says KH Sets 50% Scope
6...KH Notify Gensler of Schedule Targets Realistic for Job Conditions
8...Communciation Metrics Scope Revisions
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JV Coordination, 981006
Communication Metrics, Evaluation
Scope, WBS, Management Plan
Schedule, Kwan Henmi, 50% Interior Package
PM Incorrectly Reports All Project Docs
1409 - ..
1410 - Summary/Objective
141101 - Follow up ref SDS 20 0000, ref SDS 19 0000.
141102 - ..
141103 - Notified KH of errors in the Gensler record which require
141104 - management attention. ref SDS 0 3819
141106 - Based on discussions with Ivan that KH will not meet intermediate
141107 - goals toward the 50% milestone, developed analysis to support KH
141108 - management review and formulation of strategy to gain control of the
141109 - project. ref SDS 0 3564 Advised that experiment to use Communication
141110 - Metrics for 3 meetings a week is not working, and propose scaling
141111 - back, or providing time to catch up with the information flow.
141112 - ref SDS 0 3240
141114 - [On 981015 discussed with Ivan. ref SDS 22 4576]
141116 - Recommend professional project review with JV partners to improve
141117 - project management. ref SDS 0 4143
141119 - Submitted ref DIT 1 0000 to Denis, with link to this record and copy
141120 - to Bill Long.
1414 - Analysis
141501 - Yesterday, the regularly scheduled JV Coordination meeting did not
141502 - occur, because Clonia and Steven did not show up.
141504 - I reviewed with Ivan the record from the meeting on 980929 which
141505 - contains all of the action items in the Gensler memos for which Clonia
141506 - has been demanding a response. ref SDS 4 0000 Ivan only had time to
141507 - review about half of the list, which indicates the magnitude of the
141508 - management challenge he faces.
141510 - This was an effective meeting.
141512 - Ivan could see there are a lot of pending matters he had overlooked
141513 - which require assignment to work plans. I did not push this because
141514 - he is under pressure. He could see that even though he cannot do
141515 - everything at once, there is a way to organize what needs to be done,
141516 - so it can be integrated into the work flow in an orderly manner. Up
141517 - until now, action items have been issued as a continuous "stream of
141518 - conscious" expression of crisis managememt.
141519 - ..
141520 - Ivan said KH cannot deliver work product on 981019, which was
141521 - discussed with Gensler on 981006. ref SDS 11 5456
141523 - I suggested that he notify Gensler immediately that the 981019 target
141524 - may not be met, but that KH is continuing to apply all of its
141525 - resources toward that objective. Early notice permits time for
141526 - adjustments in planning and scheduling to mitigate the impact of
141527 - delay.
141529 - [On 981016 schedule dates were changed. ref SDS 23 4075 and also
141530 - at ref SDS 23 9792]
141533 - ..
141534 - Gensler Accusatory Rather than Helpful
141535 - Gensler Inccorectly Reports All Project Docs Provided to Comm Manager
141537 - Ivan showed a memo issued by Clonia for the JV Coordination meeting
141538 - held on 981006. It states under para 1...
141540 - 1. IR indicated that the items listed in Gensler's previous memos
141541 - have not fully been addressed.
141543 - IR did not have a list of the previous items described in the
141544 - previous memos.
141546 - Action / Decisions Pending / Follow up</I>
141548 - RW was provided 10/4/98 with electronic data of all the
141549 - requested memorandums to KH. He was going to generate a list of
141550 - items for KH `s tracking purpose.
141552 - ... ref DRP 3 7788
141554 - This first paragraph, and the memo taken as a whole, has ominious
141555 - portents of an adversarial record, rather than the collegial tone of
141556 - partnership.
141558 - Gensler's report is false and misleading. Welch has not been provided
141559 - "all the requested memorandums..." because Gensler expressly refused
141560 - to cooperate in a meeting on 981002, ref SDS 10 9800, and again on
141561 - 981007. ref SDS 14 7722 Morover, Gensler has maintained that KH
141562 - should make distribution of Gensler memos to Welch on the grounds that
141563 - KH has equal access, yet Gensler is aware that some of its project
141564 - record are exclusively on the Project Manager's home computer which is
141565 - not accessible to KH, as reported on 981002. ref SDS 9 1461
141567 - The explanation in para 1 that KH has not addressed prior Gensler
141568 - memos, is the same statement in the record of the meeting on 980929.
141569 - ref DRP 2 5700
141571 - The complaint that KH did not provide a list of items in unnamed
141572 - Gensler memos, seems to underscore the intent to position Gensler to
141573 - attribute to KH any shortfall in project work product at the 50%
141574 - milestone presentation to the client.
141576 - However, Gensler has not identified memos for which it seeks a
141577 - response. Nor has Gensler identified items in its memos that require
141578 - attention, since many have been performed or have become moot because
141579 - the design scheme has been changed.
141581 - It further overlooks that the underlying request in all of the these
141582 - memos, is for KH to submit a management plan for the 50% milestone.
141583 - (see for example para 7. ref DRP 3 9831, which repeats the request in
141584 - para 8 of Gensler memo on 980917. ref DRP 1 3819, and in para 6 of
141585 - Gensler's notes for 980929. ref DRP 2 2496
141587 - Since the 50% milestone is 2 weeks away, requesting a "strategy" is
141588 - misplaced and likely disingenuous. The team needs to be looking beyond
141589 - 50% milestone to the broader objective of planning a realistic
141590 - schedule.
141592 - Further, KH has submitted a management plan on 980930. ref SDS 6 3888
141594 - The plan may not be adequate, but in that case, Gensler has a duty to
141595 - say what additional measures it feels should be implemented. Instead,
141596 - Gensler simply repeats inapposit requests for KH to submit a strategy
141597 - to meet an artificial 50% milestone, which even Gensler recognizes is
141598 - not well defined.
141600 - Since Gensler has Project Management duties, and KH has design duties,
141601 - the burden is on Gensler, not KH, to produce management control
141602 - critieria, including lists of documents and issues that require
141603 - integration into work plans.
141605 - Gensler's repeated demand on KH to perform project management duties
141606 - for which Gensler is responsible shows either inexperienced project
141607 - management that is pressured by crisis into reactive attempts to meet
141608 - ill-defined objectives; or, the record shows a desire to avoid
141609 - responsibility, and may reflect an intent for stronger measures by
141610 - Gensler against KH.
141612 - At the least it impairs morale and reduces the ability of KH to
141613 - perform, since it diverts resources to addressing incorrect and
141614 - adversarial information in the record.
141616 - An alternative perspective, more benign, is that these memos simply
141617 - reflect the effect of using prior memos as a template for issuing new
141618 - ones. The prior language is left unedited in the new memo if the
141619 - matter is unresolved. This practice is particularly evident from the
141620 - notes of project meetings. They are repleat with misplaced prior
141621 - language that renders them near meaningless.
141623 - My sense, however, is that the memos reflect intent to accuse KH, and
141624 - that this presents exposure to KH which requires immediate attention,
141625 - because the record fails to reflect progress KH is making and actions
141626 - that have been taken which have improved progress.
141629 - ..
141630 - Gensler Says KH Sets 50% Scope
141631 - KH Notify Gensler of Schedule Targets Realistic for Job Conditions
141633 - Gensler has repeatedly asked KH to say what it is going to provide for
141634 - a 50% scope. e.g., the 980929 notes, ref DRP 2 5304, and 981006 notes.
141635 - ref DRP 3 5040 This implies Gensler has not determined work scope
141636 - and relies on KH to establish the standard.
141638 - Therefore, KH should write a letter and say what you will produce and
141639 - when, as related by Ivan above. ref SDS 0 6344
141641 - [On 981103 Bill advised that KH met with Gensler on 981013
141642 - (yesterday), and notified the 50% CD set would be completed OA
141643 - 981216. ref SDS 25 1504]
141645 - If you wish, you can argue that whatever you produce, is the 50%
141646 - milestone. Alternatively, indicate when milestones will be achieved
141647 - under current project conditions of limited space and poor project
141648 - management, e.g., lack of schedule, WBS, coordination, document
141649 - control.
141651 - In fact, however, Gensler would seem to be the repsonsible partner for
141652 - defining work packages under the JV agreement. Asking KH to divert
141653 - resourses to perform PM functions, limits the ability of KH to perform
141654 - its duties to prepare the actual drawings and details.
141656 - [On 981016 KH notifies Gensler of schedule targets. ref SDS 23
141657 - 4075]
141659 - [On 981103 report that Gensler communications delay KH and cause
141660 - increased management expense. ref SDS 26 1504]
141663 - ..
141664 - Recovery Strategy
141667 - 1. Respond to Gensler memos, pointing out inaccurate and misleading
141668 - representations.
141670 - 2. Point out that Gensler is responsible for Project Management,
141671 - and this includes a CPM Schedule, WBS scope definition and
141672 - formulation of work plans.
141674 - Point out that Gensler is responsible for meeting notes which is
141675 - a common project management function. Their failure to perform
141676 - and attempts to use KH is counterproductive because it diverts
141677 - resources from your actual scope to produce drawings.
141679 - Point out that Gensler is responsible for preparing work plans
141680 - to accomplish all of the action items cited in Gensler's memos,
141681 - and that Gensler's failure to perform its duties under the JV
141682 - agreement have prevented KH from doing its work, with the result
141683 - that KH has been forced to accelerate its performance which has
141684 - caused extra expense for which Gensler is responsible.
141685 - ..
141686 - 3. Perform a project review with Gensler and MWA as a
141687 - separate weekend event.
141689 - Use a facilitator to enable communication, identify project
141690 - problems, develop changes in procedures. See for example the
141691 - record on 961023 citing an article by Joan Knutsen who works in
141692 - the City and could perform this role. ref SDS 1 1168
141694 - Include members of KH and MWA staff who can explain the
141695 - difficulties they face with limited space.
141698 - ..
141699 - Communciation Metrics Scope Revisions
141701 - Under the conditions of the project, I need at least a week to catch
141702 - up with information flow backlog. This includes memos and meetings
141703 - which have to be integrated in order to get useful intelligence.
141705 - [On 981015 discussed with Ivan. ref SDS 22 4576]
141707 - [On 981018 developed HTML format for Gensler Meeting Notes, as
141708 - interim Communication Metrics "light" solution. ref SDS 24 6046]
141710 - I cannot attend further meetings and also bring the record up todate,
141711 - because the volume is too great. This conflicts with Gensler
141712 - representations in the notes of the 981006 meeting reporting that KH
141713 - is keeping such a record. ref SDS 0 3819
141715 - With a week off of attending meetings, I may be able to thereafter
141716 - accomplish our original goal of attending three (3) meetings per week.
141717 - ref SDS 3 7344
141719 - On the Oakland Harbor project, I attended one main weekly progress
141720 - meeting, which is analogous to your JV Coordination meeting. I
141721 - attended other meetings as needed, but I was not responsible for
141722 - issuing meeting notes. I used the record from the other events to
141723 - guide the main event. I asked questions at meetings, and called on
141724 - attendees to clarify disucssions.
141726 - Here, so far, I have been constrained from asking questions and
141727 - clarifying discussion. see on 981007. ref SDS 14 8568
141729 - I knew in taking this assignment that covering three meetings was a
141730 - challenge. I agreed to do it in order to find out the level of effort
141731 - entailed, as discussed with Denis and Bill on 980917. ref SDS 2 6270
141733 - Experience shows that attending three meetings a week, may not be a
141734 - good application for Communication Metrics for a single person,
141735 - because it takes a lot of thought and follow up to produce useful
141736 - intelligence.
141738 - One solution is to take the time to get caught up and then see again
141739 - if we can do the three meetings.
141741 - Another solution is to scale back. As in architecture, scale is a
141742 - vital component of conveying useful meaning.
141744 - Do only the JV Coordination meeting, since it covers the results of
141745 - the other meetings. The meetings with consultants are in large measure
141746 - detailed discussions about near term design issues. We can use the
141747 - memos from Gensler on the other meetings to develop the agenda for the
141748 - JV meeting. This requires KH to take a stand that Gensler is the PM
141749 - and is therefore responsible for meeting notes. Clonia is actually
141750 - already producing notes on these meetings, and she is able to produce
141751 - a good "stream of conscious" explanation of needed actions. My
141752 - attendance is in some respects duplicative.
141753 - ..
141754 - It would also be useful for Ivan to write me an email covering
141755 - whatever he draws from meetings. Just one or two paragraphs is needed
141756 - of the main points he has on his mind about problems, conflicts,
141757 - sequence and dependencies of activities, so that this gets worked into
141758 - the record in a constructive manner. When other KH peopel attend
141759 - meetings, as occurs from time to time, they can produce a paragraph or
141760 - two of email actions and concerns they drew from the meeting affecting
141761 - their work. The burden on any one person to grasp the entire thing,
141762 - would then be reduced.
141763 - ..
141764 - This record can then be organized and aligned by Communication
141765 - Metrics for integration into KH work plans. A lot of people spending
141766 - 15 minutes to write one or two paragraphs, can be assembled into very
141767 - useful intelligence.
141769 - [On 981015 discussed with Ivan. ref SDS 22 3748]
141771 - [On 981016 discussed at Team Meeting, ref SDS 23 1446]
141773 - [On 981104 received input from team members. ref SDS 27 7866]
141774 - ..
141775 - Clonia is maintaining that KH and MWA should produce notes for
141776 - the consultant meetings. The burden should be on Gensler with review
141777 - and comment by KH and MWA. Up until now she has been all over the map
141778 - on this issue with conflicting instructions.
141780 - [On 981117 Gensler changed direction again, asking KH not to
141781 - produce meeting notes. ref SDS 28 1581]
141783 - Actually, there are two separate issues. One is management the other
141784 - is design. Clonia's record focuses on management. When she does not
141785 - attend a meeting, Ivan does not discuss PM stuff, and focuses entirely
141786 - on design problems. This is effective for design, but some attention
141787 - is needed on PM as well.
141789 - This scale back approach would give KH (and the rest of the project)
141790 - control of the record, which at present does not exist. It is just a
141791 - jumble of conversation and documents.
141793 - You will see the benefit in the ability to improve progress with
141794 - effective work plans and productive meetings. as discussed with Ivan
141795 - yesterday.
141797 - In the interim I will attend the meetings this morning to maintain
141798 - continuity until we decide a course of action.
141800 - [On 981015 discussed with Ivan. ref SDS 22 3748]
141802 - [On 981018 developed revised procedure. ref SDS 24 6046]