CONTACTS 

SUBJECTS
JV Coordination, 981006
Communication Metrics, Evaluation
Project Management
Scope, WBS, Management Plan
Schedule, Kwan Henmi, 50% Interior Package
Evaluation
PM Incorrectly Reports All Project Docs

1409 -    ..
1410 - Summary/Objective
1411 -
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
141105 -
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
141113 -
141114 -      [On 981015 discussed with Ivan. ref SDS 22 4576]
141115 -
141116 - Recommend professional project review with JV partners to improve
141117 - project management. ref SDS 0 4143
141118 -
141119 - Submitted ref DIT 1 0000 to Denis, with link to this record and copy
141120 - to Bill Long.
141121 -
141122 -
141123 -
141124 -
1412 -
1413 -
1414 - Analysis
1415 -
141501 - Yesterday, the regularly scheduled JV Coordination meeting did not
141502 - occur, because Clonia and Steven did not show up.
141503 -
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.
141509 -
141510 - This was an effective meeting.
141511 -
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
141522 -
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.
141528 -
141529 -      [On 981016 schedule dates were changed. ref SDS 23 4075 and also
141530 -      at ref SDS 23 9792]
141531 -
141532 -
141533 -  ..
141534 - Gensler Accusatory Rather than Helpful
141535 - Gensler Inccorectly Reports All Project Docs Provided to Comm Manager
141536 -
141537 - Ivan showed a memo issued by Clonia for the JV Coordination meeting
141538 - held on 981006.  It states under para 1...
141539 -
141540 -    1.  IR indicated that the items listed in Gensler's previous memos
141541 -        have not fully been addressed.
141542 -
141543 -        IR did not have a list of the previous items described in the
141544 -        previous memos.
141545 -
141546 -        Action / Decisions Pending / Follow up</I>
141547 -
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.
141551 -
141552 -    ... ref DRP 3 7788
141553 -
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.
141557 -
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
141566 -
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
141570 -
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.
141575 -
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.
141580 -
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
141586 -
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.
141591 -
141592 - Further, KH has submitted a management plan on 980930. ref SDS 6 3888
141593 -
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.
141599 -
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.
141604 -
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.
141611 -
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.
141615 -
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.
141622 -
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.
141627 -
141628 -
141629 -  ..
141630 - Gensler Says KH Sets 50% Scope
141631 - KH Notify Gensler of Schedule Targets Realistic for Job Conditions
141632 -
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.
141637 -
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
141640 -
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]
141644 -
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.
141650 -
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.
141655 -
141656 -     [On 981016 KH notifies Gensler of schedule targets. ref SDS 23
141657 -     4075]
141658 -
141659 -     [On 981103 report that Gensler communications delay KH and cause
141660 -     increased management expense. ref SDS 26 1504]
141661 -
141662 -
141663 -  ..
141664 - Recovery Strategy
141665 -
141666 -
141667 -   1.  Respond to Gensler memos, pointing out inaccurate and misleading
141668 -       representations.
141669 -
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.
141673 -
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.
141678 -
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.
141688 -
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
141693 -
141694 -       Include members of KH and MWA staff who can explain the
141695 -       difficulties they face with limited space.
141696 -
141697 -
141698 -  ..
141699 - Communciation Metrics Scope Revisions
141700 -
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.
141704 -
141705 -      [On 981015 discussed with Ivan. ref SDS 22 4576]
141706 -
141707 -      [On 981018 developed HTML format for Gensler Meeting Notes, as
141708 -      interim Communication Metrics "light" solution. ref SDS 24 6046]
141709 -
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
141714 -
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
141718 -
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.
141725 -
141726 - Here, so far, I have been constrained from asking questions and
141727 - clarifying discussion. see on 981007. ref SDS 14 8568
141728 -
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
141732 -
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.
141737 -
141738 - One solution is to take the time to get caught up and then see again
141739 - if we can do the three meetings.
141740 -
141741 - Another solution is to scale back.  As in architecture, scale is a
141742 - vital component of conveying useful meaning.
141743 -
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.
141768 -
141769 -      [On 981015 discussed with Ivan. ref SDS 22 3748]
141770 -
141771 -      [On 981016 discussed at Team Meeting, ref SDS 23 1446]
141772 -
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.
141779 -
141780 -      [On 981117 Gensler changed direction again, asking KH not to
141781 -      produce meeting notes. ref SDS 28 1581]
141782 -
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.
141788 -
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.
141792 -
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.
141796 -
141797 - In the interim I will attend the meetings this morning to maintain
141798 - continuity until we decide a course of action.
141799 -
141800 -      [On 981015 discussed with Ivan. ref SDS 22 3748]
141801 -
141802 -      [On 981018 developed revised procedure. ref SDS 24 6046]
141803 -
141804 -
141805 -
141806 -
141807 -