CONTACTS 
0201 - Kwan Henmi                           415 777 4770 fax 5102
020101 - Mr. William N. Long, AIA; Architect

SUBJECTS
Consultants and JV Team
Notes for Meetings
Use Notes from Others
Scope of Services
Evaluation, Objections
Project Management
PM Disruptive Communication with KH,
PM Disparate Treatment with MW/KH

1610 -    ..
1611 - Summary/Objective
1612 -
161201 - Follow up ref SDS 46 0000, ref SDS 41 0000.
161202 -
161203 - Discussed Gensler's latest change in handling meetings and project
161204 - records.  Kwan Henmi wants me to concentrate on supporting the project
161205 - of -site until Gensler's project management is settled.
161206 -
161207 - There was consideration that Kwan Henmi can offer constructive paths
161208 - that strengthen project management, provide adequate space for
161209 - performing the work, and improve administration of the project record.
161210 - Since Clonia for an extended period has been unable to deal with KH in
161211 - a professional manner, and, in fact, is proactively disruptive, a
161212 - change is needed.  Either reengineer, moving her to another location
161213 - and/or bring in an assistant, as KH has done.  Alternatively, KH can
161214 - move off-site so that routine business can be conducted effectively.
161215 -
161216 - KH is walking a delicate balance between maintaining the synergy of
161217 - teamwork and good will endemic to partnership; but, KH must, also,
161218 - preserve its rights as a JV partner that are critical to the success
161219 - of the project.  If Kwan Henmi's JV Agreement rights are not
161220 - preserved, and things continue as they have, then there is a risk of
161221 - having accepted de facto significant changes in the agreement merely
161222 - by being silent. In this regard, KH counsel should be consulted.
161223 -
161224 -     [On 980924 submitted a link to this record to KH. ref SDS 51 0000]
161225 -
161226 -     [On 981130 researched problem. ref SDS 52 1400]
161227 -
161228 -     [On 981202 reviewed Gensler's progress. ref SDS 53 0000]
161229 -
161230 -
161231 -
161232 -  ..
1613 -
1614 -
1615 - Discussion
1616 -
161601 - Gensler Interferes with Kwan Henmi Managing its Own Work
161602 -
161603 - Follow up ref SDS 44 0000, ref SDS 42 2673.
161604 -
161605 - Bill had reviewed ref DIP 5 1716 issued on 981115 providing background
161606 - on Gensler's project management practice, ref SDS 44 0000, and he had
161607 - reviewed the previous letter, ref DIP 3 6552, issued to Robert on
161608 - 981111, ref SDS 38 8280, concerning submission of notice to Gensler on
161609 - KH coordination with consultants.
161610 -
161611 - Bill advised that Gensler has notified Kwan Henmi that Gensler does
161612 - not want Robert to conduct meetings and provide meeting notes to
161613 - Gensler for distribution to consultants.  Gensler does not want Welch
161614 - to attend meetings.
161615 -
161616 -      [On 981120 Robert reported that Gensler refuses to maintain
161617 -      information from Kwan Henmi to correct and supplement the record
161618 -      issued by Gensler on coordination with consultants. ref SDS 48
161619 -      4687]
161620 -
161621 - Gensler wants Robert to focus on redlining drawings.
161622 -
161623 - Gensler wants Michael Foegelle, a member of the Kwan Henmi design
161624 - team, to provide input on behalf of Kwan Henmi for meeting notes
161625 - prepared by Steven Hergert, who works for Michael Willis Associates, a
161626 - partner in the joint venture between Gensler, Willis and Kwan Henmi.
161627 -
161628 -      [On 981119 Robert reported that Michael Foegelle was unaware that
161629 -      Gensler had issued notes with Michael's name shown as having
161630 -      prepared the notes. ref SDS 47 4132]
161631 -
161632 -      [On 981123 Robert's Project Summary for week ending 981120
161633 -      confirms Gensler's interference with Kwan Henmi management of its
161634 -      work. ref SDS 50 4883]
161635 - ..
161636 - The authority in the joint venture agreement for Gensler to
161637 - direct Kwan Henmi in managing its work was not reviewed this morning.
161638 - Gensler has not cited authority that requires Kwan Henmi to implement
161639 - Gensler's instructions on meetings and meeting notes.  On 981001
161640 - Gensler made vague references to a Gensler Project Management manual
161641 - that guides the format for meeting notes, ref SDS 17 3776.  Despite
161642 - Gensler's failure to submit the manual, Kwan Henmi has endeavored to
161643 - use Gensler's format at considerable time and cost to the client, as
161644 - noted on 981018. ref SDS 27 6046
161645 -
161646 -
161647 -  ..
161648 - Gensler's Complaints Against KH are False and Misleading
161649 -
161650 - Bill and I examined the reason Gensler cites for refusing to review
161651 - the record of Kwan Henmi's coordination with consultants, as set out
161652 - in Robert's work summary received on 981113, ref SDS 43 9360, relating
161653 - to a meeting with Gensler's project manager, Clonia Cautis, on 981111,
161654 - which states...
161655 -
161656 -        [Clonia]... did not want to review [KH notes] because they were
161657 -        too wordy. It appears that... Michael Willis' will be doing the
161658 -        meeting notes ...
161659 -
161660 -   ... ref DIP 4 4686
161661 -
161662 - The JV Agreement in Appendix E states that for the Construction Design
161663 - phase, MH and KH are to coordinate with consultants, and Gensler has a
161664 - duty to review.  Review covers form and substance; it can offer ideas
161665 - for concise language.  But, refusal to review conflicts with the
161666 - Agreement.  Gensler's duty to review reflects accepted practice that
161667 - requires feedback to verify accuracy of alignment in communications.
161668 -
161669 -       See for example the review on 970829 for the textbook "Managing
161670 -       Toward Accountability." ref SDS 4 4373
161671 -
161672 -       The new Project Management Body of Knowledge (PMBOK) in section
161673 -       2.4.2 requires feedback loops, ref SDS 2 1940, and in section
161674 -       2.4.1 defines project leadership as aligning people through
161675 -       communication. ref SDS 2 4421
161676 -
161677 -       ISO 10006 on Project Management stresses throughout the critical
161678 -       need for feedback to verify accuracy of daily communications.
161679 -       e.g., section 5.2 Principal 1. ref SDS 2 1593
161680 -
161681 - Thus, Gensler's duty to review KH meeting notes in a professional,
161682 - constructive, timely manner is established by the JV Agreement and by
161683 - prudent practice, in addition to ordinary notice requirements of
161684 - contracting parties.
161685 - ..
161686 - Bill looked at the notes prepared under Gensler's direction for
161687 - the meeting on 981111 with the structural consultant, ref DRP 2 7789;
161688 - and, he looked at notes for the mechanical meeting on 981112, ref DRP
161689 - 3 7789, both received from Gensler on 981116, as reported on 981117 in
161690 - the record at ref SDS 46 1581.  Casual observation indicates the notes
161691 - Gensler accepts are more "wordy" than the KH record of coordination
161692 - with Teecom on 981021, which Gensler alleges are "too wordy" to
161693 - review.
161694 -
161695 -     1.  KH uses fewer words than Gensler
161696 -
161697 -         MS Word diagnostics on KH and Gensler documents show the
161698 -         following...
161699 -
161700 -                                      Pages   Words   Para  Lines
161701 -                                      ------  -----   ----  -----
161702 -         Gensler Structural notes
161703 -         for Mtg on 981111               3    1349     78    202
161704 -
161705 -         Gensler Mechanical notes
161706 -         for Mtg on 981111               4    1601     94    249
161707 -
161708 -         KH Telecom notes
161709 -         for Mtg on 981021               4    1039     90    261
161710 -
161711 -
161712 -         Thus, Gensler's refusal on 981111 to review KH coordination
161713 -         with telecom consultant on a claim that the notes are "too
161714 -         wordy," is not supported by the record, since, as shown in the
161715 -         table above, KH uses less words than documents produced under
161716 -         Gensler's direction. Since KH has more para and fewer words,
161717 -         the density is far less, and so much easier to read and
161718 -         comprehend than are Gensler's documents.
161719 -
161720 -     2.  Gensler - "wordy" lack headings, organization, coordination
161721 -
161722 -         a.  Gensler's notes and memos are "more wordy" and less
161723 -             comprehensible because the words are considerably more
161724 -             dense on the page, single spaced and use a 10 point
161725 -             printer font, or about a size 2 HTML font.
161726 -
161727 -             Memos on 980917 and 980922, which Gensler cited in the JV
161728 -             meeting on 980929, each contain 20 plus action items, ...
161729 -             ref SDS 12 8392, which are discernable only with great
161730 -             investment of time and focus, due to excessive word
161731 -             density, i.e., being "too wordy," and lack of organization
161732 -             of Gensler's documents.
161733 -
161734 -         b.  Lack headings to alert the reader about subject content in
161735 -             relation to project control criteria, e.g., WBS, critical
161736 -             path.
161737 -
161738 -         c.  Lack organization for common treatment and alignment of
161739 -             related information, essential for timely and effective
161740 -             decision making.
161741 -
161742 -         d.  Meeting notes lack coordination between succeeding
161743 -             publications that identify continuing activity because the
161744 -             numbers change with each iteration. ref SDS 17 3402
161745 -
161746 -     3.  Gensler fails to summarize, format unproductive, takes time
161747 -
161748 -         At the meeting with the structural consultant on 981001,
161749 -         Gensler requested that KH produce meeting notes according to
161750 -         Gensler's project management manual. ref SDS 17 3776
161751 -
161752 -         Todate, Gensler has not produced nor cited for guidance on
161753 -         preparing meeting notes, its project management manual.
161754 -
161755 -         On 980929 Gensler asked that KH meeting notes contain only 5
161756 -         or so lines that cover an entire meeting with consultants...
161757 -         ref SDS 12 1184, and on 981007 Gensler maintained that KH
161758 -         record of coordination with consultants should requires about
161759 -         15 minutes work. ref SDS 22 7284
161760 -
161761 -         As seen, Gensler's notes contain 200+ lines, and Gensler
161762 -         requested in a memo on 980917 that KH prepare meeting notes to
161763 -         share the burden with Gensler and Michael Willis Associates.
161764 -         ref SDS 12 7930  This instruction recognizes that preparing
161765 -         useful project records for meetings is a difficult job that
161766 -         takes a lot of time and skill, since otherwise there would be
161767 -         no need for the parties to "share responsibilities" as urged
161768 -         by Gensler on 980917.
161769 -         ..
161770 -     4.  Good faith review needed to discover and correct errors
161771 -     
161772 -         On 981112 Gensler repeatedly and at length interrupted Kwan
161773 -         Henmi's coordination meeting with the mechanical consultant to
161774 -         point out alleged errors in the record of a prior meeting held
161775 -         on 981021, ref SDS 42 2673, yet cited no authority or source.
161776 -
161777 -         Gensler made lengthy and deeply emotional appeals, during the
161778 -         meeting with consultants, to insist that the prior record was
161779 -         incorrect to described the potential use of a fire protection
161780 -         blanket wrap system on ductwork as a "cost reduction" issue.
161781 -         ref DIP 2 0600  Gensler maintained there was no consideration
161782 -         of "cost reduction" and that this was solely a "space
161783 -         reduction" matter, despite considerable information in the
161784 -         record on cost.  Gensler's remarks were based on momentary
161785 -         recollection about fragmentary details discussed in a meeting
161786 -         3 weeks earlier, ref SDS 42 2673, which related to discussions
161787 -         in a previous meeting held on 981014 that Gensler had not
161788 -         attended, ref SDS 25 8250, and so was unaware of alignment,
161789 -         i.e., the full "story."
161790 -
161791 -         At this meeting on 981112, Gensler repeatedly and fervently
161792 -         cited as evidence of defective KH notes, the format of the
161793 -         date, insisting that a military format should not be used
161794 -         because Moscone Phase III is a civilian project.
161795 -
161796 -         This record shows Gensler recognizes the need to review
161797 -         communication and point out errors, contrary to its position
161798 -         on 981111, and previously on 981002 and 981007 that Gensler
161799 -         should be excused from performing this essential project
161800 -         management function.
161801 -
161802 -         The notes produced at Gensler's direction on 981112 and 981113
161803 -         both show the date in military format, i.e., day, month year,
161804 -         rather than the month, day, year format which had caused
161805 -         Gensler to disrupt a critical business meeting.
161806 -
161807 -         On 981117 review of the notes prepared at Gensler's direction
161808 -         for the structural meeting held on 981111, revealed numerous
161809 -         errors and omissions. ref SDS 46 1932
161810 -
161811 -             [On 981120 Robert issued corrections and additions on
161812 -             Gensler's record for these meetings. ref SDS 48 4883]
161813 -
161814 -         This record shows that feedback from reviewing understandings
161815 -         set out in the record of coordination with consultants should
161816 -         not be withheld because of concern that changes may be needed
161817 -         in the record, since that is the purpose of review.
161818 -         ..
161819 -     5.  KH timely, Gensler conflicting instructions cause delay
161820 -     
161821 -         Gensler's memo on 980917 requested that KH provide support for
161822 -         meeting note process, as shown in the record for the JV
161823 -         Coordination meeting held on 980929. ref SDS 12 7930
161824 -
161825 -         On 980930 KH submitted a record for JV Coordination meeting on
161826 -         980929, i.e., the next day.  Gensler caused confusion by
161827 -         distributing its own record. ref SDS 14 8265 KH recognized the
161828 -         project should avoid duplication, and speak with one voice to
161829 -         consultants. ref SDS 14 3315
161830 -
161831 -         Later on 980930 Gensler notified Kwan Henmi that despite its
161832 -         memo on 980917, it did not want Kwan Henmi's record of
161833 -         coordination, and that such records were to be retained by
161834 -         Kwan Henmi for its internal use. ref SDS 14 2945
161835 -
161836 -         On 981001 in a meeting with the structural consultants,
161837 -         Gensler issued instructions for KH to provide the record on
161838 -         interior coordination. ref SDS 17 2332
161839 -
161840 -         However, later that day, Gensler advised it did not want Kwan
161841 -         Henmi's record of coordination. ref SDS 18 5280  This was
161842 -         confirmed by Gensler's independent distribution of information
161843 -         on the structural meeting dated 981002, ref DRP 1 8492, which
161844 -         was received into the record on 981006. ref SDS 21 2574
161845 -
161846 -         On 981007 Gensler complained that submission of coordination
161847 -         information was not timely, despite its notice on 981001 that
161848 -         it did not want KH information. ref SDS 22 3168  Gensler
161849 -         recognized the need for the project to speak with one voice
161850 -         which requires Gensler to clarify procedures for meeting
161851 -         notes, ref SDS 22 6384, yet Gensler has not done this.
161852 -
161853 -         Subsequently, Robert Rudeen was assigned to commnicate with
161854 -         Gensler's project manager, as requested by Gensler.  After
161855 -         getting oriented to assume new duties, on 981106 KH formulated
161856 -         procedures for consideration by Gensler. ref SDS 37 7378.  On
161857 -         981111 Kwan Henmi planned (see ref DIP 3 4620) to submit the
161858 -         record on coordination with consultants. ref SDS 38 2520  Kwan
161859 -         Henmi's Project Work Summary reviewed on 981113 shows that on
161860 -         981111 KH asked Gensler to review the record of coordination
161861 -         with the telecom consultant.  Gensler refused. ref SDS 43 9360
161862 -         This caused Kwan Henmi to avoid further distribution due to
161863 -         conflicting instructions by Gensler.
161864 -
161865 - The record shows that Gensler is comfortable issuing review comments,
161866 - even when incorrect.  The claim that KH should be excused from
161867 - reviewing KH records because they are "too wordy" is incorrect, and
161868 - Gensler's conflicting instructions and actions have delayed the work
161869 - and increased costs for the client.
161870 -
161871 -         [On 981123 report received for 981119, ref DIP 7 3846,
161872 -         explaining Gensler's conflicting instructions causing rework,
161873 -         delay and extra cost. ref SDS 49 3884]
161874 -
161875 -         [On 981123 Robert's Project Work Summary cites confusion and
161876 -         delay caused by Gensler. ref SDS 50 4883]
161877 -
161878 - Gensler's refusal to review Kwan Henmi's coordination with consultants
161879 - is unjustified, and it conflicts with Gensler's duty to the client,
161880 - and to the JV team under the Agreement to perform good faith review of
161881 - KH coordination with consultants.
161882 -
161883 -         [On 981120 report that Gensler does not want Kwan Henmi
161884 -         comments on the project record. ref SDS 48 4687]
161885 -
161886 -
161887 - Gensler Objects to Communication Metrics, Fear Accountability
161888 -
161889 - In a memo on 980917 Gensler requested that KH provide increased staff
161890 - for coordination.  A major component of coordination is communication.
161891 - On 980929 KH furnished Communication Metrics support for coordination
161892 - meetings. ref SDS 12 1191
161893 -
161894 - On 980930 it was reported that Gensler complained it did not want KH
161895 - to use Communication Metrics. At that time, Gensler clarified its
161896 - objection that it merely did not want KH information on coordination
161897 - meetings prepared using Communication Metrics. ref SDS 14 2945
161898 -
161899 - This presented an initial conflict with respect to Gensler's
161900 - instruction in its 980917 memo.
161901 - ..
161902 - On 981001 Gensler submitted handwritten markup prepared by
161903 - Clonia on the KH record of coordination on a JV team meeting held on
161904 - 980929. Since Gensler had represented that it did not want KH records,
161905 - the KH Project Architect, Ivan Romero, had not provided this
161906 - information to Gensler. ref SDS 16 6720
161907 -
161908 - Therefore, Gensler must have obtained the document from Ivan's desk
161909 - without permission.
161910 -
161911 - This record supports KH consideration for changing organization and
161912 - space arrangements so that KH can adequately manage release of
161913 - information to Gensler, ref SDS 16 3060, discussed below. ref SDS 0
161914 - 6831
161915 -
161916 - Gensler's remarks on the KH record for the 980929 JV meeting state...
161917 -
161918 -      "Here are a few markups.
161919 -
161920 -      As I have discussed with Denis, if this if for your internal
161921 -      admin needs, I do not need to see it."
161922 -
161923 -      Thanks CC"
161924 -
161925 -  ...as shown in the record on 981001. ref SDS 18 5280
161926 -
161927 - Gensler's objection to Communication Metrics is understandable, since
161928 - this method is outside its experience, as related in the meeting on
161929 - 981007. ref SDS 22 2520
161930 -
161931 - Communication Metrics that adds intelligence to management is outside
161932 - the tradition for managers to maintain their own understandings from
161933 - daily communications, including coordination meetings.  KH previously
161934 - encountered fear of "foreign methods" on 960424. ref SDS 3 7740
161935 -
161936 - On 981014 Moscone consultants advised that having someone assigned to
161937 - capture the record is useful. ref SDS 25 2880
161938 -
161939 - Despite positive feedback from consultants, Gensler seems to fear
161940 - accountability, consistent with research on 980405. ref SDS 6 5065
161941 -
161942 - Fear of accountability for inadequate project management appears,
161943 - therefore, to be the more likely reason that Gensler has rescinded its
161944 - request on 980917 for KH to provide additional support on coordinating
161945 - consultants.
161946 -
161947 - Avoiding accountability clearly conflicts with accepted standards
161948 - calling for managers to stress accountability (see for example U.S.
161949 - Army Corps of Engineers publication adopting ISO 9000 Quality
161950 - Standards, stating on page 3...
161951 -
161952 -          We are dedicated to continuous improvement in our processes
161953 -          and stress accountability.
161954 -
161955 -          Recognize our failures and communicate them to our customer
161956 -          for timely resolution.
161957 -
161958 - ... reported on 971202. ref SDS 5 2446).  Just as clearly, fear of
161959 - accountability does not justify Gensler refusing to cooperate and
161960 - actively interfering with KH efforts to coordinate the work, as, for
161961 - example, requesting a KH staff employee to provide information which
161962 - Gensler determines how much and in what form to present in the
161963 - project record, as in the Michael Foegelle incident reported on
161964 - 981117.
161965 -
161966 - However, Gensler's desire to avoid scrutiny occasioned from adding
161967 - metrics to communication is understandable in human terms.
161968 -
161969 -
161970 -  ..
161971 - Gensler's Objection to KH Project Architect Unjustified
161972 - Interference in KH Management, Reporting on Progress Untenable
161973 -
161974 - Gensler's objection to Robert Rudeen, related by Bill this morning,
161975 - ref SDS 0 3752, is troubling, and points to a deeper problem than
161976 - merely seeking to avoid the inconvenience of effective accountability
161977 - that comes from good records.
161978 -
161979 - There is no justification for Gensler to restrict or otherwise
161980 - interfere in Kwan Henmi's management.  In this case, Gensler expressly
161981 - and repeatedly requested greater participation of Robert Rudeen.  It
161982 - complained that Ivan Romero was not adequately coordinating with
161983 - consultants.
161984 - ..
161985 - When Kwan Henmi acceded to Gensler's request, at great cost and
161986 - inconvenience to Kwan Henmi, and assigned Robert to a greater presence
161987 - on the project, this should have ended any legitimate objection to
161988 - Kwan Henmi's management of the project, particularly in light of the
161989 - added dimension Robert brought of planning the work, which has been
161990 - missing from Gensler's practice on this project. (see the record on
161991 - 981023. ref SDS 33 6540)
161992 - ..
161993 - Instead of supporting effective Work Planning, Gensler has
161994 - directly and repeatedly interfered in Kwan Henmi's work assignments,
161995 - causing delays, confusion, loss of morale and rework that causes the
161996 - client and Kwan Henmi extra cost, frustration and loss of key
161997 - personnel.  The report on 981113 exemplifies the impact of Gensler's
161998 - persistent efforts to delay Kwan Henmi's work. ref SDS 43 3465
161999 -
162000 - Since Gensler is now objecting to Robert conducting meetings and
162001 - preparing meeting notes, and insisting that only MW prepare the record
162002 - of coordination between KH and consultants with input from KH staff
162003 - chosen by Gensler, as reported on 981117, ref SDS 46 8112, Kwan Henmi
162004 - must reject Gensler's position on the grounds that it constitutes
162005 - impermissible interference in the management of KH work.
162006 -
162007 -      [On 981119 reviewed interference issue. ref SDS 47 4132]
162008 -
162009 -      [On 981123 Robert's Project Work Summary cites confusion and
162010 -      delay caused by Gensler. ref SDS 50 4883]
162011 -
162012 - Further, since Robert Rudeen, like Ivan Romero, and past KH staff
162013 - assigned to support coordination with consultants, is an experienced
162014 - architect with extensive background with the work and professional
162015 - practices required for the Moscone III project, Gensler's objections
162016 - and refusal to review the record of coordination submitted by KH are
162017 - unfounded on any professional grounds.
162018 -
162019 - KH is entitled to perform its duty to coordinate with consultants
162020 - using any competent person of its choosing.  There is nothing in the
162021 - Agreement that gives Gensler the right to dictate how and by whom Kwan
162022 - Henmi accomplishes assigned duties.
162023 -
162024 -
162025 -  ..
162026 - Persistent Misconduct Preparing False Records Requires New Management
162027 -
162028 - Gensler's egregious conduct in listing a Kwan Henmi staff architect as
162029 - co-author of Gensler documents, to falsely give the appearance that
162030 - Kwan Henmi endorsed the document, as occurred on the record of
162031 - coordination with the mechanical consultant, dated 981113, without
162032 - that person's knowledge or consent, is a serious breach of trust that
162033 - threatens the fabric of good will essential for effective team
162034 - participation in the JV Agreement.
162035 -
162036 -      [On 981119 Robert reported that Michael Foegelle was unaware that
162037 -      Gensler used his name as co-author of the meeting notes issued on
162038 -      981113. ref SDS 47 4132]
162039 -
162040 -      [On 981123 Robert's Project Work Summary says Michael was
162041 -      assigned by Gensler to prepare meeting notes. ref SDS 50 4883]
162042 - ..
162043 - Such interference suggests that Gensler is improperly attempting
162044 - to "pad the record" by avoiding input from Kwan Henmi management,
162045 - which poses a significant business risk for Kwan Henmi.
162046 -
162047 - On 981001 Gensler attempted to change Kwan Henmi's record to say that
162048 - Kwan Henmi was responsible to provide drawing details related to
162049 - moving the building, whereas, MW was responsible. ref SDS 18 6072
162050 -
162051 - On 981001 Gensler repeatedly insisted that the record of coordination
162052 - with the structural consultant show that Kwan Henmi was responsible
162053 - for incorrect information having been given to the civil consultant,
162054 - despite MW report that it was responsible. ref SDS 17 3887
162055 -
162056 - On 981014 Gensler incorrectly reported that all project information
162057 - had been provided to Welch via email, which Gensler had in fact
162058 - refused and failed to provide. ref SDS 24 3819
162059 -
162060 - Gensler meeting notes throughout identify actions KH is to perform,
162061 - but actions to be performed by Gensler and MW are only identified with
162062 - the vague reference to the "JV Team."
162063 -
162064 - This record does not justify reliance on others, including Gensler, to
162065 - prepare the record for Kwan Henmi.
162066 -
162067 -
162068 -  ..
162069 - Disparate Treatment Delays Work, Harms Morale
162070 - Gensler Project Management Needs Executive Leadership
162071 -
162072 - Since, as seen above, ref SDS 0 4440, there is no factual basis for
162073 - Gensler to complain about KH performing its responsibility under the
162074 - JV Agreement to coordinate consultants, and for Gensler to perform its
162075 - responsibility to review, there must be non-professional grounds for
162076 - Gensler's course of action.
162077 -
162078 - KH has had four project architects/team managers, and none have
162079 - escaped persistent obstruction and refusal by Gensler to meet limited
162080 - standards of professional conduct.  KH has received continual memos
162081 - listing random To Do items that have no correlation to any project
162082 - schedule showing priority for leveling resources in making work plan
162083 - assignments.
162084 -
162085 - Curiously, Michael Willis Associates has not encountered this problem.
162086 - KH has no copies of memos to MH with scores of meticulous To Do items
162087 - contrary to the treatment of KH who has received continual memos with
162088 - copies to MW complaining of unsupported allegations by Gensler that KH
162089 - is behind schedule.
162090 -
162091 - What is the difference?
162092 -
162093 - Gensler's Project Manager scarcely knows the names of MW staff, except
162094 - for the lead architect; yet daily interacts in the details of KH staff
162095 - work, causing confusion, disruption and delay in KH Work Plan
162096 - assignments, reported above. ref SDS 0 9660
162097 -
162098 - Is this because MW prepares better meeting notes?
162099 -
162100 - Can it be that MW staff drawn from the same pool as the KH staff, just
162101 - happen to have all turned out to be able to perform their work as
162102 - professionals, based on instructions conveyed from MW lead architect,
162103 - while each and everyone of the KH staff is so inept as to require
162104 - direct supervision by Gensler that disrupts, diverts and delays daily
162105 - Work Plan assignments which have been carefully formulated by the KH
162106 - team from hours of planning led by the KH Project Architect, Robert
162107 - Rudeen.
162108 -
162109 - Is this because MW prepares better meeting notes?
162110 -
162111 - Is it because MW is far ahead in producing drawings, and so requires
162112 - less input from Gensler than does an "inept" KH staff?
162113 -
162114 - Why then did MW report on 981006 that it was further behind the
162115 - arbitrary schedule goals set by Gensler than was KH? ref SDS 20 1800
162116 -
162117 - Why does Gensler pointedly criticize KH performance and personnel at
162118 - consultant meetings, even when it is pointed out by MW that the
162119 - problem was caused by MW and not KH? ref SDS 16 5016
162120 -
162121 - Why is there such deeply emotional criticism of KH work on even minor
162122 - matters, particularly in light of continual and pervasive errors in
162123 - Gensler's work product? ref SDS 0 5376
162124 -
162125 -
162126 -       ..
162127 -      Missed Commitments on High Visibility Projects Cause Stress
162128 -
162129 -      In a memo to the JV team on 980826, Gensler set arbitrary and
162130 -      unrealistic, milestone targets without benefit of detailed
162131 -      network analysis using CPM/PERT to ascertain the viability of
162132 -      those milestones based on the amount of work to be performed and
162133 -      available staff, see on 981016 ref SDS 26 2717, and previously on
162134 -      980929. ref SDS 12 2240
162135 -
162136 -      Despite best efforts and overtime, neither Gensler, MH, nor KH
162137 -      have met the schedule targets due to....
162138 -
162139 -         a.  complexity of design.
162140 -
162141 -         b.  limited staffing.
162142 -
162143 -         c.  limited space that forces acceleration that reduces
162144 -             productivity.
162145 -
162146 -         d.  lack of planning and leadership.
162147 -
162148 -      When, as here, there is no rational basis for assessing project
162149 -      schedule, then everything appears critical under well established
162150 -      precepts of crisis management theory, as related by Ivan Romero
162151 -      in the meeting on 980929. ref SDS 12 6804  Crisis by definition
162152 -      are stressful.  See as well, "feel good" management leads to
162153 -      continual crisis, reviewed on 911123. ref SDS 1 1331
162154 -
162155 -
162156 -       ..
162157 -      Stress Causes, Erratic, Arbitrary, Unprofessional Conduct
162158 -
162159 -      Recently, Clonia took a week off reportedly to tend a difficult
162160 -      family situation.
162161 -
162162 -      Clonia has personal history with the ownership of Kwan Henmi,
162163 -      which may, unintentionally, cause feelings that color the
162164 -      relationship in ways that exceed professional bounds, due to
162165 -      other stress factors.
162166 -      ..
162167 -      These personal challenges, combined with job related
162168 -      stress, can cause work performance to deviate from accepted
162169 -      standards, as reported recently in the San Francisco Chronicle on
162170 -      981116.
162171 -
162172 -      The article provides a case study showing that powerful, highly
162173 -      professional and successful people can succumb to high stress
162174 -      that is manifested in an unproductive and uncomfortable work
162175 -      environment, which requires leadership to make changes and
162176 -      provide help for the afflicted manager that ensure improvement in
162177 -      performance or replacement, as reported by the San Francisco
162178 -      Chronicle. ref SDS 45 6480
162179 -
162180 -          [On 981120 research this problem. ref SDS 52 1400]
162181 -
162182 -      If the problem of stress is real enough for the Speaker of the
162183 -      California Assembly to inform a high ranking legislator to seek
162184 -      help to correct unprofessional and ill-mannered conduct toward
162185 -      staff, and to in any case improve the conduct or be relieved from
162186 -      a choice political appointment, despite being a major fundraiser
162187 -      in the party, then Gensler and the City of San Francisco can
162188 -      certainly appreciate the urgency to support the Moscone III
162189 -      Project Manager under similar circumstances, as seems evident
162190 -      here.
162191 -
162192 -
162193 -       ..
162194 -      Gensler Must Improve its Performance as Kwan Henmi has Done
162195 -
162196 -      Gensler notified KH in memos dated 980917 and 980922 that it
162197 -      should increase staff and work overtime.  KH has done that; yet
162198 -      Gensler persistently stifles progress, causing rework and
162199 -      increased cost, by interfering in KH Work Plan assignments and
162200 -      management, as reported above. ref SDS 0 9660
162201 -
162202 -      Gensler notified KH to support the meeting notes process.  KH has
162203 -      done that.  Now Gensler reverses itself, refusing to review KH
162204 -      coordination with consultants, ref SDS 0 4440, and instead
162205 -      publishes false and misleading information in the project record
162206 -      that incorrectly shows Kwan Henmi endorses the record, despite
162207 -      lack of input. ref SDS 0 4025
162208 -
162209 -          [On 981120 Gensler refuses to accept KH comments on the
162210 -          record of coordination prepared by others. ref SDS 48 4687]
162211 -
162212 -          [On 981123 Robert reports these reversals of policy and
162213 -          procedure cause rework and extra cost. ref SDS 49 3884]
162214 -
162215 -      Gensler notified KH to change its management.  KH has done that,
162216 -      again and again and again and again.  Now Gensler has reversed
162217 -      itself, and attempted to assume for itself the right to assign KH
162218 -      management. see above. ref SDS 0 6076
162219 -
162220 -      Stress and personal difficulties may explain why Gensler's
162221 -      management has been erratic, unprofessional and damaging to Kwan
162222 -      Henmi, the project and to the client.
162223 -      ..
162224 -      Regardless of the cause, now is the time for Gensler to
162225 -      show its good faith, as Kwan Henmi has done, and exercise the
162226 -      leadership needed for a complex public improvement to succeed, by
162227 -      adjusting project management so that the JV team can work
162228 -      professionally and productively, as exemplified by the Speaker of
162229 -      the Assembly acting within the past two weeks to help a troubled,
162230 -      though highly skilled, leader, and, also, to ensure an adequate
162231 -      work environment. ref SDS 0 3072,
162232 -
162233 -      This can be accomplished by any or all of the following steps...
162234 -
162235 -      a.  re-organization, as Kwan Henmi has done, giving Clonia a less
162236 -          stressful environment away from the Project Office, as Kwan
162237 -          Henmi has done with Robert Jansten at Gensler's suggestion.
162238 -
162239 -      b.  providing assistance for Clonia to interact with Kwan Henmi
162240 -          that eliminates or greatly reduces occasions for direct
162241 -          interaction, as Kwan Henmi has done with Robert Rudeen.
162242 -
162243 -      c.  moving Kwan Henmi staff off-site to other offices where it
162244 -          can manage its work at arms length in a professional and
162245 -          business-like manner, as Kwan Henmi must do in order to
162246 -          preserve the viability of the JV Team, protect its people,
162247 -          and enable consultants to support the project, if Gensler
162248 -          fails to exercise its leadership responsibility.
162249 -
162250 -
162251 -  ..
162252 - JV Team Needs and is Entitled to Effective Project Management
162253 -
162254 - Kwan Henmi is a team player, and continues to pursue its work with the
162255 - JV team without excessive officious nit picking.  That said, some
162256 - observance of roles, procedures and responsibilities is needed in
162257 - order to preserve the strength of the JV team.
162258 -
162259 - If Gensler wishes to change the Agreement, then that can be
162260 - negotiated.  Gensler cannot, however, arbitrarily impose new terms.
162261 -
162262 - Whether or not the project manager needs help to deal with stress, in
162263 - the manner similar to that reported by the San Francisco Chronicle on
162264 - 981116, ref SDS 0 3072, Gensler is required under the JV Agreement to
162265 - provide effective project management, including attendance by
162266 - competent professionals at meetings, and to review the record of
162267 - coordination performed by KH and MW. The record shows Gensler has not
162268 - accomplished these requirements.
162269 -
162270 - Kwan Henmi has attempted to work with Gensler cooperatively, with an
162271 - understanding that certain personnel matters have required sensitivity
162272 - and extra effort by everyone to avoid causing hurt feelings under
162273 - stressful conditions, ref SDS 0 5887; but Kwan Henmi has not intended
162274 - and does not waive any of its rights to have Gensler perform its
162275 - project management and other duties under the JV Agreement.
162276 -
162277 - Gensler put forward an unrealistic schedule, and has failed to perform
162278 - and continues to withhold services for planning the work.  This
162279 - planning is critical to determine staffing skills and levels, so that
162280 - daily work planning can be set based on analysis of critical work, as
162281 - reviewed in the record on 980929. ref SDS 12 6020
162282 -
162283 - As a result of Gensler's failure to perform routine project management
162284 - planning, on 981023 KH implemented on its own a comprehensive Work
162285 - Planning system. ref SDS 33 6540  However, Gensler has interfered and
162286 - disrupted KH plans on a daily basis under crisis management practices
162287 - that have adversely impacted cost and schedule. ref SDS 0 9660
162288 - ..
162289 - Accordingly, KH will no longer deal with Gensler's current
162290 - project manager for the reasons cited herein, of being ineffective and
162291 - proactively disruptive.  Kwan Henmi thereon makes demand under the JV
162292 - Agreement that Gensler notify KH in writing of the responsible manager
162293 - representing Gensler who will perform the duties set out in the JV
162294 - Agreement, including planning, attending meetings and reviewing KH
162295 - records of coordination with consultants.
162296 -
162297 - We estimate that the approximate extra cost caused to the client due
162298 - to delay and rework is $10,000 per day.
162299 -
162300 - Gensler has argued that it has not been sued due to the work of its
162301 - project manager, and that this past record justifies maintaining the
162302 - present course.  KH maintains that the time to improve is not when
162303 - conditions deterioriate to the point of filing a lawsuit, nor when
162304 - judgement is rendered years later.  Leadership is about vision, i.e.,
162305 - connecting the "dots" to see a clear trend and taking prudent action
162306 - to adjust course in time to avoid problems.
162307 -
162308 - KH is ready and anxious to work with Gensler's leadership to plan the
162309 - work, develop a WBS and provide the resources in people and skills to
162310 - meet the client's objectives.  Making resources productive takes
162311 - leadership.  It is time for Gensler to lead.
162312 -
162313 -
162314 -
162315 -
1624 -

SUBJECTS
Office Space for Increased Staff
Office Space Exceeds Occupancy and Safety

1805 -
180501 -  ..
180502 - Project Office is Inadequate
180503 -
180504 - Gensler is responsible for JV team facilities, but has not provided
180505 - sufficient space for the staffing levels required to meet the schedule
180506 - milestones set by Gensler.
180507 -
180508 - The current office is likely in violation of numerous occupancy safety
180509 - requirements and regulations, directly in conflict with the standards
180510 - the JV team is asked to design into the client's project.  Not only
180511 - are life and safety at risk, productivity is reduced by the congestion
180512 - and lack of planning space.
180513 -
180514 - Pursuant to Gensler's request in its memos on 980917 and 980922, KH
180515 - intends to add another architect to the staff, but there is no room
180516 - for that person, especially since the current overcrowding is causing
180517 - congestion that diminishes productivity.
180518 -
180519 - Additionally, under existing arrangements, Gensler has been unable to
180520 - support adequate procedures for release of information by JV members
180521 - to Gensler, as shown in the record on 981001, ref SDS 16 6720, and
180522 - discussed above. ref SDS 0 5616
180523 -
180524 -    [On 981202 Gensler is considering a solution. ref SDS 53 9392]
180525 -
180526 -
180527 -
180528 -
1806 -

SUBJECTS
Doc Log on Internet
Network Backup
Document Logs

2106 -
210601 -  ..
210602 - Project Administration - Computer Backup Required
210603 -
210604 - It has come to light, or at least been reported, that Gensler's
210605 - computer system is not backing up the project drawings and record of
210606 - communication.
210607 -
210608 - These records should be backed up on an interim basis each day, and a
210609 - full file back up should be made at least once a month.
210610 -
210611 - We are getting reports of system crashes and long delays in accessing
210612 - files, because various computer disks are full or near full.
210613 -
210614 - On 981002 Gensler reported that some project files are stored only on
210615 - personal home computers, rather than the project computer at Gensler's
210616 - office. ref SDS 19 1461
210617 -
210618 - Gensler should submit its plan showing what backup procedures,
210619 - including files stored off-site, and its system for redundant backups.
210620 -
210621 - We recognize that these understandings may be incorrect.  We are
210622 - hopeful that Gensler is taking responsible action to maintain the
210623 - security of the project record.
210624 -
210625 -
210626 - Document Management
210627 - Project Design Should be Supported by Project Communications
210628 -
210629 - Currently there is no evident document log system on the project, as
210630 - set out in the record of coordination on 980929. ref SDS 12 6552
210631 -
210632 - On 981007 need for document management was evident from Gensler's
210633 - inability to produce documents because some are stored in computers
210634 - of -site. ref SDS 22 1984
210635 -
210636 - Memos fly everyday in all directions to consultants and within the JV
210637 - team, with sketches attached, which purport to justify changes to the
210638 - project drawings, yet there is no audit trail showing alignment with
210639 - original sources for justifying changes to the drawings, as called for
210640 - in the PMBOK, and in ISO 10006 for project management, reviewed on
210641 - 950721. ref SDS 2 1740
210642 -
210643 - Gensler should submit its proposed protocol for identifying documents
210644 - and sketches, so that the ultimate design is supported by the project
210645 - record.
210646 -
210647 -
210648 -
210649 -
210650 -
2107 -

SUBJECTS
Mechanical Meeting, 981112

2304 - 1411
2305 -
230501 -  ..
230502 - Notes for Mechanical Meeting on 981112
230503 -
230504 - Called Robert and left voice mail that I would like to get his
230505 - edits this afternoon, if convenient, or tomorrow morning, for the
230506 - notes submitted yesterday, ref SDS 46 0475, on the 981112 mechanical
230507 - meeting.
230508 -
230509 -    [On 981119 visited Robert on this. ref SDS 47 8151]
230510 -
230511 - Visited Project office and received edits from Phil, Michael and from
230512 - Janet, using the drafts submitted yesterday. ref SDS 46 6426
230513 -
230514 -
230515 -
230516 -