CONTACTS 
0201 - Morrison Knudsen Engineers, Inc.   415 442 7300
020101 - Mr. Kenneth O. Hartley; Vice President =415 442 7463 fax 7405
020102 - Project Control Systems, Transportation & Water Resources

SUBJECTS
SDS Marketing, Demonstrations
Re-Engineer Project Management
Communications

0605 -    ..
0606 - Attendance
0607 -
060701 - Met with Ken, Bill Roten, and Mary Efferen.
060702 -
060703 - At the conclusion of the presentation, Ken said that SDS was an
060704 - extraordinary accomplishment that must have taken a long time to
060705 - develop.  I advised work on on SDS began in 1983.
060706 -
060707 -
0608 -
0609 -
0610 - Presentation
0611 -
061101 - Explained POIMS using the 3 graphics and concept summary, ref OF 1
061102 - and 2.  Went through these in detail, but did not dwell on the
061103 - Summary, except to note that each part supports the other.
061104 -
061105 - Cited the attached SDS Product Summary for reference only, since the
061106 - demonstration covered those points.  Mentioned the DNRC project where
061107 - SDS was used.  Ken, Bill and Mary read Wayne Wetzel's letter on SDS.
061108 -
061109 -
061110 - POIMS Technology
061111 -
061112 - Took some care explaining POIMS "technology," as distinguished from
061113 - SDS, a product that applies it.  At the conclusion of the demonstra-
061114 - tion, I asked Bill if he felt SDS performs the criteria explained for
061115 - POIMS, and he indicated the demo seemed to show this.
061116 -
061117 -
061118 - Computer Workstations/LANs
061119 -
061120 - Mentioned the current industry trend toward linking computers to
061121 - improve coordination, and explained how POIMS makes LAN hardware more
061122 - valuable and management more productive.
061123 -
061124 -
061125 - SDS Diary v. Talk
061126 -
061127 - Explained why SDS is a better management tool than mere discussion,
061128 - such as phone calls or meetings.  The latter will always be essential
061129 - for leadership and the dynamic exchange of views which can bring
061130 - mutual understanding, even creativity.  Management needs more than
061131 - this though!
061132 -
061133 - SDS provides Managers an environment for figuring out where to lead,
061134 - and for building on the understandings and new ideas resulting from
061135 - discussion.  More importantly, SDS converts mere ideas (i.e. transi-
061136 - tory discussion) into actual assigned action items that cannot be
061137 - forgotten.  It enables review of the record to determine whether what
061138 - was heard is what was intended (i.e. accountability).  It captures
061139 - nuance overlooked during discussion because each party is concentrat-
061140 - ing on major ideas and formulating replies.
061141 -
061142 - SDS converts conversation, ideas, and analysis into is a resource that
061143 - can be used again and again by the originator and others, at no
061144 - increase in cost.
061145 -
061146 -
061147 -
061148 - Features Not Demonstrated
061149 -
061150 - Keyword search
061151 - Integration with Other programs
061152 - Schedule coordination
061153 -
061154 - I discussed Keywords (see below), but not Other Programs and
061155 - "schedule coordination."  So here is some explanation on it.
061156 -
061157 -   Schedule Coordination
061158 -
061159 -   This facilitates scheduling multiple resources by bringing into a
061160 -   single report the dates and times when specified people, equipment
061161 -   or facilities are currently scheduled to be busy.
061162 -
061163 -   From the composite report, dates and times of availability can be
061164 -   selected for meetings or other uses of resources.  This takes 2
061165 -   seconds.
061166 -
061167 -
061168 -   Other Programs
061169 -
061170 -   Demonstrated how non-SDS record files, such as correspondence, can
061171 -   be opened directly from an SDS Reference field.
061172 -
061173 -   Additionally, files from other programs like Wordperfect, Lotus
061174 -   123, etc., can be opened in the same manner, so the POIMS concept
061175 -   of integration between Planning, Performing and Reporting is
061176 -   maintained.  Without this integration, laxity occurs, particularly
061177 -   in the reporting process.  Such laxity inhibits planning, and
061178 -   results in delayed performance.
061179 -
061180 -   Accordingly, the ability to apply other programs directly in SDS
061181 -   improves planning and performance, i.e. increases productivity.
061182 -
061183 -
0612 -
0613 -
0614 - SDS Interface with Management Levels
0615 -
061501 - Ken asked how SDS data was applied on the Montana project at various
061502 - management levels.
061503 -
061504 - I explained SDS data (similar to this report) was provided directly
061505 - to major players at senior management levels; specifically:
061506 -
061507 -    1.  Engineer's Project Manager - Jeff Ghilardi    619 293 3340
061508 -    2.  Tudor's Vice President     - Clyde Earnest
061509 -    3.  State Agency Director      - Karen Barclay
061510 -    4.  State Agency Dep Director  - Wayne Wetzel     406 444 6699
061511 -    5.  State Agency Proj Manager  - Norman Bernard
061512 -    6.  All Proj Contractors
061513 -    7.  Engineer's & State's legal counsel
061514 -
061515 - SDS reports sent to Owner and Engineer presented facts assembled from
061516 - the Diary, posed decisions needed, options, recommendations and dates
061517 - when decisions were needed to accomplish the aims of the project and
061518 - avoid damages (i.e. direct money losses, or giving grounds for
061519 - claims).
061520 -
061521 - SDS reports sent to counsel presented facts and offered guidance on
061522 - how the conduct of various parties could be construed favorably to
061523 - the interests of the owner in light of the contract and industry
061524 - practice.  SDS reports set out conflicting evidence and weighed the
061525 - potential outcome of litigation, so counsel could form supportable
061526 - "opinions."
061527 -
061528 - SDS reports sent to contractors constituted timely notice by the
061529 - Engineer of instructions, decisions and understandings from meetings,
061530 - together with authority for same, to the end that the record showed
061531 - each contractor knew or reasonably should have known its obligations
061532 - and the damages that would result for failure to perform.  This
061533 - practice encouraged timely performance and discouraged frivoulous
061534 - claims.
061535 -
061536 -
061537 - References
061538 -
061539 - Besides contacting DNRC Deputy Director, Wayne Wetzel (406 444 6699),
061540 - suggested Ken contact Jeff Ghilardi (619 293 3340); (Clyde is on
061541 - assignment in Taiwan - might be reachable through Tudor Engineers 415
061542 - 543 9820)
061543 -
061544 - Sarah Bond is State's counsel; 406 444 6660.
061545 -
061546 - Tudor's counsel is Bill Cahill at Bronson and Bronson in San
061547 - Francisco; 415 986 4200.
061548 -
061549 - These people can attest that SDS is beyond anything they have en-
061550 - countered or imagined possible in the way of improving coordination
061551 - and providing decision support.
061552 -
061553 -
0616 -
0617 -
0618 - Portability of Data
0619 -
061901 - Bill asked how SDS data can be used when traveling or visiting a
061902 - remote site.
061903 -
061904 - This can be done with portable computers.  Simply download your data
061905 - and off you go.  This is facilitated by the fact that each User has a
061906 - uniquely identifiable body of data that makes backup direct and fast.
061907 - While traveling, the ideas you have can be translated into scheduled
061908 - action items, and sent via modem to communicate and get things going.
061909 -
061910 - When at a remote site, you can look up the record instantly in the
061911 - same manner as if you were at the office.
061912 -
061913 - You can download data at the site, enter the record and plan follow
061914 - up while on the road, and when you return, simply download it so it
061915 - is available to you and your colleagues.
061916 -
061917 -
0620 -
0621 -
0622 - Printed Reports
0623 -
062301 - Mary asked how SDS data is communicated outside the system?
062302 -
062303 - This memo shows how a single record appears when converted to printed
062304 - report.  Though somewhat lengthy, it took less than 1 second to
062305 - accomplish.
062306 -
062307 - This is one of the truly remarkable advances in productivity, because
062308 - when the writer is through, the finished document is ready.  Some-
062309 - thing like this might take an entire day for an engineer to write
062310 - with conventional technology; another day for wordprocessing, then
062311 - another day of back and forth on editing and formatting, before it is
062312 - issued.
062313 -
062314 - This took about 2 hours to craft.  Then it is published.
062315 -
062316 -
0624 -
0625 -
0626 - SDS v. Wordprocessing
0627 -
062701 - Ken asked why ordinary wordprocessing cannot accomplish the same
062702 - objectives of SDS.
062703 -
062704 - Explained wordprocessing does accomplish one of the aims of SDS:
062705 - efficient data entry with concomitant improved analysis of subject
062706 - matter.
062707 -
062708 - Wordprocessing though does not integrate what is written with tradi-
062709 - tional controls (schedule and budget), nor with prior related events
062710 - and documents.  It does not provide instant access to support
062711 - information, nor with scheduling following up.  SDS automatically
062712 - organizes what is written according to chronology and subject.  Word-
062713 - processing cannot do this.
062714 -
062715 - SDS is faster than most wordprocessing programs because its design
062716 - results in fewer key strokes to perform comparable features, and
062717 - because it is written in assembly language.
062718 -
062719 -
0628 -
0629 -
0630 - Data Control, Keywords/Subject Index
0631 - Structured Knowledge
0632 -
063201 - Mary asked if SDS has a Keyword Index?
063202 -
063203 -      Advised the Diary Summary feature permits citing both Users and
063204 -      Keywords.  This is helpful; however, SDS applies a much more
063205 -      powerful Subject Indexing system that creates a "Structured
063206 -      Knowledge" data base.
063207 -
063208 - Ken asked about the criteria for selecting the Subjects.
063209 -
063210 -      Advised each organization applies its business practice for
063211 -      filing data in folders and cabinets.  Typically this relates to
063212 -      well established industry standards, and cited the example of
063213 -      construction projects where the specification book sets up data
063214 -      divisions which comprise the full range of "subjects" needed and
063215 -      required to accomplish the project.
063216 -
063217 -      Showed the Subject Index Tudor used on Broadwater, as well as the
063218 -      marketing SI for SDS.
063219 -
063220 - Ken commented that the Subject Index seems too complex for MK's needs.
063221 -
063222 -     I showed how the degree of complexity of the Subject Index is
063223 -     flexible.  It can be created to any level of detail needed by any
063224 -     organization for any subject.  The SI is merely a set of tools to
063225 -     manage the process efficiently, and apply it accurately.
063226 -
063227 -     Ken said this would be easier to apply than he initially
063228 -     expected.
063229 -
063230 -
0633 -
0634 -
0635 - Diary Records
0636 -
063601 - Bill asked if SDS provides access to prior events in the manner it
063602 - lists future scheduled activities in a Summary.
063603 -
063604 -     Demonstrated how easily and quickly Diary records can be listed
063605 -     for any period in a matter of seconds; from there the User can
063606 -     pick a record and access it instantly.
063607 -
063608 -
063609 - Subject Reporting
063610 -
063611 - Showed how subject report specifications can be created instantly
063612 - from the Current Schedule File (the main SDS work environment), or
063613 - from the Subject Index.
063614 -
063615 -
0637 -
0638 -
0639 - Macro v. Micro scheduling
0640 -
064001 - Ken asked how SDS reports on job completion status?
064002 -
064003 -     I explained this is not the province of POIMS.  CPM technology is
064004 -     the best means to "report" on job completion status through
064005 -     standard macro scheduling procedures.
064006 -
064007 -     SDS does provide information on why the status is what it is, and
064008 -     it is the tool by which the status is changed.  SDS works in the
064009 -     trenches where the action is, providing a simple, fast medium to
064010 -     roll up the detail into summaries through its own reporting
064011 -     features and by supplying data to other control programs, to
064012 -     achieve meaningful decision support.
064013 -
064014 -
0641 -
0642 -
0643 - How long to Learn
0644 -
064401 - Ken asked about this point.
064402 -
064403 -     Advised it is comparable to learning Lotus 123, most wordproces-
064404 -     sing packages.  Actual learning time varies according to person-
064405 -     ality and to some degree on business background.
064406 -
064407 -     Suggested something like the Premis training I did with MK in
064408 -     1981, where we spent a week at their office near SFO, would be
064409 -     adequate for most people, plus a week of on site-support to
064410 -     transition people, particularly in setting up the Subject Index.
064411 -
064412 -
064413 -
064414 - Incentives for learning
064415 -
064416 - Ken said they have a lot of trouble getting people to apply the
064417 - existing technology (e.g. cost and schedule control).
064418 -
064419 -     I explained that SDS is different from typical "control" software.
064420 -     The information is created by and belongs to people, rather than
064421 -     machines and the "front office."  Once people begin to use their
064422 -     own data and find how helpful it is in the same why their own
064423 -     thoughts and ideas are helpful to them, SDS grows on them, becomes
064424 -     part of them -- they cannot do without it.
064425 -
064426 -     It is a short step from there to getting them to enter the data
064427 -     needed for standard control programs, because the fields are
064428 -     always at hand and are easy to use.  POIMS lets people do things
064429 -     the company needs, as a by product of doing things they like to
064430 -     do.
064431 -
064432 -
0645 -
0646 -
0647 - Implementation strategies
0648 -
064801 - The simplest procedure is to start by designating one person as the
064802 - SDS master for a project.  This removes the burden of everyone having
064803 - to be proficient in order to obtain the benefits.
064804 -
064805 - Allow the team to transition itself according to the benefit it sees
064806 - in the work of the SDS master.  Network the computers.  Overtime, as
064807 - others realize information is in the Diary that is helpful to them,
064808 - they will want to access it directly, then begin to create their own
064809 - data.
064810 -
064811 - You can do a lot with the power of POIMS in the hands of one person.
064812 - Of course more can be done if everyone is working in concert with
064813 - POIMS, but still just one person, can make a big difference.
064814 -
064815 - Let the admin staff start just with the Document Log.  This returns
064816 - an immediate dividend for the project, plus it is easy and fun to
064817 - use.
064818 -
064819 -
0649 -
0650 -

SUBJECTS
WMA Marketing, Sales Contacts,
Morrison Knudsen, Pricing
Site licensing

0806 - Pricing group of 5
0807 -
080701 - I advised that for individual sales, the program costs $450.  A site
080702 - license is available for a group of 5 for $2,000.
080703 -
080704 - Training costs $5,000 per week.
080705 -
080706 - The program files are approximately 4 MB, the manual is approximately
080707 - 400 pages.
080708 -
080709 -
0808 -
0809 -
0810 - Quality of presentation
0811 -
081101 - Ken felt my narrative on POIMS was too long.  The graphics should be
081102 - shortened to the summary, particularly for senior management.
081103 -
081104 - I need from Ken the 2 or 4 points he, Mary and Bill feel are the
081105 - strongest benefits to MK's needs, and the points they feel are least
081106 - attractive about SDS.
081107 -
081108 -
0812 -
0813 -
0814 - Follow up
0815 -
081501 - Told Ken I will send him a follow up memo to extend this get
081502 - acquainted stage the next step.  This will deal in a little more
081503 - detail with the questions raised during the meeting.
081504 -
081505 -
0816 -