CONTACTS 
0201 - PG&E Proj Mngmnt Transm Sys        415 973 6778 fax 8426
020101 - Mr. Bill DeHart, PMP
020102 - Project Manager, Room 1183B-V11C =415 973 5655 pger 510 810 3026
020103 - Project Management Group
0202 - PG&E Proj Mngmnt Transm Sys        415 973 6778 fax 8426
020201 - Ms. Cynthia Chan; Project Analyst =415 973 8828
020202 - Project Management Group

SUBJECTS
PG&E SDS Training, General
Cynthia Chan
SDS records, Format

0605 -    ..
0606 - Summary/Objective
0607 -
060701 - Followed up work at ref SDS 2 line 171.  Began training Cynthia. Gave
060702 - her the conceptual overview of SDS, that was explained to Bill last
060703 - week at ref SDS 2 line 73.  We did this in the conference room, using
060704 - the same charts I used to explain SDS to Bill.
060705 -
060706 - I used the memo ref DIP 1 line 31, on notes for 941005 meeting, ref
060707 - SDS 1 line 103, to explain structure of SDS, including the SDS
060708 - records and how the same record is used for Schedule and Diary
060709 - reports.
060710 -
060711 -    Need to review this with Cynthia using the Help schematic under
060712 -    Overview, so she can see the structure of SDS.
060713 -
060714 -
060715 - Then we used my workstation to show the implementation of the ideas
060716 - in SDS software.
060717 -
060718 -    I explained basic concept of SDS to capture what has been done, so
060719 -    what we do can be accurately informed about what needs to be done.
060720 -
060721 -    This is explained in Help under Overview and General Purpose.
060722 -
060723 -
060724 - Advised Cynthia that SDS is on the PG&E network and can be accessed
060725 - by for review and trying ideas.
060726 -
060727 -
060728 -
0608 -
0609 -

SUBJECTS
Bill DeHart
User Concerns/Ideas

0805 - Summary/Objective
0806 -
080601 - After completing initial training for Cynthia, followed up work at
080602 - ref SDS 2 line 61, and my note ref DIP 2 line 30 sent at ref SDS 3ref DIP 2 line 26.
080611 - Here is what he said:
080612 -
080613 -   As I tried over the weekend just moving around in SDS, I was
080614 -   confused by the changes in the way the function keys were used. I
080615 -   felt as if I could have used a "cheat sheet" to keep track of the
080616 -   function keys.
080617 -
080618 -   Want to report on a piece of work I did today.
080619 -
080620 -      Let's report on the meeting with Maria Ly.
080621 -
080622 - As a result of Bill's comments, we created a task for the meeting he
080623 - and Kevin Coffe had today with Maria Ly.  Tomorrow, we will set up
080624 - his SDS records, so he can begin tracking his own stuff.
080625 -
080626 - Printed a copy of SDS functions, and highlighted the main ones.
080627 -
080628 - Today we used the F7, F8, F9 and F10 to move left, right, up and
080629 - down, as explained below.
080630 -
080631 -
080632 -
0807 -
0808 -

SUBJECTS
Help, Menu, Mouse

1104 - Summary/Objective
1105 -
110501 - Today, we reviewed the work from last week, ref SDS 2 line 73.
110502 -
110503 - Want to enable Bill to look up how to do things.
110504 -
110505 -     Showed that Help and Menu instructions are shown at top of the
110506 -     screen.  The messages disappear during normal data entry, but
110507 -     when you press Page Up or Down, or click to page up or down, the
110508 -     messages appear again.
110509 -
110510 -
110511 -
110512 - Help - Ctrl F10
110513 -
110514 - Showed how to open the menus using the right and left hand to press
110515 - Ctrl F10.  Ergonomics are discussed further below under "Data Entry."
110516 -
110517 -     Alphabetical Index - F5
110518 -
110519 -     After you open Help, F5 opens a "Glossary" which lists topics
110520 -     alphabetically.
110521 -
110522 -
110523 -     Need to show how to print Help screens using F3 in a Help screen
110524 -     to print the current screen, or Alt F3 to print the entire Help
110525 -     section.
110526 -
110527 -
110528 -
110529 - Menu - Shift F10
110530 -
110531 - Showed how to open the menus using the right and left hand to press
110532 - Shift F10.
110533 -
110534 -         Explained that the function key assignments have been made to
110535 -         support efficient use of hands on the keyboard, i.e., ergo-
110536 -         nomics.
110537 -
110538 -
110539 -     Help for Menu Choices
110540 -
110541 -     Showed context sensitive help is available for each menu choice
110542 -     by clicking in front of the menu description, or moving the
110543 -     cursor in front of a menu item and pressing Enter, or user can
110544 -     just press Ctrl F10 with cursor on a menu choice.
110545 -
110546 -
110547 -
110548 -
1106 -

SUBJECTS
Schedule, Diary
SDS Records, Data Entry

1405 - Summary/Objective
1406 -
140601 - Opening SDS records from Schedule & Diary
140602 - Accessing Diary - F3 and F1 F2
140603 -
140604 - Showed how SDS records are opened using Enter or double clicking in
140605 - the same way from either the Schedule or the Diary.  Diary has to be
140606 - created with F3 from the Schedule, or F1 F2 from an SDS record, in
140607 - order to open SDS records listed in the Schedule and/or the Diary.
140608 -
140609 -     See below on "Diary reports."
140610 -
140611 -
140612 -
140613 - Data Entry
140614 -
140615 - SDS is designed to create and edit text quickly on-line, rather than
140616 - provide a visual of how it will look when printed.  The intent is to
140617 - discover and craft what we think, and so to enable the user to write
140618 - at about the speed that ideas occur.
140619 -
140620 - To write quickly, we need an ergonomic monitor and keyboard so our
140621 - hands and arms can move quickly and continuously without getting
140622 - tired.  This means the physical position of these tools is critical.
140623 -
140624 -         Function Key Assignment Criteria
140625 -
140626 -         "Editing" means changing and moving things around.  This in
140627 -         combination with SDS linking, is a source of creativity and
140628 -         productivity.  Function keys are assigned to support this
140629 -         objective and, as noted above, to suport efficient use of the
140630 -         keyboard so our hands do not tire with prolonged use.
140631 -
140632 -         Functions used often are assigned to the easiest keys to
140633 -         strike with the function keys on the left side of the
140634 -         keyboard.  Thus the most frequently used functions can be
140635 -         applied with the left hand alone (e.g. F9, F10, F7, F8, F6,
140636 -         Ctrl F6, F2, Alt F8, etc,) Complimentary functions are
140637 -         assigned so the mind can remember them (left, right, up,
140638 -         down).
140639 -
140640 -         Initially it can be awkward to do this, but with a little
140641 -         practice, these usually become very easy, especially if the
140642 -         keyboard is positioned so your hands and elbows can rest on
140643 -         the desk and simply slide left and right as needed.
140644 -
140645 -
140646 -    Margins & Paragraphs
140647 -
140648 -    Insert default is "Off".  Pressing "Insert" key turns it on and
140649 -    is shown at the bottom of the screen.
140650 -
140651 -    Margins are shown at bottom of screen, as well as the current
140652 -    cursor column.
140653 -
140654 -    Right margin in SDS records is constant at 78.
140655 -
140656 -    Left margin starting position for data entry - F7.
140657 -
140658 -       It is always at least one position to right of dash after the
140659 -       line number.
140660 -
140661 -       Can manually indent with cursor keys or mouse, to start a
140662 -       paragraph.
140663 -
140664 -           After the first line is started in a paragraph, the program
140665 -           will automatically continue to use that left margin, until
140666 -           the user manually changes the left margin.
140667 -
140668 -           This makes it very easy to create outline structure.
140669 -
140670 -    F7 always jumps the cursor to the current left margin.
140671 -
140672 -    Ctrl F5 jumps the cursor to the end of the current line.
140673 -
140674 -    End jumps the cursor to the right side of the screen.
140675 -
140676 -
140677 -    Paragraphs use box format, so each paragraph is separated by a
140678 -    blank line.
140679 -
140680 -    Alt F9 assembles consecutive lines into a single paragraph within
140681 -    current margins.  Text wraps automatically, but editing often
140682 -    creates conditions where Alt F9 is needed to re-assemble the
140683 -    paragprah.  It is very easy to use with the left hand.
140684 -
140685 -    Alt F5 splits a sentence to insert stuff, although Insert key can
140686 -    also be used for this.
140687 -
140688 -
140689 - F2 - Save
140690 -
140691 - It is good practice to use this often, especially while pausing to
140692 - read what has been entered.  SDS does not have an "undo" feature, but
140693 - like "Undo" on other programs, if you use F2 regularly, then if you
140694 - make a mistake, you can close the file after making a mistake and
140695 - open it again in the prior condition.
140696 -
140697 -      Line Numbers
140698 -
140699 -      This will also update the line numbers as well.
140700 -
140701 -
140702 -
1408 -

SUBJECTS
Function Keys

1504 - Summary/Objective
1505 -
150501 - See also above under Data Entry for function key assignment criteria.
150502 -
150503 - Began showing how you can move around in SDS records with:
150504 -
150505 -      Left 22 columns             F7
150506 -      Right 22 columns            F8
150507 -      Up 10 lines                 F9          Page Up
150508 -      Down 10 lines               F10         Page Down
150509 -
150510 -  These four keys are complimentary.
150511 -
150512 -          Similar to Mouse
150513 -
150514 -          You can also move up and down with the mouse by clicking on
150515 -          the last two columns on the right side of the screen, and
150516 -          half way up or half way down.
150517 -
150518 -          Cursor Position
150519 -
150520 -          Page Up and Down move the cursor with the file as it is
150521 -          scrolled up and down.
150522 -
150523 -          F9 and F10 leave the cursor at its current position on the
150524 -          screen, i.e., the file moves but the cursor does not move.
150525 -
150526 -          Each of these features is helpful in different circum-
150527 -          stances.
150528 -
150529 -      F7 is special, because when the scroll left, we are usually
150530 -      interested in positioning the cursor to get ready for data
150531 -      entry.  So, F7 also evaluates and sets the left margin.
150532 -
150533 -      If the cursor is on a blank line it will position the cursor
150534 -      one space beyond the dash to the right of the line numbers.
150535 -
150536 -      If there is text on the line, the F7 function will figure out
150537 -      what column the text begins, and set the left margin to that
150538 -      value, and place cursor on that column.
150539 -
150540 -      If the screen is not offset, then F7 just positions the cursor
150541 -      at the beginning of the line.
150542 -
150543 -
150544 - Enter Key
150545 -
150546 -      It evaluates if the cursor is on a data entry line for regular
150547 -      text like this line I am typing now, rather than a Contact,
150548 -      Reference or Control Field line.
150549 -
150550 -      If the cursor is on a data entry line, then Enter works similar
150551 -      to a carriage return on a typewriter.  It puts the cursor on the
150552 -      next blank line and at the default left margin, which is always
150553 -      column 10.  If the cursor starts on a blank line, pressing Enter
150554 -      simply goes down one line.  If you press Enter again, and the
150555 -      next line is blank, it begins adding blank lines to the record.
150556 -      So you can use Enter to add more lines the same way F6 does
150557 -      (except F6 is really repeating lines, if the line is blank it
150558 -      makes more blank ones, if it has text, it duplicates the text.
150559 -
150560 -      If the narrative line has an embedded citation to another file
150561 -      or another SDS record, and the cursor is to the right of the
150562 -      string "ref" then pressing Enter will open the citation to the
150563 -      right of the "ref" string.
150564 -
150565 -          This is similar to double clicking the mouse on a citation.
150566 -
150567 -
150568 - Ctrl F6
150569 -
150570 -      This scrolls between multiple files in memory.  When an SDS
150571 -      record is opened from the Schedule or from the Diary, the
150572 -      Schedule and/or the Diary file remain in memory.  You can scroll
150573 -      back to them with Ctrl F6, and repeated use scrolls back to the
150574 -      original file.  You can open as many files as memory will
150575 -      support, and Ctrl F6 will access them in a chain.
150576 -
150577 -      Clicking on CMD> in the top left corner does the same as Ctrl
150578 -      F6.
150579 -
150580 -
150581 - Printed and highlighted main SDS function keys, per Bill's concern
150582 - above.
150583 -
150584 -
150585 -
150586 -
1506 -

SUBJECTS
Reports, Schedule New Task

170301 - Bill asked about how to look up a record to schedule a new task for
170302 - the meeting he had today with Kevin Coffee, Maria Ly and Mike Emery
170303 - on the Induction Study.
170304 -
170305 -         Initially we considered the objective of this exercise is to
170306 -         create chains of related events, and to apply the Contacts,
170307 -         References and Control Field data that is already in the
170308 -         prior records, so this information does not have to be
170309 -         re-entered in a blank record.
170310 -
170311 -         Thus, we only use blank record if we are starting a new chain
170312 -         of events.  In practice, this rarely occurs.  Almost every-
170313 -         thing is related to something has occurred previously.
170314 -
170315 -
170316 -     General Procedure
170317 -
170318 -     This requires finding the last time the subject was considered
170319 -     in the record, then executing a function to use that record to
170320 -     create a new task in the Schedule.
170321 -
170322 -     This means first doing a "report" to find a good record, then
170323 -     positioning the cursor in the Schedule to put the new task where
170324 -     you wish to schedule it, then going back to the "target" record
170325 -     and executing the function that makes new tasks.
170326 -
170327 -
170328 - Automatic Diary, F3 or F1 F2
170329 -
170330 - The simplest report is the automatic diary for all activity during
170331 - the past two weeks.
170332 -
170333 -     Schedule          F3
170334 -     SDS Records       F1 F2
170335 -
170336 -        Often a good template task can be found this way because most
170337 -        of the work done today, is a follow up of what has been done
170338 -        in the recent past, especially the past few days.
170339 -
170340 -
170341 - If you cannot find an SDS record in this way, then call a custom
170342 - report.
170343 -
170344 -
170345 - Custom Report
170346 -
170347 -
170348 -    Keywords
170349 -
170350 -    A diary report can be assembled based on the words in the
170351 -    description of the record, as follows:
170352 -
170353 -    From the Schedule or an SDS record, open the menu.
170354 -
170355 -        1.  Tab to the "Diary/Report" option.
170356 -
170357 -            [Do not Click because that opens the menu or calls the
170358 -            automatic menu, depending upon where on the string you
170359 -            click, and we want to enter a specification.]
170360 -
170361 -        2.  Type a diary specification as follows:
170362 -
170363 -            20Û               look in the last 20 days.
170364 -            900201 20Û        look from Feb 2, 1990 for next 20 days
170365 -            900201 900315Û    look from Feb 2, 1990 to Mar 15, 1990
170366 -
170367 -        3.  Hit space bar to move over one space and enter a keyword
170368 -            specification, like this:
170369 -
170370 -            20 /InducÛ        find all records with "Induc" for last
170371 -                              20 days.
170372 -
170373 -        4.  Press Enter at end of spec. Do not space bar off any
170374 -            other characters.
170375 -
170376 -        5.  This showed 2 SDS records with "Induc"
170377 -
170378 -            We looked and found they pertained to the Induction Study
170379 -            and so could have gone ahead and created a new task in the
170380 -            Schedule using this report, but for an exercise, decided
170381 -            to do a "Subject" report.
170382 -
170383 -
170384 -    Subjects
170385 -
170386 -    Since we wanted to report on a meeting held today with Maria Ly on
170387 -    the Induction Study, we looked up this subject as follows:
170388 -
170389 -         1.  Opened the Subject Index using the menu.
170390 -
170391 -         2.  Bill used F1 F2 to go forward into "Projects"
170392 -
170393 -             [F1 F3 goes backward to a prior level - these are the
170394 -             same as the mouse functions in the Subject Index, of
170395 -             clicking 10 columns beyond the beginning of the subject
170396 -             description to go to next level - F1 F2 - and clicking
170397 -             more than 10 columns in front of the subject description
170398 -             to go back - F1 F3]
170399 -
170400 -         3.  Bill used F1 F2 to go forward again to open the subjects
170401 -             for the CDWR project, and F1 F2 again to open
170402 -             "Engineering" subjects, which showed the "Induction
170403 -             Study" which is the subject of the meeting today.
170404 -
170405 -         4.  Bill clicked within 10 columns in front of the subject
170406 -             description to open a "Report" screen.
170407 -
170408 -         5.  Since we knew this subject had been "worked" within the
170409 -             past month, we accepted the default report time period
170410 -             of the past 30 days, and so simply pressed or clicked on
170411 -             "Enter".
170412 -
170413 -         6.  The SDS program produced a list of 4 tasks in the past
170414 -             month where the "Induction Study" was entered in the SDS
170415 -             record.  This list included the two records we found with
170416 -             the other method.
170417 -
170418 -             We found one record did not have "Induc" in the task
170419 -             description, and my not have had "Induc" anywhere in the
170420 -             record, but its content clearly pertained to the
170421 -             Induction Study.
170422 -
170423 -             We used the last activity to schedule a new task.
170424 -
170425 -
170426 -    Contacts
170427 -    Documents
170428 -
170429 -    We could have alternatively looked up records where Maria and/or
170430 -    Greg were listed in the Contacts, or we could have selected a
170431 -    document that Maria may have issued or was issued to her
170432 -    pertaining to the study to look for records in the same we did the
170433 -    subject.
170434 -
170435 -
170436 -
170437 - Creating the New Task
170438 -
170439 - Once we have identified the diary record to use as a template for
170440 - making a new task in the Schedule, we have several options for
170441 - completing the exercise.
170442 -
170443 -        From the Diary subject report screen, if we feel certain the
170444 -        last item listed or some other record in the list is the one
170445 -        we want to use, we can:
170446 -
170447 -           a.  Press F1; or
170448 -
170449 -           b.  Click in the time field in front of the record
170450 -               description; or
170451 -
170452 -           c.  Move the cursor manually to the left into the time
170453 -               field and press Enter.
170454 -
170455 -        In all three cases, the Diary report screen is closed, and a
170456 -        new task is entered in the Schedule below the cursor.
170457 -
170458 -        You are now in the Schedule.  If you pre-positioned the cursor
170459 -        in the Schedule, you need merely open the new task by pressing
170460 -        Enter or double clicking and edit it to say what you wish.
170461 -
170462 -        If you did not pre-position the cursor in the Schedule, then
170463 -        you may have to move the newly created task to the date and
170464 -        time (although time is not really important) in the Schedule
170465 -        screen.  The only key consideration is if the new task is to
170466 -        be immediately converted into a diary record because you
170467 -        really reporting on something that happened (as in the case of
170468 -        Bill's meeting with Maria today).  In that case you must move
170469 -        the task to "Today's" date in the Schedule, because it is the
170470 -        only date in the Schedule where you can convert a Scheduled
170471 -        task into a Diary record with F8.
170472 -
170473 -        Moving a Task in the Schedule - F4 and F5
170474 -
170475 -        If the new task was entered under a date other than today,
170476 -        press F4 to mark the task as ready to be "moved."  When you
170477 -        press F4, you will see an "M" come on the screen at the
170478 -        bottom of the screen, indicating the move command is active.
170479 -
170480 -        Position the cursor in the Schedule above the line where you
170481 -        want the task to be moved, and press F5.  This is the target
170482 -        line for moving the task.  When you press F5 the task is
170483 -        instantly moved and the "M" goes away at the bottom of the
170484 -        screen.
170485 -
170486 -
170487 -
1705 -