Archived Katie Log July 2013

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Wed July 31, 2013

Tues July 30, 2013

Goals for the Week:

  1. Continue executing the Development Process and System Engineering Implementation Plan
  2. Continue organizing budget if possible


Recap Last Week:

  1. Planning last week was not effective, but possible solution identified
    1. OSE Exec. Staff (self included) need to engage in pre-planning discussions, long & short term
    2. Staff discussed short term strategic goals - remotely
  • Work for Hire & Assignment Agreement - approved and ready to implement
  • Week Agenda (Goal cont'd):
    • July 28 - Current State Mapping
    • July 29 - Complete Current State Mapping and Matrix
    • July 30 - Completing Current State Matrix then Future State Mapping
    • July 31 - Build a Development Process based on Future State
      • The above DP was created while engaged in a build and may or may not reflect the desired Future State
    • Aug 1 - Create Future State Matrix, which will include deliverables for Development Template: Protocols & Example Work Product - resulting in a tangible developmental timeline
    • Aug 2 - Input into PM & Resource Load
      • PM tutorials (TCM product - PM QRS)
  • Parking Lot
    • Complete: Trash
      • R&W servicing on Thursdays
      • Dumpster built by Lucas Warner & Dave Preiss
    • Added: 1) Work Log Checklist, 2) OSE Definitions - specifically Machine, Module, Component, Design creep, Scope creep, 3) Inventory - protocol for execution and product for tracking, 4) Protective Hydraulic Hose Covers (Ops Man input: discuss during parts dictation step in Development Process), 5) Broken Tool Protocol, 6) Work Logs - scalable naming

Mon July 29, 2013

Sun July 28, 2013

  • Proposed planning timeline:
    • Expected timelIne to complete the Development Process and System Engineering Implementation Plan:
    • July 26 - Current State
    • July 29 - complete Current State, begin Future State
    • July 30 - complete Future State w/ action items
    • July 31 - Development Process
    • Aug 1&2 - Protocols & Example Work Product - resulting in a tangible developmental timeline
  • Updated Operating Budget - Ameren
  • Updated Critical, IT, Vendor, and Media Account Management - Ameren & Sescloc


Sat July 27, 2013

Fri July 26, 2013

Thur July 25, 2013

  • Protected FAQ page following reporter inquiry regarding who is responding to the Reporter Questions - Unless noted otherwise, the below responses are from Marcin Jakubowski, OSE Executive Director.
  • Directors and Officers Insurance Quote received for review and approval
  • Updated BofA's OSE mailing address PO Box
  • LifeTrac 5 hard drive express mailed to Documentation Manager - expected arrival is July 26
  • Neon interview confirmed - July 30, 3PM CST

Wed July 24, 2013

Tue July 23, 2013

  • Re-directed Product Lead's planning priorities - slowing down the schedule, finish outstandings of LifeTrac 5 and focus on the must haves for the microhouse
  • Tech Community Manager notified of tomorrow's shift from weeks DPV goals to project planning
  • Aaron Makaruk continues to backfill OSE Executive Staff with information - thank you Aaron
  • At Tech Community Manager's recommendation, OSE homepage will include Volunteer link with the following landing pages:
    • Design Sprint, DPV, Workday (workdays need to be discussed, 1) propose non-Saturday workdays until the manpower to manage is available and 2) remove $50 participation fee
  • Confirmed Aug 5 IP Meeting
  • Meetings 9AM to 2PM
  • Answered CBIZ inquiries via phone
  • Working July & August Operating Budget
    • Updated Bed Logistics to provide personnel numbers for DPV weekly food costs

Goals for the Week:

  1. Plan then budget (Cont'd from last week)

Recap Last Week:

  1. Planning and budget goals were offset by other operational events - this underscores the need to plan and develop a reasonable schedule

Mon July 22, 2013

  1. Kicked off Planning Agenda July 22-24, 2013
    1. Doc Man is creating a Machine Dashboard Skeleton on Dozuki, using the ironworker as the template. This skeleton is to include all the design/build development steps listed on the left side of the Design/Build Development Checklist. This will create a one stop shop for machine specific collaborators, collaboration, and deliverables.
    2. Tech Community Manager and Product Lead built Machine Development template in Project Manager using the 9 phases listed on the right side of the Design/Build Development Checklist. This template is generic and must be modified for each machine as Product Lead builds schedule out. The following steps were used to complete the template build:
      1. Input checklist steps into PM
      2. Verify each phase must be completed entirely prior to advancing to the next phase
      3. Identify parallel and sequential sub-phases - link, de-link as necessary
      4. Recognized that design sprint must be redefined to include collaboration conducted throughout the week, without a design sprint manager, but using the Machine Dashboard to manage/organize
      5. Following design sprint discussion, modified Machine Development template to Machine Development M-F template - 5 day work week, rather than 6 - this emphasizes the goal to use PM as a real world tool
      6. Prioritize ongoing machine builds
        1. CNC TT (return to this later, following ED and Product Lead discussion
        2. Tractor
        3. Brickpress
        4. Backhoe
        5. Car
    3. Outstanding - awaiting PM support desk response regarding automatic start date adjustment
      1. Finished with Product Lead inputing Backhoe into PM
  • Coordinated with Solari regarding today's phone call, notified ED
  • Coordinated with IP Lawyers regarding next week (July 29th) meeting - possibly rescheduling to August 5th
  • Updated Planning Agenda Tuesday July 23, 2013:
  1. Ops Meeting - ED & Operations Manager Sync
  2. Weekly Planning and Review: Goals and Recap
  3. (T) ED, OpsMan, & Product Lead Module vs. Non-module discussion
  4. Documentation Manager meeting w/ all regarding Machine Dashboard Skeleton
  5. Work independently:
    1. Operations Manager begin to input Programs into PM to then schedule outstanding events & tasking
    2. Technical Community Manager continue meeting touchpoint goals for DPV recruiting
    3. Product Lead continue building out schedule base on prioritized list
      1. CNC TT (return to this later, following ED and Product Lead discussion
      2. Tractor
      3. Brickpress
      4. Backhoe
      5. Car
  6. Meet to review and discuss schedule built in PM:
    1. Verify PM will work as a primary scheduling tool
    2. Review and discuss schedule
      1. Sequence of events
      2. Timeline of events - resource assumptions, which should mirror reality or the expected reality
      3. Gut check - is this schedule reasonable - pessimistic or optimistic - which view do we want to take (Ops Manager recommends taking a pessimistic view at the start of our scheduling initiatives, then cut back timelines after OSE develops processes, executes process, and then refines based on execution lessons learned or Prototype Assessments

Sun July 21, 2013

  1. IP Agreement on wiki
  2. Depending which development process is chosen, discuss Landing Pages - will they be module or machine based, will they be wiki or Dozuki based?
    1. Schedule Saturday Documentation Sprint, introducing Dozuki
    2. Build 50 machine Dozuki/Wiki Landing Pages or Unknown number of module Dozuki/Wiki Landing Pages - include Infographics
  3. Ensure schedule prioritizes finishing 6 in 60 machines
  4. Workshop
    1. Develop Workshop Safety and Orientation Course - Workshop Guidelines
    2. Inventory Storeroom or Designated Area
    3. Tools Storeroom or Designated Area
    4. Finished Goods Designated Area
    5. One initial overhaul asap
    6. routine organization and inventory prior to each build
    7. Develop Workshop Safety and Orientation Course
    8. OSHA - General Industry
      1. OSHA - Occupational Noise Exposure
      2. OSHA - Personal Protective Equipment
      3. OSHA - General Environmental Controls
  5. Sans Retreat - integrate fun events into OSE's ongoing schedule - to include DPVs - this aims to solve overworking Executive Staff & DPVs
    1. Royals - 1hr 7min south of Maysville
    2. St. Jo nightlife
    3. St. Jo art & culture
  6. Time for Ops Man to review and implement OSHA standards
  7. Refine/review Community Standards
    1. OSHA standards
    2. Address why DPVs are not reading the standards prior to arriving
  8. Add to Test Plan
    1. Backhoe to put in the drainage tubes through the forest
    2. Bulldozer to level grounds
    3. Microtrac to mow
    4. Open up access to HabLab through the forest road and close direct access road

Sat July 20, 2013

  1. Identify which Development Process will be templated into Project Manager - currently there are 3 draft processes
    1. Design Process - Draft created by ED and TechComManager
    2. Design/Build Process - Draft created by Product Lead with ED collaboration
    3. Design/Build Development Checklist - Product Lead Design/Build Process with ED checklist incorporated
  2. Build a Development Process Ribbon to represent timelines - time permitting prior to July 22, input example here
  3. Template Development Process into Project Manager or adjust the template Audrey has already worked
  4. Identify which projects are currently ongoing
    1. 6 in 60 closeout
    2. Hydrafabber
    3. CNC Torch Table
    4. Welder
    5. OSCar
    6. Articulated Tractor
    7. Microhouse
  5. Identify where in the above Development Process Ribbon each project is located
  6. In excel, build schedule incorporating ongoing projects and Product Lead Schedule and Development Process Ribbons - this will allow us to tentatively plan, easily moving around projects
    1. Upload schedule into Project Manager - in the future Project Manager will be the first tool to scheduling, but right now this step is necessary > scheduling is the primary focus and by using familiar tools, scheduling will remain the primary focus
  7. Depending which development process is chosen, create a standard module landing page on the wiki - time permitting prior to July 22, input example here
  • Added to Planning Agenda July 22-24, 2013
    • Close out interview with Cory and Leandra
      • OSE Operations - How OSE Executive Staff works, company processes < ongoing development of company processes
      • OSE Lessons Learned - personal, OSE, product design, and manufacturing, etc. - purpose > to create recruiting video and improve DPV experience
    • ED to approve Employee Handbook
    • Workshop overhaul, organization, and inventory
      • One initial overhaul asap
      • routine organization and inventory prior to each build
    • Dozuki orientation
      • for Executive Staff
      • for collaborators
    • 6 in 60 Open HotWash
    • LifeTrac 5 Open Hotwash
    • Infrastructure assessment - purpose to identify needed improvements and prioritize
  • Updated Emily regarding Doc Man's timeline to provide closing information on build

Fri July 19, 2013

Thur July 18, 2013

  • Comp Day
  • Bradley Morris Invoice received
  • Spark departed 0530PM with power cube, to be returned by Tom Giffing, time TBD

Wed July 17, 2013

Tue July 16, 2013

Goals for the Week:

  1. Budget for 22July - 22Aug, 2013
    1. Create time ribbons for the Development Check List, which ensures that the Design Process and Product Lead's Build/Design Process wickets are both met in a formal and accountable environment.
    2. Using the above ribbons, create a plan, then schedule, using Product Lead's Schedule input. Outcome will mirror my OSE Initial Planning concept.
    3. Using the schedule, create a budget

Recap Last Week:

  1. Complete Logistics for Spark - Necessary paperwork completed by all personnel, No events with the bathroom reported, No bed issues reported, Food preparation and delivery went smoothly for all personnel with impromptu lunches, as well as normally scheduled dinners, No issues reported regarding airport or departure logistics
  2. Set up accounting infrastructure:
    1. Infrastructure is not complete: Inventory Storeroom or Designated Area, Tools Storeroom or Designated Area, Finished Goods Designated Area
    2. Documents are not complete, but inprogress: Materials Requisition Form, Transfers Out of Storeroom, Transfer to Finished Goods, Accounting Manual
    3. Filing: In need of Vendor, Completed Chronological
    4. Budget - Initial outline created Operating Budget as an outline/starting point, but need to integrate Product Lead's Schedule

Mon July 15, 2013

  • Spark ongoing
  • Update to OSE Operating Budget - DocMan payment, DocMan travel, DocMan reimbursed for materials/parts
  • BofA To Dos today at 4PM:
    • Petty Cash Cards
    • Signatory
    • Second Deposit
  • Updated Bed Logistics for John Stager's arrival tonight > Blue Room
    • Info'd current DPVs to expect John tonight
  • Doug at Sweiger Shop will email recent receipts. Update Brian Sweiger - mocop1120@yahoo.com

emailed receipts, forwarded to Marcin for BOM. See June & July Sweiger Shop Receipts

Sun July 14, 2013

  • Building OSE Living Budget
    • Payroll
    • Recent Spark purchases
  • Miguel Castro arriving - bed assembly in Pink room

Fri July 12, 2013

Thur July 11, 2013

Wed July 10, 2013

  • Solari Interview questions forwarded with OSE landline number provided.
  • Added the following to OSE Org and Ops Manual:*Rules regarding Travel notification between Executive Staff members and Operations Manager
  • Researching Keepass - Found Keepass did not open consistently and shutdown unexpectedly. Will revisit and until then maintain current password set up.
    • Keepass takes 6.7MB of space
    • XQuartz takes 198.7MB
    • Mono takes 107.MB
  • Trash pick up For reference see Dumpster Size Pictures
  • R&W - 816.632.3590
    • 2yrd $60 per month, pick up Thur
    • 4yrd $75 per month, pick up Thur
    • Allowed 8 bags per week $25 per month, pick up Thur
  • Deffenbaugh - 816.238.7900 - Deffenbaugh will call back to confirm whether or not they service this area.Update from this AM: Deffenbaugh's rate do not include about $10 of surcharges and admin fees. Local Deffenbaugh POC can be reached at 816.876.0911 (name unknown, cell)
    • Update from this AM 4yrd $54 per month, pick up weekly This is a competitive price, due to weekly pick up.
    • 6yrd $64 per month, pick up weekly
    • 8yrd $82 per month, pick up weekly
  • Advance Disposal - 660.385.5426
    • 2yrd $32 per month, $43 per two weeks, $80 per week
    • 4yrd $40 per month, $56 per two weeks, $90 per week
    • 6yrd $47 per month, $56 per two weeks, $119 per week

I recommend using Advance Disposal's 4yrd $40 for pick up every month or $56 for pick up every 2 weeks

Tues July 9, 2013

  1. R&W - 816.632.3590
  2. Deffenbaugh - which does not service Maysville per website, but will call, 816.238.7900
  3. Name unknown - Michelle's father uses this service for his bar, so possibly the best option, 660.385.5426
  • Jeff Moe and Dawn, Lulzbot referred Wildrock PR to OSE. Scheduling phone con with Alicia Beard early August.

Goals for the Week:

  1. Continue setting up accounting infrastructure:
    1. Infrastructure: Inventory Storeroom or Designated Area, Tools Storeroom or Designated Area, Finished Goods Designated Area
    2. Documents: Materials Requisition Form, Transfers Out of Storeroom, Transfer to Finished Goods, Accounting Manual
    3. Filing: Vendor, Chronological
    4. Budget
  2. Four protocols pending for ED review, but not complete. Once these are approved, focus on filling out the OSE Org and Ops Manual rather than finalizing protocols - putting the content together is more important now, finished products later
    1. Accounts Management
    2. Positional Email Management
    3. Weekly Planning and Review
    4. Wednesday Blog Update

Recap Last Week

  1. Logistics for Spark are reasonably complete. Parking will be managed as people arrive, but beds are on site, people logistics are handled, food is planned and bought, printer has arrived: medical and liability waivers can be distributed upon arrival.
    1. Plumber is still ongoing, need 2 additional bids
  2. Accounting Infrastructure is ongoing. Completed items are the most immediate: Travel Forms, Materials Requisition Forms


Mon July 8, 2013

  • Sent heads up to Elifarley regarding IP To Do's:
  1. Creating a wiki account consent form Update: Possibly using this CCAgreement page as a template
  2. Pop up for Portugal and South Africa
  3. Emailing persons already holding wiki accounts

Sun Jul 7, 2013

  • Plan and shop for July 8, 2013 week, including The Spark arrival

Thu Jul 4, 2013

Wed Jul 3, 2013

  • CenturyLink
    • Transitioned from residential to business service, from 1.5MBps to 5.0MBps speed (Caveat - price increase). Per CentuyLink, this transition will also add OSE to all the search engines, just a note, not a reason to transition.
    • OSE numbers, Unlimited national call service (note if needed: international service is additional $5.95 per month)

+1 816.449.2307

+1 816.449.1239

Tue Jul 2, 2013

  • Spoke with plumber via phone to receive quote. Outcome: quote to be emailed tomorrow, follow up needed.
  • Lesson Learned wrt Amazon: Mattress delivery intercepted by unknown personnel, Unable to ship replacement product due to stock out, Amazon service center shopped around (saving OSE man hours) and provided links adequate replacement product.
    • Lesson Learned - OSE requires a Receipt of Shipment protocol
  • Set up 2 bed, 1 empty frame - Capacity is 9
  • OSE Org and Ops Manual Added:
    • Interim Protocol - Completion of Statement of Work
    • Interim Protocol - Selecting a Vendor, Contractor, or Service Provider
    • Materials Requisition Form Log
  • Accounting To Do:
  1. Infrastructure:
    1. Inventory Designated Area
    2. Tools Designated Area
    3. Finished Goods Designated Area
  2. Documents:
    1. Materials Requisition Form Log
    2. Transfer of Material out of Inventory
    3. Transfer of Work in Processes to Finished Goods
    4. Accounting Manual (which will be integrated into OSE Org and Ops Manual for single source access)
  3. Filing:
    1. Chronological filing (completed last week)
    2. Vendor filing
  4. Living Budget (simple)
  5. Input receipts into GNUcash

Thanks to Aaron Makaruk for setting up the Accounting Manual for reference and copy.

Goals for the Week:

  1. Complete Logistics for Spark: Parking, Bed set up, On-boarding protocols for visitors to ensure collection of medical, waivers, and liability paperwork.
  2. Set up accounting infrastructure:
    1. Infrastructure: Inventory Storeroom or Designated Area, Tools Storeroom or Designated Area, Finished Goods Designated Area
    2. Documents: Materials Requisition Form, Transfers Out of Storeroom, Transfer to Finished Goods, Accounting Manual
    3. Filing: Vendor, Chronological
    4. Budget

Recap Last Week

  1. Four protocols pending for ED review, but not complete. Goal was to complete 3 protocols.
    1. Accounts Management
    2. Positional Email Management
    3. Weekly Planning and Review
    4. Wednesday Blog Update
  2. Master GNUcash and organize finances to create a balance sheet. Update, organized finances, but need to input into GNUcash.
  3. Logistics assessment, foresight, communication, and control preparations for upcoming surge in personnel: plumbing, parking, trash, food, bedding. Outcome: Plumber arrived Jul 1 2013, will return with a quote. No plan for parking. Trash will be taken out this week, but a long term solution is not in place. Informed Spark producer of the food and food storage situation at FeF. Eight beds are set up and mattress pads are provided.


Mon Jul, 1, 2013

  • Accounting Assessment Meeting, outcome: tasking related to accounting infrastructure
  • Tech Community Sync Meeting, outcome: create Project Manager module template and future wiki module template
  • Plumber arrived, to return with a quote
  • Neon - action for ED
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