Knowledge Management Tools in Practice

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VISN 2 Knowledge Management Office Knowledge Management Tools in Practice: Implementing a Document Management Solution Session #4097 Kim Nazi Knowledge Management Officer VISN 2 Knowledge Management Office Knowledge Management Concepts “Knowledge Management embodies organizational processes that seek synergistic combinations of data and information processing capacity of information technologies, and the creative and innovative capacity of human beings.” Yogesh Malhotra, Ph.D. VISN 2 Knowledge Management Office Knowledge Management Concepts ming the Electronic Workpla VISN 2 Knowledge Management Office Knowledge Management Concepts Taming the Electronic Workplac Session Objectives: •Identification of current issues What? •Projected key benefits Why? •Approach to implementation How? •Timeframe and Staging When? •Key Strategies for Implementation VISN 2 Knowledge Management Office What ? Issues: Current •Email Overload •Information Intensity •Document Disaster •Improperly Managed Access •Ineffective Collaboration Tools •Disorganization •Lack of Accessibility VISN 2 Knowledge Management Office Why ? Projected Key Benefits: •Easy Access •Improved Information Management •More Effective Use of Email •Tools for Effective Collaboration •Access Management •Push technology Notification Services •Improved Organization of Information •Integration with Current Enterprise VISN 2 Knowledge Management Office Why? Right information, right person, right time. VISN 2 Knowledge Management Office How? Approach to Implementation: •Research and Conceptual Whitepaper •Product Evaluation •Hardware and Enterprise Requirements •Training •Planning •Planning •Planning •Implementation VISN 2 Knowledge Management Office When? Planning: •Change in organizational infrastructure •Change in Leadership •Microsoft Enterprise or ? •Competing Priorities VISN 2 Knowledge Management Office How? Planning (97%): •Analysis •Benchmark •Proposed Architecture •Planning Templates •Meet with Stakeholders •Fine-tune Plan •Training •Coaching Ready, Set, Go!: •Create •Implement •Maintain VISN 2 Knowledge Management Office Document Management Concepts In Search of Excellence… VISN 2 Knowledge Management Office Document Management Concepts NLB ETM CARES PA VISN 2 Knowledge Management Office Document Management Concepts Microsoft Sharepoint Portal Server Dashboard Website Portal Featuring: •search functions •document management features •collaboration options •Integration with enterprise office and windows •Reusable customizable webparts VISN 2 Knowledge Management Office Document Management Concepts Microsoft Sharepoint Portal Server Document Management Features: •Browse categories •Advanced search capabilities •Subscribe to new or changing information •Check documents in and out •Review a document's version history (automatic version tracking) •Approve documents for publication-serial and parallel approval routing •Publish documents •Role-based security VISN 2 Knowledge Management Office Document Management Concepts Document Management Features Categories: Organize information by using categories. Allows users to browse through information by topic. VISN 2 Knowledge Management Office Document Management Concepts Document Management Features Role-based Permissions: Coordinators-handle management tasks Authors-add and update files Readers-have read-only access to published documents VISN 2 Knowledge Management Office Document Management Concepts Document Management Features Subscriptions: Users can subscribe to documents, files or folders and be notified of new or changed files, both in the portal and by email. Email notifications contain a link to the new/changed file. VISN 2 Knowledge Management Office Document Management Concepts Document Management Features Approval Processes: VISN 2 Knowledge Management Office Key Strategies 8 key strategies to improve implementation of new KM technologies such as Document Management. Flavor of the Month VISN 2 Knowledge Management Office Key Strategies Strategy #1 Start small and pilot. VISN 2 Knowledge Management Office Key Strategies Strategy #2 Begin with a business need and use the tool to meet the need. VISN 2 Knowledge Management Office Key Strategies Strategy #3 Find a champion. VISN 2 Knowledge Management Office Key Strategies Strategy #4 Empower information flow by giving appropriate authorization to end users. Administrator Workspace and Folder Coordinators Publishing Authors Readers VISN 2 Knowledge Management Office Key Strategies Strategy #5 Create business rules for the system and align with existing systems. VISN 2 Knowledge Management Office Key Strategies Strategy #6 Fill the space to get users started (plant) and monitor the content currency (prune). VISN 2 Knowledge Management Office Key Strategies Strategy #7 Support staff with Training and Resources to promote adoption. VISN 2 Knowledge Management Office Key Strategies Strategy #8 Build it and They Will Come— but ONLY if it meets their needs, aligns well with daily work practices, and makes it easier to get the job done. VISN 2 Knowledge Management Office Key Strategies Questions/Discussion Kim Nazi Network 2 Knowledge Management Officer (518)626-6216 Visit the KMO website http://vaww.visn2.med.va.gov/is/km/index.html