Knowledge Management (KM!)“Simple,.. Smarter… Sharing..”Mark Weinstein KM Role Model! U.S. Department of Homeland SecurityU.S. Customs & Border Protection28 June 2010; ALA Conference, DOT!Email: Mark.Weinstein@dhs.gov

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Takeaways: The 3 C’s…

Collaboration

Communities

Construct a Knowledge Management Program or Community Of Practice Program Similar to Ours in your Office!

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Key KM Acronyms:

KMS – Knowledge Management System

KMO – Knowledge Management Officer

KMT – Knowledge Management Team

COP – Community of Practice

CO – Community Owner

WSO – Worksite Owner

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What is Knowledge Management?:

THE WIKIPEDIA DEFINITION IS ….anagement is a disciplined approach to leveraging the

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Knowledge Management is Simply: Collaboration

Knowledge Sharing

Establishing Communities of Practice

After Action Reviews (Lessons Learned/Best Practices)

Reengineering Business Solutions/Innovation

Tacit Knowledge (True Knowledge Management)

Culture Change

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Knowledge Management Focus:

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Genesis of OA Knowledge Management: OF Procurement Directorate/ Acquisition

Improvement Initiative (AI2 ) established a knowledge management team

Mission: To Develop an Acquisition Knowledge Management Business Solution

Team Considerations Retirement Employee Turnover & Retention Workforce Knowledge & Development Reorganizations Knowledge Transfer

Overture:

CO – Community Owner

CBP Procurement Directorate - Acquisition Improvement Initiative

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Acquisition Resource Management System

Knowledge Management System  (KMS)

•Knowledge exchange to build a learning organization

•Minimize organizational and geographic challenges

•Streamline business operations

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Communities of Practice Are: Task-oriented groups organized to share

knowledge and to solve business problems Improve access to relevant and authoritative

information sources Leverage individual experience and expertise Replicate proven practices and share lessons

learned Align knowledge seekers with knowledge sources Promote continuous business process innovation Foster environment of collaboration and

knowledge sharing

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Communities of Practice are Simply…. Collaboration

Knowledge Sharing

After Action Reviews (Lessons Learned/Best Practices)

Reengineering Business Solutions/Innovation

Culture Change

And According to Wikipedia:……

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Welcome to the Acquisition Resource Management System,

or ARMS!

Welcome to the Acquisition Resource Management System,

or ARMS!

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The ARMS communities focus on specific areas of interest and support a variety of collaboration tools, including discussion

forums and FAQs

The ARMS communities focus on specific areas of interest and support a variety of collaboration tools, including discussion

forums and FAQs

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The ARMS Calendar shows meetings and events that pertain to the Specific Community.

The ARMS Calendar shows meetings and events that pertain to the Specific Community.

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When posted, users can see the details of a particular event by simply clicking on the title

of the posting and being directed to a dedicated workspace.

When posted, users can see the details of a particular event by simply clicking on the title

of the posting and being directed to a dedicated workspace.

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The ARMS Communities are considered the core of the collaboration capabilities

available as part of the ARMS. Users can access available communities in one of two

ways.

The ARMS Communities are considered the core of the collaboration capabilities

available as part of the ARMS. Users can access available communities in one of two

ways.

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The “Community Area” located on the ARMS main page gives users one-click

access to any available ARMS community.

The “Community Area” located on the ARMS main page gives users one-click

access to any available ARMS community.

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The “Community Area” will only show the communities that users can access. This is

a built-in feature of Microsoft SharePoint called audience filtering. For example, if a specific user does not have access to the “Small Business” community, it will not

appear on this list.

The “Community Area” will only show the communities that users can access. This is

a built-in feature of Microsoft SharePoint called audience filtering. For example, if a specific user does not have access to the “Small Business” community, it will not

appear on this list.

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Users can also click the “Communities” item on the main navigation menu to

access the “My Communities” table of contents page.

Users can also click the “Communities” item on the main navigation menu to

access the “My Communities” table of contents page.

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The “My Communities” table of contents page also lists all available ARMS

communities. Users simply click the desired community name to navigate to

that community main page. For example, “Procurement Systems.”

The “My Communities” table of contents page also lists all available ARMS

communities. Users simply click the desired community name to navigate to

that community main page. For example, “Procurement Systems.”

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The “My Communities” table of contents page listing will behave just like the

“Community Area” on the ARMS main page. Therefore, users will only see the communities to which they have access.

The “My Communities” table of contents page listing will behave just like the

“Community Area” on the ARMS main page. Therefore, users will only see the communities to which they have access.

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Each ARMS Community is designed with the same functionality and layout to give

users a sense of familiarity when navigating from one community to the

next.

Each ARMS Community is designed with the same functionality and layout to give

users a sense of familiarity when navigating from one community to the

next.

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Community Owners are individuals identified as Subject Matter Experts (SMEs) who take on the

responsibility of managing their respective community. Each owner’s name is created as a hyperlink that allows users to open an email to

directly contact the selected owner.

Community Owners are individuals identified as Subject Matter Experts (SMEs) who take on the

responsibility of managing their respective community. Each owner’s name is created as a hyperlink that allows users to open an email to

directly contact the selected owner.

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Each community contains features similar to those found on the ARMS main page, although community features can be

customized based on community owner preferences.

Each community contains features similar to those found on the ARMS main page, although community features can be

customized based on community owner preferences.

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The links that appear on each community main page provide users with one-click access to websites that focus on the community topic

and access to helpful procurement documents, such as acquisition alerts and forms.

The links that appear on each community main page provide users with one-click access to websites that focus on the community topic

and access to helpful procurement documents, such as acquisition alerts and forms.

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Community Owners can decide what information appears in the main section of

the community main page. Here, users first see Community Announcements and

Community Calendar events.

Community Owners can decide what information appears in the main section of

the community main page. Here, users first see Community Announcements and

Community Calendar events.

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As with the ARMS main page, users can access the different areas of the community by clicking on any of the

items that appear on the main navigation menu.

As with the ARMS main page, users can access the different areas of the community by clicking on any of the

items that appear on the main navigation menu.

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Each community has a unique Calendar, Document Library, FAQ, and Task Area.

For example, files that appear in this Document Library pertain to

Procurement Systems.

Each community has a unique Calendar, Document Library, FAQ, and Task Area.

For example, files that appear in this Document Library pertain to

Procurement Systems.

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Each community also has a discussion forum for users to post questions and

share knowledge with peers.

Each community also has a discussion forum for users to post questions and

share knowledge with peers.

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The discussion forum functions similar to other online discussion forums, using threaded

entries as users reply to posted discussions.

The discussion forum functions similar to other online discussion forums, using threaded

entries as users reply to posted discussions.

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All users have contributor rights in all discussion forums, so anyone can

post questions and may answer other posted questions.

All users have contributor rights in all discussion forums, so anyone can

post questions and may answer other posted questions.

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Organizational Approach:

OF KMOOversight of

entire OF KMS

Directorate KMO Oversight of

Directorate KMS

Directorate KMO Oversight of

Directorate KMS

Directorate KMO Oversight of

Directorate KMS

Community OwnersOversight of Specific

Community

Community OwnersOversight of Specific

Community

OF KMS Users

Executive Sponsors

Admin and Planning Div

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Coda: FY 2010 and Beyond… Utopia:

Establish a “Linked In” type of Networking Business Environment to Enhance Collaboration Using MS SharePoint My Site as “Hook”!

Make KMS More Than Just The Best Document Repository (Kill Share Drives!)Stress Use of Collaborative Tools - - (e.g. Workflows/Taskers; Discussion Forums/Kill emails!)

Workforce Engagement By End of FY 2010…Produce & Manage a Cultural Change Within OA!

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Takeaways: The 3 C’s…

Collaboration

Communities

Construct a Knowledge Management Program or Community Of Practice Program Similar to Ours in your Office!

“Share Your Knowledge!”Office of Administration Knowledge Management

System (KMS)

The End