knowledge management tools in practice: implementing a document management solution session #4097...
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Knowledge Management Tools in Practice:
Implementing a Document ManagementSolution Session #4097
VISN 2 Knowledge Management Office
Kim NaziKnowledge Management Officer
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VISN 2 Knowledge Management Office
“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.”
Knowledge Management Concepts
Yogesh Malhotra, Ph.D.
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VISN 2 Knowledge Management Office
Taming the Electronic Workplace…
Knowledge Management Concepts
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VISN 2 Knowledge Management Office
Taming the Electronic Workplace…
Session Objectives:•Identification of current issues What?•Projected key benefits Why?•Approach to implementation How?•Timeframe and Staging When?•Key Strategies for Implementation
Knowledge Management Concepts
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VISN 2 Knowledge Management Office
What?Current Issues:
•Email Overload•Information Intensity•Document Disaster•Improperly Managed Access•Ineffective Collaboration Tools•Disorganization•Lack of Accessibility
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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
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VISN 2 Knowledge Management Office
Why?
Right information, right person,right time.
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VISN 2 Knowledge Management Office
How?
Approach to Implementation:•Research and Conceptual Whitepaper•Product Evaluation•Hardware and Enterprise Requirements•Training•Planning•Planning•Planning•Implementation
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VISN 2 Knowledge Management Office
When?
Planning:•Change in organizational infrastructure•Change in Leadership•Microsoft Enterprise or ?•Competing Priorities
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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
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VISN 2 Knowledge Management Office
In Search of Excellence…
Document Management Concepts
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VISN 2 Knowledge Management Office
NLB ETM
CARES PA
Document Management Concepts
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VISN 2 Knowledge Management Office
Document Management Concepts
Microsoft Sharepoint Portal ServerDashboard Website Portal
Featuring:•search functions•document management features•collaboration options•Integration with enterprise office and windows•Reusable customizable webparts
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VISN 2 Knowledge Management Office
Document Management Concepts
Microsoft Sharepoint Portal ServerDocument 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
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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.
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VISN 2 Knowledge Management Office
Document Management Concepts
Document Management Features
Role-based Permissions:
Coordinators-handle management tasks Authors-add and update filesReaders-have read-only access to published documents
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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.
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VISN 2 Knowledge Management Office
Document Management Concepts
Document Management FeaturesApproval Processes:
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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
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VISN 2 Knowledge Management Office
Strategy #1 Start small and pilot.
Key Strategies
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VISN 2 Knowledge Management Office
Strategy #2
Begin with a business need and use the tool to meet the need.
Key Strategies
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VISN 2 Knowledge Management Office
Strategy #3
Find a champion.
Key Strategies
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VISN 2 Knowledge Management Office
Strategy #4
Empower information flow by giving appropriate authorization to end users.
Key Strategies
AdministratorWorkspace and Folder Coordinators
Publishing AuthorsReaders
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VISN 2 Knowledge Management Office
Strategy #5
Create business rules for the system and align with existing systems.
Key Strategies
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VISN 2 Knowledge Management Office
Strategy #6 Fill the space to get users started (plant) and monitor the content currency (prune).
Key Strategies
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VISN 2 Knowledge Management Office
Strategy #7
Support staff with Training and Resources to promote adoption.
Key Strategies
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VISN 2 Knowledge Management Office
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.
Key Strategies
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VISN 2 Knowledge Management Office
Questions/Discussion
Kim NaziNetwork 2 Knowledge Management Officer(518)626-6216
Visit the KMO websitehttp://vaww.visn2.med.va.gov/is/km/index.html
Key Strategies