Knowledge Management Tools in Practice:

Implementing a Document ManagementSolution  Session #4097

VISN 2 Knowledge Management Office

Kim NaziKnowledge Management Officer

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.

VISN 2 Knowledge Management Office

Taming the Electronic Workplace…

Knowledge Management Concepts

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

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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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

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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

In Search of Excellence…

Document Management Concepts

VISN 2 Knowledge Management Office

NLB ETM

CARES PA

Document Management Concepts

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

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

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 filesReaders-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 FeaturesApproval Processes:

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Key Strategies

8 key strategies to improve implementation of new KM technologies such as Document Management.

Flavor of the Month

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Strategy #1 Start small and pilot.

Key Strategies

VISN 2 Knowledge Management Office

Strategy #2

Begin with a business need and use the tool to meet the need.

Key Strategies

VISN 2 Knowledge Management Office

Strategy #3

Find a champion.

Key Strategies

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

VISN 2 Knowledge Management Office

Strategy #5

Create business rules for the system and align with existing systems.

Key Strategies

VISN 2 Knowledge Management Office

Strategy #6 Fill the space to get users started (plant) and monitor the content currency (prune).

Key Strategies

VISN 2 Knowledge Management Office

Strategy #7

Support staff with Training and Resources to promote adoption.

Key Strategies

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

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