DECOR: Delivery of Context-Sensitive Organizational Knowledge 1st Project Review Brussels, February...

DECOR: Delivery of Context-Sensitive Organizational Knowledge

1st Project ReviewBrussels, February 2nd, 2001

Introduction

DFKI, ICCS, PLANET-EY, SEMA, DHC, IKA 2

DECOR is a two-years European research & development project developing and prototypically testing innovative knowledge management methods and tools

DECOR - delivery of context-sensitive organizational knowledge

6 partners from 3 European countries

runs in the Information Society Technology Programme (IST), within the

European Union's Fifth RT Framework Programme (1998-2002)

overall funding by the European Commission 1.8 MECU - under contract

No. IST-1999-13002

Project start July 1st, 2000 - duration 24 months

Main idea: Business-Process Oriented Knowledge Management

DECOR facts and figures


The DECOR consortium consists of technology and method providers, consultants, and end users

DECOR partner organizations

IKA - the mostimportant social security institution in Greece

PLANETERNST & YOUNG - Greek management consultancy company DHC - an innovative IT

consulting and software development firm in the SAP area

SEMA Group Benelux - one of Europe‘s leading IT consulting and systems integration companies

DFKI - the German Research Center for Artificial Intelligence

ICCS / IMU – Information Management Unit of the National Technical University of Athens


DECOR shall demonstrate the practicability of knowledge-based document organization and process-embedded, active document delivery

intelligent document archives can effectively support knowledge-intensive work

documents can be indexed and organized according to multiple criteria and different viewpoints

models for document organization may themselves be complex structures

document organization models („ontologies“) provide flexible use for information access

ontologies may contain background knowledge for better search and retrieval

Basic assumptions (1)


Ontology-based information systems „ ... Explicit representation of the conceptualization of a

given domain. ...“ Describes the meta model specifying the vocabulary

(concepts, relationships) used to express a given model / software (cp. Database instance vs. Database schema)

Typical content: specification of ... Concepts (or: categories, classes, kinds) Relationships (or: links) Attributes Axioms Synonyms Informal definitions / explanations

Used to facilitate communication / interoperability of different software modules or human agents


Simple example on ontologies Kinds: company, supplier, customer, product, person,

employee, ... Links: is_a, has_part, produces, supplies, is_customer_of,

is_production_manager_for, is_responsible_for, works_for, ...

Axioms: about value restrictions for certain attributes, specific characteristics of links (transitivity, symmetry, ...), integrity constraints, ...

Used for: Communication between different agents in a heterogeneous

environment (e.g. e-commerce) Concept-based instead of keyword-based information retrieval Background knowledge for intelligent retrieval services ...


DECOR shall demonstrate the practicability of knowledge-based document organization and process-embedded, active document delivery

formal representations of a company‘s work routines and business

processes may be a useful knowledge organization model

in a given work procedure, employees often spend much time for

(unsuccessful) information search

the specific information requirements of a

given task could be analysed in advance and

automatically fulfilled during process enactment

dynamic process context and formal models of

the business process‘ domain can improve the

search precision

Basic assumptions (2)

Start

purchase

Specify

good to buy

Good =

„Hardware“

Good =

„Software“

Price >= 300 €

Price < 300 €

Par. 370324

Specify detailed

HW parameters

Weakly-structured

workflows represent

knowledge-intensive

business processes

Augmented workflow models

describe information flow between

work activities and information

needs for specific tasks

For augmented work-

flow and associated

indexing ontologies,

modelling tools

and a methodology for

organisational

take-up are developed.

The pilot systems are

built on top of concep-

tually indexed archives

with domain ontologies and

business process models

as indexing structures.

The information

assistant observes

the running work-

flow and offers

active, context-

sensitive

organisational

knowledge, thus

promoting a better

exploitation

of existing know-

ledge sources.


DECOR Business Knowledge Method

Business Process andKnowledge Modelling Toolkit

DECOR shall produce methods, tools, and three application case studies for the idea of business-process oriented knowledge management

DECOR objectives

Weakly-structured workflow models

Process-oriented structured archive

Workflow-Triggered Knowledge- Delivery Toolkit

Workflow-Triggered Knowledge- Delivery Toolkit

business knowledgemethod

process-oriented structured archive

workflow-triggeredknowledge delivery

research &development

mediation &dissemination

pilot users

PLANET-EY

DFKI

SEMA

DHC

IKA

ICCS

CHUB

PVG

Roles of DECOR partners and involved companies

WP 1: Assessments----------------------------Jul 2000 - Dec 2000DFKI

WP 2: Basic archive system----------------------------Oct 2000 - Mar 2001DFKI

WP 4: Weak workflow modeling----------------------------Oct 2000 - Jun 2001ICCS

WP 6: Integrated WF + knowledge modeling--------------------------------Jul 2001 - Dec 2001PLANET

WP 3: Pilot know-ledge archives----------------------------Jan 2001 - Jun 2001DHC

WP 5: WF triggeredknowledge delivery----------------------------Jul 2001 - Dec 2001ICCS

WP 7: Test &Refinement----------------------------Jan 2002 - Jun 2002SEMA


Project Communication and Coordination

Three project meetings to coordinate DECOR Many bi- and multilateral workpackage specific consultations and

technical meetings: WP 1 (Assessments) – 14 meetings WP 4 (Workflow) – 1 meeting WP 8 (Exploitation) – 2 travels WP 10 (Evaluation) – 2 meetings

Virtual collaboration: DECOR document archive Communication within the IST programme:

Loose contact to PROMOTE (Workflow&KM) Loose contact to COMMA (Agent platforms) Close contact to LEVER (Business KM) Close contact to CAWICOMS (Ontologies)

Second IST sharing day envisioned Planned to participate in KM Forum


Resource consumption (person months)

65.515

75.125

6.056.759.2210.125

7.72217.7517.7510.7511.514.5813.25Total

7.3456.1250.570.3751.251.53.2751.52200.250.250.5WP10

4.374.7500.3750.370.37511110.50.51.51.5WP9

5.4660.940.750.751012.252.250.250.251.25.75WP8

8.59110.4910.611.53332.5321.5WP4

8.15110.91.251.251.2502.51.51.51.51.533WP2

32.18373.153553.45988666.586WP1

actestactestactestactestactestactestactest

TotalDHCIKASEMAPEYICCSDFKI


Resource consumption (budget)

act

TotalDHCIKASEMAPEYICCSDFKI

est 123446

202100

60467

57825 141931

122988

94840

152926 43784 79132

28725 75257 600678

539289


Project Status at a Glance

DECOR is reasonably good on track Some basic design decisions clarified since proposal

All pilot users are in the boat CognoVision as archive system Text classification system to be included Method focusses on analysis and modeling issues Assessment starts from qualitative approach

Deliverables 1, 3, 4, 5, 6, 7, 8 have been provided to the EC

Deliverable D2 (Exploitation Agreement) to be signed

Resource consumption (EC contribution) less than planned

Cost statements will be sent next week

Agenda

10:00 – 10:10 Introduction by Project Officer10:10 – 10:35 Overview & Management of DECOR (WP9) – DFKI10:35 – 10:45 D6: OM method, 1st draft (WP1) - PLANET10:45 – 11:05 Initial work for archive system (WP2) – DHC11:05 – 11:30 D4/5: PVG case assessment (WP1) - DHC11:30 – 11:40 Coffee Break11:40 – 11:55 D4/5: IKA case assessment (WP1) - IKA 11:55 – 12:10 D4/5: CHUB case assessment (WP1) – SEMA12:10 – 12:25 D3: Assessment & Evaluation (WP10) – SEMA12:25 – 12:40 Initial work for workflow (WP4) - ICCS 12:40 – 12:50 Initial work for exploitation (WP8) – DFKI12:50 – 13:00 Issues and challenges – DFKI13:00 – 14:00 Lunch14:00 – 15:00 Questions and answers15:00 – 15:30 Internal discussion of PO and Reviewers15:30 – 16:00 Presentation of Reviewers' comments16:00 End of meeting



OM Method (1st Draft)


Full scope of the DECOR method

The overall objective of the DECOR Business Knowledge Method is to:

Provide a methodological approach for running projects

for business-process oriented knowledge management

The method’s main elements include:

Identification of knowledge-intensive processes

Process analysis

Domain ontology construction

Analysis of task-specific knowledge needs

Handling with weak workflow structures


Scope of method’s first draft

The first draft of DECOR Business Knowledge Method focuses on the: Analysis of the business process Domain ontology construction.

It builds mainly on the: CommonKADS methodology IDEF 5 Ontology Development Procedure


Overview of CommonKADS Methodology

OM-1 worksheet:

Problems, solutions,

context

OM-2 worksheet:

Description of organization focus area

OM-3 worksheet:

Process breakdown

OM-4 worksheet:

Knowledgeassets

OM-5 worksheet:

Judge feasibility

TM-1 worksheet:

Task analysis

TM-2 worksheet:

KnowledgeItem

analysis

AM-1 worksheet:

Agentmodel


Input from CommonKADS Methodology

Description of focus area business process

Process breakdown task analysis

Main output: source material for the development of the ontology


IDEF 5 Ontology Development Procedure

Identification of the purpose of the ontology Data Collection Data Analysis Development of Initial Ontology Refinement and Validation of the Ontology


Overview of method’s first draft

Ontology refinement

Ontology creation

Task analysis

Business Process Analysis

Business Process

Identification


Business Process Identification


Tasks Roles People

Task analysis

Source material Term pool

Ontology creation

Ontology refinement

Ontologydevelopmentmethod(1 of 5)


order configuration

new product sign-off

editing

product innovation

product development

information management

marketingr & dplanning

auditingnew businessdevelopment capital

projects

yield analysis

order fulfillment

advertising

complaint handling

leasinglending

customer servicecustomer

communication

system development lawstrategicdecision-making

Knowledge intensity

Pro

ces

s c

om

ple

xity





Tasks Roles People

Task analysis


Ontology creation

Ontology refinement

Description of:The structure of the business process

The staff involvedThe key people and source material





Tasks Roles People

Task analysis


Ontology creation

Ontology refinement

Description of: input, output, source materialand knowledge-intensity

per task





Tasks Roles People

Task analysis


Ontology creation

Ontology refinement

identification of kinds, characteristicsand relations





Tasks Roles People

Task analysis


Ontology creation

Ontology refinement


Kind refinement and relation refinement(instances, inconsistency resolution, etc)

Agenda




Initial Work for WP 2:Basic Archive System


What is needed for DECOR?

“DECOR aims at providing a structured archive

organized around the notion of the companys business

process”

“Active, context-sensitive knowledge delivery to

promote a better exploitation of knowledge sources”


Requirements for the Archive System

Structured administration of organisational knowledge

Business process oriented structures

Representation of connections between knowledge assets

Context sensitive retrieval of information


Idea of CognoVision ®

SAP R/3®

Document management

World of MS-Office®

Notes Server®

Internet

File-Server

CognoVisionCognoVision


Information object

Information objects contain information stored electronically.

CognoVision creates a logical encapsulation for information objects which contains the information in different languages and different versions.

The encapsulation serves to manage meta data.

Information objectsInformation objectsInformation objectsInformation objects

Meta data specific to physicl object Generic attributes System attributes Description Keywords for information

retrieval Access Control Version


U1

U2U3

...is supplierof...

... is customerof...

... is supplierof...

...is customerof...

U1

U2U3

NameYear of foundationIs customer of U3Is supplier of U2

NameYear of foundationIs supplier of U1

NameYear of foundationIs customer of U1

NameYear of foundation



The properties resp. role of an object results from Descriptions which are specific for the object Descriptions which are specific for the links connected to the

object

Attributes of links and objectsAttributes of links and objects


Links

Links are directed Links can carry attributes Links are versioned Links depend on authorization

Object 1 Object 2

Directed semantic relation attributes keywords versioning authorization

Directed semantic relation


Structural unit

Logical structuring of objects Objects can be assigned to one or more hierarical

structures Assignment is virtual and specific for the user

U1

U2

U3

Supplier Customer


Knowledge networks

Integration of arbitrary contents corresponding to the knowledge to be represented

Individually structured networks of knowledge

U3 U1

Product B

Product A

SL HP DB

has hashas

is Producer

of

is producer of

Is part of

Is supplier of

Is customer of

QZ Spec KV

QZ: Quality certificateSpec: SpecificationKV: Sale contractSL: Parts list HP: Production recordDB: Marginal returnAV: Employment contractSOP: Standard Operating Procedure

has hashas

Müller

AV

SOP

Is production manager in

is responsible for


Hierarchical integration of information

U1

Product B

Parts List

Production Record

U1

Production

Müller

has

has

is responsible for

Employment Contracthas

Products


Links between processes, documents and transactions

Links between objects, documents, models or transactions with CognoVision are possible to meet the requirements of the users.

Management processes

SAP-processes

Centralpurchasing

Ordering Accounting

control

Production

Stock receipt

Deliverynote

Accompanyingdocument

Transaction

R/3

SOP


ArchitectureThe open architecture makes it possible to integrate CognoVision completely in the customer specific IT-environment

...

ODBC

Database System DB Method DB Data DB

- XML - Servlet- RMI- JAVA-Server Pages

- Active X- COM+

- VBA

Office Client

Business Logic . .

Â

A

A

. .

Â

Â Â

... . .

.

WEB-Server

WEB-Clients WEB-Clients


Summary

CognoVision offers the technological base for building a

structured archive satisfying the needs of the DECOR

project

Structured views, intelligent semantic links, information

objects, types of objects make it possible to model a

structured knowledge network

The open architecture of CognoVision gives the chance to

integrate additional functionalities such that CognoVision

can serve as user interface for the DECOR workflow engine



WP1: Deliverables D4 + D5 PVG / DHC Case Assessment


Content

Who is PVG?

What is validation? What is validation of SAP R/3?

Change management

Benefits of change management as workflow

Ontologies

Representation in CognoVision


Who is PVG ?

Plasmavertriebsgesellschaft mbH,

Processing of blood plasma to plasma products

Subsidiary of German Red Cross (DRK)

Medium-sized enterprise

Located at Springe near Hannover


What is Validation ?

In general validation is is the act of demonstrating and documenting that a procedure operates effectively.

In particular process validation is the means of ensuring and providing documentary evidence that processes with their specific design parameters are capable of repeatedly and reliably producing a finished product of the required quality.

Validation of computer system is required by national laws, European Commission (EU-GMP), FDA for companies producing pharmaceutical products.


Business process 3

Business process 2

Business process 1C

. .

A

BC

ABC

A

Structure of Validation Documentation

SOP 2. .... ..... .. .... ..... .. .... ..... .. .... ..... .SOP 1.2. .... ..... .. .... ..... .. .... ..... .. .... ..... .SOP 1.1. .... ..... .. .... ..... .. .... ..... .. .... ..... .

Validation masterplan

... . .

.

1

2

3

5

Logistical processes

Risk description

.F1

A

B

XY

C

Transaktion1

Transaktion 2

Transaktion 3

Doku

File

E1

Risk analysis

Documentation of risk analysis

test record 1.3. .... ..... .. .... ..... .. .... ..... .. .... ..... .test record 1.2. .... ..... .. .... ..... .. .... ..... .. .... ..... .Test record 1.1. .... ..... .. .... ..... .. .... ..... .. .... ..... .

test plan 1.3. .... ..... .. .... ..... .. .... ..... .. .... ..... .test plan 1.2. .... ..... .. .... ..... .. .... ..... .. .... ..... .test plan 1.1. .... ..... . .... ..... . .... ..... . .... .....

6Functional

GP 1.3Functional

GP 1.2Functional description for GP 1.1

4

R/3-GV 1.3

R/3-GV 1.2

R/3-GV 1.1

. .

Â

A

A

. .

Â

Â Â 7 8


Archive system for validation

Functionality

Management of Validation Documentation

Representation of relations between elements of validation documentation

Publishing of Validation Documentation

Base for reviews in audits

Support for navigation in validation documentation

Information retrieval in validation documentation

Templates needed in validation documentation


Workflow – Change Management

Change Request: A user asks for a change on the system.

Risk analysis: The risk relevance of the affected processes is analysed.

Specification: The power user specifies the change.

Realisation: A developer or consultant is realising the change.

Documentation: The change is documented.

Test: The system is tested after the change.

Release: The change is released.


Domain ontology

Structuring elements for Validation documentation Business process hierarchy SAP R/3 menu structure


Information ontology

Elements of validation documentation

User requirement specification

Functional specification

Risk analysis

Customizing documentation

User documentation

Test documentation

Test specification

Legal documents


Summary

PVG and DHC are implementing „workflow supported change

management for validation“.

This process is strongly linked to the documents stored in the

Validation Server as input and as output material.

The implementation of „workflow supported change management“

will decrease significantly the efforts needed to maintain a valid state

for the SAP R/3 system.

Agenda




WP1: Deliverables D4 + D5 IKA / PLANET-EY Case


Brief presentation of IKA

IKA is the largest and most important organization for social security in Greece.

It offers a wide range of services, which fall under four categories:

Insurance

Benefits in kind and in cash

Pensions

Interstate social security

The Institute’s income is derived from the collection of contributions both from the employers and the employees.


Some facts and figures

330 insurance branches and 360 health branches all over the country

A total personnel of 23,000 permanent employees (administrative- medical personnel and doctors)

Budget for 2001: 2,5 trillion GDR

Medical treatment to 5,6 million directly and indirectly insured people

Pensions to 1.000.000 pensioners


Description of the application domain (1/2)

Business process: Granting of full old age pension

Business process description: Submission of application form and supplementary documentation

(pension folder) Check of the pension folder Processing of the pension folder Establishment of entitlement right to receive a pension Calculation of the pension amount Notification of the insured person on the final decision.


Description of the application domain (2/2)

Departments and roles involved in the business process: The pension secretariat The department of pensions or the department of payments The director of the branch

Source material involved in the business process: The source material is mainly in the form of documents It includes standard administrative forms, legal documents, official

documents, etc.


Reasons for selecting the business process

A business process of high importance for the institution. Current beneficiaries amount to 1.000.000 persons Annual increase rate: 10% Time-consuming process, resulting in long delays in the completion of

the process.

A knowledge-intensive business process. A deep knowledge of the relevant legislation is required. Currently, only experienced employees are involved in the process.


Applying the method in IKA

7 tasks 25 source materials 160 terms

15 kinds158

characteristics18 relations

... are mapped onto CognoVisionobjects and links

NB: pilot system will be in Greek



WP1: Deliverables D4 + D5 CHU Brugmann / SEMA case« Réquisitoires CPAS » project outlook


Project presentation

Agenda : The partner presentation The case selection process The selected process at a glance The DECOR response First results for DECOR Next steps Economical considerations


Partner presentation

CHU Brugmann : member of the IRIS network in a few figures :

more than 600 beds, 15.000 hospitalisation days a month 1.500 employees (> 900 medical employees) budget : > 4 billions BEF


IRIS network

The region of brussels-capital hospital network regroups the 9 public hospitals under a co-ordination

structure promote new management methods (deep deficit in the

past) and synergies. 2 bodies :

a supervisory body : must ensure that the hospitals comply with budgets and supervises local policy in terms of staff, property investment and equipment;

a co-ordination body : responsible for drawing up strategic plans for the network.


The case selection criteria

Specific aspects of the project to take into account

Correspondent criteria

KM and workflow topics To be detected in a first level analysis

Risks linked to the R&D aspects of the project

Non strategic business process

Process that don't evolve to much people

Evaluation of the benefits and possible further economic developments

Process with existing and known problems

Process with ROI easily measurable

Selection grid :


The selected process at a glance

Process covered : management of the "avis au cpas" (CPAS indictment) for non solvent people

Admission : Individual comes to the hospital administrative file is created due to strict delays fixed by a regulation, specific actions only for non

solvent people are taken : an urgency certificate is produced a social survey is started in order to prove that the patient is really non

solvent

Medical actions End of medical actions :

invoice & payment follow up (directly with CPAS for non solvent people if and only if the delays are respected)


2 Key problems for CHU Brugmann

Non solvent patients are to be detected the first day (mandatory administrative information : incomplete files are rejected by the CPAS or the delays are then too short to inform the CPAS or the data given are incorrect )

All relevant actions (mostly the social survey) are based on a list printed the day after the admission

Consequence : the costs are not recoverable (loss of revenue) : 1/3 of the patients

are non solvent and all the “one day clinic” operations have no solution

non optimal allocation of internal resources (strengthening of social service ?, protective actions taken to be cancelled ?, ...)


Figures

1/2 million of files / Year 2 000 000 Euro / Year 61 % of accepted by CPAS 39 % rejected because :

incomplete (social) file the patient is solvable


Possible solutions

Detection of non solvent patients as soon as possible in the process (the day of the admission)

Admission services have to know if a social file already exists or not via an access to the repository of the social service (currently paper)


Decor response

Structured archives Building of a social files repository with urgency certificates

(progressive digitalisation) and social surveys Workflow

insures the respect of delay for invoicing (legal delay of 30 days to introduce the avis, 5 days for motherhood, ...)

increase the electronic exchanges of data between the hospital & the CPAS

manage the interactions between the admission services and the social service

Context sensitive knowledge delivery access to the relevant information from the social file repository at

admission phase (at the desk of the hospital)


The business process modelStart of the

treatment of theadmission file

filled inADMISSION 1

Selection of files openedfor babies & people livingin a residential centre for

old people

Immediatesending of the

electronic file tothe CPAS of

Brussels

Selection of file ofpeople that belong to aconventionned CPAS(to be send within 15

days)

End offirst step /waiting for

CPASreply

Check of the fileprepared by

ADMIS1:consistancy of the

adress with thename of the city

Constitution of thefiles : additionof

mandatorydocuments :- emergency

certificate- social survey

Sending of theelectronic file

Follow up actions :filling in of an XL

file

Request for socialsurvey

If not present; addof a pre-signed

urgency certificate

Rejection of thefile / advise to theaccounting service

Sending of paperfiles

Selection of file ofpeople that don't

belong to aconventionned CPAS(to be send within 20

days)

Constitution of thefiles : additionof

mandatorydocuments :- emergency

certificate- social survey if

presents

End offirst step /waiting for

CPASreply

Sending of theelectronic file

Follow up actions :filling in of an XL

file

Sending of thepaper files

Check of the fileprepared by

ADMIS1:consistancy of the

adress with thename of the city

Immediatesending of the fileto the CPAS of the

town where theperson was

domiciled beforehis venue in the

home

Sending of paperdocuments :

complementarypart of the

electronic filealready send to

the BrusselsCPAS


Impacts of the project for CHU Brugmann

Internal point of view Increasing incomes Reducing of the internal administrative cost Improved information exchange between social and admission

services Potentially better identification of the non solvent population Constitution of a useful and attractive E-structured archive for social

service External

Better integration in the IRIS network


First results for DECOR

The methodology has been applied successfully (cf D4/5 with ontologies, …): 6 tasks 5 source materials 25 terms

3 kinds 10 characteristics

the server is there and the tools are to be installed pretty soon (CognoVision)


Next steps

Definition of the exchange format (migration of the data from the medical software of the hospital in CognoVision)

To pursue the analysis with the social service (be closer with the Knowledge Management part of the project)

To take contact with the CPAS in order to define the different exchanges of data in the workflow


First impressions

Pilot site is ready to play its role Difficult to present an R&D project to potential pilot users

(new concepts, methodology and / or tools still to be constructed, …)

Difficult - for potential pilot users - to understand the scope of the project


Economical considerations

As the business process selected is based on a regulation all the belgian hospitals and all CPAS are working in the same way …

for CHUB, once the system works with the Brussels CPAS, they will “propose” it to other CPAS;

for IRIS, once the system between CHUB and the Brussels CPAS will work, they will “propose” it to the other public hospitals (8)

Agenda




WP10 Assessment & evaluation


WP objectives

Analysis of the impact of the DECOR project on pilot sites Identification of evaluation criteria project follow up


Identified constraints and risks

Link with project goals as defined in the Decor project description spots more on internal Decor project view than user point of view

Earlier stage to fix criteria as planned in the project deliverable table

Clear and meaningful criteria requested for pilot site Need of a complete and clear vision of what will be delivered

to the user side Need of tight coordination with pilot user Decor responsibles Contacts with pilot users were on going and not yet

stabilized enough

WP 10 assessment and evaluation criteriaWP 10 assessment and evaluation criteria

Assessment & evaluation methodology


Strategy of assessment & evaluation

Related to the achievement of project goals Depending on user understanding capabilities Evaluation on different levels

pilot projects Decor project EC expectations

Adapted to a research and an innovative project rather qualitative (user perception) than quantitative make subjectivity objective Quantitive when possible


Evaluation matrix

Perception of the user or the interviewee of

the innovative impact of Decor projectPILOTIKA

CHU B

PVG

DECOR

EC

User project leader

Andreas Abecker

Mr Banti

Criteria

Opinion on the topic

� non innovative

� little innovative

� Innovative

�Very innovative

Importance of the topic

� non relevant

� little relevance

� relevant

�Very relevant


Assessment & evaluation criteria


Clustering of criteria

Project business goals Decor project objectives

Enabling sharing and reuse of context-sensitive, process-related explicit knowledge

Ensuring extensive exploitation and user-friendly access to knowledge archive content

Support knowledge-oriented analysis of organisations and processes Smooth introduction in the organisation and change management

Decor ’s technical R&D objectives


Assessment & evaluation sheet


Assessment & Evaluation sheet

Code Short name Long name

Strenghts Areas of improvement Facts Opinion Importance

Comments

WP 10 assessment and evaluationWP 10 assessment and evaluation

First assessment & evaluation organisation


First assessment & evaluation CHU Brugmann

December 2000 Yves Leulier – Project sponsor

IKA December 2000 Ntina Maistrou – Head of the technical secretariat at management Sector Renia Nikolopoulou – Head of the administrative cooperation department

of the international relations division PVG

January 2001 Jens Schenk - Leiter Qualitätswesen Manfred Kehl - SAP Beauftragter Joachim Poppe - EDV/Computervalidierung

Decor Project leader January 2001 Andreas Abecker

WP 10 assessment and evaluationWP 10 assessment and evaluation

First assessment & evaluation results


Evaluation analysis

The evaluation has to be done Raw data are available First perception can be presented EU evaluation has to be conducted


Quantitative results - scoring Scoring IKA Brugmann PVG Pilot site Project leader EU

1 Project Business goals 2,69 1,53 2,49 2,23 3,271.1 Structured archive 3 1,95 2,04 2,33 2,70

1.2 Business processes 2,67 0,89 2,50 2,02 3,06

1.3 Context-sensitive 3,00 1,75 3,50 2,75 4,00

1.4 Exploitation 2,14 1,36 1,94 1,81 3,362. Decor Project Objectives 2,47 2,33 1,85 2,22 2,92

2.1Enabling sharing and reuse of context-sensitive, process-related explicit knowledge 2,67 1,17 1,53 1,79 2,75

2.2Ensuring extensive exploitation and user-friendly access to knowledge archive content 2,00 1,78 1,53 1,77 3,36

2.3Support knowledge-oriented analysis of organisation and processes 2,24 2,80 2,28 2,44 2,89

2.4Smooth introduction in the organisation and change management 3,00 4,00 2,09 3,03 2,66

3. Decor's technical R&D objectives 2,92

Scoring : function (innovation & relevancy)

Binary scale (no = 1, yes = 2 to 4)

Yes scale (2 = little, 3 = average , 4 very)


Quantitative results - innovation



Innovative IKA Brugmann PVG Pilot site Project leader EU

1 Project Business goals 2,75 2,54 2,93 2,74 3,501.1 Structured archive 3 3 2,4 2,80 3,001.2 Business processes 2,67 1,33 3,00 2,33 3,331.3 Context-sensitive 3,00 3,50 4,00 3,50 4,001.4 Exploitation 2,33 2,33 2,33 2,33 3,672. Decor Project Objectives 2,78 2,87 1,98 2,54 3,22







Quantitative results - Relevance



Relevance IKA Brugmann PVG Pilot site Project leader EU

1 Project Business goals 3,92 2,40 3,39 3,24 3,731.1 Structured archive 4 2,6 3,4 3,33 3,601.2 Business processes 4,00 2,67 3,33 3,33 3,671.3 Context-sensitive 4,00 2,00 3,50 3,17 4,001.4 Exploitation 3,67 2,33 3,33 3,11 3,672. Decor Project Objectives 3,55 3,25 3,73 3,51 3,63







Qualitative results

CHU Brugmann Identification that « the requisitoire process » is more critical than expected,

decision to present the project to the board of administrative and medical coordination of the hospital.

IKA Better vision and understanding of DECOR business and project goals

taking into account that DECOR is a really innovative experience (Decor is the first participation of IKA in a RTD project supported by EU).

PVG Very innovative assessement & evaluation process, never done before,

multiply the point of view on the project. The assessment has enlarged our vision.

Project leader Discovering a new reflection on the interpretation of Decor project, new point

of view, permits to be a bit beside and to go in the day to day reflection.


Intermediate findings

Assessment & evaluation Permits a better understanding of the project by the users Facilitates the matching of R&D goals and user goals Introduces a business reflection of the user on the Decor project

related to their own organisation Enlarges user vision on the project and its impact on their own

organisation Multiplies the point of view on the project perception Delivers added value to the project


Next steps

Detailed analysis will be conducted Information will be communicated to project team The assessment will be repeated during the project to

measure the evolution

Agenda




Initial Work for WP 4:Weakly-structured workflows


Conceptual model of workflow-triggered knowledge delivery

RetrievalAgent

SourcesInformation

Sources

WF ControlData

WorkflowEngine

WorklistHandler

Applications

WF ApplicationData

invokes

+Extensions

forknowledge-

intensiveTasks

BusinessProcessModel

interpreted by

WF Rele-vant Data

+Extensions

support


Characteristics of knowledge-intensive tasks Unique and of low volume

Variability in performance across individuals and time

No strong sequential order

Frequent exceptions and changes

Uncertainty in inputs and outputs

Unstructured work rules and routines

Involves personal judgement & experience


WP 4. Modelling weakly-structured workflows

Hypothesis Conventional workflow approaches not suited to deal with the ad-hoc

effects, frequent exceptions and common changes in knowledge-intensive work activities

Objectives Design a workflow approach flexible enough to support knowledge-

intensive business processes Build a modelling tool for the specification of such workflow models Extend the DECOR OM method by modules dealing with the

methodological aspects of such a workflow modelling component Work for WP4

Started in the middle of the first project semester and will end after the first year of the project

Based on the business process analysis of WP1


Potential features of the workflow approach

A process archive contains process templates which later are converted to process models

Task specifications and process logic should be defined separately

Task specifications are hierarchically decomposed into sub-tasks

Sub-tasks may contain “black boxes” Black boxes may be defined at runtime (late modelling) Use MS Visio integrated with CognoVision as a basis for

process modelling Extend Visio formalism to include weakly structured

business processes


Work carried out in the first semester

1. Interface with WP.1 Assessments

2. Survey of literature for knowledge work

3. Review of Current WfMs

4. Initial specification of modelling formalism


1. Interface with WP.1 Assessments

Thorough discussion with the end users about The concept of weakly-structured workflows and The requirements from the pilot scenarios

Results A full traditional workflow approach must be a proper subset of the

method to be designed Requirement for a rigorous pleading for easy-to-use, “end-user-

compliant” interface


2. Survey of literature for knowledge work (1 of 2)

Survey of the scientific literature about knowledge work with respect to requirements for workflow tool support

Issues examined in this survey Characteristics of knowledge work

Diversity and ad-hoc behaviour patterns No clear stopping rules No objective measure of success No given alternative solutions

Challenges to knowledge work orientation Uncertainty Unstructured and individualised work Lack of measures Worker autonomy


2. Survey of literature for knowledge work (2 of 2)

Objectives for knowledge work improvement Make an implicit knowledge process explicit and consistent Add knowledge to a process to add value to the customer Share knowledge more effectively through the process Improve the execution of programs

Results Working paper which will be discussed in a workshop conjointly

organised by DECOR team members (March 2001) Similar ideas with others in the area of E-government will be

discussed in an E-government workshop (May 2001)


3. Review of Current WfMs (1 of 3)

Detailed review of current workflow approaches, commercial workflow systems and research prototypes with respect to flexibility and support for knowledge work

Issues examined in this survey Different types of workflow systems

Production, ad-hoc, etc. Problems for conventional workflow systems

Workflow evolution Dynamic (on-the-fly) changes

Mechanisms for flexible adaptations at runtime Meta-model approaches Open-point approaches


3. Review of Current WfMs (2 of 3)

Types of WfMS and what we need for DECOR

repeat factor

ability tomodify

automaticdistribution

inclusion ofvariants

processcomplexity

repeat factor

ability tomodify



processcomplexity

repeat factor

ability tomodify



processcomplexity

Ad-hoc Workflow

Production WorkflowFlexible Workflow

repeat factor

ability tomodify



processcomplexity

Workflow in DECOR


3. Review of Current WfMs (3 of 3) Criteria used to review typical representatives of workflow management

systems Task specification Process logic Exception handling Support for dynamic changes General architecture/infrastructure

Comparative analysis of reviewed systems, e.g. Domino Workflow (Lotus), TeamWare’s Dolphin, WIDE / Foro (Sema Spain),

InConcert, AIS Workware Demonstrator (Norway), CPEF – Continuous Planning & Execution Framework (SRI Int.), OpenWater (IBM), Plan Management Agent (U Pittsburgh, U Maryland), ADEPT (U Ulm)

Results Great diversity of approaches in the same direction Not yet an accepted view of the topic The results will be presented in a survey paper and will lead to an extended

market watch


4. Initial specification of modelling formalism

Specification of an initial modelling formalism providing the basic means for traditional strongly-structured workflows Specification of

Model types and attributes Object types and attributes Templates modelling methods (objects and templates) Edge relations between object types

Result Internal working paper


Future work for WP4

Completion of the formalism for weakly-structured workflow (WWF) Include pre- and post- conditions, rules,…

Implement WWF modelling tool as an extension to the existing modelling capabilities, linked to CognoVision

Formulate a refined methodology for WWF modelling

Design the workflow models for the three pilot scenarios

Agenda




Ongoing work for WP8:Dissemination & Implementation


Objectives of workpackage 8

The main objective is to foster a wide recognition of the project approach and results in: The participating organizations The scientific community The business world

Main activities to be undertaken: Active exploitation / commercialization of project results Dissemination of results in the scientific community Communication and sharing within 5th Framework Development of a concrete consortium exploitation agreement


Overview of the presentation

General exploitation strategy Main exploitation directions Roles and interests of the consortium partners

Initial thoughts for commercial exploitation Product description Target market Competition

Dissemination activities

Consortium exploitation agreement


General Exploitation Strategy

EXPLOITATION STRATEGY:From Project Goals to Commercial Goals

EXPLOITATION STRATEGY:From Project Goals to Commercial Goals

DEMONSTRATE THE VIABILITY AND VALUE OF AKNOWLEDGE INFRASTRUCTURE AMONG USERPARTNERS

DEVELOP EXPERTISE AND ENABLING TOOLSETS AMONG DEVELOPER PARTNERS

ASSESS TOOLSET TRANSFERABILITY IN OTHERINDUSTRIAL SECTORS

Create true knowledge-driven

organizations

Commercialize “holistic” product

Adapt-Extend DECOR in other

industrial sectors


Exploitation-related activities

Evolution of knowledge-driven organizations

Successful commercialization effort

Wide internal dissemination within user organizations

Continuous market watch

Awareness creating and promotion activities

Replication in other sectors


Roles and interests of the consortium partners

Research & development

Mediation & dissemination Pilot users

PLANET-EY

DFKI

ICCS

IKA

SEMA

DHC

CHUB

PVG

New research

possibilities

Organization-wide

pilot roll-out

Consulting services

for BOKM

Exploitation of

software modules


The DECOR solution will consist of 6 modules:

DECOR Business Knowledge Method

Business Knowledge Modeling Tool

Basic Archive System

Annotation Interface

Weakly-structured workflow tool

Context-aware knowledge agents

Commercial exploitation: What will we offer? (1/3)

Analysis& Modeling

Method

Analysis& Modeling

Method

ModelingTool

ModelingTool



Process-Oriented Structured ArchiveProcess-Oriented Structured Archive

AnnotationInterface

AnnotationInterface

TextClassif.System

TextClassif.System

1

2

3 4

guides the use offacilitates

configures gives semantics, stores results

end user deals with documents & knowledge items

generic types, structures, and links

fills

documents are fed into the system


Commercial exploitation: What will we offer? (3/3)

6

5


Commercial exploitation: Competitor analysis

KM Market

Weak Workflow Management Ontology Management

Active information delivery

Backweb

Active Knowledge

FrameSolution

Colony 3.0DataChannel

InConcert

Domino Workflow

DOLPHIN FORO

OpenWater

WIDE

Ontolingua

WebOnto

Protégé 2000

KADS 22DECOR


Commercial exploitation: Market segmentation

DECOR will aim primarily at the market segments in which the three business partners operate

DHC: chemical and pharmaceutical sector

SEMA: public administration sector

PLANET-EY: public administration and financial services


Dissemination activities

DECOR project website.

DECOR project presentation.

Participation at KM Europe 2000 exhibition.

Publications introducing the project’s main approach.


Consortium Exploitation Agreement

A proposal for a Consortium Exploitation Agreement has been prepared and delivered as D2.

Next steps for the finalization of the agreement: Draft version to be checked by the lawyers Pricing policy to be agreed upon Gathering of pre-existing know-how on CD-ROM Signature of the agreement


Next steps for dissemination and exploitation

Plan for Press Releases and PR material in the second year of the project

Publication plan: „Primary market“ – Conferences and Seminars on Business KM,

Information Systems, Business Informatics (ECIS, ICIS, PAKeM, PAKM, WI, ECKM, DEXA / TAKMA, eBeW)

„Secondary market - a“: AI for KM (IJCAI-WS, FLAIRS) „Secondary market - b“: Workflow and business processes „Tertiary market“ – extend to other areas (E-Gov)

Finalization of Exploitation Agreement

Continuous market watch in the described areas


Scheduled activities

March 2001: DHC represent DECOR at CeBIT 2001

March 2001: Workshop on “Business Process Oriented Knowledge Management” 1st German Conference on Knowledge Management, Baden-Baden

March 2001: Tutorial about “Product and Process Oriented Approaches to KM Support” 1st German Conference on Knowledge Management, Baden-Baden

November 2001: Participation in KM Europe 2001



Issues & Challenges


Possible Risks

Commercial competitors Good news: DECOR offers total solution And: modules are useful nevertheless

Relevance of weakly-structured workflows Exact outcome of innovative process hardly predictable Trade-off between innovation and closeness to market Again, modular design as a plus

Exploitation agreement not yet signed Costs for basis software could be critical for public administrations Some provisions in the IPR agreement

WP 1: Assessments----------------------------Jul 2000 - Dec 2000DFKI

WP 2: Basic archive system----------------------------Oct 2000 - Mar 2001DFKI

WP 4: Weak workflow modeling----------------------------Oct 2000 - Jun 2001ICCS

WP 6: Integrated WF + knowledge modeling--------------------------------Jul 2001 - Dec 2001PLANET

WP 3: Pilot know-ledge archives----------------------------Jan 2001 - Jun 2001DHC

WP 5: WF triggeredknowledge delivery----------------------------Jul 2001 - Dec 2001ICCS

WP 7: Test &Refinement----------------------------Jan 2002 - Jun 2002SEMA


Main topics in the next semester

WP 2: Basic Archive System Couple CognoVision and text classification tools Test classification performance on real data Couple CognoVision and VISIO Decide about graphical modelling approach Decide about interchange formats (processes, ontologies,

knowledge item descriptions) WP 4: WWF Modelling

Innovation – Practice trade-off Feasibility of enactment

WP 3: Pilot Knowledge Archives Install archives at user sites Provide annotation interface and use it Find out weaknesses of existing ontologies

Agenda


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