Date post: | 26-Jun-2015 |
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Knowledge Management
SharePointSemantik
Summary
• Objective of the whitepaper• Definition of knowledge management• Why worry about it• Reviewing your current corporate system• Reviewing the literature on the different
realization approaches• AlphaMosaïk’s implementation objectives• Global strategy
Objective of the Whitepaper
• The objective of this document is to describe the global approach used to deploy Knowledge Management within a firm using the SharePoint and Semantik technologies.
Definition of Knowledge Management
Several definitions, from the most simple to the most complex:
The process used to capture, distribute and efficiently use knowledge.
Discipline that promotes an integrated approach to identify, capture, evaluate and share informational assets within your firm.
These assets can include databases, documents, policies, procedures and the expertise/experiences of individuals that were
not captured before.
Definition of Knowledge Management
Diagram:
Implicit knowledge is internalized
Codified explicit knowledge is externalized
Pertinent implicit knowledge on
demand
Why Knowledge Management
• Current Findings– Intangible assets (including
knowledge) are taking up more room.
– Managing and using this knowledge becomes a major differential factor.
“If you have not started to take these steps, your organization is most likely wasting resources by re-inventing knowledge, spending excess time locating difficult to find knowledge and unsuccessfully absorbing and using the growing volumes of new knowledge flowing into your organization every day.” (KM7steps)
Global Approach
• The following approach is recommended for the deployment of a Knowledge Management system:– Reviewing the existing: Current knowledge sources– Reviewing the existing: Identification of the current level
of KM– Reviewing the existing: Determine the target for the
required corporate KM systems– Deployment of a roadmap for the implementation of KM
Reviewing the ExistingExample of Knowledge Sources
Sources Benefits Disadvantages
People • No effort required to store information • Personnel turnover causes loss of knowledge• Availability of the veterans• Access to information
Project Sites • Pertinent and up-to-date information • Impossible to find pertinent information without having been part of the creative process.
Expertise Center • Daily article reading and creation • Find pertinent information at the right time.
TFS Source Code • Everything is up to date in TFS • We do not know what is done, so no reusing potential information.
Internet-Google-Bing • Facilitate searches and the quantity and richness of the information
• Quality of the information• Lack of synthesis
Document Templates • Forces the integration of best practices within the document
• Standardization of AM deliverables
• Templates always evolving
Reviewing the ExistingUsing Knowledge within your Firm
Your company
Reviewing the Existing at AlphaMosaïk (3/3)Maturity Level
Maturity Level Perception Evaluation Infrastructure Evaluation
0 – Absent
1 – Possible Not discouraged. General desire to share. Some people do it and understand the value.
Knowledge assets are identified.
2 – Encouraged
The value of knowledge assets is recognized by the company. Corporate culture encourages the sharing of information. This knowledge sharing is recognized and rewarded.
Knowledge assets are stored a certain way.
3 – Practiced Sharing knowledge assets is practiced. Knowledge management activities are part of normal processes.
Systematic mechanisms exists to allow KM activities. A central storage space exists. A taxonomy also exists.
4 – Managed The employees find it easy to share knowledge assets. They expect to easily find what they are looking for if it exists.
Training exists to learn how to use KM systems. Change management is introduced in KM practice..
5 – Continuously Improved
Mechanisms and tools to benefit from the knowledge assets are accepted.
Smart tools exist. Sharing tools and mechanisms are periodically improved. Business processes that incorporate knowledge sharing are reviewed periodically.
Current
Literature Review
• What we must remember– There is no « magic formula » to implement a
knowledge management system.– The knowledge management systems must be based
on « building blocks » which will constitute an efficient KM system.
– It is important to proceed step by step– The KM system deployment initiative is 20%
technological and 80% communication and organizational
– The notion of an expertise community is one of the most important criterion of knowledge management.
AlphaMosaïk Knowledge Management Implementation Objectives
Maturity Level
Perception Evaluation Infrastructure Evaluation
0 – Absent
1 – Possible Not discouraged. General desire to share. Some people do it and understand the value.
Knowledge assets are identified.
2 – Encouraged
The value of knowledge assets is recognized by the company. Corporate culture promotes sharing activities. Sharing is recognized and rewarded.
Knowledge assets are stored a certain way.
3 – Practiced The sharing of knowledge assets is common practice. Knowledge management activities are an integral part of standard processes.
Systematic mechanisms exist to allow KM activities. A central storage space exists. A taxonomy exists.
4 – Managed Employees find sharing easy. They expect to easily find the information they are looking for if it exists.
Training exists to learn how to use KM systems. Change management is introduced in the KM practice.
5 – Continuously Improved
Mechanisms and tools to benefit from knowledge assets are widely accepted.
Smart tools exists. The sharing tools and mechanisms are periodically improved. Business processes that incorporate knowledge sharing are periodically reviewed.
Autre objectif: vendre notre
expertise qui se marie
bien avec SharePoint
Recommended Global Strategy / Roadmap
Deployment of practice communities
Expertise Blog
Search engine federated with Google and other systems
Application of Semantik to our internal documents
Deployment of Practice Communities
• Create communities based on expertise– .NET Communities– Analyst Communities– …
• Recurrent process for codifying knowledge
1. Fixed meetings for the community2. Presentation of noteworthy
deliverables3. Publication as reusable deliverables4. According to the usage, creation of a
generic version
• Codification of the experts’ responses to frequently asked questions
• Using SharePoint 2013 community sites
Expertise Blog
• Provide practice communities with blogs
• Description of the incentives for employee contribution
• Definition of the minimum quality criteria required to publish
• Possibility to transfer existing articles from the Expertise Center to the Web for instant recognition
Search engine federated with Google and other systems
• A single search engine for all your searches:– Federates all the results of
your Intranet, systems (project spaces, CRM…) and the Web. Encourages users to use internal resources without sacrificing Google’s pertinence
• Refines the current search engine– Adds search sources (CRM,
TFS…)– Extended search scope
Semantik Application
• In order to find your way around the volume of existing data, it is important to classify corporate documents.
• Manual classification of data is often impossible due to the sheer volume of available information.
• Semantik enables the automatic extraction of metadata from existing informational assets to improve search results.
• Better understanding of the usefulness of the product by employees.
Semantik: some features…
• Supports Office documents, including Word, Excel, PowerPoint, PDF documents, etc.
• Automatic metadata & concept extraction• Automatic content types • Automatic classification/categorization of
documents• Automatic generation of summaries • Native Term Store integration• Automatic term boosting for search
engine• Integration of the tag cloud functionality
Leveraging Metadata as an Enabling asset…
SharePoint : some benefits…
• Reduces manual activities required to tag documents (incorrect tags costs $2500/user/year) (IDC)
• Full Term Store support• Automatic and semi-automatic categorization of
documents• Site Collection/Structure can be organized by a
hierarchical taxonomy structure• Document Library Structure can be organized by a
hierarchical taxonomy structure• Eliminate duplicates• Native integration to SharePoint (service managed
directly from management console)
Metadata, Auto-classification, Taxonomies Drive Business Value
Increase IR precision for
search
Semantic metadata tagging
Auto-classificati
on