Putting KM Principles into Practice: Canadian Forest Fire Situation Report Dr. Albert J. Simard Caroline A. Cook

“ A new information revolution is well under way... It is not a revolution in technology, machinery, techniques, software, or speed. It is a revolution in CONCEPTS.” Peter Drucker , Management Challenges for the 21 st Century (1999)

“ A new information revolution is well under way... It is not a revolution in technology, machinery, techniques, software, or speed. It is a revolution in CONCEPTS.”

Peter Drucker , Management Challenges for the 21 st Century (1999)

Principles Use knowledge to transform data from multiple sources into synthesized information Focus on ease of understanding Technology is supporting, not driving Use existing systems and infrastructure Tacit knowledge is essential Lead by example

Use knowledge to transform data from multiple sources into synthesized information

Focus on ease of understanding

Technology is supporting, not driving

Use existing systems and infrastructure

Tacit knowledge is essential

Lead by example

The Situation Information collected by 17 jurisdictions Daily reports highly detailed & technical

Information collected by 17 jurisdictions

Daily reports highly detailed & technical

Information source: 3 years ago

The Situation Information collected by 17 jurisdictions Daily reports highly detailed & technical Delays between activity and reports Information in tabular and text formats only Information was disjointed, no synopsis Limited usefulness for non-professionals

Information collected by 17 jurisdictions

Daily reports highly detailed & technical

Delays between activity and reports

Information in tabular and text formats only

Information was disjointed, no synopsis

Limited usefulness for non-professionals

The Context Provinces & others manage forest fires Canadian Forest Service reports to Minister CFS is not an operational organization Inconsistent inputs precluded automation Report must be in plain language All documents must bilingual Report must be timely No budget

Provinces & others manage forest fires

Canadian Forest Service reports to Minister

CFS is not an operational organization

Inconsistent inputs precluded automation

Report must be in plain language

All documents must bilingual

Report must be timely

No budget

Design Criteria Use graphics for rapid understanding

Use graphics for rapid understanding

The design Number of Fires Seasonal Area Burned Interagency Resource Mobilization Area of Smoke by Satellite May June July Aug. Sept.

Design Criteria Use graphics for rapid understanding Maximum one page of text to summarize the national situation Bilingual report published on the Web within 24 hours of receipt of inputs Link information from multiple sources to go beyond the facts Predict fire activity for coming week

Use graphics for rapid understanding

Maximum one page of text to summarize the national situation

Bilingual report published on the Web within 24 hours of receipt of inputs

Link information from multiple sources to go beyond the facts

Predict fire activity for coming week

The Approach Tables and graphs Weekly summary Prognosis Statistics Fire Information System Maps Satellite images Weather forecasts Information sources Resources The Product Translation

Then what? Additions beyond the report is where you find more value added the report archived reports links to provincial agencies links to other fire sites link to an expert

Additions beyond the report is where you find more value added

the report

archived reports

links to provincial agencies

links to other fire sites

link to an expert

The report

Value-added

Other agencies

Other fire sites

Tacit knowledge An expert

Then what? Additions beyond the report is where you find more value added the report archived reports links to provincial agencies links to other fire sites link to an expert Incorporate feedback and questions received to modify the report to better meet needs Report 3 years ago is different than the one today

Additions beyond the report is where you find more value added

the report

archived reports

links to provincial agencies

links to other fire sites

link to an expert

Incorporate feedback and questions received to modify the report to better meet needs

Report 3 years ago is different than the one today

Evaluation Visits and users 1998: 12,000 2001: 23,500 (to date) Highest single access page for CFS-HQ Media, tourists, students, companies, military Feedback 1) Update military base commanders 2) Anticipate helicopter deployment 3) Plan vacation 4) Prepare university project (5) Write newspaper article Efficiency THEN: 48-hour turnaround (8-10 hrs work; 5 people; 10+ steps) NOW : 24-hour turnaround (5-6 hrs work; 3 people; < 10 steps) Influence From clients on the report On information sources from the report On other information providers from the report

Visits and users

1998: 12,000 2001: 23,500 (to date)

Highest single access page for CFS-HQ

Media, tourists, students, companies, military

Feedback

1) Update military base commanders 2) Anticipate helicopter deployment 3) Plan vacation 4) Prepare university project (5) Write newspaper article

Efficiency

THEN: 48-hour turnaround (8-10 hrs work; 5 people; 10+ steps)

NOW : 24-hour turnaround (5-6 hrs work; 3 people; < 10 steps)

Influence

From clients on the report

On information sources from the report

On other information providers from the report

Influence from clients This addition in 2001 has reduced the number of requests by 50%

Influence on information sources

Influence on information sources

Influence on other sources

Lessons learned Tools are tools – how you use them determines the success of a knowledge project People are central in knowledge organizations Capturing tacit knowledge is a challenge; adapting tools and processes is a solution. Leading by example does work. You can influence culture one project at a time.

Tools are tools – how you use them determines the success of a knowledge project

People are central in knowledge organizations

Capturing tacit knowledge is a challenge; adapting tools and processes is a solution.

Leading by example does work.

You can influence culture one project at a time.