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Knowlede Management with SMW and SharePoint
 

Knowlede Management with SMW and SharePoint

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Knowlege Management is a complex undertaking that must meet special requirements and needs for each new project. Flexible platforms covering different aspects of this "knowledge sharing" goal are ...

Knowlege Management is a complex undertaking that must meet special requirements and needs for each new project. Flexible platforms covering different aspects of this "knowledge sharing" goal are needed as the technological underpinning.
This talk presents two platforms and their individual features
* Semantic MediaWiki
* Microsoft SharePoint
Concrete examples from professional practice illustrate their strength and weaknesses.

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KM ist ein komplexes Unterfangen, das in jedem Unternehmen spezielle Anforderungen und Bedürfnisse erfüllen muss. Um diese Aufgabe mit technischen Mitteln zu unterstützen, bedarf es flexibler Plattformen, die unterschiedlichste Aspekte dieses "Knowledge Sharing" abdecken können.
In diesem Vortrag werden zwei dieser Plattformen und ihre individuellen Möglichkeiten vorgestellt
* Semantic MediaWiki
* Microsoft SharePoint
und anhand von konkreten Beispielen aus der beruflichen Praxis illustriert.

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    Knowlede Management with SMW and SharePoint Knowlede Management with SMW and SharePoint Presentation Transcript

    • Knowledge Management with Semantic MediaWiki and SharePoint Michael Erdmann February 7, 2014 Karlsruhe, Germany
    • About DIQA GmbH DIQA is an independent software vendor of knowledge management tools for ECM portals. Our vision: We provide our customers with services and products that turn their ECM portals into smart portals by introducing semantic web technologies. Smart portals let end-users better find, organize, process, control and govern unstructured content. Founded: Team: Location: May 2012 3 employees Germany, Karlsruhe Knowledge Management with Semantic MediaWiki and SharePoint © 2014 DIQA Projektmanagement GmbH | www.diqa-pm.com | Slide 2
    • Agenda • • • • • • • Goals of KM Use Case1: Semantic MediaWiki The notion of Information Architecture Use Case 2: SharePoint Metadata/Taxonomies in SharePoint Comparison Conclusion Knowledge Management with Semantic MediaWiki and SharePoint © 2014 DIQA Projektmanagement GmbH | www.diqa-pm.com | Slide 3
    • Knowledge Work • Knowledge workers are workers whose main capital is knowledge, i.e. who "think for a living", e.g. software engineers, doctors, architects, engineers, scientists. • They conduct "non-routine" problem solving that requires a combination of convergent, divergent, and creative thinking. • Other work processes can also contain knowledge work, e.g. • Risk assessment when selling an insurance policy • Purchasing a complex electronic device Knowledge Management with Semantic MediaWiki and SharePoint © 2014 DIQA Projektmanagement GmbH | www.diqa-pm.com | Slide 4
    • Goals of KM • Ensure effectively use of knowledge • Share and reuse knowledge • Make knowledge of individuals available for the organization • Ensure availability of knowledge over time and independent of location • Embed knowledge in work processes “Make the right knowledge available, when it is needed, where it is needed to whoever needs it.” Knowledge Management with Semantic MediaWiki and SharePoint © 2014 DIQA Projektmanagement GmbH | www.diqa-pm.com | Slide 5
    • The KM Cycle Socialization consists of sharing knowledge through social interactions, e.g. master and apprentice. The process of externalization gives a visible form to tacit knowledge. It can be defined as "a quintessential knowledge creation process in that tacit knowledge becomes explicit, taking the shapes of metaphors, analogies, concepts, hypotheses, or models“. Combination is the process of recombining/re-organizing discrete pieces of explicit knowledge into a new form. Internalization, occurs through diffusing and embedding newly acquired and consolidated knowledge into own mental model, "learning by doing". Knowledge Management with Semantic MediaWiki and SharePoint © 2014 DIQA Projektmanagement GmbH | www.diqa-pm.com | Slide 7
    • Agenda • • • • • • • Goals of KM Use Case1: Semantic MediaWiki The notion of Information Architecture Use Case 2: SharePoint Metadata/Taxonomies in SharePoint Comparison Conclusion Knowledge Management with Semantic MediaWiki and SharePoint © 2014 DIQA Projektmanagement GmbH | www.diqa-pm.com | Slide 9
    • What is Semantic Media Wiki (SMW)? It’s a content management system for • Richly formatted hypertext documents • Structured data It’s based on the “Wiki Way”: • User-governed • Collaborative • Easy to use Knowledge Management with Semantic MediaWiki and SharePoint © 2014 DIQA Projektmanagement GmbH | www.diqa-pm.com | Slide 10
    • Semantic MediaWiki: Data model Think of SMW data in a graphical way (knowledge graph): 3,515,473 has population has capital Germany Berlin has chancellor has mayor Angela Merkel Knowledge Management with Semantic MediaWiki and SharePoint Klaus Wowereit © 2014 DIQA Projektmanagement GmbH | www.diqa-pm.com | Slide 14
    • Why is Semantic MediaWiki good for KM? • Can handle text, images and data (structured, semi-structured and unstructured content) • Collaborative platform • Everyone can contribute, page history, authorship, … • Automatic sharing of wiki pages • Web- based, one-data store, accessible from anywhere • Templates and forms define structure • Knowledge graph • Automatic lists via queries • Reuse of knowledge in different contexts • Faceted search enables interactive navigation Knowledge Management with Semantic MediaWiki and SharePoint © 2014 DIQA Projektmanagement GmbH | www.diqa-pm.com | Slide 16
    • Use Case: SMW for Engineering SME • What knowledge is contained in the wiki? • Administrative • Technical • test protocols (aligned with the test database) • Sales • Products • Quality Management handbook • Processes, how-to’s • Who uses it? • 5-6 knowledge providers • Essentially all employees use the wiki (consumes knowledge) • Staff from the production line shares one account Knowledge Management with Semantic MediaWiki and SharePoint © 2014 DIQA Projektmanagement GmbH | www.diqa-pm.com | Slide 17
    • SMW Demo Knowledge Management with Semantic MediaWiki and SharePoint © 2014 DIQA Projektmanagement GmbH | www.diqa-pm.com | Slide 18
    • Use Case: SMW for Engineering SME • Why does the company use SMW? • • • • • Right mix of structure and freedom Right mix of data and free-form text No license costs Active developer community Easy (setup and )administration • Particularities • Documents • No documents are shared via the wiki, due to privacy concerns. • Documents are stored on a file share with appropriate user management (ActiveDirecory). • Links to documents in the wiki • Champion • CEO is a strong proponent and agent for Knowledge Management with SMW Knowledge Management with Semantic MediaWiki and SharePoint © 2014 DIQA Projektmanagement GmbH | www.diqa-pm.com | Slide 19
    • Agenda • • • • • • • Goals of KM Use Case1: Semantic MediaWiki The notion of Information Architecture Use Case 2: SharePoint Metadata/Taxonomies in SharePoint Comparison Conclusion Knowledge Management with Semantic MediaWiki and SharePoint © 2014 DIQA Projektmanagement GmbH | www.diqa-pm.com | Slide 21
    • Information Architecture • Information architecture is the structural design of shared information environments (e.g. websites, intranets, online communities, content management system), a blueprint upon which all other aspects are built – form, function, metaphor, navigation and interface, interaction, and visual design • including • • • • Data model or concept of information Users model and user roles Activities and workflows Policies and governance guidelines Knowledge Management with Semantic MediaWiki and SharePoint © 2014 DIQA Projektmanagement GmbH | www.diqa-pm.com | Slide 22
    • Information Architecture Methodology https://www.earley.com/ Knowledge Management with Semantic MediaWiki and SharePoint © 2014 DIQA Projektmanagement GmbH | www.diqa-pm.com | Slide 23
    • Translating Concepts into Design Elements • • • • • • • • Start with content Develop the taxonomy Create metadata fields Assemble into content types Align personas with use cases Create site map based on use cases Develop wireframes from site maps Create document libraries and navigation based on site maps and wireframes https://www.earley.com/ Knowledge Management with Semantic MediaWiki and SharePoint © 2014 DIQA Projektmanagement GmbH | www.diqa-pm.com | Slide 24
    • Agenda • • • • • • • Goals of KM Use Case1: Semantic MediaWiki The notion of Information Architecture Use Case 2: SharePoint Metadata/Taxonomies in SharePoint Comparison Conclusion Knowledge Management with Semantic MediaWiki and SharePoint © 2014 DIQA Projektmanagement GmbH | www.diqa-pm.com | Slide 25
    • Microsoft SharePoint What is it? Knowledge Management with Semantic MediaWiki and SharePoint © 2014 DIQA Projektmanagement GmbH | www.diqa-pm.com | Slide 26
    • SharePoint vs. ECM Knowledge Management with Semantic MediaWiki and SharePoint © 2014 DIQA Projektmanagement GmbH | www.diqa-pm.com | Slide 27
    • Microsoft SharePoint Knowledge Management with Semantic MediaWiki and SharePoint © 2014 DIQA Projektmanagement GmbH | www.diqa-pm.com | Slide 28
    • SharePoint Basics SharePoint content is organized in the following way (indentation represent “contains” relationship) • Web application • Site Collection • Web Site • Page • Text, • Image • Web part • List • Item • Library • Document • Web site Knowledge Management with Semantic MediaWiki and SharePoint © 2014 DIQA Projektmanagement GmbH | www.diqa-pm.com | Slide 29
    • Web Site Collection: Company Intranet Knowledge Management with Semantic MediaWiki and SharePoint © 2014 DIQA Projektmanagement GmbH | www.diqa-pm.com | Slide 30
    • SharePoint Basics SharePoint content is organized in the following way (indentation represent “contains” relationship) • Web application • Site Collection • Web Site • Page • Text, • Image • Web part • List • Item • Library • Document • Web site Knowledge Management with Semantic MediaWiki and SharePoint Web Sites come in many flavors / templates. They define menus, functionality and page structures, e.g. • MySite • Projects • DiscussionBoard • SearchCenter • PeopleSearch © 2014 DIQA Projektmanagement GmbH | www.diqa-pm.com | Slide 31
    • Web Site: Department Homepage Knowledge Management with Semantic MediaWiki and SharePoint © 2014 DIQA Projektmanagement GmbH | www.diqa-pm.com | Slide 32
    • Web Site: A Project Site Knowledge Management with Semantic MediaWiki and SharePoint © 2014 DIQA Projektmanagement GmbH | www.diqa-pm.com | Slide 33
    • Web Site: Discussion Board Knowledge Management with Semantic MediaWiki and SharePoint © 2014 DIQA Projektmanagement GmbH | www.diqa-pm.com | Slide 34
    • SharePoint Basics SharePoint content is organized in the following way (indentation represent “contains” relationship) • Web application • Site Collection • Web Site • Page • Text, • Image • Web part • List • Item • Library • Document • Web site Knowledge Management with Semantic MediaWiki and SharePoint Three diff. kinds of pages: • Web Part page (a number of predefined layouts) • Wiki page (has "edit"button, can contain Web Parts) • System page (cannot be edited via browser) © 2014 DIQA Projektmanagement GmbH | www.diqa-pm.com | Slide 35
    • SharePoint Basics SharePoint content is organized in the following way (indentation represent “contains” relationship) • Web application • Site Collection • Web Site • Page • Text, • Image • Web part • List • Item • Library • Document • Web site Knowledge Management with Semantic MediaWiki and SharePoint Widget on pages, allowing for server-side processing • Vizualizations of dynamic content • Views on lists • User Input • SearchBox • Many more © 2014 DIQA Projektmanagement GmbH | www.diqa-pm.com | Slide 36
    • SharePoint Basics SharePoint content is organized in the following way (indentation represent “contains” relationship) • Web application • Site Collection • Web Site • Page • Text, • Image • Web part • List • Item • Library • Document • Web site Knowledge Management with Semantic MediaWiki and SharePoint Lists are a key feature of SharePoint. They enable teams to gather, track, and share information. • Structured • Content types • Column definitions • MetaData • Views © 2014 DIQA Projektmanagement GmbH | www.diqa-pm.com | Slide 37
    • List … of Tasks Knowledge Management with Semantic MediaWiki and SharePoint © 2014 DIQA Projektmanagement GmbH | www.diqa-pm.com | Slide 38
    • SharePoint Basics SharePoint content is organized in the following way (indentation represent “contains” relationship) • Web application • Site Collection • Web Site • Page • Text, • Image • Web part • List • Item • Library • Document • Web site Knowledge Management with Semantic MediaWiki and SharePoint Libraries are special lists that can also hold documents (Word, Excel, PDF, …). • DMS features • Check-in/check-out • View and edit files either in the browser or in Office • Versioning © 2014 DIQA Projektmanagement GmbH | www.diqa-pm.com | Slide 39
    • Library for Digital Assets Knowledge Management with Semantic MediaWiki and SharePoint © 2014 DIQA Projektmanagement GmbH | www.diqa-pm.com | Slide 40
    • SharePoint Basics • Although sites are separated, they can share information • E.g. Search Sites • Every user can have his/her own Site • MySite Knowledge Management with Semantic MediaWiki and SharePoint © 2014 DIQA Projektmanagement GmbH | www.diqa-pm.com | Slide 41
    • Web Site: MySite Knowledge Management with Semantic MediaWiki and SharePoint © 2014 DIQA Projektmanagement GmbH | www.diqa-pm.com | Slide 42
    • Web Site: MySite Knowledge Management with Semantic MediaWiki and SharePoint © 2014 DIQA Projektmanagement GmbH | www.diqa-pm.com | Slide 43
    • Web Site: People Directory Knowledge Management with Semantic MediaWiki and SharePoint © 2014 DIQA Projektmanagement GmbH | www.diqa-pm.com | Slide 44
    • Search Site Knowledge Management with Semantic MediaWiki and SharePoint © 2014 DIQA Projektmanagement GmbH | www.diqa-pm.com | Slide 45
    • Search Site (for People) Knowledge Management with Semantic MediaWiki and SharePoint © 2014 DIQA Projektmanagement GmbH | www.diqa-pm.com | Slide 46
    • Agenda • • • • • • • Goals of KM Use Case1: Semantic MediaWiki The notion of Information Architecture Use Case 2: SharePoint Metadata/Taxonomies in SharePoint Comparison Conclusion Knowledge Management with Semantic MediaWiki and SharePoint © 2014 DIQA Projektmanagement GmbH | www.diqa-pm.com | Slide 47
    • Findability • Any KM(-like) system strives to create views of information in the context of work processes • • • • • content/document management applications search tools workflow applications customer relationship management systems … • Requires, a common language in which to: • Describe • Communicate • Translate information between applications and between user audiences  terminology, taxonomy, ontology, metadata Knowledge Management with Semantic MediaWiki and SharePoint © 2014 DIQA Projektmanagement GmbH | www.diqa-pm.com | Slide 48
    • Taxonomy in SharePoint • TermStore • Hierarchy of terms (with synonyms) • Managed Metadata columns used for: Content enrichment Workflow s Managing information lifecycle Sorting, filtering and grouping documents and/or list items • Faceted search • • • • Knowledge Management with Semantic MediaWiki and SharePoint © 2014 DIQA Projektmanagement GmbH | www.diqa-pm.com | Slide 49
    • DIQA’s extensions to SharePoint DIQA products for SharePoint • GRASP – Graphs for SharePoint • GRASP-SemanticWeb • SPARQL-WebPart • BCD-Connector for SPARQL-Endpoints • GRASP-TermManager • SKOS import/export • Poly hierarchies • Relations between Terms • SemanticSearch WebParts • Suggest terms in the SearchBox WebPart • Display term tree in Refiner WebPart • Find documents for related tems Knowledge Management with Semantic MediaWiki and SharePoint © 2014 DIQA Projektmanagement GmbH | www.diqa-pm.com | Slide 50
    • Web Part Page with SPARQL WebPart Knowledge Management with Semantic MediaWiki and SharePoint © 2014 DIQA Projektmanagement GmbH | www.diqa-pm.com | Slide 51
    • TermBrowser with Polyhierarchy Knowledge Management with Semantic MediaWiki and SharePoint © 2014 DIQA Projektmanagement GmbH | www.diqa-pm.com | Slide 52
    • Search Page with TermTreeRefiner and MatchingTerms Web Parts Knowledge Management with Semantic MediaWiki and SharePoint © 2014 DIQA Projektmanagement GmbH | www.diqa-pm.com | Slide 53
    • Challenge: Content Classification • People love the power that comes from metadata, but not if they actually have to touch the metadata. We want the assets found, reports built, and processes automated, but only if we don’t have to be the individuals actually making it possible. https://www.earley.com/ Knowledge Management with Semantic MediaWiki and SharePoint © 2014 DIQA Projektmanagement GmbH | www.diqa-pm.com | Slide 54
    • Content Classification • Auto-Tagging • Keyword/term based • IE • Context-based • Posted to which site or library • Created in which workflow • Uploaded by which user/role Knowledge Management with Semantic MediaWiki and SharePoint © 2014 DIQA Projektmanagement GmbH | www.diqa-pm.com | Slide 55
    • Agenda • • • • • • • Goals of KM Use Case1: Semantic MediaWiki The notion of Information Architecture Use Case 2: SharePoint Metadata/Taxonomies in SharePoint Comparison Conclusions Knowledge Management with Semantic MediaWiki and SharePoint © 2014 DIQA Projektmanagement GmbH | www.diqa-pm.com | Slide 56
    • Comparison of SMW and SharePoint Both support explicit metadata SMW much more agile open source vs. closed source Community development vs. proprietary Completely open vs. elaborate user rights management • Wiki markup vs. MS Office integration • Essentially free vs. substantial investment • • • • • Knowledge Management with Semantic MediaWiki and SharePoint © 2014 DIQA Projektmanagement GmbH | www.diqa-pm.com | Slide 57
    • Conclusions • There are no off-the-shelf KM systems • Every client is different • Platforms like SMW or SharePoint are good starting points • Knowledge Management is a challenge nonetheless • IT infrastructure is only one dimension • Organizational culture is even more important • Think big, start small! • A little semantics can go a long way. • Metadata creation should be easy, seamless, automatic Knowledge Management with Semantic MediaWiki and SharePoint © 2014 DIQA Projektmanagement GmbH | www.diqa-pm.com | Slide 58
    • Thank you! Questions, Discussion, …? erdmann@diqa-pm.com +49 721 609 517 24 www.diqa-pm.com DIQA Projektmanagement GmbH Pfinztalstr. 90 76227 Karlsruhe Germany Handelsregister: Amtsgericht Mannheim HRB 715454 USt-IdNr: DE283037270 Geschäftsführer: Dr. Michael Erdmann, Dipl.-Wirtsch.Inf. Daniel Hansch