Improving Knowledge Management in a Project World - Bringing Lessons Learned and Communities Together in Transport for London by Liz Hobbs and Tim Ellis, 1st March 2016
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APM Knowledge Specific Interest Group (SIG) conference 2016 Project Management is from Mars, Knowledge Management is from Venus Improving Knowledge Management in a Project World - Bringing Lessons Learned and Communities Together in Transport for London (TfL) by Liz Hobbs and Tim Ellis Tuesday 1st March 2016
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Improving Knowledge Management in a Project World - Bringing Lessons Learned and Communities Together in Transport for London by Liz Hobbs and Tim Ellis, 1st March 2016
- 1. 1 Improving Knowledge Management in a Project World - Bringing Lessons Learned and Communities Together Liz Hobbs and Tim Ellis, TfL PMO TUESDAY 01 MARCH 2016
- 2. 2 • Introduction – us andTfL • Talking knowledge in a project organisation • From Lessons Learned to Knowledge Sharing – our journey • Communities of Practice • Discussion What we will cover IMPROVING KNOWLEDGE MANAGEMENT IN A PROJECT WORLD
- 3. 3 • Liz Hobbs • Knowledge Management Functional Lead • Tim Ellis • Knowledge Specialist 3 Introduction to Liz and Tim
- 4. 4
- 7. 7 KM LL ?
- 8. 8
- 9. 9 The start of the journey...Learning from others Pan-TfL KM Working Group
- 10. 10
- 12. 12 LEARNNG BEFORE Ensuring that each new project and those involved have access to a wealth of organisational knowledge, best practice and previous learning LEARNING THROUGHOUT Ensuring that that projects embrace the approaches to learning whilst doing. capturing and sharing lessons throughout the project lifecycle LEARNING AFTER Ensuring that projects take time to stop and reflect On their key lessons learned ensuring this knowledge has been made available to others
- 14. 14 Lessons added to portal
- 15. 15 Lessons adopted across projects
- 16. 16 Overview of assigned actions
- 17. 17
- 18. 18 Lessons added to portal Lessons adopted across projects Overview of assigned actions
- 19. 19 Revising the strategy Embedding, buy in, senior engagement
- 20. 20 The current focus of the strategy Communities champions contacts Knowledge governance and access Insight and analysis Embedding, buy in, senior engagement
- 21. 21 Making best use of captured lessons, and other sources by • Analysing lessons database • Understanding trends, issues, insights • Holistic utilising multiple sources (eg. assurance reports) • Feedback loops to business (and SIGs) for discussion and decision-making Insight and Analysis
- 22. 22 0 50 100 150 200 250 300 350 400 Planning Construction Design management Acceptance Procurement Procedures/processes Requirements/Scope management Resource management Project Management Contract management External stakeholder management Internal stakeholder management Top themes from lessons – 2013 to 2016 (blank) Positive Negative High Level Themes
- 23. 23 Knowledge Governance and Access - Explicit Content Value Creation Making best use of knowledge, by • Curating knowledge from lessons and other sources • Making knowledge accessible in a knowledge base • Feeding into existing standards and frameworks • Linking with other repositories • Governing knowledge – linking SIGs and experts
- 24. 24 Enhancing knowledge networks – Special Interest Groups and Communities of Practice Embedding, buy in, senior engagement Identifying and supporting special interest groups and communities of practice • Strengthening networks to create links, common understanding and shared objectives as part of knowledge strategy • Developing capability to make individual expertise accessible and a roadmap for communities
- 26. 26 Lifecycle – where is your SIG? 26 Initiation Business Case Benefits External PPM Construction Knowledge Sharing SIG Lifecycle IncubateGerminate Prune, surgery take a cutting Feed, water Harvest Commercial ValueRequirements Investment Governance Incubate Germinate Prune, surgery take a cutting Feed, water Harvest Mulch Utilities Contract Regs – WG NEC 3 Benefits Internal People Change Evaluation Public Contract Regs –WG Collaboration Consents HSE BIM Commissioning & Handover Document Controls Medium energy Higher energy Lower energy Energy level tbc Key
- 27. 27 P3M3, levels 4 and 5 across the business TfL’s Journey to becoming a learning organisation Exemplar within Public Sector Learning creating efficiencies Knowledge Sharing and transfer is an inherent behaviour Enables Continuous Improvement “Learning to be World Class” Using Corporate Knowledge to optimise delivery World Class Transport for a World Class City
- 28. 28 Internal Audit Viewpoint Delivery efficiencies P3M3 Quality Study, ISO55001, ISO9001 Health & Safety Internal audit Delivery efficiencies 28 Communities of Practice Using Communities of Practice to Develop Project and Programme Management Capability Using communities within organisations Using communities across organisations
- 29. 29 Internal Audit Viewpoint Delivery efficiencies P3M3 Quality Study, ISO55001, ISO9001 Health & Safety Internal audit Delivery efficiencies 29 Communities of Practice within organisations Use s Develop capability Engage stakeholde rs Integrate – hierarchy, discipline Collaborati ve Devolved leadership Formal and informal knowledge
- 30. 30 Internal Audit Viewpoint Delivery efficiencies P3M3 Quality Study, ISO55001, ISO9001 Health & Safety Internal audit Delivery efficiencies 30 Communities of Practice across organisations 1500+ members Among most active groups
- 31. 31 Internal Audit Viewpoint Delivery efficiencies P3M3 Quality Study, ISO55001, ISO9001 Health & Safety Internal audit Delivery efficiencies 31 Communities of Practice - tips • Works for projects communities • Magnet features is important • Facilitation key -community leadership is from Venus
- 32. 32 Contact Liz Hobbs lizhobbs@tfl.gov.uk 0207 3054 4430
- 33. This presentation was delivered at an APM event To find out more about upcoming events please visit our website www.apm.org.uk/events