Knowing What You Already Know 2011

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A Case for the Adoption of a Knowledge Management Approach to Standardized Patient Case Creation, Management and Storage. Give to the Northern Ohio Chapter of The American  Society for Information Science and Technology January 31, 2011

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  • Data – raw factsInformation – data in contextKnowledge – information with experience the Hunch, IntuitiveWisdom – Knowledge with a Cultural, Moral and Philosophical contextDIKW HierarchyDataInformation is data in contextInformation with context and experience is knowledge
  • There are two men acknowledged to be fathers of KM….Michael Polanyi explored the nature of knowledge and put forth that there are two types of Knowledge….
  • International Statistical Classification of Diseases and Related Health Problems ICD 9CPT codesCreate, Capture, Share, Store, Apply,…KnowledgeThe discipline of enabling individuals, terms and entire organizations to collectively and systematically capture, store, create, share and apply knowledge, to better achieve their objectives. Rob Young
  • To be successful at KM you need: 1.  A good understanding of human behavior and psychology. Most of the problems I have dealt with in KM over the last five years have almost always in some way been related to human behavior or psychology.2.  A good understanding of how knowledge and experience is transferred between people and under what conditions.3.  A high degree of common sense to ensure practical application of techniques we know that work which allow for more rapid transfer of both knowledge and experience between people.4.  To be computer literate enough to understand how IT technologies can be applied to enable rapid knowledge transfer, when and where appropriate, but not over awed by it. Too many people are overly fascinated by online social media technologies but fail to see the limitations, downsides and negative impact such technologies often have on human relations and communication. Regards; Bob DaltonMilitary Knowledge Transfer ConsultantCertified Knowledge Management Professional (KMPro)Certified Knowledge Manager (KMI)Certified Master Facilitator (US Army)Commercial (870) 365-7496 (Mon-Fri 0800-1700 U.S. Central Time Zone)Email:  bob@rdalton.bizAuthor of the free eBook: Knowledge Transfer for the Military LeaderBook available for download at:  http://rdalton.biz/
  • How do you manage to keep track of all the data, information and knowledge you need?
  • Post-it-notesReturn addresses on envelopesAlbumsLoose in boxes
  • OutlookiPhoneMP4 MP4sG-MailGoogle CalendarFacebookAncestry.comNewsletters / Membership Directories online
  • So we have all these pools of information and we have to make sense of them, find what we need when we need it and use it to manage out relationships with friends (who will not talk to whom? Who should I not ask to the wine tasting? Who will not enjoy a night at the stake house?)If this is what we as individual are facing – what is it like for organizations….Now we need to take into account legal requirements for discovery, Staying comparative,
  • First I want to say this poster is regarding electronic documents only, Our paper document have a high level of control and compliance
  • The Wasson Center had recently experienced increasingly high demands on time and resources caused by internal program growth. These factors have resulted in their scheduled programming and workload doubling in the past year. Subsequently they began looking for ways that would allow them to continue quickly creating and executing high quality Standardized Patient (SP) activities within these new constraints. It was decided to explore the adoption of a Knowledge Management (KM) approach to SP Case creation, management and storage in the hope they could create a uniform structure that would make their documents more accessible while improving time management and reducing information loss caused by employee turnover.A KM approach would allow them to standardize processes via the use of templates, case file naming convention, version control, document control, taxonomy and the creation of a records retention schedule which includes electronic documents. Additionally the process was envisioned as creating a framework for future KM implementation. This project outlines the initial document management assessment and the preliminary identification and implementation of a KM approach to the Center's core documents.
  • The Practice and Demonstration of;Medical InterviewingPhysical Exam practicing clinical skillshead to toe physicals Diagnosis Health Management Plan
  • With over 200 active SP Case Scripts updated continually, tailored for diverse demographics, and versioned for different levels of learners, the Wasson Center looked at the benefits to be gained from the adoption of a Knowledge Management approach to document management. It was decided to survey SP Educators to see how they addressed the issues.
  • The ease of creating and updating documents with word processing software combined with inexpensive hard drive storage has created a situation in which a Digital Landfill of documents becomes an increasing risk. http://www.businessweek.com/managing/content/mar2010/ca20100326_853735.htm
  • Peach Have you ever had to recreate a document you could not find>59% Wasson 45% AllBlue Have you ever had to open and compare several document in order to find the one you wanted?95% Wasson 70% all
  • Two questions What do you have? And What would you like to have as a part of your document management system?Naming that allows logical document sort/display in a windows environment-15.8%Ability to track versions-26.3%Ability to identify contents without opening-52.6%Content protected from accidental changes-31.6%Content protected from accidental deletion-36.9%Ability to not have to rethink how to name a new document each time-47.4%Ability to identify outdated and redundant documents easily-63.1%Naming standards which minimize misfiles/allow quick corrections to misfiled documents-26.4%None5.3%Not Applicable/ do not store documents electronically0.0%Other0.0%
  • KM focuses on the way in which individuals & organizations create, learn, store and share knowledge. It is our hope that collaborative creation, learning, storage and sharing of knowledge will result in added value to our organization.
  • While software tools may help the process,
  • To better address concerns outlined in the Center’s document management assessment a staff workgroup was created. Led by management, this group will research, explore and implement Knowledge Management inspired solutions to the Center’s documents beginning with our SP Cases.
  • Knowing What You Already Know 2011

    1. 1. Northern Ohio Chapter of The American Society for Information Science and Technology<br />January 31, 2011<br />Kent Free Library<br />
    2. 2. Knowing What You AlreadyKnow<br />A Case for the Adoption of a Knowledge Management Approach to Standardized Patient Case Creation, Management and Storage <br />
    3. 3. Simulation Educator<br />Northeastern Ohio Universities Colleges of <br />Medicine & Pharmacy (NEOUCOM)<br />William G. Wasson MD Center for Clinical Skills<br />Training, Assessment and Scholarship <br />(Wasson Center)<br />Rootstown, Ohio<br />Howard M Gregory II BBA, MS<br />
    4. 4. Introduction<br />What is Knowledge Management?<br />Knowledge Theory<br />Definitions<br />Personal Knowledge Management<br />Organizational Knowledge Management<br />Outline<br />
    5. 5. Knowledge Management In Use<br />Wasson Center<br />Project Outline<br />Background<br />Standardized Patient definition<br />Standardized Patient cases and use<br />Research<br />Suggestions for Improvement<br />KM Workgroup<br />Questions<br />Outline<br />
    6. 6. What is Knowledge Management?<br />Introduction<br />
    7. 7. DIKW Hierarchy<br />
    8. 8. What is Knowledge?<br />Explicit<br />Books, Manuals, Training Videos<br />That which has been codified so it can be transferred easily<br />Tacit<br />Intuition<br />Hunch<br />Individually known but not easily relayed to others<br />Difficult to codify and transfer<br />Michael Polanyi<br />
    9. 9. We now accept the fact that learning is a lifelong process of keeping abreast of change. And the most pressing task is to teach people how to learn. <br />Peter Drucker<br />1909 - 2005 <br />What is a Knowledge Worker?<br />
    10. 10. The process of transforming information and intellectual assets into enduring value.<br />University of Southern Queensland<br />Knowledge Management - Definitions<br />
    11. 11. Library Science<br />Human / Computer Interaction<br />Business Process Management<br />Database / Content Management<br />Taxonomy<br />Collaboration<br />Knowledge Management<br />
    12. 12. 1.  An understanding of human behavior and psychology. <br />2.  An understanding of how knowledge is transferred between people and under what conditions.<br />To be successful at KM you need;<br />
    13. 13. 3. A high degree of common sense to ensure practical application of techniques we know that work which allow for more rapid transfer of knowledge and experience between people.<br />
    14. 14. 4.  To be computer literate enough to understand how IT technologies can be applied to enable rapid knowledge transfer, when and where appropriate, but not over awed by it.<br />Bob Dalton<br />Military Knowledge Transfer Consultant<br />
    15. 15. Personal Knowledge Management<br />
    16. 16. Personal Contacts<br />Name<br />Phone number<br />Address<br />Networks and Communities<br />Other Information<br />What Do We Need To Know?<br />
    17. 17. Hardcopy<br />Address book<br />Newsletters / Membership Directories<br />Photos<br />Family Trees<br />DVDs and VHS tapes<br />How Do We Keep Track Of It?<br />
    18. 18. Electronic Storage<br />PC/Laptop/Notebook<br />CD/DVD<br />Jump drives<br />In the Cloud<br />How Do We Keep Track Of It?<br />
    19. 19. In Our Heads…<br />How Do We Keep Track Of It?<br />
    20. 20. If each of us has our own KM Strategy…<br />How does that Effect Organizations?<br />Organizations and Knowledge Management?<br />
    21. 21. Adoption of a Knowledge Management Approach<br />to Standardized Patient Case Creation, Management and Storage<br />
    22. 22. Knowledge Management In Use<br />Wasson Center<br />Project Outline<br />Background<br />Standardized Patient definition<br />Standardized Patient cases and use<br />Research<br />Suggestions for Improvement<br />Risks<br />Questions<br />Outline<br />
    23. 23.
    24. 24. William G. Wasson MD Center for Clinical Skills Training, Assessment and Scholarship<br />Wasson Center<br />
    25. 25. Who uses the Wasson Center<br />Students <br />Physicians <br />Pharmacists <br />NP, APN<br />Continuing Education<br />Physicians<br />NP<br />Others<br />Police CIT<br />
    26. 26. Standardized Patients (SP)<br /> People <br /> trained to portray <br /> a patient with a medical condition during an encounter with a health care provider<br />
    27. 27. 80% of Documents are Never Retrieved<br />60% of Documents are Obsolete<br />50% of Documents are Duplicates<br />Research on Electronic Document<br />
    28. 28. DigitalLandfill<br />
    29. 29. Survey of SP Centers<br />
    30. 30. Where Do You Store Your SP Cases?<br />
    31. 31.
    32. 32.
    33. 33. KM creates a uniform structure that makes documents more accessible while improving time management and reducing information loss caused by employee retirement and turnover. <br />What does a KM approach to document management mean? <br />
    34. 34. KM is NOT, necessarily, a vendor created software solution.<br />What does a KM approach to document management mean? <br />
    35. 35. KM Best Practices for Consideration<br />
    36. 36. Templates <br />Standardized format<br />Quickly locate information<br />Quickly reproduce data and format requirements<br />
    37. 37. Case Naming Convention/Version Control <br /><ul><li>Quickly and easily determine needed version of specific SP case study files</li></li></ul><li>Document Control <br />Control who can create, modify and delete documents<br />Prevent orphaned documents<br />Protects documents from accidental deletion and change<br />
    38. 38. Taxonomy <br />Standardization with a controlled vocabulary<br />Documented “use for” section<br />
    39. 39. Records Retention Schedule <br />Deleting or Archiving outdated versions of SP Cases<br />Better access to the information you need when you need<br />
    40. 40. Creation of KM Workgroup<br />
    41. 41. Overcoming the "because we've always done it this way“ mentality<br />Changes in folder and storage structure<br />Change for the sake of change<br />Having no input into process<br />Staff concerns about changes included;<br />
    42. 42. A standardized naming convention<br />Finding a way to have one document for multiple case versions<br />The creation of templates to standardize document creation<br />The ability to archive outdated documents<br />Staff hopes for the changes included;<br />
    43. 43. Questions?<br />
    44. 44. Bibliography<br />Asprey, L., & Middleton, M. (2003). Integrative Document & Content Management: Strategies for Exploiting Enterprise Knowledge. Hearsey: Igi Global.<br />Becerra-Fernandez, I. (2004). Knowledge Management: Challenges, Solutions, and Technologies. Upper Saddle River, New Jersey: Pearson/Prentice Hall.<br />Craine, K. (2000). Designing a Document Strategy. Grapevine, Texas: Mc2 Books.<br />
    45. 45. Bibliography<br />Dalton, B. [kmgov] Ending technobabble in Knowledge Management. Knowledge Management Working Group. kmgov@list.jpl.nasa.gov(23 Jan 2011).<br />Grayson, C. S., Jackson, C., Essaides, J., & O'Dell, N. (1998). If Only We Knew What We Know. New York, NY: Simon & Schuster.<br />Gregory, H. (poster) (2010, June 28). Knowing What You Already Know - A Case for the Adoption of a Knowledge Management Approach to Standardized Patient Case Creation, Management and Storage. ASPE 2010. Poster created for the Association of Standardized Patient Educators, Baltimore, Maryland.<br />

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