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  1. 1. David M. LengyelExploration Systems Mission Directorate Risk & Knowledge Management Officer PM Challenge 2011
  2. 2. Sous Chef’s in very seriousportrait at Johnson Space Center 2010
  3. 3. ESMD - KCT KNOWLEDGE CAPTURE & TRANSFER• A life-cycle knowledge management approach called KCT was developed and implemented within the NASA Exploration Systems Mission Directorate• KCT activities include a blend of web-based technology and face-to-face (FTF) activities• Activities were implemented using a four-part approach – Start-Up activities set the stage for program/project success. – Milestone-based activities are tailored to address program/project milestone (e.g., PRR, PDR, CDR, ORR) needs. – Sustaining activities are important to implement anytime throughout the program/project life-cycle. – Close-out / Transition activities are critical for codification of lessons learned at project close-out or transition to the next phase or a follow-on activity 3
  4. 4. KCT Capture MatrixSource Method  Telephone Laptop KBR Video Interviews Brainstorming Video Nugget Program Mgr X XSys Eng & Integration X IPT Lead X X IPT Members X Tech Authority X X (Eng/SMA) Subject Matter Experts X X X Senior Managers X 4
  5. 5. KCT Transfer MatrixTx Method Mode  Web-Based Face to Face Codification Knowledge-Based Risks (KBRs) X X (video) Video Nuggets (VNs) X Interactive Cafes X Knowledge Sharing Forums X Case Studies X X X Wikis X Synthesis Reports X Riskapedia X Peer Assists X Key Personnel Transfer X 5
  6. 6. Background• Over the last five years, ESMD has used several means of structured discussion and modeling techniques for innovation including, TRIZ, Process 2.0 and Knowledge Cafes• Knowledge Cafes have proven to be an effective technique not only to innovate but also to socialize ideas within a large group to create buy-in to move forward with those ideas• It is said that innovation takes place at interfaces between disciplines. A key feature of Café technique is the discussion that ensues between experts from different technical domains as they move from one table (and topic) to another. 6
  7. 7. • Engages ALL Participants In• Contributing Ideas Through Discussion Accomplished Social Networking Café “BIG IDEAS”• Develops TEAMWORK• Surfaces Collective Knowledge Of A Group• Creates A LEARNING ENVIRONMENT• Therapeutic (Individuals Want Their Views Considered)• A Welcome Departure From POWERPOINT Presentations• Leads To TANGIBLE OUTCOMES In The Form Of Better Decisions• Fun…! 7
  8. 8. Café Outcomes• A synthesized list of ideas on each topic area• A deeper personal understanding of your own ideas / issues / problems• A deeper understanding of others’ views on ideas / issues / problems• Innovative ideas (designs, processes, decision paths, etc.)• A well-socialized and synthesized path forward for making decisions 8
  9. 9. Café Resource Requirements• A group of people with a COMMON INTEREST or PROBLEM to solve• Main facilitator or MATRE DE• Small group facilitators or SOUS CHEFS• A large room• Enough Tables to accommodate topic areas (no more than 8 preferred)• Chairs to accommodate 5 people per table• Ambience: Table clothes, CHEF HATS, REFRESHMENTS, MUSIC, etc.• Paper, pens, pencils• Whiteboard, butcher block paper or projector / PC – for final discussion 9
  10. 10. How Do You Run a Café?Cafes can be run in several variants – ESMD| achieved success with the following method:• The café runs from 4-10 hours total (depends on number of topics)• Works best with 30-40 people• Maitre-d’ introduces the overall theme / topics and explains the process• Large group breaks into small group discussions at tables• Sous chefs facilitate table discussions• Individuals rotate among tables after 30-40 minutes• Small group discussions end after all tables are visited by individuals• Sous chefs synthesize discussions across all groups (usually overnight)• Sous chefs facilitate discussion across large group on day 2• Maitre-d’ concludes large group discussion with PATH FORWARD 10
  11. 11. Notional Café Sous Chef Sous Chef Table-X Table-X Layout Topic-Y Topic-Y Participants Sous Chef Sous Chef Maitre d’ Table-X Table-XParticipants shift tables (and topics) Topic-Y Topic-Yat pre-determined intervals.Sous Chefs reamins at individualtables to aggregate knowledge Sous Chef Sous Chefcapture. Table-X Table-X Topic-Y Topic-YMaitre d’ tracks time and managestransitions 11
  12. 12. Café Documentation• Starts with a WELL CONSTRUCTED MENU• Each topic area should receive a dry run• Sous Chefs or Stenographers document table discussions• Sous Chefs synthesize table discussions for large group discussion• Ends with a SYNTHESIZED / PRIORITIZED LIST of outcomes 12
  13. 13. Café Menu Example 13
  14. 14. Innovation at NASA is a Necessity – not an option! 14