IMPLEMENTATION OF
ECOLLABORATION PLATFORM – A
JOURNEY
Benjamin Lim
Oct 2010
OUTLINE
• What is SSC KM’s Vision?
• What were the objectives, issues or problems faced?
• What we did?
• What are the imp...
3
KNOWLEDGE MANAGEMENT VISION
 KM Strategy 1. To build culture of Knowledge sharing and management across SSC.
 KM Strat...
4
• Staff Turnover – knowledge drain
• Increase “reinventing of wheels”, trial and error
• Expertise not surfaced
• Paper ...
5
PRINCIPLES FOR ALL SSC TO
ADOPT
• Single original copy stored, referenced and maintained by the owner/author
• Ensuring ...
OBJECTIVE OF ECOLLABORATION
• Unified portal where team members can share ideas and work on projects
together
– Communicat...
7
BENEFITS OF ECOLLABORATION
 Staff Presence awareness allow for instant communication, whiteboarding,
enhance staff prof...
WHAT WE DID?
 Market scan (2008) to determine various capabilities provided to support collaboration
 Team composition: ...
CHANGE MANAGEMENT - EMAIL RETENTION
Receive Business
related email
Convert to PDF, via PDF
printing (printer name:
Cute pd...
CHANGE MANAGEMENT - EROUTING
PROCESS FOR DIGITISED HARDCOPY
Receive Hardcopy
contents (mark it
with stick pad if
needed)
C...
Pre-Trip Staff prepares trip papers
for approval
For speaking
engagement to seek
Corp Comms for
clearance
Staff setup fold...
Pre-Meeting
MS confirm agenda MS set folder MS collate papers
MS upload to
folders
MS email url to
members
MM download
pap...
Pre-Meeting
MS confirm agenda MS set folder MS collate papers MS upload to folders
MS trigger “collect
feedback” workflow ...
SHARED FOLDER VS SHAREPOINT
Shared folder
 ICT helpdesk needed to grant/amend
access control
 No version control
 No Ph...
TOP LEVEL SITEMAP
About Group
Division, Dept
About SSC
Type title here
HOD meeting
Group wiki Restricted sub site
OSDG SDG...
ECOLLABORATION HOME PAGE
16
KM CoP Site – Open to all
17
H1N1 Temperature Taking
18
Metatagging contents
19
KM Blogs
20
Examples of Wikis
21
1ST ASIAN YOUTH GAMES SINGAPORE 2009
PORTAL
22
SHARING OF PAST CONTENTS
23
AYG ORCHID AND TORCH
24
PEAK PERFORMANCE IN SPORTS PORTAL
25
MANAGEMENT HUDDLE ROOM
26
BUSINESS CONTINUITY MANAGEMENT
PORTAL
27
Community of Practice - Lifeguard
28
ONLINE TRACKING OF PHYSICAL FOLDER
MOVEMENT
29
ONLINE SURVEY - EASY TO CREATE AND
USE
30
SQ APPLICATION - EPOINTS SYSTEM
• Aim: To recognise SSC staff who demonstrate 5 core
values
31
PAPERLESS ANNUAL DECLARATION EXERCISE 2010
32
EFORMS IN ACTION
33
SPORTS MEDICINE
34
Sports as
a Portal
NSAM Perspective -
e.g. Badminton trial
SSI
Perspective -
e.g. Fencing
Women's foil
Industry
Perspectiv...
36
Structured Minutes of Meeting - eforms
37
Trial on Sports Nutrition eForm
 Team’s Knowledge shared in a timely manner (no barriers to sharing)
 Team’s Knowledge retained along the entire journey...
ENCOURAGE KNOWLEDGE FLOW - ASK@SSC
39
SSC CLASSIFIED ADS – SUPPORTING GREEN INITIATIVES
40
WORK IN PROGRESS GANTT CHART – MARKETING
SERVICES
41
CRM (STRUCTURED INFORMATION) WITH LINK TO
SP
ENTITY, PERSON SEARCH DOCUMENT LIBRARY
44
To enhance Sharepoint Search:
Partial search with wild cards such as *
to denote...
 How do we archive, govern and audit the Sharepoint Site?
 How best to provision for Group management?
 How scalable wi...
FUTURE PLANS
46
Tender Board Approval Process
47
INTRANET REVAMP
49
 Evaluating Sharepoint 2010 to match with DRMS Requirements
 Document Management
 Records and Physical File Management
...
SSC DM ON SHAREPOINT – A PILOT
51
Corporate Taxonomy – Each
Entry a Document Library
Records Management - Pilot
52
Physical File Reference
Retention Period
53
STAFF PROFILE – EXPERTISE
LOCATOR
 Are you looking for someone with Events Planning and Management skillsets?
 Are yo...
54
STAFF PROFILE – ATTRIBUTES
 Ektron
 Involvement in SSC Projects
Initiatives
 Past working Experience
 Knowledge Are...
55
ENHANCED STAFF PROFILE – SSC OWN
FACEBOOK
HR Org
Chart
My Training
Records My
Compliments
WHAT WERE THE LESSONS LEARNT?
 Identify and engage sponsor and show value
 Understand users business needs in order to b...
ANY COMMENTS?
ANY QUESTIONS?
Email to Benjamin_Lim@ssc.gov.sg
Linkedin : benjaminlhlim@yahoo.com
57
Seaspc 2010 Ecollaboration Journey Benjamin Lim
Seaspc 2010 Ecollaboration Journey Benjamin Lim
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SEA Sharepoint Conference 2010, eCollaboration Journey

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Seaspc 2010 Ecollaboration Journey Benjamin Lim

  1. 1. IMPLEMENTATION OF ECOLLABORATION PLATFORM – A JOURNEY Benjamin Lim Oct 2010
  2. 2. OUTLINE • What is SSC KM’s Vision? • What were the objectives, issues or problems faced? • What we did? • What are the impact and benefits? • What are the challenges and future plans? • What are some lessons learned? 2
  3. 3. 3 KNOWLEDGE MANAGEMENT VISION  KM Strategy 1. To build culture of Knowledge sharing and management across SSC.  KM Strategy 2. To develop KM frameworks, infrastructure, processes to enable smooth flow of knowledge across SSC. SSC has confident & talented staff who have ready access to information and knowledge resources they need. Learning and sharing practices are a daily occurrence in all parts of the organization.
  4. 4. 4 • Staff Turnover – knowledge drain • Increase “reinventing of wheels”, trial and error • Expertise not surfaced • Paper based workflow • Inefficient retrieval of files • Misplacement of hardcopy files due to handover • Email centric • Management of Email attachment • Are multiple copies stored by all recipient? Current issues
  5. 5. 5 PRINCIPLES FOR ALL SSC TO ADOPT • Single original copy stored, referenced and maintained by the owner/author • Ensuring Information is Accurate and Fit for Purpose • Knowledge/Information/Records management is as vital as financial management • Search first to encourage reuse before re invention • Keeping Records of What We Do - Mandatory filing of email, controlled documents, vital records • Information Accessibility - make information accessible to others except where there is a specific and agreed reason not to. • Embed KM practices within Business processes • Develop IT applications to eenable business processes for structured information • eforms within eWorkflow
  6. 6. OBJECTIVE OF ECOLLABORATION • Unified portal where team members can share ideas and work on projects together – Communicating team related information and data – Sharing knowledge artefacts, e.g. documents, photos – Sharing event information, staff movement – Generate ideas, discuss ideas about a project – Adding, assigning, and tracking tasks – Collecting information eg. Online surveys, custom list • Connecting people, applications and information in seamless and secure ways – Expertise locator • Letting you find, share and publish information easily within business units and across enterprises – Enterprise search − Integrated document management to enhance knowledge sharing Announcement Doc Library Photo Album Calendar Wiki Blog Survey Task My Site Search DM List
  7. 7. 7 BENEFITS OF ECOLLABORATION  Staff Presence awareness allow for instant communication, whiteboarding, enhance staff profile “SSC facebook” for expertise locator  Online real time intra and inter collaboration with staff, partners, ministries  Centralised repository allow for greater knowledge sharing empowered by intelligent search to enhance accuracy – “SSC Google”  Business process review to leverage on eforms, annotation, eworkflow for greater business efficiency (Paperless initiative)  Single original copy ensures consistency and currency of contents  Direct publishing and clear ownership establishes accountability and ensure quality of contents  Audit trail, access control and control of features (e.g. print and save) enhances security and business continuity over existing manual system
  8. 8. WHAT WE DID?  Market scan (2008) to determine various capabilities provided to support collaboration  Team composition: 2 KM members with 2 ICT members  CEO supported procurement  Think Big, start small (pilot to show impact)  Started with KM CoP Site as a pilot  Started with Asian Youth Games  Developed Information architecture to set over arching site map, roll out plan, guidelines on how to set up and use platform  Change Management Activities:  2 hours of simple End User training (Admin training for Administrators)  constantly engage the stake holders to determine their progress and to assist them to achieve their goals  Participate in Green Initiatives to drive the Paperless mode 8
  9. 9. CHANGE MANAGEMENT - EMAIL RETENTION Receive Business related email Convert to PDF, via PDF printing (printer name: Cute pdf) Save to Local drives and transfer to eCollaboration / Shared folders / DM (RM) Retrieve/eRoute Archive / Destroy after retention period (if filled into RM) 9
  10. 10. CHANGE MANAGEMENT - EROUTING PROCESS FOR DIGITISED HARDCOPY Receive Hardcopy contents (mark it with stick pad if needed) Convert to PDF (OCR), via Scanning (send to Registry for bulk scanning) Registry save direct to Sharepoint and send url to requestor Retrieve and move to rightful folder /eRoute to receipient 10
  11. 11. Pre-Trip Staff prepares trip papers for approval For speaking engagement to seek Corp Comms for clearance Staff setup folder under SSC DM Staff uploads any agenda, programme brochures to folder Staff can continue to upload contents to folders Staff can blog about the daily learning, create wiki for other members to co create the trip reports Staff can start creating the trip report by combining their blogs and wikis Upload all other materials and trip reports eRoute the link to other members for knowledge sharing Trip Post-Trip eTrip Process (For oversea and local learning opportunities)
  12. 12. Pre-Meeting MS confirm agenda MS set folder MS collate papers MS upload to folders MS email url to members MM download papers, prepare for meeting MS create minutes of meeting, trigger approval workflow Chairman clears minutes MS uploads final minutes in pdf Meeting Post- Meeting eMeeting Process (MS:Meeting Secretary, MM: Meeting Members)
  13. 13. Pre-Meeting MS confirm agenda MS set folder MS collate papers MS upload to folders MS trigger “collect feedback” workflow to members MM will read and comment on the paper via Workflow comments MS will consolidate all comments and revert to presenters MM download papers, prepare for meeting MS create minutes of meeting, trigger approval workflow Chairman clears minutes MS uploads final minutes in pdf Face to Face Meeting Post-Meeting eMeeting Process Phase 2 – to reduce meeting duration (MS:Meeting Secretary, MM: Meeting Members)
  14. 14. SHARED FOLDER VS SHAREPOINT Shared folder  ICT helpdesk needed to grant/amend access control  No version control  No Photo Slide viewer Sharepoint  Decentralised control-Local Sharepoint Admin can easily grant access  Doc Lib  Alert me – addition, changes  Version control turned on  Automatically creates version  Allow back tracking  Photo Album feature  Survey  Task  Calendaring  List of information  Discussion 14
  15. 15. TOP LEVEL SITEMAP About Group Division, Dept About SSC Type title here HOD meeting Group wiki Restricted sub site OSDG SDG Group Community Life Guard CoP Sports Photography CoP Community of Practice Green Committee CoI Community of Interest Communities Passion, no time limit Sports Hub AVillage Technical official AYG SYOG Projects Start and end date Sports Division Portal Council meeting SMM meeting Audit Committee Mgt Meeting Perf Mgt Annual Workplan Corp Strategy Management My Sports Net v1.0 SSC Home page
  16. 16. ECOLLABORATION HOME PAGE 16
  17. 17. KM CoP Site – Open to all 17
  18. 18. H1N1 Temperature Taking 18
  19. 19. Metatagging contents 19
  20. 20. KM Blogs 20
  21. 21. Examples of Wikis 21
  22. 22. 1ST ASIAN YOUTH GAMES SINGAPORE 2009 PORTAL 22
  23. 23. SHARING OF PAST CONTENTS 23
  24. 24. AYG ORCHID AND TORCH 24
  25. 25. PEAK PERFORMANCE IN SPORTS PORTAL 25
  26. 26. MANAGEMENT HUDDLE ROOM 26
  27. 27. BUSINESS CONTINUITY MANAGEMENT PORTAL 27
  28. 28. Community of Practice - Lifeguard 28
  29. 29. ONLINE TRACKING OF PHYSICAL FOLDER MOVEMENT 29
  30. 30. ONLINE SURVEY - EASY TO CREATE AND USE 30
  31. 31. SQ APPLICATION - EPOINTS SYSTEM • Aim: To recognise SSC staff who demonstrate 5 core values 31
  32. 32. PAPERLESS ANNUAL DECLARATION EXERCISE 2010 32
  33. 33. EFORMS IN ACTION 33
  34. 34. SPORTS MEDICINE 34
  35. 35. Sports as a Portal NSAM Perspective - e.g. Badminton trial SSI Perspective - e.g. Fencing Women's foil Industry Perspective - ?? Events Perspective?? Facilities Perspective?? Sponsorship Perspective?? Portal for each Sports 35 Sports as a Portal Sports Medicine Sports Nutrition Sports Psychology Strength & Conditioning Exercise Physiology
  36. 36. 36 Structured Minutes of Meeting - eforms
  37. 37. 37 Trial on Sports Nutrition eForm
  38. 38.  Team’s Knowledge shared in a timely manner (no barriers to sharing)  Team’s Knowledge retained along the entire journey – eMeeting form  Online collaboration within 5 different disciplines  Allows for future reuse and comparison  In future to open to coaches to collaborate if possible Impact and Benefits 38
  39. 39. ENCOURAGE KNOWLEDGE FLOW - ASK@SSC 39
  40. 40. SSC CLASSIFIED ADS – SUPPORTING GREEN INITIATIVES 40
  41. 41. WORK IN PROGRESS GANTT CHART – MARKETING SERVICES 41
  42. 42. CRM (STRUCTURED INFORMATION) WITH LINK TO SP
  43. 43. ENTITY, PERSON SEARCH DOCUMENT LIBRARY 44 To enhance Sharepoint Search: Partial search with wild cards such as * to denote multiple characters and ? to denote individual characters
  44. 44.  How do we archive, govern and audit the Sharepoint Site?  How best to provision for Group management?  How scalable will MOSS be to support DRMS?  Technical challenges  URL will be broken if we move the contents  Can we drag and drop email to sharepoint directly?  Hyperlink too long for the “Hyperlink text box”  Active Directory Groups members are not shown in Sharepoint  Unable to expose metadata fields in Advance search box  No alert within Sharepoint calendars Challenges for MOSS 2007 45
  45. 45. FUTURE PLANS 46
  46. 46. Tender Board Approval Process 47
  47. 47. INTRANET REVAMP 49
  48. 48.  Evaluating Sharepoint 2010 to match with DRMS Requirements  Document Management  Records and Physical File Management  Workflow Management  Search Engine Features  Taxonomy & Metadata Management  Thesaurus Management  Version Control, Annotation, Digital Rights Management  Digital Asset Management Document and Records Management on Sharepoint 50
  49. 49. SSC DM ON SHAREPOINT – A PILOT 51 Corporate Taxonomy – Each Entry a Document Library
  50. 50. Records Management - Pilot 52 Physical File Reference Retention Period
  51. 51. 53 STAFF PROFILE – EXPERTISE LOCATOR  Are you looking for someone with Events Planning and Management skillsets?  Are you looking for someone with Large scale project management expertise within SSC?  Are you looking for someone with PPP knowledge in SSC?  Other benefits include:  Searching for staff with skills that may help you in your work,  Knowing the person before meeting him/her during a meeting,  Increase our social networks thereby increase our relationships and so develop trust needed for knowledge sharing
  52. 52. 54 STAFF PROFILE – ATTRIBUTES  Ektron  Involvement in SSC Projects Initiatives  Past working Experience  Knowledge Area  Professional Membership  Birthdate  Hobbies  Favourite Sports  Sharepoint  [Include list from left]  Controlled list of skillsets  Connecting with other colleague  Connecting to contents/documents, task on hand
  53. 53. 55 ENHANCED STAFF PROFILE – SSC OWN FACEBOOK HR Org Chart My Training Records My Compliments
  54. 54. WHAT WERE THE LESSONS LEARNT?  Identify and engage sponsor and show value  Understand users business needs in order to best customize solution to fit their needs  Educate and train users to understand purpose and how to leverage on eCollaboration  Determine Group Management for sharepoint access 56
  55. 55. ANY COMMENTS? ANY QUESTIONS? Email to Benjamin_Lim@ssc.gov.sg Linkedin : benjaminlhlim@yahoo.com 57

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