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Axon
- 1. 1 Collaborative Knowledge Management / eLearning 2.0: The Wiki Way Social Collaboration Portal 2.0
- 2. 2 Agenda Part I: Social Collaboration • Introduction • Evolution of Social Collaboration • Impact on KM and eLearning Part II: Axon • Features Part III: Use Cases • Case Study – Safety.Net Collaborative • Proposal Toolkit • Help Manual
- 3. 3 Serebrum Profile • Develop Custom Applications – eBusiness and eGovernment Focus – Enterprise Modernization (Legacy Web) • Portals, Content Management, Collaboration – Web 2.0: High Usability (Ajax), Search • Axon Enterprise Collaboration Portal – Wiki approach to enterprise collaboration – EASE OF USE: #1 Priority – 100% Ajax, Java EE – On Premise or On Demand
- 4. 4 NSF SBIR 2006.2 Research Grant Project BrainStormTM – Collaborative Customer Requirements Elicitation for Distributed Software Teams Investors DoD Navy SBIR 2006.1 Research Grant A Security Framework for Wikis Topic: Cross-Domain Collaboration Portal Explore use in military intelligence capture and sharing
- 5. 5 Collaboration complexity • Team Collaboration – Projects are getting larger – Requirements! Estimates! Issues! – Teams are distributed – across time zones – Current solutions do not empower users! – Email / IM / Blogs: Information Overload!!! – Knowledge capture becomes difficult
- 6. 6 Social Collaboration Portal 2.0 The Solution: Empower the User!
- 7. 7 Evolution Timeline 2005+ Enterprise Wiki Adoption 1989 Microsoft Office • Create, Email • Edit, Email Individual Read-Write 2000 Wiki • Create, Publish • Edit, Publish Group Read-Write 1995 Netscape • Create, Publish • No End User Edit Individual Write- Group Read The Future Read-Write: • Diagrams • Spreadsheets • Slides • Issue Trackers • Project Schedules • Databases • Reports
- 8. 8 Stages of Evolution Wikipedia.org (MediaWiki) Stage 1: Proof of Concept Open Source Derivatives • Confluence • PBWiki • MindTouch etc. Stage 2: Basic Business Wikis Microsoft SharePoint Stage 3: Wiki-embedded Collaboration Systems Serebrum Axon Collaboration Portal Stage 4: Wiki-centric Collaboration Systems Designed for the way you work You need to fit the way it works
- 9. 9 Enterprise Usage Scenarios Functional Area Potential Uses Across the Enterprise • Knowledge Management • Project Management and Control Software Engineering, Consulting • Requirements Management • Project Management and Control • Collaborative Authoring and Publishing Finance • Budgeting and Forecasting • Sarbanes-Oxley Compliance Sales & Marketing • Campaign Development • Collateral Management Human Resources • Policies and Benefits
- 10. 10 What’s eLearning 2.0? Source: Dr. Tony Karrer, TechEmpower eLearning 1.0 eLearning 1.5 eLearning 2.0 Components Courseware, LMS Reference, LCMS, Groups Wiki, Social Networking, Bookmarking Ownership Top-down, one-way Top-down, some collaboration Bottom-up, user-driven, peer learning Development Long, Expensive Rapid, Expensive Immediate, Rapid RoI Duration 1-2 hours 15-60 mins Continuous Timing Time off from work In between work During work Delivery At one time In many pieces As needed Access LMS Email, Intranet Intranet, Search, RSS Creator Third Party Subject Matter Expert End Users
- 11. 11 Content Delivery Model CMS or LMS Internet Wiki Way • User Generated Content • Self-Service Publishing • Reuse, Repurpose • Integrated into Work Time Content Providers Publish-Subscribe Model • Third-Party Content Creation • Third-Party Publishing • Limited Repurposing • Scheduled Training Time
- 12. 12 Number of participants in poll = 69 Participants are KM experts present at the webinar held by Serebrum on July 30, 2008 Source: Serebrum Corporation
- 13. 13 KM / eLearning: Effectiveness Quadrant Collaborative User Input EaseofUse low high UserAdoption high Wikis LMS CMS Effectiveness Virtual Classrooms MS Office Groupware
- 14. 14 Global Menu Workspace (Function Sets) Display Area Topics (Artifacts) Search Editable Content Document Management System Layout
- 15. 15 Tree Menu (Create, Cut, Copy, Paste, Delete, Rename) Topic Tree Topic Tree Display Area Edit
- 17. 17 View Topic Version 1 Rollback to Version 1 Version Control and Rollback History
- 18. 18 Link to Schedule Interlink Topics Intra Link
- 19. 19 Switch to topic ‘Schedule’ Interlink Topics
- 20. 20 Document Management System (DMS) Click Attach
- 21. 21 Select Copy Copy Paste Documents Select Paste
- 22. 22 WebDAV: Desktop Integration Document Repository on Windows File System
- 23. 23 Enter search keyword Search Results Search
- 24. 24 Search Results linking to Topic Search Window is minimized Search
- 26. 26 Drop Topics Export Publish Select Export Document Formats Drag Topics
- 27. 27 Publish to PDF Topic Hierarchy
- 29. 29 Manage Users Manage Groups Move to Admin Console Role Based Access Control (RBAC) Manage Roles Manage Spaces
- 30. 30 UCHC Case Study • University of Connecticut Health Center CT Public Academic Health Center TRIPP Center (Translating Research Into Practice and Policy) • Safety.Net Collaborative of seven Community Health Centers in Connecticut and UCHC TRIPP Center Health Information Technology Implementation Planning Grant by Connecticut Health Foundation Thomas Agresta M.D. Associate Professor and Director of Medical Informatics Family Medicine Co-Investigator for Safety.Net Collaborative
- 31. 31 Background • Large number of distributed teams – Convened for first time – Organization leaders, business members, technical staff, research staff – Steering CMT, Technical, Business, Organizational Development, Research – different assignments, different information needs • Common Goal – Develop a single Plan for Health Information Technology Implementation – Different levels of current knowledge and HIT adoption (Some have EMR’s some use only paper)
- 32. 32 Challenges • Facilitate Knowledge Management and Planning – Educate, align, inform team members – Distributed multiple teams – Internal communication challenges between team members – Access system from multiple locations • Ease of Use – Easy to use graphical interfaces for non-technical (health care) users • Team Collaboration – Project team needs to create and share information • Secure Framework – Secure Data, Role Based Access Control
- 33. 33 Solution • Axon: Web based collaboration platform – Connects Safety.Net team members at distributed facilities – Ease of use and intuitive interface reduced ramp up time for end users – Ability to author and share content across distributed teams using web browser – Ability to allow some documents to be shared by all and some only within a given team – Ability to securely share documents online Social Collaboration Portal 2.0
- 34. 34 Proposal Toolkit • Collaborative Editing w/ Version Control • Repository of Artifacts • Images, Project Schedules, Architecture Diagrams, Documents • Desktop Integration • Assemble Artifacts to Generate Proposal
- 39. 39 Help Manual • Create Manual – Embed Images, Tables, Flash Files • Content Reuse – Rearrange artifacts for publishing – Publish to the Web (xHTML) – Publish to eHelp Formats • Embed in Third Party Application
- 41. 41 Flash File Embed Flash Files
- 42. 42 Help Formats Click Export Reuse Artifacts
- 43. 43 XHTML Help Publish to Web: HTML
- 44. 44 HTML Help Embed in Application: HTMLHelp
- 45. 45 Number of participants in poll = 66 Participants are KM experts present at the webinar held by Serebrum on July 30, 2008 Source: Serebrum Corporation
Editor's Notes
- Briefly about Serebrum, we specialize in developing custom business applications. Our primary design consideration for the Axon collaboration portal is that it should be easy to use so that business users can ramp up with little or no training.
- As the graph here shows, project success decreases exponentially as the project size increases. The size of the teams is increasing and with this there is a real challenge of collaboration between team members. We will show you how team collaboration can be improved with a wiki approach.
- Thank you Krishna I am Sushil Vegad, Chief Architect at Serebrum First, let us look at the basic features in Axon Then we will move on to the use cases for Knowledge Management This is the first page that a user will see after log in; the top area is the Global Menu The area on the left is the Space section The area on the right is the Display Area The Display Area has two tabs – Topic and Docs The Topic Tab displays Editable Content The Docs tab displays documents that may be attached to a Topic – this forms the Document Management System On the top right, we have the Search functionality A space is a project workspace. We support unlimited number of spaces The spaces that a user will see after login is controlled by the users permissions. We switch between spaces by clicking on the space tab
- When we switch to a space, the system displays the topics within that space. A Topic is a piece of information. We support unlimited number of topics within all spaces. Topics are organized in a tree. This is the topic tree We manage topics using the Tree Menu. The Menu allows to create topics, cut copy paste topics, delete and rename topics and sort the topic names in ascending or descending order When we select a topic, the system displays its content in the display area. To add information to a topic, we select the topic and click edit
- This brings up an Editor similar to Microsoft Word, commonly referred to as WYSIWYG editor (What You See Is What You Get). Using the Editor, we can edit text, tables and images just as we do with Microsoft Word. Different users can collaborate to contribute information for a topic using the Editor.
- Every time we edit a Topic, the system creates a new version for that Topic. It tracks all changes made to any Topic by any user. The changes are seen in Topic History When we select history, the system displays the Change History for that topic We can view any version of the Topic or Rollback to any version of the Topic. This feature helps us comply with Federal Regulatory Standards such as HIPAA and Sarbanes Oxley
- When we have multiple topics, we may want one topic to point to another topic. We can use the Intra-link feature to achieve this. We can link Topics across the workspaces with permissions enforced. For example, the text ‘schedule’ is linked to a Topic called Schedule. When I click on this link the system switches to the Topic ‘Schedule’, as follows.
- If a user does not have permission to the space where the target Topic is located, the system does not switch to that space This is an example of rights-based linking. This functionality for visual linking of topics is under a patent process by Serebrum
- Now, let us look at the Document Management System, or the DMS This is the DMS view, at the top is the DMS toolbar When we want to add documents to a topic, we click on the Attach button. It brings up the Attach File window. We can attach up to 10 files at a time from our desktop. There is no limit on the file size or the type of files that we can upload.
- The DMS is modeled on Windows Explorer. It provides the same look and feel and ease of use to work with files as with Windows Explorer. For example, we can move documents between topics just as we move files in Windows. To copy documents, first, we select the documents and then click copy Then we move to the topic where we want to paste the documents and click paste. As you can see, we just copied some documents from the topic Initiation to Constraints
- We can access the document repository from our desktop using the WebDAV protocol; here is an example of the repository as viewed in Windows Explorer The benefit of this support is that we can access the repository from our desktop without having to access it over the web. The System will enforce security when accessed over the web or the desktop. It will require a user to login and show only those spaces that a user is assigned to.
- Now, let us look at the search functionality. We can search topics, we can search documents. When we type a search term in the search box on the top right, and hit enter, the results are displayed in a window. This is rights-based search; the search results are filtered based on user permissions. When we click on the search result, the system visually slides to the relevant topic in the tree on left. For example, if I select ‘Kickoff Meeting’ the system moves to that Topic as follows
- We see that the kickoff meeting topic is selected by the system, it contents are displayed in the display area. The search results window is minimized. We can open the search window and look at the search results again. If the target topic is located in another space, the system will switch the space too, provided the users has permission for the space. If the user does not have permissions, the system will not switch the space.
- So far we saw how we add information to the system. We can take the information from the system and publish it to different document formats, that is, we can reuse the same content and convert it to different publishing formats The system can convert HTML files, MS Word documents or Text documents to RTF file, PDF file, xhtml or eHelp formats Let us look at the publishing in detail.
- When we click the Global Export button, the system brings up a Document Assembler window We can publish our content to PDF, RTF, XHTML, HTMLHelp or JavaHelp formats. The Topic Tree seen in the window is the same as the Topic Tree seen on the left, under the space. To publish content, we drag the Topics from the left pane, drop them to the right pane. We can pick and choose any number of topics we want. We can arrange them in any order, it may be different than the order in which the Topics were created. For example, first we pick Kickoff Meeting, then Project Scope and so on. We select the publishing format as PDF and click export
- This is the PDF file. The hierarchy on the left reflects the order we chose to export the topics. This is the first page in the PDF file
- We can utilize the workflow functionality for approval process When we want to send a topic or a document for approval, we select it and start a workflow. This brings up the workflow window. We pick the user that we want to email the topic or the document for approval, provide subject, comments, choose the email option and click send. When the user is ready to approve the document, the user logs in the system and clicks Approve – the user may approve or reject the document. The system will display the status for documents that are part of workflow – Approval Pending, Rejected or Approved.
- This is the Administration View. To switch to Admin view, we select Admin Console in the ‘My Account’ Menu We use Role Based Access Control (RBAC) to implement security. We assign permissions to roles and then assign the roles to the users Using RBAC, we are defining Access Control at a granular level – for example, we can control if an user can edit a topic, edit a subtopic, or import or export the topics, etc We can manage users; organize users into groups, manage roles and spaces
- Now let us move to our first use case – Proposal development Developing proposals requires multiple users to collaborate. It consists of several artifacts that need to be readily available to the team. We should be able to reuse the artifacts and assemble them into a document, resulting in a final proposal. Let us see how we can use Axon for a knowledge based approach to proposal management
- First, we create the proposal development space We create a topic tree that defines the sections that need to be part of the proposal, for example Technical Approach, Implementation Approach, Training, Documentation etc We will assign team members to this space so that they can collaborate to write the sections. To begin writing the Technical Approach, we click edit
- The system brings up a WYSIWYG editor The user adds information to this topic and saves it. This becomes the latest version of the topic, the changes are immediately visible to all authorized users. Likewise, we will have different users contribute information for different sections.
- We can use the document repository to store the different documents that are used within the proposal. We can store Architecture diagrams, Project Schedule, Images etc, used in the proposal. This becomes the central storage for the proposal.
- Finally, we can assemble the artifacts into different document formats. We click on the Export button, choose a document format, pick the topics, arrange them in the desired order. The benefit of the assembler is that during proposal development, we can focus on write up and not worry about the structure of the proposal. The final output format and structure can be defined during document assembly, using the Assembler Window.
- Now, let us see how we can create a Help Manual with Axon
- We create the space for Help Manual, then we create the Topic Tree for the help topics. We add information to the topics using the editor; we may use tables, images as desired.
- If we have any training videos, we can use them. We use the editor to provide the URL for the media file. It will embed the file in the topic. For example, we have embedded a Flash File that demonstrates how to modify an appointment.
- When we want to share the content with other users, we make use of the publishing feature As seen, we select the Export button to bring up the Document Assembler window; this time we will publish our content to the following help file formats – XHTML, HTML. The steps for export remain the same: first we pick the output format, then we choose the topics and arrange them to generate the help file.
- This is the XHTML format. The system generates an Index that helps the users to navigate the topics. This help file may be published as a web application.
- This is the HTML help file. We can use this format to embed help within the application.