The objective of this document is to describe the global approach used to deploy Knowledge Management within a firm using the SharePoint and Semantik technologies.

1. Knowledge Management
SharePoint
Semantik

2. Summary
• Objective of the whitepaper
• Definition of knowledge management
• Why worry about it
• Reviewing your current corporate system
• Reviewing the literature on the different realization
approaches
• AlphaMosaïk’s implementation objectives
• Global strategy

3. Objective of the Whitepaper
• The objective of this document is to describe the global
approach used to deploy Knowledge Management within
a firm using the SharePoint and Semantik technologies.

4. Definition of Knowledge Management
Several definitions, from the most simple to the most
complex:
The process used to capture, distribute and efficiently use knowledge.
Discipline that promotes an integrated approach to identify, capture,
evaluate and share informational assets within your firm. These assets can
include databases, documents, policies, procedures and the
expertise/experiences of individuals that were not captured before.

5. Definition of Knowledge Management
Diagram:
Implicit knowledge
is internalized
Codified explicit
knowledge is
externalized
Pertinent implicit
knowledge on
demand

6. Why Knowledge Management
• Current Findings
– Intangible assets (including
knowledge) are taking up more
room.
– Managing and using this
knowledge becomes a major
differential factor.
“If you have not started to take these steps, your
organization is most likely wasting resources by re-
inventing knowledge, spending excess time locating
difficult to find knowledge and unsuccessfully
absorbing and using the growing volumes of new
knowledge flowing into your organization every day.”
(KM7steps)

7. Global Approach
• The following approach is recommended for the
deployment of a Knowledge Management system:
– Reviewing the existing: Current knowledge sources
– Reviewing the existing: Identification of the current level of KM
– Reviewing the existing: Determine the target for the required
corporate KM systems
– Deployment of a roadmap for the implementation of KM

8. Reviewing the Existing
Example of Knowledge Sources
Sources Benefits Disadvantages
People • No effort required to store information • Personnel turnover causes loss of knowledge
• Availability of the veterans
• Access to information
Project Sites • Pertinent and up-to-date information • Impossible to find pertinent information without
having been part of the creative process.
Expertise Center • Daily article reading and creation • Find pertinent information at the right time.
TFS Source Code • Everything is up to date in TFS • We do not know what is done, so no reusing
potential information.
Internet-Google-Bing • Facilitate searches and the quantity and
richness of the information
• Quality of the information
• Lack of synthesis
Document Templates • Forces the integration of best practices
within the document
• Standardization of AM deliverables
• Templates always evolving

9. Reviewing the Existing
Using Knowledge within your Firm
Your
company

10. Reviewing the Existing at AlphaMosaïk (3/3)
Maturity Level
Maturity Level Perception Evaluation Infrastructure Evaluation
0 – Absent
1 – Possible Not discouraged. General desire to share. Some
people do it and understand the value.
Knowledge assets are identified.
2 – Encouraged The value of knowledge assets is recognized by the
company. Corporate culture encourages the sharing of
information. This knowledge sharing is recognized and
rewarded.
Knowledge assets are stored a certain
way.
3 – Practiced Sharing knowledge assets is practiced. Knowledge
management activities are part of normal processes.
Systematic mechanisms exists to allow
KM activities. A central storage space
exists. A taxonomy also exists.
4 – Managed The employees find it easy to share knowledge assets.
They expect to easily find what they are looking for if it
exists.
Training exists to learn how to use KM
systems. Change management is
introduced in KM practice..
5 – Continuously
Improved
Mechanisms and tools to benefit from the knowledge
assets are accepted.
Smart tools exist. Sharing tools and
mechanisms are periodically improved.
Business processes that incorporate
knowledge sharing are reviewed
periodically.
Current

11. Literature Review
• What we must remember
– There is no « magic formula » to implement a knowledge
management system.
– The knowledge management systems must be based on
« building blocks » which will constitute an efficient KM
system.
– It is important to proceed step by step
– The KM system deployment initiative is 20% technological and
80% communication and organizational
– The notion of an expertise community is one of the most
important criterion of knowledge management.

12. AlphaMosaïk Knowledge Management
Implementation Objectives
Maturity Level Perception Evaluation Infrastructure Evaluation
0 – Absent
1 – Possible Not discouraged. General desire to share. Some
people do it and understand the value.
Knowledge assets are identified.
2 –
Encouraged
The value of knowledge assets is recognized by
the company. Corporate culture promotes
sharing activities. Sharing is recognized and
rewarded.
Knowledge assets are stored a certain way.
3 – Practiced The sharing of knowledge assets is common
practice. Knowledge management activities are
an integral part of standard processes.
Systematic mechanisms exist to allow KM
activities. A central storage space exists. A
taxonomy exists.
4 – Managed Employees find sharing easy. They expect to
easily find the information they are looking for if it
exists.
Training exists to learn how to use KM
systems. Change management is introduced
in the KM practice.
5 –
Continuously
Improved
Mechanisms and tools to benefit from knowledge
assets are widely accepted.
Smart tools exists. The sharing tools and
mechanisms are periodically improved.
Business processes that incorporate
knowledge sharing are periodically reviewed.
Autre
objectif:
vendre
notre
expertise
qui se
marie bien
avec
SharePoint

13. Recommended Global Strategy / Roadmap
Deployment of practice communities
Expertise Blog
Search engine federated with Google
and other systems
Application of Semantik to our internal
documents

14. Deployment of Practice Communities
• Create communities based on
expertise
– .NET Communities
– Analyst Communities
– …
• Recurrent process for codifying
knowledge
1. Fixed meetings for the community
2. Presentation of noteworthy deliverables
3. Publication as reusable deliverables
4. According to the usage, creation of a
generic version
• Codification of the experts’ responses
to frequently asked questions
• Using SharePoint 2013 community
sites

15. Expertise Blog
• Provide practice
communities with blogs
• Description of the
incentives for employee
contribution
• Definition of the minimum
quality criteria required to
publish
• Possibility to transfer
existing articles from the
Expertise Center to the
Web for instant
recognition

16. Search engine federated with Google and other
systems
• A single search engine
for all your searches:
– Federates all the results
of your Intranet, systems
(project spaces, CRM…)
and the Web.
Encourages users to
use internal resources
without sacrificing
Google’s pertinence
• Refines the current
search engine
– Adds search sources
(CRM, TFS…)
– Extended search scope

17. Semantik Application
• In order to find your way around
the volume of existing data, it is
important to classify corporate
documents.
• Manual classification of data is
often impossible due to the
sheer volume of available
information.
• Semantik enables the
automatic extraction of
metadata from existing
informational assets to improve
search results.
• Better understanding of the
usefulness of the product by
employees.

18. Semantik: some features…
• Supports Office documents, including
Word, Excel, PowerPoint, PDF documents,
etc.
• Automatic metadata & concept extraction
• Automatic content types
• Automatic classification/categorization of
documents
• Automatic generation of summaries
• Native Term Store integration
• Automatic term boosting for search engine
• Integration of the tag cloud functionality
Leveraging Metadata as an Enabling asset…

19. SharePoint : some benefits…
• Reduces manual activities required to tag
documents (incorrect tags costs $2500/user/year)
(IDC)
• Full Term Store support
• Automatic and semi-automatic categorization of
documents
• Site Collection/Structure can be organized by a
hierarchical taxonomy structure
• Document Library Structure can be organized by a
hierarchical taxonomy structure
• Eliminate duplicates
• Native integration to SharePoint (service managed
directly from management console)
Metadata, Auto-classification, Taxonomies Drive Business Value
Increase IR
precision for search
Semantic
metadata
tagging
Auto-
classification