The document describes a knowledge management approach called KCT that was developed and implemented within NASA's Exploration Systems Mission Directorate. It discusses the four parts of the KCT approach: start-up, milestone-based, sustaining, and close-out activities. It also provides details on how knowledge is captured and transferred using various methods, including interviews, brainstorming sessions, videos, forums, and documentation. Finally, it outlines how knowledge cafes are an effective technique for innovation, detailing the process, requirements, documentation, and benefits of using knowledge cafes.

1. David M. Lengyel
Exploration Systems Mission Directorate
Risk & Knowledge Management Officer
PM Challenge 2011

2. Sous Chef’s in very serious
portrait at Johnson Space
Center 2010

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
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4. KCT Capture Matrix
Source Method  Telephone Laptop KBR Video
Interviews Brainstorming Video Nugget
Program Mgr X X
Sys 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
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5. KCT Transfer Matrix
Tx 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
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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.
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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…!
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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
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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
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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
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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-X
Participants shift tables (and topics) Topic-Y
Topic-Y
at pre-determined intervals.
Sous Chefs reamins at individual
tables to aggregate knowledge Sous Chef Sous Chef
capture.
Table-X
Table-X
Topic-Y
Topic-Y
Maitre d’ tracks time and manages
transitions
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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
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13. Café Menu Example
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14. Innovation at NASA is a Necessity – not an option!
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