Intro to the turorial day of SMWCon. Things to consider when using wikis as knowlege management tool.

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Wikis and Knowledge Management
October 1st, 2014, SMWCon User Tutorial
Bernhard Krabina

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Introduction
KDZ – Centre for Public Administration Research
Open Knowledge – Austrian Chapter
Semantic MediaWiki
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Agenda
IT and Knowlege Management
Wikis
Semantic Wikis
Example and conclusion
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http://www.flickr.com/groups/everyday-information-architecture/pool/
How do we organize?

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What tools do we use?
http://www.flickr.com/photos/hikingartist/4193330368/
Where do we save? Wo will find it?

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Users
need solutions for use cases, but cannot talk IT language
are not up to date regarding IT possiblilities
IT
knows IT solutions,
does not understand use cases enough
Dilemma in IT projects

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Wikis and Web 2.0 – „Wikimania“
wikis became well-known through Wikipedia
technologically, nothing groundbraking
Hypertext system, usually with database
simple user interface, full text search
social software
everyone can make changes: initial idea of WWW!
wisdom of the crowd
shared knowledge creation and quality management
knowledge creation „on the fly“
no need to pre-define structure
links to non-existing pages generate ideas for others
Wiki Software:
> 100 Wiki engines on www.wikimatrix.org
Most of them Open-Source: no license cost
some like MediaWiki very stable with big community
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Wikipedia – Wikimedia – Mediawiki
Encyclopedia – Operator – Software
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Wiki Software – www.wikimatrix.org
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Wiki vs. Document Management
Documents = DMS
Word
Excel
PowerPoint
PDF
Approval
Electronic Signature, User rights
(File system), Sharepoint, Fabasoft, Alfresco…
Content = Wiki
Content of documents
Text with categories
Database functions with forms
Document upload as an exception
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Wiki vs. Content Management
Control = CMS
Access control on different content types
(Filesystem), Sharepoint, Drupal, Typo3, Joomla…
Transparency = Wiki
Everyone can view/edit everything
Restrictions on actions (who can view/edit), not on content types (what)
Changes visible
Easy rollback
Advantage: enables cultural change!
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Get to know MediaWiki
Interface and Navigation
Categories
Discussion pages
User pages
Namespaces
Versioning
Search
Special Pages
Editing (Wiki syntax)
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Strenghts and Weaknesses of Wikis
Wikis are great for text…
easy to use, easy to edit
full text search
Categories to organise pages

Wikis have weaknesses for knowledge management!
no data, only text: 995 32
no relations, just links: Tbilisi —> Krakow
no querying of data
lack of structure leads to manual effort
manual edited lists (List of danube bridges, list of Autrian museums by city)
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www.semantic-mediawiki.org
Semantic Wiki
MediaWiki extension
make data in a (Media)Wiki accessible via SemanticWeb technology
Open Source
no license cost
active community
many extensions
commercial support available
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www.semantic-mediawiki.org

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Semantic MediaWiki
leaves your MediaWiki installation intact
no patching, just a (bunch of) MW extension(s)
already existing unstructured content can stay as it is or be transformed
gives you all the tools you need for a collaborative web database
entering data and text
representing data and text within the wiki
visualise data
re-use/export data outside the wiki
everything is done through configuration
Attributes, Forms, Templates, Filters… are wiki pages
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Semantic MediaWiki
Unstructured Text
Strenghts of Wikis
Structure via Categories and Namespaces
Full Text Search
Collaborative editing
…
Structured Data
Web database
Online forms
Result lists
Facetted search
Automatically generated pages
…
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Vienna History Wiki www.wien.gv.at/wiki
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„Bennant nach“ = „named after“

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{{#ask:…}} query for pages named after „Sigmund Freud“
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List all pages of Category:Person with Birthyear::1856 and Sex::male

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RDF export = Open Data!
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> 40 different „result formats“
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Application landscape in organizations: Wikis as niche product
Documents
text documents
presentations, spreadsheets, PDFs
storage in file system
Search:
Enterprise Search
DMS (Records man.) metadata:
Databases
desktop databases
specialized applications
web based databases
...
metadata
text fields
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Wikis
unstructured text
collaborative edition
versioning & rollback
content management
access control
complex layouts
Websites

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Semantic MediaWiki as Knowledge Management System
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Semantic MediaWiki
Semantic Web
Datenein- und –ausgabe
Eingabeformulare, Ausgabeformate
Semantic-Web-Standards

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Semantic MediaWiki
Use cases
Intranet portals
Project management and –documentation
Internal Knowlege Management
Knowledge Portals (external)
Web databases
Case/Skills Management
OpenGLAM/crowdsourcing
SemanticWeb projects
….
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Don underestimate organizational success factors
content that users need
not to be confused with content that organization whishes for!
culture of trust and appreciation
everybody can see everything and change everything
users can‘t do anything wrong – errors can be undone easily
motivation and pressure
managers need to be role models and actively support the project
no redundant content: turn off alternative sources!
obligations to use the wiki
quantity and quality of content
Initial content is important! no-one feels at home in empty rooms
usability und fun
design, acces to wiki, (single-sign-on, RSS-feeds, intranet)
forms for data input, avoid too much wikitext for regular users
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Contact
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Bernhard Krabina
krabina@kdz.or.at
www.kdz.or.at
@krabina