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Knowledge Management - Simple Smarter Sharing


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Mark Weinstein (DHS Customs and Border Protection) presentation at Careers in Knowledge Management June 28, 2010 at National Transportation Library during the ALA 2010 Annual conference (sponsored by ALA FAFLRT, Kent State School of Library and Information Science, National Transportation Library)

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Knowledge Management - Simple Smarter Sharing

  1. 1. Knowledge Management (KM!) “Simple,.. Smarter… Sharing..” Mark Weinstein KM Role Model! U.S. Department of Homeland Security U.S. Customs & Border Protection 28 June 2010; ALA Conference, DOT! Email: [email_address]
  2. 2. Takeaways: The 3 C’s… <ul><li>Collaboration </li></ul><ul><li>Communities </li></ul><ul><li>Construct a Knowledge Management Program or Community Of Practice Program Similar to Ours in your Office! </li></ul>
  3. 3. Key KM Acronyms: <ul><li>KMS – Knowledge Management System </li></ul><ul><li>KMO – Knowledge Management Officer </li></ul><ul><li>KMT – Knowledge Management Team </li></ul><ul><li>COP – Community of Practice </li></ul><ul><li>CO – Community Owner </li></ul><ul><li>WSO – Worksite Owner </li></ul>
  4. 4. What is Knowledge Management?: <ul><li>THE WIKIPEDIA DEFINITION IS …. anagement is a disciplined approach to leveraging the </li></ul>
  5. 5. Knowledge Management is Simply: <ul><li>Collaboration </li></ul><ul><li>Knowledge Sharing </li></ul><ul><li>Establishing Communities of Practice </li></ul><ul><li>After Action Reviews (Lessons Learned/Best Practices) </li></ul><ul><li>Reengineering Business Solutions/Innovation </li></ul><ul><li>Tacit Knowledge (True Knowledge Management) </li></ul><ul><li>Culture Change </li></ul>
  6. 6. Knowledge Management Focus:
  7. 7. Genesis of OA Knowledge Management: <ul><li>OF Procurement Directorate/ Acquisition Improvement Initiative (AI 2 ) established a knowledge management team </li></ul><ul><li>Mission: To Develop an Acquisition Knowledge Management Business Solution </li></ul><ul><li>Team Considerations </li></ul><ul><ul><li>Retirement </li></ul></ul><ul><ul><li>Employee Turnover & Retention </li></ul></ul><ul><ul><li>Workforce Knowledge & Development </li></ul></ul><ul><ul><li>Reorganizations </li></ul></ul><ul><ul><li>Knowledge Transfer </li></ul></ul>
  8. 8. Overture: CO – Community Owner
  9. 9. Acquisition Resource Management System
  10. 10. Knowledge Management System  (KMS) <ul><li>K nowledge exchange to build a learning organization </li></ul><ul><li>M inimize organizational and geographic challenges </li></ul><ul><li>S treamline business operations </li></ul>
  11. 11. Communities of Practice Are: <ul><li>Task-oriented groups organized to share knowledge and to solve business problems </li></ul><ul><ul><li>Improve access to relevant and authoritative information sources </li></ul></ul><ul><ul><li>Leverage individual experience and expertise </li></ul></ul><ul><ul><li>Replicate proven practices and share lessons learned </li></ul></ul><ul><ul><li>Align knowledge seekers with knowledge sources </li></ul></ul><ul><ul><li>Promote continuous business process innovation </li></ul></ul><ul><ul><li>Foster environment of collaboration and knowledge sharing </li></ul></ul>
  12. 12. Communities of Practice are Simply…. <ul><li>Collaboration </li></ul><ul><li>Knowledge Sharing </li></ul><ul><li>After Action Reviews (Lessons Learned/Best Practices) </li></ul><ul><li>Reengineering Business Solutions/Innovation </li></ul><ul><li>Culture Change </li></ul><ul><li>And According to Wikipedia:…… </li></ul>
  13. 13. Welcome to the Acquisition Resource Management System, or ARMS!
  14. 14. The ARMS communities focus on specific areas of interest and support a variety of collaboration tools, including discussion forums and FAQs
  15. 15. The ARMS Calendar shows meetings and events that pertain to the Specific Community.
  16. 16. When posted, users can see the details of a particular event by simply clicking on the title of the posting and being directed to a dedicated workspace.
  17. 17. The ARMS Communities are considered the core of the collaboration capabilities available as part of the ARMS. Users can access available communities in one of two ways.
  18. 18. The “Community Area” located on the ARMS main page gives users one-click access to any available ARMS community.
  19. 19. The “Community Area” will only show the communities that users can access. This is a built-in feature of Microsoft SharePoint called audience filtering. For example, if a specific user does not have access to the “Small Business” community, it will not appear on this list.
  20. 20. Users can also click the “Communities” item on the main navigation menu to access the “My Communities” table of contents page.
  21. 21. The “My Communities” table of contents page also lists all available ARMS communities. Users simply click the desired community name to navigate to that community main page. For example, “Procurement Systems.”
  22. 22. The “My Communities” table of contents page listing will behave just like the “Community Area” on the ARMS main page. Therefore, users will only see the communities to which they have access.
  23. 23. Each ARMS Community is designed with the same functionality and layout to give users a sense of familiarity when navigating from one community to the next.
  24. 24. Community Owners are individuals identified as Subject Matter Experts (SMEs) who take on the responsibility of managing their respective community. Each owner’s name is created as a hyperlink that allows users to open an email to directly contact the selected owner.
  25. 25. Each community contains features similar to those found on the ARMS main page, although community features can be customized based on community owner preferences.
  26. 26. The links that appear on each community main page provide users with one-click access to websites that focus on the community topic and access to helpful procurement documents, such as acquisition alerts and forms.
  27. 27. Community Owners can decide what information appears in the main section of the community main page. Here, users first see Community Announcements and Community Calendar events.
  28. 28. As with the ARMS main page, users can access the different areas of the community by clicking on any of the items that appear on the main navigation menu.
  29. 29. Each community has a unique Calendar, Document Library, FAQ, and Task Area. For example, files that appear in this Document Library pertain to Procurement Systems.
  30. 30. Each community also has a discussion forum for users to post questions and share knowledge with peers.
  31. 31. The discussion forum functions similar to other online discussion forums, using threaded entries as users reply to posted discussions.
  32. 32. All users have contributor rights in all discussion forums, so anyone can post questions and may answer other posted questions.
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  36. 36. Organizational Approach: OF KMO Oversight of entire OF KMS Directorate KMO Oversight of Directorate KMS Directorate KMO Oversight of Directorate KMS Directorate KMO Oversight of Directorate KMS Community Owners Oversight of Specific Community Community Owners Oversight of Specific Community OF KMS Users Executive Sponsors Admin and Planning Div
  37. 37. Coda: FY 2010 and Beyond… <ul><li>Utopia: </li></ul><ul><li>Establish a “Linked In” type of Networking Business Environment to Enhance Collaboration Using MS SharePoint My Site as “Hook”! </li></ul><ul><li>Make KMS More Than Just The Best Document Repository (Kill Share Drives!) Stress Use of Collaborative Tools - - (e.g. Workflows/Taskers; Discussion Forums/Kill emails!) </li></ul><ul><li>Workforce Engagement By End of FY 2010 …Produce & Manage a Cultural Change Within OA! </li></ul>
  38. 38. Takeaways: The 3 C’s… <ul><li>Collaboration </li></ul><ul><li>Communities </li></ul><ul><li>Construct a Knowledge Management Program or Community Of Practice Program Similar to Ours in your Office! </li></ul>
  39. 39. “ Share Your Knowledge!” Office of Administration Knowledge Management System (KMS) The End