Knowledge Management at the Gordon – Staff Portal Project Presented by Deirdre Carmichael 12 September 2008

Knowledge management vision KM is a means to create and support a culture of sharing that will build the Gordon Institutes reputation of quality education and the employer of choice within the educational field. 2

3 KM at the Gordon We have a Knowledge Management Committee that meet every month or so. The committee has initiated a project called The Staff Portal Project The aim of the project is research a new intranet to encourage collaboration and sharing of knowledge among our staff.

4 The Staff Portal

5 About the Staff Portal Project Project Manager was appointed 3 month project Key deliverables –to identify the business requirements for a staff portal –develop a demo Budget of $25,000 A project to do a project!

6 Issues with the current intranet Intranet is languishing due to lack of governance No clear vision or strategy Information is out of date Design is not user friendly No opportunities for collaboration Not seen as a trusted source of information Information Systems said Content is not our problem

7 Identifying the business requirements Interviews Focus groups Full day workshop with consultants One question survey – What should the intranet enable you to do?

8 What did staff need? Off-site access to work files, pay slips, QLS Opportunities to collaborate online Share learning resources Databases that can communicate with one another Electronic forms Institute calendar

9 What else did staff need? Skills inventory FAQ pages Discussion areas, blogging facility, wikis Announcements in one central location Updated Staff Directory Room booking system

SharePoint Collaboration features like discussion areas, blogs, wikis, document libraries, surveys, task lists Communication features like announcements, news, FAQ pages. Support for image library but needs work for video and audio Integrated Search function Document management capabilities – versioning, check-in, check-out 10

11 SharePoint Student Portal has been established in SharePoint Licensing agreement with Microsoft so maximise the return on our investment Integrates seamlessly with Office 2007 Relatively inexpensive to implement Out-of-the-box technology so upgrades easy

12 Jobs for the KM Centre Governance of the overall portal Information architecture and taxonomy of the portal Defining content types in SharePoint Metadata policy Document management – archiving, document libraries – Records Manager Guidelines for a learning resources repository – copyright, intellectual property, metadata,

13 Next steps Obtain funding for the design, build and deployment of the portal Knowledge Management Centre to be established and it should oversee the portal development Consultants to provide expertise on intranet roll out Workshops with the different Centres to help them organise their content Appointment of Staff Portal Administrator Content owners crucial to Staff Portal success Training across the Institute