Knowledge Management Tools in Practice: Implementing a Document Management Solution Session #4097 VISN 2 Knowledge Management Office Kim Nazi Knowledge Management Officer

VISN 2 Knowledge Management Office “Knowledge Management embodies organizational processes that seek synergistic combinations of data and information processing capacity of information technologies, and the creative and innovative capacity of human beings.” Knowledge Management Concepts Yogesh Malhotra, Ph.D.

VISN 2 Knowledge Management Office Taming the Electronic Workplace… Knowledge Management Concepts

VISN 2 Knowledge Management Office Taming the Electronic Workplace… Session Objectives: Identification of current issues What? Projected key benefits Why? Approach to implementation How? Timeframe and Staging When? Key Strategies for Implementation Knowledge Management Concepts

VISN 2 Knowledge Management Office What? Current Issues: Overload Information Intensity Document Disaster Improperly Managed Access Ineffective Collaboration Tools Disorganization Lack of Accessibility

VISN 2 Knowledge Management Office Why? Projected Key Benefits: Easy Access Improved Information Management More Effective Use of Tools for Effective Collaboration Access Management Push technology Notification Services Improved Organization of Information Integration with Current Enterprise

VISN 2 Knowledge Management Office Why? Right information, right person, right time.

VISN 2 Knowledge Management Office How? Approach to Implementation: Research and Conceptual Whitepaper Product Evaluation Hardware and Enterprise Requirements Training Planning Implementation

VISN 2 Knowledge Management Office When? Planning: Change in organizational infrastructure Change in Leadership Microsoft Enterprise or ? Competing Priorities

VISN 2 Knowledge Management Office How? Planning (97%): Analysis Benchmark Proposed Architecture Planning Templates Meet with Stakeholders Fine-tune Plan Training Coaching Ready, Set, Go!: Create Implement Maintain

VISN 2 Knowledge Management Office In Search of Excellence… Document Management Concepts

VISN 2 Knowledge Management Office NLBETMCARES PA Document Management Concepts

VISN 2 Knowledge Management Office Document Management Concepts Microsoft Sharepoint Portal Server Dashboard Website Portal Featuring: search functions document management features collaboration options Integration with enterprise office and windows Reusable customizable webparts

VISN 2 Knowledge Management Office Document Management Concepts Microsoft Sharepoint Portal Server Document Management Features: Browse categories Advanced search capabilities Subscribe to new or changing information Check documents in and out Review a document's version history (automatic version tracking) Approve documents for publication-serial and parallel approval routing Publish documents Role-based security

VISN 2 Knowledge Management Office Document Management Concepts Document Management Features Categories: Organize information by using categories. Allows users to browse through information by topic.

VISN 2 Knowledge Management Office Document Management Concepts Document Management Features Role-based Permissions: Coordinators-handle management tasks Authors-add and update files Readers-have read-only access to published documents

VISN 2 Knowledge Management Office Document Management Concepts Document Management Features Subscriptions: Users can subscribe to documents, files or folders and be notified of new or changed files, both in the portal and by . notifications contain a link to the new/changed file.

VISN 2 Knowledge Management Office Document Management Concepts Document Management Features Approval Processes:

VISN 2 Knowledge Management Office Key Strategies 8 key strategies to improve implementation of new KM technologies such as Document Management. Flavor of the Month

VISN 2 Knowledge Management Office Strategy #1 Start small and pilot. Key Strategies

VISN 2 Knowledge Management Office Strategy #2 Begin with a business need and use the tool to meet the need. Key Strategies

VISN 2 Knowledge Management Office Strategy #3 Find a champion. Key Strategies

VISN 2 Knowledge Management Office Strategy #4 Empower information flow by giving appropriate authorization to end users. Key Strategies Administrator Workspace and Folder Coordinators Publishing Authors Readers

VISN 2 Knowledge Management Office Strategy #5 Create business rules for the system and align with existing systems. Key Strategies

VISN 2 Knowledge Management Office Strategy #6 Fill the space to get users started (plant) and monitor the content currency (prune). Key Strategies

VISN 2 Knowledge Management Office Strategy #7 Support staff with Training and Resources to promote adoption. Key Strategies

VISN 2 Knowledge Management Office Strategy #8 Build it and They Will Come— but ONLY if it meets their needs, aligns well with daily work practices, and makes it easier to get the job done. Key Strategies

VISN 2 Knowledge Management Office Questions/Discussion Kim Nazi Network 2 Knowledge Management Officer (518) Visit the KMO website Key Strategies