best practices in sharepoint for knowledge management
DESCRIPTION
Day Two Presentation at SharePoint Best Practices Conference in La Jolla, CA March 8, 2011.Great interactive session on looking at "big picture" of formal and informal knowledge capture and transfer and how to scope, architect and project manage realistic solution in complex and highly regulated environment.TRANSCRIPT
BEST PRACTICES CONFERENCE SHAREPOINT
Clarity. Direction. Confidence.
BEST PRACTICES IN KNOWLEDGE MANAGEMENT
SharePoint in DoD Joint Environments
Marie-Michelle Strah, PhD
BEST PRACTICES CONFERENCE SHAREPOINT
Clarity. Direction. Confidence.
WHO AM I?Marie-Michelle Strah, PhD
Twitter: @cyberslate
Email: michelle AT lifeincapslock DOT com
Work: mstrah AT broadpoint DOT net
Blog: http://lifeincapslock.com
Linkedin: www.linkedin.com/in/drstrah
SharePoint Solutions Architect and Practice Lead, BroadPoint Technologies www.broadpoint.net
Women in SharePoint DC
www.meetup.com/womeninspdc
Women in SharePoint
www.womeninsharepoint.org
BEST PRACTICES CONFERENCE SHAREPOINT
Clarity. Direction. Confidence.
Twitter: #bpc11
Live Blogging:http://
womeninsharepoint.org/SitePages/BPC11LiveBlog.aspx
BEST PRACTICES CONFERENCE SHAREPOINT
IntroductionOverview
Objectives• Clarity: What is Knowledge Management?• Direction: Operationalize effective policy and
governance• Confidence: Align organizational knowledge
needs and IT infrastructure to enable effective “knowledge management”
Case Study Format – Longitudinal Perspective
Best Practices (3)
Worst Practice
Tradeoff
BEST PRACTICES CONFERENCE SHAREPOINT
WHAT IS KNOWLEDGE MANAGEMENT?
And what does it mean for SharePoint?
BEST PRACTICES CONFERENCE SHAREPOINT
KM: Beyond the Buzzwords
BEST PRACTICES CONFERENCE SHAREPOINT
KM is not…
“Social Computing” …what is this anyway?
Collaboration …what is this anyway?
Feature-driven (i.e. Team Sites, MySites)
Platform-driven (it’s not a SharePoint “thing”)
BEST PRACTICES CONFERENCE SHAREPOINT
KM and Strategy
BEST PRACTICES CONFERENCE SHAREPOINT
KM and SharePoint
ECM
WCM
RM
BI
UGC
DM
BEST PRACTICES CONFERENCE SHAREPOINT
CASE STUDY FORMATDefense Centers of Excellence for Psychological Health and Traumatic Brain Injury (DCoE for PH/TBI)
BEST PRACTICES CONFERENCE SHAREPOINT
Defense Centers of Excellence for Psychological Health and Traumatic Brain Injury 2009-2010
• Pain Points• New organization with little to no
established processes (management)
• Clinical research• Joint services• Integration with existing civilian agencies
(including VA/NIH)
BEST PRACTICES CONFERENCE SHAREPOINT
• Processes• Command adoption (DCoE)• Robust knowledge management initative:
• TMA (Tricare Management Activity) records management
• Subject matter expertise• Champion: Chief of Staff
Defense Centers of Excellence for Psychological Health and Traumatic Brain Injury 2009-2010
BEST PRACTICES CONFERENCE SHAREPOINT
• CoP: Communities of Practice• Information Architecture and Site
Taxonomy• Social Network Analysis• Latent Semantic Analysis• Interprofessional Collaboration
• Taxonomies• Folksonomies• Behavioral Sciences
Define the Scope
BEST PRACTICES CONFERENCE SHAREPOINT
User-Generated Content: KM and Boundaries…
BEST PRACTICES CONFERENCE SHAREPOINT
DoD: KM and Security… LOL
BEST PRACTICES CONFERENCE SHAREPOINT
Changing Regulatory Environment
BEST PRACTICES CONFERENCE SHAREPOINT
KM: It’s a Brave New World
BEST PRACTICES CONFERENCE SHAREPOINT
BEST PRACTICE 1: SCOPE
Define what KM means for the organization
BEST PRACTICES CONFERENCE SHAREPOINT
• Factor 1: Gather - do a project inventory• Factor 2: Identify – projects that match a
strategic objective• Factor 3: Prioritize – score and categorize
your projects• Factor 4: Manage – actively manage the
portfolio
Portfolio Management and CoP
BEST PRACTICES CONFERENCE SHAREPOINT
Defense Centers of Excellence for Psychological Health and Traumatic Brain Injury 2009-2010
• Processes• Command adoption (DCoE)• Robust knowledge management initative:
• TMA (Tricare Management Activity) records management
• Subject matter expertise• Champion: Chief of Staff
BEST PRACTICES CONFERENCE SHAREPOINT
Solutions for Collaboration
Solution Timeline:
• Phase I – continuous - Branding – SharePoint 2007 portal
• Phase II – 3 months - Identification of KM team and strategic planning
• Phase III – 3 months - Identification of Power Users and training
• Phase IV – 3 months and ongoing – Content Migration and Integration with civilian agencies (SharePoint 2003 and 2007)
BEST PRACTICES CONFERENCE SHAREPOINT
BEST PRACTICE 2: CRITICAL SUCCESS FACTORS FOR
COP IN HEALTHCARE5 Key Critical Success Factors
BEST PRACTICES CONFERENCE SHAREPOINT
Solutions for Collaboration
Critical Success Factors for CoP in Healthcare:
• CSF1: Cohesion and Levels of Trust• CSF2: Technology
• CSF2.1: Performance• CSF2.2: Reliability• CSF2.3: Accessibility
• CSF3: Governance• CSF 3.1 Knowledge Management• CSF 3.2 Content Management Strategy
• CSF4: Leadership Support and Incentivization• CSF5: Credibility and Retention
Li, Grimshaw et al. June 2009
Roger January-March 2005
http://www.slideshare.net/cyberslate/tricky-fit-spsdc-may-2010-strah-slide-deck
BEST PRACTICES CONFERENCE SHAREPOINT
Overarching CSF
User adoption
Quick wins
Look and feel
Must facilitate formal and informal collaboration
Ease of use
BEST PRACTICES CONFERENCE SHAREPOINT
BEST PRACTICE 3: EVALUATE KM ECOSYSTEM
SharePoint Ecosystem and Composite Applications
BEST PRACTICES CONFERENCE SHAREPOINT
Solutions for Collaboration
SharePoint 2007 Quick Wins:
• TMA Records Management and Content Migration (“file share”)
• SharePoint 2003 Site Migration• Infrastructure: Server Farm (Army/TMA)• Document Management• Team Sites• Content Management and Publication• Announcements• Calendaring and events management
BEST PRACTICES CONFERENCE SHAREPOINT
Transforming Toolkit – SharePoint and Composite Solutions
http://www.buckleyplanet.com/2011/03/sharepoints-social-computing-scorecard.html
BEST PRACTICES CONFERENCE SHAREPOINT
Solutions for Collaboration
• Results:• 100% adoption within 3 months• Integration of 8 directorates and 6
component centers as a unified command within 6 months
• Groundbreaking at NICoE (National Intrepid Center of Excellence) 2010
BEST PRACTICES CONFERENCE SHAREPOINT
Lessons Learned
After Action Report
Challenges:• Staffing• IPT (Integrated Product Team)• Infrastructure and server farm
implementation• Data architecture• Authentication• Project Planning: Make or Buy and
Business Case Analysis
BEST PRACTICES CONFERENCE SHAREPOINT
WORST PRACTICEFailure to evaluate infrastructure
Fractured enterprise architecture
Fractured contracting environment
BEST PRACTICES CONFERENCE SHAREPOINT
Lessons Learned (2)
After Action Report
Enablers:• Staffing• Agile/Scrum Methodologies• SharePoint SDLC• Executive Support• Phased/Iterative Deployments• Flexibility/Adaptability
BEST PRACTICES CONFERENCE SHAREPOINT
TRADEOFFQuick Wins
The “good enough” solution
The “good enough” solution for “right now”
BEST PRACTICES CONFERENCE SHAREPOINT
SUMMARY
BP1: Scope
BP2: Follow critical success factors for knowledge management in healthcare
BP3: Effectively evaluate knowledge management ecosystem
Worst Practice: Failure to plan or adequately assess infrastructure to support knowledge management
Tradeoff: Limited scope for “good enough”
BEST PRACTICES CONFERENCE SHAREPOINT
Clarity. Direction. Confidence.
MARIE-MICHELLE STRAH, PHDTWITTER: @CYBERSLATE
EMAIL: MICHELLE AT LIFEINCAPSLOCK DOT COMWORK: MSTRAH AT BROADPOINT DOT NET
BLOG: HTTP://LIFEINCAPSLOCK.COMLINKEDIN: WWW.LINKEDIN.COM/IN/DRSTRAH
Contact Information and Follow Up
See also: Live Blogging:
http://womeninsharepoint.org/SitePages/BPC11LiveBlog.aspx
BEST PRACTICES CONFERENCE SHAREPOINT
Clarity. Direction. Confidence.
THANK YOU!
Please be sure to fill out your session evaluation!