ARMY KNOWLEDGE SEARCH IN SHAREPOINT

Major Gregg Jolley and Mrs Lorna HooperARMY KNOWLEDGE MANAGEMENT GROUP

2011

AKMG MISSION

The Army Knowledge Management Group’s (AKMG) mission is to make the Australian Army’s “Formal Knowledge”

sources visible, accessible and available to the Australian Defence Organisation (ADO), to our Allies and Industry

Partners in the wider environment.

What’s the Problem?

Information OverloadRetention of Corporate Knowledge

Management of Corporate InformationUncontrolled Information

Inability to Find DocumentsDisparate Information, Users, Needs

Requirement for Systematic ApproachIntegrate/amalgamate Lessons/Doctrine/Output

Formats (ALPC)

Poor Knowledge/Content ManagementCollaborationEfficienciesAligning with AKD purpose with SPNo “Lingua Franca” write once/output many format

Integration of Repository:AKMG = Integrate/amalgamate Lessons/Doctrine/Output Formats (ALPC)

Disparate Information, Users, Needs

Inadequate Search /Inability to Find Documents

/ Poor Knowledge/Content ManagementPoor Knowledge/Content Management

Management of Corporate InformationCommon Purpose – Taxonomy/Metadata

Retention of Corporate Knowledge/Requirement for Systematic Approach

SOLUTIONPROBLEM

SHAREPOINT & THE AKD KNOWLEDGE MANAGEMENT

Integrating the Knowledge Management Structure of

Sharepoint with the Knowledge Management Process of Army

Knowledge Management Group

Key Challenges

? Establish and enforce metadata standards

? Focusing and enabling the search? Focusing the leadership? Knowledge Integration

METADATA ENVIRONMENT

Optional – Tailored Repository Level

Mandatory - Army Knowledge Domain Inclusion Requirement

Mandatory - Essential 6 Elements AGLS Compliance

Recordkeeping Metadata Standard &Guidelines

? Structured information

? Context, content and structure of recordsand their management through time

? Structured or semi-structured information

? Identify, authenticate and contextualiserecords; and the people, processes andsystems that create, manage, maintainand use them.

? The use of structured and consistentmetadata will assist the department inmeeting legislative requirements andbusiness needs by:? ensuring that adequate contextual information? about transactions is recorded and linked to the? relevant records? discovery and retrieval of records? access to records? the timely transfer of inactive records? ensuring vital records and records of continuing

value are retained when new systems areimplemented

? data migration and other preservation needs? auditing processes and? local workflow.

METADATA SCHEMA

1ST LEVEL

The 6 Mandatory elements (the primary elements required by Australian Government Locator Service (AGLS)

2ND LEVEL

The AKD Mandatory Metadata Schema elements

3RD LEVEL

The tailored Metadata Schema elements of the original repository

1st Level 1. URL/Unique Data Item Identifier.

2. Title/Name

3. Author/Creator

4. Date of Creation

5. Date/Author of last Amendment

6. Data Owner

7. Data Format

8. Data Origin/Repository

METADATA SCHEMA

METADATA SCHEMA

2nd Level 1. Classification

2. Authority Rating/Land Warfare Doctrine/PAR/Observation/TBT product

3. Safety Rating

4. Date of Publication/Sponsor Clearance Signature Date (LWD/PAR/TBT)

5. Date of Posting (LWD/PAR/TBT)

6. Life Span of Asset

7. Format of Asset (availability in PDF, XML, HTML, E-Book, Print, DVD

8. Glossary Terms /Keywords

9. Abstract

10. Sponsor

11. SME/PM

METADATA SCHEMA

3rd Level The tailored Metadata Schema elements of the original repository

AUTHORITY CONTROL TOOL

Authority Taxonomy & Additional Sources of information

CLASSIFICATION & META TAGGING: Internal Governance

CLASSIFICATION & META TAGGING: External Governance

Original AGLS elementsCreator*Title*Date*Subject or function*Identifier or availability*PublisherAudienceContributorCoverageDescriptionFormatLanguageMandateRelationRightsSourceType* = mandatory

CLASSIFICATION & META TAGGING: FRAMEWORK

SEARCH OPTIMISATION ENVIRONMENT

Folksonomy/Tag Cloud

Army Knowledge Domain Authority Control Tool

Australian Defence Force Glossary

AKMG/SHAREPOINT INFORMATION ORGANISATION

Army Knowledge Domain

SHARE POINT

SHARE POINT

Share Point & the AKD are LINKED

Integrating the Knowledge Management Structure of Sharepoint with the Knowledge Management Process of Army Knowledge Management Group

The Army Knowledge Domain (AKD) as the collective “Shop Front” for the Australian Defence Forces “Land Formal Knowledge Sources” is an enduring functionality. The content of the AKD is a “Capability Brick”.

? Land Warfare Doctrine, ? Observations, Insights & Lessons & ? Multi Media Training Products

The AKMG underpins the training and employment of the members of the ADF.

Share Point is a Portal and Collaborative Workspace application and a solution.

Applications and solutions will always change.

Information Overload is not the problem. Inability to make sense/lack of structure & coherence of the Overload needs resolution.

The Army Knowledge Management Group (AKMG) has a legislative requirement to make the Army’s Formal Knowledge Sources visible. AKMG must ensure that the Authority that an Instructor shares in passing their knowledge to their students is current, accessible, available in their required format. To guarantee this outcome, the AKMG employs structured Knowledge Management strategies to ensure that knowledge seekers are not overwhelmed and misled by the wealth of electronic information available on the Defence Restricted Network (DRN) and the World Wide Web (WWW).

Share Point provides a WIKI and Web 2.0 collaborative engagement tools. The purpose and consequence of these features is that content is created. Share Point does not appear to provide automated structured content creation. This is not necessary in a “Blogosphere”environment since not all content is valid and enduring. Knowledge that gains currency, robustness and credibility in the blogosphere will endure to become an Authoritative formal source of knowledge after it has been analysed and validated via the SME and CAL process. Throughout the journey, the piece of knowledge needs to be tracked.

The AKD provides the underpinning business rules taxonomy, pillars that can control and moderate the volume of information and extract and maximise the value, ensuring that knowledge is not lost

. Share Point & the AKD are MUTUALLY BENEFICIAL

AKMG’s Hierarchy of Published Knowledge Authority

Share Point & the AKD together can facilitate the rapid integration of lessons learned into formal knowledge

Share Point & the AKD together can create a Knowledge Sharing Organisation

10 REASONS WHY AKD & SP ARE INTERDEPENDANT

? Retention of Corporate Knowledge? Management of Corporate

Information? Uncontrolled Information? Inability to Find Documents? Disparate Information, Users, Needs? Requirement for Systematic Approach? ALPC = Integrate/amalgamate

Lessons/Doctrine/Output Formats (ALPC)

Questions

Questions

? …or advice!