Knowing What You Already Know 2011

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Knowing What You Already Know

Northern Ohio Chapter of The AmericanSociety for Information Science and TechnologyJanuary 31, 2011Kent Free Library

Knowing What You Already Know

A Case for the Adoption of a Knowledge Management Approach to Standardized Patient Case Creation, Management and Storage

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Simulation Educator

Northeastern Ohio Universities Colleges of Medicine & Pharmacy (NEOUCOM)

William G. Wasson MD Center for Clinical SkillsTraining, Assessment and Scholarship (Wasson Center)

Rootstown, Ohio

Howard M Gregory II BBA, MS

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Introduction

What is Knowledge Management?Knowledge TheoryDefinitionsPersonal Knowledge ManagementOrganizational Knowledge Management

Outline

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Knowledge Management In UseWasson CenterProject OutlineBackgroundStandardized Patient definitionStandardized Patient cases and useResearchSuggestions for ImprovementKM WorkgroupQuestionsOutline

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What is Knowledge Management?

Introduction

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DIKWHierarchy

Data raw facts

Information data in context

Knowledge information with experience the Hunch, Intuitive

Wisdom Knowledge with a Cultural, Moral and Philosophical context

DIKWHierarchy

DataInformation is data in contextInformation with context and experience is knowledge

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What is Knowledge?ExplicitBooks, Manuals, Training VideosThat which has been codified so it can be transferred easily

TacitIntuitionHunchIndividually known but not easily relayed to othersDifficult to codify and transfer

Michael Polanyi

There are two men acknowledged to be fathers of KM.Michael Polanyi explored the nature of knowledge and put forth that there are two types of Knowledge.8

We now accept the fact that learning is a lifelong process of keeping abreast of change. And the most pressing task is to teach people how to learn. Peter Drucker1909 - 2005

What is a Knowledge Worker?

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The process of transforming information and intellectual assets into enduring value.

University of Southern QueenslandKnowledge Management - Definitions

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Library ScienceHuman / Computer InteractionBusiness Process ManagementDatabase / Content ManagementTaxonomyCollaboration

Knowledge Management

International Statistical Classification of Diseases and Related Health Problems ICD 9CPT codes

Create, Capture, Share, Store, Apply,Knowledge

The discipline of enabling individuals, terms and entire organizations to collectively and systematically capture, store, create, share and apply knowledge, to better achieve their objectives. Rob Young

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1. An understanding of human behavior and psychology.

2. An understanding of how knowledge is transferred between people and under what conditions.To be successful at KM you need;

To be successful at KM you need:1. A good understanding of human behavior and psychology. Most of the problems I have dealt with in KM over the last five years have almost always in some way been related to human behavior or psychology.2. A good understanding of how knowledge and experience is transferred between people and under what conditions.3. A high degree of common sense to ensure practical application of techniques we know that work which allow for more rapid transfer of both knowledge and experience between people.4. To be computer literate enough to understand how IT technologies can be applied to enable rapid knowledge transfer, when and where appropriate, but not over awed by it. Too many people are overly fascinated by online social media technologies but fail to see the limitations, downsides and negative impact such technologies often have on human relations and communication.Regards;Bob DaltonMilitary Knowledge Transfer ConsultantCertified Knowledge Management Professional (KMPro)Certified Knowledge Manager (KMI)Certified Master Facilitator (US Army)Commercial (870) 365-7496 (Mon-Fri 0800-1700 U.S. Central Time Zone)Email:bob@rdalton.bizAuthor of the free eBook: Knowledge Transfer for the Military LeaderBook available for download at: http://rdalton.biz/

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3. A high degree of common sense to ensure practical application of techniques we know that work which allow for more rapid transfer of knowledge and experience between people.

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4. To be computer literate enough to understand how IT technologies can be applied to enable rapid knowledge transfer, when and where appropriate, but not over awed by it.

Bob DaltonMilitary Knowledge Transfer Consultant

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Personal Knowledge Management

How do you manage to keep track of all the data, information and knowledge you need?15

Personal ContactsNamePhone numberAddressNetworks and CommunitiesOther Information

What Do We Need To Know?

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Hardcopy

Address bookNewsletters / Membership DirectoriesPhotosFamily TreesDVDs and VHS tapes

How Do We Keep Track Of It?

Post-it-notesReturn addresses on envelopesAlbumsLoose in boxes

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Electronic Storage

PC/Laptop/NotebookCD/DVDJump drivesIn the Cloud

How Do We Keep Track Of It?

OutlookiPhoneMP4 MP4sG-MailGoogle CalendarFacebookAncestry.comNewsletters / Membership Directories online

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In Our Heads

How Do We Keep Track Of It?

So we have all these pools of information and we have to make sense of them, find what we need when we need it and use it to manage out relationships with friends (who will not talk to whom? Who should I not ask to the wine tasting? Who will not enjoy a night at the stake house?)

If this is what we as individual are facing what is it like for organizations.Now we need to take into account legal requirements for discovery, Staying comparative,19

If each of us has our own KM Strategy

How does that Effect Organizations?Organizations and Knowledge Management?

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Adoption of a Knowledge Management Approachto Standardized Patient Case Creation, Management and Storage

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Knowledge Management In UseWasson CenterProject OutlineBackgroundStandardized Patient definitionStandardized Patient cases and useResearchSuggestions for ImprovementRisksQuestionsOutline

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First I want to say this poster is regarding electronic documents only, Our paper document have a high level of control and compliance23

William G. Wasson MD Center for Clinical Skills Training, Assessment and ScholarshipWasson Center

The Wasson Center had recently experienced increasingly high demands on time and resources caused by internal program growth. These factors have resulted in their scheduled programming and workload doubling in the past year.

Subsequently they began looking for ways that would allow them to continue quickly creating and executing high quality Standardized Patient (SP) activities within these new constraints.

It was decided to explore the adoption of a Knowledge Management (KM) approach to SP Case creation, management and storage in the hope they could create a uniform structure that would make their documents more accessible while improving time management and reducing information loss caused by employee turnover.

A KM approach would allow them to standardize processes via the use of templates, case file naming convention, version control, document control, taxonomy and the creation of a records retention schedule which includes electronic documents.

Additionally the process was envisioned as creating a framework for future KM implementation.

This project outlines the initial document management assessment and the preliminary identification and implementation of a KM approach to the Center's core documents. 24

Who uses the Wasson Center

Students Physicians Pharmacists NP, APNContinuing EducationPhysiciansNP OthersPolice CIT

The Practice and Demonstration of;

Medical InterviewingPhysical Exam practicing clinical skillshead to toe physicals Diagnosis Health Management Plan

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Standardized Patients (SP)

People trained to portray a patient with a medical condition during an encounter with a health care provider

With over 200 active SP Case Scripts updated continually, tailored for diverse demographics, and versioned for different levels of learners, the Wasson Center looked at the benefits to be gained from the adoption of a Knowledge Management approach to document management. It was decided to survey SP Educators to see how they addressed the issues.26

80% of Documents are Never Retrieved

60% of Documents are Obsolete

50% of Documents are DuplicatesResearch on Electronic Document

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Digital Landfill

The ease of creating and updating documents with word processing software combined with inexpensive hard drive storage has created a situation in which a Digital Landfill of documents becomes an increasing risk.

http://www.businessweek.com/managing/content/mar2010/ca20100326_853735.htm28

Survey of SP Centers

Peach Have you ever had to recreate a document you could not find>

59% Wasson 45% All

Blue Have you ever had to open and compare several document in order to find the one you wanted?

95% Wasson 70% all29

Where Do You Store Your SP Cases?

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Currently haveLike to haveNaming that allows logical document sort/display in a windows environment73.7%89.5%-15.8%Ability to track versions47.4%73.7%-26.3%Ability to identify contents without opening15.8%68.4%-52.6%Content protected from accidental changes31.6%63.2%-31.6%Content protected from accidental deletion26.3%63.2%-36.9%Ability to not have to rethink how to name a new document each time26.3%73.7%-47.4%Ability to identify outdated and redundant documents easily21.1%84.2%-63.1%Naming standards which minimize misfiles/allow quick corrections to misfiled documents36.8%63.2%-26.4%None5.3%0.0%5.3%Not Applicable/ do not store documents electronically0.0%0.0%0.0%Other0.0%0.0%0.0%

Two questions What do you have? And What would you like to have as a part of your document management system?

Naming that allows logical document sort/display in a windows environment-15.8%Ability to track versions-26.3%Ability to identify contents without opening-52.6%Content protected from accidental changes-31.6%Content protected from accidental deletion-36.9%Ability to not have to rethink how to name a new document each time-47.4%Ability to identify outdated and redundant documents easily-63.1%Naming standards which minimize misfiles/allow quick corrections to misfiled documents-26.4%None5.3%Not Applicable/ do not store documents electronically0.0%Other0.0%

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KM creates a uniform structure that makes documents more accessible while improving time management and reducing information loss caused by employee retirement and turnover.

What does a KM approach to document management mean?

KM focuses on the way in which individuals & organizations create, learn, store and share knowledge. It is our hope that collaborative creation, learning, storage and sharing of knowledge will result in added value to our organization.

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KM is NOT, necessarily, a vendor created software solution.

What does a KM approach to document management mean?

While software tools may help the process, 34

KM Best Practices for Consideration

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Templates Standardized format

Quickly locate information

Quickly reproduce data and format requirements

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Case Naming Convention/Version Control

Quickly and easily determine needed version of specific SP case study files

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Document Control

Control who can create, modify and delete documents

Prevent orphaned documents

Protects documents from accidental deletion and change

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Taxonomy

Standardization with a controlled vocabulary

Documented use for section

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Records Retention Schedule

Deleting or Archiving outdated versions of SP Cases

Better access to the information you need when you need

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Creation of KM Workgroup

To better address concerns outlined in the Centers document management assessment a staff workgroup was created. Led by management, this group will research, explore and implement Knowledge Management inspired solutions to the Centers documents beginning with our SP Cases.

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Overcoming the "because we've always done it this way mentality

Changes in folder and storage structure

Change for the sake of change

Having no input into process

Staff concerns about changes included;

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A standardized naming convention

Finding a way to have one document for multiple case versions

The creation of templates to standardize document creation

The ability to archive outdated documents

Staff hopes for the changes included;

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Questions?

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BibliographyAsprey, L., & Middleton, M. (2003). Integrative Document & Content Management: Strategies for Exploiting Enterprise Knowledge. Hearsey: Igi Global.

Becerra-Fernandez, I. (2004). Knowledge Management: Challenges, Solutions, and Technologies. Upper Saddle River, New Jersey: Pearson/Prentice Hall.

Craine, K. (2000). Designing a Document Strategy. Grapevine, Texas: Mc2 Books.

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BibliographyDalton, B. [kmgov] Ending technobabble in Knowledge Management. Knowledge Management Working Group. kmgov@list.jpl.nasa.gov(23 Jan 2011).

Grayson, C. S., Jackson, C., Essaides, J., & O'Dell, N. (1998). If Only We Knew What We Know. New York, NY: Simon & Schuster.

Gregory, H. (poster) (2010, June 28). Knowing What You Already Know - A Case for the Adoption of a Knowledge Management Approach to Standardized Patient Case Creation, Management and Storage. ASPE 2010. Poster created for the Association of Standardized Patient Educators, Baltimore, Maryland.

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TEMPLATE DESIGN 2008

www.PosterPresentations.com

Knowing What You Already Know:A Case for the Adoption of a Knowledge Management Approach to Standardized Patient Case Creation, Management and Storage.

Introduction A Knowledge Management Adoption Staff Workgroup for Continued Improvement

References

Contact information

KM Best Practices for Consideration

Document Management Surveys

Howard M Gregory, MSKM; Lori Gourley Babbey, MBA & Jinny FedorchakWilliam G. Wasson, M.D. Center of the Northeastern Ohio Universities Colleges of Medicine and Pharmacy

Asprey, L., & Middleton, M. (2003). Integrative Document & Content Management: Strategies for Exploiting Enterprise Knowledge. Hearsey: Igi Global.

Craine, K. (2000). Designing a Document Strategy. Grapevine, Texas: Mc2 Books.

Grayson, C. S., Jackson, C., Essaides, J., & O'Dell, N. (1998). If Only We Knew What We Know. New York, NY: Simon & Schuster.

To better address concerns outlined in the Centers document

management assessment a staff workgroup was created. Led by

management, this group will research, explore and implement

Knowledge Management inspired solutions to the Centers documents

beginning with our SP Cases.

Staff concerns about changes included; Overcoming the "because we've always done it t...