Northern Ohio Chapter of The American 

Society for Information Science and Technology

January 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

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

Introduction

◦What is Knowledge Management? Knowledge Theory Definitions Personal Knowledge Management Organizational Knowledge Management

Outline

Knowledge Management In Use◦ Wasson Center◦ Project Outline

Background Standardized Patient definition Standardized Patient cases and use

Research Suggestions for Improvement

◦KM Workgroup◦Questions

Outline

What is Knowledge Management?

Introduction

Knowledge

Information

Data

DIKW Hierarchy

What is Knowledge? Explicit

◦ Books, Manuals, Training Videos◦ That which has been codified so it can be transferred

easily

Tacit◦ Intuition◦ Hunch◦ Individually known but not easily relayed to others◦ Difficult to codify and transfer

Michael Polanyi

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?

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

University of Southern Queensland

Knowledge Management - Definitions

Library Science Human / Computer Interaction Business Process Management Database / Content Management Taxonomy Collaboration

Knowledge Management

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;

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.

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

Personal Knowledge Management

Personal Contacts Name Phone number Address Networks and Communities Other Information

What Do We Need To Know?

Hardcopy Address book Newsletters / Membership Directories Photos Family Trees DVDs and VHS tapes

How Do We Keep Track Of It?

Electronic Storage PC/Laptop/Notebook CD/DVD Jump drives In the Cloud

How Do We Keep Track Of It?

In Our Heads…

How Do We Keep Track Of It?

If each of us has our own KM Strategy…

How does that Effect Organizations?

Organizations and Knowledge Management?

Adoption of a Knowledge Management Approach

to Standardized Patient Case Creation, Management and Storage

Knowledge Management In Use◦ Wasson Center◦ Project Outline

Background Standardized Patient definition Standardized Patient cases and use

Research Suggestions for Improvement Risks

Questions

Outline

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

Wasson Center

Who uses the Wasson Center Students

◦ Physicians ◦ Pharmacists ◦ NP, APN

Continuing Education◦ Physicians◦ NP

Others

◦ Police CIT

Standardized Patients (SP)

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

80% of Documents are Never Retrieved

60% of Documents are Obsolete

50% of Documents are Duplicates

Research on Electronic Document

Digital Landfill

Survey of SP Centers

Wasson Staff

All SP Educators

0.0% 20.0% 40.0% 60.0% 80.0% 100.0%

When thinking about electronic documents

Have you ever had to recreate a document you could not findHave you ever had to compare several versions of a document in order to find the one you wanted?

Where Do You Store Your SP Cases?

Paper

My Computer

Network - private space

Network - department

Network - invited users

Network - open to organization

Portable - CD or Jump Drive

On WWW - in the cloud

0.0% 20.0% 40.0% 60.0% 80.0%

  Currently have Like to have

Naming that allows logical document sort/display in a windows environment 73.7% 89.5% -15.8%

Ability to track versions 47.4% 73.7% -26.3%Ability to identify contents without opening 15.8% 68.4% -52.6%Content protected from accidental changes 31.6% 63.2% -31.6%Content protected from accidental deletion 26.3% 63.2% -36.9%Ability to not have to rethink how to name a new document each time 26.3% 73.7% -47.4%Ability to identify outdated and redundant documents easily 21.1% 84.2% -63.1%Naming standards which minimize misfiles/allow quick corrections to misfiled documents

36.8% 63.2% -26.4%

None 5.3% 0.0% 5.3%Not Applicable/ do not store documents electronically 0.0% 0.0% 0.0%

Other 0.0% 0.0% 0.0%

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 is NOT, necessarily, a vendor created software solution.

What does a KM approach to document management mean?

KM Best Practices for Consideration

Templates ◦Standardized

format

◦Quickly locate information

◦Quickly reproduce data and format requirements

Case Naming Convention/Version Control

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

Document Control ◦Control who can

create, modify and delete documents

◦Prevent orphaned documents

◦Protects documents from accidental deletion and change

Taxonomy

◦Standardization with a controlled vocabulary

◦Documented “use for” section

Records Retention Schedule

◦ Deleting or Archiving outdated versions of SP Cases

◦ Better access to the information you need when you need

Creation of KM Workgroup

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;

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;

Questions?

Bibliography Asprey, 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.

Bibliography Dalton, 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.