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”)

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KM and Strategy

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KM and SharePoint

ECM

WCM

RM

BI

UGC

DM

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CASE STUDY FORMATDefense Centers of Excellence for Psychological Health and Traumatic Brain Injury (DCoE for PH/TBI)

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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

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User-Generated Content: KM and Boundaries…

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DoD: KM and Security… LOL

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Changing Regulatory Environment

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KM: It’s a Brave New World

BEST PRACTICES CONFERENCE SHAREPOINT

BEST PRACTICE 1: SCOPE

Define what KM means for the organization

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• 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)

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BEST PRACTICE 2: CRITICAL SUCCESS FACTORS FOR

COP IN HEALTHCARE5 Key Critical Success Factors

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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

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Overarching CSF

User adoption

Quick wins

Look and feel

Must facilitate formal and informal collaboration

Ease of use

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BEST PRACTICE 3: EVALUATE KM ECOSYSTEM

SharePoint Ecosystem and Composite Applications

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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

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Transforming Toolkit – SharePoint and Composite Solutions

http://www.buckleyplanet.com/2011/03/sharepoints-social-computing-scorecard.html

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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

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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

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WORST PRACTICEFailure to evaluate infrastructure

Fractured enterprise architecture

Fractured contracting environment

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Lessons Learned (2)

After Action Report

Enablers:• Staffing• Agile/Scrum Methodologies• SharePoint SDLC• Executive Support• Phased/Iterative Deployments• Flexibility/Adaptability

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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!

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