Making Confluence an Enterprise Standard for Knowledge Management - Atlassian Summit 2010
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Transcript of Making Confluence an Enterprise Standard for Knowledge Management - Atlassian Summit 2010
…the journey making Confluence an Enterprise Standard for Knowledge Management…
Frankfurt 2010, 04, 20
Deutsche Bahn AG
DB Training
Michael Mielke
Atlassian Summit 2010
Deutsche Bahn carries more than 4.7 million passengers per day on around 30,000 trains
Source: Facts and Figures, Deutsche Bahn (2004)
Passenger Transport
0.3 million 1,300
16,000 € 2.9billion
Passengers/day Trains/day No. on payroll Revenues
3.1 million 24,200 29,000
€ 6.4billion
Passengers/day Trains/day No. on payroll Revenues
1.3 million 3,500
12,600 €1.7billion
Passengers/day Trains/day No. on payroll Revenues
254 million 1.5 million
6,700 € 0.1billion
Tickets/year Data records/day No. on payroll Revenues
Long-Distance Transport
Regional Transport Urban Transit DB Vertrieb
(Sales)
Revenues No. on payroll Stations/stopping points Locomotives Railcars/carriages Busses
€11 billion 64,000
5,700 2,200
21,100 4,100
…implementing an Enterprise Standard is a long journey…
We started 2006…today we are running 4 Full Confluence Licenses and support more than 15000 Users and 200 Spaces…we still are growing…
4 DB Training | GE Beratung (TQM-Team), 6/14/10 4
Aim of project „Marvin“
Focus is the improvement of Knowledge within TQM-Team
Specific aims:
1. More transparency & re-use of existing knowledge
Templates for everdy-day work Useable presentations for short-time meetings
2. Optimal cast & usage of experience
„Whom can is ask needing information X?“ „Who has contact to customer Y?“
3. Improving the availability for our customers
Preparation of offers by Knowledge-Management
4. Improved sheduling by an active developement of topics
Active creation of new topics Overview on topics developement-level
5 DB Training | GE Beratung (TQM-Team), 6/14/10 5
People, Playgrounds, Prospects, Projects
People Who are we? What are our talents? What is faszinating us?
Playground Creation of topics Creation of new consulting-products
Prospects Customers & contact to customers Knowledge on customers problems and current issues
Projects Information on Projects: Who was involved? What experiences have been made in an project?
6 DB Training | GE Beratung (TQM-Team), 6/14/10 6
I look for...
I come from...
People Play- grounds
Prospects Projects
People Phonebook, Employee-Profile, Org Chart
This Employees is working on which topics?
This employee has made experiences whit which customers?
The employee worked in which projects ?
Playgrounds Who is dealing with a specific problem?
Overview on topics, Framework Navigator, Product-Navigator
Among which customers this topic is a current issue?
Which projects to a specific issue have been accomplished?
Prospects Who are the contact persons? Who knows this customer?
From the perspective of this customer, what are the current issues?
Customer database, Org Charts of customers, Customer-management, Pipeline
What are the customers projects we worked on?
Projects Who was involved in this project?
What are the topics handled in this project?
references, contact persons to a project, customers feedback
Project database, project-controlling, project-portfolio-management
4P: Find the connections between thefour dimensions
+ Contexts, Standards, Templates
7 DB Training, GE Beratung, Michael Mielke, 6/14/10
Implementing Wiki unifies various companies and customers information requirements…
concern business customer
Usability Age structure Information exchange Interface problems easy to
solve Low costs Kind-of-industrial-standard Law-concept CI capable BP / experience exchange
easy ITK-integration Easy use No high education afford Services and Support easy to
purchase
Easy information exchange Intuitive usability No complex User-Training
necessary Teamwork on content possible Easy publishing of content No extra hardware and
licenses necessary
Companies perspective
Reduction in costs in management Compatible to given Components Migration Reduction in number and open Interfaces Given Licenses and potential users
A D V A N T A G E S
8 DB Training, GE Beratung, Michael Mielke, 6/14/10
Advantages to implement Wiki from an enterprise perspective
Usability Consideration of the demographical development Cross organizational and cross functional approach Safety Topics Exchange of content is easy Cost Efficiency Many worldwide companies use Confluence and it is kind-of-industrial-
standard Available User Management Exchange of Experience Fits easy in existing ICT Networks User Friendly, useable without high training effort
Teamwork on a single content is possible
Easy to publish content
…
9 DB Training, GE Beratung, Michael Mielke, 6/14/10
We compared various available systems due to our requirements before we decided to use Confluence…
…we tried a few before we made our decision…
There are several providers on the marked solving different problems in individual ways
To make the best choice we defined our requirements before we tried some systems
Two independent surveys came to the same result.
10 DB Training, GE Beratung, Michael Mielke, 6/14/10
Comparison Table
Confluence MediaWiki TWiki XWiki
Version 2.7 1.11.1 TWiki 4.2.0 1.3
Licens commercial GPL GPL LGPL
language Java PHP Perl Java
storage Database Database File, RCS Database
Usergroup Enterprise Finaluser Small to middle class companies
Work-groups, developer
MySQL yes yes no yes
Oracle yes optional no yes
Accountmanagement yes no yes yes
E-Mail news yes optional yes yes
Comments Threaded Discussion Threaded Threaded
Syntax Highlighting yes Plugin Plugin yes
Quoting yes no yes yes
Scripting Macros, Plugins, JavaScript and more
Optional JavaScript, TWiki Vars, powerful API
Velocity & groovy & very powerful API
PDF Export yes optional Plugin yes
(Quelle: Auszug aus der Präsentation „Wiki-Produktvergleich“, DB Systel, 08.07.2009 von Diana Paulußen)
11 DB Training, GE Beratung, Michael Mielke, 6/14/10
Main Enterprise Users and ICT Requirements
keys:
Confluence MediaWiki TWiki XWiki
Usability
Interface management ITK-Integration
Cutting costs
Support & Service
Used in Industries
Handles all requirements
Handles some requirements
Handles few requirements
12 DB Training, GE Beratung, Michael Mielke, 6/14/10
Confluence has become an so called Industry Standard
Quelle: http://www.atlassian.com/software/confluence/casestudies/
Many internationally working companies are focusing on knowledge management today…
Companies who tried to develop their own wiki-like software systems have failed and lost a lot of money… Examples
Big Blue invested a lot within two years trying to develop their own system…they finally have implemented Confluence.
Sun Microsystems made Confluence Wiki a core system of their Community Equity Strategy.
13 DB Training, GE Beratung, Michael Mielke, 6/14/10
Interface Management to other related ICT Services
BKU: Group-Folder Management and MS-Office Integration
Lotus
Mail Databases Sametime
Audio / Video
Bahn TV Podcast Documenta-
tionen
Document- Management
ECM (CoreMedia)
Lifelink / Share Point / Alfresco
Newsletter DB Welt Update
Wiki Spaces / knowledge management Discussion Teamwork on single content
WebDav
14 DB Training, GE Beratung, Michael Mielke, 6/14/10
…a lot of our organizational units are very satisfied with our Wiki and the Knowledge Management Approach…
…a few of our main clients…
DB Mobility Logistics AG
Deutsche Bahn AG
DB Netz AG
DB Fernverkehr AG
DB Regio AG
DB Vertrieb GmbH
DB ProjektBau GmbH
DB Energie GmbH
DB Station & Service AG
Wiki established a great knowledge and communication platform for our teams…
We could significantly increase networking with clients and colleagues, thank you Marvin…
Now we can provide fast and simple information for our clients and we get their feedback fast was well…
Thanks to Marvin, we network a lot more…please push blogging and chat as well…
Please keep moving this great approach…you are forcing our managers to play an active and visible role here…
Thank you Marvin to bringing fun back to work…it is a lot easier to find useful information now…
Collaborating is actually fun, I never thought that's possible working together virtually…
Quelle: TQM-Survey „Interview Results Wiki-System-Usage“, Schulte / Becker, Frankfurt am Main, 27.09.2009
Customer Voices
15 DB Training, GE Beratung, Michael Mielke, 6/14/10
…our Knowledge Management Approach…
communication Kick-off meeting Newsletter min. 1 per month Project-
homepage Best Practise
Day (3 per year)
Podcast and Storytelling
media- workshop
(min 1 per month) Floorwalking support in the office
knowledge mapping Structures-workshop basic structures extension of structures
support of operative processes
analog access
basic systems
group- folders
infrastructure / platform digital access Global Space
Wiki
local Space 1
local Space 2
local Space 3
using the systems
integration Plug-ins
motivation concept of- motivation
open access, less rules
competition awards
actions like Treasure-hunt
laudation & appreciation
agreement on objectives
communities of practice identification of
experts rules & benefits Integration of: Management of improvements & innovations
Circles of innovation report on topics rules
scheduling & communication
KVP, proposals wanted analysis of systems concept of implementation
depl
oym
ent o
f
plat
form
s
rooms & moderators
competition
integration in overall concept A
war
d &
com
mun
icat
ion
integration Plug-ins
16 DB Training, GE Beratung, Michael Mielke, 6/14/10 16 DB Training | GE Beratung (TQM-Team), 6/14/10
Control loop for a successful Knowledge-Platform
Structuring systems Defining access
initiating, sponsoring, defining tasks analysis of systems
Gathering & structuring the collection of knowledge, Qualification
Continuous endorsement of content Optmizing systems
Monitoring and evaluating processes and contents
Integrating other platforms & systems
Creating & maintaining commitment
Distributing & connecting knowledge
Implementation circle
Concept of motivation
Concept of architecture
Concept of communication
Concept of integration
17 DB Training, GE Beratung, Michael Mielke, 6/14/10
The single most overlooked aspect of changing the way people think and act is „WII FM?“
Lessons Learned:
WII FM: What‘s In It For Me? – As long as you cannot answer that question convincingly for everyone affected by the change
you want to put in place, don‘t expect results. – Make sure you understand the formal an informal measurement systems
Communicate – Design a clear message and vision for the change – Inform people early, inform them often
Feedback, Feedback, Feedback – Dialogues, focus groups, feedback loops – People support what they help to create
18 DB Training | GE Beratung (TQM-Team), 6/14/10
Project „Marvin“ – factors for success
strategic top-down-approach
sponsoring by the management
aim of project was clearly defined
Active project-team
own roadmap including guidelines/ milestones, but a also hight flexibility
external consulting / project-support
reconditioning of projects hypothesis + visionary work oriented on solution and resources (Future-History-Process, metaphor)
4P-Approach
elaborated Change-Management-Approach
creation of a learning wiki system (principle of self-organization)
long-run change-approach
…what leads us to success…
19 DB Training, GE Beratung, Michael Mielke, 6/14/10
With SketchUp designed 3D Model of the CIL
Next Level using Confluence for Corporate Innovation Lab
Meeting Room
Workshop- Area
Workshop- Area
The Pensive Innovation Area
20 DB Training, GE Beratung, Michael Mielke, 6/14/10
Different Areas for certain functionalities… The Information / Innovation Area
The Information / Innovation Area …come together with some “crazy”, “weird”, creative
people who can imagine….
Setup our screens with all useful information you have due to a certain problem you want to solve…
Visualize your current services associative with some good pictures and do the same with your customers…
…when you look at all the information you are typically moving in your head while thinking about a solution for a certain problem, you will get that great idea faster, if you do that together with some people mentioned above the results will even come faster and more innovative.
…most of the information needed is available in our wiki…
21 DB Training, GE Beratung, Michael Mielke, 6/14/10
The Pensive Teamwork and Innovation is fast and highly dynamic. Sometimes you might need a quit place to think about the new idea on your own. The Pensive is a quit room to think, a place to escape from the rush of the other areas. Get in if you need, but come back as well…
Different Areas for certain functionalities… The Pensive, your room to think…
22 DB Training, GE Beratung, Michael Mielke, 6/14/10
The Meeting Room This Room is dedicated to decision! You have worked out some ideas in the other areas and now you want to go ahead. Develop your concept, project plans or roadmap, assign resources and finally specify your decision.
This room is fully equipped with all infrastructure you need, no excuses…
Different Areas for certain functionalities… The Meeting Room and Decision Area
Proof on Concept
June 24-25th we are proof this concept running 5 different CIL parallel in one of our training facilities.
This approach combines “classic” infrastructure with knowledge and information management based on confluence 3.X
…getting further…
www.brainwars.org
…2011 will be back here as a sponsor…
Thank you for your interest!!!
Questions?