Intr

anet

Port

als

for

Univ

ers

itie

s Intranet Portals for Universities –

Application Integration and Effective Communication

Dr. Norbert JesseUniversity of Dortmund

norbert.jesse@udo.edu

Intr

anet

Port

als

for

Univ

ers

itie

s

AgendaAgenda

Portals…

…Motivation and Objectives

…Mode of Operation

… Integration

… Distribution

… Workflow

… Communication

… Realisation

Intr

anet

Port

als

for

Univ

ers

itie

s

What is a Portal?What is a Portal?

Brings together content from diverse distributed resources

Using technologies such as cross-searching, harvesting, and alerting

Collate this into an amalgamated form for presentation

Usually via web browser For users: possibly personalized, single point

of access

Intr

anet

Port

als

for

Univ

ers

itie

s

Definition (Source: SAP AG)Definition (Source: SAP AG)

An enterprise portal makes information, services and applications company-wide available - also merging heterogeneous system.

The objective is to optimise company-wide co-operation and to improve the ability to make excellent and efficiency decisions.

Furthermore, the portal shall bring all the available information and tools to an individual under one user interface according to his special needs.

Intr

anet

Port

als

for

Univ

ers

itie

s

A Company‘s PerspectiveA Company‘s Perspective

Intr

anet

Port

als

for

Univ

ers

itie

s

University of Dortmund: University of Dortmund: StructureStructure

Intr

anet

Port

als

for

Univ

ers

itie

s

- Universities are complex institutions with (at

least) 3 action levels: Administration, Faculty, Institute/Chair- Teaching, Research, Administration- Our Customers = Students- Staff = in some ways autonomous- Complex Workflows

The ProblemThe Problem

Intr

anet

Port

als

for

Univ

ers

itie

s

ObjectivesObjectives

Strategic Objectives- to deliver the relevant, integrated data for

the decision making process (Cockpit, Dashboard, MIS)

- to tighten and optimise workflows and communication

- to optimise the work from the perspective of the user: simple and easy-to-use user-interface

- to collect the available knowledge systematically; store and retrieve easily

Save money and time

Intr

anet

Port

als

for

Univ

ers

itie

s

ObjectivesObjectives

Technical Objectives- Integration of Content-, Document- and

Knowledge Management- Groupware-Functions (Calendar, Task list, …)- Integration of Applications- Web-adaptation of propriety systems- Systematic and local document management

(„Excel: list of absence“, „Access: IT-administration“, „HTML: FAQs“ etc.)

- Home of future applications, esp. „smaller“ systems

Intr

anet

Port

als

for

Univ

ers

itie

s

Decision: to make all the central business processes completely accessible via the web- end-to-end online support for all academic processes for students, faculty and central staff- production of comprehensive catalogue of all courses which can be searched according to various criteria- realisation of a database of completed and current research projects (tool for knowledge exchange)- electronically supported processes for submission of research requests and their internal processing

ETH Zurich: A VisionETH Zurich: A Vision

Intr

anet

Port

als

for

Univ

ers

itie

s

Knowledge Storage-Platform

House of Knowledge

PORSCHE: House of Knowledge

Knowledge Management at Porsche Engineering

Spe

cific

pur

pose

kn

owle

dge

foru

m

Pro

ject

dat

abas

e

Lite

ratu

re

data

base

Sem

inar

an

d co

nfer

ence

da

taba

se

CA

D D

raw

ings

ar

chiv

es

IT-Platform Search Engine

■ Holistic Approach to Knowledge Management:

Men and Women – Organization – Technology

Culture of Enterprise and Management

Integration and Communications Visions and

StrategiesCorporate

ConsciousnessRoles and

Coordination

Non-monetary indices

■ Technology

■ Organization

■ Men and Women

Yel

low

Pag

es

Intr

anet

Port

als

for

Univ

ers

itie

s

- Mode of Operation -

Intr

anet

Port

als

for

Univ

ers

itie

s

„„History“ of PortalsHistory“ of Portals

1.Generation: another form of glittering „booklet“ made by a creative agency; regular „re-launch" with new content.

2.Generation: update of content with help of a CMS; structured data (title, teaser, picture, text, validity period etc.)

3.Generation: integration of business transactions, workflows, data from other vendors' systems; a central cockpit of the company

1.

2.

3.

Intr

anet

Port

als

for

Univ

ers

itie

s

„„History“ of PortalsHistory“ of Portals

„Problem" of the 1. Generation: update of the data; changes often depending on the support of the agency.

„Problem" of the 2. Generation: re-engineering of the workflow; new workflows must be programmed.

3. Generation: aiming at the greatest possible independence regarding both changes of data and workflows.

Intr

anet

Port

als

for

Univ

ers

itie

s

3rd Generation Portals3rd Generation Portals

Publication (1st Generation)Applications & workflows (workflow engines) User, rights management & personalisation

Data management, version control etc.Integration

Intr

anet

Port

als

for

Univ

ers

itie

s

Differences: Intranets vs. the Internet

Intranets Internet

Proprietary information Public information

Aimed at employees Aimed at outsiders

Collaborative communications Financial transactions

Process oriented Sales and marketing oriented

Transforms organizations Transforms customer/sales cycle

Emphasis on work groups, teams and intradepartmental flow

Emphasis on single point of contact with the orgasnisation and user profiling

Creates a learning organization Creates brand awareness

Needs to be highly decentralized Needs to be highly centralized

Intr

anet

Port

als

for

Univ

ers

itie

s

Mode of OperationMode of Operation

Integration of Data - integration of relevant data sources and

consolidation of the data Distribution of Data - distribution of the data to all relevant

individuals at the right time Workflows - processing of the data under clearly defined

condition by responsible individuals Communication - communicate and document whenever

necessary

Intr

anet

Port

als

for

Univ

ers

itie

s

Data IntegrationData Integration

ERP(SAP, Navision, ...)

Communication(EMail, Fax, Letter, ...)

MS Office(Excel, Access, ...)

Dedicated SW(Office Space Mgmt.,

Enrollment, ...)

Services(Library,

Media Centre, ...)

Intr

anet

Port

als

for

Univ

ers

itie

s

Data IntegrationData Integration

ERP(SAP, Navision, ...)

Kommunikation(EMail, Fax,

Brief, ...)

MS Office(Excel, Access, ...)

Special Software(Office Space Mgmt.,

Enrolment, ...)

Services(Library,

Media Centre, ...) UniversityPortal

Intr

anet

Port

als

for

Univ

ers

itie

s

Data IntegrationData Integration

Structured Data- Usually stored in a database, e.g. Oracle,

SQL Server, DB2, MySQL, PostgreSql, …- Data are structured in arrays with special

relationship to one another (student, employee, main contact person, offer etc.)

- Complex searching possible, e. g. „all students from PO-area xyz with semesters > 9 in 2004, without examination abc“

- Systems like ERP / Accounting Systems, Address Databases, CRM, employee‘s data, Procurement Database etc.

Intr

anet

Port

als

for

Univ

ers

itie

s

Data IntegrationData Integration

Un- and Semi-Structured Data- Usually stored in a File, e. g. Word-Document,

PDF, Chart, Image etc.- If necessary, enriched with structured data (e.

g. metadata, students and / or project classification)

- full-text retrieval functionality necessary- File system, Document Management (DMS),

Content Management System (CMS)

Intr

anet

Port

als

for

Univ

ers

itie

s

Mode of OperationMode of Operation

Integration of Data - integration of relevant data sources and

consolidation of the data Distribution of Data - distribution of the data to all relevant

individuals at the right time Workflows - processing of the data under clearly defined

condition by responsible individuals Communication - communicate and document whenever

necessary

Intr

anet

Port

als

for

Univ

ers

itie

s

Data DistributionData Distribution

UniversityPortal

Intranet

Extranet Internet

• Employees• Students• Examinations• Co-operating Inst.

• Supply Management• Ministry of Edu. Etc.

• Research • Press / Media• …

Intr

anet

Port

als

for

Univ

ers

itie

s

Data DistributionData Distribution

Portals are based on Web-Technologies, i.e.- Access via Web-Browser; no special software

required- Internet connectivity (WLAN, UMTS) sufficient- All further restrictions are essential part of the

rights management - Objective: access via one system and

segmentation with respect to Internet, Extranet, Intranet (etc.) by rights management

Intr

anet

Port

als

for

Univ

ers

itie

s

Mode of OperationMode of Operation

Integration of Data - integration of relevant data sources and

consolidation of the data Distribution of Data - distribution of the data to all relevant

individuals at the right time Workflows - processing of the data under clearly defined

condition by responsible individuals Communication - communicate and document whenever

necessary

Intr

anet

Port

als

for

Univ

ers

itie

s

Workflow: Oral ExaminationWorkflow: Oral Examination

Outmoded workflow- Student asks examiner for exam. date- Student goes to exam. office to ask for reg. form- Student goes to examiner – examiner signs the form- Student brings form to exam. office- Exam. office mails exam. questionnaire to examiner- After exam.: examiner sends questionnaire to

exam. office

Intr

anet

Port

als

for

Univ

ers

itie

s

WorkflowsWorkflows

Portal substitute paper-based workflows, e.g.- Application for leave- Application for reimbursement of travel

expenses- Appropriation requests- Procurement, e.g. IT-Equipment- Student enrolment- Project management- Meetings: invitations with agenda, compilation

and distribution of minutes- …

Intr

anet

Port

als

for

Univ

ers

itie

s

WorkflowsWorkflows

Besides the data storage aspect: complete workflows will be affected and represented electronically

Example „apply for leave“:- Employee: apply for leave- (Direct?) superior: approve holiday (checking

collisions etc.)- Proxy: provide information to the proxy (e.g. if

direct superior is not available) - Where required: approval by the

Faculty/Department Necessary: Communication (and

documentation of the interaction)!

Intr

anet

Port

als

for

Univ

ers

itie

s

Mode of OperationMode of Operation

Integration of Data - integration of relevant data sources and

consolidation of the data Distribution of Data - distribution of the data to all relevant

individuals at the right time Workflows - processing of the data under clearly defined

condition by responsible individuals Communication - communicate and document whenever

necessary

Intr

anet

Port

als

for

Univ

ers

itie

s

CommunicationCommunication

Example: application for leave- Information about this application absolutely

necessary- Push-Approach: superior receives an E-Mail

and goes via Link to „approval/disapproval“- Pull-Approach: superior sees on his home

(intranet-) page a list of still-to-decide topics- If necessary: he has to call back the employee

to clarify things – the communication can take place separately (E-Mail, Phone) or within the system (Notice, Messenger)

Intr

anet

Port

als

for

Univ

ers

itie

s

CommunicationCommunication

Modes of communication- Forum- Messenger / Chat- Notice in writing, News(letter)- Poll / questioning

Additional advantage: Documentation -Content stored and ready for retrieval, e. g. for project team or whoever is involved

Intr

anet

Port

als

for

Univ

ers

itie

s

Mode of OperationMode of Operation

Integration of Data- Integrate all relevant

data sources and consolidate the data

Distribution of Data- Make available all data

to the relevant persons, anytime

Workflows- Handle the data in a

defined state in a sequence of persons

Communication- Support and document

all the required information / communication

Intr

anet

Port

als

for

Univ

ers

itie

s

ExampleExample: : Platform for Platform for CollaborationCollaboration

The essential point: networking of people- Team calendar, Project plans- Joint project management including task

description and checking of efforts (time, money)

- Storage of all “project” related documents- Communication via “project” forum, news etc.

(instead of E-Mail)- Access to all versions of documents,

procedure version control, including external partners

Intr

anet

Port

als

for

Univ

ers

itie

s

Nice Side-effectNice Side-effect

Platform for „floating“ business tasks- Business tasks where no dedicated software is

available or not a reasonable buy- Solved usually with Excel or Access –

accepting all the „well-known“ problems- Examples differ according the size of the

institutions: contract management, administration of keys, list of phone no., documentation of accidents, company-wide creativity competition, QM-Book, visitor management (reception)

Intr

anet

Port

als

for

Univ

ers

itie

s

- Realisation -

Intr

anet

Port

als

for

Univ

ers

itie

s

Tools forTools for Realisation Realisation

Individual Programming- Based on Application Server;

e. g.. J2EE based- WebSphere Application Server

„related“ Software- e.g. Notes/Domino

dedicated Software- PlumtreeIntrexx Xtreme

Intr

anet

Port

als

for

Univ

ers

itie

s

Technology: a Critical IssueTechnology: a Critical Issue

Software-Basis- „Nothing“ (LAMP, J2EE, ...)

Database

- CMS (Pironet, Vignette, Gauss) Rights Management, ...

- Groupware (Domino/Exchange) Communication, ...

- Standard Software (Intrexx) Template, Application Designer, ...

Factor 2-3

Factor 2-3

Factor 2-3

Reduction

Intr

anet

Port

als

for

Univ

ers

itie

s

Development Process: Development Process: WaterfallWaterfall

Problem ReviewProblem Review

DesignDesign

ImplementationImplementation

TestTest

InstallationInstallation

Service/Maint.Service/Maint.

Requirements Definition

Spezification

Dokumented Programme

Tested Programme

Application/Product in use

Intr

anet

Port

als

for

Univ

ers

itie

s

Development ProcessDevelopment Process: Spiral : Spiral ModelModel

a) Analysis b) Design

c) Implemen-tation

d) Test &Evaluation

NextGeneration

Intr

anet

Port

als

for

Univ

ers

itie

s

Thank you for your attention !

Intr

anet

Port

als

for

Univ

ers

itie

s

Potencials / User‘s PerspectivePotencials / User‘s Perspective

Potentials for Rationalisation- Workflows- Matching of data / Quality of Data- Communication- Fees for software (e.g. ERP-systems)- Software development process- Rollout of dedicated software / Teaching

Intr

anet

Port

als

for

Univ

ers

itie

s

- Applications, Benefits, Potentials -

Intr

anet

Port

als

for

Univ

ers

itie

s High-performance and flexible ICT infrastructure an important success factor in global competition - universal, cable-linked network

- Identity Management System (for students and employees)- ample provision with hard- and software guaranteeing easy access to information sources and electronic services for all ETH members

ETH ZurichETH Zurich

Intr

anet

Port

als

for

Univ

ers

itie

s

RealisationRealisation

Software (Sample)- SAP Enterprise Portal- Oracle eBusiness Suite- Intrexx Xtreme

Portal Server- IBM WebSphere

Portal Server- Microsoft Sharepoint

Portal Server- Plumtree- Lotus Notes / Domino

Intr

anet

Port

als

for

Univ

ers

itie

s

Intrexx Xtreme: ArchitekturIntrexx Xtreme: Architektur

Intr

anet

Port

als

for

Univ

ers

itie

s

Architecture, Example (Source: Architecture, Example (Source: Pironet)Pironet)

Intr

anet

Port

als

for

Univ

ers

itie

s

Example: Intrexx XtremeExample: Intrexx Xtreme

Fundamentals- Environment for flexible, easy design,

implementation and running of portals- 500.000 user, approx., >>1.000 customer- Strong potentials to integrate the IT-

infrastructure- Main principle: template-based application

development- Rigid use of standards- Roll-based user administration and

personalisation

Intr

anet

Port

als

for

Univ

ers

itie

s

Creating Individual Solutions with Standard Technology and - Platform

Intrexx Xtreme: Basic ApproachIntrexx Xtreme: Basic Approach

Principle: Software „assembled“ instead of „programming“; application building from „modules“

Powerful application designer (forms, complex fields, reports, graphical presentation) enables very fast „development“

„Tool box“ up-gradable (Java/XML)

=> to build in extremely short time Prototyp-solutions and define transparent specifications of the wanted system

Intr

anet

Port

als

for

Univ

ers

itie

s

ExampleExample

Application Designer (left: Tool Box, right: Design of a Form)

Intr

anet

Port

als

for

Univ

ers

itie

s

ExampleExample

Place an Element within the Form

Intr

anet

Port

als

for

Univ

ers

itie

s

ExampleExample

User Interface (Presentation in the Browser; only an Example)

Intr

anet

Port

als

for

Univ

ers

itie

s

ExampleExample

User Interface (the same portal, same form; different Layout)

Intr

anet

Port

als

for

Univ

ers

itie

s

Intrexx Xtreme: Moduls Intrexx Xtreme: Moduls (Sample)(Sample)

CRM Resource Management

(Meeting Rooms …) Document Management Application for Leave Internal Procurement Project Management Contract Management Help-Desk Image Database Archive Reports (Visitors, etc.) Car Management

Asynchronous one-way Communication: Distribution of „News“ und latest news to well-defined groups

Asynchronous double-sided Communication: Forum

Synchronous double-sided Communication : Instant Messaging / Chat and News

FAQ Time Monitoring Reporting / Report

Generation

Intr

anet

Port

als

for

Univ

ers

itie

s

How to StartHow to Start

Project Definition and Typical Realisation- „Start up“ Workshop- Contract and requirement specification;

instead of verbal description a first prototype to clarify specifications and support communication

- Modular project design with immediate feedback

- „Kick Off“ Workshop for user (Human Integration)

- ...

Intr

anet

Port

als

for

Univ

ers

itie

s

Project Project PhilosophyPhilosophy

Recommendations- Start small, then grow

But: requires a kind of „tool box-approach“!

- Anyhow: take the requirements of „tomorrow“ into account

- Sane (!) pragmatism usually pays off- Considered growing needs in your concept- Grow iteratively; ask the employees with a

questionnaire (e.g. online)

Intr

anet

Port

als

for

Univ

ers

itie

s

ProblemProblem

Approach is typical for „monolithic“ project, but not appropriate for dynamic, modular portal building

Requirements change frequently- many increments (increasing acceptance of the

portal)- adjust bad planning

(Status Quo doesn‘t meet the real needs)- responsible individuals change or organisational

change (merging, acquisition, …)- workflow changes or optimisation necessary- changes in the field of the integrated software

Intr

anet

Port

als

for

Univ

ers

itie

s

Typical CostsTypical Costs

Relevant ….- License Fees for Basic Software- Support / Maintainance for Basic Software- Customizing / Development- Integration- Hardware Investment- Cost of Ownership- Start-up Costs / Training etc.

Intr

anet

Port

als

for

Univ

ers

itie

s

Sources of KnowledgeSources of Knowledge

about 42 % in employees‘ brains

about 26 % in paper documents

about 20 % in electronic documents

about 12 % in electronic knowledge databases

Where is the expert?How can I find him?Who has previously worked in this field? What were his or her experiences?Where can I read about that?...

Intr

anet

Port

als

for

Univ

ers

itie

s

KM is More Urgent than Ever …KM is More Urgent than Ever …

Half-life of engineering knowledge: about 5 years

90 % of all scientist ever are living today

17 million different chemical compounds

20,000 journals about bio-medicine exist worldwide

Firms make use of only 20-40 % of available information

IDC-study shows that the big 500 lose $24b a year

American federal government: 36.5b e-mails a year

Seeking knowledge consumes 35 % of working time

At IBM, 49 departments in 27 different fields are

analyzing the same competitors

Intr

anet

Port

als

for

Univ

ers

itie

s

Global trendsGlobal trends

increasing speed of innovation

employees‘ mobility growing

staff reductions

strategic realignment of the enterprise

more complex, more intelligent and knowledge-based products: „...the age of intelligent systems...“

business processes and decision-making are increasingly based on information

life-long learning

Intr

anet

Port

als

for

Univ

ers

itie

s

Learning ...

possibility of annotations (private or public)

asynchronous communication („notes to notes“, newsgroups,

boards etc.)

synchrounous communication (chat, virtual tutors)

dynamic teaching (question and answer)

adaptive systems (completion of the data pool)

customization (learning styles, personal background of

experiences, learners/tutors)

background libraries

personal workspace

authoring on the fly

quality control (tests and checkpoints)

Intr

anet

Port

als

for

Univ

ers

itie

s

Interaction of Learning and Knowledge

Instruction centered Learner centered Team centered

Information Transfer /Reproduction

Knowledge Transfer /Skill Acquisition

Shared Knowledgeabout Problem Solving

Interactive Technology

Collaborative Technology

Distributive Technology

Intr

anet

Port

als

for

Univ

ers

itie

s Where are the knowledge carriers for this business process located?

How do these knowledge carriers collaborate? How do they handle their knowledge?

What other employees are also in need of this knowledge?

How can this knowledge be edited for others? Which knowledge categories allow for the easiest

access? How can other employees retrieve this knowledge? Which knowledge is missing? How can knowledge be filtered in order to prevent

overload?

The starting point: (W)H-Questions

Intr

anet

Port

als

for

Univ

ers

itie

s

The Building Blocks of KM

knowledge storage

knowledgeidentification

knowledge

acquisition

knowledge development

knowledge

distribution

knowledge use

knowledgemaintenance

knowledgetargets

knowledge valuation

feed-

back

Source: Probst/RomhardtSource: Probst/Romhardt

Intr

anet

Port

als

for

Univ

ers

itie

s

Knowledge targets determine a direction of knowledge management activities

(normative, strategic, operative)

Knowledge identification Defining the relevance of internal and external information (criteria!)

Knowledge acquisition Acquisition strategies are necessary for the acquisition e.g. of shareholder knowledge Knowledge of external knowledge carriers (recruitment of experts) Knowledge products (software, patents, CD-ROMs) mobile web-agents

Knowledge development Fostering creativity as well as systematic problem-solving capabilities

Intr

anet

Port

als

for

Univ

ers

itie

s

Knowledge distributionWho needs to know what and to what extent?How should the knowledge be distributed?

Knowledge use Convincing the potential users

Knowledge maintenance Concepts for appropriate storing and updating

Knowledge valuationDetermining how the attainment of the targets can be assessed or evaluated (operationalization of targets)

Intr

anet

Port

als

for

Univ

ers

itie

s

Building Blocks Instruments and Measures

Knowledge identification ■ „Yellow Pages“

■ Knowledge map

Knowledge acquisition and Knowledge develoment

■ Knowledge brokers

■ Cooperation

■ Recruitment

■ External consultants

■ Acquisition of knowledge products

Knowledge distribution ■ Employee training

■ Job-rotation

Knowledge use ■ Incentives

■ Communities of Practice

■ Systematic further training

■ Job-rotation

Knowledge conservation ■ Knowledge manager / Knowledge employee

■ Internal consulting

■ Mentoring programs

■ Documentation of important processes

■ Lessons learned

■ Electronic brain

Knowledge valuation ■ Balanced Scorecard

Instruments and Measures

Intr

anet

Port

als

for

Univ

ers

itie

s

Sekundär-Organisation

Sekundär-Organisation

Primär-Organisation

Primär-Organisation

WM in der OrganisationWM in der Organisation

Brückenschlag durch Wissensmanagement

Wissens-management

Wissens-management

Intr

anet

Port

als

for

Univ

ers

itie

s

Methoden und Werkzeuge

Human

Process

Technics

Identify Save Transfer ProduceKH

IT für WMIT für WM

Content- /Dokumenten-Management

Patent-management

Innovations-Management

Kundenmanagement

Schnittstellenmanagement

Who is Who DebriefingDebriefing Diskussions-foren

Experten-netzwerke

Intr

anet

Port

als

for

Univ

ers

itie

s

Requirements: Modular Requirements: Modular ComponentsComponents Ein Intranet sollte stets aus Bausteinen zusammengesetzt werden

und keine monolithische Struktur haben – Informationen sind vernetzt!

Vorteile:- Controllability- Use of „Templates“- Gradual Expandability - Simple (with respect to Design and Usage)- Openness (for Expansions, Supplements, …)- Distributed Responsibility etc.

„Start small, then grow“

Intr

anet

Port

als

for

Univ

ers

itie

s

Thank you for your attention !

Intr

anet

Port

als

for

Univ

ers

itie

s

Managing Knowledge Managing Knowledge – – From Theory From Theory to Practiceto Practice

Intr

anet

Port

als

for

Univ

ers

itie

s

The problemThe problem

„We drown in information, but we are thirsty for knowledge !“

John Naisbitt

Intr

anet

Port

als

for

Univ

ers

itie

s

Anforderung: Modularer Anforderung: Modularer AufbauAufbau

Moderne Software für die Entwicklung von Intranets bietet entsprechende „Building Blocks“ an („Vorlagen“, „Puzzle Steine“, „Schablonen“)

Diese Vorlagen müssen anpassbar sein:- Optischer „Zuschnitt“ auf CI- Rechtestrukturen- Datenstrukturen und „Erfassungsmasken“- Workflows- Freie Programmierung

Intr

anet

Port

als

for

Univ

ers

itie

s

Definitions ?Definitions ?

Knowledge Management

refers to organizing and administrating the complete knowledge of an organization.

must be geared towards the goals of the organization and should help to attain these goals.

Intr

anet

Port

als

for

Univ

ers

itie

s

■ Lack of strategies and lack of

transfer from business goals to

knowledge goals

■ Little documentation of knowledge

■ Little exchange of knowledge

■ Lack of techniques for acquiring

external knowledge

■ Lacking integration of knowledge

management into everyday work

■ Retiring experts leave huge gaps

■ Little utilization of decentral

knowledge bases

■ Unstructured data stock

■ Over-valuation of IT

■ Lacking use of existing IT

■ Lack of overall view about KM

technology

■ Little support by the company

management

■ Lack of incentive systems

■ Inadequate “culture of errors” and

lacking cross-border

communication

■ Inability and fear of sharing

■ Lacking preservation of precious

knowledge

■ Lacking valuation of knowledge

■ Lacking guidelines or standards

■ …

„Knowledge problems“ at SMEs

Source: KPMG, BWT

Intr

anet

Port

als

for

Univ

ers

itie

s

Goals of Knowledge ManagementGoals of Knowledge Management

provide the necessary knowledge at the relevant time in adequate quantity to the right persons (it should facilitate knowledge sharing)

develop an integrated IT-System which taps the enterprise-specific core knowledge from internal and external sources of information, structures and administrates it and thus supports the development of new knowledge

Intr

anet

Port

als

for

Univ

ers

itie

s

Goals of Knowledge ManagementGoals of Knowledge Management

provide the necessary knowledge at the relevant time in adequate quantity to the right persons (it should facilitate knowledge sharing)

develop an integrated IT-System which taps the enterprise-specific core knowledge from internal and external sources of information, structures and administrates it and thus supports the development of new knowledge

Intr

anet

Port

als

for

Univ

ers

itie

s

Data

Information

Knowledge

Capability

Action

Competence

Competitiveness

+ acting right

+ willingness

+ connection to applications

+ networking (context, expe-

riences, expectations)

+ meaning

+ syntax

The Staircase of Knowledge

Strategic

Knowledge Management

Data, Inform

ation and K

nowledge Management

(operative)

Source: KPMG, BWT

Intr

anet

Port

als

for

Univ

ers

itie

s

MotivationMotivation

Information requirements- Meaningful and precise- Up-to-date- Employees, students and supplier- Not depending on technical systems- Accepting the given rights within the institution- Rights to read and write - Access as easy as possible

Enterprise Portal- Must be the solution to these requirements !!!!!