knowledge management at the gordon – staff portal project presented by deirdre carmichael 12...
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Knowledge Management at the Gordon– Staff Portal Project
Presented by Deirdre Carmichael
12 September 2008
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Knowledge management vision
• KM is a means to create and support a culture of sharing that will build the Gordon Institute’s reputation of quality education and the employer of choice within the educational field.
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KM at the Gordon
• We have a Knowledge Management Committee that meet every month or so.
• The committee has initiated a project called The Staff Portal Project
• The aim of the project is research a new intranet to encourage collaboration and sharing of knowledge among our staff.
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The Staff Portal
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About the Staff Portal Project
• Project Manager was appointed
• 3 month project
• Key deliverables
– to identify the business requirements for a staff portal
– develop a demo
• Budget of $25,000
• A project to do a project!
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Issues with the current intranet
• Intranet is languishing due to lack of governance
• No clear vision or strategy
• Information is out of date
• Design is not user friendly
• No opportunities for collaboration
• Not seen as a trusted source of information
• Information Systems said ‘Content is not our problem”
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Identifying the business requirements
• Interviews
• Focus groups
• Full day workshop with consultants
• One question survey – What should the intranet enable you to do?
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What did staff need?
• Off-site access to work files, pay slips, QLS
• Opportunities to collaborate online
• Share learning resources
• Databases that can communicate with one another
• Electronic forms
• Institute calendar
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What else did staff need?
• Skills inventory
• FAQ pages
• Discussion areas, blogging facility, wikis
• Announcements in one central location
• Updated Staff Directory
• Room booking system
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SharePoint
• Collaboration features like discussion areas, blogs, wikis, document libraries, surveys, task lists
• Communication features like announcements, news, FAQ pages.
• Support for image library but needs work for video and audio
• Integrated Search function
• Document management capabilities – versioning, check-in, check-out 10
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SharePoint
• Student Portal has been established in SharePoint
• Licensing agreement with Microsoft so maximise the return on our investment
• Integrates seamlessly with Office 2007
• Relatively inexpensive to implement
• Out-of-the-box technology so upgrades easy
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Jobs for the KM Centre
• Governance of the overall portal
• Information architecture and taxonomy of the portal
• Defining ‘content types’ in SharePoint
• Metadata policy
• Document management – archiving, document libraries – Records Manager
• Guidelines for a learning resources repository– copyright, intellectual property, metadata,
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Next steps
• Obtain funding for the design, build and deployment of the portal
• Knowledge Management Centre to be established and it should oversee the portal development
• Consultants to provide expertise on intranet roll out
• Workshops with the different Centres to help them organise their content
• Appointment of Staff Portal Administrator
• Content owners crucial to Staff Portal success
• Training across the Institute