Knowledge Management

Strategy & ImplementationDCMA Field Support Division Conference

Presented By:

Penny Kingsbury6/28/2000

Briefing Agenda

Agenda

• KM Strategy

• Discussion of KM Tools/Process

• Pilot Projects

• Center Structure & Location

• Timeline

What is Knowledge Management?

• Knowledge Management is… A systematic process for acquiring,

creating, synthesizing and sharing information, insights and experiences to achieve goals

A systematic way of building and growing knowledge capital

Preaching to the Choir

MeYou

• Intra-team Meetings (Multi-functional teams) and Wrap/Rap Session (Functional Teams)

– Functional teams– Informally share lessons learned– Identify problem areas– Refresh / update information– Collaborate over distance

• FASSTs/SFAs and now FSTs

– Bring together process and people

– Capture and disseminate knowledge

– Perform "relevance examination"– Populate web page– Gather, filter, approve

information– Provides pool of experts

• Program Integration Information Center

–Gather user knowledge–Post information to web-site–Disseminate information to broad audience–Provides one-stop-shop for informational needs–Create easy to use information

• Technology Help Desk–Quick answers to questions–Collect information on types of materials

requested

• Overhead Center–Capture & disseminate information–Collaborate among large groups–Leverage expert resources

IPPD–Recognition of the utility of KM–Focus on process enablement

Current Examples of KM Behaviors

Knowledge Management Team

Strategy and Planning Team Members

HQ OC- Penny Kingsbury, Richard HorneHQ FB - Eileen GrossHQ HRT - Ann DeitzHQ PI - Carmen FarroHQ IT - Donna McKalipEast District - Barbara Karpowicz, Linda MaturoWest District - Judy JohnIntl District - Beverly GauntSFA - Admin - West - Nayda KatzamanSFA - Tech - East - Shep CurlMTL - West - Jim TomlinsonCAO Commander - LtCol Jon Paris

Knowledge Management Roadmap

In design phase

KM GoalsKM CenterKM Objectives

What is KM the DCMA Way?

• Knowledge-enabled processes for better

decisions• Knowledge assets leveraged Agency-wide• Right information, right amount, right time,

to right people Knowledge Management?

KM Enabled by Special Processes

OrganizedOrganizedKnowledgeKnowledge

ContentContentContributionContribution RetrievalRetrieval

Process ComponentsProcess Components

• Capture knowledge content Explicit content in existing

transaction systems or office

automation applications

Tacit knowledge in the minds of

experienced workforce

• Store and organize content Accurate, reliable, attributed

knowledge content

• Share content Browsing, searching,

collaborating, pushing and

enhancing content

The Knowledge Management “Tool Kit”

Processes Processes

taskscontenttasks

content

Communities of PracticeCommunities of Practice

Collaborative ToolsCollaborative Tools

PortalsPortals

Knowledge MapsKnowledge Maps

Processes Processes

taskscontenttasks

content Processes Processes

taskscontenttasks

content

Communities of PracticeCommunities of Practice

Collaborative ToolsCollaborative Tools

PortalsPortals

Knowledge MapsKnowledge Maps

Communities of PracticeCommunities of Practice

Collaborative ToolsCollaborative Tools

PortalsPortals

Knowledge MapsKnowledge Maps

Community of Practice

• People who share common work practices, interests, or aims forming a “Knowledge Network”

• Examples - Senior Functional Advisor Program Integrators Process Owner/Managers/Executors of a process People who perform a similar function that are

part of different groups

Collaboration Tools

• Threaded Discussions Subject specific

• Chat Rooms Free-flowing discussion

• NetMeeting

• Email

Collaboration Tool Example

Knowledge Maps

• Think “Yellow Pages”

• Provides access to knowledge sources without excessive searching

• Directs people to experts or sources of knowledge

• Basis for Portal Interface

email

Solving the Knowledge Question

Portals

• Web-based tool for knowledge sharing, data management, information and knowledge repository

• Collection of information/knowledge in one location around one theme (examples - One Book Chapter or career area)

• Makes information/knowledge available to the right people, in the right form, at the right time

• Also called Digital Dashboards

Competency Models

• Identification of the competencies associated with knowledge sharing

• Identification of the competencies of knowledge managers

A Training Matrix for knowledge sharing/managing competencies

Knowledge Management Process

Tacit Knowledge Capture• Ad hoc - Threaded Discussions

Individual Contribution Expert Monitored Linked to Process Portal

• Structured - Lessons Learned Sessions

Group Contribution Process Facilitated Reflection

Sessions (FST members) Facilitator Documents &

Submits

Explicit Transfer• Knowledge Base

Process Team Managed• Frequently Asked Questions

Process Team Managed• Process “Enablers” (e.g., CBT,

tutorials, practical work examples, etc.)

Process Team/FST/Experts• Process Change

Process Team Managed

KM is a process by which knowledge content facilitates better decisions and process improvements

Tacit to ExplicitVerification

• Content Review

- Process Team Managed

Process TeamOwner

Managers2 Process Executors

Evolutionary/Phased Approach

Comm

unity of

Practice

Collaboration Tools

Kno

wle

dge

Bas

e

Kn

ow

led

ge

Map

Co

mp

etency M

od

el

Reach all

Reach all

CMOsCMOs

Reach more

Reach more

Processes

Processes

Start Small

Think Big

Pilot Selection

Selected potential DCMA processes to consider for pilots based on the following criteria - Customer impact Subject matter expertise density Stakeholder impact Cross-functional impact Cross-organizational impact Supplier impact

7 Processes Selected

• Schedule & Delivery Management • Supplier Risk Management• Program Integration• Earned Value Management• Early CAS• Progress Payments• PLAS

Proposed Pilot Projects

Pilot Opportunities DCMA Processes

Portal SDM, PI • Knowledge Map • Knowledge Base • Collaboration Tool • Competency Model

Collaboration Tool PLAS, E-CAS, EVMSDM, PI

Community of Practice EVM, Progress Payments, (Risk Handling) Property

Competency Model SDM

Process Portal Pilots

Knowledge Base Feedback Process Help Training Required -One Book Policy -IOA Findings -Job Aids/Samples -Competency Matrix (FAR/DFARS) -Customer Preference/ -Templates - Training Course Descrip. -Historical Info Feedback -Guidebook - CBT Course - PAT Reports -Metrics/MMR Data -CBT Tutorials - OJT Checklist - State of the Process - Prof. Org. Training - News Articles -Insight Contacts

(Lessons Learned/Best Practices Process Entry Point -Email Link & Phone #

-Threaded Discussions One Book Process -Process Owners/Champions

(Collaboration) PLAS Code/Service Set -SFA/Expert -FAQs -Legal Cases Automation

-SPSHot News -DCMA Unique System

-Flash Notices -What's changed -List Serve

Projects Pending LOG OUT

Misc. External Links -Automation Projects - PLAS Input Screen -Prof. Organizations -DAR/FAR Cases Pending/

-Service Web Sites and status -Commercial Web Sites -Training Projects

Pilots - Supplier Delivery Management - Program Integration

Portal Pilots

• Participants Functional personnel from 6 CMOs

• What we hope to learn How to build portal Grow in-house expertise Determine FTE requirement for on-going management of

Knowledge Base and Portal Identify Portal Standards for future Process Portals Determine appropriate effectiveness measures

• Cost - 1 portal through OSD Change Management Center - 2nd portal $200 to $300K Contractor Cost

• Expand to more processes after 1 yr. Evaluation

Deploy Collaboration Tools

EVMEVMProcess

EVMEVMProcess

taskscontenttasks

content

PLASPLASProcess PLASPLAS

Process

taskscontenttasks

content

E-CASE-CASProcess E-CASE-CASProcess

taskscontenttasks

content

InvolvingPLAS AdminsUnit Cost Admins

CollaborationTools/Threaded Discussions

InvolvingFunctional Personnel

InvolvingEV Center

EV Monitors

Collaboration Tool Pilots• Participants

PLAS PLAS Administrators & Unit Cost Administrators

ECAS FST Members

EV EVMS Personnel, EVMS Center

• What we hope to learn Whether open or limited response works best FTE requirements for monitoring/managing Roles & Responsibilities of knowledge managers

• Cost - Plan to test and evaluate a couple of tools. Expect small cost for training

• Expand test after one year evaluation

Risk Handling Community of Practice

EVMEVMProcess

EVMEVMProcess

taskscontenttasks

content

PropertyPropertyProcess

PropertyPropertyProcess

taskscontenttasks

content

Prog. Pay.Prog. Pay.Process

Prog. Pay.Prog. Pay.Process

taskscontenttasks

content

SRMSRM Create the Risk Handling

CoP

Involving• Process Managers• Functional Personnel• At selected sites

Communities of Practice Pilot

• Participants - People who perform risk handling on EVM, Progress

Payment, & Property Chapters at 6 CMOs

• What we hope to learn How difficult to set up? Can CoPs be supported virtually? Level of acceptance by the participants Does policy need to change to accommodate?

• Cost - TDY for initial meeting for approx.. 20 people

• Expand concept of CoPs as appropriate throughout DCMA after 1 year evaluation

KM Center Functions

Objectives

Focus: People, Customers and Process

Implement KM

throughout DCMA

• Provide DCMA with KM tools, techniques and infrastructure

• Nurture leadership and culture of sharing

• Serve as KM Catalyst

• Oversee KM education and training

• Support field in KM implementation and maintenance

• Enable people to excel through contribution and personal growth

Create an environment that

fosters innovation,

teamwork and sharing

• Develop KM practices

• Engender upper management support of field initiatives

• Team with process owners to knowledge enable the processes

Maintain KM through

effective and efficient business

processes

Corporate Knowledge Management Center

5 Key Functions

-Marketing

-Pilot Management

-Technology/R & D

-External Interface

-Process/Tool Training

Development &

Deployment

Organization Structure

K M C en te r

D is tr ic ts3 P T K M R e ps(E a st/W e s t/In tl)

D irec to rG S -1 5 o r M IL 0 5 /06

5 S ta ff + A dm inL o ca te d a t H Q

KM Center Location

• Located with HQ

• Stand-up center concurrent with move

• Space for Center Director required until

move

Organizational Alignment

• Center be supported by the BSU

• Deputy Director appraise Center Director

• Center be guided by, and report to, the

Executive Development Board

Timeline

Stand-up Center By Mid Dec• Hire Center Director By Oct 1• Hire Center Personnel By Mid Dec

Begin Pilots• Purchase and deploy collaboration tool Oct 1- Jan 30 • Develop and deploy portals Oct 1- Sept 30• Set-up Communities of Practice Oct 1- Dec 1

Begin Phase 2 FY02 - FY03• Evaluate existing pilots• Identify and deploy next opportunities

Leadership Role

Reinforce Learning & Knowledge Sharing

Ask - What have you learned? and

Who have you shared it with?