greg jolley & lorna hooper
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ARMY KNOWLEDGE SEARCH IN SHAREPOINT
Major Gregg Jolley and Mrs Lorna HooperARMY KNOWLEDGE MANAGEMENT GROUP
2011
AKMG MISSION
The Army Knowledge Management Group’s (AKMG) mission is to make the Australian Army’s “Formal Knowledge”
sources visible, accessible and available to the Australian Defence Organisation (ADO), to our Allies and Industry
Partners in the wider environment.
What’s the Problem?
Information OverloadRetention of Corporate Knowledge
Management of Corporate InformationUncontrolled Information
Inability to Find DocumentsDisparate Information, Users, Needs
Requirement for Systematic ApproachIntegrate/amalgamate Lessons/Doctrine/Output
Formats (ALPC)
Poor Knowledge/Content ManagementCollaborationEfficienciesAligning with AKD purpose with SPNo “Lingua Franca” write once/output many format
Integration of Repository:AKMG = Integrate/amalgamate Lessons/Doctrine/Output Formats (ALPC)
Disparate Information, Users, Needs
Inadequate Search /Inability to Find Documents
/ Poor Knowledge/Content ManagementPoor Knowledge/Content Management
Management of Corporate InformationCommon Purpose – Taxonomy/Metadata
Retention of Corporate Knowledge/Requirement for Systematic Approach
SOLUTIONPROBLEM
SHAREPOINT & THE AKD KNOWLEDGE MANAGEMENT
Integrating the Knowledge Management Structure of
Sharepoint with the Knowledge Management Process of Army
Knowledge Management Group
Key Challenges
? Establish and enforce metadata standards
? Focusing and enabling the search? Focusing the leadership? Knowledge Integration
METADATA ENVIRONMENT
Optional – Tailored Repository Level
Mandatory - Army Knowledge Domain Inclusion Requirement
Mandatory - Essential 6 Elements AGLS Compliance
Recordkeeping Metadata Standard &Guidelines
? Structured information
? Context, content and structure of recordsand their management through time
? Structured or semi-structured information
? Identify, authenticate and contextualiserecords; and the people, processes andsystems that create, manage, maintainand use them.
? The use of structured and consistentmetadata will assist the department inmeeting legislative requirements andbusiness needs by:? ensuring that adequate contextual information? about transactions is recorded and linked to the? relevant records? discovery and retrieval of records? access to records? the timely transfer of inactive records? ensuring vital records and records of continuing
value are retained when new systems areimplemented
? data migration and other preservation needs? auditing processes and? local workflow.
METADATA SCHEMA
1ST LEVEL
The 6 Mandatory elements (the primary elements required by Australian Government Locator Service (AGLS)
2ND LEVEL
The AKD Mandatory Metadata Schema elements
3RD LEVEL
The tailored Metadata Schema elements of the original repository
1st Level 1. URL/Unique Data Item Identifier.
2. Title/Name
3. Author/Creator
4. Date of Creation
5. Date/Author of last Amendment
6. Data Owner
7. Data Format
8. Data Origin/Repository
METADATA SCHEMA
METADATA SCHEMA
2nd Level 1. Classification
2. Authority Rating/Land Warfare Doctrine/PAR/Observation/TBT product
3. Safety Rating
4. Date of Publication/Sponsor Clearance Signature Date (LWD/PAR/TBT)
5. Date of Posting (LWD/PAR/TBT)
6. Life Span of Asset
7. Format of Asset (availability in PDF, XML, HTML, E-Book, Print, DVD
8. Glossary Terms /Keywords
9. Abstract
10. Sponsor
11. SME/PM
METADATA SCHEMA
3rd Level The tailored Metadata Schema elements of the original repository
AUTHORITY CONTROL TOOL
Authority Taxonomy & Additional Sources of information
CLASSIFICATION & META TAGGING: Internal Governance
CLASSIFICATION & META TAGGING: External Governance
Original AGLS elementsCreator*Title*Date*Subject or function*Identifier or availability*PublisherAudienceContributorCoverageDescriptionFormatLanguageMandateRelationRightsSourceType* = mandatory
CLASSIFICATION & META TAGGING: FRAMEWORK
SEARCH OPTIMISATION ENVIRONMENT
Folksonomy/Tag Cloud
Army Knowledge Domain Authority Control Tool
Australian Defence Force Glossary
AKMG/SHAREPOINT INFORMATION ORGANISATION
Army Knowledge Domain
SHARE POINT
SHARE POINT
Share Point & the AKD are LINKED
Integrating the Knowledge Management Structure of Sharepoint with the Knowledge Management Process of Army Knowledge Management Group
The Army Knowledge Domain (AKD) as the collective “Shop Front” for the Australian Defence Forces “Land Formal Knowledge Sources” is an enduring functionality. The content of the AKD is a “Capability Brick”.
? Land Warfare Doctrine, ? Observations, Insights & Lessons & ? Multi Media Training Products
The AKMG underpins the training and employment of the members of the ADF.
Share Point is a Portal and Collaborative Workspace application and a solution.
Applications and solutions will always change.
Information Overload is not the problem. Inability to make sense/lack of structure & coherence of the Overload needs resolution.
The Army Knowledge Management Group (AKMG) has a legislative requirement to make the Army’s Formal Knowledge Sources visible. AKMG must ensure that the Authority that an Instructor shares in passing their knowledge to their students is current, accessible, available in their required format. To guarantee this outcome, the AKMG employs structured Knowledge Management strategies to ensure that knowledge seekers are not overwhelmed and misled by the wealth of electronic information available on the Defence Restricted Network (DRN) and the World Wide Web (WWW).
Share Point provides a WIKI and Web 2.0 collaborative engagement tools. The purpose and consequence of these features is that content is created. Share Point does not appear to provide automated structured content creation. This is not necessary in a “Blogosphere”environment since not all content is valid and enduring. Knowledge that gains currency, robustness and credibility in the blogosphere will endure to become an Authoritative formal source of knowledge after it has been analysed and validated via the SME and CAL process. Throughout the journey, the piece of knowledge needs to be tracked.
The AKD provides the underpinning business rules taxonomy, pillars that can control and moderate the volume of information and extract and maximise the value, ensuring that knowledge is not lost
. Share Point & the AKD are MUTUALLY BENEFICIAL
AKMG’s Hierarchy of Published Knowledge Authority
Share Point & the AKD together can facilitate the rapid integration of lessons learned into formal knowledge
Share Point & the AKD together can create a Knowledge Sharing Organisation
10 REASONS WHY AKD & SP ARE INTERDEPENDANT
? Retention of Corporate Knowledge? Management of Corporate
Information? Uncontrolled Information? Inability to Find Documents? Disparate Information, Users, Needs? Requirement for Systematic Approach? ALPC = Integrate/amalgamate
Lessons/Doctrine/Output Formats (ALPC)
Questions
Questions
? …or advice!
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