Intranets for Universities – The Next Big Step

1. Intranets for Universities– The Next Big Step

2. The problem „We drown in information, but we are thirsty for knowledge !“ John Naisbitt

3. 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

4. Goals 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

5. Sources 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? ...

6. What Do the Experts Say?

7. 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

8. ... Global 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

9. Differences: Intranets vs. the Internet

10. The Staircase of Knowledge Competitiveness Strategic Knowledge Management Competence + acting right Action + willingness Capability + connection to applications Knowledge + networking (context, expe- riences, expectations) Information + meaning Data Data, Information and Knowledge Management (operative) + syntax Source: KPMG, BWT

11. 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)

12. Interaction of learning methods and knowledge transfer Shared Knowledge about Problem Solving Collaborative Technology Knowledge Transfer / Skill Acquisition Interactive Technology Information Transfer / Reproduction Distributive Technology Instruction centered Learner centered Team centered

13. The starting point: W-H-Questions • 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?

14. feed- knowledge targets knowledge valuation back knowledge identification knowledge maintenance knowledge storage knowledge acquisition knowledge use knowledge development knowledge distribution Source: Probst/Romhardt The building blocks of knowledge management

15. The building blocks of knowledge management • 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

16. The building blocks of knowledge management • Knowledge distribution • Who 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 valuation • Determining how the attainment of the targets can be • assessed or evaluated (operationalization of targets)

17. Instruments and Measures

18. Primär-Organisation Sekundär-Organisation Brückenschlag durch Wissensmanagement Wissens- management KM within the Organisation

19. PORSCHE: House of Knowledge ■ Holistic Approach to Knowledge Management: Humans – Organization – Technology House of Knowledge Knowledge Storage-Platform IT-Platform Search Engine ■Technology ■ Organization ■ Humans Yellow Pages Specific purpose knowledge forum Project database Literature database Seminar and conference database CAD Drawings archives Culture of Enterprise and Management Integration and Communications Visions and Strategies Corporate consciousness Roles and Coordination Non-monetary indices Knowledge Management at Porsche Engineering

20. Technology: a Critical Issue • Software Basics • „Nothing“ (LAMP, J2EE, ...) • Only Database • CMS (Pironet, Vignette, Gauss) • Right Management, Structured Publication, ... • Groupware (Domino/Exchange) • Communication, ... • Standard Software (Intrexx) • Templates, Application Designer, ... Benefit Factor 2-3 Factor 2-3 Factor 2-3

21. Requirements: Modular Structure • An Intranet should be composed by MODULES and have a flexible structure – a network of information ! • Advantages: • Can be controlled, handled • Use of „templates“ • Expanding step-by-step • Simplicity (with respect to implementation and usage) • Openness (for extensions, …) • Shared responsibility etc. „Start small, then grow“

22. Requirements: Modular Structure • Modern software for the design of Intranets offers adequat „Building Blocks“ („templates“, „puzzles“, „patterns/stencils“) • Easy adaptaptation of these patterns : • Visuall „design“ of the CI • Competences (Rechtestrukturen • Data structures and GUI • Workflows • Flexible programming

23. Intrexx Information Office • Basic idee: efficient and effective intranet „out of the box“ • Generic und scalable • Flexible templates • Relying on standard technology • Application Server can be programmed  more than 370.000 sold licensesmore than 5.000 companies use Intrexx

24. Intrexx Xtreme ... ... a short live demo !

25. Thank you for your attention !