Knowledge Management Strategy & Implementation DCMA Field Support Division Conference

1. Knowledge Management Strategy & Implementation DCMA Field Support Division Conference Presented By: Penny Kingsbury 6/28/2000

2. Briefing Agenda Agenda • KM Strategy • Discussion of KM Tools/Process • Pilot Projects • Center Structure & Location • Timeline

3. 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

4. Preaching to the Choir Me You

5. Current Examples of KM Behaviors • 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 • 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

6. Knowledge Management Team Strategy and Planning Team Members HQ OC- Penny Kingsbury, Richard Horne HQ FB - Eileen Gross HQ HRT - Ann Deitz HQ PI - Carmen Farro HQ IT - Donna McKalip East District - Barbara Karpowicz, Linda Maturo West District - Judy John Intl District - Beverly Gaunt SFA - Admin - West - Nayda Katzaman SFA - Tech - East - Shep Curl MTL - West - Jim Tomlinson CAO Commander - LtCol Jon Paris

7. Knowledge Management Roadmap KM Goals KM Center KM Objectives In design phase

8. 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?

9. KM Enabled by Special Processes • 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

10. Communities of Practice Communities of Practice Communities of Practice Processes Processes Processes Collaborative Tools Collaborative Tools Collaborative Tools tasks content tasks content tasks content Portals Portals Portals Knowledge Maps Knowledge Maps Knowledge Maps The Knowledge Management “Tool Kit”

11. 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

12. Collaboration Tools • Threaded Discussions • Subject specific • Chat Rooms • Free-flowing discussion • NetMeeting • Email

13. Collaboration Tool Example

14. 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

15. Solving the Knowledge Question email

16. 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

17. 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

18. Knowledge Management Process KM is a process by which knowledge content facilitates betterdecisions and processimprovements 3 2 1 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 Tacit to Explicit Verification • Content Review - Process Team Managed Process Team Owner Managers 2 Process Executors

19. Evolutionary/Phased Approach Think Big Reach more Processes Reach all CMOs Competency Model Knowledge Map Collaboration Tools Knowledge Base Community of Practice Start Small

20. 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

21. 7 Processes Selected • Schedule & Delivery Management • Supplier Risk Management • Program Integration • Earned Value Management • Early CAS • Progress Payments • PLAS

22. Proposed Pilot Projects Pilot Opportunities DCMA Processes Portal SDM, PI • Knowledge Map • Knowledge Base • Collaboration Tool • Competency Model Collaboration Tool PLAS, E-CAS, EVM SDM, PI Community of Practice EVM, Progress Payments, (Risk Handling) Property Competency Model SDM

23. Process Portal Pilots Pilots - Supplier Delivery Management - Program Integration

24. 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

25. EVM Process PLAS Process E-CAS Process tasks content tasks content tasks content Deploy Collaboration Tools Involving EV Center EV Monitors Collaboration Tools/Threaded Discussions Involving PLAS Admins Unit Cost Admins Involving Functional Personnel

26. 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

27. EVM Process Property Process Prog. Pay. Process tasks content tasks content tasks content Risk Handling Community of Practice Create the Risk Handling CoP SRM • Involving • Process Managers • Functional Personnel • At selected sites

28. 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

29. KM Center Functions Focus: People, Customers and Process Create an environment that fosters innovation, teamwork and sharing Maintain KM through effective and efficient business processes Implement KM throughout DCMA Objectives • Develop KM practices • Engender upper management support of field initiatives • Team with process owners to knowledge enable the processes • Oversee KM education and training • Support field in KM implementation and maintenance • Enable people to excel through contribution and personal growth • Provide DCMA with KM tools, techniques and infrastructure • Nurture leadership and culture of sharing • Serve as KM Catalyst

30. Corporate Knowledge Management Center Organization Structure 5 Key Functions -Marketing -Pilot Management -Technology/R & D -External Interface -Process/Tool Training Development & Deployment

31. KM Center Location • Located with HQ • Stand-up center concurrent with move • Space for Center Director required until move

32. Organizational Alignment • Center be supported by the BSU • Deputy Director appraise Center Director • Center be guided by, and report to, the Executive Development Board

33. 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

34. Leadership Role Reinforce Learning & Knowledge Sharing Ask - What have you learned? and Who have you shared it with?