Project Management for KM Engagements

1. Project Management for KM Engagements Kate Cain, Winston & Strawn LLP Risa Schwartz, Cisco Systems, Inc.

2. Agenda Learning Objectives Segment I: Winston & Strawn Common Myths Case I: WestKM Implementation Case II: Experience Database Segment II: Legal Department and Law Firm KM Drivers & Approach Case I: Integrating KM in Legal Dept Case II: Transaction Repository Case III: Content & Collaboration

3. Learning Objectives Process Documentation Value Communication Motivation Tailor PM processes to fit specific needs of KM projects Identify PM documentation needed to keep on track Communicate the value of applying PM processes and tools Incorporate communication plans into PM process to reach target audience Take goals, objectives and motivation into account

4. Project Management Myths Process Documentation Value Communication Motivation PM Myths: • Project Management adds time not value • Project Management = Paperwork • Benefits of PM and KM are obvious • If we build it, they will come

5. Case I: WestKM Implementation Original Scope: We bought it…go implement it! PM Alarm: • What is the business goal? • Who are the stakeholders? • Who are the decision makers? • What problem are we solving? • How will people use it? • Why should people care? • WHAT ARE WE DOING?

6. Case I: WestKM Implementation Original Scope:We bought it…go implement it! Not enough to go on! PM Solution: • "Charter Light" Project Definition • Business Goal • Business Objectives • Decision Makers • Contributors Example Example

7. Case I: WestKM Implementation Original Scope:We bought it…go implement it! Not enough to go on! PM Solution: • "Charter Light" Project Definition PM Impact: • Clarified problem being solved • Provided road map for technical configuration decisions • Identified real benefits for target audience • Established common vocabulary

8. Case I: WestKM Implementation Original Scope:We bought it…go implement it! Not enough to go on! PM Solution: • Communication Plan • Support preparation • Roll out training • Announcements • Follow up • Continuing education • Schedule

9. Case I: WestKM Implementation Original Scope:We bought it…go implement it! Not enough to go on! PM Solution: • Communication Plan PM Impact: • United resources from multiple departments • Focused on benefits to tailor message to specific groups • Expanded audience reach by engaging practice leaders • Captured more attention with variety of media

10. Case II: Experience Database Project Scope: Capture transaction information in a database PM Alarm: • Who will use the information? • Who will input the information? • How much effort is required? • Why would someone take the time to input information? • WHAT ARE WE DOING?

11. Case II: Experience Database Project Scope:Capture transaction information in a database Not enough to go on! PM Solution: • Project Definition: • Business Objectives • Development Requirements Example Example

12. Case II: Experience Database Project Scope:Capture transaction information in a database Not enough to go on! PM Solution: • Project Definition PM Impact: • Identified opportunities to improve usability • Leveraged data available from other sources to ensure consistency • Created opportunity for positive reinforcement to encourage contributions

13. Project Management adds time not value Project Management = Paperwork Project & Knowledge Management benefits are obvious If we build it, they will come Common Myths

14. Project Management adds time not value Project Management = Paperwork Project & Knowledge Management benefits are obvious If we build it, they will come PM Processes and Tools add value by: Focusing efforts on providing real value by solving business problems Saving time by avoiding confusion, distractions and re-work Keeping technical resources, contributors and decision makers on "same page" Creating common vocabulary to unite communication efforts Common Myths BUSTED!

15. Case I: WestKM Implementation Original Scope:We bought it…go implement it! Not enough to go on! PM Solution: • "Charter Light" Project Definition • Business Goal • Business Objectives • Decision Makers • Contributors Business Goal: Improve ability to service clients by connecting attorneys across practice and geographic boundaries.

16. Case I: WestKM Implementation Original Scope:We bought it…go implement it! Not enough to go on! PM Solution: • "Charter Light" Project Definition • Business Goal • Business Objectives • Decision Makers • Contributors • Business Objectives: • Make it easier to locate previous work product addressing specific topic or area of law. • Make it easier to locate a colleague with experience with a specific area of law, topic, issue, etc.

17. Case II: Experience Database Project Scope:Capture transaction information in a database Not enough to go on! PM Solution: • Project Definition: • Business Objectives • Development Requirements • Business Objectives: • Make it easier to submit a new entry • Improve the quality of the search results • Motivate attorneys to contribute

18. Case II: Experience Database Project Scope:Capture transaction information in a database Not enough to go on! PM Solution: • Project Definition: • Business Objectives • Development Requirements • Development Requirements: • Streamline entry form and include explanatory text • Normalize selection lists and pre-fill fields where possible • Trigger notification announcing deal and acknowledging team

19. Drivers & Approach Process Documentation Value Communication Motivation PM Drivers: • Alignment with business goals • Manage cultural process • Marketing • Efficiency • Cost savings • Improved business agility

20. Drivers & Approach Process Documentation Value Communication Motivation PM Approach: DMAIC Project Lifecycle Methodology • Prepare • Plan • Design • implement • Operate • Optimize

21. Case I: KM Integration Challenge: Integrate KM group into corporate law department PM Alarm: • Multiple groups starting to collide as KM group grew - Learning & Development - Contract Architecture - Operations - Processes & Systems • Groups functioning as silos despite related project efforts • Missing opportunities to leverage expertise of each group

22. Case I: KM Integration Challenge: Integrate KM group into corporate law department PM Solution: • Employ Project Life Cycle Methodology • Identify projects and services • Assign responsibilities • Provide clear, flexible, manageable roadmap

23. Case I: KM Integration Challenge: Integrate KM group into corporate law department PM Solution: • Employ Project Life Cycle Methodology PM Impact: • Identify and market KM and other services • Leverage skills and experience across groups • Distribute responsibility • Now able to deliver complex projects that cross reporting boundaries

24. Case II: Transaction Repository Challenge: Need transaction repository for advance analytical reporting PM Alarm: • Required data spanned multiple systems - Financial - Document Management - Expertise - Time Management • Data extraction and analysis managed manually by brute force • Effort required ranged from painful to almost impossible

25. Case II: Transaction Repository Challenge: Need transaction repository for advance analytical reporting PM Solution: • Apply PM techniques individually to each stakeholder group • Identify appropriate degree of PM documentation required to keep each portion of the team on track

26. Case II: Transaction Repository Challenge: Need transaction repository for advance analytical reporting PM Solution: • Apply PM techniques individually to each stakeholder group PM Impact: • Hone project scope and prevent scope creep • Market repository early in process • Leverage input from key stakeholders • Market KM • Manage the unmanageable

27. Case III: Content & Collaboration Challenge: Make it easier to collaborate across the organization PM Alarm: • Needed to locate what we know and who knows what to collaborate on issues, cases and deals • Information needs reached beyond legal to business units and service departments • Aggregating information from multiple sources and locating key contacts efficiently was not an easy task

28. Case III: Content & Collaboration Challenge: Make it easier to collaborate across the organization PM Solution: • If you build it, they will come • If you build it with them, they will come • Set expectations • Align with business processes • Market KM and intranet early

29. Case III: Content & Collaboration Challenge: Make it easier to collaborate across the organization PM Solution: • If you build it, they will come • If you build it with them, they will come PM Impact: • Increase stakeholder collaboration • Managed the cultural process • Marketed new tools successfully

30. Lessons Learned Process Documentation Value Communication Motivation • Marketing • Training • Financial justification • Leveraging expertise • Evaluating what worked and what didn't

31. Project Management for KM Engagements Kate Cain: kecain@winston.com Risa Schwartz: risschwa@cisco.com