Presentation Slides on Knowledge Management | 2008 Conference


Nov 6, 2013 (4 years and 8 months ago)


Don’t Lose Your Memory:

Technology for Knowledge

GFOA Annual Conference

June 17, 2008


What is Knowledge Management?

Concepts in KM

Transforming Knowledge

An approach to KM

KM Defined

Forces to contend with

Retirement and Employee Demographics

Impact of New Technology

Social Networking

Electronic Documentation

KM Defined

Impact on the organization

Vast amounts of raw data created every day

Many ways to store data and information

Many more ways to transmit that information

KM Defined

Governments need to take
advantage of data and information…

And reduce their risk

KM Defined

KM is a group of systems and practices for
identifying, capturing, storing and
disseminating information

Not just one system

All types of information

KM Defined

Some examples:

Document Management

Enterprise Content Management (ECM)

Succession Planning

Green Initiatives

Business Intelligence projects

KM Defined

Most governments undertake these types of
projects discretely:

Legal might lead document management

HR leads succession planning

IT leads electronic messaging

Facilities leads green initiatives

KM Defined

But all these projects are intended to
transform intellectual capital into
organizational value


KM Defined


ECM & Tech Projects

Succession Planning

Green Initiatives


KM Defined

A programmatic approach has several

Best utilization of scarce resources

Prioritization based on organizational needs

Leverage staff experience and expertise

Fosters innovation

Improve productivity

Concepts in KM

Some important concepts that
provide a framework for a KM

Concepts in KM

1. There are two general types
of information,


Concepts in KM


Discrete data and information

Concepts in KM


Data and information in people’s heads

Concepts in KM

2. Tacit and Explicit Knowledge often

“I know that’s what the manual says, but
this is how we really do it”

Concepts in KM

3. Not all information is valuable

The explosion of communication
modalities means that you need a
triage function.

Concepts in KM


Need to recognize how people
communicate and share information and

People know more than what they say,
and they say more than what they write

Transforming Knowledge

It’s important to understand how knowledge
is transformed, because that is how value
is created….

Let’s look at this from the perspective of
explicit and tacit information categories

Transforming Knowledge

Explicit to Explicit

Combining departmental budgets into an
organizational budget

Materials availability, labor resources,
contracts, etc. become a project or capital plan

ERP, Data Warehouse, or Business
Intelligence Systems

Transforming Knowledge

Explicit to Tacit

Interpretation of policies, audit results,
consulting reports, etc.

Repair vs. replace and other decision

Examples include expert systems and
employee development programs

Transforming Knowledge

Tacit to Explicit

Documentation of Standard Operating

Process reengineering

Succession Planning

Transforming Knowledge

Tacit to Tacit

Highly variable, informal, and social


Novice problem solving teams

bag lunch series

An Approach to KM

So how do we tackle developing a KM
program? What do we need to do?

An Approach to KM

First, get these in place…

Executive level understanding

Develop a KM project portfolio, and prioritize
those projects

Develop a business case for the highest
priority projects

An Approach to KM

Executive Involvement

Recognize the size and importance of a KM

Not just support, but involvement

Executive level accountability

An Approach to KM

KM Portfolio

Bring together project managers

Identify similarities in both current and
planned projects

Prioritize projects in the portfolio based on
overall organizational value

An Approach to KM

Business Case

Develop a program charter and vision

Document costs, benefits and risks of the
program as a whole

Obtain board
level approval for the program
as a whole

An Approach to KM

But who is doing all this?

Consider establishing a Program Management
Office (PMO)

Identify leaders and executive sponsors

Develop specific plans for staffing and

An Approach to KM

Technology Components

mail, IM, and related storage

Data Warehousing and Business Intelligence

Training and e
Learning systems

Electronic document management

Enterprise systems