Organizational Development for Knowledge Management at Water ...

format of the calendar is a Microsoft Word file. To provide guidance to the community on the
use of this document, the following asset rules have been created:
1. Calendar only maintained by assigned owner
2. Community members who need to add a date to the calendar will use the groupware's
document Check-in / Check-out function
3. The community will maintain three months of its calendar. One month of past events and
two months of future events
4. All community members will create a change notification on the community calendar
thus allowing them to receive email notification upon calendar update
Again, a set of asset rules should be developed for each process or document involved in a
community business transaction. Asset rules should be reviewed periodically to ensure
applicability and effectiveness.
Work Product: Asset Rules - Excel spreadsheet including BUSINESS RULE NUMBER,
BUSINESS RULE, DESCRIPTION, REVISION, STATUS, and COMMENTS
Key Task 8: Transformation
Transformation is key to achieving value from the KnowledgeBase. The use of the
KnowledgeBase process implies communities will undergo a transformation in how they do
business. If transformation is not achieved, the community has done nothing more than increase
its burden and develop another data repository.
To transform, begin by selecting "high value/low risk" flows of inventory identified in the flow
model stage. The flow selection should be based on that which the community believes would
bring the highest value at the lowest risk to the community's mission, that is, the most likely to
be successful with no side effects or perturbations. List and prioritize which flows will be
transformed into the groupware application such that all future transactions relating to the
selected process will be conducted via the groupware.
Once processes have been listed and prioritized in terms of value and risk, prepare an
assessment or "gap analysis" of the "AS-IS" process and the "TO-BE" process. The analysis
should include:
1. List of stakeholders who will be affected by the process change
2. Changes to the process in terms of steps required to complete the process - Are there
any changes to the process? If so, document the changes.
3. Measures and metrics for assessing the value achieved by transforming the "AS-IS"
process to the groupware application environment
4. Document asset rules associated to conducting the process in the "TO-BE" environment
Work Product: TO-BE model and narrative of the business processes transacted. Includes a
Gap Analysis identifying changes to AS-IS model and documented asset rules.
Key Task 9: Training
Training ensures that all community members possess the necessary skills to function within the
collaborative work environment. Community leaders should not assume that its members
understand and can operate within the knowledgebase without training and support.
Training in this context includes more than just application training. It includes context-based
training that is rooted in business processes. That is, members are trained in both the use of the
groupware application and the business processes it supports. This way, training has relevance
to the community member and has immediate application.
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©2011 Water Research Foundation. ALL RIGHTS RESERVED.