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Knowledge Management - Project to Run - Please Guide.

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Ganesh Srinivasan Ganesh PMO (PMP, PMI-SP, ITIL-F)| MNC Bank Chennai, India
Dear Members,

I have been asked to run project on Knowledge Management for Support projects, which is existing , a portal is there to deposit documents, some of the projects have put the documents, others i have list, I know what type documents to be deposited i need to receive.

I'm planning to prepare following :
1. Problem statement,
2. project charter,
4. identification stakeholders
5. high level schedule (deadline given is end of Dec)
6. Approach for reaching people for collecting the documents (introduction, weekly calls, reminders, chasing etc)
7. Status reports for management.

Appreciate your guidance, if any examples that you can provide? am i missing anything ?

Looking forward your support in next 2 days, as i have to meet my manager with clear approach.

Thanks in advance.
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Linda Zinn Director, Enterprise Project Management Office| FlightSafety International Rutherford, Nj, United States
We usually start our planning process with a high level Deliverable Work Breakdown Structure (DWBS) drawn out in Visio and an objective/goal/value statement to help get everyone on the same page with why we are going the project and what the in scope deliverables are. Once you know those you can define the requirements for the deliverables (RTM), identify the project team (RBS) and build out the initial project schedule.
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Rami Kaibni
Community Champion
Senior Projects Manager | Field & Marten Associates New Westminster, British Columbia, Canada
Probably you should include as well how those documents adds value to the organization so everyone can understand the importance of their contribution & efforts.
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Ganesh Srinivasan Ganesh PMO (PMP, PMI-SP, ITIL-F)| MNC Bank Chennai, India
Thank you Linda and Rami,


Looking forward more inputs from Members :)
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Anonymous
Hi Ganesh,

i am not an expert but i would say that having a portal where all the historical documents where deposited (may be even in a clear structured way) will not do the job.

What may be ven more important is how all this doucments will be accessed in the future for benefitial use.
Imagine there will be a project manager in future and now want to use all this historical data for research.
How will he access?
How can he find the relevant information? That means you need at least a very good and detailed search function and all the stored documents and information need to be indexed and so on ...

Just my 2 cents
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Ganesh Srinivasan Ganesh PMO (PMP, PMI-SP, ITIL-F)| MNC Bank Chennai, India
@Anonymous,

Thanks for your kind inputs:) very valid point.

Anyone has run this Knowledge Management as project ?
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Rami Kaibni
Community Champion
Senior Projects Manager | Field & Marten Associates New Westminster, British Columbia, Canada
I did run that in the past as a project for Global Procurement of the company.
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Philippe Schuler Senior Instructor/Lecturer in Project/Program/Account PMO Management| Independant Consultant Les Choux, France
I did launch Knowledge Management (KM) project in the past and I would suggest to consider the following factors for your plan:
- KM requires a common agreement on the value of such an environment. Despite it is recognized as a key element in improving future projects, it is also considered as an an overhead activity. A permanent sponsoring of such activity is mandatory otherwise its priority will be downgraded when a "more important" event occurs.
- An accurate assessment must be made. Many questions must have an answer before starting with KM: what type of relevant knowledge must be captured? How to capture this knowledge? At which stage of the project should PMs start to capture knowledge? Who will maintain this KM environment? When? How KM will impact the PMs work? ....

Honestly, setting up a KM project must be considered as part of a strategic company initiative otherwise it fails.
...
1 reply by Rami Kaibni
Sep 23, 2016 11:36 AM
Rami Kaibni
...
I totally agree with you Philippe.
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Rami Kaibni
Community Champion
Senior Projects Manager | Field & Marten Associates New Westminster, British Columbia, Canada
Sep 23, 2016 1:17 AM
Replying to Philippe Schuler
...
I did launch Knowledge Management (KM) project in the past and I would suggest to consider the following factors for your plan:
- KM requires a common agreement on the value of such an environment. Despite it is recognized as a key element in improving future projects, it is also considered as an an overhead activity. A permanent sponsoring of such activity is mandatory otherwise its priority will be downgraded when a "more important" event occurs.
- An accurate assessment must be made. Many questions must have an answer before starting with KM: what type of relevant knowledge must be captured? How to capture this knowledge? At which stage of the project should PMs start to capture knowledge? Who will maintain this KM environment? When? How KM will impact the PMs work? ....

Honestly, setting up a KM project must be considered as part of a strategic company initiative otherwise it fails.
I totally agree with you Philippe.
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Tobe Phelps Director of Digital Experience| Central New Mexico Community College Albuquerque, Nm, United States
When we kicked off our knowledge management project, I put all of my team through ITIL training. I think that the KM pieces of ITIL are clear and applicable for a team of implementors. Good luck with your project!
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Dinesh Balam Principal Consultant| OCC Little Elm, Tx, United States
Any KM project first should have a clearly defined value. If the portal is being used as a repository for future projects then you should have:

1. SME's or point of contacts for each projects
2. High level overviews for each project
3. Build the repository structure as per the your organizations SDLC
4. Create keywords/metadata for search & retrieval

I agree with Philippe on having a permanent sponsor for KM related projects otherwise the portal will become a shared drive for dumping documents and no one will know whether we are getting any value out of it or not in few years.

Hope this helps.

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