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What are the recommended knowledge management systems used in projects to be used in lessons learned documentation systems used in projects?
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Hello Everyone,

I am currently trying to propose a new system for knowledge management for the projects in my company, as you all know in PMBOK guide 6th edition we have a new process called manage project knowledge.

What I have thought of is a workflow system on sharepoint where each team member can have access and can submit his/her entry and it gets approved by the PM or knowledge management review board who then attach to this entry tags to allow easy search for it in the future and categorize it in terms of product line , factory ,..etc

This can support in creating a database of all lessons learned from projects while the project is running such that other sites maybe having the same problem and since that entry of lessons learned documentation at the end of a project is always a job no one wants to do.

I am looking for a commercial tool that can do all of this and has high ratings of success stories.
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Anonymous
Lessons learned are generally captured and updated throughout the project lifecycle in a template standardized within the organization.
Some PMO uses SAP DMS, Sharepoint, In house systems to capture, update and archive lesson learned.
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1 reply by Seif Eldin Soliman
Dec 02, 2017 5:31 AM
Seif Eldin Soliman
...
Thank you for your reply.

Do you know if there is a white paper about success story in this area?
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Dec 02, 2017 5:27 AM
Replying to anonymous
...
Lessons learned are generally captured and updated throughout the project lifecycle in a template standardized within the organization.
Some PMO uses SAP DMS, Sharepoint, In house systems to capture, update and archive lesson learned.
Thank you for your reply.

Do you know if there is a white paper about success story in this area?
Network:1653



System is not software system. Knowledge Management is a system as a whole that has to be implemented in independent way of the software tool you use to implement it. If you do not take into account that you will fail to achieve your objective. At least, that is my personal experience along the years.
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1 reply by Seif Eldin Soliman
Dec 02, 2017 6:14 AM
Seif Eldin Soliman
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Thank you Sergio for your comment, I am looking for lets say the best practice how to do so and as well as the software with it, we have already implemented system for lessons learned but I believe that it needs to be more digitalized and easy searching and can provide some statistics in the end using the tags option ,

What is your recommendation ?
Network:539



Dec 02, 2017 6:12 AM
Replying to Sergio Luis Conte
...
System is not software system. Knowledge Management is a system as a whole that has to be implemented in independent way of the software tool you use to implement it. If you do not take into account that you will fail to achieve your objective. At least, that is my personal experience along the years.
Thank you Sergio for your comment, I am looking for lets say the best practice how to do so and as well as the software with it, we have already implemented system for lessons learned but I believe that it needs to be more digitalized and easy searching and can provide some statistics in the end using the tags option ,

What is your recommendation ?
...
1 reply by Sergio Luis Conte
Dec 02, 2017 6:27 AM
Sergio Luis Conte
...
My recommendation is to implement a whole Knowledge Management System. It will add value to the whole organization for example to gain in agility because knowledge management system is the basement to implement Agile (agile is not software or it. Agile was born as enterprise level). After that, you can use any tool. For example, in my actual company, we used sharepoint and today we are using yammer. About knowledge management in general you can find information here: http://www.kminstitute.org/
Network:1653



Dec 02, 2017 6:14 AM
Replying to Seif Eldin Soliman
...
Thank you Sergio for your comment, I am looking for lets say the best practice how to do so and as well as the software with it, we have already implemented system for lessons learned but I believe that it needs to be more digitalized and easy searching and can provide some statistics in the end using the tags option ,

What is your recommendation ?
My recommendation is to implement a whole Knowledge Management System. It will add value to the whole organization for example to gain in agility because knowledge management system is the basement to implement Agile (agile is not software or it. Agile was born as enterprise level). After that, you can use any tool. For example, in my actual company, we used sharepoint and today we are using yammer. About knowledge management in general you can find information here: http://www.kminstitute.org/
...
1 reply by Seif Eldin Soliman
Dec 02, 2017 7:33 AM
Seif Eldin Soliman
...
Thank you
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Serif, your proposal is certainly viable from a deliverable perspective, with validating all required deliverables are submitted and correct, with a system to capture lessons learned. Kudos to that.

That said, Knowledge Management (KM) is not a thing, or software system. KM is a practice. It is a mindset within the organization to ensure that there is a mechanism in place (both system and human) to draw out tacit knowledge from the 'experts' and 'SME's' into an explicit, consumable format that will provide 'The right information, for the right person, at the right time, in the right context'.

This can be accomplished through advocates within the organization specific to KM to help educate users on the importance of 'writing things down', sharing information, centralizing and exposing content, etc.

In doing so, there are several things to consider; a platform for authoritative content with a properly implemented taxonomy paradigm for findability, and searchability.
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1 reply by Seif Eldin Soliman
Dec 02, 2017 7:33 AM
Seif Eldin Soliman
...
Thanks a lot Andrew, I highly appreciate your recommendations and I agree with you.
Network:539



Dec 02, 2017 6:27 AM
Replying to Sergio Luis Conte
...
My recommendation is to implement a whole Knowledge Management System. It will add value to the whole organization for example to gain in agility because knowledge management system is the basement to implement Agile (agile is not software or it. Agile was born as enterprise level). After that, you can use any tool. For example, in my actual company, we used sharepoint and today we are using yammer. About knowledge management in general you can find information here: http://www.kminstitute.org/
Thank you
Network:539



Dec 02, 2017 7:23 AM
Replying to Andrew Craig
...
Serif, your proposal is certainly viable from a deliverable perspective, with validating all required deliverables are submitted and correct, with a system to capture lessons learned. Kudos to that.

That said, Knowledge Management (KM) is not a thing, or software system. KM is a practice. It is a mindset within the organization to ensure that there is a mechanism in place (both system and human) to draw out tacit knowledge from the 'experts' and 'SME's' into an explicit, consumable format that will provide 'The right information, for the right person, at the right time, in the right context'.

This can be accomplished through advocates within the organization specific to KM to help educate users on the importance of 'writing things down', sharing information, centralizing and exposing content, etc.

In doing so, there are several things to consider; a platform for authoritative content with a properly implemented taxonomy paradigm for findability, and searchability.
Thanks a lot Andrew, I highly appreciate your recommendations and I agree with you.
Network:13984



Most KM projects or initiatives are concerned with how to retrieve, store, and disseminate knowledge in all its flavors. However, less focus is on the most important aspects of KM, which is ensuring that knowledge is 1. understood and 2. used in an appropriate way to brings value to the organization. So my recommendation is that once the KM "system" (for lack of a better word) is in place, ensure there are appropriate measurements and metrics to assess whether or not the KM initiative was successful.
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1. There are NO - NO Best Practices. What works in one organization might not work in another.

2. The key is to capture and USE the knowledge. If you capture only then you are going through the illusion of managing knowledge

3. Knowledge Management has been around for ages in mature company and not a PMBOK Guide invention

4. Knowledge Management is not limited to lessons learned

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