1 Knowledge Portals and Knowledge Management Tools Lecture Eleven (Chapter 11, Notes; Chapter 13, Textbook)

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Knowledge Portals Knowledge Portals and Knowledge and Knowledge

Management ToolsManagement Tools

Lecture Eleven(Chapter 11, Notes;

Chapter 13, Textbook)

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Chapter 11: Knowledge Management Tools and Knowledge Portals

Portals: The BasicsPortals: The Basics

Portals are considered to Portals are considered to bebe

virtual workplacesvirtual workplaces that: that:

Promote “secured” Promote “secured” knowledge sharing among knowledge sharing among different categories of end different categories of end usersusers

Provide access to stored Provide access to stored structured datastructured data

Organize unstructured Organize unstructured datadata

Copyright TIES

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Web-based applications Web-based applications providing a single point providing a single point of access to online of access to online informationinformation

An emerging tool forAn emerging tool for Simplify access to data Simplify access to data

stored in various stored in various application systemsapplication systems

Facilitate collaboration Facilitate collaboration among employeesamong employees

Assist company in Assist company in reaching customersreaching customers

Portals: The Basics Portals: The Basics (cont’d)(cont’d)

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Evolution of the Portal Evolution of the Portal Concept Concept Information

Portals

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From From InformationInformation totoKnowledge PortalKnowledge Portal

Focus on how it will be used Focus on how it will be used by the knowledge workersby the knowledge workers

A key component in the A key component in the knowledge management knowledge management architecturearchitecture

Allow producers and users of Allow producers and users of knowledge to interactknowledge to interact

Evolution of the Portal Evolution of the Portal Concept (cont’d)Concept (cont’d)

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Knowledge portalsKnowledge portals provideprovide

two kinds of interfaces:two kinds of interfaces:

The The knowledge knowledge producerproducer interface interface

The The knowledge knowledge consumerconsumer interface interface

Evolution of the Portal Evolution of the Portal Concept (cont’d)Concept (cont’d)

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Portals and Business Portals and Business

TransformationTransformationPortals can meet (or transform) Portals can meet (or transform)

Today’s Business ChallengesToday’s Business Challenges Shorter time to marketShorter time to market Staff turnoverStaff turnover More demanding customers and More demanding customers and

investorsinvestors Explosion of key business information in Explosion of key business information in

electronic documentselectronic documents Speed by which the quantity and kinds Speed by which the quantity and kinds

of content is growingof content is growing

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Benefits of Knowledge Benefits of Knowledge PortalsPortals

ProductivityProductivity

Locating DocumentsLocating Documents

CollaborationCollaboration

Better DecisionsBetter Decisions

Quality of DataQuality of Data

Sharing KnowledgeSharing Knowledge

Identifying ExpertsIdentifying Experts

E-mail TrafficE-mail Traffic

Bandwidth UseBandwidth Use

Time in MeetingsTime in Meetings

Phone CallsPhone Calls

Response TimesResponse Times

Redundant EffortsRedundant Efforts

Operating CostsOperating Costs

Time to marketTime to market

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Key Infrastructure Key Infrastructure Components of Components of

Knowledge PortalKnowledge Portal Business intelligence Business intelligence

(knowledge)(knowledge)

Content management Content management (dynamic)(dynamic)

Data management Data management (structured)(structured)

Data warehouses and Data warehouses and data marts (analytical)data marts (analytical)

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Layers of Knowledge Layers of Knowledge Portal ArchitecturePortal Architecture

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Categories of Portal Categories of Portal ToolsTools

GatheringGathering CategorizationCategorization DistributionDistribution CollaborationCollaboration PublishPublish PersonalizationPersonalization Search/navigateSearch/navigate

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CollaborationCollaboration

Collaboration tools Collaboration tools create a KM system create a KM system that supports that supports information sharing information sharing and reuseand reuse

Enable multiple Enable multiple users work together users work together in a coordinated in a coordinated fashion over time fashion over time (and space) via the (and space) via the portalportal

Kuala Lumpur, Malaysia

Sydney, Australia

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Types of collaborationsTypes of collaborations

Asynchronous collaborationAsynchronous collaboration having no time or space constraints.having no time or space constraints. Queries, responses, or access occur Queries, responses, or access occur

anytime and anyplaceanytime and anyplace

Synchronous collaborationSynchronous collaboration interaction that occurs immediately interaction that occurs immediately

(within few seconds). (within few seconds). It can use audio, video, or data It can use audio, video, or data

technologiestechnologies

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Collaboration ToolsetCollaboration Toolset

Comfortable e-mail Comfortable e-mail systemssystems

A Web browser A Web browser Simple search Simple search

functionalities functionalities Collaboration services with Collaboration services with

a multipurpose databasea multipurpose database Web services Web services Indexing services for full-Indexing services for full-

text search of documentstext search of documents Well-organized central Well-organized central

storage locationsstorage locations

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Content Management – Content Management – Categorization and Categorization and

PublishingPublishing Use Use metadatametadata to define types of to define types of

informationinformation

Categorize similar documents Categorize similar documents into named groups into named groups

Directory/Indexing capability to Directory/Indexing capability to automatically manage growing automatically manage growing warehouses of enterprise datawarehouses of enterprise data

Provide dynamic taxonomy Provide dynamic taxonomy maintenancemaintenance

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Chapter 11: Knowledge Management Tools and Knowledge PortalsIntelligent Agents – Intelligent Agents – Gathering and Gathering and PersonalizationPersonalization

Software that executes a range of Software that executes a range of tasks autonomously (e.g., tasks autonomously (e.g., comparing, learning, searching)comparing, learning, searching)

Discover previously unknown Discover previously unknown relationship details between relationship details between organization and customersorganization and customers

Analyze customer’s demand Analyze customer’s demand priorities by learning from their priorities by learning from their purchasing experiencepurchasing experience

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Intelligent Agents Intelligent Agents ServicesServices

Customized online customer Customized online customer servicesservices

Profile customers based on recordsProfile customers based on records

Integrate customer profiles into Integrate customer profiles into group marketing activitiesgroup marketing activities

Predict customer requirementsPredict customer requirements

Negotiate prices and payment Negotiate prices and payment schedulesschedules

Execute financial transactions on Execute financial transactions on customer’s behalfcustomer’s behalf

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Critical Issues for Critical Issues for Knowledge PortalsKnowledge Portals

Responsiveness to user needResponsiveness to user need Content structure in large Content structure in large

systemssystems Content quality requirementsContent quality requirements Integration with existing Integration with existing

systemssystems ScalabilityScalability Hardware–software Hardware–software

compatibilitycompatibility Synchronization of technology Synchronization of technology

with thewith the capabilities of userscapabilities of users

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Portal VendorsPortal VendorsVendorVendor KM PortalKM Portal

ProductProductFeature Feature SummarySummary

Best UsesBest Uses

Lotus/IBMLotus/IBM Lotus Raven 1.0 Lotus Raven 1.0 (in beta)(in beta)

• • Intelligent Intelligent taxonomytaxonomy

• • QuickPlace QuickPlace collaboration collaboration tool tool

• • Assigns value Assigns value to data based on to data based on how often it is how often it is usedused

• • Portal Portal replicationreplication

• • Facilitates Facilitates content content managementmanagement

• • Self-creating and Self-creating and refining taxonomiesrefining taxonomies

• • Personnel resources Personnel resources linked to data sourceslinked to data sources

• • Advanced collaborationAdvanced collaboration

• • Easy portal repurposingEasy portal repurposing

• • Rapid application Rapid application development with development with associated KM packagesassociated KM packages

Open TextOpen Text MyLivelink MyLivelink Portal 1.0 with Portal 1.0 with Livelink 8.5.1 Livelink 8.5.1 KM softwareKM software

• • Integrated Integrated work flow work flow

• • Quick Quick integration of integration of features features

• • Quick portal Quick portal deploymentdeployment

• • Integrated KMIntegrated KM

• • Document management Document management and work flowand work flow

• • Custom collaboration Custom collaboration spaces (personal, project, spaces (personal, project, or enterprise)or enterprise)

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VendorVendor KM KM PortalPortal

Feature SummaryFeature Summary Best UsesBest Uses

PlumtreePlumtree Plumtree Plumtree Corporate Corporate Portal 4.0Portal 4.0

• • Automatic population Automatic population

• • E-mail, voice, and E-mail, voice, and wireless notification wireless notification

• • Integration with LDAP Integration with LDAP directories directories

• • E-room toolsE-room tools

• • Easy and extensive Easy and extensive content and application content and application integrationintegration

• • ScalabilityScalability

• • Advanced security Advanced security

• • Trainable taxonomiesTrainable taxonomies

• • Various data accessVarious data access

• • Customization and Customization and extensibilityextensibility

WoolamaiWoolamai WebMeta WebMeta Engine Engine 1.01.0

• • Quick integration Quick integration

• • Flexible portal interfaceFlexible portal interface

• • Knowledge taxonomy Knowledge taxonomy adapts to data viewsadapts to data views

• • Data-mining functionalityData-mining functionality

• • Web site statisticsWeb site statistics

• • UsabilityUsability

• • Tracking site Tracking site statisticsstatistics

• • Content streaming to Content streaming to wireless deviceswireless devices

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Final Lecture will Final Lecture will be onbe on

Managing Managing Knowledge WorkersKnowledge Workers