a km strategy for bd · spac 2017 sponsored by georgia, florida, and carolinas apmp chapters 1...

Sponsored by Georgia, Florida, and Carolinas APMP ChaptersSPAC 2017 1

October 23, 2017

“That’s Not How We Do it Here” – MyBD Portal Case Study

Shaping Future Success

Shaping Future Success

Betsy BlakneyCPP APMP Fellow, CKM

A KM Strategy for BDIdeas to Grow and Advance Your Company in a Volatile, Uncertain, Complex and Ambiguous World

Gillian DionneCP APMP, CKM

Sponsored by Georgia, Florida, and Carolinas APMP Chapters

WHY - “Value Silos”

Locating, validating,

reusing, updating, applying

existing data

2

Contracts/Legal

Human Resources

Security

Program/Project

Competitor w

ebsites

Industry Publications

CA Companies

FOIA

CPARS/PPIRSPress ReleasesCustom

ers

Employees

LinkedIn

Contract Status/ScorecardsCorporate Experience

Business Intel on CompetitionIndustry Intel on EnvironmentCustomer KnowledgeCompany Knowledge

Past Performance

INTERNAL EXTERNAL

Employee Qualifications

Sponsored by Georgia, Florida, and Carolinas APMP ChaptersSPAC 2017

3

WHEN - Business Lifecycle

BUSINESS INTELLIGENCE (internal)PERSONNEL: Individual and aggregated qualificationsTECHNICAL: Solutions, options, best practices, lessons learnedCAPABILITY: Performance, experience, awards, customer history

COMPETITIVE INTELLIGENCE (external and internal)WHO: competitors, market forces, customer insightsWHAT: expected solution, approach, personnel, customer preferences

CAPTURE What are we pursuing?

OPPORTUNITYWhat did we submit?

AWARDWhat did we win?

PROJECTWhat are we doing?

CLOSEOUTHow did we do?

Sponsored by Georgia, Florida, and Carolinas APMP ChaptersSPAC 2017 4

HOW - DIKW

Image courtesy of Wikimedia Commons: KM Pyramid Adaptation, DIKW adaptation in use within the US Army KM community of practice

Sponsored by Georgia, Florida, and Carolinas APMP Chapters 5

BD Knowledge Application


Project Qualifications

Company Qualifications

PROCESS1. Identify requirements and

users– “need to find people, projects, and company capabilities/ qualifications for solicitation responses”

2. Identify SMEs for application and systems being considered as inputs

3. Determine outputs that would be of value

4. Identify information that is not captured in systems and would need to be added

5. Prototype / proof of concept – think small


Increased productivity leads to greater profitability

6

• Goal

• Create low maintenance, low overhead centralized repository of information in a very decentralized company that facilitates end-user search and re-use of correct information

• Vision

• One-stop shopping for approved company best practices, statistics, qualifications, past performance, contract financials

WHAT - Solution Development


Solution Development

1. Identify application priorities, and relevant data repositories and processes

2. Develop requirements 3. Develop proof of concept 4. Refine requirements, develop and field application5. Build other applications as time, funding, policy,

support grows

Keys to Success: use existing metadata in information silos to reduce/eliminate data re-entry, apply appropriate security to ensure safety of information and secure buy-in from customers/users


Pilot - Employee Qualifications for Business Development

1. Inputs– Education, experience, professional certifications, apprenticeships,

training, prior employers, prior customers supported, years of experience, work location, supervisor, hire date, job family/title

– Sources: Hiring system, HRIS system, employee data entry

2. Outputs– Searches, reports, queries, individual/bulk exports into custom templates

3. Processing– Indexing database records and uploaded documents (ongoing)– Loading updates from other systems (daily)– Exporting data to other systems (on demand)


Employee Qualifications for Business Development

• Lessons Learned– Control user inputs for consistency– Limit user inputs for compliance– Listen to users’ suggestions– Start small, show value ASAP– Identify champions – power users,

SMEs, management– Application value is 100% dependent

on data accuracy, completeness, availability, and relevance


Building on Success … Next Applications


Project Qualifications

Company Qualifications

LOOK FOR THE LINKS• What data correlates

employees with projects?

• With company qualifications?

• What is important?• Expand your SME/power

user group to identify additional experts

• Keep looking…there’s lots of hidden data to mine!

• Don’t be afraid to recast your path based on data discovery


Credits: HBR, Jan.-Feb. 2014 Issue

“Hey, it’s crazy out there!”

12

What does VUCA mean to you and your organization:


Fundamental Reasons Behind Change

• To increase revenues/profits or decrease costs• To become more effective or more efficient

• Or both….


— Credits: 8 Steps to Accelerate Change in 2015, Kotter International

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Is Your Organization…?

• Falling behind the competition• Ill-prepared to compete in the future• Too slow to execute (i.e., disengaged, complacent)• Quick to execute but slow to think, strategize, and plan

appropriately• Too slow to innovate or complacent• Too slow or ineffective to integrate M&As• Too siloed (more boundaries than gateways) to

collaborate


Business Transformation

L-3 National Security Solutions (NSS)

4,000 employees$1B in revenue

16,000 employees$3.2B in revenue

“With ever changing customer priorities, technology preferences, and competition, companies must become adaptive; they must be able to respond to their target market(s) as it evolves and not as they perceived it to be from an outdated perspective.” Bob Davis

20,000 employees$4.2B in FY16 revenue


Increased productivity leads to greater profitability

16

MyBD Portal - Vision and Overview

• Enterprise-wide Knowledge Transfer

• Make smarter decisions that promote long term profitable growth

• Putting relevant information at employees’ fingertips

• Improve competitive edge

• Overall Design: Branding and Functionality

• Customize look and feel to align with corporate identity


Findability is the key to ultimate self-service

17

Goal and Objectives

• Create primary online resource for BD information

• Increase capture and proposal performance by providing:

• Access to reusable materials

• Enhanced collaboration

• Expanded training and knowledge resources

• Increase employees’ job satisfaction with internal search and navigation solution

• Familiar look and feel to CACI intranet:


88%

70%

25%

The Cost of Not Finding Documents

Data not analyzed

Can be disposed

Not centrally indexed

www.pingar.com

18

Situation

• Centralized BD, Capture and Proposal Operations

• Frustrated employees who can’t find the desired information

• Outdated libraries/lists

• Users duplicating documentation

• SharePoint: the accepted tool for collaboration and content management


1.8 hours are wasted daily searching for information

59% of middleManagers at large companies miss important information almost every day because they cannot find it

www.pingar.com

19

The Cost of ROT (Redundant, Obsolete or Trivial) Information


Value of the Content

• Solves a problem

• Provides important information

• Inspires

• Is uniquely entertaining

• Aligns with sales strategy


The real challenge isn’t search and retrieval; the real challenge is maintenance and sustainment.

21

Challenges

• SharePoint is full of complexities, not static

• Sharing raises risks and security issues

• Access is deployed based on job function/role

• Taxonomies not built ahead of data migration

• Content Maintenance Plan


MyBD Kickoff (Dev)

Planning and Design Phase

Governance Plan

January – March 2016

Implementation Phase

Inventory/Menu Structure Review

Project Migrations/Disposals

March-August 2016

Test and DeployAugust–

September 2016

UAT Readiness and Test

--Reduce risk-- Fit for Function-- Feedback prior

to Rollout

October 2016

Go LiveOctober 31,

2016

22

Project Timeline


Unstructured data such as text represents 80% of an organization’s content and grows at 45-60% annually (Gartner, Inc.).

23

How Did We Get Here?

• Old content gathering dust/outdated

• Content migrated from 5 systems: BD Connect Portal BD Wiki Past Proposals Project Descriptions BG Milestone sites


Where are We Headed?• Revive old content and bring back to life

Determine relevancy; develop common language Create “Best of” articles and share via Proposal

and Capture Cafés (Lunch and Learn) Grab users’ attention with visual content

• Target the right audience Corporate support users Line organizations fending for themselves

• Refine robust indexing feature…consider search enhancements…automated third party tools


“A good idea without execution is a hallucination.”Thomas Edison


Confidentiality is a component of collaboration

29

Resolving Pain Points

• Dynamic permissioning applied to user groups Restricts access and what one can do with information

• Administrative rights decentralized to sub-site owners

• Set security standards/access controls with IT

• Understand your content to help employees make sensible and evidenced-based decisions that add value Know what to migrate and what to delete

• Use a Change Control Board (CCB) to vet all content and determine what can/cannot be posted in an open or restricted environment


Give your organization additional capabilities to lead

The Big Opportunity

1 Create

Sense of Urgency

3 Form

Strategic Vision and Initiatives

5 Enable

Action by Removing Barriers

7 Sustain

Acceleration

2 Build

Guiding Coalition

4 Enlist

Volunteer Army

8Institute Change

6Generate

Short- term Wins

30

How to Lead Change


Before You Invest in Building

the “THING,” it Deserves the

Thoughtful Analysis on What You are Trying to

Accomplish.

Lesson Learned

“Perspectives on Content Development” – Ken Taylor, editor in chief of Training Industry Magazine


For More Information

Gillian A. Dionne, CP APMP, CKMDirector of Proposals/BD Information SystemsGeneral Dynamics Information Technology703.995.5380 office; 703.863.5160 [email protected]

Betsy Blakney, CPP APMP Fellow, CKMDirector, Knowledge Management, Technical Writing, Training & DevelopmentCACI, INC.-FEDERAL 703-802-8494 office; 571-247-4381 [email protected]

“At the beginning of the day, it is all about possibilities; at the end of the day it is all about results.”

Lee J. Colan, The L Group, Inc.

mailto:[email protected]

mailto:[email protected]