Knowledge Management Content Processing in a Microsoft SharePoint Environment

May 21, 2014

#Kapownow

Our Speakers

Adam DuckworthAssociate Director, Business Consulting, MMD Knowledge

Management COE

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Douglas ArnoldDirector, Account Manager of Pipeline and

Knowledge Management, MMD Information Technology

Challenge - The Case for Change

Difficult to locate knowledge.No common defined standards.Organization of knowledge varies by area/location.Technical packages can take weeks to months to assemble.Inconsistent quality of information.Difficult to identify current version.No common repositories.Knowledge stored locally.Very limited access to key content.Moving knowledge between repositories is low-value work.Lack of context & rationale.

Knowledge Flow Analysis VOC

Identified gaps in the flow of small molecule product technical knowledge.

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“In manufacturing, we make two products: clinical/commercial supplies and knowledge”

Process Step

Know

ledg

e Nee

ded

Created By

Used By

Explicit or 

Tacit

Whe

re is it

Flow

Impa

ct

Gap

 / 

Opp

ortunity

ExplicitDocument Repository

None

TacitPartially captured on RA

Rationale not consistently captured

BSafe operating conditions

Safety Eng API Engineering ExplicitDocument Repository

Not sure which is latest version

CSummary of lab development

AnalyticalRegistration 

TeamExplicit

Local team work space

No standard repository

DPerformance of similar product

Manufacturing Development TacitLocal, at manufacturing sites

Limited access to SMEs and no standard expectations for reporting

EKnowledge on 

powder processing 

Pharm Engineering, Manufacturing

Manufacturing Tacit UnknownNo formal SME listing identified

AEarly Risk Assessment

API EngineeringPharm 

Engineering

Introduction to Knowledge Management

What is Knowledge?

– Knowledge is what is known in a particular field, such as facts, truths, principles and information. It is information in action.

What is Knowledge Management (KM)?

– KM is the collection of systematic processes and approaches to enable information and knowledge to grow, flow and create value.

Why is KM important?

– Storing, organizing and sharing knowledge helps employees develop, transfer and execute processes and methods, as well as enhance decision making and strategic planning.

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“The basic economic resource – the means of production –is no longer capital, nor natural resources, nor labor.  It is 

and will be knowledge.”‐ Peter Drucker

Principles & Frameworks

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credit: APQC

credit: APQC

Product Sites

Knowledge Management Capability

Landing Page• Content mgmt. for Product Technical Knowledge - primarily Unstructured Content.

• SharePoint Enhanced (SPE), long-term storage, advanced search and filtering functionality.

• Documents, links, MIDAS integration and non-document knowledge

• Templates• Broad, compliant access• Sponsorship, stewardship and

governance

• TAXONOMY• A single source for product

technical knowledge - if it's not there, it doesn't exist

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Align around taxonomy to classify small molecule product technical knowledge across the process lifecycle

Process Lifecycle Taxonomy

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Content Processing System

Characterize and process documents from repositories like SharePoint Team spaces and file shares

• Highlights: duplicate file remediation, documents and links, PDF source characterization, optional manual overrides.

Based on a defined taxonomy, apply intelligent metadata tags (auto-classification) which allow users to easily locate and search for knowledge assets

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Enable the reclassification of content as taxonomy and classification rules evolve over time

Classifying 2,000,000 historical documents manually . . .10 knowledgeable people three years

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Content Processing System - Logical Architecture and Process

Summary

Authoritative “single source of truth” content centralized Knowledge workers no longer waste time finding or re-

creating information Eliminate intense manual resources for processing,

classifying and tagging historical content ($2.4M savings) Expected payback expected within one and a half years Recommendations:

– Team up business and IT– A journey with multiple stages– Don’t over engineer– Automate

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Combining manufacturing technical knowledge into a single location will have far-reaching effects and significant

synergies for product development

Kapow for Automating Content Migration

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June 25, 2015 External © 2013 Kapow Software12

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Q + A

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