HRSA Knowledge Management System KMS

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HRSA Knowledge Management System (KMS)

• National Leadership Series
• HRSA Center for Quality
• June 3, 2008

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Questions to Run On

• Who is using the KMS Website?
• How can one access KMS Website Information?
• How can one Signup as a New User?
• How does one use the KMS Website?

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KMS Website Information

• A Web and Email based Communication and Knowledge
  Management system
• Customized automatically for each user based on
  Group Memberships (Group Membership Virtual
  Office Access Listserv Subscription)
• A portal meant to provide a means for the
  healthcare community nationwide to share
  knowledge
• A centralized location for documentation, tools
  and resources related to the Quality Healthcare
  Improvement

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KMS Website Information

• Assists communities of practice and other
  community members of the general public by making
  available information about and resources related
  to the HRSA Healthcare Improvement activities
• Managed by CSI Solutions (www.SpreadInnovation.com
  )
• For technical support email webmaster_at_HealthDispar
  ities.net

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How to Use the Website

• Anyone can sign up as a new user on the website.
  
• Signing up as a new user is the first step in
  gaining access to the Virtual Offices and
  subscribing to the listservs.
• Users from health centers are automatically
  approved for membership in some groups. To
  facilitate this automatic approval they are
  advised to enter personal information as
  completely as possible during the signup process,
  specifically State, a UDS and health center
  information.
• Many of the areas of the website (like the
  Library) are accessible without special access.
• You only need a login if you require access to
  the Virtual Offices or if you wish to subscribe
  to any of the listservs. The Library and other
  areas of the website are open to the public.

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New User Signup

• In the upper right-hand corner of the website,
  look for the box labeled Welcome. Click on the
  new user signup link.

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New User Signup
Step 1 Fill in your personal information on the
page and then click Continue.
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New User Signup Group Memberships

• Step 2 Select your desired Group Memberships.
  
• Membership in a group means two things
• Virtual Office access
• Listserv subscription
• Team members from organizations participating in
  the Collaboratives are advised to join at least
  your Community of Practice (and State, if
  applicable) group. If your organization is
  involved in any pilot or other special projects
  that have associated groups as part of the KMS
  website, request membership in those too.
• Hover your cursor over the Group Name for more
  information about the group to help determine
  whether it makes sense for you to join.
• The confirmation page lists the user name and
  password, and summarizes group membership
  requests. The user also receives confirmation of
  group membership approval via email, either
  immediately if the approval was automatic, or
  later on when the group administrator processes
  the membership request.

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New User Signup Group Memberships
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New User Signup - Confirmation Page
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New User Signup - Tips

• All Group Membership requests are subject to
  approval membership approval for some groups
  (including the clinical and cluster groups) is
  automatic with a valid UDS and other information
  entered in My Account
• If you forget your User name and/or Password,
  click on login help in the login box in the
  upper right corner to retrieve it automatically
  and securely based on a secret question and
  answer entered during the signup process.
• Membership in a group results in automatic
  subscription to the associated listserv. To
  opt-out of any of the HealthDisparities.net
  listservs, login to the site and under Office on
  the main horizontal menu select Listserv. Uncheck
  the boxes next to the listservs from which you
  wish to be removed, then click Save. Please
  note that this does not remove you from the
  listserv immediately, but will take effect within
  24 hours.

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A Walk Through the Website

• Home Page
• Search
• About Us
• Collaboratives
• Office
• Library
• Links
• Help

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KMS Home Page www.HealthDisparities.net

• Main Menu
• Home / About Us / Collaboratives / Office /
  Library / Reports / Links / Help
• Hover cursor over most menu items to display menu
  sub-items
• Search
• Users can search Library documents, Links and the
  content of the website pages by using the top
  banner search box or going to the Search portal
  via the Library or Links menu items.
• Users can search Virtual Office documents and
  Calendar Events from within the Virtual Office
  Files and Calendar areas.
• Whats New
• Follow these quick links to new and important KMS
  news and resources

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Home Page
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About Us

• Mission of the HDC Collaborative
• Background
• HDC Structure
• HDC Models
• Planned Care Model
• Model for Improvement
• Learning Model
• Maps
• Participating Health Centers (provided by HRSA)
• Contact Us
• National Staff
• Regional and State-Based Staff

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HRSA Collaboratives

• Overview
• KMS Collaborative Topics
• Overview
• Asthma
• Business Case/Redesign
• Cardiovascular Disease
• Depression
• Diabetes
• Diabetes Prevention
• Organ Donation and Transplantation
• Patient Safety and Pharmacy (coming soon)
• Perinatal Patient Safety
• Prevention

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Collaboratives KMS TopicsExcerpt from Business
Case/Redesign page as an example
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Office

• Virtual Office
• Calendar
• Contacts
• Files
• My Account
• Listserv

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Virtual Office (VO)

• To access areas of the Virtual Office, 2 things
  are required
• Logging in
• Group membership(s)
• Each individual users view of the VO depends on
  the users group memberships
• the My Groups list on the left side menu
  displays all groups in which the logged in user
  hold membership
• If a user needs access to a group VO and the
  group is not listed under My Groups, the user
  can request membership in the group anytime by
  going to Office/My Account on the main
  horizontal menu. (Click on the Group
  Memberships tab near the top of the My Account
  screen.)

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Areas of the Virtual Office (VO)

• Side menu Replicates sub-menu items under
  Office
• My Groups Lists all groups in which you hold
  membership
• File Folders Lists all folder within all of your
  groups, or within one selected group
• Upcoming Calendar Events Lists upcoming events
  based on your group memberships, and your
  selected view, e.g. All My Groups or one
  specific group
• Latest Files Lists the last 5 files posted in
  all of your groups or in the group selected
• Announcements Lists the latest 3 announcements
  posted by the group administrators of all of your
  groups or in the group selected

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Areas of the VO Main View
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Calendar

• Only Group Administrators can add Calendar Events
  for Groups. Users without Admin rights can only
  add Personal events. (How to add Calendar
  Events will be covered in the Admin section of
  this document.)
• Search the Calendar by keyword
• View by
• Month (default)
• Week
• Day
• List
• Legend/Key
• Conflict based on individual group memberships
  and personal event entries, this indicates a
  conflicting event
• Conference Call type of event
• Meeting type of event
• Webcast type of event
• Other type of event
• Personal an event posted to the group Personal
  these events do not display to other users
• Attachment if documents are attached to the
  event, this paperclip icon indicates it

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Calendar
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Calendar
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Calendar
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Calendar
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Calendar
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Contacts

• Search
• By Name, Title, Organization Name, etc.
• Browse
• By Group
• To view another users contact details (phone,
  email address, etc.)
• You must be logged in to the website
• You must hold membership in one or more groups

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Contacts
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Files Finding and Viewing

• Narrow the number of documents displayed by
  Group, Folder and/or Category
• View by Latest posted, or Alphabetically
• Choose to view document descriptions or not
• Ten documents display per pageto go to the next
  ten use the links at the bottom of the list.

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Files Adding and Editing Files

• Any group member is able to add a File to the
  Virtual Office. Files are editable by the
  posting user, and by the group administrators.
• When adding a file be sure to note the location
  files are organized by Group, Folder and
  Category. Noting the location will allow you to
  tell others where to find the file. The listserv
  is the preferred way to communicate about a
  recently posted file.
• The default Group when adding a file is either
• The first group alphabetically, if All My
  Groups is selected in the left side My Groups
  menu
• The group selected in the left side My Groups
  menu
• All fields are required File Name, Group,
  Folder, Category, Description, and Attached File
  (Browse your local computer to upload a file)
• The dropdown Group list is based on each users
  group memberships. The Folder list is based on
  the Group selected, and the Category list is in
  turn based on the Folder selected. The VO offers
  these 3 levels of file organization Group,
  Folder, Category.
• Group members can add comments to any file posted.

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My Account
Go to 'Office/My Account' from the main menu to
modify user account information and/or Group
Memberships. The information entered here will
appear in the Contacts area, and is used for
group membership processing and listserv
subscriptions.
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My Account/Group Memberships
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KMS Listservs

• The email lists, or listservs, allow users to
  send information via email to all other members
  of a group subscribed to the group listserv at
  once, and to receive information from other group
  members in their email.
• To send a message to all group listserv
  subscribers, address the email to the group
  listserv. Most listserv addresses follow the
  convention of Group Name_at_HealthDisparities.net,
  e.g. Diabetes_at_HealthDisparities.net.
• To confirm the listserv address, login to the
  website and under Office on the main horizontal
  menu select Listserv. The listserv addresses
  display here.
• The listservs are "closed" meaning that they are
  open only to the community of practice specific
  listservs are only open to the members of the
  specific group associated with the listserv.
• You must send all messages from the same email
  address where you receive messages to be
  recognized as a subscriber this is the same
  email address specified during the new user
  signup process and accessible under Office/My
  Account.
• The KMS listservs are "unmoderated" meaning that
  the system broadcasts messages to all current
  list subscribers with no editorial review of
  messages before they are sent. We do not verify
  the accuracy of submitted messages nor do we
  endorse the opinions expressed by message
  authors. Message authors are solely responsible
  for content of their messages.

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KMS Listserv How to Join

• Listserv subscription is automatic with approved
  group membership!
• When group membership is approved, either
  automatically or by the group administrator, the
  user receives an email confirming group
  membership and listserv subscription
• To change any listserv subscription settings,
  login to the site and from the main menu go to
  'Office/Listserv' to open the Listserv Manager.
• A check in the box in front of the group name
  indicates that you are subscribed to the
  listserv.
• Make any desired changes by checking or
  unchecking the boxes, then click Save.
• Your listserv subscription changes will take
  effect within 24 hours.
• The listserv will send mail to the primary email
  address entered in the My Account section.

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KMS Listserv How to Unsubscribe/Modify Listserv
Subscriptions

• Any user can unsubscribe from any of the
  listservs at any time.
• If a user wants to retain group membership and
  access to the Virtual Office, the user can simply
  unsubscribe from the listserv only using the
  Listserv Manager.
• If the user is no longer involved with the group,
  does not need access to the Virtual Office and
  wishes to leave the group entirely, the user can
  go to Office/My Account/Group Memberships to be
  removed from the group.
• Users wishing to disable their website accounts
  entirely are advised to contact
  webmaster_at_healthdisparities.net

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Listserv Manager
Any user can unsubscribe from any
HealthDisparities.net listserv at any time by
logging into the website and going to
Office/Listserv from the main menu. Uncheck
the boxes next to the listserv from which you
wish to unsubscribe and click Save. This is also
a handy place to see the listserv address if you
want to send an email via the listserv.
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KMS Listserv Attachments

• Any email sent over the listserv must be under
  600 KB in total size. This allows for an
  approximately 400-500KB file attachment plus the
  email itself. Emails larger than 600KB will be
  blocked by the server and will not make it
  through to listserv subscribers.
• If a user is subscribed to one or more national
  KMS listservs then the user is also a website
  group member, and is encouraged to use the
  Virtual Office (VO) to post larger files that
  might otherwise go out via a listserv.

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KMS Listserv Harvesting

• The website and the listservs work hand-in-hand
  to provide the KMS community with a centralized
  communication and information system. Website
  Library administrators, or "Cybrarians", work to
  structure and populate the KMS website Library.
• The Cybrarians are subscribed to a number of the
  national and state listservs and monitor these
  listservs for documents and other content that
  might be appropriate to post in the publicly
  accessible Library.
• If a listserv subscriber sends out a request for
  resource materials via the listserv, the
  Cybrarians will run a quick Library search. If
  the search uncovers potentially helpful
  documents, they will send an alert via email to
  the requestor and/or the listserv with
  information about how to access the documents.
• Alternatively, if a subscriber sends requested
  materials via the listserv suitable to post in
  the Library, the sender receives an email alert
  from the Cybrarians that the document has been
  selected to post in the website Library.
• We encourage all users to ask for and share
  resources via the listservs, in part to help
  contribute to the on-going centralized
  warehousing of KMS related content. Users are
  also encouraged to search the Library to find
  helpful materials and information. Through this
  listserv harvesting and other processes, the KMS
  website Library has become an increasingly useful
  and relied upon resource.

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Library

• The Library is a resource of information and
  electronic materials related to the Health
  Disparities Collaboratives available for all
  website visitors to view and/or download. This
  area is open to the public.
• The Library provides a centralized and publicly
  accessible web-based location to house original
  and adapted improvement related resources
  including those created and distributed by KMS
  Communities of Practice
• In general, an effort is made to only include
  resources that cannot be found on websites
  external to the KMS. When considering whether to
  include a resource, Library Administrators determi
  ne if the resource has previously been
  distributed through other methods (e.g., VO,
  Listserv, external web site), and whether the
  resource will be relevant to and useful for
  Library Users.
• We strongly encourage all website Users to submit
  similar resources to be reviewed for posting,
  either via Submit a Document, or directly via
  email to webmaster_at_healthdisparities.net.

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Library Search

• The simplest way to search for information
  and resources available on the KMS website is to
  type a word or phrase into the Search-Website,
  Library Links box at the top of the page. This
  will search through the website page content,
  files posted in the Library, and links to
  external websites posted in the Links area.

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Library Search

• As an alternative to using the box at the
  top of the website to enter a search, go to the
  Search portal by following 'Library' or 'Links'
  from the main horizontal menu. Type a word or
  phrase into the Search For box, select the areas
  of the website to search, and hit the Enter key
  or click the Search button

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Library Catalog

• Users can also navigate through the
  Library using the Library Catalog links. The
  Library Catalog interface is integrated into the
  search functionality and allows searches for
  documents within any specific catalog area.

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Library Search Results
The website Search engine offers
flexibility around displaying the results of a
query. Initially the list is sorted by Best Match
(or Relevance), which is based mostly on the
number of times the word(s) or phrase were found
in the documents. Users can then sort the results
list in a number of ways, including by Hit Count,
Title, Date and File Type. Hit Count Title
sorts the documents alphabetically A-Z by title
sorting again by title will sort the results list
alphabetically Z-A. Date sorts the documents by
the Document Final Date which is a date entered
by the Library administrators and if known, is
usually fairly accurate..
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Library Search Results - Categories
The Search engine also provides On-The-Fly
Categorization which provides users searching for
resources with the means for drilling down into a
particular category, thus refining the results
list to a specific topic.
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Library Search Results Viewing Resources
The Search engine results page and
Library Catalog offer various options for viewing
document details and contents. Downloading the
file is always an option and a link to download
the file is displayed within all views. The
different views available are View Document,
Details, and Outline.

• View Document is the default view displayed after
  clicking on the title of the document from the
  search results page or from within the Library
  Catalog. This view displays all document details
  at the top, plus a link to download the file, but
  also displayed are the contents of the document
  itself. This feature provides the ability to
  review the content of the file before deciding to
  download the file to your local computer.
  Additionally, the word(s) or phrase searched on
  is highlighted throughout the document, helping
  you to determine how relevant the document is to
  your query. Also included in this view is the
  Hit-To-Hit Navigation feature, which enables you
  to jump from one search term to the next,
  ensuring seamless navigation of a document with
  the tedious scrolling. To use this feature, just
  click on the first search term highlighted under
  Navigate Using Search Terms to hop to the first
  instance of the search term in the document, then
  use the arrows on either side of the search terms
  to go to the previous or next search term found
  in the document.
• The Details view displays just the details
  pertaining to the document (File Type, Title,
  Author, Document Final Date, Synopsis, File Size
  and Attachment File Name), plus a link to
  download the file. Entities (names of people,
  organizations, etc.) found within the document
  also display at the bottom.
• Click the Download link to save the document to
  your local computer.
• Another handy feature is the 'Email link to a
  friend or colleague' link. Clicking on this link
  from View Document automatically opens an email
  in your default email client that includes the
  title of the resource and a direct link to the
  resource in the Library. You can then add to the
  email and send it along to a friend or colleagure
  to easily share the resource. Your friend just
  needs to click on the link included in the email
  to go right to the document to view or download.

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Library Search Results Viewing Resources
The Search engine results page and Library
Catalog offer various options for viewing
document details and contents. Downloading the
file is always an option and a link to download
the file is displayed within all views. The
different views available are View Document,
Details, and Outline. View document is the
default view displayed after clicking on the
title of the document from the search results
page or from within the Library Catalog, seen
below
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Library Search - Advanced Search Options
Advanced Search

• The Advanced Search provides the capability to
  narrow the parameters of a search.
• Users have the option of limiting the results to
  documents with all the words, with the exact
  phrase, with at least one of the words, and/or
  without the words.
• The Advanced Search area also allows you to limit
  the search results by file type and/or date
  updated, and allows you to limit the search to
  just the Body of documents, or to just the
  documents Metadata. Limiting a search to the Body
  means that none of the file properties or details
  will be searched (e.g. the description of the
  document entered by Library administrators, the
  author, the title, etc.). Conversely, limiting a
  search to the Metadata means that the search will
  not look at the contents of the documents, but
  will only look at the file properties and details
  entered by the Library administrators.
• Lastly, the Advanced Search functionality allows
  you to Use Word Tense Conflation and/or to Use
  Thesaurus. Use Word Tense Conflation tells the
  search engine to find different tenses of a word,
  e.g. build, built and building. Use
  Thesaurus tells the search engine to also find
  documents containing words that are synonymous
  with the words entered in the query.

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Library Search - Advanced Search Options
Menu-Assisted

• The Menu-Assisted query facility allows you to
  construct a query which consists of words,
  phrases, proximity, boolean, structured and
  unstructured searching, all by simply typing
  words and point-and-click.

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Library Search - Advanced Search Options
Advanced Search Options are available to help
users find needed resources.

• Natural language queries allow you to type a
  simple, plain English description of what it is
  you would like found. The Search engine uses its
  knowledge of the contents of your documents
  combined with various linguistic techniques to
  find the set of documents that most precisely and
  concisely matches what you have asked for.

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Links
Many links to external website are posted
on the KMS website. These links are accessible
via the Library Search Portal. To Search Links
only, simply check the box just next to Links,
and click the Search button. The results list
will display links relevant to the search
entered.
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Links
The Links Search Results display very
similarly to Library Search Results. However
clicking on a Link in the results list will open
a new browser window to that external website.
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Help

• Quickstart
• Site How To Help
• Search How To
• Help Desk How To
• Help Desk
• FAQs

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Help Quickstart
Quickstart within the Help pages provides
summary information about the website. The New
User Signup confirmation page includes a link to
the Quickstart area of Help.
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Help Site How-To Help
Site How-To Help provides information and
tips on every area of the website, e.g. the
Library area, seen below
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Help Search How-To
Search How-To is one area within Site
How-To Help, but is included in the menu for
emphasis
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KMS Team Contacts

• Fred Butler Jr., HRSA KMS Lead
• HRSA Center for Quality fbutler_at_hrsa.gov
• Tessa Arons webmaster_at_healthdisparities.net
• Puneet Sahni psahni_at_spreadinnovation.com
• Patrick Anderson panderson_at_spreadinnovation.com