Knowing What We Know: AIA Building a Knowledge Base for CCC Administrators

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Knowing What We KnowAIA Building a Knowledge
Base for CCC Administrators
CCCAOE/CIO Conference March 3-5, 2004 San
Francisco, CA  
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Presenter

• Barry Russell, Ph.D.
• Dean, Fine Arts and Communications
• Cerritos College
• brussell_at_cerritos.edu
• Past President
• Association of Instructional Administrators

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Goals

• To learn about the functioning of Knowledge
  Management (KM) in a community college system
• To discuss and apply possible KM practices
  through AIA and California Community Colleges.

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Small group discussion..

• Had new job responsibilities added this year
• Had layoffs or staff reductions in your area this
  year
• Lost staff through retirements

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Staff by Age
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List the Assets of your Organization

• What value did you put on
• Land?
• Facilities?
• Equipment?
• Infrastructure?
• Employee Knowledge?

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The Knowledge Continuum
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Working Definition of Knowledge

• Knowledge What people need to know to
  effectively carry out their roles
• Can be explicit (e.g., documents, formulas,
  templates) or tacit (e.g., experiences, values,
  know-how)
• Emerges in discussion and collaborative thinking
• Quality and relevance is determined by the
  community that uses the knowledge (e.g., by
  subject-matter experts)
• More than data or information, knowledge is
  applied in that it drives a decision or action

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Knowledge Capital

• Is alive
• Cant contain it
• Grows with use must be used to stay fresh
• Is social
• Knowledge is the residue of thinking
• Emerges in discussion collaborative thinking
• Uses technology
• Connect, store, sort, share across time space

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What has Given Rise to KM?

• Advent of the knowledge revolution
• Rise of the information-based economy
• Proliferation of electronic communication and
  delivery modes

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Sharing Knowledge Boosts Productivity
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What is Knowledge Management?
Knowledge Management is the discipline of
capturing, packaging and deploying content to the
people who need it, when they need it.
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Three Imperatives for KM

• Know individually what we know collectively and
  apply it
• Know collectively what we know individually and
  reuse it
• Know what we dont know and learn it in community
• Adapted from C. Havens E. Knapp, 1999.

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Is KM Just Another Fad?

• Fortune 500 companies spent an estimated 12
  billion on all aspects of KM in 1999 this figure
  was expected to rise to 31.5 billion by 2003.
• Research firm IDC forecasts that
  knowledge-management software sales alone will
  reach nearly 6.4 billion by 2006, up from 2.2
  billion in 2001.
• Percentage of knowledge workers in the work force
  has doubled from 20 to 40 since 1999.
• Source IDC Corporation

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Who Has Implemented KM?

• Homeland Security
• BP Amoco
• Ernst Young
• Hewlett-Packard
• Eli Lilly
• Buckman Labs
• Chevron
• Ford Motor Co.
• The World Bank

• Citibank
• Hoffman-LaRoche
• TRW
• U.S. Army
• Viant Corp.
• Arthur Andersen
• Pfizer
• Coca-Cola
• Cuyahoga Community College

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What Are the Types of Benefits?

• Greater efficiencies
• Heightened effectiveness
• Better quality of work life

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KM Applications for Higher Ed

• Operational Knowledge
• Administrative Services
• Curriculum Development Process
• Research Process
• Student and Alumni Services
• Strategic and Institutional Planning
• Knowledge that We Purvey
• Collaboration with External Parties

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CCCs Thrive on Learning and Innovation

• Faculty, administration, staff and students are
  continuously experimenting and creating new
  knowledge
• Seasoned individuals have developed a great deal
  of know-how about their jobs and the
  institution
• There are a growing number of innovative
  programs, initiatives and practices taking root
  at different locations
• Investment in state-of-the-art computing,
  distance education and electronic communication
  tools has made new forms of collaboration possible

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But Often Knowledge Is Lost That Is Critical to
Institutional and Student Success

• There is little knowledge transfer between
  retiring employees and new/existing hires
• Too often knowledge needed by others is purged,
  hoarded or dumped (e.g., shared drives)
• In many cases, knowledge is being re-created
  unnecessarily
• Institutional memory is being lost (e.g.,
  lessons learned, stories, reports, traditions,
  best practices)

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KM Will Help to StewardAIAs Knowledgebase

• The latest and best content will be captured,
  packaged and delivered to individuals who need
  it, when they need it
• People with similar purposes/tasks/interests will
  share knowledge through online communities
• A culture of stewardship will be fostered in the
  values, beliefs, attitudes and behaviors of AIA
  members

Leveraging Our Collective Knowledge for Student
Success
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Implementation Objectives

• To establish structures and processes that put
  individuals in close contact with those who have
  the knowledge they need
• To create and maintain a repository of knowledge
  and best practices available to users throughout
  the state
• To foster an institutional climate that rewards
  knowledge sharing and,
• To further progress towards statewide goals and
  the vision of high-performance learning
  organizations.

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Integrated KM Approach
Strategy
People Culture
Content
Technology
Processes
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Knowledge Processes

• Acquisition
• Storage Filtering
• Deployment
• Maintenance

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Enabling Communities-of-Practice

• Connecting people with common needs/interests
  around a topic to
• Share ideas, insights, information help
• Solve problems advise each other
• Learn together
• Create processes, frameworks, templates, etc.
• Own and maintain the content about their topic

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Possible Applications for CCC Administrators
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AIA Boards Own Portal
Best Practices
Experts
Organization Contacts
Job Descriptions
Past Bd. Members
Content Experts
Vice Pres.
CIOs
Cons. Council
Treasurer
Elections
CCLC
Conferences
Newsletter
President
Website
ACCCA
CCCCAOE
Recruitment
Co-Coordinators
Secretary
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Sample Community Pilots

• Curriculum Development Information about new
  curricula will be available to people who need
  it, when they need it.
• Distance Learning Faculty, staff and students
  will collaborate on designing and delivering
  distance learning courses.
• Grants Management Grant writers will share
  contacts, templates, best practices and expertise
  in enhancing the quality (and subsequent funding)
  of grants.

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AIA Knowledge Community
Knowledge Base
Admin K-log
BlackBoard
Filter
Filter
Filter
Filter
Enroll. Mgmt.
Grants
Assessment
Contract Ed.
Best Practices
Best Practices
Best Practices
Best Practices
Links
Links
Links
Links
Experts
Experts
Experts
Experts
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Faculty
APP
Knowledge Manager
Coaches to Elicit Knowledge
CCCCO
Coaches in All Aspects of KM
Ed. Code
Dean (Stakeholder)
Coaches in Filtering
Environmental Scans
Raw Knowledge Base
Content Expert
Filtered Knowledge Base
Filter
Assist. Deans
Accred. Agency
Knowledge Returns to Community
Artic. Agrmts.
Tech. Prep.
Curriculum Development CoP
V.P.s Office
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Key Characteristics and Benefits of Community
Portals

• Single point-of-access to knowledge
• Support for making better decisions
• Navigation, terminology and taxonomy intuitive to
  the community
• Information organization and search capabilities
• Direct access to knowledge and resources
• Direct links to reports, analysis and queries
• Direct links to related or relative data
• Personalized access to content
• Integration with everyday work tools

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Benefits for AIA

• Time saved by making information readily
  available
• Reduced redundancies (less re-inventing the
  wheel)
• AIA members will be in the know about the
  people and initiatives happening at other CCs
• New hires able to get up to speed quicker
• Quicker development of courses, curricula and
  programs
• Better decisions as communities and groups share
  information and problem-solve together
• AIAs institutional memory preserved

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Discussions

• How does KM fit with AIA/CCCs mission and core
  values?
• Who are the key stakeholders in AIAs Kbase, and
  what is their stake?
• What are existing or potential knowledge-sharing
  communities for AIA?
• What cultural factors might enable
  knowledge-sharing through AIA?

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Ten Ways to Ready a Community of Interest

• 1. Determine the Level of Sponsorship Who will
  champion the community?
• 2. Identify Community Members Who are the
  people who need to know about the topic of
  interest?
• 3. Identify Subject Matter Experts Who are the
  people within the community regarded as having a
  considerable amount of knowledge and expertise on
  the topic of interest?

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• 4. Assess Collaborative Behaviors What are the
  enablers and barriers to sharing knowledge within
  the community?
• 5. Map Out Knowledge Flows Who needs to share
  what knowledge with whom?
• 6. Assess Current State of Content How old is
  it? Where is it stored?
• 7. Identify Knowledge Needs/Gaps What is the
  knowledge that we need?

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• 8. Do a Knowledge Triage Gather and have SMEs
  review existing content, then populate/refresh
  Kbase
• 9. Collect Improvement Ideas Solicit members
  ideas on how to improve knowledge processes and
  content over time
• 10. Foster Communication Begin group-wide
  collaboration activities and learning events
  through the use of electronic newsletters,
  collecting helpful web sites, etc.

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Five Quick Easy KM Practices

• Share your favorite Internet sites with others
• Hold a brownbag training on a technology in which
  you are adept
• Challenge yourself and others to make electronic
  any materials that are needlessly paper-based
• Electronically capture minutes and key decisions
  and make accessible to others
• Acknowledge, celebrate and reward knowledge
  sharing behavior within your group

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Knowing What We KnowAIA Building a Knowledge
Base for CCC Administrators
CCCAOE/CIO Conference March 3-5, 2004 San
Francisco, CA