SEA Sharepoint Conference 2010, eCollaboration Journey

1. IMPLEMENTATION OF
ECOLLABORATION PLATFORM – A
JOURNEY
Benjamin Lim
Oct 2010

2. OUTLINE
• What is SSC KM’s Vision?
• What were the objectives, issues or problems faced?
• What we did?
• What are the impact and benefits?
• What are the challenges and future plans?
• What are some lessons learned?
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3. 3
KNOWLEDGE MANAGEMENT VISION
 KM Strategy 1. To build culture of Knowledge sharing and management across SSC.
 KM Strategy 2. To develop KM frameworks, infrastructure, processes to enable smooth
flow of knowledge across SSC.
SSC has confident & talented staff who have
ready access to information and knowledge resources
they need.
Learning and sharing practices are a daily occurrence in
all parts of the organization.

4. 4
• Staff Turnover – knowledge drain
• Increase “reinventing of wheels”, trial and error
• Expertise not surfaced
• Paper based workflow
• Inefficient retrieval of files
• Misplacement of hardcopy files due to handover
• Email centric
• Management of Email attachment
• Are multiple copies stored by all recipient?
Current issues

5. 5
PRINCIPLES FOR ALL SSC TO
ADOPT
• Single original copy stored, referenced and maintained by the owner/author
• Ensuring Information is Accurate and Fit for Purpose
• Knowledge/Information/Records management is as vital as financial
management
• Search first to encourage reuse before re invention
• Keeping Records of What We Do - Mandatory filing of email, controlled
documents, vital records
• Information Accessibility - make information accessible to others except
where there is a specific and agreed reason not to.
• Embed KM practices within Business processes
• Develop IT applications to eenable business processes for structured
information
• eforms within eWorkflow

6. OBJECTIVE OF ECOLLABORATION
• Unified portal where team members can share ideas and work on projects
together
– Communicating team related information and data
– Sharing knowledge artefacts, e.g. documents, photos
– Sharing event information, staff movement
– Generate ideas, discuss ideas about a project
– Adding, assigning, and tracking tasks
– Collecting information eg. Online surveys, custom list
• Connecting people, applications and information in seamless and secure ways
– Expertise locator
• Letting you find, share and publish information easily within business units and
across enterprises
– Enterprise search
− Integrated document management to enhance knowledge sharing
Announcement
Doc Library
Photo Album
Calendar
Wiki
Blog
Survey
Task
My Site
Search
DM
List

7. 7
BENEFITS OF ECOLLABORATION
 Staff Presence awareness allow for instant communication, whiteboarding,
enhance staff profile “SSC facebook” for expertise locator
 Online real time intra and inter collaboration with staff, partners, ministries
 Centralised repository allow for greater knowledge sharing empowered by
intelligent search to enhance accuracy – “SSC Google”
 Business process review to leverage on eforms, annotation, eworkflow for greater
business efficiency (Paperless initiative)
 Single original copy ensures consistency and currency of contents
 Direct publishing and clear ownership establishes accountability and ensure quality
of contents
 Audit trail, access control and control of features (e.g. print and save) enhances
security and business continuity over existing manual system

8. WHAT WE DID?
 Market scan (2008) to determine various capabilities provided to support collaboration
 Team composition: 2 KM members with 2 ICT members
 CEO supported procurement
 Think Big, start small (pilot to show impact)
 Started with KM CoP Site as a pilot
 Started with Asian Youth Games
 Developed Information architecture to set over arching site map, roll out plan, guidelines on how to set up
and use platform
 Change Management Activities:
 2 hours of simple End User training (Admin training for Administrators)
 constantly engage the stake holders to determine their progress and to assist them to achieve their goals
 Participate in Green Initiatives to drive the Paperless mode
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9. CHANGE MANAGEMENT - EMAIL RETENTION
Receive Business
related email
Convert to PDF, via PDF
printing (printer name:
Cute pdf)
Save to Local drives and
transfer to eCollaboration
/ Shared folders / DM
(RM)
Retrieve/eRoute
Archive / Destroy after
retention period (if filled
into RM)
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10. CHANGE MANAGEMENT - EROUTING
PROCESS FOR DIGITISED HARDCOPY
Receive Hardcopy
contents (mark it
with stick pad if
needed)
Convert to PDF
(OCR), via Scanning
(send to Registry for
bulk scanning)
Registry save direct
to Sharepoint and
send url to requestor
Retrieve and move
to rightful folder
/eRoute to receipient
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11. Pre-Trip Staff prepares trip papers
for approval
For speaking
engagement to seek
Corp Comms for
clearance
Staff setup folder under
SSC DM
Staff uploads any
agenda, programme
brochures to folder
Staff can continue to
upload contents to
folders
Staff can blog about the
daily learning, create wiki
for other members to co
create the trip reports
Staff can start creating
the trip report by
combining their blogs
and wikis
Upload all other materials
and trip reports
eRoute the link to other
members for knowledge
sharing
Trip
Post-Trip
eTrip Process (For oversea and local learning opportunities)

12. Pre-Meeting
MS confirm agenda MS set folder MS collate papers
MS upload to
folders
MS email url to
members
MM download
papers, prepare for
meeting
MS create minutes
of meeting, trigger
approval workflow
Chairman clears
minutes
MS uploads final
minutes in pdf
Meeting
Post-
Meeting
eMeeting Process (MS:Meeting Secretary, MM: Meeting Members)

13. Pre-Meeting
MS confirm agenda MS set folder MS collate papers MS upload to folders
MS trigger “collect
feedback” workflow to
members
MM will read and
comment on the
paper via Workflow
comments
MS will consolidate all
comments and revert
to presenters
MM download papers,
prepare for meeting
MS create minutes of
meeting, trigger
approval workflow
Chairman clears
minutes
MS uploads final
minutes in pdf
Face to Face Meeting
Post-Meeting
eMeeting Process Phase 2 – to reduce meeting duration
(MS:Meeting Secretary, MM: Meeting Members)

14. SHARED FOLDER VS SHAREPOINT
Shared folder
 ICT helpdesk needed to grant/amend
access control
 No version control
 No Photo Slide viewer
Sharepoint
 Decentralised control-Local Sharepoint
Admin can easily grant access
 Doc Lib
 Alert me – addition, changes
 Version control turned on
 Automatically creates version
 Allow back tracking
 Photo Album feature
 Survey
 Task
 Calendaring
 List of information
 Discussion
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15. TOP LEVEL SITEMAP
About Group
Division, Dept
About SSC
Type title here
HOD meeting
Group wiki Restricted sub site
OSDG SDG
Group
Community
Life Guard
CoP
Sports
Photography
CoP
Community
of
Practice
Green
Committee
CoI
Community
of
Interest
Communities
Passion, no time limit
Sports Hub
AVillage Technical official
AYG
SYOG
Projects
Start and end date
Sports Division
Portal
Council meeting SMM meeting Audit Committee
Mgt Meeting Perf Mgt
Annual Workplan
Corp Strategy
Management
My Sports Net v1.0
SSC Home page

16. ECOLLABORATION HOME PAGE
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17. KM CoP Site – Open to all
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18. H1N1 Temperature Taking
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19. Metatagging contents
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20. KM Blogs
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21. Examples of Wikis
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22. 1ST ASIAN YOUTH GAMES SINGAPORE 2009
PORTAL
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23. SHARING OF PAST CONTENTS
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24. AYG ORCHID AND TORCH
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25. PEAK PERFORMANCE IN SPORTS PORTAL
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26. MANAGEMENT HUDDLE ROOM
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27. BUSINESS CONTINUITY MANAGEMENT
PORTAL
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28. Community of Practice - Lifeguard
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29. ONLINE TRACKING OF PHYSICAL FOLDER
MOVEMENT
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30. ONLINE SURVEY - EASY TO CREATE AND
USE
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31. SQ APPLICATION - EPOINTS SYSTEM
• Aim: To recognise SSC staff who demonstrate 5 core
values
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32. PAPERLESS ANNUAL DECLARATION EXERCISE 2010
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33. EFORMS IN ACTION
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34. SPORTS MEDICINE
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35. Sports as
a Portal
NSAM Perspective -
e.g. Badminton trial
SSI
Perspective -
e.g. Fencing
Women's foil
Industry
Perspective -
??
Events
Perspective??
Facilities
Perspective??
Sponsorship
Perspective??
Portal for each Sports
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Sports as
a Portal
Sports Medicine
Sports Nutrition
Sports
Psychology
Strength &
Conditioning
Exercise
Physiology

36. 36
Structured Minutes of Meeting - eforms

37. 37
Trial on Sports Nutrition eForm

38.  Team’s Knowledge shared in a timely manner (no barriers to sharing)
 Team’s Knowledge retained along the entire journey – eMeeting form
 Online collaboration within 5 different disciplines
 Allows for future reuse and comparison
 In future to open to coaches to collaborate if possible
Impact and Benefits
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39. ENCOURAGE KNOWLEDGE FLOW - ASK@SSC
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40. SSC CLASSIFIED ADS – SUPPORTING GREEN INITIATIVES
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41. WORK IN PROGRESS GANTT CHART – MARKETING
SERVICES
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42. CRM (STRUCTURED INFORMATION) WITH LINK TO
SP

44. ENTITY, PERSON SEARCH DOCUMENT LIBRARY
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To enhance Sharepoint Search:
Partial search with wild cards such as *
to denote multiple characters and ? to
denote individual characters

45.  How do we archive, govern and audit the Sharepoint Site?
 How best to provision for Group management?
 How scalable will MOSS be to support DRMS?
 Technical challenges
 URL will be broken if we move the contents
 Can we drag and drop email to sharepoint directly?
 Hyperlink too long for the “Hyperlink text box”
 Active Directory Groups members are not shown in Sharepoint
 Unable to expose metadata fields in Advance search box
 No alert within Sharepoint calendars
Challenges for MOSS 2007
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46. FUTURE PLANS
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47. Tender Board Approval Process
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48. INTRANET REVAMP
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49.  Evaluating Sharepoint 2010 to match with DRMS Requirements
 Document Management
 Records and Physical File Management
 Workflow Management
 Search Engine Features
 Taxonomy & Metadata Management
 Thesaurus Management
 Version Control, Annotation, Digital Rights Management
 Digital Asset Management
Document and Records Management on Sharepoint
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50. SSC DM ON SHAREPOINT – A PILOT
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Corporate Taxonomy – Each
Entry a Document Library

51. Records Management - Pilot
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Physical File Reference
Retention Period

52. 53
STAFF PROFILE – EXPERTISE
LOCATOR
 Are you looking for someone with Events Planning and Management skillsets?
 Are you looking for someone with Large scale project management expertise within
SSC?
 Are you looking for someone with PPP knowledge in SSC?
 Other benefits include:
 Searching for staff with skills that may help you in your work,
 Knowing the person before meeting him/her during a meeting,
 Increase our social networks thereby increase our relationships and so develop
trust needed for knowledge sharing

53. 54
STAFF PROFILE – ATTRIBUTES
 Ektron
 Involvement in SSC Projects
Initiatives
 Past working Experience
 Knowledge Area
 Professional Membership
 Birthdate
 Hobbies
 Favourite Sports
 Sharepoint
 [Include list from left]
 Controlled list of skillsets
 Connecting with other colleague
 Connecting to contents/documents,
task on hand

54. 55
ENHANCED STAFF PROFILE – SSC OWN
FACEBOOK
HR Org
Chart
My Training
Records My
Compliments

55. WHAT WERE THE LESSONS LEARNT?
 Identify and engage sponsor and show value
 Understand users business needs in order to best customize solution to fit their
needs
 Educate and train users to understand purpose and how to leverage on
eCollaboration
 Determine Group Management for sharepoint access
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56. ANY COMMENTS?
ANY QUESTIONS?
Email to Benjamin_Lim@ssc.gov.sg
Linkedin : benjaminlhlim@yahoo.com
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