Knowlede Management with SMW and SharePoint

Knowledge Management with

Semantic MediaWiki and SharePoint

Michael Erdmann

February 7, 2014

Karlsruhe, Germany

About DIQA GmbH

DIQA is an independent software vendor of knowledge management tools for ECM portals.

Our vision:

We provide our customers with services and products that turn their ECM portals into smart portals by introducing semantic web technologies. Smart portals let end-users better find, organize, process, control and govern unstructured content.

Founded: May 2012

Team: 3 employees

Location: Germany, Karlsruhe

Agenda

• Goals of KM

• Use Case1: Semantic MediaWiki

• The notion of Information Architecture

• Use Case 2: SharePoint

• Metadata/Taxonomies in SharePoint

• Comparison

• Conclusion

Knowledge Work

• Knowledge workers are workers whose main

capital is knowledge, i.e. who "think for a living", e.g. software engineers, doctors,

architects, engineers, scientists.

• They conduct "non-routine" problem solving that requires a combination of convergent,

divergent, and creative thinking.

• Other work processes can also contain knowledge work, e.g.

• Risk assessment when selling an insurance policy

• Purchasing a complex electronic device

Goals of KM

• Ensure effectively use of knowledge

• Share and reuse knowledge

• Make knowledge of individuals available

for the organization

• Ensure availability of knowledge over time

and independent of location

• Embed knowledge in work processes

“Make the right knowledge available, when it is

needed, where it is needed to whoever needs it.”

The KM Cycle

Socialization consists of sharing knowledge through social interactions, e.g. master

and apprentice.

The process of externalization gives a visible form to tacit knowledge. It can

be defined as "a quintessential

knowledge creation process in that

tacit knowledge becomes explicit,

taking the shapes of metaphors,

analogies, concepts, hypotheses, or

models“.

Combination is the process of recombining/re-organizing discrete

pieces of explicit knowledge into a

new form.

Internalization, occurs through diffusing and embedding newly acquired and

consolidated knowledge into own

mental model, "learning by doing".

Agenda

• Goals of KM

• Comparison

• Conclusion

What is Semantic Media Wiki (SMW)?

It’s a content management system for

• Richly formatted hypertext documents

• Structured data

It’s based on the “Wiki Way”:

• User-governed

• Collaborative

• Easy to use

Semantic MediaWiki: Data model

Think of SMW data in a graphical way

(knowledge graph):

has capital

has population

has mayor has chancellor

Germany Berlin

Klaus Wowereit Angela Merkel

3,515,473

Why is Semantic MediaWiki good for KM?

• Can handle text, images and data (structured, semi-structured and unstructured content)

• Collaborative platform • Everyone can contribute, page history, authorship,

• Automatic sharing of wiki pages • Web- based, one-data store, accessible from

anywhere

• Templates and forms define structure • Knowledge graph

• Automatic lists via queries

• Reuse of knowledge in different contexts

• Faceted search enables interactive navigation

Use Case: SMW for Engineering SME

• What knowledge is contained in the wiki? • Administrative

• Technical

• test protocols (aligned with the test database)

• Sales

• Products

• Quality Management handbook

• Processes, how-to’s

• Who uses it? • 5-6 knowledge providers

• Essentially all employees use the wiki (consumes knowledge)

• Staff from the production line shares one account

SMW Demo

Use Case: SMW for Engineering SME

• Why does the company use SMW? • Right mix of structure and freedom

• Right mix of data and free-form text

• No license costs

• Active developer community

• Easy (setup and )administration

• Particularities • Documents

• No documents are shared via the wiki, due to privacy concerns.

• Documents are stored on a file share with appropriate user management (ActiveDirecory).

• Links to documents in the wiki

• Champion

• CEO is a strong proponent and agent for Knowledge Management with SMW

Agenda

• Goals of KM

• Comparison

• Conclusion

Information Architecture

• Information architecture is the structural

design of shared information environments (e.g. websites, intranets, online communities,

content management system), a blueprint

upon which all other aspects are built – form, function, metaphor, navigation and interface,

interaction, and visual design

• including

• Data model or concept of information

• Users model and user roles

• Activities and workflows

• Policies and governance guidelines

Information Architecture Methodology

https://www.earley.com/

Translating Concepts into Design Elements

• Start with content

• Develop the taxonomy

• Create metadata fields • Assemble into content types

• Align personas with use cases

• Create site map based on use cases • Develop wireframes from site maps

• Create document libraries and navigation based on site maps and wireframes

Agenda

• Goals of KM

• Comparison

• Conclusion

Microsoft SharePoint

What is it?

SharePoint vs. ECM

Microsoft SharePoint

SharePoint Basics

SharePoint content is organized in the following way (indentation represent “contains” relationship)

• Web application • Site Collection

• Web Site

• Page

• Text,

• Image

• Web part

• List

• Item

• Library

• Document

• Web site

Web Site Collection: Company Intranet

SharePoint Basics

• Web Site

• Page

• Text,

• Image

• Web part

• List

• Item

• Library

• Document

• Web site

Web Sites come in many

flavors / templates. They define menus,

functionality and page

structures, e.g.

• MySite • Projects

• DiscussionBoard

• SearchCenter

• PeopleSearch

Web Site: Department Homepage

Web Site: A Project Site

Web Site: Discussion Board

SharePoint Basics

• Web Site

• Page

• Text,

• Image

• Web part

• List

• Item

• Library

• Document

• Web site

Three diff. kinds of pages:

• Web Part page (a number of predefined

layouts)

• Wiki page (has "edit"-

button, can contain Web Parts)

• System page (cannot

be edited via browser)

SharePoint Basics

• Web Site

• Page

• Text,

• Image

• Web part

• List

• Item

• Library

• Document

• Web site

Widget on pages,

allowing for server-side processing

• Vizualizations of

dynamic content

• Views on lists • User Input

• SearchBox

• Many more

SharePoint Basics

• Web Site

• Page

• Text,

• Image

• Web part

• List

• Item

• Library

• Document

• Web site

Lists are a key feature of

SharePoint. They enable teams to gather, track,

and share information.

• Structured

• Content types • Column definitions

• MetaData • Views

List … of Tasks

SharePoint Basics

• Web Site

• Page

• Text,

• Image

• Web part

• List

• Item

• Library

• Document

• Web site

Libraries are special lists

that can also hold documents (Word, Excel,

PDF, …).

• DMS features

• Check-in/check-out • View and edit files

either in the browser or

in Office

• Versioning

Library for Digital Assets

SharePoint Basics

• Although sites are separated, they can

share information

• E.g. Search Sites

• Every user can have his/her own Site

• MySite

Web Site: MySite

Web Site: People Directory

Search Site

Search Site (for People)

Agenda

• Goals of KM

• Comparison

• Conclusion

Findability

• Any KM(-like) system strives to create views of information in the context of work processes • content/document management applications

• search tools

• workflow applications

• customer relationship management systems

• …

• Requires, a common language in which to: • Describe

• Communicate

• Translate information between applications and between user audiences

terminology, taxonomy, ontology, metadata

Taxonomy in SharePoint

• TermStore

• Hierarchy of terms (with synonyms)

• Managed Metadata columns used for:

• Content enrichment

• Workflow s

• Managing information lifecycle

• Sorting, filtering and grouping documents

and/or list items

• Faceted search

DIQA’s extensions to SharePoint

DIQA products for SharePoint

• GRASP – Graphs for SharePoint • GRASP-SemanticWeb

• SPARQL-WebPart

• BCD-Connector for SPARQL-Endpoints

• GRASP-TermManager

• SKOS import/export

• Poly hierarchies

• Relations between Terms

• SemanticSearch WebParts • Suggest terms in the SearchBox WebPart

• Display term tree in Refiner WebPart

• Find documents for related tems

Web Part Page with SPARQL WebPart

TermBrowser with Polyhierarchy

Search Page with TermTreeRefiner

and MatchingTerms Web Parts

Challenge: Content Classification

• People love the power that comes from

metadata, but not if they actually have to

touch the metadata. We want the assets found, reports built, and processes

automated, but only if we don’t have to

be the individuals actually making it

possible.

Content Classification

• Auto-Tagging

• Keyword/term based

• IE

• Context-based

• Posted to which site or library

• Created in which workflow

• Uploaded by which user/role

Agenda

• Goals of KM

• Comparison

• Conclusions

Comparison of SMW and SharePoint

• Both support explicit metadata

• SMW much more agile

• open source vs. closed source

• Community development vs. proprietary

• Completely open vs. elaborate user rights

management

• Wiki markup vs. MS Office integration

• Essentially free vs. substantial investment

Conclusions

• There are no off-the-shelf KM systems • Every client is different

• Platforms like SMW or SharePoint are good starting points

• Knowledge Management is a challenge nonetheless • IT infrastructure is only one dimension

• Organizational culture is even more important

• Think big, start small!

• A little semantics can go a long way. • Metadata creation should be easy, seamless,

automatic

Thank you!

Questions, Discussion, …?

www.diqa-pm.com

DIQA Projektmanagement GmbH

Pfinztalstr. 90

76227 Karlsruhe

Germany Handelsregister:

Amtsgericht Mannheim HRB 715454 USt-IdNr: DE283037270

Geschäftsführer: Dr. Michael Erdmann, Dipl.-Wirtsch.-Inf. Daniel Hansch

erdmann@diqa-pm.com

+49 721 609 517 24

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