“Does Your Company Know What It Knows?” Welcome to Terry Weaver.

“Does Your CompanyKnow What It Knows?”

Welcome to

Terry Weaver

“The World Is Flat”

Thomas L. Friedman – Best-Selling Author

Global Competition -- Textiles

US Strategy– Low-cost Labor– Low-cost Machinery

• 50 year life• Rebuilt 3-4 times

– Quality “Inspected In”

China’s Strategy– Ultra Low-cost Labor– Best Available Machinery

• Italian, German, Japanese• State-of-the-Art• Digitally Controlled• 10x Quality• 1/10 Scrap

– World-class Quality Systems– Government Funded

“If HP knew what HP knows, we would be 3 times as profitable”

Lew Platt -- CEO Hewlett Packard

Types of Information

Structured– Numerical– Financial– Operations

• Orders• Shipments• Billings/Receivables

Unstructured– Sales/Marketing

• Customer/prospect contact• Competitive intelligence• Product Data • Presentations

– Product Development & Production• Drawings (ACad, Pro-E)• Photos • Code (CAD/CAM/CIM, Source)• Manufacturing Instructions

– Policies/Procedures– Document Management– Investor Relations

Transitory– Phone– E-mail– Fax

COMPETITOR

THEFT

?

Observations

• Today’s challenge is in the collection, organization, and retrieval of UNSTRUCTURED and TRANSITORY information (Enterprise-wide Knowledge)

• Most systems investments have been focused on STRUCTURED (numerical/quantitative) information.

Unstructured Information Company’s core competencies, collective know-

how, and strategic advantage

Rarely supported by systems to manage unstructured information or to support the workflows that require it

Primary owners, contributors, and users are Knowledge Workers

Therefore,Best-in-class organizations are building Systems to collect, organize, and make available Enterprise-wide Knowledge

to those who need it most

. . to drive Revenues and Profits

Management Dimensions

Quality

CostTime

(better)

(faste

r)

(Cheaper)

Assembling an Enterprise-wide Knowledge Base

An Enterprise-Wide Knowledge BaseWhat is it?

Key Characteristics– Available to all authorized users

• Desktop• Mobile -- anytime, anyplace

– Transparent -- consistent for all users– Secure

"WYNIWYG" (What You Need Is What You Get)

Knowledge Management

Digital Asset Management

“DAM”

• An average of $8,200 per person per year is spent on file management activities which include searching, verification, organization, back-up and security

• Creative professionals spend an average of 1 out of every 10 hours of their time on file management

• Searches alone account for a full third of that time!

Digital Asset Management

for Smaller Companies

File Management Strategies– Central File Server – ALL the Company’s Digital Files

• Shared Folders & Personal Folders• Training• Inspection• Reminders

– Local (PC) File Synchronization – “Take it with you”• Built into Windows 2000 and XP• Anytime, Anyplace

• It’s free• It doesn’t require an

IT pro to do• It eradicates all the

“excuses” for saving files locally vs. centrally

“Right-now” Options

CAUTION!!• Do not abdicate this project to an IT professional!

• You’ll get far better results with a person who • Understands your administrative processes• Understands your operations workflows• Is a proficient MS-Windows user

• The technology is not the issue or the challenge

“Right-now” Options

File Management Strategies– Central File Server – ALL the Company’s Digital Files

• Shared Folders & Personal Folders• Training• Inspection• Reminders

– Local (PC) File Synchronization – “Take it with you”• Built into Windows 2000 and XP• Anytime, Anyplace

– Collaborative Workspaces• IBM Domino (Lotus Notes) – Still “best in class”• SharePoint (MS) – Comes with MS Small Business Server 2003

– Ray Ozzie (Notes, Groove)– Online collaboration– Check-in/Check out for Anytime, Anyplace

“Right-now” Options

File Management Strategies– Central File Server – ALL the Company’s Digital Files

• Shared Folders & Personal Folders• Training• Inspection• Reminders

– Local (PC) File Synchronization – “Take it with you”• Built into Windows 2000 and XP• Anytime, Anyplace

– Collaborative Workspaces• IBM Domino (Lotus Notes) – Still “best in class”• Share Point (MS) – Comes with MS Small Business Server 2003

– Ray Ozzie (Notes, Groove)– Online collaboration– Check-in/Check out for Anytime, Anyplace

• Saves the file to the SharePoint server, just like a local or network drive

• Others can see your work and add theirs

• “Rollback” option allows retrieval of past versions, if necessary

More “Right-now” Options E-mail/Calendar/Schedule + Collaboration Strategy

– IBM Domino (Lotus Notes)• Email centralization + SHARED ADDRESS BOOK• Contact Management (3rd party)• Shared Calendar/Scheduling• Collaborative Workspaces• Portals – Customer/Supplier/Employee Access• Replication – “Anytime, Anyplace” for mobile users

– Microsoft Exchange (comes with MS Small Business Server 2003) • Email centralization + SHARED ADDRESS BOOK• Contact Management (3rd party or Outlook Contact Manager)• Shared Calendar/Scheduling• SharePoint

– Collaborative Workspaces– Portals – Customer/Supplier/Employee Access

• Synchronization – weak, but workable

• Either available as a 3rd party Shared Service (Web-based)

• Both Synch with PDA’s, Blackberry, etc.

More “Right-now” Options

Fax/Phone Strategy

– Fax• Fax Server – send and receive faxes electronically• Outbound – works like Email• DID Fax – everyone has a personal fax number• Delivered by Email (Anytime, Anyplace)

– Phone• Voice over Internet Protocol (VOIP) • Company becomes a single phone system

– Multi-Location– Remote/Work-at-Home Employees

23

PBXPBX

Router/GW Router/GW

Call ControlCluster

Toll BypassToll Bypass

Router/GW Router/GW

IP WAN

IP Telephony

VoIP Solution Sets:Toll Bypass and IP Telephony

Router/GW

IP WAN

Seamless IP TelephonySeamless IP Telephony

More “Right-now” Options

Backup Strategy – Critical to every DAM strategy– Tape

• Oldest and worst

– Storage Area Network (SAN)• Usually higher first cost• Usually lower total cost of ownership (TCO)

– 3rd-party, Web Based • Right now • Zero first cost• OFFSITE

Disaster Recovery –Also critical to every DAM strategy– Consider Fire, Water (flood or domestic), Hurricane, Tornado,

Earthquake, Chemical Spill – what WOULD you do?

Types of Information

Structured– Numerical– Financial– Operations

• Orders• Shipments• Billings/Receivables

Unstructured– Sales/Marketing

• Customer/prospect contact• Competitive intelligence• Product Data • Presentations

– Product Development & Production• Drawings (ACad, Pro-E)• Photos • Code (CAD/CAM/CIM, Source)• Manufacturing Instructions

– Policies/Procedures– Document Management– Investor Relations

Transitory– Phone– E-mail– Fax

. . to drive Revenues and Profits

Management Dimensions

Quality

(better)

Cost

(Cheaper)

Time

(faste

r)

“Does Your CompanyKnow What It Knows?”