Campaigns Department - Knowledge Management Project Draft

Knowledge Management Project Campaigns Department

**DRAFT** 30 March 2011

Table of Contents Introduction................................................................................................................................................................................................ 1

Project Management Approach .......................................................................................................................................................... 1

Project Scope ..............................................................................................................................................................................................1 To develop ..............................................................................................................................................................................................1

To execute ...............................................................................................................................................................................................1 To meet ....................................................................................................................................................................................................2

Project Goals ...............................................................................................................................................................................................2 Milestone List .............................................................................................................................................................................................3

Project Baseline.........................................................................................................................................................................................3

Assessment of Padare, Skype & WebEx Usage .................................................................................................................... 3,4

File-Sharing & Management System ............................................................................................................................................ 5

Cross-Campaign Learning & Interaction....................................................................................................................................6

Information Storing & Sharing Protocol ....................................................................................................................................6

Identifying Staff Needs .................................................................................................................................................................. 6,7

Document Collection Plan .....................................................................................................................................................................7

Quality Management Plan .....................................................................................................................................................................8

Risk Management Plan ...........................................................................................................................................................................8

Communication Plan ...............................................................................................................................................................................9 Work Breakdown Structure .............................................................................................................................................................. 10

Introduction: The purpose of the Knowledge Management project is to create a centralized location for important campaign documents that will be accessible to all staff; to promote cross-campaign learning and knowledge-sharing; and, to ensure all campaigns teams are well-supported through campaign tools & resources.

Project Management Approach:

The Knowledge Management Project will be carried out by Lisa and Ara under Gabrielle’s oversight, and with consultation from Campaign Coordinators, Campaign Managers and the Campaign Director. Please see RACI chart below: R A C I Lisa X Ara (intern) X Judy X X Gabrielle X X X Campaign Coordinators X X Campaign Managers X X

Project Scope: I.

II.

To develop Knowledge Management System(s) for Campaigns department, ensuring that: • All important documents and information is well-organized and accessible to staff • Cross-campaign and cross-departmental learning is supported • The work of campaign staff is well-supported through various campaign tools and other resources To execute this, the Project will focus on three key areas: (1) information management on a shared drive; (2) knowledge management and learning through Padare; and (3) Virtual Learning Tools and opportunities.

(1) Shared Drive: This will contain an archive of all important documents, including current documents. The goal is to have these resources organized in a central place that is accessible to all Campaigns staff. Some of these resources may also be posted on Padare, as needed. The following documents will be included in the Shared Drive: • Strategic & Annual Planning / Budgeting • Policy & Research • MEL • OI Campaigning • Media & Communications (e-actions, multimedia, publications) • National Campaigning • Events/ Tours/ Launches, etc…

• Allies, Grasstops & Influentials • Constituent Engagement/ Grassroots (2) Padare: The campaign teams are the primary audience for the knowledge management system. The vision is a space that allows for more cross-campaign learning and knowledge sharing. This will have interactive elements, including tools for Campaign teams to use.

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Potential Areas: • • • • • • • • •

III.

Strategic & Annual Planning / Budgeting Policy & Research MEL OI Campaigning Media & Communications (eactions, multimedia, publications) National Campaigning Events/ Tours/ Launches, etc…

Allies, Grasstops & Influentials Constituent Engagement/ Grassroots

Potential Components for each area: • • • • • • •

Campaign documents Guides Presentations Tools and templates Tips from other Campaigners Evaluation & debriefs External articles/examples

(3) Virtual Learning: This component will focus on providing more interactive opportunities for Cross-Campaign Sharing & Discussions, beyond Padare. The focus will also be on improving the availability and promoting the use of tools that can benefit the teams (i.e. WebEx, Skype, Congress Plus).

To meet these three key areas, the Project will seek to satisfy these deliverables: • Consistent, organized file management system on a shared drive for Campaigns Dept.

• Interactive space on Padare, which promotes cross-campaign learning • Guide to using the online and shared drive systems, including an outline of the architecture of each • All staff will have access to WebEx, Skype and Padare • Implement a Quarterly learning moment for Campaigns Dept, details TBD.

Project Goals: • •

• • •

KM Project will help increase Campaigns staff utilization of Skype, Padare & WebEx. Campaigns will have an organized, consistent and central location on Padare and on a shared.

Campaigns staff will feel comfortable using the spaces created in the KM Project and will demonstrate understanding of the Project’s proper protocols & guidelines by maintaining and regularly updating both spaces.

The products of the Knowledge Management Project (Padare & Shared Drive) help increase the efficiency of Campaigns department staff’s work (to be measure via survey after 6 mos. of Padare & shared-space rollout) The Project will increase cross-campaign discussion via an interactive Padare space, and by implementing quarterly Campaigns team meetings as-needed

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June

May

April

March

Milestone List: Milestone

Deadline

Conduct interviews with key staff

March 21st –28th

Finalize Project plan

March 31st

Collect survey responses

March 29th

Develop Shared Drive architecture

April 8th

Begin to develop Padare architecture

April 15th

Rollout shared drive to department

Give all staff access to WebEx, Skype, etc…

Have first version of Padare ready for review

Have final version of Padare ready for review Guidelines/protocols/index to be distributed

April 29th April 29th May 12th May 26th

June 23rd

Baseline: The data provided in the Project Baseline is based on in-depth interviews with eight Campaigns Department staff members, an on-line survey of twelve Campaigns Department staff and fifteen Campaigns team members.

I. Assessment of Padare, Skype & WebEx Usage A. Padare 1. Access: 100% have access to Padare 2. Level of proficiency: most staff members are proficient with Padare use; few expressed an interest in getting additional training 3. Current use: Although most staff members are well-acquainted with using Padare, many don’t use it as a part their day-to-day functions. Some of the reasons given were: (1) workspaces are unorganized and hard to navigate through; (2) the search function is ineffective; (3) it’s difficult to edit documents; (4) it’s hard to find the most relevant versions of documents; (5) access to Padare is simply not part of their routine 4. Supporting data: a. Survey findings (Please see chart on next page)

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88.9%

77.8% 74.1%

40.7% 33.3%

37% 29.6%

37% 22.2%

3.7% 37%

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b. Padare sweep This data was gathered by collating the recent Padare activity of individual team members, as listed on Padare’s different Campaigns pages.

Padare User Activity Level in Campaigns Department Team

High

Moderate

Low-Moderate

Low

RiC

19%

38%

1%

24%

EI

AE EJ

23.8% 1%

18%

19% 18% 18%

Padare User Activity

EI RiC AE EJ

II.

9.5% 37%

To make

announcements & reminders

To edit documents

71% 90%

23.8%

91%

1%

81%

1%

81%

81%

1%

90% 90%

19% 1%

1%

36%

To participate in discussions

28.5%

Almost no activity 27%

1%

18%

To create pages & workspaces

To upload documents

81%

76%

76%

76%

90%

90%

63%

45%

No recent activity (30+ days) 67% 38% 36% 54%

B. Skype 1. Access: 96.2% have access to Skype 2. Level of proficiency: most staff members know how to use Skype; there was no expressed interest in getting additional training 3. Current use: a. Skype has been used in combination with WebEx for meetings b. Staff members find that there are several technological issues in using Skype (i.e. lack of equipment, poor audio, etc…) c. Lack of Skype use can also be attributed to situational issues – sometimes people are working on the field and have no computer + webcam access d. Skype messaging has, sometimes, been used in lieu of emailing because it solicits a quicker response C. WebEx 1. Access: 73.1% have access to WebEx 2. Level of Proficiency: although most staff members have been in team meetings where WebEx is used, a significant portion have never actually set up WebEx themselves; a number of staff members would like to get additional training (perhaps, through a DIY guideline) 3. Current use: a. It is mostly being used for team meetings, especially ones including staff in other locations b. WebEx is used infrequently because (1) of IT issues in setting it up (2) staff members simply don’t know how to use it File-Sharing & Management System According to the interview responses, most team members share information with their Campaign via email, weekly team meetings, emailing links to documents posted on Padare, and uploading/downloading documents on Padare; there is minimal use of shared drives.

Essentially, most teams do not have a central drive to store team documents, instead this information is kept in several different drives (M:/Communications -23%, W:/DCOffice – 11.5%), in people’s personal drives (30.8%), in their personal computers (57.7%) and in 5|Page

III.

IV.

V.

Padare (46.2%). As a result of this, several staff members have expressed the following concerns: o They just “don’t know what (documents)’s are out there” o There’s a difficulty finding the most recent versions of documents – sometimes the document owners have them, sometimes it’s on Padare o Already existing documents aren’t labeled well or organized, making them impossible to find o People don’t know where to go to find documents (i.e. planning, finance, budgeting, templates, events, etc…)

Cross-Campaign Learning & Interaction According to the interview responses, most Campaigns staff do not share information with other Campaigns; the few that do only do so because their position requires them to work across different campaigns, or that their targets overlap with other campaigns.

The current cross-campaign discussions that do take place are usually on an informal, person-to-person basis; there is no system to publically share campaign tips, documents, and resources, or to facilitate cross-campaign learning. Subsequently, it has been expressed in the Survey that: o 80% of Campaigns staff would find it beneficial to have other campaigns’ documents available to them o 57.5% of Campaigns staff would be interested in seeing cross-campaign quarterly meetings Information Sharing & Storing Protocol There is no standardized way of labeling, storing or sharing documents. All Campaigns teams and team members have their own ways of storing information, thus creating confusion on where to find key campaign documents. Campaigns staff have expressed an interest in having a (1) map of the Shared Drive; (2) outline of the Campaigns Department Padare space; and, (3) a standardized file-naming system.

Identifying Staff Needs In order to create a system that will be relevant and helpful to the Campaigns department, we have conducted an online survey assessing which documents/types of documents staff members would like to see manifested in the Padare space and Shared Drive:

(Please see charts on next page)

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Document Collection Plan:

Campaigns Coordinators will be the point-person for gathering documents from their teams to populate shared drive folders. Lisa and Ara will help identify documents and provide guidance.

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Quality Management Plan: In order to ensure that the quality of the KM Project meets user needs, Campaigns staff will have an opportunity to provide their input and/or concerns throughout the development of the Project via survey input, interviews and an opportunity to review both the Padare space and shared drive before both products are finalized. In doing this, we will sent new Padare space and shared drive prototypes to get staff input and approval.

Risk Management Plan:

Potential Risk Project will take longer than expected Inability to find all relevant documents Campaigns staff will not use new spaces

Shared drive/Padare will not be updated

Risk Management Plan To offset any delays during Project development, we’ve been working on certain aspects (i.e. Padare architecture) ahead of schedule to prevent a backlog in Project progress.

In order to avoid this, we’ve limited the scope of the Project to (1) only include current documents and (2) to move information-storing forward. We will also identify needed documents early in the Project stages to allow enough time for data collection.

Understanding that it would be impossible to completely change the way the Campaigns staff stores/shares their information now, we’ve devised the Project in a way that would complement their already existing document storing/sharing routines. As part of the project, we will work on strategies to encourage use of new systems by staff members. We will also create and provide guidelines that will help transition into new file-storing and updating procedures In order to facilitate the upkeep of both spaces, we will create and provide guidelines that will standardize file-storing and updating procedures

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Communication Plan: Audience (Who) 1. Judy

Role in the Project C

2. Gabrielle

A

3. Campaign Coordinators

C, I

4. Campaign Managers

5. Campaigns staff 6. KM+ Team

C, I

I C

Communication Method (How) -

Verbal check-ins Review of project Verbal check-ins Review of project

Timing (When) - Often, throughout project - Often, throughout project

Frequency (How Often) - Bi-weekly - Weekly

- Share plans for review, including architecture and content - Gather feedback - Requests for content

- Collection of Content - Key moments*

- Twice per month

- Share plans for review, including architecture and content - Gather feedback - Rollout— overview/training

- Key moments

- 1-2 times per month

- Share plans for review, including architecture and content - Gather feedback - Rollout— overview/training - Presentation of plan - Ask for advice

- Key moment

- Once a month

- Developing plan - Developing Padare site - Using technology

Infrequently, possibly once per month

Priority (High, Med, Low)

Notes

High

- Include as an agenda item in check-in meeting biweekly

High

Medium

Medium

Low Low

- Schedule weekly half hour check-in meeting with LH, GW and Ara

*Key moments include the following: - needs assessment survey - review of detailed project plan - review of architecture/index of shared drive - Identification and location of key documents - review of architecture/plan for Padare - Feedback on Padare cross-campaign site -Next steps/expectations in rollout and beyond *Key moments include the following: - needs assessment survey - review of detailed project plan - review of architecture/index of shared drive - Identification and location of key documents - review of architecture/plan for Padare - Feedback on Padare cross-campaign site -Next steps/expectations in rollout and beyond Key moments include the following: - needs assessment survey - review of architecture/index of shared drive - review of architecture/plan for Padare - Feedback on Padare cross-campaign site -Next steps/expectations in rollout and beyond

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Work Breakdown Structure: March Activity Develop draft of project plan Develop Needs Assessment Survey Send Needs Assessment Survey Review results of Survey Review of Project Plan

Team/People LH, GW, JB LH, AU, GW LH LH, AU, GW LH, AU, GW, JB, CCs, CMs

Develop architecture for shared drive Collect content for shared drive Create folders on shared drive Rollout shared drive to department Access to WebEx, Skype, etc Begin to develop architecture of Padare site

LH, AU, GW, JB CCs AU LH, CCs LH, CCs AU

Review/feedback on Padare plans Collect templates & other content for Padare Build Padare space - populate content First review of Padare space Schedule 1st learning moment Final review of Padare space

JB, GW, CCs, CMs LH, AU AU, LH JB, GW, CCs LH JB, GW, CCs, CMs

Final adjustment to Padare space Finalize documentation Develop system for updating content Rollout Padare Space Hold 1st learning moment, details TBD

AU, LH AU, LH LH, CCs LH, AU LH, JB, GW

Week 1

April Week 2 11-Mar

Week 3

Week 4

Week 1

May Week 2

Week 3

Week 4

Week 1

Week 2

Week 3

Week 4

June Week 1

Week 2

Week 3

Week 4

21-Mar 22-Mar 29-Mar 31-Mar 8-Apr 22-Apr 8-Apr 29-Apr 29-Apr 15-Apr 6-May 31-May 31-May 12-May 20-May 26-May 8-Jun 23-Jun 23-Jun 30-Jun 30-Jun

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