Creating a Central Hub of Knowledge for Employees
Case Study: SharePoint Knowledge Management System
A consulting firm dedicated to creating large-scale social change was not satisfied with their current knowledge management system (KMS). They were using iMeet Central, a commercial off-the-shelf solution that initially met their needs. However, as the system was updated, the firm found that it no longer aligned with their requirements for a KMS. For this reason, the organization began looking for a KMS that could be a long-term solution. This solution would provide a central hub of knowledge for their employees. To find a platform that would be a better fit, the firm performed an in-depth requirements analysis. As a result, they decided that Microsoft SharePoint 2016 would be the best fit. Upon making this decision, the firm reached out to Aciron for assistance with developing their new KMS on SharePoint.
How We Added Value:
Aciron conducted a current state assessment of the existing KMS to better understand the client’s pain points with their current system. Then, we worked with the client to define the requirements for their new KMS. Throughout this process of defining requirements, we provided actionable recommendations to the client. These recommendations were based on our extensive experience with SharePoint and developing custom knowledge management systems.
Aciron established a solid roadmap for the project so our consultants could design storyboards. These storyboards provided the client with a demonstration of the desired look and feel of the system. As a result, The storyboards included recommendations for web parts in the most cost-effective and efficient manner. We regularly reviewed these storyboards with the client and iterated on them based on the client’s feedback.
Aciron developed the application according to the defined strategy and thoroughly tested the system’s functionality and design. Then, the system moved to user acceptance testing (UAT), where representative end users were able to test the user experience and provide feedback before the launch of the system. After implementing these final tweaks based on user input, we deployed the KMS to the client’s production environment.
Aciron migrated the organization’s previous data from iMeet to the new SharePoint KMS. Our team of technical consultants wrote code to associate metadata tags with each folder and document and imported this data into SharePoint. This migration process ensured that users would still have full access to the historical data in the new KMS.
Aciron developed a custom SharePoint KMS that acts as a central repository for knowledge. Thus, allowing the company to better capture and retain critical organizational information. Also, the KMS consists of various sites and subsites including client and project profiles, department sites, groups and committees, areas of expertise, essential onboarding documents, and a learning center.
The system’s comprehensive and searchable database allows employees to navigate past experience. This includes specific clients and projects, lessons learned key insights from engagements and employees’ areas of expertise.
Throughout the KMS, department sites include discussion boards to facilitate team communication or improves collaboration and organization. The system provides quick links for easy navigation to relevant resources. Also, the system includes a subsite that incorporates advanced workflows for processing new and declined engagements and sending confirmation emails to all parties involved.
Since launching the new KMS, the organization has enjoyed a high rate of user adoption for the system. In addition, the company has experienced an increase in efficiency, communication, and collaboration. Aciron continues to work with the client to provide ongoing support and updates to the system.