KM Plan template for Project

Worksheet content Guide # 1 Sheet/Item Details

Goals Execution Plan

Benefit Tracking
3

To define the KM Goals at the Project level and track them along with Project level activities. The KM Prime will play a key role along wih the PM in defining these goals. This section details the actvities which can be planned for creating KM awarenes in projects. It also lists the avenues available to the project for the KM journey and enhancing KM exhange and increasing system usage. This exercise is meant to correlate the KM goals with Business Benefits accrued to the project. This section provides guidelines for Deploying Knowledge Management within the project at various lifecycle stages.

Help
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KM Goals & Metrics Project SNAPSHOT

Client Profile IBU DU Delivery Manager KM Patron DU Anchor Project Manager KM Prime KM Prime - backup Domain Major Project type Platform/Technology/Tool used ITL/ODC Project Duration Peak team size Onsite Offshore Account Manager Comments

Pressures on Productivity Avoiding Reinvention of tools

Business Drivers

Using Best Practices for Competitive Advantage Rapid ramp ups poses challenges in scaling up Unable to scale up rapidly Avoiding Reinvention of tools

AWARENESS AND KNOWLEDGE SHARING SESSIONS I

Introductory mailers

KM AWARENESS

KM Events

Recognition Mechanisms

Gamification

GE EXCHANGE

Roadshows Induction Training for the team. Classroom Session / F2F Session No. of Checklists/Guidelines Created Best Practices, Lessons learnt in other projects domain SpecificTraining for account No. of Internal Tools created No. of Code templates/snippets Created

KNOWLEDGE EXCH KM SYSTEMS

Encourage Preparation and submission of reports - Best Practices ,Lessons learnt ,Innovations for the account KM Masterminds: collection of activities around an account/DC Submit knowledge artifacts to knowledge repository

Training in Tools and Techniques

Identify /Locate Expert Internal Training designed K-TIPS and artifacts shared

KShop Statistics No. of artifacts submitted to KShop by the project team No. of KShop artifacts reviewed by the project team Usage of Kshop No. of documents rated in KShop Collaborative Systems K-Mail Contribution -Replies and Uploads K-Mail Usage -Queries and Accesses Discussion Forum Contribution Threads Discussion Forum Usage - Queries TeamWiki Contribution - Updates TeamWiki Usage - Accesses Other Collaborative systems Contribution Other Collaborative systems Usage Accesses # of Knowledge Assets shared in Project Space (Project portal, LAN etc)

WLEDGE SHARING SESSIONS IN THE PROJECT

DESCRIPTION

TARGET AUDIENCE

SESSION NAME

These mailers help you to introduce your team to the various KM tools and Processes that are available at their disposal. The objective is to be able to provide a broad overview of the possibilities. The entire team These could be in the form of KM carnivals that help generate an initial buzz around KM. This can be a blend of fun and business activities that help people experince the KM practices The entire team Recognition mechanisms help teams to sustain participaton of team members in the KM activities. This can vary from simple e-mail to a certificate to some kind of reward. The entire team You can use simple online and offline games to help introoduce KM to the team. The entire team This coluld be a part of the broader events being planned or a stand alone activity through which you can showcase the KM plans and activities using visual media. The entire team new joinees to the project Everyone. Ongoing activity Everyone. Ongoing activity project wise Include all projects in the account Everyone. Ongoing activity Everyone. Ongoing activity
NA NA

all projects. Ongoing activity DU/DC members

NA

Everyone. Ongoing activity

Check KM Exchange Tracker placed in LAN Check KM Exchange Tracker placed in LAN Check KM Exchange Tracker placed in LAN

project wise

NA
NA

NA NA NA NA NA NA NA NA NA

FREQUENCY

PLANNED DATE

Goals Achieved

Typically once while introducing KM to the team. And when there is a huge curn in the team or when new members join the team.

Once a Quarter.

On-going. Monthly.

One a Quarter

One a Quarter

Na Quarterly Quarterly(1 per quarter) NA

Monthly mailers reminding team to submit Monthly(3 per quarter) Monthly mailers reminding team to submit

NA

Check KM Exchange Tracker placed in LAN Check KM Check KM Exchange Exchange Tracker placed in Tracker placed LAN in LAN Check KM Exchange Quarterly(1 per Tracker placed in LAN quarter)

NA
NA

NA
NA

Monthly(3 per quarter) Monthly mailers reminding team to submit NA NA NA NA NA NA NA NA NA NA NA NA

NA

NA NA NA NA NA NA NA NA NA

NA

TRACKING KM BENEFITS @ PROJECT

KM AWARENESS K-Tips Sharing KM AWARENESS Quizzes Conducted KM AWARENESS Internal Sessions Monthly KM Champ KM AWARENESS Competition KNOWLEDGE Induction Training for the EXCHANGE team. KNOWLEDGE Classroom Session / F2F EXCHANGE Session No. of KNOWLEDGE Checklists/Guidelines EXCHANGE Created KNOWLEDGE domain SpecificTraining for EXCHANGE account KNOWLEDGE No. of Internal Tools EXCHANGE created Encourage Preparation and submission of reports Best Practices ,Lessons learnt ,Innovations for the account KM Masterminds: collection of activities around an account/DC Submit knowledge artifacts to knowledge repository Training in Tools and Techniques Identify /Locate Expert KShop Statistics No. of artifacts submitted to KShop by the project team No. of KShop artifacts reviewed by the project team No. of documents rated in KShop # of Knowledge Assets shared in Project Space (Project portal, LAN etc)

KNOWLEDGE EXCHANGE KNOWLEDGE EXCHANGE KNOWLEDGE EXCHANGE KNOWLEDGE EXCHANGE KNOWLEDGE EXCHANGE KM SYSTEMS

KM SYSTEMS

KM SYSTEMS KM SYSTEMS

KM SYSTEMS

KM Effort Metrics
S. No. Activity

S. No.
1

Activity
Effort spent by KM Prime towards KM activities (use DART for tracking) Effort spent by team towards KM activities (use DART for tracking) Total Effort spent towards KM Project Total Effort % KM Effort

2 3 4 5

Guidelines for DART codes

DART code, PKNOW to be used for project-specific knowledge sharing and facilitation effort. Examples include: time invested by the KM Project Prime in facilitating the team with KM practices and in o activities such as metrics collection, traction, analysis, etc.; effort expended by members in KT sessions, documentation done for use in the project; etc.

DART code, GKNOW to be used for knowledge sharing effort expended for the benefit of posterity or for Ksharing activity done across projects. Examples include: writing BoKs, Case Studies, etc. for use across projects; consultancy / help given to other projects; etc. GKNOW not to be included for COQ calculation Effort expended in searching for knowledge should not be accounted for using either of the above codes

BENEFITS @ PROJECT
Benefit

KM Effort Metrics
Total

Total

31-Jan

28-Feb

31-Mar

Guidelines for DART codes

used for project-specific knowledge sharing and facilitation effort. ested by the KM Project Prime in facilitating the team with KM practices and in other llection, traction, analysis, etc.; effort expended by members in KT sessions, in the project; etc.

used for knowledge sharing effort expended for the benefit of posterity or for Kprojects. Examples include: writing BoKs, Case Studies, etc. for use across given to other projects; etc.

for COQ calculation

g for knowledge should not be accounted for using either of the above codes

1. Knowledge Exchange KM Enabling and Planning activities are the activities that enable a KM Prime and project members to manage knowledge in a project. These include training for the KM Prime and project members in "KM in Projects". The KM group conducts a middle level course (course code: KM02 in ILITE) named "KM Practitioners Guide". This training enables a KM Prime in the various aspects of Knowledge Management. The KM Prime in turn needs to enable the project team in using the available KM infrastructure. It is easier to track and execute the KM activities if they are scheduled as a part of the project plan. The KM Practitioners Guide training program enables the KM Prime to create a KM Plan for the project for knowledge re-use and share it within the team. The KM Prime needs to prepare this KM plan with the help of the PM and discuss it with the team members. The KM related activities should be setup planned tasks in project plans. An active and updated induction program and a mentoring goes a long way in helping new entrants into the project scale up and become productive team members. Recording demos of applications in the induction kit can eliminate repetitive KT sessions and free the project experts to concentrate on one to one interactions. Once the project members reach a level of expertise in different domain / technologies, other projects in the DU / Account / Unit / Infosys can benefit from this expertise. The project can share this learning through sessions conducted within and outside the project. Project productivity can be effectively improved by eliminating repetitive steps/code/tasks by automating by creating tools or reusing existing tools. Re-use of existing artifacts shared in repositories like KShop or project repositories also improve productivity. For any and all KM activity, the first point of contact will be your PM and DU anchor. Do also reach out the Branding and Promotion team at the KMGroup by sending an email to [email protected] Someone from the team will guide you on how to proceed. 2. KM System Creation/Contribution /Usage The KM infrastructure of Infosys has wide ranging capability to meet different knowledge needs, and is diverse to suit different methods of knowledge sharing like a Knowledge Repository, Blogs, Wikis, Discussion Forums, etc. Using the diverse infrastructure available for knowledge contribution and seeking knowledge results in various benefits to the project. Similarly, seeking consultancy from domain/technology experts through KMail, Discussion forums or otherwise in the organization for troubleshooting/seeking guidance also saves on a lot of time and effort for the project. demos available on the KM Kit could act as a reference in order to familiarize one with the various 3. KMThe Awareness A good working environment where a team member does not hesitate to ask for help and freely share knowledge for the team's benefit goes a long way in improving the work environment, group morale, thereby improving the productivity and quality of deliverables. Projects adopt a lot of innovative means to make this happen. Conducting quizzes, sending tip of the day, having brainstorming sessions, awarding the best knowledge sharing member, etc are a few examples of such activities. 4. KM activities by LC stage

Project Planning Identification of knowledge components for reuse Training in Tools and Techniques Knowledge sharing sessions Best Practices, Lessons learnt in other projects Project Execution Reuse of knowledge components Training and Knowledge sharing sessions Induction of Best Practices Collaboration Project Closure Prepare and submit reports - Best Practices ,Lessons learnt ,Innovations Submit knowledge artifacts to knowledge repository