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Knowledge base Design for Project Based Consulting Orgs

SHAHZAD M. SALEEM
SHAHZAD M. SALEEM

This document proposes creating an internal video-based knowledge base to replace a company's existing text-based knowledge base. It notes that video content has higher retention and engagement rates than text. The proposed knowledge base would allow both video and text content to preserve existing knowledge. It would be organized by project to suit their project-based structure. Videos could be tagged and searched across products. The knowledge base would have login, dashboard, and options for adding, updating, and searching content. It would also include news feeds and a tutorial bank for sharing knowledge externally.

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Knowledge base INITIAL STRUCTURE & FEATURE LIST
Introduction - Knowledge Base: If definition searched on Google, it will show in context of Customer knowledge base but this presentation is for Internal Knowledge Base. - Currently, the platform used is text based. - The idea is of video based knowledge base and by video I mean Screen Casting. Same technique which is used for NetSuite Suite Foundation and online courses used in Coursera, EdX and Udacity. - The question is why video is better than text content? - The reasons are: - 1. Retention Rate: 80 to 95% video content is retained in comparison to that of 10 to 20 % of text content - 2. Engagement: User is more engaged in video tutorials than text material. - 3. Easily accessible and enriched data: Videos are easily shareable and other mediums data can be shown in it as well.
Some facts and observations about current knowledge base which leads to this idea of video knowledge base are: - On Average only 4.2 posts per month [calculated from one of the text based knowledge pools posts from Jan to July 2018 data and prior to this date range, this average is further at lower side]. It seems that texting and its formatting is generally avoided as it is out of trend in todays tech era. - Rarely any comments on that text based knowledge pool - Mostly, the first approach taken by team mates is to ask the colleague based on a guess that he or she might have faced that scenario or have explored a particular feature instead of using that text based knowledge pool. - Normally, text based knowledge tools have some limitations e.g. If your content needs relevant snaps/pics in between content, those JPGs will be shown in last which will make your content meaningless. Some other limitations are of formatting the content generally faced.
What characteristics a knowledge base should have for a Project Based ERP Consultant and why? - Bi-Medium Supported: Video & Text both should be allowed so previous knowledge [which is in text form] can be transferred and pooled in one knowledge base without any loss thus creating an accumulated base. - Project based Org structure: If you organization is project based organization, so the content should be project based. It will result in a pool of critical knowledge of a project which can be very helpful for referral in next project phases whether inter-phase dependencies exist or not. - Video Tagging: As videos will be project based so there should be tagging and tags should be searchable across the knowledge bases area or product like NetSuite or MS Dynamics or Odoo or Oracle Cloud. There should be option to search across areas or products as well because it will help employees to understand the concept of different products. - Relevancy, searching & management: Organizations domain IDs will be allowed to access it and further management will be done by admin based on need. Marking of content on the basis of product, product version, project and functional areas [like Sales, Purchase, Marketing, Finance etc.] should be mandatory. Machine learning can be used for relevancy of search results.
Structure 1. Login Page Simple username and password page for login. For testing purpose, Machine learnings face recognition option can also be used in parallel. 2. Dashboard - Logo, portal name and username will be shown on top - Global search bar in middle - Menu on left side - Historical items in the middle part - Quick search on right side [no parameters should be mandatory] - A pie chart of individuals knowledge shared to divisions input or for any other KPI Dashboard design shown below >>>>
Knowledge base Design for Project Based Consulting Orgs
3(a). Add Knowledge: Screen Casting: For Screen Casting, following fields should be mandatory and drop downs should be managed by admin(s): Product, Product Version, Project, Functional Area & Title / Subject
3(b). Add Knowledge: Saving Screen Casting with Tags: Once screen casting is complete, system should ask the user to add tags on timeline. These time tags will be searchable and user can watch only relevant areas of screen casted videos which he/she has searched.
4. Add Knowledge: Text Content Same features of Text based knowledge base should be added as active users are use to it. 5. Update Post: User should be able to update his/her post and update will raise an email alert to other users. 6. Professional News Feeds: Tweets and LinkedIn post of bodies like SAP, Oracle, NetSuite, Microsoft or product based like Dynamics365, Power BI etc. 7. Your Organizations Tutorial Bank: We can create product and functional area specific tutorials which can be used for referral to clients or newly hired.
For further exchange of ideas and knowledge contact me via Skype shahzad.pakistani

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Knowledge base Design for Project Based Consulting Orgs

  • 2. Introduction - Knowledge Base: If definition searched on Google, it will show in context of Customer knowledge base but this presentation is for Internal Knowledge Base. - Currently, the platform used is text based. - The idea is of video based knowledge base and by video I mean Screen Casting. Same technique which is used for NetSuite Suite Foundation and online courses used in Coursera, EdX and Udacity. - The question is why video is better than text content? - The reasons are: - 1. Retention Rate: 80 to 95% video content is retained in comparison to that of 10 to 20 % of text content - 2. Engagement: User is more engaged in video tutorials than text material. - 3. Easily accessible and enriched data: Videos are easily shareable and other mediums data can be shown in it as well.
  • 3. Some facts and observations about current knowledge base which leads to this idea of video knowledge base are: - On Average only 4.2 posts per month [calculated from one of the text based knowledge pools posts from Jan to July 2018 data and prior to this date range, this average is further at lower side]. It seems that texting and its formatting is generally avoided as it is out of trend in todays tech era. - Rarely any comments on that text based knowledge pool - Mostly, the first approach taken by team mates is to ask the colleague based on a guess that he or she might have faced that scenario or have explored a particular feature instead of using that text based knowledge pool. - Normally, text based knowledge tools have some limitations e.g. If your content needs relevant snaps/pics in between content, those JPGs will be shown in last which will make your content meaningless. Some other limitations are of formatting the content generally faced.
  • 4. What characteristics a knowledge base should have for a Project Based ERP Consultant and why? - Bi-Medium Supported: Video & Text both should be allowed so previous knowledge [which is in text form] can be transferred and pooled in one knowledge base without any loss thus creating an accumulated base. - Project based Org structure: If you organization is project based organization, so the content should be project based. It will result in a pool of critical knowledge of a project which can be very helpful for referral in next project phases whether inter-phase dependencies exist or not. - Video Tagging: As videos will be project based so there should be tagging and tags should be searchable across the knowledge bases area or product like NetSuite or MS Dynamics or Odoo or Oracle Cloud. There should be option to search across areas or products as well because it will help employees to understand the concept of different products. - Relevancy, searching & management: Organizations domain IDs will be allowed to access it and further management will be done by admin based on need. Marking of content on the basis of product, product version, project and functional areas [like Sales, Purchase, Marketing, Finance etc.] should be mandatory. Machine learning can be used for relevancy of search results.
  • 5. Structure 1. Login Page Simple username and password page for login. For testing purpose, Machine learnings face recognition option can also be used in parallel. 2. Dashboard - Logo, portal name and username will be shown on top - Global search bar in middle - Menu on left side - Historical items in the middle part - Quick search on right side [no parameters should be mandatory] - A pie chart of individuals knowledge shared to divisions input or for any other KPI Dashboard design shown below >>>>
  • 7. 3(a). Add Knowledge: Screen Casting: For Screen Casting, following fields should be mandatory and drop downs should be managed by admin(s): Product, Product Version, Project, Functional Area & Title / Subject
  • 8. 3(b). Add Knowledge: Saving Screen Casting with Tags: Once screen casting is complete, system should ask the user to add tags on timeline. These time tags will be searchable and user can watch only relevant areas of screen casted videos which he/she has searched.
  • 9. 4. Add Knowledge: Text Content Same features of Text based knowledge base should be added as active users are use to it. 5. Update Post: User should be able to update his/her post and update will raise an email alert to other users. 6. Professional News Feeds: Tweets and LinkedIn post of bodies like SAP, Oracle, NetSuite, Microsoft or product based like Dynamics365, Power BI etc. 7. Your Organizations Tutorial Bank: We can create product and functional area specific tutorials which can be used for referral to clients or newly hired.
  • 10. For further exchange of ideas and knowledge contact me via Skype shahzad.pakistani