Why a joint publishing environment?

The urgency on this issue is because everyday that passes, another “collaboration site” gets created within our enterprise (government) which serves to divide collaborators that work specific topics.

This is bad because for fast, accurate, and rich content, we want the greatest number of collaborators to apply their considerable depth of knowledge to fewer products and knowledge bases which enable decision makers (political or tactical) to make the most informed decisions as quickly as possible.

Example situation:

Twenty people across the enterprise (DOD, IC, and other governmental bodies with access to the network) have expertise on a subject, but are not necessarily geographically located near one another.

From blog_pics

Twenty people (collaborators) across five companies or (agencies) that typically write on a given subject or topic. Four people at each of the five companies.

From blog_pics

Each of the five companies creates its own collaborative environment for its local employees with some limited ability to share with external collaborators. This could be a Mediawiki site, Sharepoint site, Lotus Notes, or any similar collaboration environment (Collaorative software list).

Each of the four members at each of the five companies use their companies collaborative environment to collaborate on their individual product on the same topic.

From blog_pics

Five “collaborative products” are created, with four primary contributors to each product.

A decision maker (political or tactical) may receive all five products on which to make a decision, and the burden of analysis is put on the decision maker (with less expertise on a topic) rather than on the community of practice where that expertise exists.

From blog_pics

What we want to do is put one product in front of a decision maker that represents the collaborative efforts of the community of practice on that topic (all twenty people), and allow them to make decisions based on that information. The richness and depth of knowledge applied to one document where the differences and facts are agreed upon (or highlighted when not) and available as a product and a living knowledge resource.

From blog_pics

Although there are several publishing and knowledge management products in use across the services and agencies, many of these systems are not shared, nor do they allow for collaboration outside of their component in an effective way. The data and products as well as those items in production are not discoverable by the other components and the costs to maintain each of these systems is considerable. Even if each component wanted to share their databases and information, it would be technically challenging based on the varied systems in use.

Intellipublia is authoring and knowledge management software that enables joint production of products and knowledge management on topics across the entire enterprise (where the enterprise contains all of the agencies, commands and DOD components). All of which can use Intellipublia to create component specific products, or collaborate on joint products. Additionally, members at any component can discover, and contribute or comment on any product that is in draft, or completed.

Intellipublia takes the worldwide scalability of Wikipedia (Mediawiki software) and has been modified to work as a production system that has many features of modern production expectations“.

Intellipublia is operational, as well as still accepting requirements for improvement.

The most notable features are:
* Web based and accessible from any computer on the network
* Scalable to millions of users
* Changes are tracked and attributable and commented
* Notification mechanisms for various aspects of user activities
* Produce validated XML for registration with the Library of National Intelligence IAW ICD 501
* Static html output for local server usage
* Searchable, linkable, taggable, extensible, and has RSS output

In conclusion, I wish to convey that within an enterprise as large as ours, where knowledge on any topic exists in more then one component, it is imperative that we drive collaborators to fewer collaborative spaces in order to maximize collaborative effects and achieve decision superiority while reducing duplication in both products and knowledge databases. This means making a joint decision on which environments we are going to use, followed with how we will integrate them, regardless of the environment or software tools that we settle on.

As always, thank you for reading, and I would appreciate your candid and constructive feedback.

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4 Responses to “Why a joint publishing environment?”

  1. […] Why a joint publishing environment? « Lance's GPB […]

  2. Great blog. I would agree with you. One is better than many in this instance. With one tool, such as the one you mentioned in your blog, it can become a powerful resource. Time and money can be saved by utilizing a joint publication tool. In addition, the users of this tool can know that the information is accurate.

    • Lance Strzok Says:

      Thanks for the comment. I sure hope we get there. I always think of the tax payers and how much money goes into redundant products on the same events. How one might have some nugget of information that the others did not, but rather than everyone editing one document, they all go and create separate ones. This causes more problems for people trying to make decisions on what to do. Really inefficient.

  3. Hi there everyone, it’s my first visit at this website, and article is actually fruitful in support
    of me, keep up posting these types of articles or reviews.

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