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Knowledge Management is the natural result of a Business Process Management System (BPMS) implementation.
A next generation BPM Suite allows organizations to develop mechanisms for knowledge transfer, the structuring, collecting, and leveraging of information throughout the organization (including employees as well as external users: customers, suppliers, dealers, etc.) in order to provide a service for those who need information, where and when they need it.
In fact, Knowledge Management is the natural result of applying a next generation BPM Suite such as AuraPortal.
1. Information Elements
AuraPortal has an imbricate structure which links and connects Families used for managing the Employees, Accounts (Customers, Suppliers, etc.), Items (Products, Services, Stock, Fixed Assets, etc.), Projects and Areas of the Entity.
Each of the elements of these families, not only stores the information concerning the user, but also allows the user instant access through links to related information.
In addition, AuraPortal allows for the creation of Own Defined Families, allowing users to create new Families, or data elements, similar to those already created (Accounts, Items, Projects, etc.), but that are unique to their industry. This could include formulas, tools, policies, etc. depending on the need.
2. Organizational Learning
AuraPortal provides the best environment for collaboration and organizational learning among the staff within the different departments in the company, work teams, delegates and external users (customers, suppliers, dealers, subcontractors, etc.).
The AuraPortal solution provides all Communication and Collaboration channels, delivered in the latest technologies: Bulletin Board releases in the many Portals, diverse Surveys, Forums and online Discussions which are open to all users or user groups, Shared Agendas, etc.
Continual communication allows the company to share their experiences effortlessly. Thereby improving the effectiveness of their actions: slogans, strategies, results, resolved cases, competitors’ actions and characteristics, sales arguments, etc…, instantly increasing the success of any action.
3. Management per Process
However, a truly effective system is one that leverages the combination of Business Rules along with the workflow of Processes and Tasks within AuraPortal. All administrative activities that take place in the company can -and should- be supported wiothin the tasks (both processes and those of free (ad hoc) workflow), because they are the suppliers of all knowledge within the enterprtise.
AuraPortal shows the system -through Business Rules and BPM Process Modeling- how the enterprise should work, so that the system itself promotes and ensures its own compliance.
The Rules family is used not only as a supplementary feature to the processes but also as a query repository where operating procedures, order rules, user manuals, etc. are stored. All this is centralized and has the required permissions to restrict or allow access to different employees based on their function or rank.
Process modeling allows graphical representation of all activity flows carried out across the enterprise, as well as defining the maximum level of detail.
- Each personal task -to be performed by a user- has instructions that will guide the user through the implementation with all available formats. Dynamic Forms contain all the information, Structured and Unstructured (data and documents) that should be used.
- Each system task already includes the knowledge required to be performed automatically, without human intervention, for all actions that may be automated.
The working procedure that AuraPortal promotes helps each person in the organization to introduce in the system the information that they generate. This information is organized in its Informative Elements, Business Rules, Processes and Libraries, and is accessed depending on roles, job title and levels.
Thus, staff and external consultants’ knowledge is reflected in the system and it is automatically applied to all activities and areas of the company, regardless of the staff available.