Using the CoP Tool

1. Using the CoP Tool Tomoye Ecco 3.2.4 pat.lawlis@jacobs.com

2. Outline • Tour of the Jacobs Technology Communities of Practice • What you can do as guest and with member privileges • Using community leader privileges • Adding, deleting, editing, moving content • Working with links • Other admin options • “Wiki” document editing

3. Jacobs Technology Region Communities of Practice Touring the CoPs

4. Five Main Communities Aerodynamics and Wind Tunnels (AERO) Asset Management/Facilities Operations & Maintenance (AMFOM) IT/Enterprise Solutions (IT/ES) Program Acquisition & Systems Engineering (PASE) Rocket Propulsion System Development & Testing (RPSDT)

5. Navigating • Start Here! is intended to answer general questions about the CoPs • Contains How do I? (FAQs) • This presentation also available here • Notice several methods of navigation • Click on topic in browser on the left • Use search box at top of page • Popular content on the right • Use tabs across the top of the content • Back up using “bread crumbs” at top left of page

6. Jacobs Technology Region Communities of Practice Guest and Member privileges

7. Guest without an Account • Guests are very limited in what they can do • Examine content of the Start Here! CoP • Look at the overall structure of CoPs • Read about each CoP and see its structure • Apply for an account • Ask a question • Guests cannot see anything more because CoP objectives put restrictions on who can use them • Cross-segment discussions on contract issues • Members must be US citizens and Jacobs employees or teammates with GM’s permission to participate in CoP

8. Member with No Special Privileges • Without being a member of a specific CoP • See all main CoPs • Still no content for topics • Now available activities are across top of page • Designate current location as a favorite • Ask a question • Blog • Add a comment • Subscribe • Email

9. Member of a specific CoP • All general member privileges • Within the CoP, can suggest the addition of a • Document • Video • Website • Relationship • Suggested knowledge must be approved by a community leader before it shows up on CoP

10. Questions • Q & A dialogs can be a valuable communication mechanism • Answers can come to original question or answers to the question or other answers • Can look at tree view or flat view • Ascending or descending in flat view • CoPs could use subject matter experts (SMEs) who are reviewers to answer questions and vote on content (of questions and other items)

11. Searching • Searches look at • Only current community or all communities • Content and/or member profiles • Standard vs. Classic views • Different form of information about items • Classic search separates profile searches from others (document, topic, etc.) • Search terms are not highlighted in the documents that come up • Open the document and use the standard document search to find the terms you want in the document

12. Member Profiles • Show All or Filtered • How each is displayed will be quite different • Filters include Helpful, Active, Networked, time elements • A profile contains everything available about the member (within the current privileges) • Strongly suggest including a picture for profile • Note tabs across top of page

13. Subscriptions • How do you know if someone has asked a question or added some content that might interest you? • Search areas of interest • Or Subscribe to receive emails • Email notifications possible for all kinds of • Additions • Modifications • Deletions • Be aware that subscription is for current location and lower in hierarchy

14. Exploring the Tabs Welcome All Content Q & A Documents & Videos Blogs Experts & Members Most items can be filtered

15. Jacobs Technology Region Communities of Practice With Community Leader privileges

16. Privileges and Responsibilities • Community leaders are expected to provide guidance for the CoP content, organization, etc. • May have additional responsibilities • Topic leader • Knowledge contributor • Knowledge manager • Virtual team leader • Webinar presenter • Other

17. More Privileges than Regular Members • Can approve/deny knowledge, questions, etc. • Pending on left will turn red when something needs approval • Can add • Community • Topic • Highlight • Featured Member • Contact • Link • Can manipulate knowledge items • Edit • Delete • Move

18. Points for Consideration It is always important to pay attention to your current location when you perform any action It is easier to create something at the correct location than to move it later There does not appear to be a simple recovery mechanism for deletions

19. Editing • When you select Edit at the top of a page, you can edit the description at your current location, then Submit and Close • If this is the location of a document • Download the document to your own computer and edit it • Edit the description on the CoP, if necessary, and then click the Remove box next to the name of the old document, Submit and Close • Edit again, browse to the updated document, and once again Submit and Close

20. Moving • You can move the current item and everything under it or you can move just some items below it in the hierarchy • Dialog box will tell you what will be moved • Starts with the current item • You can select specific item(s) below it in the hierarchy using the Knowledge Chooser • Whatever you select will then show up in the list of items to move • When an item is moved, everything below it in the hierarchy will also be moved • Once you have the correct item(s) to move, click on Next • Click on Choose New Location to indicate where item(s) will go and click OK • Click on Schedule the move so it occurs in a timely manner and click Next again • Then click on Move and Close

21. Deleting • When you select Delete, you can delete the current item and everything below it in the hierarchy • Click on Schedule the delete so it occurs in a timely manner and click Next • Dialog box will tell you what will be deleted • Click on Delete and Close

22. Working with Links • Links have some special properties • Clicking on a link takes you directly to the URL • URL can be internal to CoPs or external • To create a link • Give it a name and short description • Easiest way to get the URL is to go to the location and copy it • To edit or delete a link • At top of page, go to Admin Options > Community Leadership > Manage Content > Manage Links • Now you can either edit or delete the link

23. Alternative to Link is a Website • With a Link • You don’t know where you are going or what you are getting into until you click on it • Awkward to edit or delete • With a Website • You can provide a description so you know where the link will take you • Link now treated as content rather than a topic • Not found in the browser • Found under All Content or Documents & Videos • Going to the link is a 2-step process

24. Reordering Items • Sometimes the items in the table of contents of the CoP under Browse at the left side of the page are not in the order you want them • Mouse over the Admin Options tab at the top of the page • Mouse to Community Leadership • Follow that to Community Explorer Ordering • Select items to move and use Up and Down buttons to change order, then click OK

25. “Wiki” Document Editing • Can create a document on line • First create a topic and put in some content • Edit the wiki by editing the topic • Inserting links • To content or a person • To other URLs, internal or external to CoP • Within the wiki document, using an “anchor” • Anyone with permission to edit the topic can contribute to the wiki document

26. Jacobs Technology Region Communities of Practice Enabling Effective CoP Participation Build and Sustain Technical Competence Across the Segments

27. CoP is More than the Tool The CoP is the community of users who share and collaborate The Tomoye Ecco tool can be an effective enabler for the CoP Now it is up to you to become involved with a CoP and to use Ecco effectively to support that involvement