Browse Tag by quality management
Linzer Strasse 299-325, Image: Wiener Wohnen (c)
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“An asset that cannot be expressed in numbers.”

Over half a year ago, “Wiener Wohnen”, Europe’s largest public-housing management service, transferred their company manual and their complete process and document management system onto a wiki platform. Here is a progress report.

“Introducing the wiki was a bit like doing a clear out,” says engineer Dietmar Milkovits. He is the head of the quality management department at “Wiener Wohnen“, a company full of tradition which can trace its roots back to the 1920s. As an agency of the municipal authorities of Vienna, “Wiener Wohnen” manages, renovates and operates about 220,000 council flats in 1,800 residential areas, making it the largest public-housing management service in Europe. During their work, about 750 employees are faced with a multitude of regulations: the Word document in which they used to be collected together was a good 600 pages long. Manipulating this data was thus very laborious, as was searching for regulations and using the connected documents required.

 

“More than just hype”

“The greatest challenge for the future was to make this mass of information understandable and transparent for our staff, and we wanted to make use of a well-known and proven tool,” said Milkovits. For this reason, in 2017, the company management decided to transfer this company manual and all the document and process management systems into a BlueSpice 3 wiki from Hallo Welt! GmbH, known as MAAS (this is short for the German word MitarbeiterInnenanleitungssystem meaning “Staff Instruction Manual”). Even the in-house intranet was replaced in the process, as though in passing, and since May 2018 “if I need anything, I look in MAAS.”

“A wiki is more than just hype. It is something stable, lending itself to extensions and being customised for future challenges,” says Milkovits, whose department looks after MAAS and operates the platform. He names the fundamental plus-points as the search function, the simple structure with many cross-linking possibilities, the function to print documents as PDFs, a pleasant layout and a rights system which is easy to adapt.

 

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Collecting and distributing an organisation’s knowledge: Knowledge management and QM at ASIS GmbH – a use case

A part of the exchange station for abrasive materials from ASIS GmbH
A part of the exchange station for abrasive materials from ASIS GmbH

ASIS GmbH from Landshut works in the area of automation technology. This medium-sized company is focused on surface engineering for the car industry. ASIS develops and produces, amongst other things, painting and grinding finishing systems. They currently have about 120 employees.
I spoke with Jana Timinger, Technical Editor at ASIS GmbH, about how knowledge and quality management have changed as the firm has grown.

Ms Timinger, ASIS has experienced many changes in the last few years. What challenges have these changes brought with them?

We have grown from 70 employees to 120 in just a few years. As well as this, we have two locations, and many members of staff who work a great deal out and about, or at customers’ premises. This means that we always have to consider the question: How we can organise teamwork over these distances properly, for example for projects in which planners from several locations collaborate. Put most generally: How can we keep all members of staff informed of important information on a regular basis, and how can documents be centrally accessible and findable? Our previous data storage structure was not ideal for meeting these challenges.

What made you want to find a system to meet these challenges? And what were your requirements for such a system?

The first thing that set us off was quality management. For this, we had documents in a type of intranet. This was not particularly convenient, and we were not happy with it because things were often filed twice and our members of staff could not access the documents easily. In addition, our technical departments wanted to be able to keep their knowledge centrally so that it was available for everyone in that department, but also for everyone across the company. Word documents disappear too easily and too quickly somewhere on the server – they are not really able to be found again.

Now, our quality management is completely documented in the wiki and we have set up subportals for our individual departments, in which the technical departments can place and stress relevant information and news. Continue Reading

BlueSpice and MediaWiki templates for content boxes

With this wiki box set, it is possible to achieve more structure and overview in a wiki article. You can highlight content and distinguish it from the surrounding text. These boxes are a great support to improve the quality of an article and to add some design to the articles to make it more appealing for your interested users. You can insert text, links, files and lists into the box – the same way like you know it from normal wiki content – to provide useful tips, documents and further information in addition to the article text. Use this content highlight boxes in MediaWiki or in BlueSpice wikis – it is compatible with both systems.

You can buy them in the BlueSpice shop : you will get eight designed content boxes as easy-to-import xml-files, with extra designed icons, a usage description and master copies – for only 7,99 €. We provide the box templates in seven different colors: green, grey, orange, purple, red, turquoise and BlueSpice style (CI). The colors of the box set perfectly match with the navigation icon sets, which can be downloaded for free in the shop. The boxes are responsive and available in English and German.

Box Documents: Link important documents, that are related to or necessary for the article. In the box, readers will notice immediately.

box-Documents-bluespice

Box Good to know: Write a short hint and make it more visible with the “Good to know” box.

box-Good to know-bluespice

Box Info: Set a highlight of an important abstract or a accentuate a note with the “infobox”.

box-Info-bluespice

Box News: Separate news or updates from the rest of the article.

box-News-bluespice

Box Protocol: Link related protocols so that they get the attention they need.

box-Protocol-bluespice

Box Related Articles: Link similar articles manually to connect related articles and motivate the user to read more about this topic.

box-related articles-bluespiceBox Tip: Insert some helpful information in the “tip” box – readers will be thankful when they don’t have to search for additional advices.

box-tip-bluespice

Box Useful Help Articles: Link – for example – to the BlueSpice helpdesk, to YouTube tutorials or to helpful documents in your file system.

box-useful help articles-bluespice

 

Quality assurance and review with BlueSpice for MediaWiki – [teamwork]

Organize reviews in a team
Organize reviews in a team

Sometimes is enough to assign a contact person to a wiki article. You can realize that with the “responsible editors” function in BlueSpice. In order to manage the edits and reviews of articles, images and files in a team, we developed the package Teamwork that is included in the subscription BlueSpice pro.

The quality assurance in a wiki does not only apply to one responsible editor, but is a coordinated interaction between several editors.
Review periods and workflows, in which editors shall act, can be defined.

The underlying system of if-then relations is complex but has the advantage to be adjusted according to the company’s needs.

Let´s take the following standard process for our example: there is a change in an article that has to be approved, rejected or delegated by several editors of various departments. We assume that in the end of the reviewing-workflow there has to be a final approval to assign the article with the official status “accepted and therefore is considered valid.  Let´s go through the following example to show you how this standard procedure works: Continue Reading