Connecting People with Evidence: A Web-Based Tool for Knowledge Management

A web-based tool connecting people with evidence Elaine Watson Knowledge Management Librarian Brighton and Sussex University Hospitals NHS Trust

Subscribing Trusts

NHS staff added to KnowledgeShare (cumulative)

Northern staff added to KnowledgeShare (cumulative)

Evidence updates sent and opened

NHS searches on KnowledgeShare (cumulative)

Teams in the North 19 teams using KS in the North 4 (21%) are using KS for evidence searching Compared to 33% across the country None are using KS for teaching sessions Compared to 16% across the country

Members who logged in during 2019

What is good about KnowledgeShare? Current Awareness service Individually tailored current awareness services personalised service Covers a wide range of professional interests Excellent for setting up current awareness updates for our staff It's automated current awareness service, it is easy to set up alerts and the array of resources used to generate the alerts. How each person has a targeted e-mail sent to them Easy to add and delete categories on request of users if they move into a different job role or clinical setting Current awareness saves me time Being able to tailor updates to individual interests, without having to set up numerous other bulletins/alerts. We wouldn't have the time to tailor these in the same way without KS. Timesaving and preferable to setting up, managing and sending Journal TOC s It allows a small library team like ourselves to provide a current awareness service with minimum effort. How easy it is to register people. Saves time Scalable

What is good about KnowledgeShare? Satisfied library members Feedback is good from users who receive alerts, I often receive positive responses via email to say thank you and how helpful KnowledgeShare is Users have reported that they were sent articles they were not aware of but had an interest in Those getting alerts are happy and complimentary about them. It does generate a "personal feel" and dialogue. Training and support is amazing detailed, responsive and staff always happy to help with any queries Newsletters with tips, info and helpful reminders Statistics reports sent out regularly Proactive response during COVID to let us know what new information was available and remind us we could look at searches rather than replicating work Help sheets are good Customer Service Easy way for library members to make request Requests by users for Ill s and literature searches in response to the KnowledgeShare Evidence updates received

What is good about KnowledgeShare? Athens authenticated Accessible via OpenAthens (available anywhere on any device) OpenAthens authenticated so easy for customers to access alongside all the other resources Multipurpose Three services in one (evidence update emails, evidence search service and information skills teaching) The future looks bright Opportunities for networking and sharing information and developing communities of practice KnowledgeShare is an excellent system for connecting people with similar clinical/research interests and for providing current awareness services so they get relevant current awareness updates. Easy to use visually colours, white space on page etc It s easy to set up and navigate The look

Feedback (general) Speed Speed of response times; Speed and reliability sometimes it is slow or crashes (could be fault of Trust network, although have used it at home and still find it can be slow sometimes) Needs to be more intuitive Sometimes it is not easy to find functions in the administrator interface, for example seeing the list of all the members registered rather than those assigned to you. Not always intuitive (easy to use) so useful to have the help sheets to hand. Make more user friendly Easier sign up mechanism- in our trust staff seem a bit reluctant to complete what they see as a lengthy form! Subject reviews via email perhaps every six months to ensure relevancy of information.

Feedback (general) More support and training It is some time ago since I had training, therefore refreshers and new functions training could be useful (especially as I have had it handed over to me with minimal "training" - could be done as online videos? I feel that unless you are a doing a "systems" role or have a proactive involvement habits stick and the potential to under use the system sticks. A more straightforward way to add training. Statistical Reporting Statistics we could download on demand" Increased scope of job roles especially staff groups

Feedback (current awareness) I'd like to see more flexibility in the choices I can put in to search terms Sometimes it isn't possible to be as specific as people would like, if the headings aren't there (e.g. had a request for wilderness medicine the other day). The way that the articles are indexed can make it hard to identify topics to add to a profile - for example, we frequently get people who just put their specialty rather than specific topics. This can make alerts too broad e.g. nursing. Increased choice of categories especially around certain surgical procedures if that is possible The categories with KS are quite broad based I would like some more refinement and more categories added "Journal tables of contents, some people still want these as well as subject updates

Feedback (searching) Uploading RIS files I think all aspects of Knowledge Share are useful but I find the ability to share literature search results less useful than the current awareness aspects as I sometimes have difficulty uploading documents. Could the formatting parameters be changed so that it would be more possible to copy and paste information from a Word document to send to people as results of literature searches? I like the way I am able to use the Evidence Search to organise my literature search results in a professional and well organised way. Search Admin Search Result Report Evidence search reports are presented well Search Impact Impact questionnaire linked to searches Would love to start to use the training and literature searching modules as well as the evidence searches just need to find the time to do it!

THIS YEAR: Profile Completeness Profile Completeness box encourages members to provide contact information, beyond the mandatory fields, to help other colleagues to get in touch and share knowledge now and also when the Networking module is released.

THIS YEAR: Evidence Levels Evidence Levels - displayed as headers within a member s evidence update email so they can quickly assess the weight of evidence of each resource listed.

THIS YEAR: Evidence Levels Content of evidence update emails can now be further refined using evidence levels . Members can choose to receive publications not only based on their topics of interest but also the levels of evidence. E.g. GP or foundation doctor with broad interests can ask to only receive high- level evidence. On the other hand a consultant with very specific interests can ask to receive high-level content and original research, news items, etc.

THIS YEAR: Search splitting Assigned evidence search requests can now be split into two requests by the librarian, if it is apparent that two different questions are being asked.

THIS YEAR: Search duplication Complete evidence search requests can now be duplicated into: Existing Search - the results from a previous search can be copied into an assigned search New request - the results and summary from a previous search can be used as the basis of a new search

THIS YEAR: Search duplication Existing Search - the results from a previous search can be copied into an assigned search

THIS YEAR: Search duplication New request - the results and summary from a previous search can be used as the basis of a new search.

THIS YEAR: Admin LKS administrators now receive weekly emails showing members that have been unassigned from their LKS, either manually or automatically due to inactivity. This aids member record management and GDPR. Continuation of the work to update KnowledgeShare with the latest version of OpenAthens. Make the interface with OpenAthens more robust and maintain security as Eduservs systems improve. Make available the options of Login via your institution and Login via OpenAthens on the home page, where NHS staff in England will currently be able to log in via either option.

Forthcoming developments Next few months Journal TOCs Reporting Lots of bug fixing! Long list of future developments, including: Networking Twitter integration Improve ability to provide search summarisation

Proportion of LKS members on KS (Dark green: North)

KnowledgeShare promotion Adverts I use posters; E-mail signature; TV screen in library; Displays in library; Promotions (email footer, display boards and stands); social media, posters, electronic display screen, leaflets, telling people at training events; library/trust website; Linked on our library webpage which is available on the intranet and internet; There is a prominent link on our library website, it's in all our leaflets and posters. We promote it at every induction & suggest it to anybody who comes in with either a search or article request; Trust induction; Through various means but primarily via Trust corporate inductions; corporate and library inductions; People joining the library sign up for KS at same time unless they actively don't want to; In-house customised leaflet which is given to all new members; On our application form; library orientation Inductions Joining the library Targeted Marketing Previous campaign focusing on current awareness tools featured KnowledgeShare; Part of our conversations if staff feel customers might be interested in keeping up to date; At library outreach sessions; Regular tweets and facebook posts. We have a training session for all F1 doctors where we tell them about KnowledgeShare and other e-resources;

KnowledgeShare promotion Targeted Marketing (continued) Twitter and promotional literature; Trust bulletins/newsletters; e- bulletin; At events, face-face and training/CPD sessions; when people make contact with the library service, e.g. via visiting a library or requesting an article or literature search; Via library SharePoint (Intranet) site provides information about the resource and a link to access it quickly;We are looking at growth of users and whether when we seed it in one department whether that grows through word of mouth before we push it again. Whenever we can really! Would appreciate tips on how to get staff to sign up and stick with the service or to have customisable flyers, blurb etc.

KnowledgeShare evaluation Annual Survey Via the yearly library survey Annual evaluation survey Part of the general impact survey for current awarenes services and user feedback. Comment Collection Through collection of e-mail comments and feedback received All verbal feedback has been good so far. Post Skills and Evidence surveys Nationally co- ordinated evaluation? Through the responses to the impact surveys emailed by KnowledgeShare after training and literature searches are completed We haven't as yet evaluated the impact fully but I would like to see a national coordinated approach on this, e.g. a question about Knowledge Share in the national impact toolkit In the planning stage Not done any to date, but were about to before lockdown. Have drafted a Google form to send out to users to ask about impact and usefulness. We can get users to fill out impact surveys if the request a lit. review but not sure how to measure impact of KS CA service. People may sign up for it but how do you measure how useful they find it? Perhaps you can advise us.

Questions?

Created by: Ben Skinner ben.skinner@nhs.net Provided by: www.bsuh.nhs.uk Built by: www.maldaba.co.uk