System 5: Course Creation & Knowledge Production ("The Content EngineContent Engine System 5 of the operational model; the 'Central Nervous System' responsible for transforming raw information into standardized, modular assets for use in courses, marketing, and support.")

Role: The Central Nervous System for all company knowledge.

1. System Purpose

To serve as the central nervous system for all company knowledge, ensuring raw information is transformed into standardized, modular "Atomic Knowledge Units" that can be efficiently reused, maintained, and delivered across multiple formats (online courses, in-person presentations, internal support knowledge base, external web content). It guarantees consistency, reduces tribal knowledge, and accelerates content creation and updates.

2. Key Components

1. Content Intake & Prioritization: Mechanism for submitting raw content (legacy PPTs, new research, expert brain-dumps) and a process for deciding what gets processed next.
2. Knowledge Normalization & Tagging: The process of breaking down raw content into Atomic Knowledge Units and applying a standardized metadata taxonomy.
3. Atomic Knowledge Repository (The Brain): Centralized storage and management of all standardized knowledge units (MS Loop).
4. Content Conversion Pipelines: Workflows for transforming Atomic Knowledge Units into specific output formats.
   • Online Course Pipeline: Generates VOD scripts, interactive exercises, and lesson structures.
   • Presentation Pipeline: Generates slide decks and presenter notes for in-person delivery.
   • Internal KB Pipeline: Structures knowledge for agent access and searchability.
   • (Future) External Web Content Pipeline: Generates articles for the public website.
5. Version Control & Updates: Mechanism to track changes, review updates, and propagate them across all dependent outputs.
6. Publishing & Distribution Workflows: Processes to deliver final content to end-users (LMS for online courses, shared drives for presentations, HubSpot KB for support).

3. Tools Used (Within Current Stack)

• Intake & Prioritization: Microsoft PlannerPlanner Microsoft Planner, a visual task management tool used to track tasks, issues, and project progress. (Task tracking for content creation/refinement), Microsoft Teams (Initial content submission via channel posts).
• Knowledge Normalization & Tagging: Microsoft LoopMicrosoft Loop A collaboration app used as the organization's 'Brain' to store living documents, AKUs, and meeting notes. (for creating and storing Atomic Knowledge Units), Microsoft Word (initial drafting for complex narratives before modularization).
• Atomic Knowledge Repository: Microsoft LoopMicrosoft Loop A collaboration app used as the organization's 'Brain' to store living documents, AKUs, and meeting notes. (Primary storage), SharePoint/OneDrive (Storage for raw assets: images, videos, original PPTs, audio files).
• Content Conversion Pipelines:
  • Online Course Pipeline: Thinkific (Course Builder/Video Host), Microsoft Word (script writing), PowerPoint (visual assets).
  • Presentation Pipeline: Microsoft PowerPoint (Primary tool for slide creation, pulling content from Loop components).
  • Internal KB Pipeline: HubSpot Service Hub KB (publishing platform, linked to Loop components).
• Version Control & Updates: Microsoft LoopMicrosoft Loop A collaboration app used as the organization's 'Brain' to store living documents, AKUs, and meeting notes. (built-in version history for components), Microsoft PlannerPlanner Microsoft Planner, a visual task management tool used to track tasks, issues, and project progress. (tasks for review/approval cycles).
• Publishing & Distribution: HubSpot Service Hub KB, SharePoint/OneDrive (for sharing presentation files, VOD assets).

4. High-Level Workflow (Step-by-Step)

1. Content Ingestion (PlannerPlanner Microsoft Planner, a visual task management tool used to track tasks, issues, and project progress./Teams):
   • New content identified (e.g., "Legacy PPT: Malware Cleanup").
   • Task created in PlannerPlanner Microsoft Planner, a visual task management tool used to track tasks, issues, and project progress.: "Modularize Malware Cleanup PPT."
   • Raw PPT uploaded to a designated SharePoint "Raw Content" folder.
2. Analysis & Modularization (Loop/Word):
   • Content Creator reviews raw material.
   • Identifies core concepts, procedures, definitions, and assets.
   • Breaks down content into "Atomic Knowledge Units" (AKUsAKU A standardized, independent, and reusable piece of knowledge (concept, procedure, script, etc.) that acts as the fundamental building block of the Content Engine.).
   • Creates new Loop pages/components for each AKUAKU A standardized, independent, and reusable piece of knowledge (concept, procedure, script, etc.) that acts as the fundamental building block of the Content Engine..
   • Applies standardized Taxonomy Tags to each AKUAKU A standardized, independent, and reusable piece of knowledge (concept, procedure, script, etc.) that acts as the fundamental building block of the Content Engine. (Domain, User Intent, Complexity, Status).
3. Review & Verification (Loop/PlannerPlanner Microsoft Planner, a visual task management tool used to track tasks, issues, and project progress.):
   • AKUsAKU A standardized, independent, and reusable piece of knowledge (concept, procedure, script, etc.) that acts as the fundamental building block of the Content Engine. are reviewed by Subject Matter Experts (SMEsSME An individual with deep understanding and authority on a specific process, topic, or technology.) and content lead.
   • PlannerPlanner Microsoft Planner, a visual task management tool used to track tasks, issues, and project progress. tasks assigned for "SMESME An individual with deep understanding and authority on a specific process, topic, or technology. Review: [AKUAKU A standardized, independent, and reusable piece of knowledge (concept, procedure, script, etc.) that acts as the fundamental building block of the Content Engine. Name]".
   • Feedback incorporated, AKUAKU A standardized, independent, and reusable piece of knowledge (concept, procedure, script, etc.) that acts as the fundamental building block of the Content Engine. status updated to "Verified."
4. Content Assembly & Pipeline Generation:
   • For Online Courses:
     • Content Creator assembles relevant AKUsAKU A standardized, independent, and reusable piece of knowledge (concept, procedure, script, etc.) that acts as the fundamental building block of the Content Engine. into a new Loop page representing a "Lesson."
     • Writes a video script based on the AKUsAKU A standardized, independent, and reusable piece of knowledge (concept, procedure, script, etc.) that acts as the fundamental building block of the Content Engine..
     • Uploads video and text assets directly to Thinkific Course Builder.
     • Configures quizzes and downloadables in Thinkific.
   • For In-Person Presentations:
     • Content Creator assembles relevant AKUsAKU A standardized, independent, and reusable piece of knowledge (concept, procedure, script, etc.) that acts as the fundamental building block of the Content Engine. into a new Loop page representing a "Presentation Module."
     • Creates a PowerPoint deck, pasting/linking Loop components into slides.
     • Adds presenter notes/facilitator guides in PowerPoint.
     • Publishes finalized PPT to SharePoint "Approved Presentations" folder.
   • For Internal KB Articles:
     • Content Creator assembles relevant AKUsAKU A standardized, independent, and reusable piece of knowledge (concept, procedure, script, etc.) that acts as the fundamental building block of the Content Engine. into a new Loop page representing a "KB Article Draft."
     • Publishes/syncs this content directly to the HubSpot Service Hub KB.
5. Publishing & Distribution:
   • Final content assets distributed to their respective platforms (HubSpot KB, SharePoint for presentations, LMS for courses).
6. Maintenance & Feedback Loop (Loop/PlannerPlanner Microsoft Planner, a visual task management tool used to track tasks, issues, and project progress./Teams):
   • Regular audits of AKUsAKU A standardized, independent, and reusable piece of knowledge (concept, procedure, script, etc.) that acts as the fundamental building block of the Content Engine. for accuracy and relevance.
   • Feedback from support agents (via Teams/HubSpot) or course participants (via LMS feedback) triggers review tasks in PlannerPlanner Microsoft Planner, a visual task management tool used to track tasks, issues, and project progress. for specific AKUsAKU A standardized, independent, and reusable piece of knowledge (concept, procedure, script, etc.) that acts as the fundamental building block of the Content Engine..
   • Updates to an AKUAKU A standardized, independent, and reusable piece of knowledge (concept, procedure, script, etc.) that acts as the fundamental building block of the Content Engine. in Loop automatically propagate to all linked instances (Courses, Presentations, KB articles).

5. Detailed SOPsSOP A documented set of step-by-step instructions compiled by an organization to help workers carry out complex routine operations.

SOPSOP A documented set of step-by-step instructions compiled by an organization to help workers carry out complex routine operations.: Creating an Atomic Knowledge Unit (AKUAKU A standardized, independent, and reusable piece of knowledge (concept, procedure, script, etc.) that acts as the fundamental building block of the Content Engine.) from Raw Content

• Goal: To convert unstructured information into a modular, tagged, and reusable knowledge component in Microsoft LoopMicrosoft Loop A collaboration app used as the organization's 'Brain' to store living documents, AKUs, and meeting notes..
• Roles: Content Creator, SMESME An individual with deep understanding and authority on a specific process, topic, or technology. Reviewer.
• Steps:
  1. Receive Assignment: Content Creator receives a PlannerPlanner Microsoft Planner, a visual task management tool used to track tasks, issues, and project progress. task "Modularize [Content Source Name]".
  2. Access Raw Content: Open the designated raw content file (e.g., PPT, Word doc) from SharePoint/OneDrive.
  3. Identify Atomic Concepts: Read through the content and identify distinct, self-contained pieces of information. These could be:
     • Definitions (e.g., "What is Phishing?")
     • Procedures (e.g., "How to Identify a Phishing Email," "Steps for Malware Removal")
     • Concepts (e.g., "Firewall Basics," "Cloud Computing Overview")
     • Troubleshooting Steps (e.g., "Why won't my Wi-Fi connect?")
     • Assets (e.g., Images, Diagrams, Code Snippets – link to these, don't embed large files directly in Loop).
  4. Create New Loop Page/Component:
     • Navigate to the designated "Atomic Knowledge Units" workspace in Microsoft LoopMicrosoft Loop A collaboration app used as the organization's 'Brain' to store living documents, AKUs, and meeting notes..
     • For each identified concept, create a new Loop page (if it's a major topic) or a Loop component within an existing relevant page.
     • Give the Loop page/component a clear, concise, and descriptive title.
  5. Populate Loop Component:
     • Copy/paste or rephrase the content from the raw source into the Loop component.
     • Ensure clarity, conciseness, and neutrality (avoiding specific course-only language).
     • Break down long paragraphs into bullet points or numbered lists where appropriate.
     • Embed images/diagrams from SharePoint/OneDrive where necessary, ensuring they are also tagged.
  6. Apply Taxonomy Tags:
     • For each AKUAKU A standardized, independent, and reusable piece of knowledge (concept, procedure, script, etc.) that acts as the fundamental building block of the Content Engine., add the following tags (as properties or within the content if Loop properties aren't sufficient/available):
       • Domain: (e.g., #Security, #Mobile, #Web, #Hardware, #Software)
       • User Intent: (e.g., #Fix, #Setup, #Learn, #Diagnose, #Prevent)
       • Complexity: (e.g., #L1Beginner, #L2Intermediate, #L3Expert)
       • Status: (Initially #Draft)
       • Keywords: Add additional relevant keywords for searchability.
  7. Link Dependencies: If an AKUAKU A standardized, independent, and reusable piece of knowledge (concept, procedure, script, etc.) that acts as the fundamental building block of the Content Engine. builds on another (e.g., "Phishing Remediation" depends on "What is Phishing?"), link to the prerequisite AKUAKU A standardized, independent, and reusable piece of knowledge (concept, procedure, script, etc.) that acts as the fundamental building block of the Content Engine. in Loop.
  8. Assign for Review: Update the PlannerPlanner Microsoft Planner, a visual task management tool used to track tasks, issues, and project progress. task status to "Ready for SMESME An individual with deep understanding and authority on a specific process, topic, or technology. Review" and assign to the relevant Subject Matter Expert.
  9. SMESME An individual with deep understanding and authority on a specific process, topic, or technology. Review & Approval: SMESME An individual with deep understanding and authority on a specific process, topic, or technology. reviews the AKUAKU A standardized, independent, and reusable piece of knowledge (concept, procedure, script, etc.) that acts as the fundamental building block of the Content Engine. for accuracy, clarity, and completeness. Provides feedback directly in Loop comments or via Teams.
  10. Finalization: Content Creator addresses feedback, and SMESME An individual with deep understanding and authority on a specific process, topic, or technology. changes the AKUAKU A standardized, independent, and reusable piece of knowledge (concept, procedure, script, etc.) that acts as the fundamental building block of the Content Engine. Status to #Verified.

6. Documents to be Created

• Content EngineContent Engine System 5 of the operational model; the 'Central Nervous System' responsible for transforming raw information into standardized, modular assets for use in courses, marketing, and support. Master Plan (This Document)
• Content Taxonomy & Tagging Guide
• SOPSOP A documented set of step-by-step instructions compiled by an organization to help workers carry out complex routine operations.: Atomic Knowledge Unit Creation (As above)
• SOPSOP A documented set of step-by-step instructions compiled by an organization to help workers carry out complex routine operations.: Online Course Production
• SOPSOP A documented set of step-by-step instructions compiled by an organization to help workers carry out complex routine operations.: Presentation Deck Production
• SOPSOP A documented set of step-by-step instructions compiled by an organization to help workers carry out complex routine operations.: Internal KB Article Publishing
• SOPSOP A documented set of step-by-step instructions compiled by an organization to help workers carry out complex routine operations.: Content Review & Update Cycle
• Content Inventory Spreadsheet

7. Required Flowcharts

• Overall Content Lifecycle Flowchart
• Atomic Knowledge Unit Creation Flowchart
• Content Update & Version Control Flowchart

8. Dependencies on Other Systems

• System 1: Management & Leadership: Provides strategic direction, approves content priorities, sets OKRsOKR A goal-setting framework used to define measurable goals and track their outcomes. for content volume/quality.
• System 9: Support Operations: Consumes content from the Internal KB pipeline; provides feedback for content improvement.
• System 2: Marketing: Will consume content from a (future) External Web Content Pipeline.
• System 3: Sales: May require specific collateral (e.g., product sheets) generated from AKUsAKU A standardized, independent, and reusable piece of knowledge (concept, procedure, script, etc.) that acts as the fundamental building block of the Content Engine..
• System 6: Administration: Loop/SharePoint/OneDrive infrastructure.

9. MVPMVP The version of a new product (or system) with just enough features to be usable by early customers/users, allowing for feedback for future product development. Version vs. Scaled Version

• MVPMVP The version of a new product (or system) with just enough features to be usable by early customers/users, allowing for feedback for future product development. (Phase 1):
  • Focus on modularizing the most critical "launch-ready" legacy PPTs into AKUsAKU A standardized, independent, and reusable piece of knowledge (concept, procedure, script, etc.) that acts as the fundamental building block of the Content Engine..
  • Prioritize Internal KB and one initial Online Course for output.
  • Manual linking and copying for content assembly.
  • Basic tagging (Domain, User Intent, Status).
  • Review cycles managed directly in PlannerPlanner Microsoft Planner, a visual task management tool used to track tasks, issues, and project progress./Teams.
• Scaled Version (Phase 2+):
  • Full library of AKUsAKU A standardized, independent, and reusable piece of knowledge (concept, procedure, script, etc.) that acts as the fundamental building block of the Content Engine. covering all topics.
  • Automated (or semi-automated) assembly tools for generating course outlines, presentation drafts, etc.
  • Advanced tagging (Complexity, Audience, Prerequisites).
  • Integration with LMS for automated course publishing.
  • Potentially custom tools for direct Loop-to-PPT/Word export.
  • Sophisticated analytics on content usage and effectiveness.