Requirements to Implement a Complete Knowledge Management System - Essay Example

Report on Requirements to Implement a Complete Knowledge Management System Name Institution Course Professor Date Knowledge is an important resource in an organisation. It should be included on the strategic map of an organisation in order to manage it systematically. Knowledge management has received a lot of attention in most business organisations starting from the top to lower level management. It has been observed that the starting point for creating a framework pertaining to organisational knowledge management strategy is the traditional SWOT analysis (strengths, weaknesses, opportunities and threats) (Maier, 2007). In this case, the strategy is seen as balancing the organisational external environment with its internal capabilities. Knowledge is a crucial resource for organisational competitive advantage. Explicit and tacit knowledge of employees is important pieces of organisational knowledge. It is not possible to amplify and elevate an individual knowledge into organisational knowledge unless there are creation and sharing of knowledge by employees. A knowledge management system helps to achieve this objective. This report discusses the requirements to implement a complete knowledge management system. Organisation needs to compete successfully in the market. The knowledge embedded in the culture, policies, documents, and routines of the organisation cannot be utilised for purposes of competing successfully if they are not extracted, combined and applied together with individual knowledge. Organisations are integrating knowledge management systems in facilitating the transformation of individual knowledge to organisational knowledge (Chen, Shang, Harris & Chen, 2008). The vast resource of information in the sales manager’s files and accounting system of ABC timber and hardware would be transformed into organisational knowledge through the development of the knowledge management system. Knowledge management is the techniques, equipment, methods, strategies and activities that are used in a formal and informal manner by individuals and organisations. It is used in the identification, collection, organising, storing, retrieving, analysing and sharing information and knowledge valuable to organisational work. Designing KMS for ABC timber and hardware is the first step towards implementation of a complete KMS for the organisation. For a successful KMS at the firm, the implementation strategy is required for defining knowledge requirements, administration of a common vision, and in devising and managing an implementation plan. The current work processes should be improved by revamping them in order for knowledge to flow freely to every functional unit at ABC timber and hardware. This will be achieved by re-ordering the composition of work so that employees of ABC timber and hardware can change the focus of their jobs from information to knowledge. This change will require the use of work teams so they can share the knowledge they learn from previous assignments and projects on the accomplishment of the current work duties. The development of KMS to enable new sales personnel gain the knowledge from senior sales staff requires new networking technology that will be dedicated to ‘groupware’. This technology will allow new sales employees access the individual knowledge bases of the senior staff members that will bolster their work effectiveness. It is also useful in bringing the diverse corporate-wide knowledge together. In ensuring this is achieved, a knowledge map is needed. A knowledge map is an instrument used in the identification of knowledge gaps (Maier, 2007). It is a high-level description of the ABC’s knowledge base. It supports the integration of resources into capabilities. Training of employees is required to ensure successful KMS implementation. Information technology experts will teach employees on how to acquire a working knowledge in the knowledge base that has been created by KMS developers. A well-written user manual that is highly illustrated is needed to assist in training. The basic idea in the development of KMS is to enable organisational employees to access the codified information and knowledge of senior sales personnel by the new employees in the case of ABC timber and hardware. Development of knowledge management system requires some knowledge management technologies to be present. This includes Web content management system (CMS), collaboration tools, search engines, portals, classification tools and Electronic document and records management systems (EDRMS). Although these technologies are basically required, a needs assessment should be carried out and completed first. This keeps KMS development process to move forward (Ray, 2008). EDRMS assist management of information in the organisational documents and records through its ability to reduce the time taken to get a response when information is requested. CMS is software that is used in management and controlling web materials. It assists in the facilitation of Web content creation, controlling, editing as well as other important maintenance functions. Employees that work on common tasks should be helped to achieve their goals. Collaboration tools assist in the achievement of this objective. It also supports cooperative work that is carried out on a computer. Moreover, it allows employees undertake creation of virtual, a web-based workspace that helps in file sharing and interaction in an electronic environment. Requirements Acceptance Model (RAM) is a framework that creates acceptance for KMS (Ericsson & Avdic, 2003). It includes work system accessibility whereby the users of KMS are known and the physical location that users will access this system has been decided. Furthermore, it also entails systematisation of employees’ actions that are performed in their work practice. Human, financial and physical resources are required for learning activities in using KMS. A technical specialist that is capable of developing web-based intranet systems to be used in sharing and distributing resources and materials for training is an example of a human resource. Financial resource entails the size of the budget the management is willing to allocate to the development of KMS. A local computer network such as intranets is an example of a physical resource crucial in the successful development of KMS. Estimation of human and financial resources required in building web-based learning management system should be developed in the form of a chart. People that will be working on these systems should be coached as a way of making them understand the functionalities of KMS. Coaching sessions that can be used include motivational speaking, seminars, workshops and one-on-one sessions over the telephone or in person. Organisational members are likely to use a new system when they are familiar with its functionalities and that they were involved in its development. Promotional activities need to be carried out for successful implementation of KMS. After KMS has been fully developed, all employees should be told about the existence of a new system. Moreover, it is important that they know goals of the system and their benefits. In most cases, resistance will be present. It is, therefore, important to champion and communicate the advantages the system will bring through various promotional activities. The day that KMS will be launched should be set by sending emails, memos to employees in order to build excitement. Presentations need to be organised to maintain system visibility at all organisational levels. Importantly, help desk support should be provided to offer assistance to those individuals that encounter difficulty in using the system. The new KMS system that is developed for ABC timber and hardware will be used by the relevant stakeholders and personnel. A stakeholder is any person that is affected by the operations of an organisation, and, in this case, KMS. Stakeholders include clients and customers of ABC timber and hardware, employee representatives, regulatory bodies and suppliers. The relevant personnel that influence the entire decision regarding the adoption of KMS is the owners, managers and supervisors of ABC timber and hardware. These people are responsible for well-being of the company and ensure that it attains its goals and objectives. KMS is a technique that aids in the realisation of the company’s purpose. They ask planning questions such as specific learning objectives to be achieved through KMS. For example, will KMS increase production, sales, or employees efficiencies? How it will also be aligned into the needs of the business is asked. This can be achieved by conducting learning needs analysis that identifies gaps to be filled by KMS so as to achieve ABC timber and hardware strategic goals. There are certain legislation, policies and standards that are required for the system to run effectively. KMS should comply with legislative requirements that deal with privacy and confidentiality. The knowledge input into KMS should be accurate and relevant and out-of-date, inaccurate and irrelevant content should be removed. KMS should be in tandem with organisational policies and procedures. This includes records management, information management, commercial confidentiality and customer service. Indeed, privacy and confidential legislation and freedom of information legislation are two types of legislation that the system must comply with. In overall, key principles should be followed and implemented in ensuring that KMS is effective and successful. Focus should be on the adoption of the system and a strong leadership is needed in this case. The benefits that will be accrued in the system should be communicated extensively to all the users that will be using it. Delivering a seamless user experience is crucial in ensuring that employees find the system beneficial by making their work easier. Risks are always present and it should be mitigated. Some of the risks are a selection of an inappropriate technology solution, technical issues and change of business requirements. Good risk management systems should be in place to ensure unexpected failures in the KMS are deal with accordingly. All the possible risks should be identified and prioritisation done according to the severity of risk. References Chen, C.C., Shang., R, Harris, A L., & Chen, Z. 2008 “A Structured Method for Evaluating the Management of a Knowledge Management System Implementation”, In M.E Jennex (ed), Knowledge Management, Organisational Memory, and Transfer Behaviour: Global Approaches and Advancements, Information Science Reference, New York. Ericsson, F & Avdic 2003, A. “Knowledge Management Systems Acceptance”, In E Coakes (ed), Knowledge Management: Current Issue and Challenges, IRM Press, Hershey, PA. Maier, R. (2007). Knowledge management systems: Information and communication technologies for knowledge management, 3rd ed. Berlin: Springer Berlin. Ray, L. (2008). Requirement for knowledge management: business driving information technology. Journal of knowledge management, 12(3), 156-168. Read More