Information or Knowledge Management System - Assignment Example

Name: Tutor: Manage an information or knowledge management system Course: Date: Manage an information or knowledge management system 1. What are the learning needs of new students in terms of input into the information or knowledge management system and its use? The student ought to show some interest in as far as the information or knowledge management system and its use is concerned. This way, there will quick learning and better results. But away from that, there are certain requirements that students ought to know if they are to successfully use the information or knowledge managements system. These are; Basic knowledge of what a computer is its uses and features. If the students are to access their college intranet, use the library and gather information to change courses, access results, submit assignments among other things, there are various things about a computer and computer networks that they will have to learn. According to Li & Gao (2003) these are: 1) Basics The main basics are about what files are, copying of these files, their storage and showing extensions for known file types. Similarly, attachment of mails and the usage of networks are important. Of equal importance is getting to know about email viruses since the students are expected to communicate to their teachers and peers trough them and submitting their assignments. They have to know how they are spread, some dangerous attachments in emails, and how to protect their emails. Equally, they have to know how they will protect their passwords and why it is advisable that they change them regularly. 2. What resources are required to train new students to use the college information or knowledge management system? Resource Requirements for training Human One trainer for ten students. This is to ensure that each student gets the best from the trainer. Financial Four hundred dollars. This is for purchasing of each laptop. Physical Online training, where training materials are send through Google apps – Forms directly to students Scheduled training seminars for 1 to 2 hours per day. Time 45 minutes daily on weekdays for a whole semester or as long as the unit runs (Schmookler, 2006). 3. How could the leaning be organized and facilitated? Discuss legislative requirements, programming considerations, facilities and time frames. Would you select individual or group-based training approaches? So as to facilitate learning, the school administration has to ensure that several legislative measures are put in place. It is however important to note that students should also be involved in the legislative making process since they are the ones who are directly affected. These measures could be; introducing a compulsory computer studies unit into the school system. This would ensure that every student gets to undertake the unit at some point in their university life. The school management could also come up with a means of ensuring that the cost of the laptops is included in the school fees. However, the amount could be spread over different semesters to ease the burden on those who may feel so. In turn, the school should bear the responsibility of purchasing the laptops. These are two legislative measures that would ensure that there is indeed organized learning. In as far as programming considerations are concerned an introduction of such a unit into the school program would be a major stepping stone towards achieving the desired goal. In addition, the daily training program would be equally important (Rogerson, 2008). In as far as training approaches are concerned; the best method would be the individual training. From the requirement training provided, I have proposed a situation whereby one trainer serves about 10 students. This is in order to ensure that each student gets as much as possible attention from the trainer. And in order to ensure the best comes from the trainer and the student gets the best, an individual approach would be better (Rogerson, 2008). 4. How would you promote and support the use of the information or knowledge management system amongst computer-illiterate students? Creating seminars in regard to importance of computer knowledge during weekends or school holidays 5. Describe how effectiveness of learning activities could be measured, monitored and documented by the management of the college. Attaining positive results by students on the unit is the best measure of how effective learning activities are. Equally, questionnaires can be carried out among students then stored in both hard copies or in soft form in computers. Once questionnaires have been carried out, it will be possible for the school to know what the students think is the best for them (Cavusgil, 2003). PART B Managing the use of the system What are purposes for monitoring policies and procedures for an information or knowledge management system in a business organization? Name at least five policies and procedures related to an information or knowledge management system in the business and describe how they could be monitored. The interviewee in this research was a business manager at Haco Tiger Brands. As per him the various policies and procedures in their business are; The computer maintenance procedure policy which is attained by guaranteeing that proper systems of internal control are adhered to in computer maintenance. Asset management policy and standard that enables general controlling of risk regarding IT assets and control assets utilization within the environs of the company. Training policy that is intended to guard the organizational resources on the network and increase employee efficiency by establishing a policy for user training. This policy will help thwart the loss of data and structural resources. Network access and security policy that has the general responsibility of guarantying following of proper systems of internal control. Hardware replacement policy whose main aim is to certify that computing resources on HTB are up-to-date and available to all staff and departments. 2. Give general examples of issues that could arise during implementation of a new information system There may be reluctance by some people within the company to share their knowledge about the new information system with others. There are various reasons as to why this may happen. This may be for fear of loss of ownership, a position of opportunity, preeminence, insufficient rewards or no rewards at all. At times it may be due to the fact that they are not aware of the fact that their knowledge may be very useful to others or be of interest to others (Nonaka, 2005). New information systems may also bring about confusion among the staff. This may be brought about by either lack of enough knowledge about the new information by some members of staff or lack of motivation (Li, & Gao, 2003). 3. What should be done to monitor integration and alignment with data and information system? How an organization addresses the following issues: autonomy, heterogeneity and distribution. Normally, in order to ensure autonomy, heterogeneity and distribution, organizations ensure that the services or products that they offer do actually fit each situation or consumer. This is because it is the service or product quality that will define the uniqueness of the service offering or product. It is essential that each consumer gets the best service or product given that they are heterogeneous, from an independent organization that ensures that their services or products are widely spread (Mowery & Rosenberg, 2008). 4. List five performance indicators that could be stored and used by an information or knowledge management system. Explain how they are collected (methods of collection, where they can be found and who should be responsible for collection). The length of a stockout situation: This performance indicator is collected by monitoring the duration a certain stock lasts. Another performance indicator is the client order waiting period. A customer does not have to wait for long after making an order as this might end up discouraging them. Another performance indicator is the rate of new client attainment by the organization. If an organization is able to acquire more customers within a short period of time then it means that the services or products that it is offering are being appreciated out there. Similarly, turnover is also performance indicator on how bad or good an organization is fairing. The more certain segments of customer population generates the better the products or services. The status of the current clients is another performance indicator. The organization should be able to keep its customers happy with quality products and services (Mowery & Rosenberg, 2008). These performance indicators are facilitated by various IT systems and tools. They store them after being collected by the heads of sales in the organisations. Of importance to note is that most customer performance indicators are found in customer relationship management software (Hall, 2005). Describe three different services that could be provided by a business organization to help its customers and employees to resolve arising problems with the use of an information or knowledge management system. Offering incentives to customers and employees to encourage them to use the information or knowledge management system. Taking up customers’ and employees’ in regard to the usage of the information or knowledge management system (Cavusgil, 2003). Bibliography Rosenberg, N. (2008), Inside the Black Box: Technology and Economics, Cambridge University Press, Cambridge. Schmookler, J. (2006), Invention and Economic Growth, Harvard University Press, Cambridge, MA. Rickards, T. (2005), Stimulating Innovation – A Systems Approach, Palgrave Macmillan, London. Nonaka, I. (2005), ‘‘A dynamic theory of organizational knowledge creation’’, Organization Science, Vol. 5 No. 1 Mowery, D.C. & Rosenberg, N. (2008), ‘‘The influence of market demand upon innovation: a critical review of some recent empirical studies’’, Research Policy, Vol. 8 No. 2, pp. 103-53. Li, M. & Gao, F. (2003), ‘‘Why Nonaka highlights tacit knowledge: a critical review’’, Journal of Knowledge Management, Vol. 13 Cavusgil, S.T., (2003), ‘‘Tacit knowledge transfer and firm innovation capability’’, Journal of Business & Industrial Marketing, Vol. 18 No. 1. Read More