MELJUN CORTES KM in Top Level Management of DLSUD

7/27/2019 MELJUN CORTES KM in Top Level Management of DLSUD

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D I S S E R T A T I O N E N D O R S E M E N T

Dissertation Title : Knowledge Management in Top Level Management

of De La Salle University - Dasmarias

Proponent : Paulino H. Gatpandan

In partial fulfillment of the requirements for the degree of Doctor inInformation Technology, the dissertation mentioned above, has beenadequately prepared and submitted by the proponent and is herebyendorsed by the undersigned for thesis proposal oral examinations.

______________________

Dr. Daniel M. Vistro

Adviser

Date: ________________

Dissertation Committee

Approved by:

1SCHOOL OF GRADUATE STUDIES

____________________

Dr. Irene TaguinodMember

____________________Dr. Lillian Gumban

Member

____________________Dr. Nestor Calvan

Chairman

_____________________________Dr. Alma dela Cruz

Vice-President, Academic Affairs


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T A B L E S O F C O N T E N T S

Title PageEndorsement Letter 1Table of Contents 2

CHAPTER 1 IntroductionA. Overview of the Study.................................................................... 3B. Introduction to Current State of Technologies............................... 4C. Motivation...................................................................................... 6D. Problem Statement........................................................................ 6E. Objective of the Study.................................................................... 8

F. Scope and Limitations.................................................................... 9G. Original Contributions....................................................................10H. Definition of Terms........................................................................11CHAPTER 2 Related Literatures

A. Literature 1.....................................................................................13B. Literature 2.....................................................................................14C. Literature 3.....................................................................................15D. Literature 4.....................................................................................16E. Literature 5.....................................................................................17

CHAPTER 3 Research MethodologyA. Conceptual Framework..................................................................19B. System Methodology.....................................................................20C. Research Design...........................................................................24D. Research Instrument.....................................................................25E. Statistical Treatment......................................................................25

CHAPTER 4 Expected Results.........................................................26

CHAPTER 5 Dissertation Plan.........................................................28

CHAPTER 6 References...................................................................29

ABOUT THE AUTHOR



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I. Introduction

This chapter discusses the overview of the study, introduction to the

current state of technologies, motivation, problem statement,

objective of the study, scope and limitations, original contributions

and definition of terms.

A. Overview of the Study

Creating, managing and transferring knowledge is at the top of

agenda for a growing number of organizations. As the transition from the

industrial age to a global knowledge economy gathers pace, it is imperative

for organization to understand and develop knowledge management

business strategies and tools (Chase, 1997). Therefore, practice of

knowledge management is essential in an organization.

Knowledge management is an approach in identifying, acquiring,

applying, sharing, creating, developing, preserving and measuring the

knowledge of the organization. The purpose of knowledge management

must not be to just become more knowledgeable, but to be able to create,

transfer and apply knowledge with the purpose of better achieving

objectives.

The key concepts include converting data, organizational insight,

experience and expertise into reusable and useful knowledge that is

distributed and shared with the people who need it.



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Leadership is all about getting people to work together to make things

happen that might not otherwise occur or prevent things from happening that

ordinarily would takes place. (Taylor, 1993).

Leadership is about setting a new direction for a group in an

organization, directing and controlling according to established principles.

Leadership management is being able to use leadership skills in a

management position.

The main purpose of this study is to identify, acquire process,

analyze, and discover new knowledge about top level management and

Knowledge Management perceived benefits.

B. Introduction to Current State of Technologies

The accounting department uses Accounting Information System

developed by Information Communication Technology Center of De La Salle

University

Managers are aware about the strategic importance of technology in

delivering value and competitive advantage to their organization. The

management of Technology for business benefit requires effective

processes and systems to be put in place to ensure that the technological

resources within the organization are aligned with its needs, now and in the

future.

Technology road mapping is process to aid strategic decision-making

technique which is applied to science, technology, and product strategic



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planning. Technology road mapping process can accelerate new product

development more efficient. Roadmap can take various forms, time-based

chart, linking technology development, investment to organization

capabilities and business drivers.

The proponent will develop a Web-based Knowledge Management

application that will cater the core business process of Academics and

Research, and Finance and Administrative Services. The proponents will

use common software tools used for building a web-based application:

The products and technology that proponent will use in developing a

Web-based Knowledge Management are the following:

Web Server. Internet Information Services (IIS) version 7.5

Operating System. Microsoft Server 2008 (Evaluation Copy)

Development Framework. Microsoft .NET, Visual C#, and ASP.NET

Database Platform. Microsoft SQL Server 2008 R2 Express

The proponent will use Orchard Content Management System in

developing the knowledge management application to lessen the time of

development.

Orchard Content Management System is a free, open source content

management system that allows users to rapidly create web sites on the

Microsoft ASP.NET platform. It is built on a flexible extensibility framework

that enables developers and customizers to provide additional functionality

through extensions and themes.



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C. Motivation

The proponent is part of the middle level management of the De La

Salle University, the proponent inspired to conduct the study that would be a

great help to the top level management to document all the informal process

to explicit process.

There are problems in the business process of top level management

that needs to be improved. The proponent finds that one solution to improve

the business process under top level management is through the

development of knowledge management application.

D. Problem Statement

General Problem

The general problem of the study intends to solve is to improve the

business processes of top level management in the area of Academics and

Research and Finance and Administrative Services of De La Salle

University Dasmarias.

Specific Problem

The study sought to answer the following specific problem.

1.) What are the perceptions of Knowledge Management in

terms of:?

a.) Organizational Culture



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b.) Processes

c.) People

d.) Infrastructure

2.) What are the business processes of the institution in the

area of?

a.) Academics and Research

b.) Finance and Administrative Services

3.) What are the problems encountered in the business

processes in the area of?



4.) What workflow of business process needs to be simplified

and improved in the area of?



5.) What information sources, services, tools and paradigm

used in developing knowledge management applicaiton?



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6.) What security measures will be implemented in the design

and developing of the knowledge management application?

7.) What are the benefits that knowledge management can

provide in the Top Level Management of the institution?

E. Objective of the Study

General Objective

The general objectives of the study is to design and develop a Web-

based Knowledge Management of Top Level Management of De La Salle

University - Dasmarias

1.) The proponent will determine the perceptions of the

intended beneficiaries of the study on the knowledge management

concepts.

2.) The proponent will determine the business processes

of the Academics and Research and Finance and Administrative

Services.



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3.) The proponent will determine the problems

encountered in the business processes of the Academics and

Research and Finance and Administrative Services.

4.) The proponent will simply and improves the workflow

of the business processes of Academics and Research and Finance

and Administrative Services.

5.) The proponent will determine sources of information,

tools and paradigm in developing knowledge management

application.

6.) To determine the security measures to be

implemented in the design and developing of knowledge

management application.

7.) The identify the benefits that a knowledge

management application can provide in Top Level Management of

De La Salle University - Dasmarias.

F. Scope and Limitations

The study is limited to the top level management of the institution in

two areas such as academics and research and finance and administrative

services. The study will determine the business activities of the two areas

and find out possible enhancement of the business activities to the top level

management of the institution.



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The business processes of Academics and Research are the

following:

(1) Hiring and Retention of High Caliber Faculty Member

(2) Strategic Planning

(2.1) Faculty Development Program

(2.2) Curriculum

(2.3) Research

(2.4) Linkages

The business processes of Finance and Administrative Services are

the following:

(1) Hiring of Competent Workforce

(2) Strategic Planning

(2.1) Non Teaching Development

(2.2) Campus Planning and Development Program

The study does not include the business process of employees

promotion since it involves complex process and many factors and criteria to

be considered in employees promotion. The proponent will provide the

workflow process of employees promotion as information dissemination.



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Another limitation of the study it does not cover the business process

of allocation of budget.

G. Original Contributions

The study assists and guides the proponent to gain relative

information in knowledge management that would help the DLSU-D

community to achieve better goals and objectives. The proponent identified

the core business processes of the two areas and identified some possible

knowledge management application that would help the top level

management in improving the business processes of the institution.

The study will help the policy makers and decision makers or top

level management of the institution to have an effective and efficient

execution of policies and objectives. It will serve also as a reference to top

management of other organizations.

The development of knowledge management applications will help

the University to achieve its vision to become a leading institution nationally

and globally competitive in the fervent spirit of service, love for learning and

excellence through holistic formation of its members.

H. Definition of Terms



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Knowledge Management. Collection of processes that govern the creation,

dissemination and utilization of knowledge.

Academic and Research. Provides leadership and guidance amongst

administrators, as well as faculty and students by supervising the different

programs, projects and offices relevant to the academic functions of the

University.

Finance and Administrative Services. Provides leadership on the offices

under finance and administrative services by supervising the programs,

projects and activities relevant to the operation of the University.

Practices. A method, procedure, process or rule used in a particular field or

profession.

Process. A continuous action, operation or series of changes taking place in

a definite manner.

Leadership. Ability to motivate a group of people toward a common goal.

Leadership Style. Manner and approach of providing direction,

implementing plans, and motivating people.

Tacit Knowledge. Personal knowledge embedded in individual experience

and involves intangible factors such as personal beliefs, perspective and

values system.



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Explicit Knowledge. Can be articulated into formal language, including

grammatical statements, mathematical expressions, specification, manuals,

etc.

Technology Roadmapping. A technology roadmap is a plan that matches

short-term and long-term goals with specific technology solutions to help

meet those goals. It is a plan that applies to a new product or process, or to

an emerging technology.



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II. Related Literature

This chapter discusses the review of related literature of the proposed

system

According to the research study ofKumar, Kumar (2006) entitled IT

Based KM in Indian Higher Education System: Addressing Quality

Concerns and Setting the Priorities Right, the Quality of Education

being offered in institutions of Higher Education is a question being debated

widely. With the growing cost of Higher Education in India, the question has

become especially pertinent for all its stakeholders students to

policymakers alike. The study attempts to look into IT based Knowledge

Management as a techno-management tool for redressing the concerns.

Various probable avenues are discussed where IT based KM interventions



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could make an impact on the existing Indian Higher Education system. An

insight about the priorities assigned to various IT based KM interventions in

different areas of Indian Higher Education System is statistically analyzed,

based on the inputs from a cross-section of Indian Academia. Adoption of

the proposed system shall not only improve the Quality of Service (QoS)

but also decrease the economics of Higher Education in India.

The relation of the review of related study by Kumar and Kumar to the

proposed study is that both of the study aims to improve the service

capability of faculty, officers and staff of the organization.

According to the study of Kumar and Varma (2007) entitled

Effecting KM Interventions for Sustaining Quality in Institutions of

Higher Education, increased stakeholder concern about the return on

investments in a resource constrained environment fraught by the

challenges of Globalization, Information Explosion and Accountability, has

reinforced the concern for quality in Institutions of Higher Education (IHE).

While considering the quality parameters propounded and accepted by

acclaimed bodies, the present study explores the characteristic areas that

most frequently impact Quality in IHE. Knowledge Management (KM)

interventions have been evaluated for such characteristic constituent areas

of an IHE viz Curriculum Development, Institutional Research and

Development, Institutional Planning, Student Affairs, etc. and their role and

extent for effecting quality has been established. A questionnaire



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elucidating the relevant areas and processes therein was sent to persons

sensitive to higher education. Based upon statistical analysis of the

responses receives, KM interventions in each area have been prioritized.

Further, such KM interventions which spread across multiple constituents

areas of IHE have also been identified as would affect quality in general.

The study claims that the identified KM interventions shall not only

give a complete facelift to the way in which IHEs are today run and

managed, but also assist then in sustaining quality as demanded by society

and other stakeholders.

The relation of the review of related study by Kumar and Verma to the

proposed study, both of the study discusses the institutional planning and

development, research and curriculum of the organization to improve the

services.

According to the research study of Thomas E. Ward, II entitled

Implementing Knowledge Management To Support Executive

Decision-Making In A Joint Military Key Enablers And Obstacles,

examined the use of knowledge management from the perspective of

supporting executive decision making in the extremely dynamic environment

of joint military operations. It used a sequential qualitative quantitative

methodology to analyze and synthesize data obtained primarily from senior

U.S. Flag Officers, with a cross section that included the United States

Army, Navy, Marine Corps, and Air Force.



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This project extends existing theoretical frameworks used to frame

and describe knowledge management and domains of organizational

knowledge. An overarching conclusion was that knowledge management

initiatives did not directly manage knowledge. Instead, knowledge

management initiatives manage the organization's internal and external

environment to enable and encourage information sharing that results in

new knowledge generation, coupled with effective capture and presentation

of that knowledge to decision makers.

Dissemination of new knowledge and of executive decisions to the

organization completes and renews the circular knowledge management

cycle. Conclusions include five principles for executives wishing to

implement a knowledge management initiative and a hierarchical knowledge

management domain framework that distinguishes between, while

integrating, technology infrastructure, information management, and

knowledge management. A three-level stair step model for incremental

implementation of a knowledge management project accompanies the

knowledge domain framework.

The relation of the review of related study by Thomas Ward II to the

proposed study, both of the study aims to achieve better information for

decision makers information that increases knowledge.

According to the study of A. Keramati, and M. A. Azadeh (2007)

entitled Exploring the Effects of Top Managements Commitment on



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Knowledge Management Success in Academia: A Case Study, the

effects of top management commitment on knowledge management

activities has been analyzed.

This research study has been conducted as a case study in an

academic environment. The data collection was carried out in the form of

semi-structured interview with an interview guide.

This study shows the effects of knowledge management strategic

plan developing in academia strategic plan on knowledge management

success. This study shows the importance top management commitment

factors including strategic plan, communication, and training on knowledge

management success in academia. In particular the most important role of

Strategic planning in knowledge management success is clarified. This

study explores one of the necessary organizational infrastructures of

successful implementation of knowledge management. The idea of this

research could be applied in the other context especially in the industrial

organizations.

The relation of the review of related study by Keramati to the

proposed study, both of the study discusses the important role of strategic

planning and training on Knowledge Management success.

According to the research study of Petros Belsis and Spyros

Kokolakis (2005) entitled Information Systems Security from a

Knowledge Management Perspective, information systems security



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management is a knowledge-intensive activity that currently depends

heavily on the experience of security experts. However, the knowledge

dimensions of IS security knowledge and the potential role of an IS security

knowledge management system.

The results of the study are based on field research involving five

organizations (public and private) and five security experts and consultant.

The study illustrates the structure of IS security knowledge in an

organization.

The findings of the study states that successful security management

largely depends on the involvement of users and other stake holders in

security analysis, design, and implementation, as well as in actively

depending the IS. However, most stakeholders lack the required knowledge

of IS security issues that would allow the stakeholders to play an important

role in IS security management. Knowledge management aspect of IS

security management is highlighted. The basic sources of security-related

knowledge have been identified and a model of IS security knowledge has

been created. The activities to be supported by a security-focus KM system

have been identified. Thus, the basis for the development of specialized

security KM systems is set.



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The relation of the review of related study by Belsis and Kokolakis to

the proposed study, both of the study discusses the involvement of users in

successful security management

III. Methodology

This chapter discusses the conceptual framework, system

methodology, research design, research instrument and statistical

treatment.

A. Conceptual Framework


Technology

Focus: Share,Collaborate and

Access

Human Focus:Organize,Personalizeand Capture

HumanFocus:Create and

Sense

ObservationInterviewSurvey

Automation of MajorProcesses

PracticesManuals / Policies

Area:Academics and ResearchFinance and

Administrative Services

Web-based knowledgemanagement application

focused in the area ofAcademics and Research

and Finance andAdministrative Services


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Knowledge Management framework will help contributes to the Top

Level Management of De La Salle University Dasmarias (DLSU-D). The

framework will identify the practices, manuals/polices in the area of

Academics and Research and Finance and Administrative Services. Data of

the study will be gathered through interview and survey. The expected

results of the study will come up with a Web-based Knowledge Management

application focused in the areas of a.) Academics and Research b.)

Finance and Administrative Services.

B. System Methodology

There are three (3) system methodologies that the proponent

considers in developing the software product.


Figure 1.0 Knowledge Management Model

by Botha et al (2008)

Conceptual Framework of the Study


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The following system methodology are (1) Rapid Application

Development (RAD) (2) Joint Application Development (JAD) (3) Prototyping

Model

Rapid Application Development (RAD) is a development lifecycle

designed to give much faster development and higher-quality results than

those achieved with the traditional lifecycle. It is designed to take the

maximum advantage of powerful development software that has evolved

recently. (James Martin)

Figure 2.0 Martin Approach to Rapid Application Development Model

The structure of the RAD lifecycle is thus designed to ensure that

developers build the systems that the users really need. This lifecycle,

through the following four stages, includes all of the activities and tasks

required to scope and define business requirements and design, develop,

and implement the application system that supports those requirements.

Requirements Planning



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Also known as the Concept Definition Stage, this stage defines the

business functions and data subject areas that the system will support and

determines the systems scope.

User Design

Also known as the Functional Design Stage, this stage uses

workshops to model the systems data and processes and to build a working

prototype of critical system components.

Construction

Also known as the Development Stage, this stage completes the

construction of the physical application system, builds the conversion

system, and develops user aids and implementation work plans.

Cutover

Also known as the Deployment Stage, this stage includes final user

testing and training, data conversion, and the implementation of the

application system.

Joint Application Development (JAD) is a development technique

used to help IT developers build systems. In this technique, a team is

formed of members of different backgrounds. These members are made

up of end-users, management, and IT staff. This team meets and

discusses the current project in a number of workshops or sessions.

These workshops are used to define the project and to design a solution.

Since the team includes actual users of the current system, the system



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analyst will have a better picture of what the clients would want in a new

system.

Prototyping model is a systems development method in which a

prototype (an early approximation of a final system or product) is built,

tested, and then reworked as necessary until unacceptable prototype is

finally achieved from which the complete system or product can now can

be developed. It is an iterative, trial-and-error process that takes place

between the developers and the users.

Figure 3.0 Prototyping Model

The prototyping comprised of the following steps:

Requirements gathering similar to the conceptualization

phase of the waterfall model, but not as comprehensive. The

information collected is usually limited to a subset of the complete

system requirements.



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Quick Design once the initial layer of the requirements

information is collected, or new information is gathered, it is rapidly

integrated into a new or existing design so that it maybe folded into

the prototype.

Building Prototype the information from the design is rapidly

rolled into a prototype. This may mean the creation / modification of

paper information, new coding, or modifications to the existing

coding.

Customer Evaluation the prototype is presented to the

customer for review. Comments and suggestions are collected from

the customer.

Refining Prototype information collected from the customer is

digested and the prototype is refine. The developer revises the

prototype to make it more effective and efficient.

Engineer Product in most cases, the system is rewritten

once requirements are understood. Sometimes, the iterative process

eventually produces a working system that can be the corner stone

for the fully functional system.

C. Research Design

The character of developmental research is the distinctions between

doing and studying design and development provide further clarification

of developmental research activities. These distinction can be describes in



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terms of examining the focus, techniques, and tools of developmental

research.

The general purpose of the developmental research is to describe as

knowledge production, understanding and prediction.

It involves situations in which a product development process used in

a particular situation is described and analyzed and the final product is

evaluated.

D. Research Instrument

The interview method will be used to gather primary data. Sample

population of the study will be the Vice Chancellor and Assistant Vice

Chancellor in the area of Academic and Research and Finance and

Administrative Services.

According to Kendall (2004), interviewing is an important method for

collecting data since it reveals information about feelings and opinions of the

interviewee, current state of the system, organizational and personal goals,

and informal procedures.

Survey will be used to gather primary data. A questionnaire will be

constructed to obtain answers from the constructed problem statement of

the study.



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The data gathering procedure that will be done by the proponent is

through personnel appointment with the key personnel of the institution.

E. Statistical Treatment

The data gathered from the respondents were recorded, tabulated

and interpreted using the statistical technique such as mean and standard

deviation. Mean will be used to determine the average value of the

respondents perceptions on the concepts of knowledge management.

IV. Expected Results

The expected results of the study is to develop a Web-based

Knowledge Management Application for the Top Level Management of

DLSU-D

Knowledge Management Application for the Academics and

Research Process:

A web-based application that contains the following

workflow of hiring of employee (teaching and non-

teaching personnel)

information of teaching evaluation

dynamic page for monitoring of employees career

growth



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document management system

forecasting on the possible training of the faculty

Repository of :

academic policies and guidelines of an institution

curriculum revision efforts

research interests within an institution

linkages

Knowledge Management Application for Finance and Administrative

Services:

A web-based application for Finance and Administrative

Services

information of strategic plans

forecasting on the possible training of the staff / non-

teaching personnel.

Information on campus planning and development

program

Some Benefits for the Knowledge Management Application:

enhanced quality of curriculum and programs

improved speed curriculum revision and updating

improved effectiveness and efficiency of administrative

services



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# Task W EEK 1 W EEK 2 W EEK 3 W EEK 4 W EEK 5 W EEK 6 W EEK 7 W EEK 8 W EEK 9 W EEK 10

2 Planning and System Development

3 System Testing

4 Implementation

# Task WEEK 11 WEEK 12 WEEK 13 WEEK 14 WEEK 15 WEEK 16 WEEK 17 WEEK 18 WEEK 19 WEEK 20

5 Interview and Survey

6 Data Analysis and Interpretation

7Revising Chapter 1 - 3 and

Preparing Questionnaire

8 Writing Chapter 4 - 5

9Manuscript Finalization and

Revision

Requirements Gathering1

improved ability to support the trend toward decentralized

strategic planning and decision making, better information

leads to better decisions.

improved sharing of internal information to minimize redundant

efforts

V. Dissertation Plan



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VI. References

Kumar, Asnish and Kumar, Arun. (2006). IT Based KM In Indian

Higher Education System: Addressing Quality Concerns And Setting The

Priorities Right. Journal of Knowledge Management Practice, Vol. 7, No. 3,

September 2006.

Kumar and Varma. (2007). Effecting KM Interventions for Sustaining

Quality in Institutions of Higher Education

Keramati, A. and Azadeh, M.A. (2007). Exploring the Effects of Top

Managements Commitment on Knowledge Management Success in

Academia: a Case Study.



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Thomas E. Ward, II. Implementing Knowledge Management To

Support Executive Decision-Making In A Joint Military Key Enablers And

Obstacles.

Petros Belsis and Spyros Kokolakis. (2005). Information Systems

Security from a Knowledge Management Perspective.

Botha et. al (2008) Knowledge Management Model. [online].

Available http://www.knowledge-management-tools.net/three-km-

models.html date accessed: (2012)

Kendall and Kendall (2004). System Analysis and Design 6th Edition

Pearson Education, Incorporated.

http://www.knowledge-management-tools.net/three-km-models.htmlhttp://www.knowledge-management-tools.net/three-km-models.htmlhttp://www.knowledge-management-tools.net/three-km-models.htmlhttp://www.knowledge-management-tools.net/three-km-models.html

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MELJUN CORTES KM in Top Level Management of DLSUD