Knowledge Management System (KMS)

Prashant Bajpai(91)

Priyank Jain(92)

“The systematic process of creating, maintaining and

nurturing an organization to make the best use of

knowledge to create business value and generate

competitive advantage”

Nancy C. Shaw

Knowledge Management

Fundamentals

Data: Facts, numbers or individual entities without

context or purpose.

Information: Data that has been organized into a

meaningful context (to aid decision making).

Knowledge: The human capacity (potential &

actual ability) to take effective action in varied and

uncertain situations

Forms of Knowledge

Concepts, methodologies

Facts, beliefs, truths & laws

Know what, Know how, Know why

Judgments, expectations and insights

Relationships, leverage points

Intuition & feelings

Meaning and sense making

Benefits of Good Business

Knowledge Management

The foundation of the enterprise

Increases when shared

Snowball effect when shared (innovation)

Creates value through efficiency (process knowledge)

Reduces uncertainty/ increases time of response (environment knowledge)

Enhances the current value of products (customer knowledge)

Difficulties of Managing Corporate

Knowledge Management

Usually exists in the minds of individuals

Buried in old reports

Knowledge Hoarding

Often leaves the organization with the employee

Why is KMS important?

Companies can...

Sustain knowledge regarding their products

and services

Connect employees with knowledge they

otherwise wouldn't have

Encouraging innovation and ideas

Creating better business decisions

Expedite projects due to less wait time of

information

How can this be done?

Actively managing knowledge in a database or

repository

Creating incentives for employees for providing

and updating and using knowledge

Experts of the field providing information that will

help others better accomplish their jobs

Use of Wiki’s, Software solutions

Difference between Data, Information,

and Knowledge

Knowledge

Data

Information

Data

interpretation

Elaboration Learning

Interpreted symbol structures

- used to interpret data, elaborate on

information, and learn

- used withun the decision steps

Interpreted symbols and symbol

structures

- input to a decision step

- output from a decision step

Observed uninterpreted symbols

- signs, character sequences,

patterns

Aamodt A., Nygārd M. Different roles and mutual dependencies of data, information and knowledge - An AI

perspective on their integration. Data &Knowledge Engineering, 1995.

From data administration to KMS

KMS components

From the point of view of knowledge flow

The flow of knowledge

Knowledge cryptography

Communities of knowledge workers

Knowledge repositories and libraries

KMS components

From the technical viewpoint

Software interface

Access and authentication tools

Collaborative intelligence tools

Application level software

Transport level software

Middleware and legacy integration software

Repositories

Tools for knowledge

internalization

Case base

Problem

description

Describes the problem

Sends attributes

Retrieves

matching cases

Searches for

similar cases

Matching cases

c1c3

c2

Delivers similar cases

Adds

the n

ew ca

se

Selects theappropriate case

1

2

3

4

5

6

KM system

Knowledge

KM life

cycle

KM system

Relation of terms: knowledge, KM life

cycle, KMS

is used in is supported by

KM system Seven layers

architecture

Interface layer

Access and authentication layer

Collaborative intelligence and filtering

Application layer

Transport layer

Middleware and legacy integration layer

Repositories

Knowledge Types

Tacit knowledge

(Subjective)

Explicit knowledge

(Objective)

Knowledge of experience

(body)

Simultaneous knowledge

(here and now)

Analog knowledge (practice)

Knowledge of rationality

(mind)

Sequential knowledge (there

and then)

Digital knowledge (theory)

Example: KMS Software

Tacit Active Net

Helps to find people

Initiate and manage collaboration

Coordinate your activities automatically with those of other

people across the enterprise

Automatically learns about people's activities and focus,

and identifies who should be talking or working together

Makes it easy to locate and share files, find answers to

questions, or find the online conversations you should join

KM - Impact on businessesAccording to a survey conducted by E&Y in 2012on business

intelligence, 87% of companies, whatever their industry is believe that

they are knowledge based business.

Promotes many “healthy” business activities

The recording of knowledge artefacts

Quality management of knowledge

Leveraging lessons learned from past decisions and

experiences

The sharing of best practices and the building of

consistent processes

KM Impact on businesses

cont’ Knowledge management involves stewards (those

accountable for knowledge)

Knowledge management eliminates the risks associated with

attrition.

knowledge management system promotes getting a good

understanding of the knowledge, information, and data needs

of employees

A knowledge management portal provides 24x7 access to

ALL recorded knowledge

Case Study - Xerox

Established in the 1980’s – The Document

Company

KM Incorporated into Organizational Business

Strategy (1995)

Conduced extensive research before introduction

into organization

Effectively communicated to employees the

benefits of using KM

Case Study - Xerox Eureka

Goal: To share intellectual capital Information System created to share solutions

worldwide Benefits: Saves time, resources and money Example: A solution developed in Toronto was used

by someone in South America. In this case the person discovered that they did not have to replace a $40,000 machine that they were having difficulties with, they only had to replace a 90 cent connector.

Docushare Web-based tool Enabled research lab community to share progress

with other scientists working on the same project.

The Challenge of Knowledge

Management

Not only of how to develop new knowledge, BUT

how to locate and acquire others’ knowledge

how to diffuse knowledge in your organisation

how to recognize knowledge interconnections

how to embody knowledge in products

how to get access to the learning experiences of customers

References http://www.kmworld.com/Articles/Editorial/Feature/KMWorl

d-100-Companies-That-Matter-in-Knowledge-

Management-52787.aspx

http://eos.gsfc.nasa.gov/eos-ll/references/xerox.pdf

http://articles.techrepublic.com.com/5100-10878_11-

1048267.html

http://www.xerox.com/go/xrx/template/inv_rel_newsroom.js

p?ed_name=NR_2006March8_KMWorld&app=Newsroom

&view=newsrelease&format=article&Xcntry=USA&Xlang=e

n_US

http://www.icasit.org/km/intro/slideshow/kmoverview_files/f

rame.htm

http://www.coemergnece.com