Enterprise-Wide Knowledge Management Systems and Their Usage in Creating a Learning Organization - Essay Example

?RUNNING HEADER: Enterprise-Wide Knowledge Management Systems Enterprise-Wide Knowledge Management Systems and their Usage in Creating a Learning Organization BY YOU YOUR SCHOOL DATA HERE DATE HERE Enterprise-Wide Knowledge Management Systems and their Usage in Creating Learning Organizations Dynamic organizations require systems that can collect data and documentation, store this information, and then ultimately distribute knowledge in digital format to a variety of internal and external end users as a means of managing knowledge. Enterprise-wide KMS systems consist of a digital library, a search database, an interface that sustains submission of new materials, and web and file servers to facilitate the transfer and collection of various enterprise-wide data sources. These systems are integrated through a variety of information technology systems to facilitate KM processes and improve knowledge transfer. Many organizations rely on the database Oracle to manage data collection and transfer, a system that houses data and stores it based on logical parameters in datafiles (Alapati, 2008). This system categorizes data uploaded through the file server and also facilitates data retrieval. Linux and Microsoft Windows software are two operating systems supported by Oracle’s interface systems. The business implementing enterprise-wide knowledge management systems require what is referred to as structured knowledge systems dedicated to particular internal knowledge. The knowledge consists of human resources documentation, research reports, white papers, presentations and various best practice templates and research. Semistructured knowledge systems utilize email programs and email data, rich digital media content, and organizational brochures. These are managed by Oracle or other similar databases and must be supplemented with retrieval systems to ensure that internal and external users can access the data successfully. Data not necessarily utilized during regular business hours, such as email, are housed in ASP databases (Active Server) that enhance data storage and retrieval capabilities. The complexities of multitudes of high priority and low priority data often require implementation of two separate database software systems to ensure system speed and accuracy. The external interfaces, consisting of personal computers or mobile devices, generally access the ASP database which is routed internally to Oracle through the web server through various security systems such a firewalling. Thus, in order to engage in setting up an enterprise-wide KM system, there must be ongoing information technology support and expertise to ensure data integrity and end user profiling. All of these systems provide considerable value to the business in several ways. First, once the architecture is set up, it becomes easier to physically map the knowledge resources in the organization to assist workers in understanding how to retrieve real-time information from different divisions. It assists management in creating process maps and resource relevance in the form of diagrams that facilitates more effective knowledge transfer from division to division. Further, it adds value by improving time management (Dataware Technologies, 2010). Without such systems, individuals are forced to scan multiple databases or make contact with those who traditionally maintained tacit knowledge that is not easily transferrable to others. Now that there are adequate storage databases, experts with specialized skills can develop diagrams or best practice (or even instructional brochures) so that individuals without this specialized knowledge can learn about process or systems that drive business and innovation. It also adds value to businesses that maintain off-site support personnel who serves as account representatives or expert/technical support for various customers. With the enterprise-wide KM system, they are now able to access information with the touch of a button through their external interface without having to chase support team members in the event of an immediate crisis at the external business. These systems, when integrated, are used to ensure efficient and relevant knowledge transfer with external stakeholders and internal staff members. They provide opportunities to store old email information without bogging the existing process servers that regulate daily communications flow. Thus, such storage provides longer-term records storage to reduce business liabilities, improve document storage compliance such as those mandated by ISO 9000 or other quality assurance systems, and also serve as cross-training tools for those who would not have had access to technical or expert-driven data resources. The end user makes a request for information through their interface, searching through various online catalogues or search engines/parameters, and can be immediately routed to specific categories or subcategories that are relevant to the search. The IT architecture provides for more appropriate data retrieval and thus ensures that the end user is receiving relevant data based on their needs. It creates a learning organization whereby all members have access to data and can expand their knowledge of systems, processes and best practices without reliance on specialized knowledge resources. A learning organization is one that creates a systems view, where all members of the organization learn about the interdependencies of multiple divisions and how they function as a team unit. Systems thinking avoids the traditional linear cause-and-effect chains that so often drive unproductive or inefficient business structures (Senge, 1990). By creating a new joint or teamwork methodology with workers throughout the organization, they begin to think of their role in the business as a unified organism that works cross-dependently by gaining knowledge of processes not necessarily related to their own job function. The enterprise-wide KM system also facilitates a learning organization by diversifying job roles and providing for additional training that enhances motivation, promotional development, and the ability to consolidate job roles through the learning process as a cost saving measure to the business. These systems enhance delivery of knowledge and the ability to access it efficiently and accurately, thus giving workers unique opportunities to manage their own human resource documentation, gain new skills for potential job transfer and higher compensation, and most importantly does not segregate those who hold unique knowledge from the rest of the organizational unit. Learning, then, becomes commonplace throughout the entire enterprise system and organizational structure. The learning organization relies on individuals who actively seek knowledge transfer and knowledge consultation and promote the virtues of using KM systems, especially those operated by the existing enterprise-wide data systems, to ensure effective usage of data throughout the entire business. The organization becomes a learning organization by inclusion of all staff members and changing best practice to create better knowledge exchange. References Alapati, S. R. (2008). Expert Oracle Database 11g Administration: The expert's voice in Oracle. New York, NY: Springer-Verlag. Dataware Technologies. (2010). Knowledge Management: Linking People to Knowledge for Bottom Line Results. Retrieved August 1, 2012, from http://www.systems-thinking.org/kmgmt/kmlinking.pdf Senge, P. M. (1990). The Fifth Discipline: The art and practice of the learning organization. New York: Random House. Read More