Nuances of Knowledge Management Systems - Assignment Example

Topic: Knowledge management systems (KMS) Student’s name Course name Institution’s name 7th July 2011 Questions 1. A wide and specific knowledge is built into computer systems to perform different functions (Artificial Intelligence, 2011). Human beings have a wide but general knowledge and thus they function effectively in solving a wide range of problems. The article stipulates that knowledge built into computer systems enables the computer systems think ‘like’ human beings and subsequently translate knowledge into actions such as performing different operations (Artificial Intelligence, 2011). My opinion is that there is still so much knowledge in the human domain which is not built into computer systems and if integrated into computer system they would become more efficient. 2. The purpose of designing knowledge management systems for organisations is to improve sharing and access to knowledge as well as enhancing collaboration communication in the organization (Abdullah, et al, 2005). It also helps in managing organizational knowledge as an asset in order to enhance knowledge environment in the organization that can be used to achieve organizational objectives (Abdullah, et al, 2005). The article stipulates that knowledge is the result of data that goes through different stages of processing. Knowledge is then applied by people involved in performing different functions or tasks in the organization. My opinion is that without knowledge data would be useless. 3. The design of knowledge management systems should follow specific procedures which comprise of documentation base, taxonomy/ontology, use of AI technologies, and provision of networking maps as social aspects of networking (Maryam et al., 1999). The article stipulates that documentation base permits sharing, creation, and management of documents such as Lotus notes which can be used by individuals in the organization (Maryam et al., 1999). Ontology/ taxonomy comprises of terminologies that the computer systems recognizes. AI technologies represent the domain of the problem. Network maps show communication flow in the organization while social aspects of KMS design help to make the organization a social environment. My opinion is that designing of KMS should take into consideration the objectives and needs of the organization. 4. Designing knowledge management systems has several benefits. First, it helps in the reduction of new employee training time. Second, it helps all the people in the organization to share vital and valuable information that can enhance processes in the organization. Third, KMS design helps in reducing work redundancy because knowledge shared by the people in the organization enables all the people to get involved in the organizational processes (Jay, 2006). Fourth, KMS helps to protect the intellectual Property especially when codification of data is done (Jay, 2006). My opinion is that knowledge management system is vital in the organization because it stimulates organizational processes. 5. The disadvantage of designing knowledge management systems is based on the fact that users of the systems may not have adequate knowledge and skills to use the systems which mean that knowledge management systems in the organization may be un-useful in achieving the intended objectives (Thompson, 2004). For example, the flow of information may not be possible KMS users lack the required skills and knowledge to use the KM systems in the organization. My opinion is that lack of basic skills and knowledge among the users may result into work redundancy and subsequently huge losses on the part of the organization. 6. There are several problems that may be created by designing knowledge management systems for the organization. As stated there above, knowledge management systems is based on the platform of share information in the organizational hierarchy which means that every individual in the organization have access to the information. In such a situation, information theft and hacking is possible (Hayes, 2003). This may expose important business secrets resulting into numerous losses on the part of the organization. Additionally, it may be difficult to determine where information theft occurred because many people are involved in information sharing. Sharing of information should be done with utmost care (Hayes, 2003). 7. Several tools and techniques are used in knowledge management systems. They include thinking, discovering/ gathering, storing and organizing, support foe knowledge worker, specific application and infrastructure. Infrastructure includes aspects such as intranet, suites for KM, groupware and management of documents. Thinking involves aspects such as tools for creativity and mapping concepts. Discovering/gathering involves such tools as intelligent agents, data mining, push, alerting and search engines. Storing/ organizing involve aspects such as warehousing of data and XML. Support for knowledge worker includes aspects such as decision support, community support and workflow. My opinion is that when these tools are applied effectively, KMS becomes a key ingredient in the success of the organization. 8. In order to deliver the knowledge service, a number of functions are required by designing knowledge management systems. These functions include knowledge in people which includes harnessing and nurturing the power of the brain (Skyrme, 2006). The other function is memory of the organization which involves drawing upon past lessons experienced in the organization (Skyrme, 2006). Additionally, knowledge assets are another function required to deliver knowledge services. This comprises of managing and measuring the intellectual capital of the organization (Skyrme, 2006). My opinion is that the above functions are instrumental in delivering knowledge service because they form the key pillars upon which KMS is based. 9. As stated there above, the people requirement for managing the knowledge management systems and delivering knowledge service includes discovering and creating (Snowden, 2002). This comprises text and data mining techniques, analysis of content, elicitation of knowledge and scanning of the environment (Snowden, 2002). The other people requirement is learning and sharing. This includes network learning, sharing effective practices, reviews of actions and formation of teams for information sharing and learning (Snowden, 2002). Furthermore, the other people requirement is managing and organizing which involves profiling of expertise, mapping of knowledge and auditing of information (Snowden, 2002) My opinion is that when the requirements of the people are well effected then knowledge management systems can be managed effectively in order to deliver the knowledge service. 10. As stated above, the infrastructure requirements that support the designing of knowledge management systems include intranets and KM suites (Mitchell, 2011). Intranet comprises of private network of computers which are brought or connected together in the organization (Mitchell, 2011). Such networks make the flow of information between individuals in the organization more effective. Since, knowledge management systems are based on the platform of sharing information; intranet is an effective infrastructure for achieving this purpose (Mitchell, 2011). KM suites are other infrastructures that support the designing of knowledge management systems. They enable professionals in organizations to perform their duties effectively by availing a wide range of options in performing different organizational functions. References 1. Artificial Intelligence. (2011) http://encyclopedia.jrank.org/articles/pages/6427/Artificial-Intelligence.html 2. Abdulla et al, (2005). A Framework for Knowledge Management System Implementation in Collaborative Environment for Higher Learning Institution. Journal of knowledge management practice. 3. Maryam, A. et al., (1999).” Knowledge management systems: issues, challenges and benefits. Communications of the AIS 1 (2). 4. Jay, L. (2006). What they didn't tell you about knowledge management. pp. 2–3. 5. Thompson, M. (2004). Journal of Management Studies 41 (5): 725–747. 6. Hayes, M. (2003). Knowledge sharing and ICTs: A relational perspective. Malden, MA: Blackwell. pp. 54–77. 7. Skyrme, D. (2007). Knowledge management systems basics. http://www.skyrme.com/resource/kmbasics.htm 8. Skyrme, D. (2006). Knowledge management systems basics. New York: Sage Publishers. 9. Snowden, D. (2002). "Complex Acts of Knowing - Paradox and Descriptive Self Awareness". Journal of Knowledge Management, Special Issue 6 (2): 100 - 111. 10. Mitchell, B. (2011). Intranet Infrastructure. http://compnetworking.about.com/cs/intranets/g/bldef_intranet.htm Read More