Faculty Information and Communication Technology Department of Informatics Knowledge Management V

Faculty Information and Communication Technology
Department of Informatics
Knowledge Management V (KNM401T)
Semester 1
Assignment 1
Due date: 18 August 2018
Student No. 216289790Surname: Nkhoeli
Name: Meme

Table of Contents
TOC o “1-3″ h z u Introduction PAGEREF _Toc508662548 h 3Successful Factors of KM PAGEREF _Toc508662549 h 3KM Challenges PAGEREF _Toc508662550 h 4Measuring Knowledge Management System (KMS) Satisfaction PAGEREF _Toc508662551 h 4Conclusion PAGEREF _Toc508662552 h 5Reference PAGEREF _Toc508662553 h 6Key Steps and Technologies for KM PAGEREF _Toc508662554 h 7Executive Summary PAGEREF _Toc508662555 h 8

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IntroductionWhat is knowledge management? Knowledge Management (KM) is the process of creating, storing, sharing and the effective use of organizational knowledge to achieve organizational objectives ADDIN EN.CITE <EndNote><Cite><Author>Amanullah</Author><Year>2017</Year><RecNum>52</RecNum><DisplayText>(Amanullah, 2017)</DisplayText><record><rec-number>52</rec-number><foreign-keys><key app=”EN” db-id=”2vsdz0zs4tvaxieda0bx9zs4stsxzxzd0ew0″ timestamp=”1520031280″>52</key></foreign-keys><ref-type name=”Journal Article”>17</ref-type><contributors><authors><author> G.P Khiste; A Amanullah</author></authors></contributors><titles><title>Analysis of Knowledge Management output in Web of Science during 2007 to 2016</title><secondary-title>Journal of Library &amp; Information Science</secondary-title></titles><periodical><full-title>Journal of Library &amp; Information Science</full-title></periodical><pages>758 -773</pages><volume>7</volume><number>4</number><dates><year>2017</year><pub-dates><date>December 2017</date></pub-dates></dates><urls></urls></record></Cite></EndNote>(Amanullah, 2017). Knowledge is an important asset to each organization because knowledge can help the organization create its own competitive advantage. Knowledge is power therefore the organization’s performance will be higher which will ensure that the organization is always ahead within the industry. The employees of the organization will always have fruitful information at their fingertips which will assist them in performing their functions whole heartedly and by so doing the customer will always be happy with the service received which means more profit to the organization.

Successful Factors of KMAccording to ADDIN EN.CITE ;EndNote;;Cite;;Author;Susanty;/Author;;Year;2017;/Year;;RecNum;55;/RecNum;;DisplayText;(Susanty, 2017);/DisplayText;;record;;rec-number;55;/rec-number;;foreign-keys;;key app=”EN” db-id=”2vsdz0zs4tvaxieda0bx9zs4stsxzxzd0ew0″ timestamp=”1520032523″;55;/key;;/foreign-keys;;ref-type name=”Conference Paper”;47;/ref-type;;contributors;;authors;;author;Y Hendriarto; A.I Susanty;/author;;/authors;;/contributors;;titles;;title;The Influence of Organizational Culture and /organizational Structure on the Implementation of Knowledge Management Process in Corporate University;/title;;secondary-title;8th International Conference on Sustainable Collaboration in Business, Technology, Information and Innovation;/secondary-title;;/titles;;dates;;year;2017;/year;;/dates;;pub-location;Bandung;/pub-location;;urls;;/urls;;/record;;/Cite;;/EndNote;(Susanty, 2017) Knowledge has become a primary economic resource which should be managed and integrated into company business management, the implementation of KM aims to manage knowledge in the organization and also serves to avoid knowledge being lost due to employee turnover.
In order to find and prioritize the critical success factors of KM there are 8 critical success factors to ensure that KM is fully utilized namely: KM Strategy, KM Technology, KM Structure, KM Culture, KM Clear Target, Employee behavior changes based on KM, Channels of KM and finally Supportive KM Managers ADDIN EN.CITE ;EndNote;;Cite;;Author;Haddadi;/Author;;Year;2018;/Year;;RecNum;60;/RecNum;;DisplayText;(Haddadi, 2018);/DisplayText;;record;;rec-number;60;/rec-number;;foreign-keys;;key app=”EN” db-id=”2vsdz0zs4tvaxieda0bx9zs4stsxzxzd0ew0″ timestamp=”1520034058″;60;/key;;/foreign-keys;;ref-type name=”Journal Article”;17;/ref-type;;contributors;;authors;;author;A.K Yazdi; M Haddadi;/author;;/authors;;/contributors;;titles;;title;Prioritising critical successful factors of knowledge management in insurance companies;/title;;secondary-title;International Journal of Operational Research;/secondary-title;;/titles;;periodical;;full-title;International Journal of Operational Research;/full-title;;/periodical;;pages;281-299;/pages;;volume;31;/volume;;number;3;/number;;dates;;year;2018;/year;;/dates;;urls;;/urls;;/record;;/Cite;;/EndNote;(Haddadi, 2018).

It is entirely important that every employee within the organization is knowledgeable about the processes and procedures carried out with the organization to ensure that everyone is aiming for one goal which is to ensure the company makes a profits and they increase their knowledge base which can still utilized in other spheres of life.

KM can occur successfully when both the buyer and seller have common interest and their relationship is mainly concerned about improving quality and efficiency ADDIN EN.CITE ;EndNote;;Cite;;Author;Witonohadi;/Author;;Year;2017;/Year;;RecNum;56;/RecNum;;DisplayText;(Witonohadi, 2017);/DisplayText;;record;;rec-number;56;/rec-number;;foreign-keys;;key app=”EN” db-id=”2vsdz0zs4tvaxieda0bx9zs4stsxzxzd0ew0″ timestamp=”1520033072″;56;/key;;/foreign-keys;;ref-type name=”Conference Paper”;47;/ref-type;;contributors;;authors;;author; A.I Marie; D Sugiarto; D Surjasa; A Witonohadi;/author;;/authors;;/contributors;;titles;;title;Knowledge Management System for risk mitigationin supply chain uncertainty: case from automotive battery supply chain;/title;;secondary-title;4th InternationalSeminar on Sustainable Urban Development;/secondary-title;;/titles;;dates;;year;2017;/year;;/dates;;pub-location;Indonesia;/pub-location;;urls;;/urls;;electronic-resource-num;10.1088/1755-1315/106/1/012018;/electronic-resource-num;;/record;;/Cite;;/EndNote;(Witonohadi, 2017). KM also ensures that an organization learns from its previous mistakes and successes to make sure that the knowledge acquired benefits the organization to the fullest. Customer responsiveness is maintained through the development of a strong knowledge base which depends entirely on the knowledge flow within the organization.

It is known that the cultural aspect can contribute greatly to the willingness to share knowledge therefore it is advisable that the organization should be instilled with the spirit of togetherness even though we are from different angles of the globe.
Knowledge Management ChallengesAccording to ADDIN EN.CITE ;EndNote;;Cite;;Author;Assefa;/Author;;Year;2018;/Year;;RecNum;53;/RecNum;;DisplayText;(Assefa, 2018);/DisplayText;;record;;rec-number;53;/rec-number;;foreign-keys;;key app=”EN” db-id=”2vsdz0zs4tvaxieda0bx9zs4stsxzxzd0ew0″ timestamp=”1520031509″;53;/key;;/foreign-keys;;ref-type name=”Conference Paper”;47;/ref-type;;contributors;;authors;;author;D Alemu; M.E Jennex; T Assefa;/author;;/authors;;/contributors;;titles;;title;Agricultural Knopwledge Management System Development for Knowldge Intergration;/title;;secondary-title;51st Hawaii International Conference on System Sciences;/secondary-title;;/titles;;pages;4317-4326;/pages;;dates;;year;2018;/year;;/dates;;pub-location;Hawaii;/pub-location;;urls;;/urls;;/record;;/Cite;;/EndNote;(Assefa, 2018) Knowledge loss is a big challenge for organizations as the economy grows due to the loss of knowledge holders, failure to capture critical knowledge, failure of knowledge repositories and forgetting. The main challenge is to efficiently discover knowledge, create new knowledge, capture, store it, share it and apply it to gain competitive advantage.
Another challenge prohibiting organizations from moving forward is hiding the information, if knowledge is hidden it will never get to be used which in turn means the organization will reach its mandate at a slow pace or do not even achieve anything. Power and control which is related to the organizational structure that is centralized can inhibit the implementation of Knowledge Management.
Many organizations are unable to implement knowledge management because they are too focused on the technical aspects of Knowledge Management but not on the work climate and the organization culture.

Measuring Knowledge Management System (KMS) SatisfactionAccording to ADDIN EN.CITE ;EndNote;;Cite;;Author;Mohd;/Author;;Year;2013;/Year;;RecNum;59;/RecNum;;DisplayText;(Mohd, 2013);/DisplayText;;record;;rec-number;59;/rec-number;;foreign-keys;;key app=”EN” db-id=”2vsdz0zs4tvaxieda0bx9zs4stsxzxzd0ew0″ timestamp=”1520033831″;59;/key;;/foreign-keys;;ref-type name=”Journal Article”;17;/ref-type;;contributors;;authors;;author;R.A Ghani; N.F Elias; M Mohd;/author;;/authors;;/contributors;;titles;;title;A comprehensive instrument for measuring knowledge management system satisfaction ;/title;;secondary-title;Journal on Computing;/secondary-title;;/titles;;periodical;;full-title;Journal on Computing;/full-title;;/periodical;;pages;93-102;/pages;;volume;2;/volume;;number;4;/number;;dates;;year;2013;/year;;/dates;;urls;;/urls;;electronic-resource-num;10.5176/2251-3043_2.4.214;/electronic-resource-num;;/record;;/Cite;;/EndNote;(Mohd, 2013) KM is the process of identifying and leveraging the collective knowledge in an organization to help the organization to compete. This is done through a series of activities namely: creating, storing, transferring and applying the actual knowledge. KMS projects have three aims to fulfil namely:
To make the knowledge visible and ensure that the role is noticed within the organization.

To develop a culture of sharing the knowledge acquired and constantly searching for new knowledge.

To build a knowledge infrastructure by encouraging interaction and collaboration among the employees.

Organizations that invest a lot of effort and energy in organizational culture and has an excellent working climate have a good record of successfully implementation of Knowledge Management.

According to ADDIN EN.CITE ;EndNote;;Cite;;Author;Tenorio;/Author;;Year;2017;/Year;;RecNum;57;/RecNum;;DisplayText;(Tenorio, 2017);/DisplayText;;record;;rec-number;57;/rec-number;;foreign-keys;;key app=”EN” db-id=”2vsdz0zs4tvaxieda0bx9zs4stsxzxzd0ew0″ timestamp=”1520033356″;57;/key;;/foreign-keys;;ref-type name=”Journal Article”;17;/ref-type;;contributors;;authors;;author;D Pinto; F Bortolozzi; R Sartori; N Tenorio;/author;;/authors;;/contributors;;titles;;title;Investigating Knowledge Management within software industry: A systematic literature review ;/title;;secondary-title;International Journal of Development Research;/secondary-title;;/titles;;periodical;;full-title;International Journal of Development Research;/full-title;;/periodical;;pages;17672-17679;/pages;;volume;7;/volume;;number;12;/number;;dates;;year;2017;/year;;/dates;;isbn;2230-9926;/isbn;;urls;;/urls;;/record;;/Cite;;/EndNote;(Tenorio, 2017) Knowledge Management only makes sense only when people’s knowledge can be shared. Satisfaction with regards to the organizations performance can be achieved through the willingness of people to create new knowledge, share it and use it which will ensure there is ongoing improvement within the company and the employees that work there.

According to ADDIN EN.CITE <EndNote><Cite><Author>Alavi</Author><Year>2017</Year><RecNum>58</RecNum><DisplayText>(Alavi, 2017)</DisplayText><record><rec-number>58</rec-number><foreign-keys><key app=”EN” db-id=”2vsdz0zs4tvaxieda0bx9zs4stsxzxzd0ew0″ timestamp=”1520033574″>58</key></foreign-keys><ref-type name=”Journal Article”>17</ref-type><contributors><authors><author>A Arab; I.G Sahebi; S.A Alavi</author></authors></contributors><titles><title>Assessing the Key Success Factors of Knowlege Management Adoption in Supply Chain</title><secondary-title>International Journal of Academic Research in Business and Social Science</secondary-title></titles><periodical><full-title>International Journal of Academic Research in Business and Social Science</full-title></periodical><pages>401-418</pages><volume>7</volume><number>4</number><dates><year>2017</year></dates><isbn>2222-6990</isbn><urls></urls></record></Cite></EndNote>(Alavi, 2017) Knowledge exchange with Supply Chain adds value to the industry and it improves efficiency and it becomes an essential factor for the organizations to improve their core competitiveness. It is entirely important that customer responsiveness is maintained at all times by ensuring that there is constantly knowledge flowing within the chain, because customer preferences change as technology evolves.

Knowledge management is an indivisible part of teams training so capturing of knowledge process is similar to the processes related to selection of learning content in e-learning ADDIN EN.CITE <EndNote><Cite><Author>Qwaider</Author><Year>2011</Year><RecNum>49</RecNum><DisplayText>(Qwaider, 2011)</DisplayText><record><rec-number>49</rec-number><foreign-keys><key app=”EN” db-id=”2vsdz0zs4tvaxieda0bx9zs4stsxzxzd0ew0″ timestamp=”1509652162″>49</key></foreign-keys><ref-type name=”Journal Article”>17</ref-type><contributors><authors><author>W.Q. Qwaider</author></authors></contributors><titles><title>Integrated of Knowledge Management and E-Learning system</title><secondary-title>International Journal of Hybrid Information Technology</secondary-title></titles><periodical><full-title>International Journal of Hybrid Information Technology</full-title></periodical><volume>4</volume><number>4</number><dates><year>2011</year></dates><urls></urls></record></Cite></EndNote>(Qwaider, 2011). It is important that any knowledge that is captured is accurate and verified because it will be shared and used in making decisions that affect the success of any individual making use of the knowledge provided.

According to ADDIN EN.CITE <EndNote><Cite><Author>Goulding</Author><Year>2006</Year><RecNum>62</RecNum><DisplayText>(Goulding, 2006)</DisplayText><record><rec-number>62</rec-number><foreign-keys><key app=”EN” db-id=”2vsdz0zs4tvaxieda0bx9zs4stsxzxzd0ew0″ timestamp=”1520965345″>62</key></foreign-keys><ref-type name=”Journal Article”>17</ref-type><contributors><authors><author>A.B Kridan; J.S Goulding</author></authors></contributors><titles><title>A case study on knowledge management implementation in the banking sector</title><secondary-title>The journal of information and knowledge management systems.</secondary-title></titles><periodical><full-title>The journal of information and knowledge management systems.</full-title></periodical><pages>211-222</pages><volume>36</volume><number>2</number><dates><year>2006</year></dates><isbn>0395-5728</isbn><urls></urls><electronic-resource-num>10.1108/03055720610683913</electronic-resource-num></record></Cite></EndNote>(Goulding, 2006) The implementation of a knowledge management system is a systematic, integrated and planned approach, designed to solve problems that can badly affect the operating efficiency at all organization levels. Its function is to prevent the same mistakes to happen again and ensuring that individual have the knowledge at their disposal to make informed decisions and have a place where reference can be taken from.

ConclusionI have realized that organizations must focus on cultural aspect and working climate to ensure that Knowledge Management is implemented. Evaluation of knowledge management processes and the factors that influence the processes must always be carried out to ensure that there’s continuous improvement in the field.
It is highly advisable that knowledge is captured and shared amongst the entire organization so as to ensure that service delivery does not suffer, the employees gained additional knowledge which can assist in their career paths and even assist them in excelling with performing their duties and at the same time the organization can achieve its mandate to make profit and continue to grow.
Reference
ADDIN EN.REFLIST
ALAVI, A ARAB; I.G SAHEBI; S.A. 2017. Assessing the Key Success Factors of Knowlege Management Adoption in Supply Chain. International Journal of Academic Research in Business and Social Science, 7(4):401-418.

AMANULLAH, G.P KHISTE; A. 2017. Analysis of Knowledge Management output in Web of Science during 2007 to 2016. Journal of Library ; Information Science, 7(4), December 2017:758 -773.

ASSEFA, D ALEMU; M.E JENNEX; T. 2018. Agricultural Knopwledge Management System Development for Knowldge Intergration. In: 51st Hawaii International Conference on System Sciences Online. Available from: Accessed:
GOULDING, A.B KRIDAN; J.S. 2006. A case study on knowledge management implementation in the banking sector. The journal of information and knowledge management systems., 36(2):211-222.

HADDADI, A.K YAZDI; M. 2018. Prioritising critical successful factors of knowledge management in insurance companies. International Journal of Operational Research, 31(3):281-299.

MOHD, R.A GHANI; N.F ELIAS; M. 2013. A comprehensive instrument for measuring knowledge management system satisfaction Journal on Computing, 2(4):93-102.

QWAIDER, W.Q. 2011. Integrated of Knowledge Management and E-Learning system. International Journal of Hybrid Information Technology, 4(4).

SUSANTY, Y HENDRIARTO; A.I. 2017. The Influence of Organizational Culture and /organizational Structure on the Implementation of Knowledge Management Process in Corporate University. In: 8th International Conference on Sustainable Collaboration in Business, Technology, Information and Innovation Online. Available from: Accessed:
TENORIO, D PINTO; F BORTOLOZZI; R SARTORI; N. 2017. Investigating Knowledge Management within software industry: A systematic literature review International Journal of Development Research, 7(12):17672-17679.

WITONOHADI, A.I MARIE; D SUGIARTO; D SURJASA; A. 2017. Knowledge Management System for risk mitigationin supply chain uncertainty: case from automotive battery supply chain. In: 4th InternationalSeminar on Sustainable Urban Development Online. Available from: Accessed:

Key Steps and Technologies for KMFor a successful knowledge management implementation there are a set of steps that need to be followed firstly in order to have a KM system there has to be a business needs which the system will fulfil therefore that has to be acknowledged in the beginning. Secondly an investigation should be conducted to check what knowledge is available to ensure that there is not duplication. Diagrams are a perfect illustration to show what knowledge the project has already.
There has to be a KM strategy developed which guide as to how the implementation will be carried out. The project teams can decide where the system is bought from the shelf or it is developed in-house to ensure that it actually covers the requirement of the project. There has to be constant evaluation on the system to ensure that it is still serving its purpose and finally we have to make sure that the system is utilized throughout the project to ensure that the spirit of togetherness is forever encouraged.
There are a number of technologies that can be utilized for knowledge capturing and sharing namely:
Search Engines assist a lot in pinpointing as to what exactly people are interested in.

Business Processes and Flow Charts are perfect illustration of how are functions performed and what outcome is expected at the end of each process.

Agents Technology and Personalization which tracks the items that are searched for on the internet and therefore getting additional information which is linked to what was searched for.

E-Learning System
Intranet for internal staff to get additional information.

Social Media platforms mainly because every human being interacts through at least form of platform.

Internet for the general public to check the services offered and getting additional information.

Video Conferencing can be used to illustrate how other functions are performed because seeing is believing and something that is played over and over again is really difficult to forget.

Executive SummaryKnowledge Management is the way to go these days mainly because when individuals are well informed it influences their moral therefore they will be willing to perform their duties wholeheartedly which in-turn makes more profit for the organization and customers are satisfied with the service there are getting.
Knowledge Management plays a vital role in ensuring that the e-learning systems used within our schooling environment is of high quality and has all the relevant information and it is easily accessible.

In the agricultural industry knowledge management technologies pay and important role in ensuring that important information and guidelines about the industry are accessed easily within a database or a document which contains secret routines and the information can be passed down the blood line to ensure that the legacy continues.

In the software industry knowledge plays an important role because it is through that knowledge that the software packages are created. So instruction, procedures and files are kept safely within data warehouses for safe guarding the information.
Knowledge management is a vital part of our daily lives therefore we should not take it for granted because a lot of organization serve their purpose while making a profit and individuals can be proud of the knowledge acquired through the different platforms which they can use for future references. It is advisable that knowledge management system is implemented within our company to ensure we stay ahead of our competitors, our employees are well equipped with relevant knowledge to ensure the smooth running of the different business processes.
All the above mentioned technologies will pay a vital role in the company by providing a relevant information to the different audiences. Through the Intranet internal staff will get additional company information, with Internet the customers will have the ability to find out what the company is all about and it business processes and what kind of service is provided by the company. Data Warehouses will assist management with the compilation on reports for reporting purposes. Business Process Diagrams will illustrate how all the divisions fit into each other for the success of the company.