KNOWLEDGEMENT MANAGEMENT SYSTEM FOR SARVAJANIK EDUCATION SOCIETY

SUBMITTED BY:

NAME HARSHITA KAKAR JAINISH THAKKAR NISHIT GORI

ENROLLMENT NO. 118050592001 118050592004 118050592029

What is Knowledge Management?

Knowledge management is a formal process of determining what information a company has that can benefit others in the organization and making the information easily available for use by those who need it. The process includes formal procedures to collect such information as lessons learned during a projects execution and the best practices occurring throughout the organization, a well established infrastructure, networks for transferring knowledge between employees, and tools to facilitate the process. Once the process captures the organizations knowledge, the real power occurs when the users utilizing the information use it by putting the shared into action.

Why Have Knowledge Management Strategies?

Personnel Turnover

Personnel turnover is compounded because corporate knowledge normally belongs to the individual and not the company. When an employee leaves the organization, their knowledge of the business process and expertise leave too. The experiences of the personnel who stay with the firm, primarily only share their ideas with those they work with on a daily basis. This limits the number of people who can actually benefit from their experience. When information about the business processes, best practices and lessons learned are not captured and shared, vast amounts of productivity are lost recreating the wheel when personnel change jobs.

Repeat Past Success

Having a knowledge management strategy allows the organization to be able to duplicate past successful projects again. Ford Motor Company provides an example where this was not the case. Their problem was a result of not having a process in place to capture the experience and lessons learned from ongoing projects. When Fords management wanted to know why their original Taurus design was so successful, no one in the company could provide the answer. There was no record and no one could remember what made the project a success. The bottom line was the knowledge gained from the Taurus project was lost forever and could not be repeated.

Learn From The Past

A knowledge management strategy helps a company to learn from past experience and hopefully prevents repeated mistakes. Philosopher George Santayana once said, "those who cannot remember the past are condemned to repeat it". A study of 150 new products conducted in 1985 concluded knowledge collected from prior failures was most often the reason the new product was successful.

The basis of knowledge management system---knowledge chain

Knowledge chain includes seven operation steps: knowledge identification, knowledge acquisition, knowledge analysis, knowledge storage, knowledge dissemination, knowledge sharing, and knowledge evaluation. Through this knowledge chain, a relatively stable knowledge flow is formed, i.e. Identification >Acquisition >Analysis > Store > Dissemination >Sharing >Evaluation.

Seven components of the structure of knowledge management system

Infrastructure of knowledge management Reconstruction of knowledge flow Methods of knowledge management Knowledge access and search Knowledge dissemination Individuation knowledge intercommunication Knowledge sharing and evaluation

Steps to Having a Successful Knowledge Management Program.

The success factors included:

The projects are tied to a financial impact of either earning or saving the firm money. The companies had the organizational and technology infrastructure in place to manage and support the project. The project is organized to maintain flexibility and provide users with easy access to the information they needed. The firms employees enjoyed sharing knowledge and were positive about the process. Everyone understood the scope and purpose of the projects. The system inspired and encouraged knowledge sharing amongst the employees. The project provided different methods to include face to face collaboration, to facilitate sharing knowledge. Management remained involved in the process and supported the project.

The Knowledge System Design Model

The Knowledge System Design Model (KSDM) is a hybrid of Holistic Systems and Development Model, and is currently being used to define the requirements for, and build, a knowledge management system for the Sarvajanik Education Society. It is a hybrid model that builds upon soft system methodologies and hard system engineering approaches.

System Statement

The system statement comprises top-level user requirements that provide the initial guidance to the development process, and set the scene for the development of processes within the system, and between other systems. It has three mandatory parts and an option fourth component. The first part is a broad statement of intent on what the system should achieve. The second part outlines some of the broad characteristics expected in that system. The third part is a statement of achievement, which provides some broad guidance on potential system components and processes, and the end state for the system. The optional component is a benchmark statement that directs the system architect to a tried and proven system in a comparable organisation.

Serial

Sarvajanik Education Society Knowledge Management System System statement requirements

The system shall link the Sarvajanik Education Society and the other individual colleges under it. The system shall allow users to capture data so that future requirements are better informed. The system shall allow users to capture data so that future doctrine developments are better informed. The system shall allow users to capture data so that future institutional changes are better informed. The system shall allow users to exchange data by providing a common information environment. If existing software cannot be used commercial off the shelf software should be used in preference to purpose built products. The system should have many of the characteristics of the best Knowledge Management system used by the best universities.

Type

Intent

2 3

Achievement Achievement

Achievement

5 6

Characteristic Characteristic

Benchmark

Objectives

The objectives space provides a list of the outcomes expected from the implementation of the system. These may be articulated in the first instance by a series of identified problems, in which case the objectives are to solve those problems. It is also preferable that measures of effectiveness, the metric associated with objectives, are included for each objective. This step throughout successful. will the require involvement from institution if it is to be

Serial

Sarvajanik Education Society Knowledge Management System Objective Requirements

Type

The system shall provide central repositories of information for all colleges involved in the business process. The system shall facilitate the use of digitised explicit knowledge. The system should facilitate the use of non-digital explicit knowledge. The system should provide on-line collaboration tools. The system should provide agents to search academic databases.

Objective

Objective

Objective

4 5

Objective Objective

Environment

No real-world system ever operates independently. The environment space identifies the environment within which the system must operate, including the interfaces with other systems, and the positioning of the system boundary. Too often this step is done poorly. The product from this analysis is the interface control document. The next step is to consider the environment, including the institutional culture that the system has to operate in.

Serial

Sarvajanik Education Society Knowledge Management System - Environment Requirements

The system shall access information sources internal to the Defence Information Environment. The system shall access inform sources extent to the Defence Information Environment. The system should interface with Joint Project 2060.

Type

Environme nt Environme nt Environme nt Environme nt Environme nt

The system should interface with national tele-health initiatives. The system should interface with allied armies knowledge networks.

Constraints

The constraints space details any restrictions on the system that can be identified, including how it should satisfy objectives. Constraints are normally, but not exclusively, expressed as non-functional requirements. It is to considered the constraints that arise from the environment, objective and system statement analysis.

Serial

Sarvajanik Education Society Knowledge management system Constraint Requirements The system shall prevent unauthorised user accessing the network.

Type

People Constraint

The system shall operate on the Sarvajanik Restricted Infrastructure Network. Constraint The system should separate day to day business from knowledge system activities. The system shall conform to Educational Institutional Standards for Hardware. The system shall prevent information that should not leave the Educational network from permeating the system boundary. Software Constraint Hardware Constraint Information Constraint

Solutions

The solutions space is made up of components from the mnemonic PISHI, which stands for people, infrastructure, software, hardware, and information. This classification represents real thing in the real world, and each of these things is linked together by processes so that an output is realised to meet an objective. By dealing with real things in the real world complexity is immediately reduced. Each of these things does tasks that meet or achieve the objectives. Clearly this space captures all the necessary components of a knowledge management system people, process and technology.

Serial

Sarvajanik Education Society Knowledge management system Solution Requirements The system shall provide a human moderator to ensure that the aggregation of unclassified data does not become classified information.

Type

People Solution

The system shall provide meeting rooms equipped with teleconference facilities in each state The system shall provide a knowledge warehouse using the Autonomy software suite. The system shall use networked personal computers.

Infrastructure Solution Software Solution Hardware Solution Information Solution

The system shall point to non digital explicit information.

Tasks

The task space identifies all those functional options of achieving each objective or output. In other words, this space is populated with the answer to the question what does the system have to do to achieve the objectives or outputs? There may be more than one functional option to achieve any particular objective. Tasks also help to define the processes that are likely to be internal to the system. The final step is to consider all the tasks that arise from the system statement, objective, environment, constraint and solution analysis. In practice this step is done concurrently with the others, and is constantly revisited.

Serial

Sarvajanik Education Society Knowledge Management System - Task Requirements

Type

1 2

The System shall filter data to confirm it is relevant. The system shall present information in a form that can be used by all users.

Task Task

3 4 5

The system shall retrieve data from the knowledge warehouse. The system shall index digital data. The system shall correlate data to establish relationships.

Task Task Task

CONCLUSION

Knowledge management permeable boundaries.

systems

are

inherently

soft

open

systems

with

Their open soft nature makes them susceptible to failure because of unrealistic expectations resulting from poorly expressed, incomplete, or changing requirements. The foregoing discussion has presented a model that allows the development of requirements for a knowledge management system to be developed in a holistic and disciplined way, thereby reducing the need to develop or modify requirements on the fly. The model builds upon soft system methodologies and hard system engineering approaches, and is based on the assumption that objectives or outcomes are achieved in an environment that produces or has constraints. These constraints either restrict the availability of solutions or restrict how solutions can be employed. The solutions are real things in the real world, and include people, infrastructure, software, hardware and information. All of these solutions perform tasks to achieve or meet defined objectives.