KNOWLEDGE MANAGEMENT

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1 KNOWLEDGE MANAGEMENT WHAT IS IT? UNITAR Presentation Mike Koenig Long Island University College of Information and Computer Science Brookville, N.Y. 14 June 2006

2 Classic KM Definitions (with their focus on internal information) Ruggles, 1998 Knowledge management is a newly emerging interdisciplinary business model dealing with all aspects of knowledge within the context of the firm, including knowledge creation, codification, sharing, learning, and innovation. Some aspects of this process are facilitated with information technologies, but knowledge management is to a greater degree, about organizational culture and practices. Gartner Group, 1998 A discipline that promotes an integrated approach to identifying, capturing, evaluating, retrieving, and sharing all of an enterprise s information assets. These assets may include databases, documents, policies, procedures, and previously uncaptured expertise and experience in individual workers. (underlining added)

3 Another Definition of KM Researchers are the quintessential knowledge workers. Increasingly business is composed of knowledge workers. KM is the movement to create in the business environment at large, the environment known to be conducive to successful research.

4 RICH DEEP OPEN COMMUNICATIONS In a study (Koenig, 1992) of the research winners and losers among two dozen major pharmaceutical companies, the single best correlation with research success was that researchers in the most successful companies perceived their own organization as placing less emphasis on confidentiality and the protection of proprietary information than did other companies in the industry.

5 THE DEVELOPMENT OF KM Three, perhaps four Stages

6 The Stages of KM to date STAGE I by the Internet out of Intellectual Capital Information Technology Intellectual Capital The Internet (including intranets, extranets, etc.) Key Phrases: best practices, later replaced by the more politic lessons learned

7 The Stages of KM to date STAGE II Human and cultural dimensions, the HR, Human Relations,stage Communities of Practice Organizational Culture The Learning Organization (Senge), and Tacit Knowledge (Nonaka) incorporated into KM Key Phrase: communities of practice

8 The Stages of KM to date Stage III Content and Retrievability Structuring content and assigning descriptors (index terms) Library Science 101 Key Phrases: content management, meta data, and taxonomies

9 STAGE 4? KM AND CONTEXT One clear aspect of this emphasis upon context is the recognition that KM extends to knowledge beyond and outside the organization. KM traditionally almost entirely emphasized just an organization s internal knowledge. The classic one line illustration of what is addressed by KM has been the mantra of if only Texas Instruments knew what Texas Instruments knew. Another dimension of this emphasis is the realization of the necessity to understand the context of the user and the potential user. Yet another dimension is the understanding that for the user to have confidence in the information or knowledge provided, the user must also be made aware of the context of the source of the information.

10 WHAT ARE THE COMPONENTS OF A KM SYSTEM? PORTALS, COMBINING: ACCESS TO EXTERNAL INFORMATION, AND ELECTRONIC CONTENT MANAGEMENT COMMUNITIES OF PRACTICE BEST PRACTICES / LESSONS LEARNED YELLOW PAGES (DIRECTORIES OF WHO KNOWS WHAT) EDUCATION AND TRAINING REWARD AND COMPENSATION SYSTEM

11 IS KM ANOTHER BUSINESS FAD? I DON T THINK SO. Why Not?

12 KNOWLEDGE MANAGEMENT GROWTH - TO 2005 Knowledge Management Article Count Ponzi & Koenig 2002 paper

13 QUALITY CIRCLES Life Cycle

14 TOTAL QUALITY MANAGEMENT Life Cycle

15 BUSINESS PROCESS REENGINEERING Life Cycle

16 ANOTHER WAY OF THINKING ABOUT KM THE METAPHOR OF THE FOREST AND THE TREES AS IN He can t see the forest for the trees. KM as the name for the forest of all the information and information management trees (fads) of the last quarter century.

17 INFORMATION INFORMATION DRIVEN DRIVEN MANAGEMENT MANAGEMENT KM KM Information Management Information Management is Important and Demands is Important and Demands Top Management Top Management Attention and Attention and Involvement Involvement As Information Systems As Information Systems Mature, the Emphasis Shifts Mature, the Emphasis Shifts from the T, Technology, to the from the T, Technology, to the I, Information I, Information External Information External Information - the Librarian's Domainis Important and its - the Librarian's Domainis Important and its Importance is often Importance is often Overlooked Overlooked Releasing the Shackles of Releasing the Shackles of Print-on-Paper Print-on-Paper Technology Technology Enterprise Content Management Supply Chain Management Customer Relationship Management E-Business Enterprise Resource Planning Information Driven Marketing Knowledge Management and Intellectual Capital Data Warehousing/ Data Mining Core Competencies Business Process Re-Engineering Hierarchies to Markets Competitive Intelligence TQM and Benchmarking I.T. and Organizational Structure Information Resource Management Enterprise-Wide Information Analysis MIS to DSS and External Information I.T. as Competitive Advantage Managing the Archipelago Information Systems Stage Hypotheses Decision Analysis Data Driven Systems Design I.T. and Productivity Minimization of Unallocated Cost

18 MACRO THEMES Information Management is Important and Demands Top Management Attention and Involvement As Information Systems Mature, the Emphasis Shifts from the T, Technology, to the I, Information External Information - the Librarian's Domain - is Important and its Importance is often Overlooked Releasing the Shackles of Print-on-Paper Technology

19 INFORMATION DRIVEN MANAGEMENT - 1 Managing The Archipelago Information Systems Stage Hypotheses Decision Analysis Data Driven Systems Design I.T. and Productivity Minimization of Unallocated Cost

20 INFORMATION DRIVEN MANAGEMENT - 2 TQM and Benchmarking I.T. and Organizational Structure Information Resource Management Enterprise-Wide Information Analysis MIS to DSS and External Information I.T. as Competitive Advantage

21 INFORMATION DRIVEN MANAGEMENT - 3 Knowledge Management and Intellectual Capital Data Warehousing/ Data Mining Core Competencies Business Process Re-Engineering Hierarchies to Markets Competitive Intelligence

22 INFORMATION DRIVEN MANAGEMENT - 4 Enterprise Content Management Supply Chain Management Customer Relationship Management E-Business Enterprise Resource Planning Information Driven Marketing

23 SALIENT ISSUES SECURITY AND ACCESS TRAINING AND USER EDUCATION HOUSEKEEPING INTEGRATION

24 SECURITY AND ACCESS NOT QUITE SO CRUCIAL FOR GOVERNMENTS AND NGOS AS FOR BUSINESS STILL A MAJOR CONCERN

25 TRAINING AND USER EDUCATION PROBABLY THE MOST UNDER- APPRECIATED KEY TO THE SUCCESS OF KM IMPLEMENTATIONS

26 KPMG STUDY - Why KM benefits did not materialize The Question was: Why do you think the benefits failed to materialize? 1. Lack of user uptake due to insufficient communication 2. Everyday use did not integrate into normal working practice 3. Lack of time to learn/system too complicated 4. Lack of training 5. User could not see personal benefits 6. Senior management was not behind it 7. Unsuccessful due to technical problems 20% 19% 18% 15% 13% 7% 7%

27 KPMG STUDY Reanalyzed 1. Inadequate training and user education 53% 2. Everyday use did not integrate into working practice 5. User could not see personal benefits 13% 19% 6. Senior management was not behind it 7. Unsuccessful due to technical problems 7% 7%

28 HOUSEKEEPING INTEGRATION (PUTTING THE PIECES TOGETHER) EVERYONE AND THEIR BROTHER WILL TELL YOU THAT THEIR PRODUCT IS A KM PRODUCT

29 HOUSEKEEPING INTEGRATION ECM (Enterprise Content Management) Document Management Web Content Management Records and Retention Management Digital assets Management Collaboration Management Taken from Stellent presentation; New York, N.Y., 3 Oct

30 HOUSEKEEPING INTEGRATION ILS (Integrated Library Systems) OPACS (Online Public Access Catalogs) Link Resolvers Federated Search Electronic Resources Management Digital Collections Management. Taken from Ex Libris presentation; Oakdale, N.Y., 3 Oct. 2005

31 Contact Information Michael Koenig College of Information and Computer Science Long Island University 720 Northern Blvd. Brookville, NY, USA

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