knowledge management system1(1)

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NIELIT Knowledge Management System

Concepts by

Shri Sourav Sen,

AE, NIELIT,AgartalaDoeity, MCIT, Govt.of India

[email protected]

[email protected]

+91-9856229952
mailto:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]


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Abstract:

Knowledge learned in a project should carry forward to subsequent project. Document

experiences, concepts and practices created earlier can be reused if proper management is in

place. Knowledge management is the process of making right information available quickly an

easily for people in right time to use productively. knowledge management is the process tha

focuses on the acquisition, arrangement, storage, retrieval, and use of intellectual information o

any organization to produce and share knowledge.

key words:

Knowledge management system , knowledge sharing and distributing system, intellectual asset

management sytem.


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Introduction:

Since the establishment of NIELIT, Agartala we have documented various project proposals, various SR

documents, and various case studies. We have drafted lots of tender documents, project appraisa

reports, technical and financial papers, Expression of Interest (EOI), MOU (Memorandum o

Understanding) etc. But Sir, if one fine morning any one ask ourselves exactly how many papers we hav

documented, digitized properly, we will fail to answer. Not only that, if five year down the line again w

required to prepare a DPR (Detail Project Report) for such a project that we already executed then is i

possible for us to prepare the same overnight if the previous DPR copy is not with us for our read

reference ? Till the date we dont have any central and secure depository to store information, projec

report, case studies etc. for quick reference; may be all of our laborious jobs is presently spread amon

various project team's hard drives, individuals laptops or any other format of individual custody anhard to track. One fine morning if any of our academician or resource personal leave the organizatio

then with his/her departure all the intellectual innovative ideas and reports will be moved from ou

organization for ever. Not only that some time we have the document but the main architecture an

brain behind it is not tracked resulting unavailability of that particular master mind in urgency an

necessity.

Therefore we need a centralized system to manage our corporate knowledge that we have prepare

after a deep and elaborate study. The countless documents that is producing every day at our institut

may have some important role to play in the coming days. Among these documents some of them ma

be very less important to preserve but few of them may be some world class document/technical writin

which may become the intellectual property and asset of the institute.

About Knowledge management:

Which asset in our life grows when shared with others? Yes, it is knowledge. Knowledge is the only asse

in our life which never shrinks if you distribute it among others. Knowledge is the full utilization o

information and data, coupled with the potential of people's skills, competencies, ideas, intuition

commitments and motivations. Knowledge management (KM) comprises a range of strategies an

practices used in an organization to identify, create, represent, distribute, and enable adoption o

insights and experiences. Such insights and experiences comprise knowledge, either embodied i

individuals or embedded in organizations as processes or practices. Knowledge management may alsinclude new knowledge creation, or it may solely focus on knowledge sharing, storage, and refinement.

From our childhood we are hearing a word-Knowledge is power; but how? Knowledge is power only

its recorded. Knowledge is power when it is utilized in appropriate time and appropriate place

Knowledge Management System (KM System) basically refers to a system for managing knowledge i

organizations for supporting creation, capture, storage and dissemination of valuable information an

intellectual properties
http://en.wikipedia.org/wiki/Insighthttp://en.wikipedia.org/wiki/Experiencehttp://en.wikipedia.org/wiki/Knowledgehttp://en.wikipedia.org/wiki/Business_processhttp://www.knowledge-management-tools.net/knowledge-sharing.htmlhttp://www.knowledge-management-tools.net/knowledge-sharing.htmlhttp://en.wikipedia.org/wiki/Business_processhttp://en.wikipedia.org/wiki/Knowledgehttp://en.wikipedia.org/wiki/Experiencehttp://en.wikipedia.org/wiki/Insight


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Proposed architecture of NIELIT KM:

Developing and value addition to knowledge

Document filtering mechanism

Bulk capturing & annexation of knowledge resources

FIG: FOUR LAYER ARCHITECTURE OF NIELIT KMS

Database file Software Source code Individual ex erience DPR surve Seminar re orts

KM SERVICES

KNOWLEDGE RESOURCES ACCESS

SEARCH BROWSE DOWNLOAD/UPLOAD

READ WRITE UPDATE MODIFICATION

BUSINESS LOGIC

(INFRASTRUCTRUAL BUSINESS SERVICE

SUPPPORT & CONSULTANCY)

PHYSICAL LAYER

DATA ANNEXATION LAYER

DEVELOPMENT LAYER

APPLICATION & SERVICE LAYER


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Process involved in Proposed NIELIT KMS:

The four layer KMS involved various process which include

1. Knowledge annexation & capture2. Developing and value addition to knowledge3. Knowledge organization and structuring4. Share and distributing of knowledge service

One of the unique selling points of Proposed KMS is intellectual property protection mechanism

associated with it. Every document/project report/contribution composed or compiled by an individua

will be attributed as below

Attribute Description

Title Title of the information object

Information ID Alphanumeric identifier (reference designator)

Date Date of the latest version, revision, or change (YYYY-MM-DD)

Version ID Alphanumeric identifier of the version, revision, or change

Author Information preparer(s)

Custodian Organization or individual responsible for maintaining the information

content

Description Description/Abstract of the information content

Key words Terms used to catalogue and index the information content

Brief about the process involved:

Process DescriptionKnowledge annexation & capture It involves uploading, submit of bulk document, fi

etc and storing in a depository.

Developing and value addition to knowledge Modifying and standardization of file format,

attribute generation to document like document ID

Version ID, key words etc. so that searching of file

become easy and hassle free.

Knowledge organization and structuring Categorizing of various knowledge component andtheir taxonomies, data dictionary creation.

Share and distributing of knowledge service Preparing user interface for knowledge sharing,

distribution, access and services. Also includes use

authentication and security.


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Pre and Post KMS implementation scenario :

The knowledge base of the organization before the implementation of KMS is loosely coupled and looks like a

below

FIG: LOSELY COUPLED KNOWLEDGE COMPONENT

DOCUMENTS

REFERENCE LIBRARY

PROJECT

LIBRARY

DATABASE

SURVEY REPORTS

EXPERIMENTAL/

SCIENTIFIC DATA

MAY BE DESTROYED IN TIME, BULK AMOUNT OF DATA/FILES ARE NOT IN

COMPRESSED FORMAT.LOGICAL GROUPING OF DATA IS NOT MAINTAINED

RESULTING TOO MUCH TIME TO SEARCH.

INDIVIDUAL MAY JOIN ANOTHER COMPANY RESULTING LOT OF

PROBLEM TO EXECUTE A PARTICULAR PROJECT.

VARIOUS DATABASES ARE RESIDING INDIVIDUAL WORKSTATIONS WHICH MAY BE

DESTROYED IF SYSTEM CRACHES.

PREVIOUS SURVEY REPORTS MAY BE UNAVAILABLE IN DUE

TIME.

EXPERIMENTAL DATAMAY BE DELETED ONCE THE

PROJECT COMPLETED.

PROJECT DETAILS ALONG WITH SOURCE CODES MAY BEUNAVAILABLE ONCE THE PROJECT LEADER LEFT THE

JOB.USER MANUALS TEST CASES ARE NOT AVAILABLE.

RESOURCE PERSON NOT AVAILABLE FOR EVER.

INDIVIDUAL TASK ARE SCATTERD IN INDIVIDUAL LAPTOPS, NO CENTRAL

DIPOSITORY AVAILABLE FOR COMMON ACCESS AND FUTURE USE.


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After a successful implementation of KM the organizational knowledge base and intellectual property storage w

look as below.

GENERAL PURPOSE KNOWLEDGE BASE FUNCTION/SERVICES

SEARCH, BROWSE, UPDATE/MODIFICATION, UPLOAD/DOWNLOAD, READ/WRITE,

KNOWLEDGE RESOURCES STORAGE

REFERENCE LIBRARY

PROJECT LIBRARY

DOCUMENT MANAGEMENT SYSTEM

CONTENT MANAGEMENT SYSTEM

INFRASTRUCTRUAL BUSINESS SERVICE &CONSULTANCY

DATA WAREHOUSING

FILE SERVER/DATABASE LEASE

E-BUSINESS & E-LEARNING SOLUTIONS

TRAINING

INTREGATED KNOWLEDGE BASE

GAGATEWAY TO KMS

FIG: ORGANIZED KMS


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KM at a glance:

What is KM?

Knowledge management is essentially

about getting the right knowledge to

the right person at the right time

What are the advantages of KMS?

Sharing of valuable organizational information throughout organizational hierarchy.

Can avoid re-inventing the wheel, reducing redundant work. May reduce training time for new employees

Retention of Intellectual Property after the employee leaves if such knowledge can be codified.

Time management

It connects employees to each other, to knowledge assets, and to those with useful experience. These actions

fast-track the rate of learning and minimize the risks of not knowing and repeating mistakes.

How employee can access KMS?

Through a simple user ID authentication any

valid employee can access the KMS of the

organization.

Who can use KMS?

Any employee of the office.

What are the outcomes of KMS?

Sustainability in intellectual property management.

Infrastructural service delivery point

Quick access to right information in right time.

What kind of intellectual resources employee can access through KMS?

Case studies, reference manual, Rare video, Photograph,

Speech, Important meeting minutes, MOU papers etc

Reusable software code, SRS, Technical document ,DPR

RFQ, Tender and EOI Documents

Previous Project Implementation Experience etc.

How KMS can help your organizations Business needs?

New Project Execution

Project Monitoring and Control

Planning and decision making

Training and personal /career development of

employee

Who are the key stakeholders of KMS?

Management

Technicians/developers

Administrators
http://www.knowledge-management-tools.net/knowledge-information-data.htmlhttp://www.knowledge-management-tools.net/knowledge-information-data.html


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Questionaries regarding knowledge administration/ management

Please Put tick mark ( ) in the appropriate box. You can mark more than one box if required. Before answering please go

through with the white paper entirely.

1. Have you heard the term knowledgemanagement earlier ?A. Yes B. No

2.

Why a organization require a Knowledge management?A. Resource sharing B. Quick knowledge access C. To support future R&D work D. reduce data theft.3. How you are maintaining your intellectual work/papers/DPR etc ?A. Maintaining a Xerox copy B. mailing all the important documents to your e-mail ID C. Copying all th

file in CD/DVDs D. Copying all the documents in Pen Drive/ computer hard disk

4. Do you think that your intellectual works may help your organization in future?A. Yes B. No5. Are you ready to share your intellectual works , project management experience ,DPR etc. with others in your

Organization ?

A. Yes B. NoPlease mention some strong points regarding your views

6. If KM is introduced in your office then how this will help your organizations deliverables?A. Better Customer Service B. Better understanding of user requirement C. Rapid project Development.

D. Easy way to implement the project.

7. KM is very important at your organization for the people who works inA. Technical wing B. Educational Wing C. E-governance wing D. Project Monitoring Wing.

8. Do you think KM will help to protect your intellectual property? Justify your views.