Implement Information and Knowledge Management Systems BSBINS511
- Subject Code :
BSBINS511
Assessment Task 1- Written Questions
Q1:
Answer the following questions:
1.1 Explain the organisational policies and procedures related to the following in 250-300 words:
- a) Knowledge management policies and procedures
- b) Information management policies and procedures
1.2 Explain the following information and knowledge management legislations and regulations in 300-350 words.
- a) Privacy act 1988
- b) Archives Act 1983
- c) Freedom of information Act 1982
- d) Public Service Act 1999
- e) WHS Act, 2011
1.1 The policies and procedures are discussed below:
- a) A good Knowledge Management policy will .
The KM policy needs to be set .
The Knowledge Management Policy sets the standard for Knowledge Management within an organisation. It ensures .
- The business policy statement for KM.
- Accountabilities.
- Required behaviours.
- Required processes.
- Applicability.
- Linkage with other policies, if appropriate.
- b) Information management policies and procedures:
An information management policy .
An information management policy should be consistent with the principles, environment and strategic directions described in your agencys information governance framework.
An information management policy:
- Sets out your agencys expectations for fit for purposes information management practices, processes and systems that will support the management of information as an organisational asset.
- Explains the benefits of good information management.
- Outlines roles and responsibilities .
- Proves commitment to meeting business, legislative and regulatory requirements.
- Contributes to an environment that values the integrity and accessibility of information assets to support the delivery of business outcomes. .
1.2 The various acts are discussed below:
The Privacy Act 1988 (Privacy Act) is .
Archives Act 1983 The Act makes the National Archives responsible for..
Freedom of information Act 1982
The Act, which applies to Australian Government ministers and most agencies, ..
It enables individuals to:
.
Public Service Act 1999
The Act sets out the Australian Public Service (APS) values and code of conduct.
.
The Workplace Health and Safety Act
The Workplace Health and Safety Act of 2011 establishes rules and standards for .
The purpose of the WHS Act is to:
.
Q2:
What do you understand by knowledge management? Discuss any six (6) principles of knowledge management. Write your answer in 250-300 words.
Knowledge management (KM) is the interdisciplinary process of creating, using, sharing, and maintainingan organisations information and knowledge.
There are two key dimensions in Knowledge Management, representing two routes between the knowledge supplier and the knowledge user. These are the Connect route and the Collect route.
The Connect route .
The Collect route supports ..
The principles are:
- Knowledge is a Valuable Asset
- Knowledge management is based on the idea that knowledge is an asset that should be managed (just as capital assets are managed).
- Knowledge is Retained
- Knowledge is retained according to organisational retention policies. Retention may be managed with a set health check criteria for knowledge. For example, the knowledge that is old, unreferenced and unused may be pruned.
- Knowledge is Decentralised.
- Most knowledge management responsibilities lie with those teams closest to the knowledge. Its a bad idea to centralise all knowledge management processes..
- Knowledge is Accessible
- Knowledge is more valuable when its accessible to a wide audience. Privacy and confidentiality prevent most organisations from sharing all knowledge. However, its important to set the expectation that a valid reason is required to restrict access
- KM must be embeddedinto the business.
- Lots of KM programs do not take root because they have never been embedded in normal They are .
- KM must include Connect and Collect (aka Conversation and Content).
Q3:
Discuss the framework and its key objectives of knowledge management standard in Australia. Write your answer in 100-150 words.
Enhance on this
The Standard (AS 5037-2005) lays out a framework for planning, implementing, and evaluating knowledge interventions.
The framework is cyclical, with three main phases: mapping, building, and operationalising, each of which can be aided by appropriate enablers and revisited according to the demands and needs of [ones] organisation.
One of the frameworks merits is that it contextualises the process by providing examples of acceptable enablers for different phases of the cycle and providing managers with a viable set of rules within which to create knowledge projects.
The objectives of this standard are to:
- Provide an easy-to-read, non-prescriptive guide on knowledge management;
- Help individuals and organisations deepen their understanding of knowledge management concepts;
- Assist organisations in understanding the environment best suited for enabling knowledge activities; and
- Offer a scalable and flexible framework for designing, planning, implementing and assessing knowledge interventions that respond to an organisations environment and state of readiness
Q4:
Discuss the following tools and techniques related to the introduction of knowledge management initiatives in 250-300 words:
- a) Capture and codify knowledge
- b) Brainstorming
- c) Peer assist
- d) Storytelling
The tools and techniques are discussed below:
Capture and codify knowledge:
There are various tools that can be used to capture and codify knowledge. These include
- Databases: ..
- Case-Based Reason Applications: .
- Expert Systems: .
Brainstorming:
Brainstorming is .
Peer assist:
- It is a technique used by a project team to.
- Peer Assists are part of a process of learning before doing, i.e., gathering knowledge before embarking on a project or piece of work. .
- The Peer Assist meeting usually lasts from half a day to 2 days. Both the project team and the peer discuss the project and potential issues/concerns and provide solutions. .
- The team gains project insights from their peers in the meetings. .
Storytelling:
Storytelling is .
Q5:
Answer the following questions:
5.1 Discuss how the interconnection of knowledge management and human resource management in the organisation is beneficial. Write your answer in 150-200 words.
5.2 Discuss the importance of communication in knowledge management procedures. What are the various communication vehicles that can be used to disseminate and manage knowledge in an organisation? Write your answer in 250-300 words.
5.3 Discuss the following:
- Importance of information management in the knowledge management process.
- Key aspects of the interconnection between knowledge management and information management.
- Key information technologies that are used in the knowledge management process.
Write your answer in 100-150 words.
5.4 What do you understand by knowledge management and organisational learning? How does knowledge management promote organisational learning? Write your answer in 100-150 words.
5.1 The interconnection of knowledge management and human resource management:
- Help to develop an open culture in which the values and norms emphasise the importance of sharing knowledge. .
- Promote a climate of commitment and trust. .
- Advise on the design and development of organisations that facilitate knowledge sharing through networks and communities of practice (groups of people who share common concerns about aspects of their work) and teamwork. .
- Advise on resourcing policies and provide resourcing services that ensure that valued employees who can contribute to knowledge creation and sharing are attracted and retained. .
- Advise on methods of motivating people to share knowledge and rewarding those who do so. .
- Help in the development of performance management processes that focus on the development and sharing of knowledge. .
- Develop processes of organisational and individual learning which will generate and assist in disseminating knowledge. .
- Set up and organise workshops, conferences, seminars and symposia, which enable knowledge to be shared on a person-to-person basis. .
- In conjunction with IT, develop systems for capturing and, as far as possible, codifying explicit and tacit knowledge. .
- Generally, promote the cause of knowledge management with senior managers to encourage them to exert leadership and support knowledge management initiatives. .
5.2 Organisations need to ensure that the right information reaches the right people at the right time. .
But often, knowledge gets trapped in databases and written documents or becomes degraded and lost when held by just a few people. .
Having data isnt enough; it needs to be curated, communicated, and applied effectively for real change. .
Timely communications are essential to .
Communications vehicles
- Websites: .
- Team spaces: .
- Portals: .
- Wikis: .
- Calls: .
- Blogs: .
- Newsletters: .
5.3 Knowledge management (KM) is a process that transforms individual knowledge into
organisational knowledge. Knowledge is information that is meaningful in cognitive forms such as understanding, awareness and ability. It is typically acquired by .
Communication and information technology (ICT) .
Key aspects of the interconnection between knowledge management and information management are:
- People.
- Processes .
- Technology .
- Culture .
- Structure.
- Performance/measuring outcomes. .
Key information technologies that are used in the knowledge management process are:
- Groupware systems .
- The intranet and extranet.
- Data warehousing, data mining and OLAP.
- Decision support systems.
- Content management systems.
- Document management systems.
- Artificial intelligence tools.
- Simulation tools.
- Semantic networks.
5.4 Organisation learning:
Organisational learning (OL) is .
Knowledge management:
knowledge management (KM) is .
Knowledge management promotes organisation learning in the following manner:
Knowledge management systems support organisational learning by continuously capturing, centralising, and deploying your teams information and experiences. .
The best teams are ever-evolving and continuously learning, and integrating a KMS makes relevant training handbooks, training docs, and best practices more accessible than ever before. .
Q6:
Answer the following questions:
6.1 Discuss the various elements of cultural aspects of knowledge management and how cultural aspects in an organisation and knowledge management complement each other. Write your answer in 100-150 words.
6.2 Discuss any five (5) points of significance of cultural aspects of knowledge management in 150-200 words.
The elements are discussed below:
- Make people realise the significance of knowledge, .
- Promote goals compatible with knowledge management goals, .
- Encourage learning, .
- Express care of all the stakeholders of the organisation, .
- Favour knowledge sharing, .
- Create a sense of community, .
- Support openness and honesty, .
- Create an appropriate atmosphere for experimentation, .
- Promote teamwork, give freedom of action, .
- Support creativity, innovativeness and variety, .
- Tolerate mistakes within a reasonable range. .
Basic, complementing one another, elements of organisational culture supporting knowledge management are as follow:
- Cooperation, which .
- Trust, which .
- Continuous learning determines.
6.2 The points of significance are discussed below:
Sharing of information:
- Individual, departmental, and corporate knowledge exchange should all be possible. .
- Knowledge sharing between the parties is a possibility. .
- It is also possible to develop an organisation and its external stakeholders. .
Appropriate management:
- Leaders should actively practice and encourage knowledge management. .
- Leaders should value historical records and be interested in preserving them in archives. .
- Leaders should .
- Leaders should .
Communication expertise:
- People should engage respectfully and collaborate to exchange information.
- Individuals, teams, departments, and external partners should all work together to build collaborations. .
Motivated members of the organisation:
- Extrinsic motivation is .
- Intrinsic motivation can .
- It entails putting in place the correct incentive system. .
- Clarity of role: .
- Prevent and resolve any problems that arise from a misunderstanding of obligations and authority. .
Assessment Task 2 Project
Task 1: Establish the organisational context for knowledge management
Template 1: Organizational context for knowledge management (700-800 words)
- Organisational details
- History of the organisation
- Culture
- Functions
- Strategic direction
- Performance and knowledge resources.
- Organisational strategies and goals that may be assisted by the development of organisational capability in knowledge management
- Two (2) strengths and two (2) weaknesses of its knowledge resources and activities
- Two (2) strengths of its knowledge resources and activities
- Two (2) weaknesses of its knowledge resources and activities
- Current knowledge management position of the organisation
- How did you raise awareness of knowledge management?
- Purpose of knowledge management
- How knowledge management will improve productivity and organisational efficiency?
- Feedback received from stakeholders regarding knowledge management requirements.
- Goals and capacity of knowledge management.
- How does culture affect knowledge management?
- Organisational culture that promotes knowledge management
- Policies related to knowledge management and information management.
- Your responsibilities based on the policies and procedures identified.
- Legislations and regulations applicable to knowledge management and information management
- Two (2) risks in context of cultural aspects of knowledge and knowledge management
- Strategies to manage them
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The student must: oDetermine the history, culture, functions, strategic direction, performance, and knowledge resources of the organisation. oIdentify organisational strategies and goals that may be aided by the development of organisational knowledge management capability. oEvaluate the organisation's current knowledge management position and the strengths and weaknesses of its knowledge resources and activities. oConsult with stakeholders to raise knowledge management awareness and set goals for the business unit and/or the organisation. oRecognise and investigate the cultural aspects of knowledge and knowledge management within the context of the organisational environment. oCommunicate with a diverse range of stakeholders to build knowledge management capacity. oIdentify legislation, regulations and policies relating to knowledge management and information management. |
The stakeholders will discuss the need to have a content management system that should help the staff members to share their knowledge and further provide the access to the following documents to the staff members.
- Code of conduct and ethical practices
- Complaints Management policy and procedures
- Intellectual Property Ownership & Management procedures
- Privacy policy and procedures
- Diversity policies and procedures
- IT, Internet, E-mail and Social Media Policies
- Health and wellbeing policy and procedures
- Performance management policies and procedures
- General WHS guidelines
- Guidelines for organising and conducting meetings
- Guidelines for minute taking distribution
- Guidelines for computer file management.
- An additional folder that the staff members will use to share tactic knowledge such as FAQs, instructions, raw data and related reports, diagrams, one-sheets, and strategy slide decks.
The stakeholders would further suggest that Google Drive would be the best option to incorporate their requirements.
Task 2.2: Develop a learning and development strategy
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The student must: oRecognise and promote the advantages of knowledge management. oCreate and align knowledge management initiatives with the organisation's overall strategy. oCreate initiatives to build long-term knowledge management capability, a culture of knowledge sharing, and new knowledge in the organisation. oMaintain management and stakeholder support throughout knowledge management initiatives to ensure that initial successes are translated into long-term benefits. oShowing leadership and taking risks in the context of knowledge management. |
Task 2.3:Role Play - Facilitate groups and learning
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The student must: oFacilitate methods for creating, discovering and acquiring knowledge in the business unit. oPromote methods and systems for capturing and storing knowledge. oPromote methods and systems for presenting, distributing and sharing knowledge. oFacilitate activities for revising and disposing of knowledge. oFacilitate groups and learning. |
Task 2.3: Role Play - Facilitate groups and learning
Meeting Agenda
MEETING AGENDA
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Description |
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Individual Summary (script of the presentation) & MINDMAP
- Methods for creating, discovering and acquiring knowledge in the business unit.
- Methods and systems for capturing and storing knowledge.
- Methods and systems for presenting, distributing and sharing knowledge.
- Activities for revising and disposing of knowledge
Meeting Minutes (includes summary of feedback and actions)
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Insert updated version of your slides and mindmap
Task 2.4: Integrate aspects of knowledge management with information management
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The student must: oIntegrate processes for the management of explicit knowledge with the organisations information management systems. oRecord and store explicit knowledge. oFacilitate structuring, maintaining and linking of explicit knowledge to related organisational information. oManage knowledge and information to improve their integration and use to meet business unit goals. oApply legislation, regulations and policies relating to knowledge management and information management. |
Task 2.4: Integrate aspects of knowledge management with information management
- Create a Google Drive folder and name it. Include the following:
- Practices, policies and procedures
- General guidelines
- An additional folder to share tacit knowledge.
Insert Screenshots
- Record and store explicit knowledge in the Google Drive folder.
- Code of conduct and ethical practices
- Complaints Management policy and procedures
- Intellectual Property Ownership & Management procedures
- Privacy policy and procedures
- Diversity policies and procedures
- IT, Internet, E-mail and Social Media Policies
- Health and wellbeing policy and procedures
- Performance management policies and procedures
- General WHS guidelines
- Guidelines for organising and conducting meetings
- Guidelines for minute taking distribution
- Guidelines for computer file management.
Create all documents
Take screenshots of folder and first page of document
- Create an additional folder that the staff members will use to share tacit knowledge such as FAQs, instructions, raw data and related reports, diagrams, one-sheets, and strategy slide decks.
Create sample documents
Take screenshots of folder and first page of document
- Take a screenshot of each step performed using Google Drive on how to Facilitate structuring, maintaining and linking of explicit knowledge to related organisational information.
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Access categories |
Security classification and access restrictions |
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Access category 1:Board members |
Board members can access any records from the record management system. |
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Access category 2: Supervisor and Managers |
Supervisor and managers fill have read access to the following documents: Administrative documents Policies and procedures in the training organisation. Documents from respective department. |
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Access category 3: Employees/staff members |
Employees cannot access any records related to finances. Though they will have access to the policies and procedures that need to follow in the organisation. |
- Take screenshot of each step implemented to make amendments to the Google Drive by password encrypting the files.
- Make amendments to the Google Drive by password encrypting the files.
- Take screenshot of each step implemented to make amendments
- Outline required changes to the implementation plan (2.2) Track Changes need to include
- Document legislation, regulations and policies relating to knowledge management and information management were applied chapter 1 learning guide
References
https://www.mybib.com/tools/apa-citation-generator
Romford, J. (2021, September 23). Knowledge Culture in Knowledge Management. Agility Portal. https://agilityportal.io/blog/knowledge-culture-in-knowledge-management#:~:text=in Knowledge Management-,Knowledge Culture in Knowledge Management,sharing as an appropriate behavior.
Functions of Knowledge Management. (n.d.). Web.Mit. http://web.mit.edu/ecom/www/Project98/G4/Sections/section1c.html
What is a knowledge management strategy?. (n.d.). Get Guru. https://www.getguru.com/reference/knowledge-management-strategy
Knowledge Management Strategy: Definition & How to Excel at Yours. (n.d.). Get Guru. https://www.getguru.com/reference/knowledge-management-strategy
Knowledge Management Policies - what they are, and why you need them. (2019, October 18). Knoco Stories. http://www.nickmilton.com/2019/10/knowledge-management-policies-what-they.html#:~:text=As a statement of intent,framework for departmental KM plans
Knowledge Management Assessment. (n.d.). Skyrme. https://www.skyrme.com/services/kmassess.htm
Bergeron, B. (n.d.). Essentials of Knowledge Management. Oreilly. https://www.oreilly.com/library/view/essentials-of-knowledge/9780471281139/9780471281139_stakeholders.html#:~:text=As illustrated in Exhibit 7.3,described in more detail next.
Cultural aspects of knowledge management. (n.d.). Debackere. https://www.driesdebackere.com/cultural-aspects-of-knowledge-management/
The Benefits of Adopting Knowledge Management Tools and Technologies in Your Business. (2023, March 21). Document 360. https://document360.com/blog/benefits-of-knowledge-management/
Flach, D. (n.d.). What is a Knowledge Management StrategyIs it Enough?. BloomFire. https://bloomfire.com/blog/knowledge-management-strategy/
8 Steps to Implementing a Knowledge Management Program at Your Organization. (2023, February 28). CDW. https://www.cdw.com/content/cdw/en/articles/software/implementing-knowledge-management-program.html
Al-Zagheer, H. (n.d.). Knowledge Management Initiative. HRMars. https://hrmars.com/index.php/IJARBSS/article/view/2936/Knowledge-Management-Initiative#:~:text=It is defined as those,, learning, and strategic planning.
