Virgen Milagrosa University Foundation

2nd Semester
Academic Year 2018 – 2019
GRADUATE SCHOOL

Knowledge Management
System

Submitted by:
Noreen G. Patayan
MST Mathematics

Submitted to:
Dr. Efren Y. Ignacio
 Knowledge Management Systems refer to any kind of information technology system
that stores and retrieves knowledge, improves collaboration, locates knowledge sources, mines
repositories for hidden knowledge, captures and uses knowledge, or in some other way enhances
the knowledge management process.

KNOWLEDGE MANAGEMENT SOLUTIONS

According to Becerra and Fernandez:

According to Dickinson Chui:

Data – Facts, observations or perceptions and raw numbers or assertions

Information – Processed data, involves manipulation of raw data
Knowledge – Justified true belief, information with direction that leads to appropriate actions,
Wisdom – The know why
 TYPES OF KNOWLEDGE

1. TACIT KNOWLEDGE

Tacit knowledge is the kind of knowledge that is difficult to transfer to another person by
means of writing it down or verbalizing it (Wikipedia).

Tacit knowledge can be defined as skills, ideas and experiences that people have but are not
codified and may not necessarily be easily expressed (Chugh, 2015).

Examples:
 The ability to speak a language
 Ride a bicycle
 Knead dough
 Play a musical instrument
 Design and use complex equipment

2. EXPLICIT KNOWLEDGE

Explicit knowledge is a knowledge that can be readily articulated, codified, accessed and
verbalized. It can be easily transmitted to others. Most forms of explicit knowledge can
be stored in certain media.

Examples:
The information contained in:
 Manuals
 Document
 Procedures
 Encyclopedias
 Textbooks

HOW KNOWLEDGE MANAGEMENT SYSTEM WORKS

1. Knowledge collected from existing sources: people, systems databases, file cabinets,
desktops.
2. All knowledge of value is then stored and categorized as data in an organized repository.
3. Stored knowledge can then be conveyed people and systems when needed.
4. When knowledge becomes obsolete it is usually removed from the repository.
 TYPES OF KNOWLEDGE MANAGEMENT SYSTEM

1. Groupware systems is a term that refers to technology designed to help people collaborate
and includes a wide range of applications. The best known groupware system is Lotus
Notes.

Three Categories for Groupware

a. Communication tools: Tools for sending messages and files, including email, web
publishing, wikis and file sharing.
b. Conferencing tools: examples are: video/audio conferencing, chat and forums.
c. Collaborative management tools: Tools for managing group activities, e.g. project
management systems, workflow systems and information management systems.

If designed and implemented properly, groupware systems are very useful when it
comes to supporting knowledge management. They can greatly facilitate explicit
knowledge sharing through publishing and communication tools. They can support the
knowledge creation process with collaborative management tools - although this process
is still very much about people interacting and experimenting. Finally, they have some
limited benefit to tacit knowledge transfer by supporting socialization through tools like
video conferencing and informal communication. Expert finders are also beneficial for
facilitating the location of tacit sources of knowledge.

2. Intranet is essentially a small-scale version of internet, operating with similar

functionality, but existing solely within the firm.

3. Extranet is an extension of the intranet to the firm’s external network, including partners,
suppliers and the like.

4. Data warehousing is based on the premise that the quality of a manager's decisions is
based, at least in part, on the quality of his information. The goal of storing data in a
centralized system is thus to have the means to provide them with the right building blocks
for sound information and knowledge. Data warehouses contain information ranging from
measurements of performance to competitive intelligence (Tanler 1997).

Thierauf (1999) describes the process of warehousing data, extraction, and distribution.
First data extraction of operational production data takes place, and this data is passed on
to the warehouse database. A server hosts the data warehouse and the DSS. This server
then passes on the extracted data to the warehouse database, which is employed by users
to extract data through some form of software.

5. Data mining tools and techniques can be used to search stored data for patterns that might
lead to new insights. Furthermore, the data warehouse is usually the driver of data-driven
decision support systems (DSS), discussed in the following subsection.
 6. Decision support system can be a valuable tool. However, in order to be able to provide
the information that each expert would find relevant, the user must be involved in the
development and the post audit evaluation of the decision support system (Liebowitz
1999). This involvement must span not just the content issues, but also the presentation
and the organization of the information. This is necessary to ensure that the system fulfills
the three criteria that determine its success, namely compatibility, understandability, and
effectiveness (Rouse in Liebowitz 1999).
7. Content management systems are very relevant to knowledge management (KM) since
they are responsible for the creation, management, and distribution of content on the
intranet, extranet, or a website. Content management is a discipline in itself, so this section
will be relatively brief, only outlining the basic considerations.

8. Document management systems, as the name implies, are systems that aid in the
publishing, storage, indexing, and retrieval of documents. Although such systems deal
almost exclusively with explicit knowledge, the sheer volume of documents that an
organization has to deal with makes them useful and in some cases even mandatory. Often
they are a part of content management systems.

9. Artificial intelligence tools

10. Simulation tools
11. Semantic networks

KNOWLEDGE MANAGEMENT PROCESS

According to Dickson Chiu:

1. Knowledge discovery may be defined as the development of new tacit or explicit

knowledge from data and information or from the synthesis of prior knowledge. The
discovery of new explicit knowledge relies most directly on combination, whereas the
discovery of new tacit knowledge relies most directly on socialization.

New explicit knowledge is discovered through combination, wherein the multiple bodies of
explicit knowledge are synthesized to create new, more complex sets of explicit knowledge
(Nonaka, 1994). This happens through communication, integration, and systemization of multiple
streams of explicit knowledge. Existing explicit knowledge, data and information are reconfigured,
recategorized, and recontextualized to produce new explicit knowledge.
 Example: Data mining techniques may be used to uncover new relationships among explicit
data that may be lead to create predictive or categorization models that create new knowledge

In the case of tacit knowledge, the integration of multiple streams for the creation of new
knowledge occurs through the mechanism of socialization (Nonaka, 1994).

Socialization is the synthesis of tacit knowledge across individuals, usually through joint
activities rather than written or verbal instructions.

Examples: By transferring ideas and images, apprenticeships help newcomers to see how other
think.

2. Knowledge capture is the process by which knowledge is converted from tacit to explicit
form (residing within people, artifacts or organizational entities) and vice versa through the
sub-processes of externalization and internalization. The knowledge being captured might
reside outside the organizational boundaries including consultants, competitors, customers,
suppliers, etc.

Externalization is the sub-process through which an organization captures the tacit knowledge
its workers possess so that it can be documented, verbalized and shared. This is a difficult process
because tacit knowledge is often difficult to articulate.

Internalization is the sub-process through which workers acquire tacit knowledge. It represents
the traditional notion of learning. Knowledge capture can also be conducted outside an
organization.

3. Knowledge sharing is the process through which explicit or tacit knowledge is

communicated to other individuals.

Typical Examples of Knowledge Sharing:

• Writing books or research papers
• Delivering a lecture or making a speech or presentation
• Participating in a dialogue over coffee or lunch
• Participating in Communities of Practice
• Mentoring a new staff; shadowing an expert

Depending on whether explicit or tacit knowledge is being shared, exchange or

socialization processes are used.

Exchange is used to communicate or transfer explicit knowledge among individuals,

groups and organizations.

Knowledge application is when available knowledge is used to make decisions and perform
tasks through direction and routines.
 4. Direction refers to the process through which the individual possessing the knowledge
directs the action of another individual without transferring to that individual the
knowledge underlying the direction. It is more that an individual who possesses knowledge
advises another. For example, direction is the process used when a production worker calls
an expert to ask her how to solve a particular problem with a machine and then proceeds
to solve the problem based on the instructions given by the expert.

Routines involve the utilization of knowledge embedded in procedures, rules, norms and
processes that guide future behavior.

Both direction and routines are applicable to either tacit or explicit knowledge. Application
does not require the person applying the knowledge to understand it.

ONLINE RESOURCES

 www.knowledge-management-tools.net
 en.wikipedia.org
 www.techopedia.com
 www.cleverism.com
 www.tlu.ee