Professional Documents
Culture Documents
CH 14
CH 14
Chapter 14
Knowledge-based Information Systems
Teaching Objectives
Students should be able to answer the following questions:
1. Why do businesses today need knowledge management programs and systems for
knowledge management?
2. Which information systems applications are most useful for distributing, creating, and
sharing knowledge in the firm?
3. What are the business benefits of using artificial intelligence technology for knowledge
management?
4. How can businesses use expert systems and case-based reasoning to capture knowledge?
5. How can organizations benefit from using neural networks and other intelligent techniques?
Key Terms
The following alphabetical list identifies the key terms discussed in this chapter. The page
number for each key term is provided.
Teaching Suggestions
Section One, “Knowledge Management in the Organization,” introduces students to
organizational learning and knowledge management as well as systems infrastructure for
knowledge management. You should spend a few minutes discussing knowledge assets and
knowledge management. The opening vignette provides a great example of how Hill Knowlton
Canada manages its knowledge assets. Ask your students to discuss how companies like
Microsoft, Dell, Air Canada, or Chapters might manage their knowledge assets.
Section Two, “Information and Knowledge Work Systems,” introduces students to the concept of
information work, how knowledge is created, shared, and distributed; knowledge work system
requirements, and examples of knowledge work systems. As an example, you can use an
insurance company to help demonstrate the concepts presented in this section. The Window on
Management is also a good way to help reinforce the concepts presented in this section.
Because of the increasing use of IT to redesign systems and organizations, you should stress to
your students that knowledge management is critical. Nonetheless, knowledge management
has its limitations, particularly in the area of artificial intelligence. The sharing of knowledge and
the development of knowledge are critical to most organizations, and students must understand
this. Students should also understand the roles of the office, office information, and the creation
of knowledge. For this course, it also means understanding the kinds of software that support
these roles. For example, provide your students with examples of group collaboration and the
software that supports it. Ask your students to identify uses for these software systems that are
not described in the text, so they can learn how to apply this chapter's information. If you have
time, encourage your students to research specific examples of knowledge work systems. Your
students can use Figure 14-2 as a guide.
Section Four introduces students to other intelligent techniques, including neural networks,
fuzzy logic, and genetic algorithms. One area of AI is neural networks, which are being used in
a number of disciplines such as voice recognition and natural-language processing.
You should mention to your students that AI is applied in many programs with which they are
familiar. For example, the intelligent help systems of many application packages are a feature
that students should know. The wizards, as the text shows, are examples of intelligent agents.
Sometimes the level of intelligence of these agents does not need to be high, such as the
agents or robots that look for specific pieces of information on the Internet.
scheduling and performance, cost and error reduction, speed up construction, better overall
management, instant communication and revision of documents, elimination of manually
redrawing plans, reduced messaging, printing, and photo processing costs, and the ability to
electronically monitor progress are management benefits.
By permitting the easy sharing and flow of information, these tools save time, errors, and costs
in communicating and designing systems and decision making between locations. Possible
drawbacks include security issues, learning curves associated with the software, and resistance
to change.
The knowledge portal gives Deacons' attorneys a single point of access to the firm's multitude of
documents. Deacons' clients can also use the portal to access their case files, provide
additional instructions for their cases, and check the status of their cases online. The portal
enables the company to be more competitive, enables its employees to easily locate and
access more information about a given subject, facilitates the sharing of work with colleagues,
makes best practice information available, helps reduce rework, makes available human
resources information, organizational charts, and floor plans, enables the training of new
lawyers more quickly, and provides a personalized Web interface.
How did this system change the way the company conducted business?
The most apparent change is the open, collaborative environment that now exists. Attorneys are
encouraged to share their work, instead of keeping it proprietary. Current and past case
information is now available online and easily accessible to all Deacons' attorneys as well as to
their clients.
What management, organization, and technology issues had to be addressed to use this
portal successfully?
Management needed to identify the firm's knowledge assets and determine how these assets
were to be made available. Additionally, management needed to encourage the attorneys,
especially the more experienced attorneys, to cooperate and share their work with others. Part
of the management process involved determining which documents to index and also how these
documents should be indexed and classified. The organizational issues involved changes in
culture, politics, standard operating procedures, and business processes. Management and
organizational issues also addressed to whom and how access to the online documents would
be granted. Technology issues addressed evaluating the costs, benefits, and capabilities of the
selected technology, indexing millions of documents, and training. Since portal technology that
met the firm's needs was not available in 1999, the firm hired Microsoft and Oracle to develop
the software and purchased Sun and Compaq hardware.
2. How much can the use of artificial intelligence change the management process?
AI does several things that change management. For example, while expert systems
seldom eliminate human involvement, they can take over part of the human work, greatly
reducing the work of employees and enabling management to assign them to other work.
Case-based reasoning systems can do the same, as Compaq has shown with software
that enables customers to better solve their own problems, allowing management to
assign technicians to more productive work. Similarly, neural networks enable experts to
evaluate more pap smears with greater accuracy than they could before; this frees up
high-priced expertise to do more productive work.
Review Questions
1. What is knowledge management? List and briefly describe the information systems
that support it and the kind of information technology (IT) infrastructure it requires.
Knowledge work systems are information systems that aid knowledge workers in the
creation and integration of new knowledge in the organization. Examples of knowledge
work systems include CAD, virtual reality, and investment workstations. Group
collaboration systems facilitate communication, collaboration, and coordination. Examples
of group collaboration systems include groupware, teamware, and intranets. Artificial
intelligence is the development of systems that behave as humans. Examples of artificial
intelligence systems include expert systems, neural nets, fuzzy logic, genetic algorithms,
and intelligent agents. Natural language, robotics, perceptive systems, expert systems,
and intelligent machines are artificial intelligence initiatives.
3. Describe the roles of the office in organizations. What are the major activities that
take place in offices?
Offices are where data reside and where most knowledge work takes place. Offices
coordinate the flow of information throughout the entire organization. Offices coordinate
the work of local professionals and information workers, coordinate work in the
organization across levels and functions, and couple the organization to the external
environment. The major activities of an office are managing documents, scheduling for
individuals and groups, communicating with individuals and groups, and managing data
about individuals and groups.
4. What are the principal types of information systems that support information worker
activities in the office?
Group collaboration systems, office systems, artificial intelligence systems, and knowledge
work systems are types of information systems that support information worker activities in
the office. For this question, students should also mention that a variety of office systems
are available to support office activity. Table 14-1 identifies several types of office
systems.
Knowledge work systems provide knowledge workers with the specialized tools they need.
They must have adequate computing power to handle the specialized tasks and complex
calculations, provide easy access to external databases to support research, and present
a user-friendly interface.
These systems reflect the special needs of knowledge workers. In this day and age,
knowledge work is critical to most organizations, and in some organizations knowledge
work systems produce strategic advantage or the knowledge that enables their company
to keep up with others who are trying for strategic advantages.
CAD systems automate the creation and revision of designs using computers and
sophisticated graphics software. By using CAD, a business benefits in many ways,
including the production of more sophisticated and functional designs, reducing the time
required to produce designs, reducing expensive engineering changes, preparing fewer
prototypes, and facilitating the tooling and manufacturing process.
Virtual reality systems have visualization, rendering, and simulation capabilities. Virtual
reality systems use interactive graphics software to create computer-generated
simulations that are so close to reality that users believe they are participating in a "real"
world. The users actually feel immersed in the computer-generated world. Virtual reality is
providing educational, scientific, and business benefits.
Investment workstations are computer systems that access and manipulate massive
amounts of financial data to manage financial trades and portfolio management. In
addition to massive amounts of data, financial data are produced so quickly that
specialized, very powerful systems are necessary to keep up with the rapid speed of
finance and financial changes today.
7. How does groupware support information work? Describe its capabilities and
Internet and intranet capabilities for collaborative work.
Artificial intelligence is an effort to fashion computer systems that behave like human
beings. AI systems would have the ability to learn natural languages, accomplish
coordinated physical tasks, utilize complex visual and oral perceptual systems, and use
complex logic, reasoning, and intuition. To date, the AI systems that have been developed
do not exhibit all of the qualities of human intelligence, and in no way can be considered
very intelligent. AI systems are based on human expertise, but they can use only very
limited reasoning patterns and perform very limited tasks. AI systems also cannot learn on
their own and must be programmed by a human to follow certain rules or produce certain
solutions. Nonetheless, useful, even valuable AI systems have been developed. Human
intelligence is definitely complex and broader than computer intelligence. Human beings
can develop associations, use metaphors and analogies, and impose a conceptual
apparatus on the surrounding world all on their own.
10. Define an expert system and describe how it can help organizations use their
knowledge assets.
11. Define and describe the role of the following in expert systems: rule base, AI shell,
and inference engine.
A rule base is the collection of knowledge in an AI system that is represented in the form
of IF-THEN rules. An inference engine will either search the rule base to arrive at a
conclusion or will start with a hypothesis and work backwards. An AI shell is a user-friendly
programming environment that is used to develop expert systems. AI shells can quickly
generate user-interface screens, capture the knowledge base, and manage the strategies
for searching the rule base. The inference engine is the software that embodies the
strategy used to search through the rule base; the inference engine can be forward or
backward chaining.
12. What is case-based reasoning? How does it differ from an expert system?
Expert systems are limited to certain problems, working successfully only with problems of
classification that have few alternative outcomes. In addition, the outcomes must be
known in advance. Since some expert systems are complex, their maintenance costs can
equal their development costs in a few years. The knowledge base is fragile and brittle
because these systems rely upon IF-THEN representation. Such representation exists
primarily in textbooks and cannot be used for deep causal models or temporal trends.
Expert systems cannot represent knowledge that is essentially intuitive. Expert systems
have no ability to learn over time. Therefore, keeping the expert systems up-to-date in
fast-moving fields such as medicine and computer sciences is a critical problem.
14. Describe a neural network. For what kinds of tasks would a neural networkbe
appropriate?
Neural networks are usually physical devices (although they can be simulated with
software) that emulate the physiology of animal brains. The resistors in the circuits are
variable and can be used to "teach" the network. When the network makes a mistake, i.e.,
chooses the wrong pathway through the network and arrives at a false conclusion,
resistance can be raised on some circuits, forcing other neurons to fire. Used after a false
conclusion, intervention teaches the machine the correct response. If this learning process
continues for thousands of cycles, the machine "learns" the correct response. The simple
neurons or switches are highly interconnected and operate in parallel so they can all work
simultaneously on parts of a problem. Neural networks are very different from expert
systems where human expertise has to be modelled with rules and frames. In neural
networks, the physical machine emulates a human brain and can be taught from
experience.
An expert system is highly specific to a given problem and cannot be retrained. Neural
networks do not model human intelligence or aim to solve specific problems. Instead of
putting human expertise into programs, neural network designers put intelligence into the
hardware in the form of a generalized capacity to learn. Neural networks can solve entire
classes of problems. The neural network can be easily modified. Neural networks,
therefore, promise a substantial savings in development cost and time. They allow much
greater generality and more closely approximate what we consider intelligence. They have
proven especially useful for visual pattern recognition problems. The students should be
able to relate to Papnet and the system used by VISA.
15. Define and describe fuzzy logic. For what kinds of applications is it suited?
Fuzzy logic is a rule-based AI technology that tolerates imprecision, even using that
imprecision to solve problems we could not solve before. Fuzzy logic creates rules that
use approximate or subjective values and incomplete or ambiguous data. Fuzzy logic
represents more closely the way people actually think than traditional IF-THEN rules. For
example, if we all agree that 120 degrees is hot and -40 degrees is cold, then is 75
degrees hot, warm, comfortable, or cool? The answer is fuzzy at best and cannot be
programmed in an IF-THEN manner. Also, discuss with the students the fuzzy logic
system used by Sendai to control acceleration so it will operate more smoothly and save
the subway company expenses.
16. What are genetic algorithms? How can they help organizations solve problems? For
what kinds of problems are they suited?
Genetic algorithms are particularly suited to the areas of optimization, product design, and
the monitoring of industrial systems. Organizations can use genetic algorithms to minimize
costs and maximize profits and schedule and use resources efficiently. Genetic algorithms
are ideal when problems are dynamic and complex and involve hundreds of variables or
formulas. For example, General Electric used a genetic algorithm to help them design a jet
turbine aircraft engine that required the use of about 100 variables and 50 constraint
equations. The text provides other examples.
17. What are intelligent agents? How can they be used to benefit businesses?
Intelligent agents are software programs that use a built-in or learned knowledge base to
carry out specific, repetitive tasks for an individual user, business process, or software
application. By watching the user of a program or system, an intelligent agent may
customize the software system to meet the user’s needs, reducing software support costs.
Intelligent agents can be used as wizards to help users do or learn how to perform a given
task. Intelligent agents can be used to carry out “smart” searches of the database, data
warehouse, or the Internet, reducing search costs and avoiding the problems of
misdirected searches.
Remind them about what “rules” the expert system is looking for: the “if” portion of a rule
can actually be thought of as the “whenever” portion of a rule since pattern matching
always occurs whenever changes are made to facts. The “then” portion of a rule is the set
of actions to be executed when the rule is applicable. The actions of applicable rules are
executed when the inference engine is instructed to begin execution. The inference engine
selects a rule and then the actions of the selected rule are executed (which may affect the
list of applicable rules by adding or removing facts). The inference engine then selects
another rule and executes its actions. This process continues until no applicable rules
remain.
The solution requires a very simple system with a limited number of rules. If students can’t
find expert system software to work with, they can build a primitive system using
spreadsheet software and the =IF function of Excel. Although Excel allows for a limited
number of nested IF statements, the conditions tested are complex. The spreadsheet
solution provided here implements each IF statement in a separate worksheet cell. The
instructor may want to implement these rules in another way.
Group Project
With a group of three or four classmates, select two groupware products such as
Lotus Notes, OpenText LiveLink, or Groove and compare their features and
capabilities. To prepare your analysis, use articles from computer magazines and
the Web sites for the groupware vendors. If possible, use electronic presentation
software to present your findings to the class.
Boeing produces quality passenger planes, business jets, fighter planes, helicopters, flight
instruments, satellites, and missiles. Before the entry of Airbus Industries into the jumbo jet
market, Boeing was the exclusive manufacturer. Airbus Industries is now giving Boeing
stiff competition. Airbus's A380 has lower operating costs than Boeing, and Airbus can
build more modern technology into its planes, and it uses similar cockpit designs. New
entrants into this market must make a significant investment. Airbus Industries is
subsidized by the British and French governments. Also, the market for commercial
airplanes is shrinking.
To remain competitive, Boeing shifted its focus from the jumbo jet market to smaller, faster
airliners, building airliners that will fly nonstop from the departure location to the
destination. Boeing also wants to attract more first class and business-class passengers.
Before Boeing moved to its "paperless design" model, its business processes were very
inefficient. Boeing's production process was paper-intensive; a lack of coordination
between its engineering and manufacturing units existed; its engineers worked in their own
areas and did not easily and readily communicate. In an effort to improve its value chain,
Boeing moved to a "paperless design" model. This allowed the company to dramatically
improve its procurement, technology, inbound logistics, operations, and outbound logistics.
2. Summarize the business and technology conditions that caused Boeing to change
its business strategy. What management, organization, and technology problems
prompted this change?
Engineers worked in "separate fiefdoms" and did not share information. Boeing had
trouble coordinating with external and internal suppliers. It also needed to improve
customer service and provide its 172 000 employees and customers with access to much
needed information.
Before its systems renovations, 800 computers were used to manage the coordination of
engineering and manufacturing. Also, multiple parts lists existed and required conversion.
To support production, Boeing used 400 software programs, each with their own
database. Because of acquisitions, Boeing had 18 separate EDI connections for each of
its suppliers. Boeing employees were connected to hundreds of different intranets, causing
data and application sharing problems.
3. How did Boeing change its business processes and information systems to support
its strategy? How do Boeing’s information systems provide value?
Boeing streamlined and simplified the processes of configuring and assembling airplanes.
Management replaced its 400 software programs with four interconnected, off-the-shelf
software packages, enabling employees to work from the same database. Management
replaced the engineer fiefdoms with design-production teams, used Internet technology to
move all purchasing online, and created its Commercial Aviation Web portal, enabling its
customers to access engineering drawings, manuals, official service bulletins and to
interact with Boeing engineers. Boeing participates in Exostar, which is a global electronic
marketplace for the aerospace and defense industry. Boeing uses its knowledge
management system to provide its engineers with access to maintenance and support
information, saving the service engineers the many hours required to research a question.
Boeing employees now use a portal to access and share common data and applications
over the Web. This portal enables designers to electronically collaborate.
You can use the suggested answers provided in Question 1 to facilitate discussion for this
question. Knowledge management will play a crucial role in Boeing's strategy, since
Boeing's strategy involves switching to newer businesses based on information and
communications technologies. Student opinions about Boeing's success will vary.