KM4 (lecture 5)

Knowledge Management 2016/2017, Lecture 5

19/05/17

data processing

data storage

IT TOOLS

communica0on technologies and systems

REACH

DEPTH

RICHNES

AGGREGATION

•  access and connection; the efficiency of such access

•  the detail and amount of information that can be effectively communicated over a medium

•  ability to provide multiple cues •  provide quick feedback •  personalize messages •  use natural language to convey subtleties

•  the ability to store and quickly process information

Should be updated to external disk that can be used offline whenever a network/cloud connection is not available

A technological infrastructure composed of computers, networks and databases

Designed and built to enable easier and faster use of important functionalities, collaborative online workshops, superior search engines and the like

Software applications installed in distributed environments

- Improving collaboration and working environment, - Enhancing competitive advantage and responsiveness, - Increasing overall productivity

TASKS OF SUCCESSFUL IT EXECUTIVES

IT TOOLS FEATURES

Must include mobility that allows users to interact with the system from any place at any time

KNOWLEDGE MANAGEMENT IT TOOLS

IT INFRASTRUCTURE

Leading their adoption effort

Must be readily available and user friendly

Selecting IT applications that deliver needed organizational capabilities

Shaping their exploitations

SUCCESSFUL IT EXECUTIVES

DOCUMENT MANAGEMENT •  Maintaining a 'document repository' with good categorization, taxonomy and metadata is paramount to filing, searching and finding the right information at the right time •  For some organizations this can be the starting point of knowledge management

BASIC ELEMENTS OF DOCUMENT MANAGEMENT

Records discussions, emails and archives documents

Organizes electronic documents in a hierarchical or network framework

Provides search engines for the retrieval of the desired documents

Enhances content security by allocating appropriate levels of access to each document

•  Key functions of document management: 1.  Provides content 2.  Facilitates content management and access

dr inż. Mateusz Molasy

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Knowledge Management 2016/2017, Lecture 5

FEATURES OF DOCUMENT MANAGEMENT Analyzing content and searching for synonyms

Finding keywords or phrases in document titles and bodies

Managing document versions, historical documents and archives

Ensures that the retrieved version always contains the most recently updated information

Allowing users retrieving any document in any desired format with the preferred software

Obviates the need to have all applications installed in the corporate personal computer

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AN EMPLOYEE PORTAL Provides tools where employees can update certain data that concern themselves, like home address, bank account, etc. Major benefits: •  the human resource department is relieved of several administrative tasks •  gives employees a sense of being in control over their own information

KNOWLEDGE PORTALS

KNOWLEDGE PORTALS

Single points of access that provide easy and timely access to knowledge

• 

Organization must assess and evaluate the quality of the contribution being submitted and assign meta-data according to its particular features

A knowledge worker seeks and retrieves knowledge from the portal

• 

Policies and guidelines need to be established in order to ensure that quality is high

• 

Documents can be rated by users in terms of importance and quality

Knowledge is stored in a place that can be accessed by other colleagues

Organizes and analyses it so that it may be used to make decisions or take action

IMPLEMENTATION OF PORTALS •  Requires customization in order to revise the specific environment, analyze functional needs and add personal and social considerations •  Implementation tool allows a high-level programming interface to assist customizing applications and the manipulation of data for specific needs and queries from users

“CONVERGENT” INFORMATION: every piece of knowledge received must be validated by the organization and so create a body of high-quality correct knowledge

“DIVERGENT” APPROACH: allowing users to contribute at their own risk

KNOWLEDGE MAP AND SKILLS MANAGEMENT A skills management system is a web-based tool that supports managing people’s skills in a distributed way, spreading the workload over the whole organization. Employees can update their own skills and interests, and use the tool to locate people with particular skills Such tools include a back office tool where the Human Resources Management department (or equivalent) can define skills and their levels Having stored all skills along with their history, the system can generate a knowledge map of the company, which gives insight in the strong and weak points of the company, as well as in emerging trends

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Knowledge Management 2016/2017, Lecture 5

KNOWLEDGE BASES

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A WIKI A page or collection of Web pages designed to enable anyone who accesses it to contribute or modify content, using a simplified markup language

DATABASE

KNOWLEDGE BASE

•  Contain information that is structured in records - it can be sorted, categorized, and accessed •  updated and maintained, centrally, by administrators •  centrally controlled, the information is 'one way’ - from owner to user

•  Creates new knowledge for a topic •  Expands the knowledge by discussions and feedback, new learning and ideas •  Edit the expanded knowledge into better new knowledge •  Maintains history of revisions

ASYNCHRONOUS GROUPWARE APPS

A GROUPWARE TOOL

•  The most common groupware application •  Include features for forwarding messages, filing messages, creating mailing groups, and attaching files with a message, automatic sorting and processing of messages, automatic routing, and structured communication

E-mail

Newsgroups and mailing lists

Workflow systems

Hypertext

Group calendars

Collaborative writing systems Source: Uriarte, 2008

ASYNCHRONOUS GROUPWARE APPS E-mail

ASYNCHRONOUS GROUPWARE APPS E-mail

Newsgroups and mailing lists

Workflow systems

Hypertext

Group calendars

Collaborative writing systems

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•  Intended for messages among large groups of people •  Newsgroups only show messages to a user when they are explicitly requested •  Mailing lists lists deliver messages as they become available

Newsgroups and mailing lists

Workflow systems

Allow documents to be routed through organizations through a relatively-fixed process

Hypertext

Group calendars

Collaborative writing systems

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Knowledge Management 2016/2017, Lecture 5

ASYNCHRONOUS GROUPWARE APPS

ASYNCHRONOUS GROUPWARE APPS •  A system for linking text documents to each other, with the Web being an obvious example •  Some of them include capabilities for seeing who else has visited a certain page or link, how often a link has been followed, what other people are doing in the system •  Allow users to create links from any page

E-mail

Newsgroups and mailing lists

Workflow systems

Hypertext

Group calendars

Collaborative writing systems

ASYNCHRONOUS GROUPWARE APPS

Newsgroups and mailing lists

Workflow systems

Hypertext

Group calendars

Collaborative writing systems

•  •  • 

May provide support by showing authorship and by allowing users to track changes, make annotations to documents May be given tools to help plan and coordinate the authoring process Allows authors to see each other’s changes as they make them, Needs to provide an additional communication channel to the authors as they work

SYNCHRONOUS / REALTIME GROUPWARE APPS Shared whiteboards

Video communications

Chat systems Decision support systems Multi-player games

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E-mail

Newsgroups and mailing lists

Workflow systems

Hypertext

Group calendars

Collaborative writing systems

•  Allow scheduling, project management, and coordination among many people, and may provide support for scheduling equipment as well •  Help to locate people •  Privacy, completeness and accuracy are typical concerns

SYNCHRONOUS / REALTIME GROUPWARE APPS • 

E-mail

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Shared whiteboards

Video communications

Chat systems Decision support systems Multi-player games

SYNCHRONOUS / REALTIME GROUPWARE APPS Shared whiteboards

Allow two-way or multi-way calling with live video, essentially a telephone system with an additional visual component

•  Allow two or more people to view and draw on a shared drawing surface even from different locations •  Can be used, for instance, during a phone call, where each person can jot down notes or to work collaboratively on a visual problem

Video communications

Chat systems Decision support systems Multi-player games

•  Permit many people to write messages in real time in a public space •  As each person submits a message, it appears at the bottom of a scrolling screen •  Chat groups are usually formed by having a listing of chat rooms by name, location, number of people, topic of discussion, etc.

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Knowledge Management 2016/2017, Lecture 5

SYNCHRONOUS / REALTIME GROUPWARE APPS Shared whiteboards

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SYNCHRONOUS / REALTIME GROUPWARE APPS Shared whiteboards

Video communications

Video communications

Provide tools for brainstorming, critiquing ideas, putting weights and probabilities on events and alternatives, and voting

Chat systems Decision support systems Multi-player games

Chat systems Decision support systems Multi-player games

WEB 2.0 APPLICATIONS

Source: Beccera-Fernandez, Sabherwal, 2010

WEB 2.0

•  The prototypical example of multi-user situations “noncooperative”, though even competitive games require players to cooperate in following the rules of the game •  Can be enhanced by other communication media, such as chat or video systems

Source: Beccera-Fernandez, Sabherwal, 2010

SOCIAL NETWORKING NODES: entities that hold knowledge

TIES: relationships between them

SOCIAL NETWORKS

Represent by individuals or organizations

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SOCIAL NETWORK SERVICES Finding people who have similar interests or needs

Aggregating people into groups, or subgroups, and being able to communicate with those groups

Sharing content

Characterized by: - type - strength - density

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Knowledge Management 2016/2017, Lecture 5

BLOGS

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FEATURES FOUND IN BLOGS

• 

A simple 'journal style' website that contains a list of entries, usually in reverse chronological order.

• 

The entries are typically short articles or stories, often relating to current events. Can include photographs, videos, audio recordings, or a mixture of all the types.

• 

May be created by a single author or a whole collection of writers

• 

The software used to host blog sites is usually very easy to use, so is the process of writing.

• 

The process of writing blog entries is one of the easiest ways of engaging in knowledge capture and sharing

• 

Appropriate tool for communicating with a wider audience or as personal journals without any intended audience beyond the author

USING BLOGS

The content is essentially linear

The blog has a focus

The blog has a mechanism through which readers can comment on items The blog publishes an electronic index that allows people to automatically be aware when something new has been added

VIRTUAL WORLDS

Decide who you are writing for

Decide what topic(s) your blog will cover

Agree who will write entries

Create first entries

Create the blog

Decide how you wish to promote your blog

Humans (as avatars) interact with each other and software agents in a three-dimensional world that is a metaphor of the real world

Keep going

OPEN SOURCE DEVELOPMENT Open source software development: Internet-based communities of software developers who voluntarily collaborate in order to develop software that they or their organizations need The term ‘open source software’ encompasses: •  The right to use it at no cost

CRITERIA OF OPEN SOURCE FREE REDISTRIBUTION

SOURCE CODE

DERIVED WORKS

INTEGRITY OF THE AUTHOR’S SOURCE CODE

NO DISCRIMINATION AGAINST PERSONS OR GROUPS

NO DISCRIMINATION AGAINST FIELDS OF ENDEAVOR

DISTRIBUTION OF LICENSE

LICENSE MUST NOT BE SPECIFIC TO A PRODUCT

LICENSE MUST NOT RESTRICT OTHER SOFTWARE

LICENSE MUST BE TECHNOLOGYNEUTRAL

•  The right to study and modify the source code •  The right to distribute modified or unmodified versions to others at no cost

dr inż. Mateusz Molasy

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Knowledge Management 2016/2017, Lecture 5

19/05/17

MOTIVES FOR PARTICIPATING AND CONTRIBUTING TO OPEN SOURCE SOFTWARE

The most popular open source database

Dual-licensing policy: allowed both open source (without fees) and commercial users (for purchase for a lower licensing fee) to have access to the same product

1.  2.  3.  4.  5.  6.  7. 

Need for product Enjoyment, desire to create and improve Reputation and status within the community Affiliation Identity Values and ideology Training, learning, reputation outside the community and career concerns

Second-generation open source: companies write and own all the code

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