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Knowledge Management and Information Governance

TEQSA: PRV14311 CRICOS: 03836J BIS201: KNOWLEDGE MANAGEMENT AND INFORMATION GOVERNANCE Week 1 Webinar Introduction To Knowledge Management TEQSA: PRV14311 CRICOS: 03836J TEACHING TEAM Assoc. Prof. Andrew Levula Unit Coordinator and Director of Academic Program Email: [email protected] Consultation Time: Friday 10am to 12pm 2 mailto:[email protected] TEQSA: PRV14311 CRICOS: 03836J TOPICS FOR THE WEEK • Introducing Knowledge Management • Knowledge, Information and Data • Defining Knowledge, Information, Data • Perspectives on Knowledge, Information, Data • Defining Data, Information, and Knowledge • The Different Types of Knowledge • Explicit Knowledge • Tacit Knowledge • Embedded Knowledge 3 TEQSA: PRV14311 CRICOS: 03836J LEARNING OBJECTIVES • To explain the diversity of disciplines that constitute the field of knowledge management • To be able to differentiate between data, information and knowledge? • To distinguish between different perspectives in knowledge management • To assess the differences in the management of knowledge from ancient to modern times • To distinguish between the different types of knowledge? TEQSA: PRV14311 CRICOS: 03836J INTRODUCTION • Knowledge management is essentially about getting the right knowledge to the right person at the right time. • It implies a strong tie to corporate strategy, understanding of where and in what forms knowledge exists, creating processes that span organizational functions, and ensuring that initiatives are accepted and supported by organisational members. • Knowledge management may also include new knowledge creation, or it may solely focus on knowledge sharing, storage, and refinement. Figure 1.1 Knowledge Management Source: (Hajric, E., 2018) TEQSA: PRV14311 CRICOS: 03836J IMPLEMENTING KM • It is important to remember that knowledge management is not about managing knowledge for knowledge's sake (Hajric, E., 2018). • The overall objective is to create value and leverage and refine the firm's knowledge assets to meet organizational goals. • Implementing knowledge management thus has several dimensions including: • Strategy: Knowledge management strategy must be dependent on corporate strategy. The objective is to manage, share, and create relevant knowledge assets that will help meet tactical and strategic requirements. • Organizational Culture: The organizational culture influences the way people interact, the context within which knowledge is created, the resistance they will have towards certain changes, and ultimately the way they share (or the way they do not share) knowledge. 6 TEQSA: PRV14311 CRICOS: 03836J IMPLEMENTING KM CONT. • Organizational Processes: The right processes, environments, and systems that enable KM to be implemented in the organization. • Management & Leadership: KM requires competent and experienced leadership at all levels. There are a wide variety of KM-related roles that an organization may or may not need to implement, including a CKO, knowledge managers, knowledge brokers and so on. More on this in the section on KM positions and roles. • Technology: The systems, tools, and technologies that fit the organization's requirements - properly designed and implemented. • Politics: The long-term support to implement and sustain initiatives that involve virtually all organizational functions, which may be costly to implement (both from the perspective of time and money), and which often do not have a directly visible return on investment. 7 TEQSA: PRV14311 CRICOS: 03836J KNOWLEDGE ECONOMY • Driven by knowledge intangibles rather than natural resources, capital or low skilled labour • Economic performance based on knowledge, technology and learning • Mobilising knowledge to add value to goods and services TEQSA: PRV14311 CRICOS: 03836J KNOWLEDGE ECONOMY (CONTINUED) • Knowledge added to products and services in West and built in low wage economies • India & China developing highly educated labour force • Recent survey showed 80% of new corporate R&D sites and personnel of top firms are in India and China TEQSA: PRV14311 CRICOS: 03836J WHAT’S ALL THE KM FUSS? • KM started around the mid-1990s • Knowledge seen as the most important source of competitive advantage • Came from consultant beginnings • Some strongly into IT, some strongly into HR and some into strategy • Academic roots in organisational learning, information systems, strategy and finance 10 TEQSA: PRV14311 CRICOS: 03836J TREE OF KNOWLEDGE MANAGEMENT Figure 1.2 Tree of knowledge management – disciplines, content and activity 11 TEQSA: PRV14311 CRICOS: 03836J GROUP DISCUSSION • Which aspect of knowledge management are you good at? • How would you go about managing knowledge in an organisation given your own bias or leaning? 12 TEQSA: PRV14311 CRICOS: 03836J DEFINITIONS OF KM Table 1.1 Representative sample of knowledge management definitions TEQSA: PRV14311 CRICOS: 03836J DIMENSIONS OF KM Figure 1.3 Dimensions of knowledge management 14 TEQSA: PRV14311 CRICOS: 03836J GROUP DISCUSSION • Do you think information systems can provide the solution to most organisational problems? If not, why not? 15 TEQSA: PRV14311 CRICOS: 03836J DATA, INFORMATION & KNOWLEDGE Figure 1.4 Data, information, knowledge and purposeful action 16 TEQSA: PRV14311 CRICOS: 03836J DATA, INFORMATION & KNOWLEDGE • Theirauf (1999) defines the three components as follows: • data is the lowest point, an unstructured collection of facts and figures; • information is the next level, and it is regarded as structured data; • finally, knowledge is defined as "information about information". Figure 1.5 Data, Information and Knowledge (Source: Hajric, E., 2018) 17 TEQSA: PRV14311 CRICOS: 03836J INFORMATION • Information: For data to become information, it must be contextualized, categorised, calculated and condensed (Davenport & Prusak 2000). Information thus paints a bigger picture; it is data with relevance and purpose (Bali et al 2009). • It may convey a trend in the environment, or perhaps indicate a pattern of sales 16 for a given period of time. Essentially information is found "in answers to questions that begin with such words as who, what, where, when, and how many“ (Ackoff 1999). • IT is usually invaluable in the capacity of turning data into information, particularly in larger firms that generate large amounts of data across multiple departments and functions. The human brain is mainly needed to assist in contextualisation. 18 TEQSA: PRV14311 CRICOS: 03836J KNOWLEDGE • Gamble and Blackwell (2001), based closely on a previous definition by Davenport & Prusak: • "Knowledge is a fluid mix of framed experience, values, contextual information, expert insight, and grounded intuition that provides an environment and framework for evaluating and incorporating new experiences and information. It originates and is applied in the mind of the knowers. In organizations it often becomes embedded not only in documents or repositories, but also in organizational routines, practices and norms." 19 TEQSA: PRV14311 CRICOS: 03836J GROUP DISCUSSION • What is the best way of memorising something? • What are the problems of using memory for knowledge sharing? Figure 1.6 Scribe comparing two texts in a monastery (© The British Library Board (Lansdowne 1179 f34v)) TEQSA: PRV14311 CRICOS: 03836J ANCIENT TIMES: KNOWLEDGE & ORAL TRADITIONS • Utilises natural human memory • Requires prolonged contact between two or more individuals • Lengthy process spent memorizing information leaving little room for critical evaluation • Recited traditional rituals, myths, legends, music and epic poems TEQSA: PRV14311 CRICOS: 03836J SUMERIANS & CUNEIFORM • Sumerians emerged in Mesopotamia around 3500 BC • Developed writing system called cuneiform • Three-corned stylus cut different combination of wedges (‘cunei’) into damp clay tablets • Early tablets mainly contained numbers – precursor to money • Used for land management, bills, taxes and contracts • Developed ‘archive mindedness’ Figure 1.7 Example of cuneiform writing (this records the allocation of beer) (© The Trustees of the British Museum) TEQSA: PRV14311 CRICOS: 03836J KING ASHURBANIPAL’S LIBRARY • Writing becomes an artificial memory with an objective existence • Training required many years of arduous study under headmaster or ummia in ‘tablet houses’ • House of Knowledge (bit mummi) contained around 1200 distinct texts • Omen texts predominate • Includes literary and archival material and horoscopes, incantations, prayers, hymns, fables, proverbs and poetry TEQSA: PRV14311 CRICOS: 03836J WRITING DEVELOPMENT • Different technology used to make knowledge more transportable than clay or stone tablets • Wood, bamboo, bark, palm leaf, bone, ivory, leather, metal, cloth, silk, Papyrus (Egyptian) and Chinese paper • Thought writing – transmit ideas visually through objects and human representations such as 50,000 Chinese characters and 700 Egyptian hieroglyphs • Sound writing – phonetics can manage with 20–50 signs • More information can be stored in less space TEQSA: PRV14311 CRICOS: 03836J ANCIENT GREECE • Books written on papyrus rolls or parchment • Aristotle’s Lyceum and Plato’s Academy possessed a library • Pergamum library in Asia Minor housed around 160,000 rolls • Collection had some 200,000 books and a catalogue • Possibly seized by Mark Anthony in 41 BC and presented as a gift to Cleopatra but scholars are divided as to the accuracy of this information TEQSA: PRV14311 CRICOS: 03836J RISKS TO KNOWLEDGE IN ANCIENT ROME • Libraries vulnerable to fires • Damage to texts by insects or frequent handling • When Ovid fell from favour with Augustus, his works were removed from libraries in 8 AD • Triumph of Christianity over paganism in 4th century led to decay of traditional culture TEQSA: PRV14311 CRICOS: 03836J MEDIEVAL LIBRARIES • Adherents of Latin Christendom preserved recall of the past • Scrolls changed from papyrus to parchment • Books invented as practical information conveyance and valued commodity or revered object, art and artefact simultaneously • Table of contents and indexes first appeared TEQSA: PRV14311 CRICOS: 03836J GROUP DISCUSSION • Why was print seen as a threat to knowledge sharing in the 15th century? • What are the limitations of print? TEQSA: PRV14311 CRICOS: 03836J PRINTING & KNOWLEDGE SHARING • In 1455 Johann Gutenberg invented printing with movable type and printed 42-line Bible • 16th century – new technology of copperplate engraving improved quality • 1545 – as books proliferated Conrad Gesner published Bibliotheca Universalis • Literacy rose as a result of printing press with Protestanism emphasis on private reading of Bible • 18th century – introduction of newspapers, mechanisation of bookmaking process and cheap wood pulp TEQSA: PRV14311 CRICOS: 03836J IT & KNOWLEDGE SHARING • Computers leading to ‘paperless’ society but increased paper to be stored as printout backups • ‘Information explosion’ leads libraries to share resources • Print has limitations – learning based on dialogue • Dialogue through email, groupware and video conferencing systems • Can store vast amounts of data into data warehouses for store, analysis and retrieval TEQSA: PRV14311 CRICOS: 03836J ROOTS OF MODERN-DAY KNOWLEDGE MANAGEMENT • Organisational learning • Psychology • Information systems • Strategic management • Culture TEQSA: PRV14311 CRICOS: 03836J TIME FOR REFLECTION What lessons can we learn from history to improve the quality of knowledge management within organisations? 32 TEQSA: PRV14311 CRICOS: 03836J