Libsuite KM

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Libsuite - KM

• Knowledge Management Suite
• By Soft-AID Computers P Ltd.

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What is Knowledge ?
Data
Every organisation has a lot of data.
Data represented in a proper format is
Information.
What you infer out of that information is
KNOWLEDGE!
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Where the knowledge resides in an Organisation ?
Communication
Customer Queries
Manuals
Explicit (Codified) Knowledge
Individuals
Tacit (Inferred) Knowledge
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What is the Percentage of Tacit Vs Explicit ?
Percentage
And Tacit Knowledge is almost 90 !
Knowledge Base
You know more than what you can tell !
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What is Knowledge Management ?
Knowledge Management is process of identifying
where knowledge lies in an organisation ,
collecting the knowledge in explicit (codified)
format , converting the tacit (inferred)
knowledge in explicit format and disseminate the
knowledge in shortest possible time , keeping in
view the correctness and confidentiality of the
knowledge.
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Benefits of Knowledge Management 1

• You can prevent Knowledge Walk Outs.
• If a person is shifted from one department to
  another , he/she virtually walks away with almost
  all the knowledge with him/her.
• And if a person leaves the organisation , the
  knowledge is lost for ever.

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Benefits of Knowledge Management 2

• Enhances the ability to know at an
  organizational level.
• Many things are known only at an individual level
  so person sitting next to each other may not know
  the knowledge available with other (eg. Past
  experience with a Vendor)
• KM is an organizational learning tool

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Benefits of Knowledge Management 3

• Reduces the communication gap between an EXPERT
  a NOVICE in an organisation.
• Due to geographical locations , hierarchy in an
  organisation , experts and novices hardly get any
  chance to interact and share knowledge .
• It enhances the process of organizational
  learning.

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Benefits of Knowledge Management 4

• Organizational response based on skills and
  abilities rather than titles and hierarchies.
• Service and products are converging in the modern
  world and for any modern corporations viability
  will depend only upon the ability to remain
  flexible to these demands.

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Benefits of Knowledge Management 5

• Gives ability to learn about past mistakes and
  avoid repetition of the same.
• Every individual and organisation learn from
  mistakes but a successful organisation are those
  who do not repeat these mistakes.

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Challenges in Knowledge Management

• Knowledge Management does not have a perfect
  recipe.
• Defining a knowledge framework is a complex
  operation.
• Controlling the correctness of knowledge is a
  very essential.
• Accessibility of knowledge in wrong hands can
  have disastrous effects.
• People have the tendency of keeping the knowledge
  to themselves.

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Challenges in Knowledge Management Continued ..

• KM can not be implemented with just technology
  but it has to be a perfect blend of
  Organizational culture enabling technology
  which can lead to an effective KM initiative.
• A powerful leadership , involvement of seniors
  and periodical audit are very essential for a
  successful KM initiative.
• Many organizations do not have an integrated
  approach to KM hence KM endeavors normally end as
  some small trainings and discussions.

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Libsuite KMs 10 step approach for effective
implementing an effective KM process
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Libsuite KMs 10 step approach for effective
implementing an effective KM process
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Libsuite KMs 10 step approach for effective
implementing an effective KM process
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Step 1 2 KM organizational Structure
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Step 3 Efficient Knowledge framework
definition
Knowledge Framework is called as Knowledge Map in
Libsuite KM , you can create a K Map by following
methods

• Define various projects or work areas.
• Define the type of user , and accessibility rules
  . The users can be employees, vendors ,
  contractors , distributors etc.
• Identify and define the functional experts.
• The K Map design can be altered at any point of
  time.

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Step 4 Expert Profiling
Experts opinion is always based on wisdom through
experience.

• Identify Expert in every branch of K Map.
• An expert should be a ve thinker
• An expert should have the time and inclination in
  helping others.
• It is always a good practice to find multiple
  experts on an issue

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Step 5 Users and User rights
Controlling correctness of knowledgebase and
confidentiality is an equally important aspect of
KM strategy

• Create type of users and their user rights.
• You can create various type of users like
  Employees , Trainees , Vendors , Distributors
  etc.
• User right can also be set restricting certain
  categories.

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Step 6.1 Create a knowledge repository -
Documents
Documents store the explicit knowledge

• With the help of experts collect various
  documents under every branch of K Map.
• Documents can be Word , Excel, Drawings , Photos
  etc.
• Upload documents with details like title ,
  keywords etc.
• Specify the accessibility to documents for user
  groups.
• Encourage everyone to update the knowledgebase
  periodically.

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Step 6.2 Create a Peoples repository
90 knowledge is with people in tacit format ,
knowing key people is an important aspect of KM

• Gather information about various persons who are
  important to you.
• These could be some Key employees , Customers ,
  Vendors , Scientists , Consultants
• Mention their expertise and areas of interests.

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Step 6.3 Create a Places repository
A study shows 89 managers visit the web to get
information on any issue .

• Create a repository of websites of interest in
  your field.
• Also generate a repository for various intranet
  sites within the organization.
• All other places and sites which can be of
  interest can be uploaded by users also.

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Step 7 Administrator Responsibility

• Control users and their rights.
• Control the Publish Process.
• Block improper information.
• Declare Best Practices out of various views

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Step 8 Experts Responsibility

• Upload various documents , People info ,Places ,
  FAQs under his preview.
• Pass on views on every Question.
• Encourage others to contribute and share

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Step 9 User Services

• User can be given an opportunity to upload which
  would be accepted or rejected.
• User can search the knowledgebase for their
  interest.
• They can also post questions to experts which
  would help in creating a repository of FAQs and
  Best Practices.

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How Best Practices are evolved ?
Best Practice is evolved for future
Administrator declare a best practice amongst the
views
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How LiBSUITE KM motivates people to share there
knowledge?

• It is a 100 web enabled solution and hence
  anyone can log in from any terminal and hence the
  access is very easy.
• Experts are given the due recognition and hence
  are motivated to answer.
• Dissemination of knowledge is very fast because
  it is Web enabled.

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Myths about KM

• In an R D setup your research is your prime
  asset , how apt it is to share it KM is not
  about sharing anything and everything , but one
  can always share non critical info.
• Can we capture 100 of the Tacit Knowledge by a
  KM process NO you can not, but even if you are
  able to convert some portion of tacit to explicit
  it can be great saving for an organization.
• Implementing a Software is good enough for an KM
  initiative Not at all . KM is not just about
  technology but it has a lot to do with
  organizational culture.

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Myths about KM (Continued . )

• An expert has to be a senior person Yes a
  senior person with a positive attitude can be an
  expert but even a junior person declared as an
  expert can do wonders.
• Can KM generate any revenue YES and that is why
  companies are investing in millions for KM
  initiatives.

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LiBSUITE KM
Intellectual Property is the most important asset
any organisation can create in the modern
world. Knowledge management is the first step
towards creating and protecting this asset.
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LiBSUITE KM
Knowledge Management is a journey and not a
destination ! LiBSUITE KM is a vehicle to make
this journey comfortable.
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Thank you