Developing a Knowledge Management System for DPI Crownlands

Project ProposaL
Student Details

Contents
Introduction:..........................................................................................................................................2
Planning and Analysis (SDLC Phase 1)....................................................................................................2
Overview of the Organization and the situation (Organizational Context):.......................................2
Problem Statement...........................................................................................................................2
Environmental Analysis:....................................................................................................................2
Purposed Solution:............................................................................................................................3
System and Requirements Analysis: (SDLC Phase 2).............................................................................4
System Requirement Analysis...........................................................................................................4
Functional and Non-Functional Requirements..................................................................................4
Feasibility Studies:.............................................................................................................................4
Cost Feasibility Analysis.................................................................................................................4
Schedule Feasibility...........................................................................................................................5
Analysis of Timeline and Milestones..............................................................................................5
Schedule Feasibility Analysis..........................................................................................................7
System Design: (SDLC Phase 3)..............................................................................................................8
Development Approach: Agile Development....................................................................................8
System Architecture:.........................................................................................................................9
Identification.................................................................................................................................9
Knowledge Generation..................................................................................................................9
Knowledge Delivery:....................................................................................................................10
SWOT Analysis of the purposed solution:............................................................................................10
Conclusion:..........................................................................................................................................10
References:..........................................................................................................................................11
Appendix A:.........................................................................................................................................13
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Introduction:
Report Overview:
This paper discusses the case of DPI crownlands and how they intend to use a Knowledge
Management System or a business Mapping Software to address the problems they are
facing due to changing legislation and operational dynamics. The report is structured in
accordance with the System Development Lifecycle or SDLC to better explain the areas that
the organization will have to address through the process of developing the required
system.
Planning and Analysis (SDLC Phase 1)
Overview of the Organization and the situation (Organizational Context):
DPI Crownland:
The Crown lands in Australia are administered through a mix of contractual arrangements,
tenures, leases and devolution to local trusts managed by community groups and local
councils. DPI Crownlands, Australia is the main administrative arm of the government that
deals in the management of Crown Land Estate.
Mission:
“To simplify the way customers do business with government”
Vision
“To be recognised as the distinctive leader in the provision of government services.”
Problem Statement
The problem lies with the operating environment of the organization. Following is a brief description
of the same.
Environmental Analysis:
External Environment Factors affecting the organization’ Business:
DoI Lands and Forestry is operating in a shifting legislative, policy and technology landscape.
Changes to Crown land legislation, the separation of DoI Lands and Forestry ICT systems
from Lands and Property Information (LPI) to the NSW Department of Industry and shifting
expectations regarding technology capabilities and access to information are all driving the
need to respond immediately to the issues identified in this business case.
A machinery of government change forced DPI Lands to separate its ICT products from LPI.
DPI-Lands were forced to purchase CM9 as a document repository and move documents
housed on LPI intranet. The speed at which this occurred meant, a complete knowledge
management system could not be sourced and implemented within the timeframe. Business
information was not reviewed and Google site became an interim solution for the intranet.
Key External Threats:
1. Ability to adhere to QMS iso9001 qualification without addition cost
2. Security due to external vendor supply
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3. Rapid and radical changes in technology
4. New legislation implementation in 2018
5. Machinery of Government changes
Internal Environmental Factors:
 Need of a better management approach to ensure strong relations with different
stakeholder groups like Customers, Suppliers, In-house employees, shareholders and
financers.
 Need of an effective interdepartmental communication medium.
 Need of a better information management system and operation handling approach.
Key internal Weakness
1. Resistance of change from staff
2. Inconsistency of knowledge management among staff
3. No standardised platform for information sharing
4. Knowledge management can’t be measured
5. Ineffective interdepartmental communication
Purposed Solution:
The Executive has identified the need for greater transparency in business processes to be made
available to the staff, customers and stakeholders. Business process mapping will provide the
Department of Primary Industries – Lands (DPI Lands) with the opportunity to clarify how processes
are actually being performed. It will reveal issues such as variation in how processes are performed
by different groups, and if the way the process is actually done differs from the way that it should be
done. Introducing a system to support a consistent approach to business process mapping will
improve accountability and transparency, reduce risks and allow DPI Lands to better allocate
resources to deliver policy priorities and meet customer needs.
Other benefits will include:
1. Development of clear business processes (linked to policies and guidelines where
available) that are consistently applied across DPI Lands.
2. Reduction in risk to DPI Lands from decisions made by DPI Lands
3. Reduction in customer complaints
4. Compliance with the Government Information Public Access (GIPA) Act
Knowledge Management System
Knowledge Management System plays a crucial role in optimizing the operations or the
activities of any organization. From effective management, exchange, and utilization of the
business information, to streamlining of the efforts required to execute a task, KMS can help
the organization to take a decision on the basis of the knowledge retrieved from the
information they have previously collected about their customers, stakeholders or the
business operations. The information-based knowledge can then be used for effectively
managing the current resources, predicting future requirements and optimization of efforts.
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