Business Information Management (BIM) Assessment - [University Name]

This document presents a comprehensive solution to a Business Information Management (BIM) assignment, encompassing both written questions and system analysis tasks. The assignment delves into various aspects of BIM, including stakeholder requirements, data management strategies (such as customer data management and preventing computer crashes), the role of databases in information systems, and the application of SWOT analysis. It also explores the importance of policies and procedures, the objectives and implementation of Knowledge Management Systems (KMS), operational implications of KMS, and the significance of training and data integrity. The system analysis section likely focuses on practical application of BIM principles.

Running head: BUSINESS INFORMATION MANAGEMENT (BIM)
Business Information Management
Name of Student
Name of University
Author Note

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Table of Contents
Assessment 1: Written Questions........................................................................................3
Answer 1..........................................................................................................................3
Answer 2.........................................................................................................................3
Answer 3..........................................................................................................................4
Answer 4..........................................................................................................................5
Answer 5..........................................................................................................................6
Answer 6..........................................................................................................................6
Answer 7..........................................................................................................................7
Answer 8..........................................................................................................................7
Answer 9..........................................................................................................................8
Answer 10........................................................................................................................9
Answer 11........................................................................................................................9
Answer 12........................................................................................................................9
Answer 13......................................................................................................................10
Answer 14......................................................................................................................10
Answer 15......................................................................................................................11
Assessment 2: System Analysis.....................................................................................12
Task 1.............................................................................................................................12
Answer 1....................................................................................................................12

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Answer 2....................................................................................................................12
Answer 3....................................................................................................................13
Answer 4....................................................................................................................15
Answer 5....................................................................................................................15
Answer 6....................................................................................................................16
References..........................................................................................................................16

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Assessment 1: Written Questions
Answer 1
It is necessary to research the stakeholders’ requirements for an information system
mainly because it helps in knowing the expectation of the stakeholders from the project.
Knowing the stakeholders’ need is essential to design the project in an effective manner.
A planned approach can be identified to collect the necessary information from the
internal and external stakeholders of the project. The very first step towards information
collection is identification and mapping of the all the stakeholders of an undertaken project
(Liebowitz 2019). It is critical to access the nature of influence and importance of each of the
stakeholders for effective management of their engagement in the project. The information from
the identified stakeholders can be collected by engaging in an effective communication with the
stakeholders to understand their stake in the project.
Answer 2
a) The first problem can be effectively solved by customer data management, which is a
practise that involves ethical collection and secure storage and management of the information of
a customer. The strategy is to collect the information of the customers and manage a separate
database for storing the collected information.
b) Several steps are necessary to be taken to prevent a computer crash. First strategy is
that the user should prevent running of too many programs at once. The loss of data can be an
effect of virus and therefore, it is necessary for a user to update the virus protection software
installed in the system on a regular basis (Becerra-Fernandez and Sabherwal 2014). Also, the

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loss of data due to crashing can be prevented by keeping a regular back up of the important files
of the system. Apart from that, it is recommended to upgrade the operating system in accordance
to the new releases and patches.
c) Providing customer data to a supplier in error can result in increase of the privacy
issues. Since there is no way to undo the same, the strategy is to request the supplier to delete the
data. To eliminate this type of problems in future, it is necessary to store the data of the
customers in an encrypted form so that even if such data is being shared to a supplier in error, the
supplier will not be able to access the same without the decryption key (Soto-Acosta and
Cegarra-Navarro 2016). It is recommended that all the data stored in an information management
system are to be stored in an encrypted form.
d) Shipping Delays and backorders can be a major factor behind customers’
dissatisfaction and therefore, these two issues are needed to be managed. If frequent delays in
fulfilling the orders of the customers is observed it is necessary to inform the customers in
advance so that the customers’ complaints can be reduced. Also, the strategy to manage the back
orders is to review the inventory level reports for effective auto scheduling of the reorder points.
The information management system should be configured in an effective manner to ascertain
that the backorders are managed and fulfilled on time. In both the cases, communication with the
customers about a possible delay in shipping or fulfilling the back orders becomes a foremost
necessity.
Answer 3

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Database is an imperative element of an information or knowledge management system
(KMS) as the collected data is securely stored in the database of the information system or a
KMS.
There are certain benefits of making use of the information system (IS) or KMS. The key
benefit of maintaining an IS or KMS is that it helps in storing all the necessary information in a
single place (Girard and Girard 2015). This in turn helps in easier report generation and
contributes in decision making. The efficiency of an information system lies in the fact that the
financial transactions or related information can be automatically calculated. However, there are
certain disadvantage of an information system or a knowledge management system. There can be
certain security issues linked with the storage of confidential data in the information system.
Answer 4
SWOT analysis is a measure of strengths, weakness, opportunities and threats of an
organization. It is a useful framework that aims in analysis of the strengths and weakness of a
business along with the opportunities and threats. SWOT analysis is significantly important for
minimizing the threats and issues linked with an organization and also helps in understanding the
opportunities that are available to the organization. This strategic planning technique can be used
by the organization to identify the business competition.
SWOT analysis can be effectively used for measuring the effectiveness of an information
management system. SWOT analysis can be effectively used for determining the strengths and
weakness of an information system. Along with that, the threats associated with the system and
its weakness are evaluated (Gürel and Tat 2017). This will help understanding the key
functionality of the system. The SWOT analysis of an information system can be effectively

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used to understand the key opportunities associated with the use of the information system
(Phadermrod, Crowder and Wills 2019). Thus, the SWOT analysis helps in easier management
of the efficacy of the IS by analysing the key functionalities and the issues linked with the
system.
Answer 5
Policies and procedures are generally implemented in an organization to clearly state the
obligations in a project. It is important to tailor the business policy so that the adoption of the
insights and experiences by the employees can be tracked in an effective manner (Maruta 2014).
Effective communication among the workplace employees is quite necessary to understand the
distribution and adoption of the insights and experiences by the employees.
Answer 6
a) The key objective of the information knowledge management system of a workplace is
to provide reliable and secure information throughout the organizations’ lifecycle. The use of an
information system makes an organization more effective and further enables the employees to
have a clear and common knowledge of the key work processes of the organization (Omotayo
2015). Furthermore, the use of KMS generally facilitates the delivery of right information in an
accurate time, thereby supporting the process of a better and faster decision making. The primary
purpose of a KMS is to store and retrieve the knowledge and is also used for improving the
collaboration among the staffs and employees of the organization.
b). The objectives of a KM system is to provide the right information at an accurate time.
For this, the system stores every transactional details and related information so that it can be

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used in the decision making process (Mao et al. 2016). This system stores the data that can be
needed in organizational decision making.
c). The everyday business processes of an organization generally deals with a huge
amount of data and information and therefore, implementation of a knowledge management
system generally reflects to a planned process. The measures that have to be in place for
recoding and monitoring this information generally involves automatic storage of the data of the
activities that are recorded in the system. Also, the system is to be kept up to date and regular
backup of the system is to be ensured for effective management of the information or knowledge
management in the workplace.
Answer 7
The implementation of a knowledge management system (KMS) is necessary for an
organization particularly because it enables a company in gaining a competitive advantage by
providing an easy access to the data and information needed for decision making. A manager
needs to be aware of the several operational implications that are linked with implementation of
an information or knowledge management system. An organization needs to have an access of
the specific hardware and software model that will support the installation of KMS in an
organization. Also, the manager needs to train all the staffs and employees regarding the use of
KMS so that the risk of human error can be reduced (Laudon and Laudon 2016). The staffs and
employees of the organization needs to have some level of knowledge related to the basic
functionality of the system to ensure smooth operations.
Answer 8

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Effective review and evaluation of the information and KMS is important to ascertain
that the working principle of the system stays relevant. Review and evaluation has certain other
advantages as well. Effective review and evaluation of a KMS helps in detection of the
operational issues that an organization might be facing, which further helps in its easier
mitigation. Along with that effective evaluation further helps in better identification of the
changes needed within the organization by identifying the non-trivial works. Apart from that,
effective evaluation is needed to know about the upgrades needed.
The advantages offered by evaluation affect an organization in a long term by helping to
keep the key processes and needs of the organization up to date. The correct operation of the
KMS is necessary for ascertain correct operation and information flow within the organization.
Therefore, proper review and evaluation generally ascertains effective information flow within
the organization and helps the managers in taking the necessary decisions (Goetsch and Davis
2014). The major issues in the organization are effectively identified with the help of proper
review and evaluation which affects an organization in a positive manner in a long term.
Answer 9
Realization of the benefits of KMS or an information management system is subjected to
proper training of the staffs. The staffs and employees of an organization needs to have a clear
idea of the working process of the information systems present within an organization to make a
correct use of those systems and realize the benefits of the system.
Therefore, implementation of a KMS is subjected to appropriate stakeholders’ training so
that the organizational performances can be enhanced. Intelligent application of the various
functionalities of KMS generally allows smooth work flow within the organization.

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Along with the training, accessing the clients’ needs in an effective manner becomes
important. The learning methods that can be used for assessing the clients’ learning needs
include arranging for meeting and brainstorming sessions to discuss the key requirements of the
client (Fenz et al. 2014). This will help in arranging the training needs in an effective manner.
The clients’ learning needs should be the first and the foremost priority to ensure effective
operation of the key processes of an organization.
Answer 10
The integrity of the information stored in the KMS is necessary and for that limited
sharing or restriction of data sharing with other individuals becomes a necessity. However, it is
often seen that the suppliers and the contractors might require an ability of making use of
information that are stored in the knowledge management system (Voronkova et al. 2017). In
such cases only the information that are needed by the contractor and the supplier should be
shared while rest of the information should be properly encrypted to prevent any illegal access.
This will maintain the confidentiality and the integrity of the stored data within the system.
Answer 11
It becomes a primary necessity to identify the skills gaps and training requirement to
ascertain a smooth information flow within the organization. However, arranging and imparting
a training to the staffs and employees generally requires understanding of the knowledge
deficient within the organization. There are mainly two different types of knowledge which are
explicit knowledge and tactic knowledge. The former mainly denotes the codified knowledge
that is normally found in document while the tactic knowledge is generally based on personal
experience (Gunjal 2019). Proper evaluation of these two types of knowledge within the

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organization is essential to understand the deficiency within the staffs. Daily progress and the
performance of the staffs can be effectively tracked to understand the gap in knowledge.
Answer 12
The process of planning the facilitation or delivery of the training requirements, certain
federal or state legislation are needed to be complied with. The three statutes that one needs to be
aware of, within the workplace context are indicated as follows-
1. Occupational and Safety Health Act
2. Workplace Health and Safety
3. State Statues Dealing with Labour
An employee needs to be aware of the above three statues related to the delivery of
training requirements of the federal state legislation.
Answer 13
The success in training the staffs can only be achieved if the key purpose of the training
is effectively fulfilled. However, appropriate staff training requires understanding the training
needs in a proper manner. Along with that, it is necessary to supervise the entire process to
ascertain that the main objectives of the training are fulfilled.
The compliance with company procedure can be improved by making the staffs of the
organization understand the need staff training. Effective communication among the staffs can
improve the compliance with the company procedures.
Answer 14

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Majority of the information system that are implemented within an organization are
mostly incorporated with an option of integration with different other information system.
Therefore, an information system can have several modules that can be integrated with each
other to ensure smooth operation of the organizational work processes (Omotayo 2015.).
For effective integration and alignment of each of the modules, it is necessary for the
workplace to ensure that it has the necessary hardware, software and the human resource to
ensure smooth operation of the workplace.
Answer 15
Information can be considered as one significant resource of an organization as majority
of the work processes depends on effective information flow. A good quality information within
an organization has several advantages. One key advantage is that it helps in easier decision
making. A good quality information flow within the organization also has an ability of increasing
the competitive advantage (Geisler and Wickramasinghe 2015). Apart from that, a good
information handling can significantly help in turning data into valuable business information,
which significantly reduces the risk of information mismanagement. Proper management of
information further helps in increasing the business profitability by improving the customer
service.

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Assessment 2: System Analysis
Task 1
Answer 1
a) Knowledge management system (KMS) is mainly used in an organization for
enhancing the knowledge intensive process that are integral for projects, processes and the tasks
(Wu and Chen 2014). The four main components of a KMS are people, processes, tools and
organization that are interdependent and permeable.
The information used in the assignment is collected in by extensive evaluation of the
existing literature. Research related to the various components of a KMS is done to collect
information about the components of the KMS (Oliva 2014). The secondary research has helped
in collection of the necessary information related to the assignment.
b) Possible improvement that can be made to the system is to ensure that the content of
the system is always relevant and current. This generally requires a high level of staff
engagement and for that, imparting proper training to the staffs is recommended.
c) The other employees who can be involved in accessing the systems and for designing
the improvements include the managers and the decision makers of the organization
d) The implementation of KMS in an organisation is subjected to proper research and
training the staffs of the organization (Birasnav 2014). Appropriate training is necessary to
ensure usage of a KMS.
Answer 2

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The members who would need to make use of the information system, their learning
needs and position are indicated in following table-
Members Position Learning needs
Supervisor Manager Functionality of KMS
Technical Experts Executive Technical Specifications
Resource Manager Manager Resource Needs
Answer 3
One key component of any information management system is its people. The human
resources are needed to be effectively trained to ensure smooth functionality of the KMS. The
people are needed to be trained about the working principle and the basic requirements of a KMS
to ensure smooth functionality of the system.
Resource Requirements for the Training
Human Preparation of the training materials to train
the employees related to the basic
functionality of a KMS (Villar, Alegre and
Pla-Barber 2014). Along with that it is
necessary to hire an effective trainer for
training the human resources
Financial The training requires approval of the budget
allocated for the training. The financial
requirements related to system installation are

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needed to be identified for successful training
Physical The training requires identification of a place
for providing training to the employees. This
is a part of training preparations needed to be
taken for providing effective training.
Time All the participant of the training processes
should agree with a specific time slow for the
entire training process (Todorović et al.
2015). The training will be imparted as per
the convenience of the participants to
ascertain maximum participation.
The above table identifies the major training requirements to ensure smooth operation of
an information system. The training processes should be monitored and supervised to ensure that
the objectives of the training are fulfilled.

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Answer 4
Email
TO
The Concerned
Sub: Promotion of use of KMS
Dear Concerned
I am writing this mail to you to draw you kind attention towards the use of knowledge
management system. A KMS offers a number of benefits including effective decision making. It
helps in keeping a track of all the information needs of the organization and further helps in
improving the collaboration and process alignment with the staffs of the organization. Every
organization should invest in development of an effective KMS to ensure smooth operation of
the organizational work processes.
The information stored in the KMS can be easily accessed by the authorised personnel. The
information can be shared with the authorised personnel through a common portal accessed by
all the employees of the organization. Hence, it is seen that implementation of KMS is beneficial
for an organization.
Answer 5
The performance measures that can be used for calculation of the effectiveness of the
information system is to track the changes that are being observed in the organization after
implementation of a KMS. Organizations with complex functionality mainly consists of a whole

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system with different integrated application (Donate and de Pablo 2015). It is easier to measure
the performance of a whole system and the different modules of a system are automatically
integrated. Also, the reduction in the human error as a result of the operation of the information
system can be tracked to calculate the effectiveness of the information system of the
organization.
Answer 6
In accordance to the Australian Standard on knowledge management, a KMS mainly
consist of people, technology, process and content. This indicates that technology play a critical
role in distributing and supporting the KM services. Technology has gradually become an
important need of an organization to manage the daily operational processes. The process of
knowledge management is linked with the several activities that start with defining the
requirements of the system. Thus, it is necessary for the organization to know about the key
technological needs to understand the full capabilities of the organization. The knowledge
management system generally include web content management, management of electronic
documents, use of various collaboration tools, classification tools, search engines and portals.
Each of these functionalities contributes to projects and objectives of KM (Ferguson 2006).
Thus, it can be said that knowledge and its management in any organization require significant
attention. Australian Standard for Knowledge Management AS 5037:2005 investigates the
process in which Australian government organizations are making use of overarching policy
models, standards and framework for facilitating the process of knowledge management within
an organization. In last two decades, KMS has emerged to be an important focus of the
organization as it offers a number of advantages to the organization.

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References
Becerra-Fernandez, I. and Sabherwal, R., 2014. Knowledge management: Systems and
processes. Routledge.
Birasnav, M., 2014. Knowledge management and organizational performance in the service
industry: The role of transformational leadership beyond the effects of transactional
leadership. Journal of business research, 67(8), pp.1622-1629.
Donate, M.J. and de Pablo, J.D.S., 2015. The role of knowledge-oriented leadership in
knowledge management practices and innovation. Journal of Business Research, 68(2), pp.360-
370.
Fenz, S., Heurix, J., Neubauer, T. and Pechstein, F., 2014. Current challenges in information
security risk management. Information Management & Computer Security, 22(5), pp.410-430.
Ferguson, S., 2006. AS 5037–2005: knowledge management blueprint for Australian
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Goetsch, D.L. and Davis, S.B., 2014. Quality management for organizational excellence. Upper
Saddle River, NJ: pearson.

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Gunjal, B., 2019. Knowledge management: Why do we need it for corporates. Malaysian
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Management: A Review of Literature. Library Philosophy and Practice, 1(2015), pp.1-23.

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Phadermrod, B., Crowder, R.M. and Wills, G.B., 2019. Importance-performance analysis based
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