Report on Managing Information or Knowledge Management Systems

This report delves into the intricacies of managing information and knowledge systems, using Marks & Spencer (M&S) as a case study. It explores key aspects such as identifying learning needs of personnel and stakeholders, including web-based and stakeholder-specific requirements. The report outlines various learning activities, including financial, physical, and human resource considerations, and details methods to secure necessary resources. It also covers the organization and facilitation of learning activities, encompassing group-based, individual, and self-learning approaches, alongside strategies to promote the knowledge and information system within an organization. Furthermore, the report analyzes the monitoring and review of learning activity effectiveness through user team meetings, developer team meetings, and electronic feedback mechanisms. It also examines the implementation of business policies and strategies, identifies potential implementation issues, and discusses strategies for integrating information systems and measuring performance through process, outcome, balance, and structure measures. Finally, the report addresses contingency strategies, the impact of information systems on business effectiveness, and various reporting methods, offering insights into the strengths and weaknesses of M&S's information system.

Manage an Information or Knowledge
Management System

Table of Contents
INTRODUCTION...........................................................................................................................1
Activity 1A: Learning needs ...........................................................................................................1
Activity1B: Learning activities........................................................................................................1
Activity 1C: Organise and Facilitate learning activities..................................................................2
Activity 1D: Promote the knowledge and information system........................................................3
Activity 1E.......................................................................................................................................3
Monitor the effectiveness of learning activities.....................................................................3
Activity 2A.......................................................................................................................................4
1..............................................................................................................................................4
2..............................................................................................................................................4
Activity 2B.......................................................................................................................................5
Activity 2C.......................................................................................................................................5
2..............................................................................................................................................5
Activity 2D.......................................................................................................................................5
1..............................................................................................................................................5
Activity 2E.......................................................................................................................................6
1..............................................................................................................................................6
Activity 3A.......................................................................................................................................7
1..............................................................................................................................................7
2..............................................................................................................................................7
Activity 3B.......................................................................................................................................8
1..............................................................................................................................................8
2..............................................................................................................................................8
Activity 3C.......................................................................................................................................9
Summative Assessments..................................................................................................................9
Section A: Skills Activity ...............................................................................................................9
1..............................................................................................................................................9
2............................................................................................................................................10
3............................................................................................................................................10

4............................................................................................................................................11
5............................................................................................................................................11
6............................................................................................................................................12
SECTION B...................................................................................................................................12
1............................................................................................................................................12
2............................................................................................................................................13
Section C: Performance Activity...................................................................................................13
1............................................................................................................................................13
2............................................................................................................................................14
3............................................................................................................................................14
4............................................................................................................................................14
CONCLUSION..............................................................................................................................15
REFRENCES.................................................................................................................................16

INTRODUCTION
Knowledge management is defined as set of process to create, share, use and manage the
knowledge and information of organisation. The information management system is the heart of
organisation so it is necessary that information flow in and out continuously within firm that
facilitates to maintain the operation (Chaffey and White, 2010). This report is based on Mark and
Spencer and it will cover various topics including learning needs, resources for knowledge
management system. It organise learning activities and promote knowledge throughout
organisation. This will monitor and document the effectiveness of learning activities.
Activity 1A: Learning needs
Personnel and stakeholders are key people of organisation whose required proper
information and knowledge as it includes internal customers and top management, external
customers, government, suppliers, contractors etc. Major learning needs are:
 Web-based learning needs: It is one the best area of customers services as company has
to requires for identifying clients needs regarding understanding the system or any
products or services which provided by M&S. For example, sites of internet banking and
online auction generally provides information according to learning needs.
 Stakeholder learning needs: There is necessary that sponsors and funding bodies have
proper knowledge about organisational informations to keep up to date with particular
project, program as well as operations (Laudon and Laudon, 2015). Therefore, manager
ensure regarding stakeholders that have ability to access system and analyse needs for
understanding procedures, protocols and policies.
Activity1B: Learning activities
There are some example of learning activities such as:
 Financial resource: Manager have to be ensure about various hidden costs that can
occur in human resources as well as training and learning as well. There should be proper
knowledge and information regarding financial resources. For example hidden costs and
required funds for learning activities.
 Physical resource: Stakeholders should have proper knowledge regarding physical
resources for example; training, computer terminals, training database and required other
consumable components etc.
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 Human resource: This is most important function of organisation where manager ensure
about their workforce and adequate staff members for performing entire activities and
functions in an effective manner (Bulgurcu, Cavusoglu and Benbasat, 2010). For example
training and performance appraisals.
 Methods to secure necessary resources: The availability of the resources with business
determines purpose and scope. Here are three methods that undertaken by the manager of
M&S such as Training on system, operational priorities and identification of resources.
Activity 1C: Organise and Facilitate learning activities
There is necessary for manager that to organise and facilitate different learning activities
regarding information management system. Here are defined three steps of learning activities
such as:
Group based learning activities: It can be considered by M&S and it included
classroom-based training, project work and work group activities which is undertaken by the
manager to organise group based learning.
Individual learning activities: The individual learning activity includes coaching and
tutoring, buddying, mentoring and shadowing. These are essentials in incorporating explicit and
tacit knowledge to individuals.
Self learning activities: Self learning may be considered as the act of learning and
evaluate to individual by analysing, knowing and understanding with interest. The major
approaches in this includes listening, writing, observing and drawing questioning for self
learning and acquire proper knowledge and informations as well.
Facilitate learning activities:
Connect: It is one of the best learning activities that support to learners in staying
connect with objectives of an organisation (Smith, Dinev and Xu, 2011). This learning styles has
been adopted within M&S for providing better knowledge and informations.
Begin: In this, learning generally starts by providing some basic information in the
organisation as manager ensure about the beginners and conduct learning activities so that
individual can learn more thing through training and learning session.
Time: Manager provide adequate time to the learners for getting appropriate knowledge
and information regarding organisation such as performance, task, activities and other resources
which are required to accomplish set targets and goals.
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Activity 1D: Promote the knowledge and information system
In every organisation, system are to be introduced at workplace for managing and
maintaining the working environment and achieve sustainability. Manager consider the various
methods for introducing new system and promote it to the workforce. Here are five methods of
promoting knowledge and information system such as:
 Noticeboard advisory
 Change management plan
 Media release to promote the company and gain loyalty
 Collaborative action planning
 Specific Meetings
Activity 1E
Monitor the effectiveness of learning activities
Monitoring and reviewing are defined as activity for analysing the effectiveness of
particular training and learning that are provided to the employees within firm. M&S undertake a
review process and inspects of employees performance after acquiring knowledge so that better
outcomes can bes get. In this included three ways of monitoring including:
 User team meeting: In this, manager of M&S conducts meeting for getting adequate
information about the effectiveness of learning that how employees are acquiring and
getting knowledge for improving performances.
 Developers team meetings: This is another way to monitor the effectiveness of
learning in which manager consider the developers who build team for proper
meetings and get feedbacks from them about their learning. It support in gather
appropriate data in well manner.
 Simple electronic based feedbacks: Individual give their feedbacks to the
management by using electronic modes such as emails, phones so that effectiveness of
learning is monitored
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Activity 2A
1
While implementing business policies and strategies which are relating to information
systems in better manner. Along with this, there are various steps which carry out for execution
of knowledge management system in the work place. These are described as under: Identifying different business issues and problems – It is necessary for M&S is to
recognise the major issue while making effective strategies and policies in the company
so that operations are not disrupted. Preparing for transformation – It is that way which assist in identifying areas of specific
problem which change as per the requirement of employees at the work place (Spears
and Barki, 2010).
 Evaluate technology needs and give prioritise – In this step, the company can easily
evaluate different techniques and methods for resolving major issues and problems.
2
There are major three ways through M&S can monitor the compliant use of organisation
information system which are described as follows: Information storage and analysis: With the usage of information system, the company
can develop the use of sophisticated and comprehensive database which can determine all
intangible price of data regarding the firm. Help in decision making process: Organisation administration team use information
system to develop strategic planing and make effective decision for the company welfare.
 Assist in business procedures: The usage of information system simplify the business
processes and eliminate unnecessary activities and functions.
Activity 2B
The major implementation issues which can arise which introduction of information
systems are as follows:
Humanistic factors: These issues relates with human resources working with an
organisation. The lack of information and participation can emerge as a major issues for
managers.
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Organisational factors: The major issues in this sector includes lack of human resources
of complexity of existing systems which are being possessed by business.
Environmental factors: Lack of procedures and methodology of implementation emerges
as major implementation issues for a business enterprise.
Activity 2C
2
With the help of information system, it is will be complex for M&S company is to
monitor and control all the required information. Such ways of integrating the information
system are described follows:
 They required to understand the organisation level where structural plan of a person can
not dealt with separation such as process are highly interconnected and can be managed
(Willcocks, 2013).
 In this, horizontal integration of layers can be required for maintaining the business
process in effective manner.
 The company manager need to reduce the difficult in data information system which help
them in developing effective relationship with their each subordinates.
Activity 2D
1
There are four types of performance measures that beneficial in getting appropriate
information about the outcomes achievement. It support in better understanding that what system
are to be measured. These are as following: Process measure: In this, manager undertake some quantifies methods where they collect
informations about the business and its activities. Employees provide information which
is based on scientific evidence of efficacy as well as effectiveness. It included test that are
to be done by employees. Outcomes measures: In this, manager collect information through outcomes which are to
be get by the employees after completion of performance. Balancing measures: This method is related with balancing the measures for ensuring
that changes to improve system and identify problems that can affects on the other part of
system.
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 Structure of measure: In this analyse the measures as per quantifies methods within
organisations so that appropriate structure can be created by using available information.
Therefore, M&S can undertake process measure and balance measure for the purpose of
getting accurate information to achieve best possible outcomes.
Activity 2E
1
There are five type of contingency strategies that helpful in surviving from any
circumstances with appropriate manner. In this, manager can handle related issues by creating
awareness among employees with appropriate contingency strategies so that positive result can
be obtained.
 It is primary responsibility of a person to report failure earliest possible so that counter
measures could be undertaken.
 Team members are enforced to gather and recommend changes which can be carried out
to eliminate major risks.
 It is essential to emphasize on communication so that changes can be implemented in the
right manner.
 It is necessary to conduct a basis connectivity test so that functioning of the system could
be identified.
Activity 3A
1
It is necessary for an enterprise is to identifying information systems which contribute in
the business effectiveness. There are major fives ways which provide effectiveness to
information system are as under: System and innovation opportunities – In an organisation, development of information
system is became as opportunities but also threats. Through this, company can easily
implement their strategies and policies in better manner. Systems and customer delight – M&S are always focus on the growth of information
system which can reduce the product life cycle, margin and purchase new products. Systems and organisational productivity – An organisation need various types of
information system for justify the different procedure and needs (Yoo, Henfridsson and
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Lyytinen, 2010). The effective business dealing system develop company productive in
better manner. Systems and employees productivity – Information systems are provide increment in
employees productivity in effective manner. With the introduction of email, video
meeting and shared white board cooperation in all over the company which has been
increased.
 Information system as a value add for organisation – The company using information
system which develop effectiveness in the business for short term as well as long term
goals.
2
There are three method of reporting of the organisation information system such as oral,
written and graphical reporting. On the other hand, the strength and weaknesses of information
system of M&S company are described as under:
Strength – With the help of information system and technologies, the fast messaging,
emails and voice call will became cheap and more efficient (Gelinas, Dull and Wheeler, 2011).
For implementing information system are carry out linguistic geographical and there are some
boundaries where they are share information, knowledge and relationship among different
nations in easy manner.
Weaknesses – In M&S company, due to execution of information system they can save
great deal with time at the time of completing work. For improving such methods, they need to
perform task with human staff member which are carry out computer systems.
Activity 3B
1
In an organisation, the manager reviewing the business operational plan for achieving
desired goals and targets in better manner (Bélanger and Crossler, 2011). These are described as
follows: Assess the core activities: The businesses are evaluating the customers review regarding
goods and services which are develop by firm for satisfy them. Assess the business efficiency: There are various new businesses which are working in
the short term in better manner so that business efficiencies are identified.
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 Review the financial position: Reviewing financial position can be used for help in
maintaining financing position of the business.
 Conduct a competitive analysis: This approach can help in identifying all the major
rivals which are occur in the external environment.
2
There are various measures that indicate the information system for contributing the
intended outcome are described as under:
 The company require to measure strategic level and operational level for measuring the
business goals and objectives for defining clarity at the planning stage.
 They need to maintain and manage business functions while making business plan in
proper manner for getting accurate outcome.
 It is required for firm is to evaluate review or audit, benchmark should be clear.
 The company manager need to make strategies and plans for smoothly run the business
operations and its activities in better manner.
 For intended outcome, they require to review the benchmark which help in getting high
level of profitability to the company.
Activity 3C
There are various ways for improving the M&S policies and strategies at work place in
better manner. These are some suggestions described as under:
 They assist in analysing the documents regarding their content which involves limited
policies and procedures (Chen and et. al., 2010). Also this is required for company
manager is to develop appropriate strategies which are best suitable for their employees
welfare.
 Another is they require to develop effective strategies and policies which are provide
necessary requirement for their employees. The structure should be perfect of all the
policies through which they can implement in easy way within the organisation.
 It can be useful for firm is to analyse all employees needs and requirement according to
them they make proper changes or modifications.
 For improving company policies, they need to make appropriate interpersonal knowledge
system which deliver large amount of information from one person to another. It will
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help in motivating people in work team for share interpersonal ability and knowledge
(Galbreath and Lunt, 2011).
 It can be recommended that company need to adopt better system which is information
system that should be appropriate in nature and size of an organisation.
Summative Assessments
Section A: Skills Activity
1
For understand organisation policies and procedures, there are two documents which
need to be understand by company manager in better manner. These are described as under:
Annual report: It is the comprehensive report of organisation activities and policies of
the proceeding year. This can be intended for provide shareholders and other interested people
information about the firm activities and financial performance.
Prospectus – It is that formal legal document which are required and filled with the
organisation managers and CEO regarding effective policies and procedures.
Five policies and procedures of M&S:
 Code of Ethics and Behaviours
 Human Rights Policy
 Child Labour procedures
 Employment Rights
 Health and Safety
2
There are two organisational documents which help in target the large number of
audience for using information/knowledge system that are described as under: Prospectus: Through using this form, company can target audience which is students
who are pass their college and look forward to the job. In this prospectus, the firm can
implement huge opportunities for freshers, give expected salary and provide them yearly
appraisal in good manner (Österle and et. al., 2011).
 Annual report: In this document, the firm can target the adults who are select this job as
second choice so they are provide them especial opportunities for attract them. They are
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