ISY3005 Knowledge Management Case Study: Indiana Police IT Solution

This case study examines the knowledge management solution adopted by the Indiana Police, focusing on their warrant search system. The solution, comprising BerkOne and Kofax software, automates processes, enhances communication, and reduces processing time from hours to minutes. The system impacts various processes, including officer searches, communication with judges, document scanning, and warrant approval. Benefits include reduced paperwork, increased communication, and improved efficiency for judges, court clerks, and police officers. The business case highlights the solution's alignment with organizational goals, such as faster processing of time-sensitive cases, reduced costs, and improved ROI. The solution's success is measured by reduced processing times and system upgrade times. Future evolution should focus on enhanced security and integration with social media for improved connectivity. Access this case study and more solved assignments on Desklib.

KNOWLEDGE MANAGEMENT
Student's Name
Name of the Institution

INTRODUCTION
 The digital transformation of various business and
institutional process is inevitable as this transformation
has proved advantageous.
 The manual court or other institutional processes has
been coupled with various challenges that point to the
limitation of some officers and humans in general.
 These challenges include time constraints as some
court cases are time sensitive and therefore require
faster processing to enhance efficiency.
 The organization procured and adopted or applied
Knowledge management and the solution has produced
a compelling result that shows the advantages of the
solution.
 The following paper, therefore, analyses the Knowledge
management solution that is used by Indiana Police.

PART A: OVERVIEW OF ORGANIZATION
 Organizational ownership
 Indiana Police is an organization that form part of law
enforcement that is part of Marion County Superior Court.
 The ownership of the organization is Marion County
government of Indiana and this will help assist the court
system of the government as a whole.
 What goods or services are provided
 The organization offer legal and justice system where the
organization works close with the police to aid in search
warrant and approval of the search (Torugsa & O’Donohue
2016).
 Recent financial performance
 As of the June, 2017 the organization has investment of
approximately $31.8 billion in net position.

CONTINUES
 What is the mission, strategies and priorities
 The vision of the organization is to be one truly independent
and empowered branch of government providing a fair and
responsive system of justice while protecting rights and
liberties upholding and interpreting the law and solving dispute
peacefully, fairly and effectively.
 The mission of the organization on the other hand is to serve
the public and to accomplish this mission, the organization aim
to provide a fair and efficient system of justice, committed to
excellence fostering public, understanding and confidence
 The organization aims to deliver service to clients with high
efficiency and fairly as these also forms part of key priorities.
 The organization has set priority of protecting right and
freedom of citizens hence offers services that need speed and
safety (Ganzaroli, Noni, Orsi & Belussi 2016).

CONTINUES
The major market trends
 The justice and legal system within the country has witness
changes in the technology as many organizations are employing
digital system to manage various organizational functions.
 the organization also operates within a market that requires high
security no delays within the system.
 Major stakeholder requirements
 The organization has a range of stakeholders that include the
general public or citizens, judges, the police, lawyers and other
court or police officials.
 Judges and court clerks require faster notification of pending
search warrant approval and this has been characterized with
many delays that also depend on physical movement to various
offices.
 Technology officers are some other stakeholders that require easy
task as indicated by the chief technology officer when comparing
the past process and the digital process (Annie 2018).

PART B: IT KM SOLUTION CHOSEN
 IT KM solution chosen
 The IT KM solution that is chosen by the Indiana Police is
warrant search system that comprise of two basic
software and these are BerkOne and
using Kofax software.
 New functionality and capabilities delivered by this
solution
 System automates the business processes with high
speed and accuracy
 The system also scanning process that saves the initial
work done by officers within the business to scan papers.
 The knowledge management system carry out various
business office tasks.
 The digital system handles huge communication
operations such as sending and printing of mails and
personal mailing system (BerkOne 2018).

CONTINUE
 Processes are affected
 Firstly, the searching of all officers that involved in a
particular case is affected as this formerly requires going
to the control center.
 Secondly, the communication process with judges and
clerks that are involve in review and approval of the case
as they can now be notified via mailing services.
 Thirdly, scanning of various documents that are used
within the case is also done digitally using the system.
 Lastly, the review and approval of the search warrant
process is also affected as this can be done digitally by
judges as oppose to manually
 The major benefits
 Time that has been spending in the processing of the
warrant search is drastically reduced from hours to just
18 minutes (KMWorld 2017).

CONTINUE
 The major benefits
 The number of officers that were involved in the process
of warrant search is reduced since process is done
digitally within few people involved
 The tedious paper work has also been reduced as the
number of documents that are currently printed
presented has been reduced by the digital system.
 The digital warrant search system has increase the
communication between court officials and other officers
within the system
 Knowledge workers that benefit from the initiative
 Knowledge workers that will benefit from the initiative
include judges, court clerks, police officers and clients or
those involve in court cases.
 Judges and court clerks are notified within a short period
of time to allow them review the search warrant within
the shortest time possible (Martín-de-Castro 2015).

PART C
 Business case for the solution
 The knowledge management solution that is used by the
organization fits the challenges that the organization faced.
 The organization has been battling with some cases that
are time sensitive such as alcoholism among motorists that
require faster warrant search processing and this has been
enhanced through application of knowledge management.
 Business goal of the organization
 Faster and efficient process automation system that will
help serve customers with limited time
 the level of the output that results from the implementation
of the solution justifies the usefulness of the KM system.
 Reduced cost of maintenance is another area the solution
needs to meet to be successful (KMWorld 2017).
 .

CONTINUE
 Traveling and transport has been eliminated as officers will
not have to travel to the central processing centre to
conduct manual search warrant process
 Financial justification in terms of ROI
 The solution has advantages that include low cost of
maintenance, reduced cost of paper work and other cost
that was incurred when using manual system.
 This therefore makes the return on investment (ROI)
feasible for the implementation.
 The cost is cut by 50% within five years and this is enough
for justifying the cost benefit analysis of the investment
 The success metrics
 the number of hours that was initially used during search
warrant has been reduced to 11 minutes (BerkOne 2018).

CONTINUE
 The system has also reduce the system upgrade time
with more than 325 users each requiring one hour per
machine, the team spent 325 hours on upgrades alone
 The solution continue to evolve in the future
 The technology used in court system especially in law
enforcement and security agencies needs thorough
evolution to increase more security checks.
 There are have been many concerns especially on the
security issues as many criminals nowadays target
security apparatus in order to perpetuate their crime
agendas.
 The solution need to conforms to the ever increasing
technological changes that keeps on advancement
 The technology need to involves other areas of
communication such as social media so as to increase
connectivity with other people (Hugh 2018).

REFERENCE
 Annie, P. (Jul 19, 2018) How Does Digital Knowledge Management Benefit Your
Businesses? This Webinar Offers Answers. Small Business Trends LLC. Available at
https://
smallbiztrends.com/2018/07/benefits-of-digital-knowledge-management-small-busi
ness.html
 BerkOne (2018) BerkOne Provides Electronic Warrants System to County
Government. Available at
https://www.berkone.com/case-studies/berkone-provides-electronic-warrants-syste
m-county-government
/
 Ganzaroli, A., De Noni, I., Orsi, L., & Belussi, F. (2016) The combined effect of
technological relatedness and knowledge utilization on explorative and
exploitative invention performance post-M&A. European Journal of Innovation
Management, vol.19, no.2, pp 167-188.
 Hugh, W. (5th Mar 2018) Digital Knowledge Management Helping Brands Remain
Visible: Q&A with Yext. RetailTechNews. Available at
https://www.retailtechnews.com/2018/03/05/digital-knowledge-management-helpi
ng-brands-remain-visible-qa-yext
/
 KMWorld (Mar 20, 2017) Indiana police digitally transform the search warrant
process. Available at
http://www.kmworld.com/Articles/News/KM-In-Practice/Indiana-police-digitally-
transform-the-search-warrant-process-117029.aspx
 Martín-de-Castro, G. (2015) Knowledge management and innovation in knowledge-
based and high-tech industrial markets: the role of openness and absorptive
capacity. Industrial Marketing Management, vol.47, pp 143-146.
 Torugsa, N. A., & O’Donohue, W. (2016) Progress in innovation and knowledge
management research: From incremental to transformative innovation. Journal of
Business Research, vol.69, no.5, pp 1610-1614. http://dx.doi.
org/10.1016/j.jbusres.2015.10.026.