Research Proposal: Implementing KMS at Royal Perth Hospital

This project is a comprehensive research proposal for the implementation of a Knowledge Management System (KMS) at Royal Perth Hospital. It begins with an executive summary and a covering letter addressed to the IT Manager, highlighting the benefits of KMS in enhancing resource productivity, customer satisfaction, and profit margins. The proposal includes a detailed SWOT and PESTLE analysis, identifying internal strengths and weaknesses and external opportunities and threats. It justifies the chosen system with financial and schedule feasibility studies and outlines strategic goals. The project encompasses system analysis, design specifications, and high-level requirements. It also addresses development, testing, and implementation strategies, along with post-implementation activities, project management, change management, and risk management. The proposal concludes with a project plan and references, aiming to provide Royal Perth Hospital with a clear roadmap for successful KMS adoption.

Running head: KMS IN ROYAL PERTH HOSPITAL
Covering letter
Mr. Steven Smith
IT Manager
Royal Perth Hospital
Victoria Square, Perth WA 6000, Australia
Respected Sir,
I would like to congratulate you for the growth of the IT team in this healthcare organization
in your tenurity. I would like to inform you that this healthcare organization has diverse
categories of resources and each of them contributes for the growth of this organization. On
the other hand, I would like to inform you that the incorporation of a Knowledge
Management System can be very much beneficial to enhance the productivity of the
resources. Customer satisfaction and overall profit margin will be boosted if this system is
introduced in this business.
The strategic alignment of the KMS will be demonstrated throughout this research proposal
along with two different categories of feasibility studies and environmental analysis.
I am looking forward to receive a response of sponsorship and approval from your side so
that KMS can be successfully enacted in this organization.
Regards,
PLEASE INSERT YOUR NAME

1KMS IN ROYAL PERTH HOSPITAL
KMS in Royal Perth Hospital

2KMS IN ROYAL PERTH HOSPITAL
Executive Summary
This research proposal was shaped to propose the IT manager of Royal Perth Hospital for
the enactment of a new Knowledge Management System (KMS). KMS which is going to be
introduced in this organization will be a shelf product and it will be added to the computer
systems which are used by the employees of this organization. The organization aims to
improve the services and enhance the productivity of the resources. Sharing of Knowledge is
one of the prime challenges which are faced in this business organization. Environmental
analysis of this organizations helps in understanding the challenges faced in this hospital such
as staff management and limited service lines, the opportunities of this business includes
the introduction of new technologies and government regulations and changes in
insurances are the prime threats of this business. The dynamic interest rates from the
government have an economic impact in this business, the changing expectation have the
social impact on this project. Technological impacts like customized treatments and legal
impacts like consumer protection laws also have a huge impact in this business. The in-
scope of this project includes the enactment of KMS, and the out scope is the lack of training
session.
The financial feasibility suggests that this project is economically feasible as the break even
occurrence is 2.12 year and the schedule philosophy suggests that if schedule is completed
phase wise then the project is expected to be completed within 116 days. The detailed high
level requirements recommendations will be demonstrated in this research proposal in a
detailed manner which can help this organization to obtain the planned objectives. The
notable risks of this project are disruption of the business process, unavailability of resources,
management issue and unavailability of resources. Unavailability of resources can have a
maximum effect on this project. The significance of the use of project management tools,
risks management and change management shall be explained in this research proposal
briefly as well. The strategies required to deal with the identified risks of this project. Post
implementation activities such as the training session for the employees will be very much
significant to enhance the work performance after introducing KMS.

3KMS IN ROYAL PERTH HOSPITAL
Table of Contents
1. Introduction............................................................................................................................5
1.1 Drivers of KMS................................................................................................................5
1.2 Business focus of Royal Perth Hospital...........................................................................6
1.2.1 Success drivers..........................................................................................................6
1.2.2 Current and future state process................................................................................6
1.2.3 Customer change benefits.........................................................................................7
2. Opportunity Statement...........................................................................................................7
2.1 SWOT Analysis...............................................................................................................7
2.2 Pestle Analysis.................................................................................................................8
2.3 Problem Statement...........................................................................................................9
2.4 Problems faced in Royal Perth Hospital..........................................................................9
2.5 Opportunities of KMS......................................................................................................9
3. Justification of the chosen system........................................................................................10
3.1 Financial feasibility........................................................................................................10
3.2 Schedule philosophy......................................................................................................11
3.3 Strategic goals of the business.......................................................................................12
4. System Analysis and System Design...................................................................................12
4.1 Specifications of the KMS.............................................................................................14
4.2 Design of proposed system............................................................................................15
4.3 High Level Requirements..............................................................................................16
4.4 Solution options evaluation and recommendation.........................................................17
4.4.1 Advantages and drawbacks of recommended option..............................................17
5. Development........................................................................................................................18
5.1 Testing............................................................................................................................18
5.2 Implementation..............................................................................................................18
6. Post implementation activities.............................................................................................19
7. Project management.............................................................................................................19
7.1 Change management......................................................................................................19
7.2 Risk management (RAID)..............................................................................................20
7.3 Project plan.....................................................................................................................22
8. Conclusion............................................................................................................................22
9. Reference list........................................................................................................................24
10. Appendices.........................................................................................................................27

4KMS IN ROYAL PERTH HOSPITAL

5KMS IN ROYAL PERTH HOSPITAL
1. Introduction
Knowledge management (KM) therefore implies a strong tie to organizational goals
and strategy, and it involves the management of knowledge that is useful for some purpose
and which creates value for the organization. KMS can be defined as the type of system
which is very much useful to enhance the dynamic capabilities of a business or an industry
(Santoro et al. 2018). The transience of the knowledge workers can also be addressed with
the help of this system. The transfer and the other uses of knowledge can be enhanced if a
KMS is introduced in a business. This system can be very much useful to provide a
competitive edge for any commercial establishment (Coyne et al. 2016). There are numerous
categories of knowledge management challenges which are faced in healthcare organizations
such as the measuring the knowledge contribution of the resources, data interpretation
and maintain security of the knowledge (Manogaran et al. 2017).
This research proposal shall be very much significant to understand and identify the
role of a KMS to deal with the KM challenges in a healthcare organization. This proposal
shall have many sections and each of these sections will be very much useful to identify the
effectiveness of a KMS to deal with the challenges faced in Royal Perth Hospital.
1.1 Drivers of KMS
The drivers of knowledge management can mainly be categorized into six important
weighing factors: organizational culture, organizational framework, personnel, information
technology, knowledge strategy, and innovation
Business drivers Technology drivers External drivers
The work procedure of the
business can be enhanced
New technology can be
incorporated in the business
Relation with the external
stakeholders can be enhanced

6KMS IN ROYAL PERTH HOSPITAL
after the introduction of
KMS.
with the help of KMS. The
business operations can also
be enhanced after the
introduction of KMS.
in the first place using the
KMS.
Table 1: Drivers of KMS
(Source: Created by author)
1.2 Business focus of Royal Perth Hospital
 Vision: The vision of this healthcare organization is to provide good quality
products and services to each of the consumers (Rph.health.wa.gov.au. 2020).
 Purpose: This organization aims to enhance their existing net profitability and also
provide highest standard of service to the consumers.
 Objective: The prime objective of this organization is to protect and promote the
health of the entire surrounding community due to the cultural diversity of the
people of Perth.
High level benefits and constraints: The high level benefits of the KMS are
improvement of the organizational agility of the organization, decision making, enhanced
rate of innovation, better communication and enhanced business processes (Salazar et al.
2018). The constraints of the KMS are management are organizational control and
management of the control and economic returns.
1.2.1 Success drivers
Scope Time Quality Cost
The project shall
aim to solve the KM
challenges of this
healthcare
organization.
The time required for
this project is 4
months and each of
the activities of this
project must be
completed within the
Resources of this
project must be hired
on the basis of the
experience of
working in similar
projects.
Cost management
procedure gas to be
maintained at each
level so that the
project finishes off
within the allocated

7KMS IN ROYAL PERTH HOSPITAL
allocate time. time.
Table 2: Success Drivers of the project
(Source: Created by author)
1.2.2 Current and future state process
There are diverse categories of processes which are there in this healthcare
organization such as the dermatology department and cardiac rehabilitation (Oseledchik,
Ivleva and Ivlev 2018). The future state procedures include the research and development
team of this organization.
1.2.3 Customer change benefits
This healthcare organization aims to enhance the experience of the customers
which can be useful to increase the business profit of this business. The introduction of the
KMS can be very much useful to enhance the operational efficiency of this business as
well.
2. Opportunity Statement
An opportunity statement is a carefully crafted explanation of the current
undesirable situation, its impacts, and the ideal state you prefer instead. The rapid changing
business environment of the healthcare organizations can be managed using a KMS. The
decision making abilities of the institution might also be enhanced after the installation of
KMS. It can also be said that the introduction of a KMS can be very much useful to manage
the shared data of healthcare organizations.

8KMS IN ROYAL PERTH HOSPITAL
2.1 SWOT Analysis
SWOT analysis is an incredibly simple, yet powerful tool to help you develop your
business strategy, whether you’re building a startup or guiding an existing company. SWOT
stands for Strengths, Weaknesses, Opportunities, and Threats.
Strength Weakness Opportunity Threats
Market reputation of
Royal Perth Hospital
is the prime strength
of this healthcare
organization.
Staff management is
a huge problem in
this organization.
Introduction of new
technologies can be
very much useful to
enhance the net profit
margin of this
organization.
Government
regulations are the
most significant
threat of tis business.
The cost of the
services is lower than
the other healthcare
organizations of the
community.
Limited service lines
are the other
weakness of this
business.
Lack of dominant
competition is also
an opportunity for
this organization.
Changes in insurance
plan are the other
weakness of this
business.
Table 3: SWOT analysis
(Source: Created by author)

9KMS IN ROYAL PERTH HOSPITAL
2.2 Pestle Analysis
A PESTEL analysis or PESTLE analysis (formerly known as PEST analysis) is a
framework or tool used to analyse and monitor the macro-environmental factors that may
have a profound impact on an organisation's performance. This tool is especially useful when
starting a new business or entering a foreign market.
Political Economic Social Technology Environmental Legal
Control of
government
policies on
the use of
equipment
used in the
hospital.
Dynamic
interest
rates from
the
government.
Changing
expectation
of the
consumers
has a direct
impact on
this business.
Customized
treatments
can have a
huge impact
on this
business.
Natural
disasters have
minimum
impact on the
growth of this
business.
Consumer
protection laws
have minimum
effect on this
business.
Changing
tax laws
have a huge
impact on
this project.
Higher cost
of
technologies
in this
hospital.
The
incorporation
of social
networking
technologies
can also have
a huge
impact on
this business.
Technological
advancement
like big data
can have a
huge impact
on this
business.
Creation of
new
environmental
policies also
has least
impact on this
business.
Anti-trust laws
are very much
useful in this
organization to
maintain a
good relation
with the
consumers.
Consumer
protection
laws also
have a
direct on
this
business
Credit
availability
is the other
economic
factor which
affects this
business.
Recycling
standards
helps this
organization
to have a
competitive
edge over the
other
healthcare
establishments
in Perth.
There are no
real impacts on
this business
due to the copy
right and the
patent laws.
Table 4: PESTLE analysis
(Source: Created by author)

10KMS IN ROYAL PERTH HOSPITAL
2.3 Problem Statement
A PROBLEM STATEMENT is a concise description of an issue to be addressed or a
condition to be improved upon. It identifies the gap between the current (problem) state and
desired (goal) state of a process or product.
For Direct Indirect
Who Internal stakeholders Consumers of the business
THE KMS Management of resources of
the business
IS A Dynamic capability of the
business can be enhanced.
Decision making procedure
will be enhanced.
THAT WILL Efficiency of the resources
can be enhanced.
Consumer satisfaction.
UNLIKE Demotivated resources of the
healthcare.
Data interpretation
OUR RESOLUTION Motivation of the resources
is expected to improve.
Data management capability
of the business can improve.
2.4 Problems faced in Royal Perth Hospital
The positioning of each of the resource is one of the most severe problems which
are faced while sharing huge amount of knowledge (Senthilkumar et al. 2018). Data
management is one of the major challenges faced by IT team of this hospital due to the
presence of the distant stakeholders such as the supplier of the equipment of the operation
theatres (Wang and Wang 2016). Cultural diversity is the other major reason behind the
lack of trust and mutual understanding between the employees of this hospital (Betancourt
et al. 2016). Fear of losing competitive edge is the other issue which is having an adverse
impact on the productivity of the researches.
2.5 Opportunities of KMS
Knowledge management systems refer to any kind of IT system that stores and
retrieves knowledge, improves collaboration, locates knowledge sources, mines repositories

11KMS IN ROYAL PERTH HOSPITAL
for hidden knowledge, captures and uses knowledge, or in some other way enhances the KM
process
Sharing on knowledge is much useful for the employees of this healthcare
organization to created new and innovative services for the potential consumers of this
organization (Loebbecke, van Fenema and Powell 2016). On the other hand, it can also be
said that the incorporating a KMS can provide this hospital a competitive edge over the other
hospitals in Perth (Wan et al. 2017). The consumer experience of this healthcare can also
get enhanced after KMS is installed. Refinement and sharing of data in this organization
can also be enhanced in the first place with the help of the KMS (De Montalvo 2017).
3. Justification of the chosen system
In-Scope Out Scope Unsure Scope
KMS is expected to improve
the knowledge management
ability of the healthcare
organization.
No training session will be
provided after the
introduction of KMS in the
organization.
There will be no maintenance
of the KMS once it is
incorporated in the business.
Table 4: Scope of the project