Optimizing Healthcare with Knowledge and Information Management

This lesson learnt report focuses on the healthcare operations of T.A.R.D.I.S, a Tasmania-based healthcare organization. The organization aims to improve its business processes by merging data from new and existing systems using project integration management. The report identifies issues such as data redundancy, lack of communication, and security concerns, emphasizing the need for a robust information and knowledge management strategy. It explores how T.A.R.D.I.S can enhance decision-making, improve profitability, and gain a competitive advantage by focusing on communication, quality, cost, time, and resource management. The report also highlights the importance of data security measures like encryption and application firewalls to protect patient information and maintain data confidentiality. Furthermore, it emphasizes the need for technical and managerial expertise within the organization to address identified risks and improve overall system operations, ensuring high-quality medical facilities for patients.

Running head: KNOWLEDGE AND INFORMATION MANAGEMENT
Knowledge and Information Management
Name of the Student:
Nam of the University:

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Introduction
This lesson learnt report is focused on the healthcare operations operate by a Tasmania
based health care organization T.A.R.D.I.S. The groups of medical center offer quality
healthcare services to their patients. It also gives caring, specialized and friendly patient care
environment. The organization has developed a new medical center to improve the overall
business process including operations and functionalities. Due to lack of technical support and
surrounding infrastructure the healthcare organization was facing significant issues and
challenges those are needed to be resolved (Yeh 2016). It has been determined that if proper
technical support is being adopted by the company then it would be able to gain commercial
success and competitive advantages as well.
T.A.R.D.I.S has out sourced all the ICT requirements. The aim of the organization is to
merge all data stored in the new system and the existing system using proper approaches of
project integration management plan. T.A.R.D.I.S wants to become more ICT intelligent and for
that they need to focus on information and knowledge management strategies (Zhang et al.2015).
The changes that T.A.R.D.I.S would be able to avail after the implementation of Information and
knowledge management system are elaborated in the report. In other words how T.A.R.D.I.S can
become more ICT intelligent is also elaborated in this lesson learnt report.
Problems which are facing by T.A.R.D.I.S
After analyzing the current operational and functional activities of T.A.R.D.I.S it has
been identified that the company is facing major operational issues those requires immediate
mitigation actions. T.A.R.D.I.S is willing to expand their business from the current status to gain

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global economic growth and commercial success. The numbers of staffs and patients of the
organization is growing rapidly and managing large set of patient information and their health
record is becoming a major challenge (Alrubaiee et al.2015). It is responsibility of the company
associates to adopt the most suitable information and knowledge management strategy to
improve the business effectiveness and process efficiency as well. The major issues that the
company is widely facing include data redundancy (if same data are getting stored in the
database more than once, then it will consume excessive memory), lack of communication while
accessing information from the server. Due to lack of digital intelligent communication the
operators may fail to access information from the server while required.
The information needs to be accessed followed by professional project management
practices and security aspects as well. It is essential for the company associates and other
stakeholders to protect the server from data loss and sensitive data exposure. Some interview
sessions are also being conducted to identify the issues that T.A.R.D.I.S is actually facing and
requires elimination as well. It is the role of the company associates to govern the overall system
or business process towards the success. From the interview sessions it is identified that, the
experts working in the organization does not have enough technical and managerial experiences.
These identified risks are needed to be solved to eliminate various risks (Castaneda, Manrique
and Cuellar 2018). The other risk that has identified for the system is while accessing patient’s
information from the server it is failing to access information on time.

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The way through which T.A.R.D.I.S can ensure that the Information and
Knowledge Management needs of T.A.R.D.I.S are maintained
There are different ways through which T.A.R.D.I.S can make sure that all information as
well as knowledge management requirements of T.A.R.D.I.S are properly being maintained
throughout the project development life cycle period. It has been determined that with the help of
knowledge management approach most of the common business problems can be resolved. This
process helps to improve the decision making approach of any business organization. The
information and knowledge management approach is a systematic process that helps to capture
business values and also helps to create values as per the requirement.
A good knowledge management system can improve the overall organizational agility
and also make the decision making quicker and faster than the current. In order to make sure the
knowledge management is maintained T.A.R.D.I.S needs to focus on the different knowledge
areas such as communication management plan, quality management plan, cost and time
management and resource management. Each of the identified knowledge areas are required to
be managed and maintained by the project associates (Granados, Mohamed and Hlupic 2017). It
is the responsibility of the organization associates to make sure that all the members are
maintaining proper communication approach while interacting with each other. In addition to
this, the associates must follow proper risk management plan which means that before merging
the data stored in the new system and existing system, the potential risks are needed to be
identifies by the company associates.
In addition to this, the organization associates also requires to make sure that, proper
quality management plan in terms of quality plan, quality assurance and quality control are being

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followed and conducted by the company associates to deliver quality services to the project team
members and other associates. The T.A.R.D.I.S must include proper communication
management and stakeholder engagement plan as well to keep the stakeholders engaged to their
assigned role and responsibilities. The patient’s information is needed to be maintained with high
security of encryption, application firewall as well. The application firewall will successfully
protect server and information stored in the server. On the other hand, proper security aspects are
needed to be followed by the authority to convert the plain text into cipher text. According to this
approach only the authorized users would be able to access information from the server. It will
not allow any externals to hack or access information from the server without authentication and
professional permission (Larson and Gray 2017). The data confidentiality must be maintained to
protect the overall business process and system operations. The knowledge management system
will help to improve the decision making approaches along with improved profitability and
better development strategies. The system will help to identify the market trends, operational
efficiency and skills and knowledge of the working staffs. It increases the global competitive
advantages and economic success as well.
Billy also mentioned that “In 2016 and worked with an external provider to try and come
up and clarify what the purpose was for our business here and rather than a mission as such.
We're really focused on what our passion is and. Passion”. According to Billy there is a high
need to manage the passion associated with the organization so that they can have better control
over the project. After analyzing the situation it has been observed that the operational head of
the company wants to merge all the data that are stored within the database of the organization.
This will provide better way of managing the data within the organization. Thus form the report
it can be stated that the knowledge management that is required by the company can be obtained

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effectively. Within the report the contents related to choosing ICT intelligent organization is also
described so that it can provide better support towards the functions performed by the
organization (Meredith, Mantel and Shafer 2017). For understanding the performance of the
organization different interviews were conducted so that effective information can be gathered
from the interview. This will help in determining the information related to operational and
functional challenges that may varies from small sized to medium sized business.
Besides this the main purpose behind conducting the interview session was to identify the
needs associated with the knowledge management system and information management system
within the commercial business process. This provides a great advantage towards the
organization and also ensures that the major target set by the organization is being met. Apart
from all this in order to determine the behavior of US thinking five major values were identified
that helped in improving the business process. The major values that are associated with this
include integrity, confidentiality, availability, accessibility and usability. In order to understand
the development process of the system it becomes essential to determine the market heads so that
they can analyze the technology communication and information within the business effectively.
Apart from all this Billy also stated that “We have strong on access differentiations
depending on what role you're playing within the business. So for example where I work in the
administrative part of the business we have access to a drives that none of the other practitioners
contractors or staff can actually access (Raudeliūnienė, Davidavičienė and Jakubavičiu 2018). So
there's some differentiation there is things like clinical notes of course there's audits trials to see
who's going in and access to information but depending on what role you have you may not be
able to access everything.”

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After addressing all the components associated with the information management it can
be stated that managing the knowledge and information within an organization is a crucial thing
that is needed to be considered. T.A.R.D.I.S. is also concerned about delivering the high quality
products towards the staffs and other members working within the organization so that they can
maintain proper responsibility throughout the organization. For the purpose of managing the
quality it becomes essential to manage the quality plan so that they can have a better control over
the project components. It becomes the responsibility of the information technology officer to
address the technical requirements for providing support towards the infrastructure so that it
becomes easy determine the safety that is provided towards the data. This ensures that the system
is able to maintain the Data safety and ensures that no one gets the access over the data. It has
been observed that there is a huge need to implement proper measures so that it can reduce the
complexity associated with the information in the organization.
There is a huge need to develop an effective management plan that will address the
requirements of the quality so that they can manage the important knowledge within the project.
Hence it becomes essential to focus on the development process related to the organization by
informing all the major committee members related to T.A.R.D.I.S. The major phases that are
associated with the quality management plan include the quality plan, quality control and quality
assurance (Soomro, Shah and Ahmed 2016). In order to meet the demands of the organization
effective management approach is followed so that it can meet the basic requirements associated
with the working staffs. For determining the performance of the newly developed system in the
T.A.R.D.I.S. it becomes essential to implement proper security aspects that will help in
determining the encryption technology and will also ensure better way of protecting the data
from further attacks.

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Again an interview was being conducted with Billy for understanding the activities taking
place within the system. Billy stated that “So the business has been undertaking growth. Some
organic some startup and some acquisition. So the acquisition in February was the most sizable
but the organization has done and it has had. A great number of challenges which has meant that
we've now had to delay further acquisition or growth strategy for a longer period than we had in
mind. We're now looking at embedding and getting the business the structural cases that we need
like our strategy for I.T. in place and have everything. In a workable form and by the end of 2020
at which time we would then seek to grow.”
The main purpose of the organization is to provide high quality medical facility towards
the patients. Thus it becomes essential to manage the data effectively so that it does not get
impacted by the external attackers. This will provide support towards the healthcare organization
by ensuring that all the information related to the patients are protected within the system from
the hackers and unauthorized persons. With the use of system overall business efficiency can be
increased. The new system will ensure that the processing cost and processing time will get
reduced. If the system fails to determine the requirements than the confidentiality of the data will
get hampered (Nonaka and Toyama 2015). Thus it becomes essential to implement proper
authentication measures that will protect the data from getting breached. Beside all this the
healthcare organization has also decided to implement a plan for securing the data stored within
the database. Moreover it has also offered an effective way of connecting with the functional and
operational activities. This will ensure that the system is able to overcome the issues faced with
the functional management of the systems.

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The ways to become more ICT intelligent company
While implementing the information and knowledge management system it has been
observed that there are several advantages and disadvantages that come along with the
implementation of this system in the organization (Castaneda, Manrique and Cuellar 2018). With
the use of good knowledge management system it is expected that the organization will be able
to deliver effective products towards the customers. This has the potential to improve the overall
functioning of the systems. Beside this the organization needs to ensure that the system is able to
manage the time and costs associated with management plans (Kerzner and Kerzner 2017). This
are mainly associated with the operation system, and has the potential to impact the performance.
While implementing a new system it becomes essential for the organization to identify the proper
code of ethics sp that they can have the ability to merge the data stored within the system.
As the timeline gets increased the complexity of the process associated with the data also
gets increased. Moreover it is observed that with the use of manual data management system the
complexity associated with the system also increases. This tends to hamper the overall
performance of the system and also impacts the manual data management approach. Apart from
this it becomes essential to manage the communication that takes place within the structure so
that the performance of the company can be enhanced. It is suggested that there is a huge need to
use open communication strategy for the purpose of sharing information with the other team
members and team staffs. There are some technical issues that are identified within the company
that needs to be resolved so that it can ensure better productivity towards the organization.
This will identify the new system requirements and old system requirements. In order to
meet the requirement of newly developed system the top down approach is being followed so
that the system can meet the organizational objectives within the given time (Lopes et al.2017).

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The system must ensure that the operation limitations that arises needs to be mitigated effectively
so that it can provide better support towards the organization. Thus there is a huge need to have
an effective information transaction plan that will help in transferring the data to the required
fields. The company needs to follow proper knowledge management plan for the purpose of
improving the business process. This ensures that the operation that is taking place within the
system has the ability to maintain proper governance plan. It is expected with the implementation
of new system the behavior of the employees will gets improved as it will offer an effective way
of managing the tasks (Nonaka and Toyama 2015). With the use of comprehensive effort it is
expected that the system will be able to provide effective collaboration towards the people and
will ensure a better way of completing the work. The newly developed system has the potential
to optimize the investment made on the technology.
Conclusion
From the above report it can be stated that with the proper implementation of the
information management system the organization T.A.R.D.I.S will be able to enhance the
performance. This will ensure that the system is capable of making an effective decision that will
enhance the organizations overall performance. Apart from this it can be stated that the newly
implemented system will ensure better performance along with an increase in the profit margin
for the organization. The main reason behind implementing a proper system within the
T.A.S.D.I.S association is that it offers an effective way of managing the patients. The approach
that is described within the report will help in providing better support towards the change
management. This will ensure a better way of managing the activities and provides a better
knowledge area. Thus from the overall discussion it can be stated that the common challenges

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that are faced with T.A.R.D.I.S can be resolved effectively with the use of proper knowledge
management system and information management system. The main reason behind mitigating
these challenges is that the number of patients in the healthcare company has increased hugely
over the years thus it has become one of the major challenges. Thus there is a high need to
resolve the issues. The organization will be able to meet the requirements by implementing
effective information management services. It is expected that with the proper knowledge
management system the challenges can be overcome easily.

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