Comprehensive Analysis of Knowledge Management System at Basket Case

This report examines the current state of the knowledge management system (KMS) at Basket Case, highlighting its reliance on a manual, paper-based process. The report identifies key issues, such as communication gaps, lack of digitalization, and difficulties in accessing information, which hinder efficient business operations. It explores the role of a new information manager, detailing responsibilities like website management, security, and employee training. The report also suggests file naming conventions for easy access, necessary website information to encourage online purchases, and methods for monitoring the effectiveness of the KMS software. Furthermore, it analyzes how the new KMS can assist in streamlining processes, emphasizing digitalization, automation, and improved data security. The report also discusses the implementation of a KMS at SCEI, including interviewing staff, customizing the system, and ensuring data security. Finally, the report outlines the steps for successful KMS implementation, including segmentation, benchmarks, and training programs, along with monitoring and documentation for continuous improvement.

Running head: KNOWLEDGE MANAGEMENT SYSTEM WITHIN BASKET CASE
KNOWLEDGE MANAGEMENT SYSTEM WITHIN BASKET CASE
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1KNOWLEDGE MANAGEMENT SYSTEM WITHIN BASKET CASE
Table of Contents
Assignment 2:..................................................................................................................................2
1. What is the existing knowledge management system (KMS) of basket case? What are the
current issues of KMN of Basket Case?......................................................................................2
2. What is the role of the new information manager?..................................................................2
3. What naming conventions could the new information and knowledge manager adopt to
store files on the network so that all the staff could find them?..................................................2
4. State the necessary information required on the website that would encourage customers to
purchase goods online?................................................................................................................3
5. How can the knowledge manager monitor the effectiveness of the knowledge management
software?......................................................................................................................................3
6. In your opinion how can the new knowledge management system assist in process
involvements of basket case?.......................................................................................................4
Assignment 3:..................................................................................................................................4
Step 1:..........................................................................................................................................5
Step 2:..........................................................................................................................................5
Step 3:..........................................................................................................................................6
References:......................................................................................................................................7

2KNOWLEDGE MANAGEMENT SYSTEM WITHIN BASKET CASE
Assignment 2:
1. What is the existing knowledge management system (KMS) of basket case? What
are the current issues of KMN of Basket Case?
The existing knowledge management system is a manual paper based process wherein
documents as well as notes are scanned and stores in the computers. As a result, employees have
a lack of understanding of the new business polies, the different departments find it difficult to
regularly communicate with each other, and there is a gap in communication due to lack of
digitalization. The process and the tasks are performed much slowly and there is a lack of
communication that causes misinterpretation of many important information that are sent from
one department to another. Most importantly, the managers do not have a clear understanding of
the latest polies as well as the rules and regulations that are implemented within the
organizations.
2. What is the role of the new information manager?
The new manager will be responsible to manage the new website content as well as its
design such as navigation through the different pages. He will design the button labels and their
utilities. He should ensure optimum security of the website by assigning unique security levels to
the different users of the website. He should also interview candidates and give feedbacks on
their level of understanding of the new knowledge management system. He should also carry out
internal audits as well as ensure that all legal requirements and copyrights of the new knowledge
management systems are met (Burke, 2013).

3KNOWLEDGE MANAGEMENT SYSTEM WITHIN BASKET CASE
3. What naming conventions could the new information and knowledge manager
adopt to store files on the network so that all the staff could find them?
Files on the network should be easily accessible as well as indexed so that the employees
can easily find them on the network irrespective of their formats. He needs to ensure orderly
arrangement of the elements in the order of retrieving the records in the day-to-day business. For
instance, if date is the parameter of records retrieval, the element of date should appear in the
beginning. Other suggestions of naming conventions can be using short but meaningful file
names to make it easy for the staff to find them. Words can also be delimited using capital letters
instead of spaces (Dalkir, 2013). A proper and systematic naming convention will ensure thhta
the files are easily found on the databases. It will also help the customers to exactly sort out the
item they are looking for, in the website. The employees within SCEI will also be benefitted in
taking any complex business decisions that makes use of results and outputs stores in numeric
figures in the databases or files that are stored in an encrypted format. Such encrypted data will
be easily found out using the simple file names.
4. State the necessary information required on the website that would encourage
customers to purchase goods online?
The website should have labels on the buttons so as to keep the customers informed about the
page they are about to open and make navigation simpler. Some parts of the website also need to
be password protected so that the customers feel safe about maintaining their profiles and
providing information, which in turn will build their trust in the website. Searching files will also
be easy in the website therefore the customers will find it easy to search for items they are
looking to purchase. These features will help the company to win the trust of their customers,
thereby increasing the chances of online shopping by them (Holsapple, 2013).

4KNOWLEDGE MANAGEMENT SYSTEM WITHIN BASKET CASE
5. How can the knowledge manager monitor the effectiveness of the knowledge
management software?
Employees should be interviewed in order to understand their level of understanding of
the new knowledge management system and the feedbacks regarding their level of understanding
and improvement plans should be provided. A computerized management system of the records
id also necessary to understand the information requirements of both employees as well as the
customers. The database that stores the important information of the organization should also be
monitored and maintained to ensure in time availability of the necessary information to the
employees as well as the customers.
6. In your opinion how can the new knowledge management system assist in process
involvements of basket case?
The knowledge management system will help the users to upload the documents as well
as the notes into the systems thereby implementing digitalization within the organization. This
will ensure there is a smooth flow of the different business processes. The existing hard copies of
the documents will be scanned and stored in the systems so that there is no gap in the processes
and the workflow within the organization (Ramazani & Jergeas, 2015). The different processes
such as online transaction by the customers, storing databases that contain important customer
information will all be maintained and monitored effectively by the new process management
system within the organization and much of the processes will be automate within the
organization (Hwang & Ng 2013).

5KNOWLEDGE MANAGEMENT SYSTEM WITHIN BASKET CASE
Assignment 3:
The knowledge management system of SCEI presently uses wisent that helps in
monitoring the number of students enrolled at SCEI, the number of units that are received by the
students, the staff member details as well as the academic progress.
Step 1:
The new knowledge management system is an improved version of the existing system and it
should be able to identify and analyze the requirements of SCEI by interviewing the different
staff there. Different staffs will give different viewpoints that will help to improve the MKS even
more. The needs will then be customized according to the needs of the organization.
Step 2:
After approval of the proposed knowledge management system, the developers will
create it as per the requirement of SCEI. The new KMS should be able to automate processes and
include more links and portals for the customers to easily browse through the website. It should
also ensure data security of the website (Fernandez & Sabherwal, 2014). Some of the important
guidelines and steps to successfully implement a knowledge management system within SCEI
care explained below:
- Everything should be first segmented into spaces. It prevents the problem of information
overload by providing the right information to the project manager at the right point of
time, when they need it (Pandey & Dutta, 2013).
- Monthly benchmarks should be set so that productivity can be maximized and deadlines
can be met in the course of the project lifecycle.
- Looking beyond customer satisfaction is again a trick so that important divisions of the
company such as the marketing, sales as well as the human resource teams are working in

6KNOWLEDGE MANAGEMENT SYSTEM WITHIN BASKET CASE
coordination, which again ensures a proper working of the KMS (Pemsel & Wiewiora,
2013).
- Training programs should be simplified and community plans and feedbacks should be
entertained for the betterment of the knowledge management strategy (Kerzner &
Kerzner, 2017).
Step 3:
The documentation of the lifecycle of the development of the knowledge management system
should be monitored and distributed among the SCEI staff to understand its different
functionalities. They should also provide feedbacks and further ideas of improvements of the
website. The steps that are explained above should be properly implemented and it should be
ensured that necessary changes are implemented in order to meet these needs (Masrek et al.,
2017). This will not only ensure a better knowledge management system within the working
operations of SCEI but also ensure improved customers satisfaction since most of the tasks will
be automated and the employees will also be able to meet deadlines. Leaders and managers will
also be helped in taking business decisions and ensure a smooth workflow within the
organization.

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References:
Becerra-Fernandez, I., & Sabherwal, R. (2014). Knowledge management: Systems and
processes.
Burke, R. (2013). Project management: planning and control techniques. New Jersey, USA.
Dalkir, K. (2013). Knowledge management in theory and practice.
Holsapple, C. (Ed.). (2013). Handbook on knowledge management 1: Knowledge matters (Vol.
1). Springer Science & Business Media.
Hwang, B. G., & Ng, W. J. (2013). Project management knowledge and skills for green
construction: Overcoming challenges. International Journal of Project
Management, 31(2), 272-284.
Kerzner, H., & Kerzner, H. R. (2017). Project management: a systems approach to planning,
scheduling, and controlling. John Wiley & Sons.
Masrek, M. N., Noordin, S. A., Yusof, N. I., & Sani, M. K. J. A. (2017). An Importance-
Performance Matrix Analysis (IPMA) on the Relationship Between Knowledge Creation
Abilities and Innovative Work Behavior. Advanced Science Letters, 23(4), 2686-2690.
Pandey, S. C., & Dutta, A. (2013). Role of knowledge infrastructure capabilities in knowledge
management. Journal of knowledge management, 17(3), 435-453.
Pemsel, S., & Wiewiora, A. (2013). Project management office a knowledge broker in project-
based organizations. International Journal of Project Management, 31(1), 31-42.
Ramazani, J., & Jergeas, G. (2015). Project managers and the journey from good to great: The
benefits of investment in project management training and education. International
Journal of Project Management, 33(1), 41-52.

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