BPAM08-M1-CONCEPT OF KM PDF

KNOWLEDGE MANAGEMENT AND ICT FOR PA BPAM08 MODULE 1: Concept of Knowledge Management Mr. Manuelo C. Austria Jr. Instructor Tanauan City College Making education for all Tanaueños reality OBJECTIVES At the end of this lesson, students are expected to: Discuss what is kn...

KNOWLEDGE MANAGEMENT AND ICT FOR PA BPAM08 MODULE 1: Concept of Knowledge Management Mr. Manuelo C. Austria Jr. Instructor Tanauan City College Making education for all Tanaueños reality OBJECTIVES At the end of this lesson, students are expected to: Discuss what is knowledge Differentiate the two types of knowledge Illustrate the types of knowledge in philosophical context Tanauan City College Making education for all Tanaueños reality Topic 1: Introduction to Knowledge Management Tanauan City College Making education for all Tanaueños reality WHAT IS KNOWLEDGE? ✓ Knowledge has become a critical asset for nation’s pursuit of development. ✓ Globalization and the advancements in information and communication technology (ICT) during the 1980s and 1990s facilitated the growth in knowledge or learning networks. ✓ For effective public administration it is vital to promote integrative management culture by fostering a knowledge-supportive culture – including safe environment, ethical and mutually respectful behavior, minimal politicking, collaboration, and a common focus on delivering quality work without delay. Tanauan City College Making education for all Tanaueños reality WHAT IS KNOWLEDGE? ✓ The administration as well as in various public services. On the basis of the case of Pakistan some steps are recommended that could help developing countries to achieve higher quality of public services. Public administration can be considered as an ecosystem where different entities, from central government units to local authorities, and public sectors agencies interact, cooperate, and sometimes clash to achieve both general and private goals. Tanauan City College Making education for all Tanaueños reality  Knowledge management will assume a different shape and appearance in the government sector than in the private sector. The government’s ultimate directive is to better serve and protect its citizens not for profit orientation but also protecting all sort of issues related to public interest. According to Mikulecký (2021), the governments of the 21st century will only be capable “to anticipate a new age of sustainable human development if they ensure not only access to universal knowledge, but also everyone’s participation in a society of knowledge”. Tanauan City College Making education for all Tanaueños reality A vital aspect of the society’s success is the knowledge that its citizens possess, is made available to its public servants, and is embedded in structural and other intellectual capital assets that can be leveraged internally as well as externally. Knowledge management involves systematic approaches to find, understand, and use knowledge to achieve organizational objectives. According to Abubakar et al. (2019) managing knowledge creates value by reducing the time and expense of trial and error. In case of public organizations, it is most important to do the right things instead of doing things right. Being knowledge- intensive organizations, public administration’s professionals should be trained knowledge workers. Tanauan City College Making education for all Tanaueños reality The smooth conduct of knowledge-intensive organizational processes cannot be taken for granted. The need for knowledge management is argued in various government ministries in terms of the nature of the primary process, i.e., the process that concerns knowledge. The resources including natural resources, geographic location and intellectual capital are important for any society, largely depending upon the functions of how to leveraged and utilized. Comprehensive knowledge management for public administration is very essential because it can play a mid-role to make its function effective and competitive. Tanauan City College Making education for all Tanaueños reality Knowledge management governed by public administration in support of societal goals can provide broad benefits that allow the society to prosper and increase its viability by making its people and institutions work smarter and thereby increase the quality of life for its citizens. As an example, Pakistan is facing critical challenges, such as terrorism, corruption, and bureaucratic organizational structures and an aging work force among others. These challenges are creating a clear need for Pakistan’s governmental agencies to embrace knowledge management solutions. Tanauan City College Making education for all Tanaueños reality Although there is no one standard definition on knowledge, definitions by leading KM gurus share one common characteristic - knowledge increases capacity for effective action. Definitions by key leading KM gurus: “Justified belief that increases an entity’s capacity for effective action” ‒ Ikujiro Nonaka “I define knowledge as a capacity to act” ‒ Karl Erik Sveiby Tanauan City College Making education for all Tanaueños reality  “Knowledge is information that changes something or somebody — either by becoming grounds for action, or by making an individual (or an institution) capable of different or more effective action” ‒ Peter F. Drucker “Knowledge is information in action” ‒ Carla O’Dell, C. Jackson Grayson and Nilly O’Dell Essaides. Tanauan City College Making education for all Tanaueños reality  Types of Knowledge Explicit knowledge ✓ can be expressed in words and numbers and easily communicated and shared. ✓ It comes in various forms such as documents, books, manuals, procedures, rules and régulations, images, patents, database, etc. Tanauan City College Making education for all Tanaueños reality  Types of Knowledge Tacit knowledge ✓ In contrast, is found in the minds of employees (such as skills, experience, expertise and thoughts, etc.), the experience of customers, or the memories of past vendors, etc. ✓ Difficult to document, communicate, and share with others. Therefore, in order to share or transfer tacit knowledge, it has to be made explicit in some form that can be easily communicated to others, generally through codification or social interaction, etc. Tanauan City College Making education for all Tanaueños reality It is necessary, at this point, to understand the difference between ’knowledge’ and ’information’. When knowledge owners want to share or transfer their tacit knowledge to others, they do this by first making part of their tacit knowledge ’explicit’ (via speech, book, e-mail, presentation, etc.), which can be easily communicated to others. Their explicit knowledge is just information to the recipients until they in turn; choose to internalize it as their own tacit knowledge. In short, explicit knowledge will merely be information if it is not internalized by the recipients through the learning process. Therefore, the difference between the two: knowledge is internal to humans, whereas, information is external. Tanauan City College Making education for all Tanaueños reality Although explicit knowledge is believed to only be the tip of the iceberg of the entire body of knowledge, both explicit and tacit knowledge are important and complement each other. In fact, conversion of these two types of knowledge happens constantly, and through this conversion process, tacit and explicit knowledge expand in quality and quantity. To better understand the interaction between tacit and explicit knowledge, it is essential to understand different modes of knowledge conversion or knowledge transfer. Tanauan City College Making education for all Tanaueños reality Topic 2: Defining Knowledge Management Tanauan City College Making education for all Tanaueños reality The key common elements include the following: ❑ KM is an organizational strategy, practice, and approach ❑ KM is an integrated and systematic approach ❑ KM is closely linked to knowledge processes, which involve the processes of identifying, creating, storing, sharing, and applying knowledge ❑ Knowledge is leveraged to improve organizational performance Tanauan City College Making education for all Tanaueños reality Defined KM as follows: “KM is an integrated approach of creating, sharing, and applying knowledge to enhance organizational productivity, profitability and growth.” The definition covers all key common elements mentioned earlier. Two points need to be emphasized: Integrated approach KM is a holistic approach that involves multi-disciplinary systems to make it work. For example; commitment and direction setting from leaders, involvement of employees (owners of knowledge) at all levels from key functional units, and support from the IT system to enhance knowledge transfer and accessibility, etc. Tanauan City College Making education for all Tanaueños reality Creating, sharing and applying knowledge These are key steps of the knowledge process, which help facilitate at least one mode of knowledge conversion. The knowledge process, by itself, has no context. Therefore, it has to be embedded into work processes or practices of the organization, ideally, at all levels. If an organization can implement knowledge processes, which are embedded in all key work processes systematically and collectively, the productivity, profitability, and eventually growth of the organization will be dramatically improved. Tanauan City College Making education for all Tanaueños reality Knowledge management (KM) is generally defined as a set of new organizational practices with wide relevance in the knowledge economy. Knowledge management deals with any intentional set of practices and processes designed to optimize the use of knowledge, in other words, to increase allocative efficiency in the area of knowledge production, distribution and use. Tanauan City College Making education for all Tanaueños reality Government organizations worldwide are facing challenges as legislative, executive, and judicial bodies continue to evolve into an electronic work environment pushed by paperwork and cost reduction mandates, requirements to handle increased workloads with fewer personnel, and the rapid addition of electronic communication channels for use by taxpayers and citizens. Governments are often at the forefront of needing to adopt new approaches to electronic information management. Tanauan City College Making education for all Tanaueños reality Knowledge management tools have increasingly been recognized by most governments in the world as strategic resources within the public sector. Some of the common challenges that affect the public sectors worldwide include enhancing efficiencies across all public agencies, improving accountability, making informed decisions, enhancing collaboration and strategic partnerships with stakeholders, capturing knowledge of an aging workforce as well as improving operational excellence. It is also noted that knowledge management plays an imperative role in providing strategies and techniques to manage e-government content to make knowledge more usable and accessible. Tanauan City College Making education for all Tanaueños reality The term ’public sector’ refers to the functioning agencies and units at all federal, state, country, municipal, and local levels of government. The sector includes all agencies, government corporations, the military, and departments that perform some form of public service. Some authors argue that there are characteristics that differ between the public and private sectors. For instance, there seems to be varying degrees of executive control among the employees of these two sectors. Tanauan City College Making education for all Tanaueños reality Other differences include organizing principles, structures, performance metrics, relationship with end users, nature of employees, supply chain, sources of knowledge, ownership, performance expectations, and incentives, among others. In private sector organizations, due to multiple levels of control, efficiency is paramount. While economic efficiency is essential to operations in the private sector, the same may not be true for the public sector. Tanauan City College Making education for all Tanaueños reality Public-sector organizations focus on enactment of public policies, whereas profit, revenues, and growth are the organizing principles of the private sector. Even before the advent of knowledge economy, citizens were expecting the same level of service and standard from government agencies, similar to the private sector. Making the government ‘customer friendly’ is one of the many challenges facing public administrators. All too often, citizens complain that they wait too long in lines, get bounced around from office to office, and find government offices closed during the hours most convenient to the public. Improving government services and providing accurate information are the objectives of most governments. They are expected, rightly or wrongly, to be a model of efficiency, innovation and service quality. Tanauan City College Making education for all Tanaueños reality Knowledge management provides the overall strategy to manage the content of e-government byproviding knowledge organization tools and techniques, monitoring knowledge contents are updated accordingly, and availing all necessary information to citizens. Among the benefits of knowledge management are enhancement of governments’ competence, raising governments’ service quality, and promotion of healthy development of e-government. Tanauan City College Making education for all Tanaueños reality Decision making is an intrinsic aspect of public-sector activities. Ill- informed decisions can have far reaching consequences. Knowledge is raw material, work in process, and deliverable in any decision. Sound decisions and effective action rely on having the right knowledge in the right place at the right time. ’Right’ knowledge may be different for every decision. Some decisions require only surface knowledge, some require more investigation and evidence-based, some use tacit expertise, and others, creative insight, intuition, and judgment. Knowledge management practices are well placed to improve decision making. Tanauan City College Making education for all Tanaueños reality In the past 15 years, a large number of public agencies has embraced knowledge management practices with the quest of creating more innovative systems to connect people to information and knowledge. There are various examples in literature highlighting the successful use of knowledge management policies and solutions at various government levels. A challenge in the adoption of diverse knowledge management initiatives in the public sector is changing organizational culture. Based on the survey findings by the Organization for Economic Co operation and Development (OECD) in 2035, the factors motivating the establishment of knowledge management in the public sector are as follows: Tanauan City College Making education for all Tanaueños reality Concerns for efficiency and productivity stood out as the main motivators for establishing knowledge management practices as well as to minimize the duplication of efforts between divisions and directorates Improving transparency and outward sharing of information as well as improving working relations and trust within organizations Promoting life-long learning, making organizations more attractive to job seekers and improving work relations, and sharing knowledge with other ministries Tanauan City College Making education for all Tanaueños reality In particular, governments seem to face four critical issues. ✓ First, drive efficiencies across all public services, for instance, by connecting silos of information across different levels of government and across borders. ✓ Second, develop new or consolidating outdated systems to improve overall performance, and capitalize on a broader, more integrated, and more accessible knowledge base. Tanauan City College Making education for all Tanaueños reality ✓ Third, improve accountability and mitigate risk by making informed decisions and resolving issues faster, supported by access to integrated, transparent information across all organizational boundaries. ✓ Fourth, deliver better and more cost-effective constituent services such as enhancing partnership with and responsiveness to, the public, thereby clearly demonstrating higher returns on taxpayers’ money. Tanauan City College Making education for all Tanaueños reality There is nothing new to knowledge management. It is simply using established management tools such as performance management tools, human resources and incentives tools, new information technology, etc., through the perspective of improving knowledge sharing within an organization and with the outside world. Knowledge management requires not just automation of processes, but also cultural change. Experiences in large private-sector firms comparable with large central government organizations show that a good knowledge management strategy systematically encompasses all management tools at the disposal of top management. Tanauan City College Making education for all Tanaueños reality Principles of Knowledge Management Knowledge management principles ✓ are an enduring set of guidelines for managing knowledge that are established by an organization, program or team. ✓ Knowledge management is a political topic. ✓ After all, knowledge underlies everything your business does. Your strategies, programs, projects, processes and communications depend on knowledge. ✓ Your knowledge management program needs the support of executive management to have any chance of success. Tanauan City College Making education for all Tanaueños reality Principles of Knowledge Management Knowledge management principles ✓ Knowledge management principles define your high level approach to managing your organization's knowledge. ✓ They make a clear policy statement that align your organization around a knowledge management approach. Tanauan City College Making education for all Tanaueños reality Establishing principles is one of the most effective actions management can take to support your knowledge management program. 1. Knowledge is a Valuable Asset Knowledge management is based on the idea that knowledge is an asset that should be managed (just as capital assets are managed). Explicitly stating that knowledge is a valued asset makes it clear that teams are expected to manage and protect knowledge. Tanauan City College Making education for all Tanaueños reality 2. Knowledge is Stored in A Central Repository One of the biggest problems that knowledge management programs face is islands of knowledge. Teams and individuals have a tendency to horde knowledge in their own makeshift repositories. This principle makes it clear that everything goes into one central repository. Your knowledge repository (e.g. enterprise content management system) should allow teams and users to create their own knowledge spaces. Tanauan City College Making education for all Tanaueños reality 3. Knowledge is Retained Knowledge is retained according to organizational retention policies. Retention may be managed with a set health check criteria for knowledge. For example, knowledge that is old, unreferenced and unused may be pruned. 4. Knowledge is Quality Controlled Set the expectation that knowledge is quality controlled. For example, quality guidelines may state that document authorship (who contributed to knowledge) be captured. Tanauan City College Making education for all Tanaueños reality 5. Knowledge is Sustained A sustainable approach to knowledge management. For example, minimizing the resources used by knowledge repositories. 6. Knowledge is Decentralized Most knowledge management responsibilities lie with those teams closest to the knowledge. It's a bad idea to centralize all knowledge management processes. Tanauan City College Making education for all Tanaueños reality 7. Knowledge is Social Knowledge that sits on a shelf has no value. The value of knowledge depends on communication and socialization. The creation, assessment, improvement and use of knowledge is largely a social process. 8. Knowledge is Shared A primary goal of knowledge management is to facilitate the sharing of knowledge. Encourage your organization to share (e.g. lunch and learn sessions). Tanauan City College Making education for all Tanaueños reality 9. Knowledge is Accessible Knowledge is more valuable when it's accessible to a wide audience. Privacy and confidentiality prevent most organizations from sharing all knowledge. However, it's important to set the expectation that a valid reason is required to restrict access. The concept of accessibility also addresses access to knowledge for individuals with disabilities or special needs. Tanauan City College Making education for all Tanaueños reality 10. Knowledge is Secured Knowledge is your most valuable information. It's critical that information security best practices be followed for knowledge management processes and tools. 11. Knowledge is Searchable Search is a critical tool for knowledge discovery. Executive management may choose to make search a priority. Tanauan City College Making education for all Tanaueños reality 12. Work Produces Knowledge Set the expectation that every program, project, process and initiative is expected to generate knowledge. In some organizations, every meeting is expected to generate knowledge. 13. Knowledge is Measured Require teams to measure their knowledge management processes and knowledge assets. Tanauan City College Making education for all Tanaueños reality 14. Knowledge is Improved Knowledge that isn't improved quickly loses its value. Knowledge management is a process of continual improvement. Tanauan City College Making education for all Tanaueños reality Toward a Collaborative Organization Today’s complex and demanding work environments require collaborative organizations particularly in the public sector. Individuals and isolated groups are no longer effective to solve increasingly complex problems. Collaborative organizations work together to be more efficient and effective, and are characterized by new forms of structures and operations. Organizational structures should be more flexible to cope with problems more creatively. Rigid and simple bureaucratic structures cannot adapt quickly to changing environmental conditions. They are also operated to motivate workers to work together to accomplish demanding tasks. Tanauan City College Making education for all Tanaueños reality Beyerlein compared three levels of collaborative work systems: traditional teams, team-based organizations, and collaborative organizations. Although each level aims to increase the organization’s capacities to serve its customers, employees, and owners, there are significant differences among these levels. While the purpose of traditional teams is the better use of expertise at all levels of the organization, coordination and responsiveness are the key purposes of team-based organizations. In contrast, collaborative organizations aim at a fluid set of interdependencies existing inside and outside the organization. Tanauan City College Making education for all Tanaueños reality A modern network society certainly requires government organizations to collaborate together to serve citizens more effectively. Knowledge management is one of the essential elements in collaborative organizations since collaboration requires effective ways to share information and knowledge from different sources. In this regard, the use of information and communication technologies is particularly important because it provides capabilities to integrate information across organizational boundaries. Tanauan City College Making education for all Tanaueños reality Further, the role of public managers should be changed from command and control to facilitation and coordination. In this regard, the use of information and communication technologies is particularly important because it provides capabilities to integrate information across organizational boundaries. Tanauan City College Making education for all Tanaueños reality KM Increases Productivity and Improves Quality of Tasks or Services The more knowledge-centric a public organization becomes, the larger its direct impact to the productivity and quality of its tasks or services. International Enterprise Singapore improved its service quality by sharing key documents such as mission reports, and market and industry information, and transferring tacit knowledge from overseas business experiences through storytelling from senior to younger staff. This implies they are a knowledge-intensive public-sector organization. Tanauan City College Making education for all Tanaueños reality They have also successfully retained knowledge of officers who moved to another department, or left, or retired through the method that they called RACK (retention of all critical knowledge) within the organization. These resulted in maintaining and improving the quality of their knowledge- based advisory services delivered to Singaporebased companies to promote international trade. Tanauan City College Making education for all Tanaueños reality References Mikulecký, P. (2021). Knowledge Management implementation in Public services. www.academia.edu. https://www.academia.edu/48053222/Knowledge_Management_Implementation_in_Public_Services Abubakar, A. M., Elrehail, H., Alatailat, M. A., & Elçi, A. (2019). Knowledge management, decision- making style and organizational performance. Journal of Innovation & Knowledge, 4(2), 104–114. https://doi.org/10.1016/j.jik.2017.07.003 https://study.com/academy/topic/knowledge-management-overview.html https://www.studocu.com/ph/document/kalinga-state-university/enthomology/knowledge- management-in-public-administration/48646847 Tanauan City College Making education for all Tanaueños reality  Thank You and God Bless Tanauan City College Making education for all Tanaueños reality