INFORMATION MANAGEMENT SYSTEMS 1
Information & Knowledge Management Systems Analysis
The learning process of the information management system will take cognizant of the mere fact that not all employees should learn the entire system rather; specific areas for which they are expected use on a daily-basis. The objective of selective training is set to reduce possible level of slow down for implementation process as well as eliminate any form of frustration amongst the staff. Only the information technology-based employees will be subjected to holistic learning process while the rest will only be trained on specific features for which they will be expected to use on a daily basis (Rai, 2011). The level of resources that is needed for learning process involves expertise skills that can be outsourced from outside to execute the training process as well as purchase of enough personal computers for each of the employees involved directly with the system function. Evaluation of the training is indeed fundamental in this process since there are chances that some of the employees would find it a challenge to apply what they learned in the process.
The process of evaluating the effectiveness of the system amongst employees should seek to request for constant feedback from them through bi-weekly meetings or survey reports. It is likely that some of the employees would need immediate reinforcement of the learning process while others will have come up with possible improvements for the system.
The overall management of the system will entail the formulation of a clear and concise vision that would seek to attain desired end results. It would also focus on engaging different stakeholders for purposes of ensuring that proper efforts are made into coming up with successful adoption of the new system as a whole (Rai, 2011). To effectively manage possible problems and thus, risks, it would be proper to clearly identify them prior to implementation process. This is set to ensure that there is effective risk management strategies like risk aversion in order to steer through the issues at hand. In the course of implementing and therefore, application of the information management system, it is expected that the user engage the developer into understanding the capacity of the system to uphold necessary standards and legislation at hand. It is required that the system is able to store information related to different records at discretion and only the IT manager and other executive personnel are allowed access to this sensitive information. The system implementation should adhere to necessary legislation as permitted by the different government agencies. It should not be used to fraudulently access unauthorised information of other users. It is necessary for a stringent policy be put in place to guide staff on how to use the system while ensuring that implementation involves strong firewalls that restrict full navigation of the system at different stations.
Recommendations for improvement of the system will conducted after training and use by staff. The last phase of the implementation process would entail a feedback platform that would allow employees to come up with propositions regarding possible improvements on specific areas that seem complicated in nature.
An organisation can go ahead and improve on its overall performance for its underlying information system through incorporation of such elements of knowledge management system as knowledge, people and technological aspect. Knowledge is a component that can be fairly into an information system since it basically entails a collection of distinctive set of informational data. An effective knowledge component encompasses theories; opinions and ideas, which provides unique insights and understandings for improving on employees’ know-how capability. In fact, just like in a knowledge management system, knowledge in an information system is set to allow people function in a more intelligent manner (Rai, 2011). It remains to be an intangible asset for which its acquisition would propel complex cognition processess that relate to perception; reasoning and association amongst employees in a given organisation. Knowledge, as a component in information systems, is set to provide the capacity to act on certain pieces of information and as a result, transform it to a valuable component.
People are another component of knowledge management system that can be incorporated into an information system environment since they are the sources of knowledge (Rai, 2011). They are the source of talents; opinions and ideas that need to come up with effective information needed for further analysis and decision making process.
Technology is yet another element of KMS that can be adopted in information management systems especially since it fosters information and communication advancements while also providing a linkage between people and teams that are positioned in different parts of the world (Rai, 2011). It certainly permits activities related to codification of information thereby restricting unnecessary intrusion by external parties while at the same time ensure to allow an interactive model of communication through internet.
It involves the following steps; defining and comprehending the problem; developing possible alternative solutions; evaluation and selection of solutions and lastly, implementation of a chosen solution. Understanding this process would foster understanding requirements and expectations for each phase like feasibility issues and costs in evaluation phase and thereby come up with efficient suggestions.
For this case, communication to the management should be done in form of detailed reports sent to them in form of both hard and soft copies laying out the suggestions for improvements and benefits that would be enjoyed from executing these changes. To the junior staff, communication for improvement should be done through memos and internal-based meetings where detailed information will be reinforced by more training.
Aspects of the System
Security Capability; especially in regards to information storage, privacy and authorisation access.
Reliability aspect; for instance, finding out the degree of competitive advantage that emanates from its adoption.
Communication aspect of the system; which expounds on its ability to generate feedback through reports and other mechanisms.
The contingency would have been avoided in cases of slow-downs or even complete shutdown through devising a contract that comprehensive enough to allow for possible replacement or reinforcement of the system. The agreement with the suppliers should have focused on post-implementation process and revoke its viability in case of poor functioning.
I will definitely emphasis on the need for system performance analysis since it entails a critical phase of the implementation process. sometimes policies and procedures fail as a result of being unsuited with system functions hence it would be a risky affair to assume as opposed to gathering feedback that would likely foster suggestion for improvements of the system.
Rai, K. (2011). Knowledge management and orgnisational culture: A theoretical integrative framework. Journal of Knowledge Management, 15(2), 779-801.