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1. Chapter 6 Knowledge Sharing Systems: Systems that Organize and Distribute Knowledge

2. Chapter Objectives To explain how knowledge sharing systems help users share their knowledge, both tacit and explicit: For tacit knowledge – systems utilized by communities of practice , particularly those that meet virtually For explicit knowledge - knowledge repositories To present the different types of knowledge repositories To demonstrate how sharing systems serve to organize and distribute organizational and individual knowledge

3. Knowledge sharing It is a two interaction of knowledge owner to knowledge seeker Results in joint possession of knowledge unlike information sharing Knowledge becomes useful resource of the organization when it smoothly flows among all members of the organization When knowledge is shared it becomes amplified, crystalized and a shared resource of the organization

4. Knowledge Spiral Individual Organizational

5. Knowledge sharing How SECI model of knowledge creation is used as platform for knowledge sharing? Socialization, Externalization Combination and Internalization

6. Corporate Memory Corporate Memory (also known as an organizational memory) is made up of the aggregate intellectual assets of an organization. It is the combination of both explicit and tacit knowledge. The loss of Corporate Memory often results from a lack of appropriate technologies for the organization and exchange of documents .

7. What are Knowledge Sharing Systems Systems that enable members of an organization to acquire tacit and explicit knowledge from each other. WWW is the main medium for knowledge sharing Knowledge markets that must attract a critical volume of knowledge seekers and knowledge owners in order to be effective as just other businesses do.

8. Knowledge Sharing ... Knowledge owners want to share their knowledge with a controllable and trusted group, decide when to share and the conditions for sharing, and seek a fair exchange, or reward, for sharing their knowledge. Knowledge seekers should also not be aware of all the possibilities for sharing, thus the knowledge repository will typically help them through searching and ranking, and want to decide on the conditions for knowledge acquisition

9. KS system ... Frequently mentioned system is document management system. Has repository as its core module that affords multiple access points. The document management system essentially stores information. The repository can be centralized or it can be distributed. Builds upon the repository by adding support to the classification and organization of information, Unifies storage and retrieval of documents over a platform-independent system.

10. Case Knowledge sharing system -- Ernst & Young Org. Its knowledge sharing systems Has a collection of 22 standardized computer-mediated tools Its KM infrastructure, KnowledgeWeb ( KWeb ), is home to more than 4,600 databases and Web sites that provide employees with access to internal and external resources including business, knowledge, intelligence, global news, and information. strong sociotechnical support system to help people effectively engage with these tools in practice. Has Knowledge centres in 10 countries supported by over 400 staff support employees.

11. Requirements for the Success of a Knowledge Sharing System Collection and systematic organization of information from various sources. Minimization of up-front knowledge engineering. Exploiting user feedback for maintenance and evolution. Integration into existing environment. Active presentation of relevant information.

12. Barriers to the use of Knowledge Sharing Systems Many organizations, specifically science and engineering-oriented firms, are characterized by a culture known as the ‘ not-invented-here syndrome ’. Organizations suffering from this syndrome tend to essentially reward employees for ‘inventing’ new solutions, rather than re-using solutions developed within and outside the organization.

13. Specific Types of Knowledge Sharing Systems Knowledge sharing systems are classified according to their attributes 1.    Incident report databases 2.    Alert systems 3.    Best practices databases 4.    Lessons-learned systems 5. Expertise locator systems

14. Types of Knowledge Repositories Knowledge Sharing System Originates from experiences? Describes a complete process? Describes failures? Describes successes? Orientation Incident Reports Yes No Yes No Organization Alerts Yes No Yes No Industry Lessons Learned System Yes No Yes Yes Organization Best Practices Databases Possibly Yes No Yes Industry

15. Lesson Learned Process

16. Purpose of LLS - to Support Organizational Processes Collect the lessons: Passive, Reactive, After-Action Collection, Proactive Collection, Active Collection, Interactive Collection Verify the lessons Store the Lesson Disseminate the Lesson: Passive dissemination, Active casting, Broadcasting, Active dissemination, Proactive dissemination, Reactive dissemination Apply the Lesson: Browsable, Executable, Outcome reuse

17. Expertise-Locator Knowledge Sharing Systems Goal: to catalog knowledge competencies, including information not typically captured by human resources systems, in a way that could later be queried across the organization to help locate intellectual capital. Significant challenge in the development of ELS, knowledge repositories, and digital libraries, deals with the accurate development of knowledge taxonomies . Taxonomies, also called classification or categorization schemes, are considered to be knowledge organization systems that serve to group objects together based on a particular characteristic.

18. Becerra-Fernandez, et al. -- Knowledge Management 1/e -- © 2004 Prentice Hall Characteristics of Expertise-Locator Systems ELS Name CONNEX (HP) KSMS (NSA) SPuD (Microsoft) Purpose of the system To share knowledge, for consulting and to search for experts To staff projects and match positions with skills To compile the knowledge and competency of each employee Self-Assessment Yes Yes, supervisors also participate in data gathering No, supervisors rate employee's performance Participation Only those who are willing to share Whole personnel Whole personnel in the IT group Knowledge Taxonomy US Library of Congress INSPEC Index Own Department of Labor (O*NET) Own Levels of Competencies No Yes Yes Data Maintenance User (nagging) User and Supervisor Supervisor Company Culture Sharing, Open Technology, Expertise Technology, Open Platform HP-9000 Unix Sybase Verity OS/2, VMS, and Programming Bourne shell. SQL MS Access

19. Case Study - SAGE The purpose of Searchable Answer Generating Environment ( SAGE) is to create a searchable repository of university experts in the State of Florida. www.sage.fiu.edu

20. SAGE Architecture

21. Technologies to Implement SAGE

22. Case Study – Expert Seeker Expert Seeker is an organizational expertise-locator KMS used to locate experts at NASA. The main difference between Expert Seeker and SAGE is that the former searches for expertise at NASA (KSC and GSFC), while the latter is on the Web and seeks expertise at various universities.

23. Expert Seeker Architecture

24. KM Systems to Share Tacit Knowledge To create a cultural environment that encourages the sharing of knowledge, some organizations are creating knowledge communities. A community of practice is an organic and self-organized group of individuals who are dispersed geographically or organizationally but communicate regularly to discuss issues of mutual.

25. Conclusions In this chapter you learned: What are knowledge sharing systems Design considerations for knowledge sharing systems Specific types of such systems: lessons learned systems, knowledge repositories, and expertise locator systems Case studies of ELS: SAGE Expert Finder, to locate experts in Florida. Expert Seeker, to identify experts at NASA. Communities of practice are important to share tacit knowledge.

26. Chapter 6 Register to Research gate which is a free knoweldge sharing platform Describe the main features of Research gate How it can support knowledge sharing How you can customize research gate to support knoweldge sharing in your organization Develop a prototype system based on research gate Can do it in group of two students Submission after one week from today

27. Review questions What is knowledge sharing What is its importance to the organization What are the different tools that can be used for knoweldge sharing What are the possible challenges and motivators for knoweldge sharing How Organization culture motivate or hinder knowledge sharing Do you think that web is a good technology for knowledge sharing? What is its limitation?