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Knowledge Management Systems

State Enterprise Training

Nic Stephen

on 31 July 2014

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Transcript of Knowledge Management Systems

Structured Learning Pathways
What is the expected level of performance required at the end of the learning?
How will you evaluate the learning against this outcome?
What are some of the possible ways?
Observational; Questioning; Written; Alternative
Evaluation is very important to check the effectiveness of the training.
This then allows you to eliminate any ineffective training or time wasting and identify where improvements could be made in the future.
Principles of triangulation
5. Evaluating the Learning
A training needs analysis involves performing a job analysis, followed by a skills audit

Job analysis involves developing a description of tasks involved in a job and then ascertaining the knowledge and skill necessary for an employee to successfully perform the job

What is the distinction between knowledge & skills?
How would you go about determining the knowledge and skills required to competently perform a job?
1. Needs Analysis
AS5307:2005 is normative in nature not prescriptive.

34 “enablers” that foster an effective KM system.

Enablers are the 'tools, techniques and activities' used to implement KM initiatives or, as they are termed in the Standard, 'knowledge interventions' (SA 2005:35).

KM is a trans-disciplinary approach to improving organisational outcomes and learning, through maximising the use of knowledge.

KM is about innovation and sharing behaviours, managing complexity and ambiguity through knowledge networks and connections, exploring smart processes, and deploying people-centric technologies.
7. Australia Standards on Knowledge Management (KM) AS5307:2005
Govt. must comply with 11 Information Privacy Principles (IPPs)

The IPPs also give individuals the right to access the information that government agencies hold about them and correct it if it's wrong.

State and Northern Territory government agencies are not covered by the Privacy Act.
Government Agencies & Privacy
Paper-based filing system, spreadsheet or database?
What hardware is required?
What are the future requirements of the system
Security of the data?
The storage of the data?
How will the data be maintained and kept up-to-date?
Where and how do we get this data?
Is it the best source?
Manually or electronically entered?
Is it most efficient?
Is it easy to use?
What standards are required to be achieved (procedures required)?
Quality of the process (eg. Errors, efficiency etc)?
Is there training required to meet the standards required?
Managing Information Systems
Knowledge Management Systems

Resources can be:
Materials; Equipment; Money
Support; Coaching; Replacement staff
Credibility; Motivation

Select a learning partner with appropriate skills and experience to the task at hand.
The learning partner should be someone whom is respected by the learners to maximise the effectiveness of the session

Certain times of day may be more suitable than others to undertake learning. Eg. you may be at your least effective after lunch when you are feeling lethargic.
Other times to consider avoiding may be immediately before a holiday period, near deadlines or when a large, new project has been introduced.
Aim for times when you will be able to obtain maximum focus and concentration from the learners.
Learning and development can be undertaken
3. Learning Pathways
Once a job analysis is performed then a skills audit needs to be undertaken

A skills audit is the act of comparing the current skills and knowledge of an individual against the required skills and knowledge as determined by the job analysis

A skills audit is performed to identify the learning needs of staff members

Skills audit can be performed for individuals or teams
2. Skills Audit
Needs analysis
Skills audit
Learning pathways
Learning plans
Recording training
The Learning System
Express the employer’s/organisation’s commitment to the issues

Include a commitment to comply with relevant legislation

Be dynamic and relevant to the organisation’s overall vision and objectives

Specify the responsibilities of managers, supervisors and employees in achieving the goals in relation to the policy

Be signed or authorised by the most senior person in the organisation
Include an issue and review date
Be documented and communicated throughout the organisation
Developing an Information Management Policy
Freedom of information legislation is the right for an individual or body to ask for, and access, government held information.

The requester does not usually have to give an explanation for their request, but if the information is not disclosed a valid reason has to be given.

Tasmania passed the Freedom of Information Act in 1991
Freedom of Information
When your business collects and uses personal information, you need to protect and respect your customers’ privacy.


For further information go to www.privacy.gov.au
Complying with Privacy Laws
In 2001 new privacy provisions in the Privacy Act 1988 came into effect which included private sector organisations.

These privacy provisions apply to businesses (including non-profit organisations) with an annual turnover of +$3m and health service providers.

If your business is covered by the Privacy Act, you need to comply with 10 National Privacy Principles (NPPs).

The NPPs are rules that set out how businesses may collect, use, store and disclose personal information.

They also give your customers a right to access the information you hold about them and correct it if it's wrong.
4. Private Business & Privacy
Personal information is protected by the Privacy Act 1988.

The Privacy Act 1988 is a piece of legislation and therefore constitutes the law

The Privacy Act contains rules on how Australian agencies and private sector organisations are allowed to collect and handle your information.
Our Laws ..... The Privacy Act
Dealing with Personal Information
Data collected by your organisation will include private and confidential information about your clients

Australia has strict laws and regulations that govern this

All organisations should have a policy and/or procedure on how to effectively and legally manage it
How could Hank promote and support the use of the new system with his team?
Promoting the IS to the Team
What specific information is required as an output?
Format and presentation of the output information?
Accessibility to the information output?
Useability of the information?
Responsibilities associated with the information?
Is there training required to effectively use the output information?
We all use various types of ISs to collect, sort, manage and report on information.
Information Systems (ISs)
Manage the use of information or knowledge management system
Review the use of information or knowledge management system, including privacy and confidentiality obligations.
Organise learning to use information or knowledge management system
Today’s Outcomes
Today’s schedule
Morning Break 10.30am
Lunch at 12.45pm
Evacuation Procedure
Reading Material
Attendance Sheet
This resource is copyrighted to State Enterprise Training except as permitted by the Copyright Act 1968 (Cth) or unless you have obtained specific written permission of State Enterprise Training, you must not:
·Reproduce or photocopy this resource in whole or in part
·Publish this product in whole or in part
·Cause this product in whole or in part to be transmitted
·Store this product in whole or in part in a retrieval system including a computer
·Record this product in whole or in part either electronically or mechanically
·Resell this product in whole or in part
Who participated
When the training occurred
Who delivered the training
Results (if any)
6. Training Records
Once you have considered and planned for all the elements of the training, you can then develop a training plan for the training required to be performed.
A Training Plan Matrix
A. The learning priorities
Learning needs require prioritising. This is because of the inability to meet all learning needs simultaneously.
The prioritising of such needs should be in line with your business requirements

B. The appropriate learning method
On-the-job or Off-the-job?
4. Effective Learning Plans
Organisations and individuals must be continually learning to stay up-to-date with new knowledge and changes to practice and process that this brings
Learning & Development
Collection of information
Storage and security
Recording, access and alteration
Accuracy, relevance and limitations, and
Privacy and Confidentiality Legislation
Consider the key IS components of your Aurora bill
Activity 1
Components of an IS
Areas / Departments
Skills Knowledge required
Information Systems used
@ your Workplace
An IS Visual
“Information is a source of learning.
But unless it is organized, processed, and available to the right people in a format for decision making, it's useless.”
The reason for today...
Knowledge is Power
Learning pathway
Cost, and
Activity Five: Learning Strategies
What is the knowledge required?
What are the skills required?
Activity Four:
Preparing a Job Analysis
Activity Three: Develop a Information Management Policy
In groups of 4-5
Develop an IS for the case study.
Activity 2 – Case Study
Develop an IS
A library catalogue
A customer database
A phone book
Your electricity bill as an output of an IS
Financial reports as an output of an IS
transaction processing systems;
office systems;
knowledge management systems;
database management systems;
workplace safety systems.
Management Program
By the end of today’s unit you will have the skills and knowledge to effectively:
Copyright warning
Knowledge empowers individuals and organisations:
Therefore knowledge empowers individuals and organisations to make informed and effective decisions
"Knowledge is the right information put into use in the right way at the right time,

"Information is merely the amalgamation of various data sets within a specific context.
Well-balanced decisions require good information
"A system that converts data from internal and external sources into information, and communicates that information, in an appropriate form and format"
A definition of an information system can be:
An IS supports the operations, management, and decision-making functions of an organisation.
Examples of ISs include:
When developing and managing the use of an IS you need to consider the following:
The input into the system?
The processing of the data?
The output from the system?
The Privacy Act 1988 outlines 11 information principles.
These can be grouped into the following:
What should it include?
Individually or in pairs develop a information management policy that can be applied to your organisation.

Identify how you would monitor the policy for compliance and effectiveness?
An effective learning system in an organisation should encompass these important elements:
To determine the learning needs of the staff, a training needs analysis should be conducted
Prepare a job analysis for the task of inputting into Hank’s IS that you developed at Activity 2.
Q: What are the benefits & pitfalls of each?
Different learning styles
Effective learning pathways encompass a range of learning methods
To ensure that learning is effective you need to consider the following:
C. The appropriate learning time
D. An appropriate learning partner
E. The goals for the learning
Clearly establish what is to be achieved through the learning plans.
Identify what will need to occur to achieve what you have set out to do.
F. Required Resources (including costs)
Training plans can then be distributed to all key stakeholders and used as the basis for action, review, and evaluation.
Prepare a structured learning pathway for the job of inputting into Hank’s IS that you developed at Activity 2.
Training records include:
Info Systems - what are they?
Managing an IS
Dealing with info
Privacy & freedom of info
Learning & Development
Training needs analysis
Skills & job analysis
Learning plans & pathways

Take 5 minutes to consider...
3 x SKILLS you have
3 x areas of KNOWLEDGE
3 x things you are EXPERIENCED in
So, today's Equation
+ Understanding
= Good Decision Making
& Healthy Business
Key to success
The Basics...
What happens in your organisation?
Team Knowledge
Remember, today's Equation
+ Understanding
= Good Decision Making
& Healthy Business
Knowledge V's Information
Info Systems - what are they?
Managing an IS
Dealing with info
Privacy & freedom of info
Developing a policy
Learning & Development
Training needs analysis
Skills & job analysis
Learning plans & pathways
Why is learning so Important?
The old website
The New
Take 5 minutes to consider...
3 x SKILLS you have
3 x areas of KNOWLEDGE
3 x things you are EXPERIENCED in
The Knowledge
Consider your next role / career goals
What skills / knowledge would you need?
Where would these come from?
Who would help?
How would you make the transition?
The Basics
Legislation underpins
Information based
Why is it important?
( Let's consider a personal perspective )
Will Taylor's Competency Model
to understand the problem
to understand the range of possibilities
to understand the consequences
Full transcript