Assignment based on Impact of Knowledge Management System (KMS) on the organization.
Client Info:
Mehdi Alinejad, Sales Engineer at Total Parking Solutions Inc. (totalparking.ca)
Field of business: Automated and semi-automated parking systems for buildings.
Organizational chart:
Permanent full-time employees: 2 persons, outsourced /part-time/ internship: 7 persons
Current Problem (briefly): All of our data are saved in different locations (PC, Google Drive, or
even hard- copy), which is hard to save or find the required data. Also, it cannot be accessed easily
from everywhere.
Some detail about the Problem:
• Data is saved in different locations: paper, pc, Google Drive, WhatsApp, and Telegram. So
we always have problems with where to save new data or where to find old data.
• We ran out of data storage in our computers and Google drive (high amount of data as well
as duplicated data)
• Some of our data are related to different subjects (e.g., a data sheet could be related to a
product and a project at the same time). So they are duplicated in different folders or
subfolders and even within the same folder. These duplicated saved data occupy data
storage space and make us confused during data access. A data cleaning app/software is
helpful.
• We need to give access to different users: different users, different access levels, un/limited
access time. The above organizational chart depicts users of the data.
• We do not have a search option for our stored date. Even if we search on the PC of Drive,
due to different locations of storage, and poor tagging/labelling, the suitable result is not
achievable. Moreover, the available search options will not find different contents that may
be related to our search.
• We need to classify our data as raw data (useful/junction), information, and knowledge.
• Our data should be appropriately classified and saved in the new data management system;
somehow, a new employee can find and understand everything with minimum/zero support
from the old employees (knowledge management).
Content (data to be managed in the new system):
– Video files (mostly from our projects)
– Image files (mostly from our projects)
– Chat texts or email texts (internal or external correspondence)
– Product’s data sheets
– Clients’ information
– Projects information (potential projects, current projects, finished projects,
maintenance/after-sales service projects,) – Marketing data
– Notes and schedules of our daily tasks/ projects, and deadlines reminder
Managing these different content as well as the users who access these contents is essential
for us.
Solution required: A digital data management system (Digital transformation) may be a
suitable solution.
Required: This is a business report to the CEO.
Minimum: 2000 words or 6 pages (apart from the cover page & references page).
Diagrams and tables to support your analysis should be included in the paper.
At least five academic references APA 7th edition should be included in this report.
Recommended: Get Guru Knowledge management system and Freshdesk Knowledge Management system
- Do a comparative analysis of both Knowledge Management systems to solve the problems and answer the questions below
- What kind of technology is needed in the organization to deploy the suggested KMS systems? What is needed at a desktop level, a network level, a storage level, and a mobile level?
- What kind of cybersecurity is needed for both KMS systems?
- What are the challenges to getting employees to use the suggested KMS systems? For each challenge identified, how will those challenges be mitigated?
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