Part -1:

Assessment

1. Knowledge Management systems - This is a system which refers to or uses and Information Technology system to store and retrieve knowledge and information. The KMS (Knowledge Management System) improves collaborations, locates knowledge sources, mines repositories for hidden knowledge, captures and uses knowledge and enhances knowledge management processes.

Commonly knowledge management systems are used in business administration as the information which is collected is essential to the business and must be stored in a location which is easily accessible.

The following activity has been designed for all learners to complete.

a. When researching a knowledge management system for your company why should you first consult with stakeholders about the type of knowledge management system to use?

b. Give examples of how you might collect information from internal and external stakeholders

2. Consider a system which provides information to external stakeholders; for example, allowing suppliers to provide quote information or customers to make purchases (You can use the Xerox system to complete the table.)

a. Objectives of the system
 What methods of training will be used to train the stakeholders?  Who will develop the training materials?  What resources are required?  How would you conduct follow up training?
b. Training Strategy
c. How would you determine if training has been successful?
d. How would you promote the system to external users?
e. What strategies would you use to protect the system making sure external users would not make any changes to the system?

3. Suggest strategies for resolving the following information management system problems:

Problem
a. In the knowledge management system, you want to summarise your sales information by customer type. There is no report in the KMS which allows you to do this?
b. You are constantly losing data, due to your computer constantly crashing?
c. A supplier has received information/data about one of your customers in error?
d. Customers are complaining about shipping delays and back orders?

4. Using the web link provide watch the video on the information/knowledge management system. Describe the strengths and weaknesses of that system.

Strengths of the Xerox Knowledge Management System

Weaknesses of the Xerox Knowledge Management System

5. Prepare a 15-minute PowerPoint presentation (please paste each slide to the cells below) based on an existing knowledge management system that you are familiar with and ensure you cover the following:

a. Assess the effectiveness of this system, explaining how you collected the information to complete the assessment.
b. How is the knowledge management system monitor for compliance, effectiveness and efficiency within the organisation?
c. Does the knowledge management system comply with organisational policies and procedures?
d. How does the knowledge management system identify with the Privacy Act 1988? Who is responsible for ensuring the knowledge management system complies with current legislation?
e. Identify the contingency plan which the organisation has put in place in case of system failure.
f. Identify possible improvements that could be made to the system.

Part -2:

Assessment

The below is a short case study on the company Victory Sports, they are a global company specialising in selling sporting equipment. Victory sports sells sporting apparel to a number of retail sports stores. You need to read through the case study which has been provided and answer the questions.

Case study

Victory Sports is a large sporting manufacturer who sells a range of sporting equipment and products to a range of retail stores throughout British Columbia, Ontario and Quebec.

Victory sports head office produces most marketing material but allows the stores to conduct their own direct marketing activities to their own customers.

Stock for the companies are ordered each week, on occasion the store manager places an order to the warehouse for additional stock.
The manager also provides a report to head office regarding the hours each employee has worked, so head office can process their pay.

1. Describe the information or knowledge management systems that may exist at the following locations:
a. Victory Sports store
b. The warehouse
c. Victory Sports head office

2. What measures might be used to assess effectiveness of each of these systems?

3. What legislative requirements may apply to the systems at each Victory Sports location?

4. Does each company organisational policies and produces comply with relevant legislative requirements and the company's individual organisational goals?

5. Imagine you are conducting a review of the warehouse system at Victory Sports.
a. How might you measure the effectiveness of this review?

b. What challenges might you expect when implementing the upgrade to this system?

c. How might you resolve these challenges?

Sam is a graduate marketing analyst working for Victory Sports. One of his key responsibilities is summarising sales results for each store, and developing comparisons between stores, regions, and competitors.
Sam develops reports on the figures, which she presents in the monthly management meetings.
Sam's supervisor, David, feels that Sam is struggling with producing the regular reports and decides it would benefit Sam is she had some additional training to improve her skills.

6. Develop a report for David to submit for approval of Sam's training. The report should include:
- a summary of the skills and knowledge he may require
- suggested methods for this training
- resources required for the training
- How success will be measured
- How will David now monitor the progress of the training plan he has developed for Sam?
- How will the progress of the training plan be monitored?
- After Sam has completed the training how will the training be reviewed and changed to meet new demands and priorities brought about from the training?