Phase 4: Classification of structured and unstructured assets
Data from various locations can be categorized as structured and unstructured assets. The structured assets are data that
are stored in several database tables within specific applications according to the need of a particular business line. Typical
examples are chromatography system software for storage of process information, chromatograms and reports of a particular
chromatography process, or ERP systems for materials management. The data that are not stored in several database tables within
specific applications are unstructured assets. Unstructured assets can be divided into documented and undocumented assets.
Documented assets are unstructured assets stored in various process templates, or spreadsheets. Undocumented assets are unstructured
assets which are not stored in anywhere in an enterprise. A typical example of an undocumented asset is expert knowledge that
a process consultant stores in his brain.
Phase 5: Transformation of data and information into knowledge
This phase deals with organizing the data and information and converting them to knowledge-rich information systems. An example
of such an information system is an electronic document management system (EDMS). The EDMS manages electronic documents, scanned
documents, pictures, tables, and other types of data. It enables efficient search, controlled storage, data security, data
sharing, and data nonredundancy. Furthermore, these management systems enable secured access through different business lines.
Consider a case as shown in Figure 3, where data is to be shared between quality control, R&D, and production managers. In
this typical case the R&D manager can directly access the R&D data but can't access the production data. If he needs to consult
any production data, he can access the data via access procedures through a production officer. A similar interaction can
be described between a quality head and a production head.
Figure 3: Implementation of data access control strategy.
Phase 6: Proposing the system structure
This phase includes providing IT solution by creating a KM framework. This stage mainly deals with proposing the the system
structure for KM. A typical example of such a framework is shown in Figure 4, where the user (e.g. R&D person, Finance officer
etc.) interacts with a web-based interface through the internet or intranet. The Interface is designed in such a way that
it is connected to all information management systems (e.g., enterprise resource planning, project management systems, learning
and development modules, etc.) All information management systems, project management systems, learning and development modules,
literature modules, and so forth, are connected to a database at the backend. This approach helps in effective data mining
and prevents data redundancy and data overload.
Figure 4: System structure of knowledge management.
Phase 7: Implementing the system structure
This phase includes the development of the system structure of KM. The development is carried out taking software development
life cycle models in consideration. After development, the software is tested vigorously followed by maintenance. To implement
the software solution of KM, various training sessions need to be conducted where people in the organization can understand
the importance of KM, learn to implement KM through software solutions, and explore other issues regarding KM.