MAHARANA PRATAP GROUP OF INSTITUTIONS

KOTHI MANDHANA, KANPUR

(Approved by AICTE, New Delhi and Affiliated to Dr. AKTU, Lucknow)

Digital Notes
[Department of Computer Applications]

Subject Name : Knowledge Management

Subject Code : BCA-5001
Course : BCA
Branch : BCA
Semester : Vth
Prepared by : Mr. Sandeep Tripathi
 Unit - 4

Knowledge Management Systems

1. Knowledge Management
Knowledge Management is a method for organizing, retrieving, assessing, and sharing
important information assets. It’s about finding the best way to retrieve, record, and share
information so that it can be easily accessed by your team in order to make sure everyone is on
the same page and performing at their best.

1.1 What is Knowledge?

 Personalized information
 State of knowing and understanding
 An object to be stored and manipulated
 A process of applying expertise
 A condition of access to information
 Potential to influence action

1.2 Sources of Knowledge of an Organization

 Intranet
 Data warehouses and knowledge repositories
 Decision support tools
 Groupware for supporting collaboration
 Networks of knowledge workers
 Internal expertise

1.3 Why Use Knowledge Management?

KM has many applications that most business owners don’t even realize, simply because they are
all too familiar and comfortable with traditional methods. Fortunately, KM brings business
owners into modern times with technology that enables you to work more efficiently and scale
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your business to new heights.

With Knowledge Management, you gain access to a range of benefits, including:
 Optimized knowledge sharing across your team and company
 Increased efficiency and team collaboration
 Protection of intellectual capital and important company data
 Making the best use of your human capital – your most important asset
 Improvement of company culture and creativity
 Management of large volumes of data and information
 Accurate measurement of business progress, plus practical
goal-setting

1.4 Types of Knowledge

Knowledge refers to the facts, information, awareness and understanding gained by a person
through experience, education or learning. It is broadly classified into two main categories –
explicit knowledge and tacit knowledge. Explicit knowledge is the structured set of information
which can be recognized, recorded, stored and shared.
We all know that every person gains something from the surroundings, circumstances, incidents,
patterns, observations, etc. This is what we call personal experience, which forms the base
for Tacit Knowledge. It is an unrecorded, hidden and unstated huge depository of knowledge,
which is possessed by every person.

Explicit Knowledge
Explicit knowledge is the most basic form of knowledge and is easy to pass along because it’s
written down and accessible. When data is processed, organized, structured, and interpreted, the
result is explicit knowledge. Explicit knowledge is easily articulated, recorded, communicated,
and most importantly in the world of knowledge management, stored.
If you need an example of explicit knowledge, simply open your knowledge management
platform and take a look around. Your company data sheets, white papers, research reports, etc.
are all explicit company knowledge.

Implicit Knowledge
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Implicit knowledge is the practical application of explicit knowledge. There are likely instances
of implicit knowledge all around your organization. For example, consider asking a team
member how to perform a task. This could spark a conversation about the range of options to
perform the task, as well as the potential outcomes, leading to a thoughtful process to determine
the best course of action. It is that team member’s implicit knowledge that educates the
conversation of how to do something and what could happen. Additionally, best practices and
skills that are transferable from job to job are examples of implicit knowledge.

Tacit Knowledge
Tacit knowledge is the knowledge that we possess that is garnered from personal experience and
context. It’s the information that, if asked, would be the most difficult to write down, articulate,
or present in a tangible form.
As an example, think of learning how to make your grandmother’s famous recipes. Sure, she
gave you the recipe card, but when you try it on your own you feel as if something is missing.
After years of experience, she has learned the exact feel for the dough, or exactly how long
something should be in the oven. It’s not something she can write down; she can just feel it.

Comparison Chart
BASIS FOR EXPLICIT KNOWLEDGE TACIT KNOWLEDGE
COMPARISON
Meaning Explicit Knowledge is one which The knowledge that is acquired from
can be easily expressed, written one's own experience, which cannot
and transferred from one person be expressed easily through words or
to another. pictures is Tacit Knowledge.
Nature Objective, logical and technical Subjective, cognitive and experiential
Codification Codified Non-codified
Transfer Easily transferable Difficult to transfer
Acquired through Logical Deduction and hands-on Hands-on experience and in-depth
experience analysis, observation, fact-finding, etc.
Recording and It can be recorded and stored in It defies recording and storing
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Storing physical/electronic form.

2. Definition of Knowledge Management System (KMS)
A knowledge management system (KMS) comprises a range of practices used in an organization
to identify, create, represent, distribute, and enable adoption to insight and experience. Such
insights and experience comprise knowledge, either embodied in individual or embedded in
organizational processes and practices.
A knowledge management system is a system for applying and using knowledge management
principles. These include data-driven objectives around business productivity, a competitive
business model, business intelligence analysis and more.

2.1 Purpose of KMS

 Improved performance
 Competitive advantage
 Innovation
 Sharing of knowledge
 Integration
 Continuous improvement by −
o Driving strategy
o Starting new lines of business
o Solving problems faster
o Developing professional skills
o Recruit and retain talent
2.2 Activities in Knowledge Management
 Start with the business problem and the business value to be delivered first.
 Identify what kind of strategy to pursue to deliver this value and address the KM
problem.
 Think about the system required from a people and process point of view.
 Finally, think about what kind of technical infrastructure are required to support the
people and processes.
 Implement system and processes with appropriate change management and iterative
staged release.
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2.3 Types of Knowledge Management
While there are many methods and tools for Knowledge Management, KM in general can be
divided into two categories:
1. Internal Knowledge Management
2. External Knowledge Management

Internal Knowledge Management refers to a system that is used within a company in order to
optimize knowledge sharing between employees, boost team collaboration, and make the best
use of team members individual skills.

External Knowledge Management, on the other hand, is typically customer-facing. It involves

documenting information and sharing information with customers in order to address important
issues and provide outstanding customer support.

2.4 Primary Components of KM

An effective Knowledge Management strategy involves several layers in order to fix the
information bottlenecks in your business. From collecting information to using that information
to make informed decisions, you need the process to be as streamlined as possible. the primary
components of Knowledge Management include:

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 1. Collecting
2. Organizing
3. Summarizing
4. Analyzing
5. Synthesizing
6. Decision Making

Collecting Data
The first component of Knowledge Management involves collecting data that is relevant and
beneficial to your company. Inclusion of any irrelevant or superfluous data can cause confusion
and inaccuracies in your knowledge.
Thus, you should have a dedicated system for collecting data, whether that’s through a
designated person or a technological system, i.e. by using Knowledge Management software.
The goal is to have a process for collecting data that is essential to your business and excluding
data that is not essential.

Organizing Data
Once you have collected all relevant data, it’s necessary to organize it appropriately. This really
depends on your own company’s criteria and goals.
For instance, it can be helpful to assign categories to different types of data in order to make
sense of what data goes where. Once you have given an “identity” to your data, it then becomes
information – that you can then analyze and apply.

Summarizing Information
Next, it’s time to make sense of the organized information by summarizing its meaning. This can
be done by adding descriptions to the categories, including images and charts, and other
techniques.

Analyzing Information
Beyond simply summarizing the information, you need to analyze its meaning by looking for
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patterns and relationships.

That is, analyze how bits information relates to one another, what these findings mean, and how
this can be used within your company. Again, you can employ analysts to do this or utilize data
analyze tools.

Synthesizing Knowledge
In order for “information” to become “knowledge”, it needs to be synthesized into concepts that
can then be used constructively within your company.
Some common questions to ask are:
 How can these findings be used to make the company better?
 Who should have access to this information?
 Does this information increase productivity and efficiency? If so, in what areas?
Once you have answers to these questions, it’s time to apply the knowledge to the decision
making process.

Applying Knowledge to Decision Making

The last component of Knowledge Management is using the knowledge constructively by
applying it to your decision making. This involves determining where to put this knowledge to
use. It can also mean helping improving collaboration by involving your team in the decision
making.
All of these components build on one another in order to ensure that your data is organized, your
information accessible, and your knowledge is able to be utilized in a practical way. Now it’s a
matter of finding the right KM system, tools, and resources for your business.

2.5 Level of Knowledge Management

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3. Data Mining Techniques
Data mining includes the utilization of refined data analysis tools to find previously unknown,
valid patterns and relationships in huge data sets. These tools can incorporate statistical models,
machine learning techniques, and mathematical algorithms, such as neural networks or decision
trees. Thus, data mining incorporates analysis and prediction.
Depending on various methods and technologies from the intersection of machine learning,
database management, and statistics, professionals in data mining have devoted their careers to
better understanding how to process and make conclusions from the huge amount of data, but
what are the methods they use to make it happen?
In recent data mining projects, various major data mining techniques have been developed and
used, including association, classification, clustering, prediction, sequential patterns, and
regression.
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1. Classification:
This technique is used to obtain important and relevant information about data and metadata.
This data mining technique helps to classify data in different classes.

Data mining techniques can be classified by different criteria, as follows:

i. Classification of Data mining frameworks as per the type of data sources mined:
This classification is as per the type of data handled. For example, multimedia, spatial
data, text data, time-series data, World Wide Web, and so on..
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 ii. Classification of data mining frameworks as per the database involved:
This classification based on the data model involved. For example. Object-oriented
database, transactional database, relational database, and so on..
iii. Classification of data mining frameworks as per the kind of knowledge discovered:
This classification depends on the types of knowledge discovered or data mining
functionalities. For example, discrimination, classification, clustering, characterization,
etc. some frameworks tend to be extensive frameworks offering a few data mining
functionalities together..
iv. Classification of data mining frameworks according to data mining techniques used:
This classification is as per the data analysis approach utilized, such as neural networks,
machine learning, genetic algorithms, visualization, statistics, data warehouse-oriented or
database-oriented, etc.
The classification can also take into account, the level of user interaction involved in the
data mining procedure, such as query-driven systems, autonomous systems, or interactive
exploratory systems.

2. Clustering:
Clustering is a division of information into groups of connected objects. Describing the data by a
few clusters mainly loses certain confine details, but accomplishes improvement. It models data
by its clusters. Data modeling puts clustering from a historical point of view rooted in statistics,
mathematics, and numerical analysis. From a machine learning point of view, clusters relate to
hidden patterns, the search for clusters is unsupervised learning, and the subsequent framework
represents a data concept. From a practical point of view, clustering plays an extraordinary job in
data mining applications. For example, scientific data exploration, text mining, information
retrieval, spatial database applications, CRM, Web analysis, computational biology, medical
diagnostics, and much more.

In other words, we can say that Clustering analysis is a data mining technique to identify similar
data. This technique helps to recognize the differences and similarities between the data.
Clustering is very similar to the classification, but it involves grouping chunks of data together
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based on their similarities.

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3. Regression:
Regression analysis is the data mining process is used to identify and analyze the relationship
between variables because of the presence of the other factor. It is used to define the probability
of the specific variable. Regression, primarily a form of planning and modeling. For example, we
might use it to project certain costs, depending on other factors such as availability, consumer
demand, and competition. Primarily it gives the exact relationship between two or more variables
in the given data set.

4. Association Rules:
This data mining technique helps to discover a link between two or more items. It finds a hidden
pattern in the data set.
Association rules are if-then statements that support to show the probability of interactions
between data items within large data sets in different types of databases. Association rule mining
has several applications and is commonly used to help sales correlations in data or medical data
sets.
The way the algorithm works is that you have various data, For example, a list of grocery items
that you have been buying for the last six months. It calculates a percentage of items being
purchased together.

These are three major measurements technique:

o Lift:
This measurement technique measures the accuracy of the confidence over how often
item B is purchased.
(Confidence) / (item B)/ (Entire dataset)
o Support:
This measurement technique measures how often multiple items are purchased and
compared it to the overall dataset.
(Item A + Item B) / (Entire dataset)
o Confidence:
This measurement technique measures how often item B is purchased when item A is
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purchased as well.
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(Item A + Item B)/ (Item A)

5. Outer detection:
This type of data mining technique relates to the observation of data items in the data set, which
do not match an expected pattern or expected behavior. This technique may be used in various
domains like intrusion, detection, fraud detection, etc. It is also known as Outlier Analysis or
Outilier mining. The outlier is a data point that diverges too much from the rest of the dataset.
The majority of the real-world datasets have an outlier. Outlier detection plays a significant role
in the data mining field. Outlier detection is valuable in numerous fields like network
interruption identification, credit or debit card fraud detection, detecting outlying in wireless
sensor network data, etc.

6. Sequential Patterns:
The sequential pattern is a data mining technique specialized for evaluating sequential data to
discover sequential patterns. It comprises of finding interesting subsequences in a set of
sequences, where the stake of a sequence can be measured in terms of different criteria like
length, occurrence frequency, etc.

In other words, this technique of data mining helps to discover or recognize similar patterns in
transaction data over some time.

7. Prediction:
Prediction used a combination of other data mining techniques such as trends, clustering,
classification, etc. It analyzes past events or instances in the right sequence to predict a future
event.

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References:
1. Decision support system, EIS, 2000
2. W.H.Inmon, “Building Data Warehousing”, Willey, 1998.
3. Han, Jiawei, Kamber, Michelinal, “ Data Mining Concepts & Techniques”, Harcourt
India, 2001
4. https://www.tutorialspoint.com/management_information_system/knowledge_manageme
nt_systems.htm
5. https://www.toolshero.com/management/knowledge-management/
6. https://knowledgebird.com/types-of-knowledge-tacit-explicit-implicit/
7. https://www.javatpoint.com/data-mining-techniques

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