This presentation is on the basics of KM, DMS and tries to compare KMS and CMS

1. KNOWLEDGE
MANAGEMENT (KM)
BRIEFING
NDRMC
May 4, 2021
Wednesday, May 5,
2021
Etsegenet Awash

2. Agenda
■ KM Basics
■ DMS
■ KMS vs CMS
■ Existing experience
– https://www.ssi-km.online/
Wednesday,
May 5, 2021
Etsegenet Awash

3. Knowledge Management
■ There are Hundreds of definitions …
■ KM is getting the right information, to the right person, at the right time to make the
right decisions
■ The goal of KM is to discover, capture, store, maintain and deliver useful knowledge
in a meaningful form to anyone who needs it, anyplace and anytime within the
organization.
■ KM is the deliberate and systematic coordination of an organization’s people,
technology and processes and organizational structure in order to add value through
reuse and innovation
■ KM is not about archiving all existing explicit knowledge
■ KM is not a different name for information management
Wednesday, May
5, 2021 Etsegenet Awash

4. …Continued
Wednesday,
May 5, 2021
Etsegenet Awash
People
Organization
al Process
Technology
Right Mix
Increased Knowledge
Exploitation
Fewer Errors
Faster Decision
Making
Faster Response
Increased Customer
Satisfaction
Improved
Programs/Projects
/Profits

5. Multidisciplinary nature of KM
■ Information technology
– Document and information management, database technologies, decision
support, collaborative technologies
■ Organizational behavior
■ Cognitive science
■ Information and library science
■ Linguistics
■ Anthropology and sociology
■ Communications and storytelling
Wednesday,
May 5, 2021
Etsegenet Awash

6. KM Processes
Wednesday,
May 5, 2021
Etsegenet Awash
Discover/Generate
Creation of new knowledge
Capture
Process of retrieving the
knowledge
Apply/Disseminate/Use
Contribution to organization
performance
Share
Communication of the knowledge
among people, sections,
departments ,organization
Share is the new save
The 4 Key KM
Processes

7. KM Tools
■ A knowledge management tool helps provide a central repository for all information,
data, and knowledge, facilitating easy storage and retrieval. Knowledge
management tool refers to any kind of system, software, or IT system that:
– Stores and retrieves knowledge
– Streamlines flow of information
– Aggregates content
– Improves teamwork & collaboration
– Reduces wastage of time and resources
– Improves the quality of service
– Locates knowledge sources quickly
– Helps executives make better business decisions
■ Examples - DMS, CMS, Decision Support Systems, AI systems, e-Learning systems
etc …
Wednesday,
May 5, 2021
Etsegenet Awash

8. Document Management System (DMS)
■ DMS generally refers to Software used to capture, store, manage, retrieve and distribute
digital and electronic documents, as well as scanned paper documents.
■ In this context 'Documents' are any knowledge products including office documents,
project documents, Guidelines, Training documents, manuals, images, graphics, Maps,
etc … as well as Web pages, email, instant messages, and video.
■ Usually DMS is called KMS
■ Features of DMS :
– Control the creation and authentication of documents – work flow
– Exercise version control where multiple versions of a document are maintained
– Manage storage of documents in a way that facilitates convenient retrieval of a
particular document when needed
– Ensure security and safety of documents with the dual objectives of preventing
unauthorized access to documents and allowing recovery from physical damage or
loss of documents
– Collaboration and document utilization tools &techniques
– Creates the policy for archiving old documents and disposing them at the end of
their life
■ Some the known DMS(KMS) are – OpenKM, Alfersco, Microsoft’s SharePoint,
Wednesday,
May 5, 2021
Etsegenet Awash

9. KMS vs CMS
■ Both content and knowledge management systems are tools that manage and
disseminate information. Yet each systems has key differences that make them
dissimilar.
■ Organizations use Content Management Systems (CMS) to store, manage and
deliver data files including documents, projects, webpages, websites, and videos.
■ Require a developer to build and possibly an IT team to maintain. It is one
dimensional- data/information is pushed
■ Popular CMSs – WordPress, Drupal, Joomla, Typo3….
■ Knowledge management is how information is gathered, organized, and distributed
across an organization. A Knowledge Management System(KMS) may refer to these
processes, or it may refer to the knowledge management technology used to assist
teams with those processes.
■ Knowledge management systems (KMS) typically include all of the functionality of a
content management system and also the information around the content.
Wednesday,
May 5, 2021
Etsegenet Awash

10. …Continued
■ CMS Provides Data where as KMS Provides Knowledge and Collaboration
– Those who contribute in a CMS can share and manage their information. It
does not have any additional aspects that can be utilized to connect with or
engage users. This is an issue if the goal is to use the information to train or to
attract customers
– In addition to managing the content, a KMS focuses on making sure content is
interpreted correctly and that relationships are made via the content. These
tools focus heavily on collaboration and participation
■ In CMS Information is Pushed where as in KMS Information is Exchanged
– With the internet prioritizing information to be shared and CMS systems are
challenged because they typically utilize a push strategy where information is
sent one way with no return or exchange sought.
– KMS systems by contrast are exchange platforms providing critical interaction
and information that allows participants to become more productive.
Wednesday,
May 5, 2021
Etsegenet Awash

11. Existing experience – MoA - SSID
■ The Small Scale Irrigation Directorate, in MoA in collaboration with SMIS project has
established a KMS (preferred to call, DMS) in the four regions and at federal level
■ The community version of OpenKM (https://www.openkm.com/) is designed and
customized to all bureaus
■ These systems are deployed in their bureau local servers, and staffs outside of the
bureau use Public IP to access and utilize their knowledge products
■ A website/ portal is also designed to organize and share the public knowledge
products to the wider audience as well as this portal contains a link to all bureaus
KMS/DMS. It also contains a general guide about KM and how a bureau can
establish KMS/DMS, the steps and requirements
■ The link - https://www.ssi-km.online/
Wednesday,
May 5, 2021
Etsegenet Awash

12. Discussion
Wednesday,
May 5, 2021
Etsegenet Awash