Discuss about the Project Assessment of Energy Sector Threats.
Information is one of the key resources of an organisation to maintain its sustainability and hence, it should be cited adequate attention. One of the key processes that assists in maintaining the organisational resources is the knowledge audit. KA (knowledge audit) is the process by which an organisation structures the available data and identifies the missing data (Taheri et al.2015). In other words, it is the process that attempts at identifying the existing as well as the missing knowledge. The deemed audit process assists the organisation in formulating strategies that can assist the organisation to move forward with the stiff competition keeping the organisational processes intact (Gourova and Toteva 2014). The discussed paper has its basis laid on a case study that cites the importance of the knowledge audit in an energy sector. The organisation is a PPP (Public-private partnership) based organisation that takes account of the expertise & experience of the both the industries (public & private) to address the future challenges. The secondary objective of the discussed partnership is to fulfil the agenda of the UK government to reduce the energy emission.
The case study has even focused on evaluating the core knowledge assets that are crucial for the organisation and even cited adequate attention at identifying any gap & bottlenecks that may be in existence. The discussed report will focus on the key aspects of the case study and based on that will list the findings in the following sections along with recommending potential remedies for the processes. The guideline for post implementation of the discussed tools & techniques will also be discussed before concluding the paper.
The discussed organisation suffers from some internal weaknesses that needs to be mitigated to earn a more productivity organisational structure. The identified challenges have been discussed as follows:
One of the most prominent challenge that the organisation is suffering from is the lack of technical skills (Ragsdell et al 2014). The technical skills in any aspect of the organisation can be considered to be very much important due to the fact that it majorly impact the overall working of the organisation. The workers in this aspect should be involved into the training schedule which would be directly helping them to achieve a greater standard of the working and which a sound knowledge of the technology. The majority of the internal stakeholders of the organisation are unskilled in the organisational operations & technological advancement together. The organisation needs to mitigate the discussed threat as it is and can prove to be a significant threat for the organisation that might sight adverse effect on its sustainability (Nurse et al. 2014). Threats can come in various form but the main factor which should be taken into consideration is how to mitigate the threat factors so that it does not force any type of problem into the working of the organisation. In most of the cases it is seen that the threats impact the overall working of the organisation and it directly provides an impact of the sector of both internal and external working.
Another significant challenge in the knowledge management of the organisation is the uneven storing of the data (Ragsdell et al 2014). The data of the organisation can be considered to be very much important due to the fact that there are different concept which are applicable to the concept. If by any means the data of the organisation are lost it can directly hamper the overall working of the organisation and it can be considered as a big loss for the organisation. It is evident from the case study that some of the stakeholders use their personal storage to safe keep the data rather than keeping them in the centralised server. The deemed action by the stakeholders restricts the access of the data for the central administration and along with multiple other challenges even hurdles in the strategic planning of the organisation (Anwarul Islam and Ikeda 2014). The data should be stored in a manner by which it can be directly be accessible to the user or the organisation when it is required from their end. In most of the times it can be stated that the lack of knowledge between the different sectors of the working can be considered to be crucial for the organisation. Training should be provided in a proper manner which would be directly employing a desired standard of working in the organisation.
The informational resources tools & techniques of the organisation are also inadequately structured which is evident from the lack of user-friendly data search tool & academic records that might assist the organisational stakeholders in enhancing their skills (Ragsdell et al 2014). Additionally, the communication channel of the organisation is also very vague and the communication route to convey a message for the stakeholders are unclear.
As stated above the information of the organisation are not well-structured and hence, it leads to complexity & challenge in obtaining a specific data in dire situations which halts the organisational operation and other activities. Additionally, the lack of technical skill in the organisation cites trouble in analysing the data will further sophisticate the use of organisational data for enhancing the organisational productivity (Warkentin and Siponen 2015). Another notable fact that has been discussed above is the improper communication channel, it affects the internal communication of the organisation but also cites adverse effect on the communication process of the external stakeholders which can cite significant challenge to the organisation. The lack of information centralisation is even a significant problem which promotes informal communication & limits the knowledge sharing among the departments(Rached, Bahroun and Campagne 2016). It can have adverse effect in successful completion of organisational projects and adversely affect the quality of organisational offering.
The discussed paper has cited some recommendations to mitigate the business problems identified in the organisation and those solutions can prove to be of crucial benefit. The recommended measure includes different tools & technologies that can assist the organisation in mitigating the identified threats. The solutions are available in integrated form through different organisational ICT tools. However, the solutions can also be implemented manually to cope up with the organisational environment. The recommended measures have been discussed in the following sections.
Knowledge Culture: the discussed paper has recommended development of the knowledge culture. The recommended knowledge culture should be developed as such in nature that it is capable of supporting the informal exchanges. The deemed methodology can prove to be prominent because a knowledge culture is the domain that defines the beliefs, behaviour & values of an organisation that are capable of offering effectiveness & efficiency which in the process will offer competitive advantage & sustainability (Howell and Saye 2016).
Another potential recommendation that had been made in the discussed case study is the reengineering of the data storage system. Data storage sector can be considered as very much due to the fact that there are many issue which are majorly faced within the concept of the data and how it would be directly be saved with the aspect of the different storage options. It is recommended that the organisation should develop a policy capable of organising & cataloguing the systems that are responsible for maintaining the information of the systems such as the shared drive. The deemed objective can be achieved by adopting a policy or on contrary by adopting an Information system (IS) that is capable of adequately storing the data(Mileva et al. 2017). If the organisation decided to adopt the IS such as the Big Data Analytic tools than the system along with offering a proper data storage will also offer the advantage of analysing the data that can assist the organisation in understanding the perception of the customers.Understanding the perception of the customer will assist the organisation to change its strategic plan to make it more suitable for them which will increase the consumer base (Hashem et al. 2015). Hence, it can be stated that adoption of Information Communication & Technology (ICT) will mitigate the organisational challenge while providing significant other benefits.
The recommendations also suggest access to the academic journals 7 making the individual base more transparent. The deemed method can also be achieved with assistance of the ICT tools where the organisation can formulate a digital library (Lyman 2017). The digital library will save physical space and is as well capable of fulfilling the organisational needs. Additionally, adopting digital library will also provide the opportunity to enhance understanding of the academic resources because it will be connected to the internet and can be used to understand the non-skilled topics. The discussed measure will be of great significance because as discussed above the stakeholders of the organisation lacks in adequate skills. Other prominent benefits are also associated with the ICT tools & techniques and hence, it is recommended that the organisation should cite adequate attention to ICT.
The communication channel would also improve on adoption of ICT tool such as VoIP (Voice over Internet Protocol). It will offer the tools such as instant chat, email services, verbal & video communication tools and several others (Wiley and Bugenhagen 2017). Adopting the discussed technique will ensure that the communication within and among the departments are comfortable, transparent and easy. It will save the organisation time & effort along with a proper communication which is also one of the recommended measures in the case study. The authors of the reviewed case study have also discussed a knowledge pyramid which has been attached as follows.
The process of adopting mitigating tools & techniques does not end at the implementation of the tool or technique. Post implementation also the implemented tool & technique needs attention to ensure that the implementation is successful and is citing adequate results as expected (Galy and Sauceda 2014). To do so, the organisation need to put in place an evaluation guideline that monitors and defines the way of using the implemented tools & techniques with adequate attention.
The first step would be to conduct a gap analysisto evaluate whether or not have the implemented means achieved their goals and are there any gap left that needs to be fulfilled (Arvidsson, Holmstrom and Lyytinen 2014). The deemed objective can be achieved by measuring the performance of the employee and evaluating their satisfactory level. The reason for taking consideration of the employees lay on the fact that the findings from the case study were collected by interviewing the employees and hence, they would the most suitable source to ensure its success.
The second step would be to measure the compatibility of the system with the organisation’s structure and its mission, vision and objective (Ballou and Springer 2015). It will ensure that the system is suitable for the organisation and can be used as a full-hand service without worrying for any ethical challenges.
The final and most significant step is to produce a policy that would define guidelines for the employees to use the system. The reason for stating it the most prominent step is because it will ensure that the employees are satisfied with the system and makes proper use of the system to enhance the organisational productivity. Additionally, it will also ensure that the system is not being used to fulfil personal objectives and agendas by the organisational employees. Hence, depending on the above discussed facts the following guidelines can be included in the policy:
Be objectified:The deemed guideline states that the employee should only use the implemented tools & techniques only for the objective that is defined for the system (van der Weijden 2017). The system should not be used for personal purposes without permission from the senior officials and only in dire situations.
Look with hindsight:The employees should also ensure that they formulate a perception about the system only after they have identified any error or significant benefit (Eastburn and Boland 2015). If the employee feels that the system is not suitable for the organisation or for their working method then, they should cite adequate evidence for the made claims.
Be open:The above discussed point have discussed the perception of the employee about the system and if they believe that the system can prove to be a sophisticated for the organisation then they should be open about it. They should share their perception with the senior officials (Arvidsson, Holmstrom and Lyytinene 2014).
Protected: The systems of different departments should only be accessed by the employee of that department (Mettinen and Paavola 2014). Hence, the employee should not use systems which they are not authorised to and should also not share their authentication details with other internal stakeholders.
Other terms could also be included in the post implementation policy depending upon the needs and nature of the organisation.
Conclusion
Hence, the report can be emphasised to state that the ICT can prove to be of significant benefit for an organisation, if they have an adequate implementation & post-implementation strategy in place. The identified challenges of the organisations can be mitigated through manual processes as discussed in the case study however, adopting of ICT would be a more advisable suggestion. The reason for stating the above made statement lays on the fact that ICT while mitigating the challenges will also offer other significant benefit to the organisation.
References
Anwarul Islam, M. and Ikeda, M., 2014. Convergence issues of knowledge management in digital libraries: steps towards state-of-the-art digital libraries. VINE: The journal of information and knowledge management systems, 44(1), pp.140-159.
Arvidsson, V., Holmström, J. and Lyytinen, K., 2014. Information systems use as strategy practice: A multi-dimensional view of strategic information system implementation and use. The Journal of Strategic Information Systems, 23(1), pp.45-61.
Ballou, D. and Springer, M.G., 2015. Using student test scores to measure teacher performance: Some problems in the design and implementation of evaluation systems. Educational Researcher, 44(2), pp.77-86.
Eastburn, R.W. and Boland Jr, R.J., 2015. Inside banks’ information and control systems: Post-decision surprise and corporate disruption. Information and Organization, 25(3), pp.160-190.
Galy, E. and Sauceda, M.J., 2014. Post-implementation practices of ERP systems and their relationship to financial performance. Information & Management, 51(3), pp.310-319.
Gourova, E. and Toteva, K., 2014, April. Design of knowledge management systems. In Proceedings of the 8th Nordic Conference on Pattern Languages of Programs (VikingPLoP)(p. 3). ACM.
Hashem, I.A.T., Yaqoob, I., Anuar, N.B., Mokhtar, S., Gani, A. and Khan, S.U., 2015. The rise of “big data” on cloud computing: Review and open research issues. Information Systems, 47, pp.98-115.
Howell, J.B. and Saye, J.W., 2016. Using lesson study to develop a shared professional teaching knowledge culture among 4th grade social studies teachers. The Journal of Social Studies Research, 40(1), pp.25-37.
Lyman, P., 2017. What is a digital library? Technology, intellectual property, and the public interest. In Books, Bricks and Bytes (pp. 1-34). Routledge.
Miettinen, R. and Paavola, S., 2014. Beyond the BIM utopia: Approaches to the development and implementation of building information modeling. Automation in construction, 43, pp.84-91.
Mileva, A., RM Inácio, P., Bouyuklieva, S., Stojkovic, N., Stojanov, D., Bikov, D. and Dimitrova, B., 2017. Development of Secure and Reliable Techniques for Data Communication.
Nurse, J.R., Buckley, O., Legg, P.A., Goldsmith, M., Creese, S., Wright, G.R. and Whitty, M., 2014, May. Understanding insider threat: A framework for characterising attacks. In Security and Privacy Workshops (SPW), 2014 IEEE (pp. 214-228). IEEE.
Rached, M., Bahroun, Z. and Campagne, J.P., 2016. Decentralised decision-making with information sharing vs. centralised decision-making in supply chains. International Journal of Production Research, 54(24), pp.7274-7295.
Ragsdell, G., Probets, S., Ahmed, G. and Murray, I., 2014. Knowledge audit: findings from the energy sector. Knowledge and Process Management, 21(4), pp.270-279.
Taheri, L., Pa, N.C., Abdullah, R. and Abdullah, S., 2015, December. A knowledge audit model to assess the knowledge in requirement elicitation process. In Software Engineering Conference (MySEC), 2015 9th Malaysian (pp. 106-111). IEEE.
van der Weijden, T., Post, H., Brand, P.L., van Veenendaal, H., Drenthen, T., van Mierlo, L.A., Stalmeier, P., Damman, O.C. and Stiggelbout, A., 2017. Shared decision making, a buzz-word in the Netherlands, the pace quickens towards nationwide implementation…. Zeitschrift für Evidenz, Fortbildung und Qualität im Gesundheitswesen, 123, pp.69-74.
Warkentin, M. and Siponen, M., 2015. An enhanced fear appeal rhetorical framework: Leveraging threats to the human asset through sanctioning rhetoric. MIS quarterly, 39(1), pp.113-134.
Wiley, W.L. and Bugenhagen, M.K., CenturyLink Intellectual Property LLC, 2017. Managing voice over internet protocol (VoIP) communications. U.S. Patent 9,838,440.
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