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th

Proceeding 8 International Seminar on Industrial Engineering and Management


ISSN : 1978-774X

THE DESIGN OF KNOWLEDGE MANAGEMENT SYSTEM


IN PT. ASMIN BARA BRONANG

Dadan Umar Daihani1, Riana Elisabeth Swastika2


1
Head of Industrial Engineering Master Program, Trisakti University
Director of Trisakti International Bussines School
2
Alumni Program Magister Teknik Industri Universitas Trisakti, graduated th 2014
1
dadan@trisakti.ac.id, 2rianaelisabeth@gmail.com

ABSTRACT
In the situation of a very complex competition, business organizations realize that in order
to improve its competitiveness, it is necessary to constantly develop their competence and
their knowledge (Orr and Persson, 2003). This paper aims to present the design of the
knowlege Management System in PT. Asmin Bara Bronang (ABB). This company is a coal
mining company that has a total area of 86 240 hectares. PT. ABB has a 73% market
prospects are used to meet the export market and the rest is as much as 27% for domestic
market.
The level of efficiency and productivity of the mining process depends on the technology
used and experience possessed by the workers. Often the experience of the workers were
only kept in his minds as tacit knowledge and other workers are not shared. In order that
the knowledge possessed by workers can be shared with other workers, it is necessary to
design a knowledge management system (KMS). Through this system, the tacit knowledge
is converted into a formal knowledge and stored in a knowledge base system. To identify
the problems and requirement of the system, we used PIECES approach (Performance,
Information, Economy, Control, Eficency and Service). As for designing KMS, the method
used is the Knowledge Engineering Process.
One of the valuable lessons of the existence of KMS for PT ABB is their enthusiasm for
learning, as well as organizations increasingly growing. While the difficulty is getting used
to write down all the experience of the workers and transformed into a formal knowledge.
Keywords: Knowledge Management System, Tacit Knowledge, Formal Knowledge

1. INTRODUCTION which is a member of the United Tractors


1.1 Background Group. PT. ABB produces two types of coal
Nowdays, we enter to the situation of that is high grade coal and low calorie. The
very complex competition. In this era, quality of coal it produces has specifications
business organizations realize that in order that are eligible for export to Asia, Europe
to improve its competitiveness, it is and America. Therefore, PT. ABB has a
necessary to continously develop their 73% market prospects are used to meet the
competence and their knowledge (Orr and export market and the rest is as much as
Persson, 2003). Furthermore, Chauhan, 27% for domestic market. The mining blocks
Bontis and Kawalek (2004) stated that at this of PT. ABB is in the province of Central
time we have entered the era of knowledge. Kalimantan, currently divided into 3 blocks
Only organizations capable of managing its namely Block Bekanon, Block and Block
optimal knowledge are able to survive. Mamput Merangun.
Knowledge is a key asset that a company The level of efficiency and productivity of
has a sustainable competitive advantage. the mining process depends on the
This project aims to design the technology used and experience possessed
knowlege Management System in PT. by the workers. Often the experience of the
Asmin Bara Bronang (ABB). This company workers were only kept in his minds as tacit
is a coal mining company that has a total knowledge and other workers are not
area of 86 240 hectares. Majority of shares shared. In order that the knowledge
are owned by PT. Pama Persada Nusantara possessed by workers can be shared with

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Proceeding 8 International Seminar on Industrial Engineering and Management
ISSN : 1978-774X

other workers, it is necessary to design a innovation, the ability to work of all


knowledge management system (KMS). employees can be improved. In addition,
Through this system, the tacit knowledge is innovations and new knowledge is an
converted into a formal knowledge and intangible asset for the company.
stored in a knowledge base system In summary, two major issues of this
One of the benefit and the valuable project, namely:
lessons of the existence of KMS for PT ABB 1. How to cultivate a culture of knowledge
is their enthusiasm for learning, as well as sharing in enterprise integrated between
organizations increasingly growing. While the Head Office (Jakarta) and Site
the difficulty is getting used to write down all (Central Kalimantan)?
the experience of the workers and 2. How to foster innovation based on
transformed into a formal knowledge. As knowledge that has been owned by PT.
stated by Tobias (Tobias, 2009), the benefits ABB?
of KM is to encourage the learning process
with implications for the improvement of 2. THEORETICAL BACKGROUND
innovation capabilities through the creation 2.1 The Concept of Knowledge Based
of new knowledge. The most important part Management System
of KM is how to encourage individuals in the According to Davenport (2002),
organization to share the knowledge about Knowledge is defined as the overall skills
what they know (Orr and Persson, 2003). and concepts used by someone to solve
their problems. While Kluge (2001) defines
1.2 Problem Definition that Knowledge is the understanding of the
The difference in distance between the causal relationship, and is also the basis for
Head Office (HO) in Jakarta with Sepan making the activities more effectively, build a
uring Site in Borneo, often constrain business process or to estimate the output
communication and coordination between of the model. While Awad, Elias M and
organizational units. Therefore. PT. ABB has Gharizini, Hasan M (2003) states that
equipped itself with adequate information knowledge is a human understanding of a
technology infrastructure that is by using a particular field has been learned through
system of Very Small Aperture Terminal education and experience.
(VSAT). Currently, the facility is limited to be Knowledge using data and information
used only to support the administrative as the basis for generating knowledge.
process only, not used as a knowledge Knowledge arranged and formed from the
exchange facility. experience of a process activity or a subject
Employees of PT. ABB more are in the or form of best practice in terms of providing
Site, because it is the main mining activity solutions to problems that occur. Knowledge
there. Various problems often arise at the may be restricted to any individual,
site and need help from the HO to resolve. organization, or may be open in general.
Actually the solution to dealing with a
problem often been owned by some of the 2.2 Types of Knowledge
employees in the field. But because it is still Nonaka and Takaeuchi in his book The
in the form of tacit knowledge, then the Knowledge Creating Company (1995)
solution can not be formalized and used as divides knowledge into two types based on
learning for other workers. its shape, the Tacit Knowledge (implicit
Based on this fact, the company is knowledge) and Explicit Knowledge (codifed
looking at the need to design a system that knowledge).
can encourage the creation of a culture of Tacit knowledge is a kind of knowledge
knowledge sharing. Thus, every member of that is difficult to share with others. Tacit
the organization can learn from other knowledge is knowledge that is stored in the
employees. Through this system, also can memory of either the individual or the
produce a variety of new innovations that community of experts based on their
can be created from existing knowledge experience. One example of tacit knowledge
(knowledge innovation). With a culture of is an IT specialist resolve the problem based
knowledge sharing and knowledge on intuition and experience in the absence of

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Proceeding 8 International Seminar on Industrial Engineering and Management
ISSN : 1978-774X

guidelines. Tacit knowledge is a source of


knowledge that is invaluable to the company 2.4 Knowledge Management
and is the source for the creation of an Knowledge management is the process
innovation in organizations. Gamble and of managing organizational knowledge to
Blackwell (2001) argues that if organizations add value to the business and maintain its
pay less attention to its tacit knowledge, the competitiveness through the creation,
organization's ability to innovate and communication and application of
improve its competitiveness will be reduced. knowledge (Tiwana, 2002). According to
Meanwhile, explicit knowledge is Awad & Ghaziri (2003), knowledge
knowledge that has been articulated, management is an interdisciplinary business
codified and stored in certain media. model is emerging that focuses on
Therefore, explicit knowledge is knowledge knowledge as an organizational framework.
that is easily identified, stored and retrieved. Knowledge management involves people,
Information in the text book is one example technology and processes in an integrated
of explicit knowledge. manner. Knowledge management is a
process that helps organizations identify,
2.3 Levels of Knowledge select, manage, distribute, and transfer
There are four levels or tiers of knowledge important information and expertise that are
as defined by Tiwana (Tiwana, 2000). The part of the assets of corporate memory
four levels are as follows (Turban, 2002). In other words, knowledge
1. Know what or cognitive knowledge is management basically serves as the
knowledge gained through training, manager of the knowledge that can be used
learning and formal qualifications. This in general, embedding knowledge on his
level is the most important level for the part and storing knowledge in databases
company. But in fact it has not received and well documented. With the knowledge
serious attention from most companies. management, then the company may be
2. Know-how or practical application level creating a culture of sharing knowledge.
is the level of practical application. This Because knowledge management is also a
level is related to the ability to transform framework, mindset for management,
and translate what has been gained at including the experiences of the past were
the previous level (know what) in the built (libraries, expert choice) and establish a
implementation phase. means for the exchange of knowledge
3. Know why or system understanding is (O'Dell, 2005)
the deepest knowledge of the causal
relationships that exist within an event or
discipline. This level allows the
professionals to be more active in
carrying out their work to solve more
complex problems in order to find a
solution.
4. Care why an advanced level of creative
self (self-motivated creativity).

Figure 2. Stages of Knowledge Process


(Duvenpart et al, 2002)

According to Turban (2005) in his book,


Decision Support Systems and Intelligent
Systems, 7th edition explained that the
Knowledge Management System (KMS) is a
system that has the ability to perform the
classification of existing knowledge, the
Figure 1. The level of knowledge

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Proceeding 8 International Seminar on Industrial Engineering and Management
ISSN : 1978-774X

dissemination of knowledge, storing knowledge constraints, and the level of


knowledge, update knowledge, creating vulnerability of the company against the
knowledge to construct knowledge in a tree loss of knowledge in line with the
of knowledge (refine knowledge). cessation of its employees.
Briefly, the life cycle of knowledge 4. Determining. This stage is the process
management can be seen in the figure of determining the scope of the KMS to
below. improve the performance of Integration
through a procedure of knowledge
acquisition, knowledge utilization,
knowledge communication and
knowledge representation.
5. Implementing. This step is the final
stage which is the stage for the
implementation of the system in order to
improve the effectiveness of the
management of the organization.

3. RESEARCH METHOD
3.1 Research Method
The methods used to design KMS PT
ABB is a knowledge engineering. As
Figure 3. Knowledge Management System described above, this approach will be
Cycle (Turban, 2005) carried out through five stages, namely;
Knowledge Acquisition, Knowledge
2.5 Design of Knowledge Management Validation, Knowledge Representation,
System Interfencing, Explanation and justification
In recent years, KMS became a term (Figure 4).
used to describe the efforts of organizations
to capture, store, represent and share
knowledge. KMS helps the organization to
achieve a competitive advantage and
increase effectiveness through the sharing
and reuse of knowledge in an organization.
Most current knowledge management
activities rely on database and web-based
technologies, document management
systems and artificial intelligence. However,
some organizations have a systematic
process to identify existing knowledge and
process it into new knowledge (Preece,
2000). One approach used to design a
knowledge management system is
knowledge engineering.
Stages of knowledge engineering Figure 4. Knowledge Engeneering Process
process is as follows:
1. Analyzing. The first stage is to analyze 3.2 Data Collection
the role of the knowledge, skills and The required data were collected
experience of experts in an organization. through interviews. Interviews will be done to
2. Understanding. Stage two is to the workers of the Department of
understand how knowledge can support exploration, especially the manager. Not all
the organization in order to acieve the workers will be interviewed, only workers in
objective. key positions (about 3 people). The data
3. Indentifying. This stage is to identify the
source of knowledge, knowledge flow,

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Proceeding 8 International Seminar on Industrial Engineering and Management
ISSN : 1978-774X

collected can be briefly seen in the table


below.

Table 1. Data Requirement Matrix

Figure 5. Knowledge Acquisition Process

Figure 6. Manual Acquisition

4. RESEARCH FINDINGS
4.1 Knowledge Acquisition
Knowledge acquisition is aimed to
extract all the knowledge from multiple
sources, and experts. The knowledge
collected and then transferred into a
knowledge base that will sometimes be used
as an inference engine (Turban, 2001).
People who interact with experts to gain Figure 7. Computerized Acquisition
knowledge is called knowledge engineer
(Turban, 2001). Knowledge that will be Currently, PT ABB already has a wide
collected is the variety of knowledge that range of knowledge in the form of SOP
currently exists in PT ABB. (Standard Operating Procedure), checklist,
The sources of knowledge that is used JSEA (Job Safety Environmental Analysis),
consists of documentation, individual Work Instructions (IK), various mining
knowledge (tacit knowledge), knowledge reports, and several other supporting
acquisition from the data bank / databases documents operasioanal. As an example is
or the Internet. Because the concentration of as follows:
jobs is in the exploration department, the 1. SOP Geological Mapping
knowledge gathered in this project will be 2. SOP Drilling Exploration
prioritized on the knowledge of this 3. SOP Geological Model
department. 4. Form Drilling Logcheck
The knowledge that has been collected 5. Form Geology Logcheck
which are 6. Form Checklist Post-Drilling
1. SOP (Standard Operating Procedure) 7. Form Logcheck
2. Work Instructions 8. Standard Form Data Quality
3. Annual Work Plan 9. Determine JSEA Drill Point
4. Forms and Reports 10. JSEA Eject Core Sample
5. Problem Solving 11. Sampling JSEA outcrop
6. Undocumented (people's minds) 12. IK Drill Point Determination
13. IK Marking Drill Point Open
14. IK cuting Drilling Decision
15. Dictionary Logcheck
16. Dictionary Logcheck BOR
17. Daily Drilling Progress

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Proceeding 8 International Seminar on Industrial Engineering and Management
ISSN : 1978-774X

The results of knowledge acquisition in PT. a. Ressources: Article, Books, Form,


ABB, further categorized into various Guidelines, Work Instruction, Journal,
classifications as follows: Problem-Solving Material, Report,
1. Learning SOP
2. Project b. Training
3. Information 3. Project
4. Community 4. Information
a. Events
4.2 Knowledge Representation b. MoM
5. Community
Knowledge representation aims to
a. Annoucement
present data, information and knowledge to
b. Forum
be incorporated into the knowledge base.
6. Helpdesk
Before input into the knowledge base, data
is transformed first into a format appropriate
The following figure is the menu structure for
to the system
knowledge management system of PT. ABB.
In accordance with the theory proposed
by Durkin (Durkin, 1994; Turbin, 2011),
User Learning Project Information Community Help Desk
some knowledge representation methods
Nama
are used, including; heuristic rules, semantic Bagian
Resources Name
Start Date
Event Announcement
Category
Posisi Solution
networks, frames, objects, decison tables, Jenis Kelamin Title
Due Date
Detail
Event Name
Event Date
Title
Date
Problem
Join Date Author
decision trees, and predicate logic. In this Password Synopsis
Status
Notes
Detail
Notes
Detail
Notes
Problems Type
study, the method used more emphasis on Solving
Job description
Volume
MoM (Minute Forum
Edition
the use of the method frameworks, both for Work Report
Timesheet
Issue of Meeting)
Year Published Name
the design of communication systems, Book Cover
Location
Topic
Agenda
Category
Title
workflow systems design, menu structure, Publisher Leader
Result
Division

and design of the knowledge base itself. Training


Date
Audiences
Speaker
Date Places
Lapangan Sereak Topic
Kantor Pusat
dan Muara Teweh Theory
Trainner
Goal
LAN Type
Keyword
Local User User Mobile Location
from Field Remarks
Result
Comment

Satelite Modem Router Figure 9. Desgin of Menu Structure of


Knowledge Management PT. ABB
LAN

4.4 Design of the Framework


Knowledge Base
Knowledge Management System
Framework knowledge base is very
Interface important to see how the relationship
between the parts of the menu structure with
the other parts. In addition, to regulate the
Access and
Application Database
relationship between the parts of the menu
Authentication
Layer
Layer structure to the knowledge base. Here is a
knowledge base framework that will be built
Figure 8. Design of Communication System based on the design of the menu structure
for PT ABB KMS which has been described previously.

4.3 Design of Menu Structure


Based on the results of knowledge
acquisition in PT. ABB, the structure menu
consists of 5 elemens as follow:
1. User
2. Learning

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DSS-16 (Dadan Umar Daihani)
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Proceeding 8 International Seminar on Industrial Engineering and Management
ISSN : 1978-774X

Forum Announcement communication system will be validated and


verified by the IT Department of PT. ABB.
Here is a knowledge management
Training Community MoM
workflow validation conducted by the
Manager of Exploration Department, while
the communication will be validated by the
User Knowledge
Base /
Project IT department.
Database Merancang
Interface Engine

Helpdesk Event Resources

Figure 10. Knowledge Base Framework Rancangan Validasi


PT. ABB Knowledge oleh
Management Manager

From the picture above we can see N


that every part of the menu structure
directly linked to the knowledge base as
a central storage for data, information
Merancang Ulang
and knowledge in a knowledge Knowledge
Management
management system. It is claimed that
when one part of the menu structure is Figure 11. Flow of the Validation process of
active, then that part directly connected the Knowledge Management PT. ABB
to the knowledge base.
5. LESSON LEARN AND DISSCUSION
4.5 Knowledge Validation Process
Knowledge validation is one of the From the discussion with managers and
knowledge engineering process that aims to users can be concluded that the KMS has
validate the data, information and knowledge been designed to PT ABB is in conformity
that will be incorporated into the knowledge with the requirements. But still need to be
base. Validation and verification of the socialized to all stakeholders.
knowledge base must be in accordance with To corroborate this, we did an evaluation
the principles of the implementation of using the method PIECES (Performance,
quality control including evaluation, Information, Economic, Control,
validation and verification (Turban, 2001). Effectiveness). As for the results we present
The data, information and knowledge in the following table:
that will be incorporated into the knowledge
base will be validated by experts or people Table 2. Evaluation Before and After Design
who have the expertise and authority of the KMS at Pt ABB
system. Validation of the system that has 1.Aspect : Performance
been designed in the previous point, it will Before After
be validated by the manager of the 1.Knowledge is not 1. Knowledge has
exploration department of PT. ABB. documented. been
Validation is done to harmonize the design 2. Knowledge is concentrated in
of a new knowledge management with the more tacit the KMS system.
knowledge needed by the exploration knowledge. 2. The system can
department of PT. ABB. 3. There is no be accessed at
Moreover, validation was also done to means of the HO and SO.
the communication system will be applied. connecting 3. The knowledge
This communication system will be used to between the HO already has a
implement the KMS system that will connect and SO. clear division of
between the HO and SO. The 4. There is no the types of
system that knowledge held

The design of knowledge management system


(Dadan Umar Daihani) DSS-17
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Proceeding 8 International Seminar on Industrial Engineering and Management
ISSN : 1978-774X

Before After use email / phone to can directly access


manages by PT. ABB. contact the HO or the KMS. Existing
knowledge owned 4. Employees can SO. There is still a knowledge in KMS
by PT. ABB access difference in working already composed
knowledge hours between HO of various types of
directly from the and SO. resources,
KMS. including SOPs,
Work Instructions,
2.Aspect: Information Books, Materials
Before After Problem Solving,
Journal, Training
1. Lack of 1. information is
Materials, and
information up up to date, and
other types. So the
to date for can be
solution or finding
employees. accessed at any
needed knowledge
2. Knowledge is time.
accessible in a
still centralized 2. Information is practical and
no longer easy.ways.
in HO.
centralized in
HO but has 6.Aspect: Service
been
Before After
centralized in
Dissemination of KMS has a menu
the system.
information on the Information and
Department of Community so as
3.Aspect: Economic Exploration to spread the
Before After conducted by email, information can be
Requires the cost of The efficiency cost by phone and easily done
ink and paper to of ink and paper, verbally.
print knowledge, because all
more to do printing existing knowledge 6. CONCLUSIONS AND FINAL
work. can be viewed on REMARKS
computer media 6.1 Conclusions
1. After the development of KMS,
4.Aspect: Control knowledge that was initially still be tacit,
Before After can then be transformed into the form of a
The lack of control KMS has a log formal or explicit knowledge
of documents that system and each 2. After the formation of KMS, the
are confidential, user who will knowledge sharing culture began to be
because all access the created, although not as easy as
knowledge is only knowledge imagined.
stored in the folder required to login in 3. One of the benefits with the KMS, then
sharing between HO the system. If there each employee can explore new
and SO. is knowledge that knowledge via KMS
is confidential, the 4. The relationship between headquarters
access can be and branch offices can be occurred at any
limited time.

5.Aspect : Effectivness 6.2 Final Remarks


Before After 1. Reflecting on the experience of this
The time required to KMS can be project, the design of KMS can be done
obtain an accessed at any for the coal industry.
information and time, so if the 2. Designing KMS using knowledge
knowledge is still needed information engineering methods allow for knowledge
long, because they or knowledge, it acquisition process carried semiautomatic

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Proceeding 8 International Seminar on Industrial Engineering and Management
ISSN : 1978-774X

or automatic, so that the results obtained innovators", Journal of Knowledge


are more accurate and precise because it Management 13 (4), 187- 203
is not only based on expert opinion. . (n) Turban, Aronson and Liang. 2001.
3. KMS of PT ABB should be updated Decision Support Systems and
continouslly in accordance with Intelligent Systems, Sixth Edition
technological developments. Chapter 11 Knowledge Acquistion and
Validation. Prentice Hall, New Jersey.
7. REFERENCES (o) Turban, Aronson and Liang. 2005.
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Macmillan. Kesenjangan Pengetahuan (Knowledge
(f) Lindsey, K.L., 2006. Knowledge Sharing GAP) Karyawan PT Aneka Tambang
Barriers. Proccesses of Knowledge Tbk, unit Geomin. Tesis. Sekolah
Management, pp. 499-506. Pascasarjana Institut Pertanian Bogor
(g) Orr, E., and Persson, M., 2003. Fakultas Ekonomi dan Manajemen,
Performance Indicators for Measuring Bogor.
Performance of Activities in Knowledge (c) DiGiacomo, Joseph. 2003. Implementing
Management Projects. Master Thesis. Knowledge Management as a Strategic
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Department of Informatics. Postgraduate School, Monterey
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Designing Usability, Supporting (d) Doan, Quang M., 2011. Camille
Sociability, Chichester England, John Rosenthal-Sabroux and Michel
Wiley & Sons. Grundstein. A Reference Model for
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Proceeding 8 International Seminar on Industrial Engineering and Management
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Passau, Germany 1-2 September 2011, Architecture for the Industry Cluster.
315-321. Master Thesis. Chiang Mai University,
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(i) Mamta, Bhusry, and Jayanthi, Ranjan. AUTHOR BIOGRAPHIES
2012. Information Technology Based
Knowledge Management Intervention in 1. Prof Dr.Ir Dadan Umar Daihani is an
Engineering Institutions. International industrial engineer, graduated from ITB,
Journal of Engineering Research and while Master's and doctorate from the
Development 3 (8), 44-51, 2012. University D'Aix Marseille III, France.
(j) Michell, Helen J., 2005. Knowledge Prof. Dadan is currently Head of Master
Sharing – The Value of Story Telling. Program of Industrial Engineering of
International Journal of Organisational Trisakti University and also as Director of
Behaviour 9 (5), 632-641, ISSN 1440- the Trisakti International Business School
5377. in cooperation with MSM (Maastrich
(k) Kusumasari, Tien F., 2008. School of Management) Maastrich,
Pembangunan Knowledge Base menuju Netherlands and RBS (Rotterdam
Knowledge Management dengan Bussiness School) Rotterdam
menggunakan Wiki pada PT Pupuk Netherlands. Field of study that is being
Kaltim. Tesis. Institut Teknologi developed is related to the virtual
Bandung, Bandung. industrial society, and the
(l) Renko, Polona. 2004. Transfer of New computerization of production systems as
Knowledge from Research Institute to well as strategy and the increasing
Enterprises. Master Thesis. University of competitiveness of national industries.
Ljubljana, Slovenia. His email address is
(m) Seong, Michellle Phang Mee. 2008. dadan@trisakti.ac.id,
Effects of Task Complexity, 2. Riana Elisabeth Swastika, Alumni of the
Management System and Infrastructure master's program in Industrial
Support on Knowledge Sharing and Engineering from Trisakti University,
Performance Enhancement. Master graduating in 2014 cum laude. Currently
Thesis. Universiti Putra Malaysia working as an information technology
Graduate School of Management, experts in PTABB. Her email address is
Malaysia. rianaelisabeth@gmail.com
(n) Sureephoong, P., et all. 2009.
Knowledge Management System

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