TheDevelopmentofOrganizationalMemoryInformation SysteminAcademicSetting

a b c YanaMazwinMohmadHassim ,SalimahMokhtar andSurayaHamid

Facultyof InformationTechnologyandMultimedia CollegeUniversityTechnologyTunHusseinOnn, 86400 BatuPahat,Johor Tel: 074538115, Fax : 074532199, Email :yana@kuittho.edu.my FacultyofComputerScienceandInformationTechnology UniversitiofMalaya, 50603 KualaLumpur. Tel: 03 79676305, Fax : 03 79579249,Email : smazz@.um.edu.my
c
b

Tel: 0379676369, Fax :0379579249,Email:suraya_hamid@.um.edu.my

ABSTRACT ThisstudyisconcernedwithproposingasuitableorganizationalmemoryframeworkforFacultyMemory InformationSystemandthedevelopmentof FacultyMemoryInformationSystem(FMIS)prototypeforthe FacultyofComputerScience &InformationTechnology,UM.Theframeworkportraysinteraction betweencomponentsthatsupporttheinstitutionmemoryandtheinformationsystemcomponentsthat supporttheefforttocapturesandpreservestheinstitutionalknowledge.Finally,basedontheproposed framework,computationalsupportisproposedtobewebbasedprototypetoenableusageinintranetand Internetenvironment. Awebbasedenvironmentwouldfacilitatefacultymemberstoutilizetheprototype withoutlimitingthemselvestothephysicalpresenceatthefaculty.

Keywords Organizationalmemoryinformationsystem,OMIS,Facultymemoryinformationsystem.

1.0 INTRODUCTION
Management is increasingly aware that knowledge resources are essential to the development of their organizations. Nowadays many business executives understand that they need to keep, manage their organizationsknowledgeassetsandbringtheknowledgetoshareamongtheiremployees.Thereactionto thisissue,ithasgeneratedthetermorganizationalmemorywhichseemstobeonthetipsofeveryones tonguesthesedays. A knowledge organization uses knowledge effectively for its competitive advantage. These Knowledge organizationsarethecontainerforknowledgeworkers,inwhichtheyapplytheirknowledgeandthatmake the knowledge become the key asset for the organization (Conklin, 2001). To avoid organization knowledge asset from being wasted for not being shared within their workers or being forget, organization need to preserve these knowledge assets. Organizational memory is viewed base on the conceptthattheknowledgeandexperience,whichresideswithintheorganizationneedstobepreserved and alsoshared amongorganizationalmembers. The intentionistoallowcurrentand future projectsto benefit from the experience of other projects, both current and previous, and allow for organizational competenciestobecontinuallyestablish(Bannon&Kuutti,1996). OrganizationalMemory isalsoknownasamethodofpreserving organizationsknowledge asset baseon the citation by Conklin,(2001) whichstate that Organizational memory extends andamplifies thisasset [knowledge asset] by capturing, organizing, disseminating, and reusing the knowledge created by its employees.Manyapproacheshavebeendevelopedwhichclaimtoguideorganizationtousetheircommon or shared memory in more efficient way. One of the approaches is realizing the organizational memory withthehelpofinformationsystem,whichisthusresultingthetermorganizationalmemoryinformation system(OMIS). Anorganizational memoryinformation system (OMIS) isdefineasa systemthat functions toprovide a meansbywhichknowledgefromthepastisbroughttobearonpresentactivities,thusresultinginincreased levelsofeffectivenessfor theorganization(Stein&Zwass,1995).TheOMIScapturesknowledgeofthe organizationinacomputationalformandmakepartofthisknowledgeavailableeitherbyprovidingdirect accessthroughthesystemsrepositoryorindirectaccessvialinkstoexternalrepositories. This study is mainly focused on the development of Faculty Memory Information System based on the definitionofOMISgivenabove.Theoutcomeofthestudywillhopefullybenefittheusersofthesystem, whicharethefacultysmembersandalsoprovidesunderstandingonhowtechnologyandtoolsthatsuitable canbeusedtosupporttheorganizationinformationprocessingtoincreaseeffectivenessinanorganization.

2.0PROBLEMSTATEMENTS
Oneofthe criticalissuesfacingby manyorganizations(government,commercial,educational etc.) inthe globalnetworkedeconomytodayishowtocaptureknowledgeintheirorganization.Moreoverorganization today also facing issues on how to store and retrieve and also reuse the organization past knowledge. Organizations today will not be able to sustain the level of growth and innovation required to maintain successful without addressing this issue. This is the main reason why organization must organize and preservetheirknowledgeassets. In higher education, specifically here in the context of Faculty of Computer Science & Information Technology,UM, there are abundanceof informationandknowledge with regard to the faculty business such as teaching, research, consultation and other academic experiences to be shared among the faculty members. The problems that arise among the facultys members are mainly in retrieving past document such as exampapers,notes and research finding reports. When it comes to rotation of job, the facultys members also face difficulty to perform well with existing knowledge that they have as they need to retrieve manually past document of a particular portfolio to find information regarding his or her responsibility beforebeingabletoperformthejob. Traditionally theseknowledge assetsarecaptured inpaperdocumentandstoredinfilesfoldersandifthe faculty member wants to find such document they need to retrieve them manually through abundance of filesstored inthemeetingroomwhich wouldcause time consuminganda lot of hassle.Therationale of thisstudyistosolveproblemfacedbythefacultymemberinmanagingorganizationalknowledgeassetat thefaculty.Thisstudyalsofocustoovercomethedifficultiesfacedbyfacultymemberinordertofindand retrievepastknowledgeassetscontainedinthefacultythatincludestoragefilesoflecturenotes,reportsof colloquiums,seminars,facultymeetingsandpastdiscussionsofimportantevents.

3.0LITERATUREREVIEW
3.1 Knowledgeinorganization Knowledge has become the most important and valuable asset in organization nowadays. Awad and Ghaziri(2004)defineknowledgeasunderstandinggainedthroughexperienceorstudy.Inorganizations, knowledge is embedded not only in documents or repositories but also in organizational routines, processes,practices, andnorms(Davenport and Prusak,2000).Byrecognizing knowledgeasacorporate asset and as the heartoforganization, thishas leadto theneedsofmanaging,sharingandpreservingthe organizationalknowledgesothatitwouldnot lostas the employeereachtheirretirementageor leavethe organization. Thus had lead to the concept of organization memory where the goal is to extend and amplifiesthiscorporateassetbycapturing,organizing,disseminatingandreusingtheknowledgecreatedby itsemployees (Conklin,2001).

3.2 OrganizationalMemoryInformationsystems(OMIS)Concept TheideaofOrganizationalMemoryisthateverythingresideinanorganizationscontainssomeinformation or knowledge and consequently are comparable with a memory (Bannon & Kuutti, 1996). Walsh and Ungson (1991) define Organizational memory asstored information from an organizations history that canbebrought tobearonpresentdecisions.Base onthedefinition given above,organizational memory (OM) is concerned with the ability to reuse an organizations experience or organizational knowledge embeddednotonlyinformaldocuments,reportsandmanualbutalsoinorganizationalroutines,processes, practicesandnorms. Manyapproacheshavebeen developed which claimtoguide organizationtousetheircommonor shared memoryinmoreefficientway.Oneoftheapproachesisrealizingtheorganizationalmemorywiththehelp of information system, which is thus resulting the term organizational memory information system. Organizational memory information system help in extending and amplifying organizational knowledge

assets by capturing, organizing, disseminating and reusing the knowledge created by its employees (Conklin,2000). SteinandZwass(1995)defineOMISasasystemthatfunctionstoprovideameansbywhichknowledge fromthe past isbrought tobear onpresent activities, thus resulting in increased levels of effectiveness. Base on Schwartz et al (2000) and the definition given by Stein and Zwass (1995), the organizational memory is concerned with capturing the knowledge of groups in organization while the associate informationsystemmakespartoftheknowledgeavailableeitherbyprovidingdirectaccesstorepositoryof documents and experience reports in the organization or indirect access by providing links to external repositories or external sources. Our study will be based on the definition provided by Stein and Zwass (1995)asthefoundationforthedevelopmentoffacultymemoryinformationsystem. 3.3 OMISFramework Stein & Zwass (1995) presented a framework for OMIS in their research paper on Actualizing organizational memory with information systems. The framework consists of two layers and these two layerscanbeeitherITbasedornonITbasedasshownasfigure 1below.

Figure1:OverviewoftheFrameworkforOMIS(Source: Stein&Zwass,1995)

The firstlayerofOMIS consistsof foursubsystems,which are integrative, adaptive,goal attainment and patternmaintenance(Stein&Zwass,1995).Thesesubsystemsderivedfromtheorganizationeffectiveness functions. Thedescriptionof each effectiveness functionquotedfromStein& Zwass(1995)isshown as table 1below:

Table 1:OMISeffectivenessfunctionsadaptedfromJennexetal(1998),QuinnandRohrbaugh(1983)andBodartetal (1997). Effectiveness Function Integration Description Theintegrativesubsystemsharing theknowledgethroughtimeand space.Thissubsystemalso responsibleincoordinationand managementofinformationacross theorganization. Theadaptivesubsystemdefining thelimitoftheorganizations environmentandtheabilityofthe organizationtoadapttochangesin itsenvironment. Thegoalattainmentsubsystem identifiesandevaluatesthe organizationalobjectivesacross time. Thissubsystemconcerned ontheabilityoftheorganizationto setgoalsandevaluatethedegree oftheirfulfillment. Thepatternmaintenance subsystemmemorizesindividuals

Adaptation

Goal Attainment

Pattern

Maintenance

workhistoryandconcernedwith theabilityoftheorganizationto maintainthecohesionandthe moraleoftheworkforce.

The second layer of the OMIS framework consists of five mnemonic functions, which are knowledge acquisition,retention,maintenance,search andretrieval(Stein &Zwass,1995). Themnemonicfunctions withdescriptionarepresentedastable2below:
Table2:Layer2theMnemonicfunctionsofOMIS(AdaptedfromScott,1996). Mnemonic functions Knowledge acquisition Retention Description TheinputprocessforanOMIS

Is influenced by communicability andconsensus. Maintenance Depends on assimilation of new information with existing information and selective discardingofoldinformation. Search& Nonbiased, faster and more retrieval extensive searching and retrieval thanmanualsystems.

4.0THEFMISFRAMEWORK
ThissectionisdirectedtothedevelopmentofframeworkforFacultyMemoryInformationSystem(FMIS) fortheFacultyofComputerScienceandInformationTechnology,UniversityofMalaya.Inparticular,our frameworkfocusedoncapturingknowledgewhileprovidinganintegratedstructureinwhichthesemodels interactwithactivitythattheysupport.Theimportantofthisframeworkis thatitprovidesthe mechanism that support knowledge acquisition, dissemination, retrieval and knowledge reuse for a faculty environment. The primary objectives of Faculty Memory Information System framework are to facilitate information exchange within faculty members. FMIS also act as extending computer collaborative work (CSCW)to facilitateandenforce theknowledgesharingamongworkgroupssincegroupsandgrouptasks areincreasinglybeingviewedasthebasicunitofformalfacultystructure. WeapproachtheconstructionoftheFacultyMemoryInformationSystem framework,basedondesignof OMISidentifiedbySteinandZwass(1995),asthedevelopmentofcomputationaltooltosupportexisting organizationalprocesses.TheirOMISframeworkisbasedonanorganizationaleffectivenessasoneofthe principalconcernsandexpressedontermofintegrative,adaptive,goalattainmentandpatternmaintenance function.WhileinourframeworkofFacultyMemoryInformationSystem,wefocusontheorganizational effectiveness functions specifically tailored to the higher education institution. These subfunctions are expressedontermofhumanrelations,opensystems,rationalgoalsandinternalprocess.

Figure2:ProposedframeworkforFMIS

ThisframeworkstructureFacultyMemoryInformationSystemintwoparts,whichistheFacultyMemory structure and FMIS structure. The Faculty Memory structure is referring to the ability of the faculty to rememberandlearn from it past. In the most general sense, faculty memory structure is concerned with beingabletoreusetheorganizationalknowledge assets.This frameworkidentifiestwomajorcomponents of faculty memory structure that interact with the FMIS structure to supportactivities leading to faculty effectiveness.These components are team memory andinstitutional information. Team memory refersto the faculty members that are working together in their respective group, in which are the users of the system while the institutional information refers to type of information reside in the faculty that are availabletobecaptureintotheFMIS. TheFMISstructureiscomposedoftwolayersbasedonOMISframeworkbySteinandZwass(1995)and withmodificationtoadaptwithhighereducationneeds.Thefirstlayeristhememoryfunctionslayerwhile thesecond layeristhefacultyeffectiveness functionslayer. Thisframeworkisviewedfrombottomupin which the resultant activity from memory functions layer (bottom layer) must be able to support each component in the faculty effectiveness functions (top layer) in order to increase the organizational effectiveness. The memory functions layer is composed of mnemonic functions and retention facility. While the faculty effectiveness functions layer is composed of human relations, open systems, rational goalsandinternalprocess.Componentsinthebottomlayer, whichisthememory functionsisconstructed and supported by a database application and information technology and this layer is responsible in supportingthesuccessofthetoplayeroftheFMISstructure. Inourmemoryfunctionlayer,wehaveaddeddisseminationprocesstothemnemonicfunctions.Thusthis framework suggests that the memory functions layer must involved process of acquisition, creation, maintenance,dissemination,search andretrievaltobeabletosupportkeyactivitiesofknowledgesharing in a faculty. The retention structure in the memory layer acts as a static repository where all data, informationandknowledgearestored,accumulatedandpreservedsothatitcanberetrievedlater.

5.0DEVELOPMENTMETHODOLOGY
The development process of faculty memory information systems is base on the organizational memory developmentprocessbyTeeniandWeinberger(2000). 5.1 Problemidentificationandgoaldefinition Inthisareaofstudywehaveidentifyproblemandgoaldefinitionbaseonthemanagementperspectiveof the faculty. Briefly, in the context of faculty of computer science and information technology, university

Malaya (FCSIT, UM) the faculty goal is oriented toward having knowledge in manage manner which involveaugmenting,sharingandpreservingorganizationalknowledge. 5.2 Knowledgeacquisition Inthisphase,wehaveidentifiedthatformalknowledgeitemssuchasareportofattendedcolloquium,ora workingpaperor a reportof meeting minutes can becapturedintocomputational formby either inword documentform(*.doc)orportabledocumentformat (*.pdf)file,whichisaccessible,andpreserveablein FMISrepositories.Theseknowledgeitemsis presentedastable 3below.
Table3:KnowledgeitemsandFMISrole
Facultys Knowledge Research FMISrole

Asarepositoryof: Research interest within institutional Research result and funding organizations Commercial opportunities for researchresults Prepopulated proposal, budget andprotocols Proposalrouting policies and procedures. Awardnotification Contract and grant management policiesandprocedures Technical and financial report templates and policies and procedures. Overview of internal services, resources,andstaff. Asrepositoryof: Curriculumrevision Content modularized and arranged to facilitate interdisciplinary curriculum design and development. Informationrelatedtoteaching and learning Information Faculty development opportunities Information in each disciplinary area, updated materials, recent publications,applicableresearch Guidesfordevelopingcurriculum Asrepositoryof: Modulerevision Information related to module / subject Teaching material including notes and assessments and Updated materials Assessmenttechniques Analyzed student evaluations updatedeachsemester Establishing effective teaching styles

Curriculum development

Teaching

Academic Experience

Asrepositoryof: Reportoffacultymeeting Reportofcolloquiums,seminar Reportofpaperpresentation Prepopulated proposal, budget andprotocol Proposalrouting policies and procedures Asrepositoryof: Financial documents including reports, procedures and templates ofbudgetingandaccounting. Documents for human resources including reports, procedures and templates of training, scholarships, academic courses, academic timetable, student intake advertisementandexhibition.

Administrative services

5.3 Knowledgeanalysisandclassification Knowledge analysis is the organization and mapping of knowledge using formal structures such as classification scheme. In this phase the knowledge that was captured in an accessible form is then be classifiedintocategories.HereinthecontextofFCSIT,themanagementteamofthefacultyisresponsible indeterminingtheknowledgeclassification. Throughthisphase,wehaveconducted factfindingtechniqueinordertocollectinformationontypeand classificationofknowledgeavailableinthefaculty.Base fromtheinterviewoutcome, theknowledge that wascapturedinanaccessibleformisclassifiedaccordingtowhichdepartmentstheyresideinthefaculty. In FCSIT we have several departments, which are department of Artificial Intelligent, department of InformationScience,departmentofComputerSystem&Technology,departmentofSoftwareEngineering, Management officeand Administrative office. These departments are considered as groupmemories in the faculty, andknowledgeassetsthatresideineach groupmustbe wellcapturedinordertosupportthe faculty effectiveness. Within eachacademic group, knowledge assets are then categorized into those that relatedtoresearch,meetingminutes,teachingmaterialandcurriculumdevelopment.Thecategorizationof knowledgeassetsisdependsonhowitisstructuredandusedintheirrespectivegroups. Base on fact findings conducted, it can be seen clearly that there are abundance of information reside withinthefacultybutnotinthemanagemannerinawaythatthemanagementcanbeassistedtosearchfor a specific information, documentsor information from past discussion which are valuable to the faculty. Fromthelecturer,managementandadministrativeviewitcanbeseenthattheyareinterestedtoimplement a proper organizational memory strategiesin the organization, which deal with capturing and preserving organizational knowledge asset to improve the operation of the faculty in term of effectiveness and efficiency.

6.0THEPROPOSEDSYSTEM
TheimplementationofFMISisbaseonseveralconsiderationbasesontheframeworkproposedsection4.0 above. The consideration of implementation focuses on the top layer of the FMIS framework, which consists of human relations, open system, rational goal and internal process improvement. The first consideration is on human relations that we have decided that FMIS must provide online discussion functionality,thiscouldencourage facultymembers toparticipateinaparticulardiscussionorknowledge sharing at any time and any place. This could provide openness way of human involvements in which

improve the human relations in the faculty. Secondly, provide the FMIS prototype with link to external information sources available on the internet or to related resources at interest such as link to Quality Assurance Management Unit (QAMU) intranet or IRPA research programme website. This second considerationistoalignwiththeopensystem functionsoftheframework. TheThird considerationison therational goal achievement,thatwehave decided that FMIS mustprovide repository of pastdocument templates inaway that future similartasks can be readily used the information to achievecurrent goals. Thiscanbeachievedbyallowingusertoreusepastdocumenttemplates, forexampletheFMISprototype recordsmeetingtemplatesofpastmeetingtohelpguidefuturesimilarmeeting. In implementingFMISprototype, we alsotakeinto accountseveral considerations ontechnicaland non technical aspectofFMIS.First,we decidethatFMISmust beweb enable systemtoallowuser access at any time and anywhere. This is also to fulfill the nonfunctional requirement of portability feature. Secondly, the user must be able to seek and access the organizational knowledge asset captured in computationalform.Lastly,thethirdconsiderationisonensuringthesecurity,maintenanceandconsistent growthofthecapturedknowledgewithoutlosingtheircontext. To accomplish the first consideration, a web programming language is use in implementing FMIS. To realize the second issue, a keywordbase search in employed in implementing FMIS. The restrictions of userintogroupmemorywhereseveralauthorizedfacultymembersareassignedintoseveralgroupsandare responsibleinaugmentingknowledgeintheirgroupmemory aredone torealizethethirdconsiderationin theimplementationofFMISprototype. 6.1 LogicaldesignofFMIS ThefigurebelowshowsthelogicaldesignoftheFacultyMemoryInformationSystem(FMIS).

Figure3:contextdiagramforfacultymemoryinformationsystem(FMIS)

6.2 ProposedFeatureandConstructionofthesystem Constructionturnsthesystemdesignintoafunctionalsystemwhereinthisstudythesystemtobeconstruct is the faculty memory information system (FMIS). In order to construct groupwarebase application for 1 2 FMIS prototype we have referred to several open source groupware such as Tiger CRM , phprojekt , 3 4 openxchange and sugar CRM. FMIS is proposed to consist of 7 modules to facilitate the capturing, disseminatingandsharingofknowledgewithingroupmemory.EachmodulecontributestoOrganizational Memoryfunctionsinsupportinguserstoaccumulateandpreservebothformalandinformalknowledge. The discussion module play a role to assist capturing and managing informal knowledge such as group researchdiscussionandonlinemeetingdiscussion.Thediscussionmodule isprovidedtocaptureinformal knowledge base on the reference on Marwick (2001), which stated that online discussion as one of the
1 2 3
4

http://www.vtiger.com/products/crm/demo/ (login:adminandpassword:admin) http://www.phprojekt.com/demo/index.php (login:englishandpassword:english) http://mirror.openxchange.org http://www.sugarcrm.com/crm/demo/sugarsuite.html

knowledgemanagementtoolsthatcancapturetacitThediscussionmoduleisaimtoofferavirtualmeeting ordiscussion forgroup memorymembersto capture knowledgeasset andexchange ideas that eventually influencethevalueofsuchknowledge File management module contributes to assist the capturing and managing of formal knowledge. The formal knowledge involved are meeting reports, white papers, plans and forms and others academic documents. This formal knowledge will be stored and managed in file management module. In file managementmodulegroupmembersisabletosharefilesthatrelevantandimportantforthewholegroup. Onthefilemanagementpage,alldirectoriesandfiles,whicharestoredinthedatabase,areorganizedina treestructureasfigure below. The notes/memos module facilitates users in capturing and sharing formal knowledge that needs to be published to respective group memory members. Summary module of FMIS as well contribute on knowledge dissemination strategy in which this module provide a page that summarize all the latest informationcominginforeachparticulargroupmemory.Figure4showsthesummarypageforFMIS.The InfoBase module which is stand for information base module contribute as a repositories of know how (FAQ)fortheFMIS.ThelastmainapplicationscenarioofFMISisthefunctionforknowledgesearchand retrievalwithinthesystemthroughkeywordsearchmechanism.

Figure4:FMISscreenshot

Figure5:DiscussionmoduleforFMIS

Figure6:ThefilemanagementmoduleforFMIS

6.0CONCLUSION
Intodaystechnology,capturingknowledge,managingknowledgeandleveragingonknowledgemaygive advantagetoorganizationstoimproveefficiencyandgaincompetitiveadvantage.Theeducationindustryis notexceptioneitherasarethesehigherlearninginstitutionsarecompetingtogainadvantagetobethebest in their industry in providing the best education and to be an excellent centre of higher education and research. By that these higher educations institution also have implemented strategies to increase effectivenessthusimprovetheircompetitivenessineducationindustry. Thegoalofthisworkistodevelopaframeworkandprototypeforfacultymemoryinformationsystem.The frameworkmeant todefinethe organizational memory informationsystem implementationtailored tothe environmentofFacultyComputerScienceandInformationTechnology,UniversityMalaya(FCSIT,UM). Throughstudy conducted, it can be clearly noted that the faculty members are looking forward to have organizationalmemoryinformationsysteminthefaculty.Theintroductionof FMISprototypehashelpto facilitatethefacultymembersincapturing,storinganddisseminatingknowledgeintheirspecificrespective field. The development of FMIS has also provides support for academic team activities in capturing, storing,updatingand retrieval ofknowledgewithinthe faculty so that pastknowledge canbe brought to bear onpresent activities. However, the system would not have been success without full participations fromthe facultymembers inaugmentingtheknowledge resides inthe faculty. The successof thesystem also is alldependson how the faculty members will make use of FMIS in order to improve the level of effectivenessforthefaculty.

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