IMPLEMENTATION OF KNOWLEDGE MANAGEMENT SYSTEM (A STUDY AT PT ANTAM TBK, JAKARTA, INDONESIA)

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1 IMPLEMENTATION OF KNOWLEDGE MANAGEMENT SYSTEM (A STUDY AT PT ANTAM TBK, JAKARTA, INDONESIA) Nurul Eka Fitriany Endang Siti Astuti Rizki Yudhi Dewantara Faculty of Administrative Science University of Brawijaya Malang ABSTRAK Knowledge Management mengacu pada pengelolaan pengetahuan sebagai modal intelektual yang memberikan keberlanjutan jangka panjang. Namun, mengingat jumlah informasi yang dibutuhkan terus meningkat, menciptakan modal intelektual, dan era teknologi baru, pengelolaan pengetahuan harus ditingkatkan dan perlu adanya pembahasan kembali. Penelitian ini menguji implementasi sistem manajemen pengetahuan dan mencari faktor pendukung dan hambatan dalam pelaksanaannya. Data yang digunakan pada penelitian ini diperoleh dari wawancara pada karyawa yang bertanggung jawab dalam pengembangan sistem manajemen pengetahuan di perusahaan pertambangan yaitu PT ANTAM Tbk, Jakarta, Indonesia. Hasil penelitian menunjukkan bahwa teknologi telah digunakan untuk mengidentifikasi dan mengelola pengetahuan dengan mudah yang berdampak positif terhadap manajemen pengetahuan, hasil lain menemukan bahwa berbagai solusi untuk memecahkan adanya faktor-faktor yang menghambat penerapan manajemen pengetahuan. Studi ini memberikan kontribusi secara langsung dalam peningkatan manajemen pengetahuan yang memiliki hubungan dengan lingkungan berbasis IT dimasa depan nantinya. Kata Kunci: Pengetahuan, Manajemen Pengetahuan, Sistem Manajemen Pengetahuan, Informasi Sistem ABSTRACT Knowledge Management refers to managing knowledge as intellectual capital that provide long-term sustainable. However, considering high amount of information, re-creating intellectual asset, and new ages of technology areas, managing knowledge should be improved by re-examined. This study investigates the implementation of knowledge management particularly knowledge management system and seek factors that supporting and hindering within implementation. The data were collected from real interviewed employees who responsible in development of knowledge management system in a mining company of PT ANTAM Tbk, Jakarta, Indonesia. The result show that technology has been used to identified and manage knowledge easily which has positive impact on knowledge management, other results has found that various solutions to solve factor that hindering the implementation of knowledge managements. This study straight forward to contributes in improvement of knowledge management that has relationship with IT-based environment for future. Keywords: Knowledge, Knowledge Management, Knowledge Management System, Information System. 15

2 INTRODUCTION The development of knowledge-based economies has placed an importance on effectiveness management of knowledge. The assessment of knowledge management is focused to increase the company s knowledge utilization to support business processes. In a company engaged in mining sector such as ANTAM also need knowledge management to improve utilization of business process for their divisions. In running business activities, ANTAM required to have a computerized based information system that able to provide interface that could respond quickly, speed in handling troubleshoot, and a large database capacity. Before knowledge management system went alive in ANTAM, managing knowledge did in conventional system s way. It used to spend lots of cash and time. Since in the beginning of 2015, ANTAM facilitated their employees with the computer based information system to share knowledge in daily basic in efficient way. Knowledge management system supposed to fill with collections of knowledge that are required either for business activities till improving employee performances as human capital. In order to achieve as best practice of Human Capital Excellence, ANTAM is committed to their employees that ANTAM believes capable to creates values for the organization. Therefore, organization is need to be more aware of the importance of knowledge owned by their employees which correspond to their experiences and accumulated knowledge about the firm activities. The purpose of knowledge management system are harnessing the available knowledge assests, avoiding reinventing the wheel and preventing knowledge from leaving out of company. During two years of the implementation knowledge management in term of computerized system, the activities of system aimed to increase knowledge sharing, to amplify individual and organizational learning, to make easier accessing and transferring knowledge, and to insure knowledge preservation. Unfortunately, there are still limitations comes along with the transition process from conventional way to fully computerized process. Therefore, the objective of this research is to seek factors that influencing the implementation of KMS to improve the possibility for long-term sustainability for PT ANTAM (Persero) Tbk. LITERATURE REVIEW Knowledge management has particular relevance to study in information system because the functionalities and component of information systems is acted as critical role in designing the organizational efforts for knowledge creation, acquisition/acquiring, integration/alliance, valuation/assessement, and use/usage. Information systems have been central to concentrated efforts to enable and facilitate business processes, flows of information, and sources of knowledge to be integrated and for synergies from such combinations to be realized and to be executed. Defining Data, Information, and Knowledge. Within managing knowledge management, it should started by defining knowledge, data, and information. First, data is the lowest point, an unstructured collection of facts and figures, while information is the next level, and it is regarded as structured data, finally knowledge is defined as information about information (Theirauf, 1999). In order to misunderstanding about knowledge, defining three components to easily manage knowledge itself. Defining Knowledge Management System. Knowledge management as a field of study is nearly unfamiliar and unique since it is new (De Long & Seemann, 2000), though organizations and groups have been managing knowledge for some time. Davenport and Prusak (1998) noted, good managers (have always) valued the experience and know-how of employees that is, their knowledge. These are definitions of knowledge management Based on Groff and Jones (2003:2), KM is taken as tools, techniques and strategies to retain, analyze, organize, improve, and share business expertise. The Role of Information System For Knowledge Management. According to Alavi and Leidner 2001, believe that the practice of knowledge management is encompass other technology-based initiatives for instance (1) the creation of databases of experts, (2) the development of decision aids and expert systems, and (3) the hardwiring of social networks to give an assistance and access to the resources of non-collocated individuals. 16

3 The Role of Intellectual Asset For Knowledge Management. Most previous researcher defined a knowledge management system as the interrelated processes and behavior norms that shape how an organization employs structural and behavioral approaches to built, maintain and use its intellectual assets to gain competitive advantage. Intellectual assets are the explicit intellectual material within an organization as well as the knowledge and learning that is shared between individuals, groups and their actions. Therefore, in gaining competitive advantage should be able to use the best of their knowledge to differentiate company performance in terms of profit-making (2008:Tan Nya Liang et al., 1999: Beckman, 2004: Chuang, 2000: Argote and Ingram, 2000: Argote et al., 2005: Chou et al., 2000: Davenport and Prusak, 1998: Nonaka, 2005:Sabrina and Matthew, 2001:Freeman 1997: David De Long). Knowledge Management Process. According to Wigg and Liebowitz (1999:6), Knowledge Management is the systematic, explicit, and deliberate building, renewal and application of knowledge to maximize an enterprise s knowledge-related effectiveness and return from its knowledge assets. Nonaka and Takeuchi s constructing the knowledge approach of knowledge creation called as SECI Model. Externalization Externalization known as process converted knowledge into explicit form of knowledge. Based on Choo, 2000, this particular of process can be done through brainstorming and document. Combination Combination known as process of establishing an unified understanding toward concept. Based on Nonaka and Tekeuchi, this particular of process can be done through formal training. Internalization Internalization known as process of converted knowledge into tacit knowledge. Based on Nonaka and Tekeuchi, this particular of process can be done through learning by doing such as practice, repetition, experiencing, and expertise. RESEARCH METHOD Qualitative research investigate a specific phenomenon, not to prove an assumption. From a methodological point of view, this research followed a qualitative approach and case study to develop an advance of a research-based theory with which to analyze situation the object of study. Mostly source of data are coming from primary data which is collected through observation and interview. According to Nasution, 2009, The primary instrument of this research is the researcher. In order to consistency during process of collecting the data and increased the reliability, accuracy and authenticity of findings, study from literature should be as guided to be in consistent. Figure 1. Knowledge Conversion SECI Model Source: Nonaka and Takeuchi 1995 Based on the figure, there are four main process the explicit and tacit knowledge form as follows: Socialization Socialization known as process creating new knowledge to advance of previous knowledge. Based on Earl, 2001, this particular improvement can be done through sharing experiences. RESULTS AND DISCUSSION The purposed of this study to examined the implementation of knowledge management system and has several implications for theory. It was discovered that: A. Computer-Based System Within process of managing knowledge, process of establishing knowledge toward concept or theory should be added in order to leveraging company knowledge (assets). This process known as combination process (Nonaka, 1995). Therefore, Combination process required tools on organizing and integrating the knowledge before disseminating the knowledge such as computerized communication network and large-scale of 17

4 database trough Automatic access in SKOWDAY s system. Figure 2. Relationship Knowledge Management with Organization Activities Source: Processed Data, 2016 B. Employee Engagement Based on observation, it found communities club, virtual group, and seminar allows employee to contribute to the team and to the company because company believe that individual contribution as part of sharing knowledge. C. Knowledge Sharing As A Driver of Change Based on observation, knowledge management as a tool in the process of sharing knowledge in ANTAM through SKOWDAY (sharing knowledge every day) that allowed users to share knowledge within company. All activities that has been ran in conventional way has been changed with information system to make process of sharing more effective and efficient. Although some component of Knowledge Management Sytem of ANTAM seems required some improvements. D. Learning Climate Based on observation, company has been implemented learning climate as main factors to support practice of ANTAM s knowledge management system. Learning climate is seeing through positive attitude and spirit of the leaders to share knowledge to all employ yees. CONCLUSION AND SUGGESTION Conclusions The results can be concluded, as follows: 1. In terms of knowledge creation process and knowledge transfer process, process that focuses on tacit to explicit knowledge (externalization) and (socialization) are proved that have an effective in influencing the implementation of knowledge management. In the process of externalization, 80% of existing KM programs is operated by conventional system and 20% existing KM programs is ran by information system such as virtual document sharing. Based on the observations, virtual document sharing still has weaknesses. In the process of socialization, community practice is play a role to support knowledge creation, knowledge sharing, and foster a culture of sharing in order to achieve the goal of effective knowledge management and to assist in minimizing costs and time. 2. Based on the results, researchers recommend to conduct further research to review what factors that significantly affect the implementation of knowledge management system. There are weakness that can be revised through future design in order to facilitate activities of all divisions. Therefore, knowledge management can bring up better performance. There are also three factors for the accomplishment of the implementation of system particularly knowledge management system in ANTAM: (1) Supportive organization, that focus on strategies to develop policies for employees by give employees an incentive, it will encourage a culture of sharing, raise the awareness of employees to learn more (gain their learning initiatives), empower employees, and motivate employees; (2) Information technology has been provided opportunities, chances, possibilities, and contingencies that a knowledge management program in ANTAM can run effectively and efficiently; (3) Employees or participation from communities, incooperate between their participation and sophisticated technological advantage, it is expected that the use of knowledge management system has been increased. In order to encourage employee initiatives, employee participation, employee enthusiasm, and to avoid hoarding knowledge, these can be supported by providing incentives. Suggestions 1. The role of sharing the knowledge and organization are the crucial keys or factors of implementation of knowledge management systems. Therefore it seems appropriate to suggest a future study to see how company could develop strategies to make a sustainable system of knowledge management system in ANTAM. 2. For further research, it is advisable to review the weaknesses of actual system from ANTAM s knowledge management system and building a 18

5 new system (by redesign of the system) that has the ability to handle the growing amount of data or the user and when a database management system allows many transactions at the same time to access data without an impact on the performance of the system itself (scalability). 3. Technology within managing knowledge is played as an important role. Supposing to improve and increase the use of the knowledge management system, it is very important formely to connect and look for alliance between information technology applications and management practices it self, in direction to optimize the factors that influence the practices of knowledge management, and tacit or explicit knowledge from the various functional areas and levels of management can be created, saved, transferred, used efficiently and effectively. To achieve this, ANTAM not only need to create a culture that supports the organization and structure, but also to train and motivate their employees to manage knowledge through IT applications. 4. The implementation of good technology and user interface (UI) that is easy to use are the one of the important aspect of the knowledge management systems s practice. Therefore it is very important to suggest a future study to examine and to determine how significant technology influencing usage knowledge management system. Journal of management studies vol.43, 157 pp Blackwell publishing Ltd. Jacobs, R. L., & Park, Y A proposed conceptual framework of workplace learning: Implications for theory development and research in human resource development. Human Resource Development Review, 8(2), Jon M. Werner and Randy L. DeSimone Human Resource Development. Cengage Learning. Swart J,, Mann C., Brown S., Price A., Human Resource Development, Elsevier Butterworth Heiemann, page Thomas A. Stewart Intellectual Capital : The New Wealth of Organization. Crown Business. (1th Edition). REFERENCES Abdul Samad Kazi Knowledge Management In The Construction Industry: A Socio-Technical Perspective. IDEA Group Publishing. Alain Bernard, Serger Tichkiewitch, Method and Tools for Effective Knowledge Life-Cycle Management, Springer Boruch, R.F., et al Reanalyzing Program Evaluations Policies and practices for secondary analysis for social and education programs. San Fransico: Jossey-Bass. Ellias M. Awad, Hassan M.Ghaziri Knowledge Management. PEARSON Education. Gourley, S Conceptualizing knowledge creation: A critique of Nanaka s theory. 19