Management Information

System
Credit Units: 3

Surbhi Tyagi
Ass. Prof. - IT
MODULE – 3
KNOWLEDGE BASED SYSTEMS

• Intelligent support systems & concepts of Artificial

Intelligence
• Data Mining & Data warehousing
• Emerging trends in Information management systems
Knowledge Management

• Knowledge management is the name of a concept in which an enterprise

consciously and comprehensively gathers, organizes, shares, and analyzes its
knowledge in terms of resources, documents, and people skills.
• The goal of a knowledge management system is to provide managers with the
ability to organize and locate relevant content and the expertise required to
address specific business tasks and projects.
• Some knowledge management systems can analyze the relationships between
content, people, topics and activity and produce a knowledge map report.
Knowledge Management activities are:

1. Gathering

2. Organizing

3. Sharing

4. Analysing &

5. Disseminating Information to improve

organization’s structure.
Knowledge
generation
Types of Knowledge: In the context of knowledge management, knowledge can be categorized into
various types based on its nature, scope, and application. The most recognized types of knowledge
are:

1.Explicit Knowledge: This type of knowledge is codified and easily transferable through written
documents, databases, or other tangible forms. It includes facts, data, procedures, and other
information that can be easily communicated and shared. Examples include manuals, reports, and
guidelines.

2.Tacit Knowledge: Tacit knowledge is personal, experiential knowledge that is difficult to formalize
or articulate. It resides in an individual's experiences, insights, intuitions, and is often shared through
interpersonal interactions. It is challenging to transfer and requires direct interaction or observation.
Examples include skills, expertise, and insights gained through practice. An example of tacit
knowledge could be a salesperson’s ability to know the perfect time to give their pitch during a
meeting.

3.Implicit Knowledge: Implicit knowledge lies between explicit and tacit knowledge. It is not fully
codified like explicit knowledge, but it is more formalized and structured than tacit knowledge. It
often takes the form of processes, routines, or practices within an organization.
4. Declarative Knowledge: Declarative knowledge involves facts, concepts, principles, and
theories that explain "what" and "why." It's focused on understanding and explaining
relationships between different pieces of information. Some examples of declarative knowledge
include an individual's ability to know what the company goals are for the year.
5. Posteriori knowledge
A posteriori knowledge is a subjective type of knowledge that is gained from individual
experience. While this type of knowledge isn’t one to be documented on a company’s knowledge
base, it still plays a critical role in the success of teams. This kind of knowledge gives individuals
the ability to know their strengths and weaknesses that stem from their experiences and can help
companies diversify their team's skill set. some examples of a posteriori knowledge could include
an individual's ability to lead teams based on their previous roles in management, or the ability to
de-escalate or diffuse tense situations.
6. A Priori knowledge
A priori knowledge is the opposite of posteriori knowledge and is gained independent of
experience or evidence. This type of knowledge is often shared through logical reasoning, or
one's ability to think abstractly. Although a priori knowledge isn’t necessarily documented, it’s
often shown in the form of team’s ability to understand and reason when faced with situations.
 Characterization of Knowledge-Based Organizations:

1. Emphasis on Knowledge: Knowledge-based organizations prioritize the creation, acquisition,

dissemination, and application of knowledge as a core asset. They recognize that knowledge is a valuable
resource that can lead to competitive advantage, innovation, and improved decision-making.

2. Learning Culture: These organizations foster a culture of continuous learning and knowledge sharing.
Employees are encouraged to acquire new skills, expertise, and insights, and there's a strong emphasis on
personal and professional development.

3. Information Management: Knowledge-based organizations excel in organizing, storing, and

retrieving information and knowledge. They use advanced information systems, databases, and
technologies to manage and distribute knowledge effectively across the organization.

4. Innovation and Creativity: These organizations prioritize innovation and encourage creative thinking.
They provide employees with the freedom to explore new ideas, experiment, and take calculated risks,
which can lead to the development of new products, services, and processes.

5. Collaboration and Communication: Collaboration is a cornerstone of knowledge-based

organizations. They facilitate collaboration among employees, teams, and departments to leverage diverse
perspectives and expertise. Effective communication channels are established to share knowledge
seamlessly.
 Process of effective Knowledge-Base Management:

1.Define Knowledge Management Strategy: Develop a clear strategy that outlines the
goals, objectives, and processes for managing knowledge within your organization.
Determine what types of knowledge are most valuable, how they will be captured, and how
they will be used to benefit the organization.

2.Select a Knowledge Management System: Choose a suitable knowledge management

system or software that facilitates the creation, organization, and sharing of knowledge notes.
Consider tools like Microsoft OneNote, Evernote, Notion, or custom-built solutions tailored
to your organization's needs.

3.Capture and Document Knowledge: Encourage employees to document their knowledge

and expertise in the form of notes. These notes can include best practices, lessons learned,
project insights, and innovative ideas.

4.Encourage Collaboration: Foster a collaborative culture where employees are encouraged

to share their knowledge notes with others. Allow teams to contribute to and edit shared
notes, promoting collective learning and improvement.
5. Regularly Update and Review: Establish a schedule for reviewing and
updating knowledge notes to ensure that information remains accurate and
relevant. Outdated or incorrect information should be removed or
corrected promptly.
6. Search and Retrieval Capabilities: Implement robust search
functionalities within your knowledge management system. Ensure that
employees can easily search and retrieve relevant knowledge notes when
needed.
7. Incentivize Knowledge Sharing: Recognize and reward employees who
actively contribute valuable knowledge notes to the system. Consider
incorporating knowledge sharing into performance evaluations or offering
incentives for participation.
8. Measure and Evaluate: Establish metrics to measure the effectiveness of
your knowledge management efforts. Track factors such as the number of
knowledge notes created, user engagement, and the impact of shared
knowledge on organizational
 Intelligent Support Systems

• Intelligent support systems (ISS) are that facilitate decisions

requiring the use of knowledge, intuition, experience, and
expertise.

• An intelligent system is a machine with an embedded, Internet

connected computer that has the capacity to gather and analyze
data and communicate with other systems.

• Requirements for an intelligent system include security,

connectivity, the ability to adapt according to current data and the
capacity for remote monitoring and management.
Intelligent support systems (ISS) are that facilitate
decisions requiring the use of knowledge, intuition,
experience, and expertise. Such systems are called intelligent
support systems because they support the knowledge
intensive activities of managers, which require the
application of the practical knowledge and practical
experience. Systems that fall into this category are:

•Decision support systems(DSS)

•Executive information systems (EIS)

•Artificial intelligence (AI) and expert systems (ES)

Artificial Intelligent

A computer can perform work at extremely fast speeds. It can also be programmed with
a set of rules or guidelines, thereby enabling it to draw certain types of conclusions
based on the input it receives.

When computer systems combine these two abilities to perform in ways that would be
considered intelligent if observed in humans, it is commonly referred to as
artificial intelligence (AI).

E.g. CHAT GPT

SIRI
Business Intelligence (BI) enables the utilization of procedural and
technical infrastructure to collect, store and analyze data generated by a
company’s activities and presents it in actionable forms like dashboards,
reports, charts etc. which can be used by the organization to make
strategic and tactical business decisions.BI combines core concepts like:

•Data analysis, Used for extraction, Integration, and Interpretation.

•Data visualization. Graphs, charts, and diagrams.

•Reporting capabilities. Dashboards, trends and performance.

 Benefits of Using Artificial Intelligence in Decision Support Systems

Processing large amounts of data

AI can process large amounts of data much faster than humans. This is important because the
more data that is available to an IDSS, the better it can identify patterns and correlations that
would be difficult for humans to find.
Processing unstructured data
A lot of the data that is relevant to businesses and investors is unstructured, such as social media
posts, customer reviews, and surveys. AI systems that use the most NLP technology are
particularly good at processing this type of data and extracting useful insights from it.
Filtering information
AI decision support systems can filter out irrelevant information and focus on the most
important data points. This is essential in today’s business environment, where there is an
overwhelming amount of data available from a variety of sources.
Generating recommendations
Another useful feature of some AI decision support systems is their ability to generate
recommendations based on the data they have processed. This can save businesses and investors
a lot of time and effort in making decisions.
Avoiding bias
AI decision support systems can help businesses and investors avoid bias in their decision-
making. Human data analysts may have personal biases that can distort their analysis of data, but
AI systems are not susceptible to this.
Some of the tools and software used for Business Intelligence
are:

➢Spreadsheets. Microsoft Excel, Google Docs are some of the

most widely used BI tools.
➢Reporting software. It’s used to report, organize, filter and
display data.
➢Visualization software. Data visualization software translates and
transforms data into visual graphical representation for easier and
simpler interpretation.
➢Data mining tools. These tools dig into big data and data streams
to find patterns and trends using artificial intelligence, machine
learning and statistics.
➢Online analytical processing (OLAP). These tools are used to
analyze datasets.
 Data Warehouse

• Data warehouse is a logical collection of information , gathered from many different database and thus
a data warehouse may be called as a large database containing historical transactions and other data.

• The purpose of data warehouse is permanent storage of detailed information. Data entered a data
warehouse needs to be processed to ensure that it is clean, complete and in the proper format. Data
warehouses are intended as permanent storage facilities.

• Many a times, a data warehouse is subdivided into smaller repositories called data marts. A data
marts is a subset of a data warehouse, in which only the required portion of the data warehouse
information is kept.

• To make the data warehouse useful, organizations must use BI tools to process data from these huge
database into meaningful information. There database are used for Data Mining and online analytical
processing (OLAP)

• The organizations that develop business intelligence(BI) tools create interface that help the mangers to
quickly grasp business situations.
 Data warehouses
•Designed to support high-volume analytical processing
•Typically concerned with historical data
•Once added, data is rarely changed
•Designed for analysis of business operations
•Optimized for complex, unpredictable queries, which might access
multiple rows at a time
•Consists of consistent, valid information
•Supports a small number of concurrent clients
•Subject-oriented
•Optimized to perform fast retrievals of high volumes of data
•Designed for on-line analytical processing (OLAP)
DATA MINING: Data mining (sometimes called data or knowledge discovery) is the
process of analyzing data from different perspectives and summarizing it into useful
information ‐ information that can be used to increase revenue, cuts costs, or both.
Data mining software is one of several analytical tools for analyzing data. It allows
users to analyze data from many different dimensions or angles, categorize it, and
summarize the relationships identified. Technically, data mining is the process of
finding correlations or patterns among dozens of fields in large relational databases.

Data Mining had four main objectives :

1. Sequence or path analysis : Finding patterns where one event leads to another.
2. Classification : Finding whether certain facts fall into predefined groups.
3. Clustering: Finding groups of related facts not previously known.
4. Forecasting : Discovering patterns in data that can be led to reasonable
predictions.
 Data mining consists of five major elements:

1. Extract, transform, and load transaction data onto

the data warehouse system.
2. Store and manage the data in a multidimensional
database system.
3. Provide data access to business analysts and
information technology professionals.
4. Analyze the data by application software.
5. Present the data in a useful format, such as a graph
or table.
 Aspect Data Mart Data Warehouse Data Mining
Focused on specific Comprehensive Discover insights
Purpose
area data storage from data
Subset of a data Large, centralized Analyze data for
Scope
warehouse storage patterns
Specific user group Various users Data
User Focus
or dept. across org. scientists/analysts
Smaller amount of Large volumes of Utilizes existing
Data Size
data data data
Can be sourced Integrates diverse Analytical
Data Integration
from DW sources techniques
Tailored to specific Complex queries,
Query Types Pattern discovery
needs reporting
Faster to May take longer
Time Frame May take longer
implement to develop
1.External Sources –
External source is a source from where data is collected
irrespective of the type of data. Data can be structured,
semi structured and unstructured as well.

2.Stage Area –
Since the data, extracted from the external sources does
not follow a particular format, so there is a need to
validate this data to load into datawarehouse. For this
purpose, it is recommended to use ETL tool.
1. E(Extracted): Data is extracted from External data
source.

2. T(Transform): Data is transformed into the

standard format.

3. L(Load): Data is loaded into datawarehouse after

transforming it into the standard format.
3. Data-warehouse –
After cleansing of data, it is stored in the Datawarehouse as central
repository. It stores the meta data, and the actual data gets stored in the data
marts. Note that Datawarehouse stores the data in its purest form in this
top-down approach.

4. DataMart –
Data mart is also a part of storage component. It stores the information of a
particular function of an organization which is handled by single authority.
There can be as many number of data marts in an organization depending
upon the functions. We can also say that data mart contains subset of the
data stored in Datawarehouse.

5. Datamining –
The practice of analyzing the big data present in Datawarehouse is data
mining. It is used to find the hidden patterns that are present in the database
or in Datawarehouse with the help of algorithm of data mining. This
approach is defined by Inmon as – datawarehouse as a central repository
for the complete organization and data marts are created from it after the
complete datawarehouse has been created.
 Emerging trends in Information
management systems

1.Artificial Intelligence and Machine Learning Integration: Organizations

are increasingly integrating AI and machine learning capabilities into their
information management systems to enhance data analysis, prediction, and
decision-making. These technologies can automate routine tasks, uncover
patterns in data, and provide valuable insights.

2.Data Privacy and Security: With the growing importance of data protection
and privacy regulations (such as GDPR and CCPA), information management
systems are focusing on robust security measures, encryption, and compliance
to ensure the safe handling of sensitive information.
3. Cloud-based Solutions: Cloud computing offers scalable,
cost-effective, and flexible solutions for managing and storing
large volumes of data. Many organizations are shifting towards
cloud-based information management systems to reduce
infrastructure costs and improve accessibility.

4. IoT Integration: The Internet of Things (IoT) has led to the

generation of massive amounts of data from various devices
and sensors. Information management systems are evolving to
handle this influx of data and extract valuable insights from it.
3. Remote Work and Mobility: The shift towards remote
work has led to increased demand for mobile-friendly
information management systems that allow employees to
access and manage data from anywhere, using various
devices.

4. Sustainability and Green IT: Organizations are

considering the environmental impact of their information
management systems and are adopting greener IT
practices to reduce energy consumption and carbon
footprint.
 Introduction to DBMS

Data Resource Management: Data Resource Management

(DRM) involves the planning, development, and use of data
resources within an organization to support its business
operations and decision-making processes effectively.

What is DBMS (Database Management System)?

A DBMS is software that allows users to create, access, and
manage databases efficiently. It acts as an interface between
users and the underlying database, providing a structured way
to store, retrieve, and manipulate data.
• Database Management System is a software or
technology used to manage data from a database.
Some popular databases are MySQL, Oracle,
MongoDB, etc.
• DBMS provides many operations e.g., creating a
database, Storing in the database, updating an
existing database, delete from the database.
• DBMS is a system that enables you to store, modify
and retrieve data in an organized way. It also
provides security to the database.
• E.g., Amizone
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