Knowledge Management Systems: Tools, Processes, and Challenges

Introduction to Knowledge Management Tools

A data warehouse encompasses and provides access to all of a company's information to whoever needs it. A warehouse literally means a storehouse, and the information within an organization may be distributed across one computer or many computers to form a single warehouse. Data warehouses may contain several databases and all types of information in a wide variety of formats. All such information and knowledge must be accessible through a server, and the user gains a transparent means of access to the data because he can use simple commands to retrieve, access, and analyze it as needed. A data warehouse will also generally contain certain details about itself, including where and how the information has been stored within it. (Definition of Data Warehouse on the web)

A typical data warehouse is usually housed on an enterprise mainframe server. In other words, all data from various online transaction processing (OTP) systems is gathered and organized into a database that is then placed in the data warehouse. This information can then be used for analytical applications and for queries from users of the data. Data warehousing generally stresses the capture of data from several different sources and makes that information accessible to those who need it. However, data warehousing does not begin from the viewpoint of the end user or the knowledge worker who may actually need access to specialized databases. (Database.com Definitions)

The intranet, on the other hand, is the internal or private internet used by a company, organization, college, or university. The prefix "intra" means "internal," which is precisely what the intranet represents — it is meant for those on the inside of the organization, not outside it. The prefix "inter" means "among" or "between," which indicates that the internet is used between large numbers of people. Until a few years ago, most companies used local networks for internal communications, relying on expensive proprietary software. Today, new intranet technology allows organizations to eliminate the extra cost of highly specialized software and instead use internet-based intranet technology that is simpler and more cost-effective. Most intranets use a TCP/IP connection, supporting web browsing in the same way that a normal internet connection allows users to access information. The major difference between the internet and the intranet, however, is that while the internet is available to anyone, the intranet is connected through a local network, and the web pages available within that network are controlled by the organization. (Intranet)

What is groupware? Any networked application that allows its users to access data contained within a network and share that data with others is called groupware. Robert Johansen, the author of Groupware: Computer Support for Business Teams, defines groupware as specialized computer aids designed for the use of collaborative working groups within an organization. This definition effectively excludes multi-user databases from the category of groupware, though electronic mailing systems clearly fall within it, as do certain other types of sharing software. (Definitions of Groupware)

In brief, groupware is a technology developed to facilitate the working together of groups, whether small or large. It is immensely useful and practical for any organization because it helps members communicate, cooperate, coordinate activities, negotiate, solve problems, and compete with one another or with outside competitors. While the telephone can be considered a primitive form of groupware, the term is most often used in connection with modern computer network technologies, including email, chat, newsgroups, and video communication. (Groupware, Introduction)

All groupware technologies are generally divided into two categories. The first is based on whether the group is working together in a synchronized, or "real-time," manner — that is, all working at the same time — or in an "asynchronous" manner. The second category is based on whether group members are working in the same location, referred to as "face-to-face" or "collocated," or in different locations, referred to as "non-collocated" or "distant." (Groupware, Introduction)