ICTDBS605 New Assessment 2 - Project Portfolio

ICTDBS605
Assessment 2 – Project Portfolio

Assessment Submission details
Unit code and Title ICTDBS605 Develop knowledge management strategies
Assessment Type Project portfolio
Trainer/Assessor Name Mrs Manjit Kaur
Declaration:
1. This assessment is my own work.
2. I specified in my assessment any assistance I received in its preparation and I referred to any
sources from which I used data, ideas, or words, either quoted directly or paraphrased.
3. This assessment was prepared by me specifically for this unit, as directed by my Trainer/ Assessor.
4. I acknowledge the requirement to keep a copy of the submitted assessment and provide it upon
request in the future.
I certify the above to be true. By signing this statement, I agree to the penalties that apply in the event of
any breach of academic conduct, including copying, cheating and plagiarism.
Student Assessment Agreement

Make sure you read through the assessments before you fill out and sign the agreement below.
Have you read the assessment requirements for this unit?    No

Yes
Do you understand the requirements of the assessments for this unit?    No

Yes
Do you agree to the way in which you are being assessed?    No

Yes
Do you have any specific needs that should be considered?    No

Yes
If so, explain these in the space below.
Do you understand your rights to reassessment?    No

Yes
Do you understand your right to appeal the decisions made in an    No

assessment? Yes
Student ID Student name Student Signature Date of

Submission
Gue2614315104 Archna 1/05/2024
Archna
ICTDBS605 Develop knowledge management strategies Assessment 2- Project Portfolio version 1.2 March 2024
Valley International College RTO No: 41413 | CRICOS 03989C |
|1
Assessment 2: ProjectPortfolio
Assessment Description The assessment consists of 3sections
Section 1: Knowledge management
arrangements
Section 2: Knowledge management options
Section 3: Knowledge management

strategy
Assessment Outcomes By completing this assessment, you will demonstrate

the knowledge and skills in the following elements for
the unit.
 Analyse organisation’s identity management

best practices
 Design and implement best practices
 Finalise implementation of strategy
Assessor will mark each question as S satisfactory or

NS not satisfactory.
S – This outcome indicates that the student has
answered the questions satisfactorily.
NS - This outcome indicates that the student has not
answered the questions satisfactorily and needs to
redo the question to achieve a satisfactory outcome.
When and where This assessment is a Project portfolio that will be

completed in class and at your own time.
What do I have to do? Assessment consists of four sections. Details of
activities that needs to be completed for each of the
parts are detailed below. You need to provide all
evidences with the assessment submission.
Assessment Purpose Successful completion of this Project will contribute to
the evidence collected by your Trainer/Assessor to
demonstrate that you possess the required
knowledge and skills for the unit.
Students will be asked questions about the project by
the Assessor during different stages of the Project.
Students must answer the questions satisfactorily and
this will form part of evidence collection for the
assessment
|2
Resources and Equipment To complete this assessment you will organise
meetings, complete templates, send emails and
conduct research. You will need access to student
guide, computer/laptop with internet access and
maybe zoom if you plan to conduct online meetings.
Timeline This assessment will take approximately 2 – 2.5 hours
to complete, however this is only a guide.
This assessment is due to be submitted with all other
assessments for this unit on the due date as
instructed by your Trainer/Assessor.
Submission Instruction Submit completed assessment to your trainer and
ensure that you complete the Assessment
Submission details and
Student Assessment Agreement
Remember to retain copies of your assessments for
your own records.
Instruction for students
This project requires you to develop knowledge
management strategies for a business.This project is
based on the Case Study – GrowLegalprovided for
the assessment.
Understanding the Case Study: Carefully read and
analyse the provided case study. Take your time to
comprehend the context, main issues, and key
activities that needs to be completed.
Assessor will question (oral questioning) students
during meetings. It is recommended that students
consult with assessors after the completion of every
section to get feedback and ask for directions if
required.
Conducting meetings
For the purpose of this assessment, your assessor will assign students from the class to participate in
role-plays for project team and stakeholder meetings. The meetings will take place in the meeting room
of Valley International College, which simulates a business boardroom environment. The assessor will
schedule these meetings during class hours. Students must conduct these meetings in a professional
manner.
Students will work with the same team for this assessment and change roles to facilitate meetings for
other students in the group. Use the link below to read about conducting effective meetings.
https://www.nytimes.com/guides/business/how-to-run-an-effective-meeting
|3
Introduction
The assessment tasks for ICTDBS605 Develop knowledge management strategies are
outlined in the assessment plan below. These tasks have been designed to help you demonstrate
the skills and knowledge that you have learnt during your course.
Assessment for this unit

ICTDBS605 Develop knowledge management strategies describes the performance
outcomes, skills and knowledge required identify, confirm and implement best practices for
identity management in the cyber environment to minimise threats, risks and cybercrime attacks.
For you to be assessed as competent, you must successfully complete two assessment tasks:
 Assessment Task 1: Knowledge questions – You must answer all questions correctly.
 Assessment Task 2: Project – You must work through a range of activities and complete a project
portfolio.
|4
Activities
Complete the following activities:
1. Carefully read the following:
This project requires you to develop knowledge management strategies for a

business.
This project is based on the case study business in the ICTDBS605 Simulation
Pack. You will be collecting evidence for this unit in a Project Portfolio. The steps
you need to take are outlined below.
2. Preparation.
Make sure you are familiar with the business you are basing this assessment on
and have read through the necessary information. For the case study business, this
is all of the documents included in the ICTDBS605 Simulation Pack.
Read through the requirements of Section 1 and 2 of your Project Portfolio.
3. Knowledge management arrangements and requirements.
Prior to commencing the task, you are to meet with the client to find out their needs.
i
This will ensure you have all of the information you need to develop knowledge
management strategies.
At the meeting, you will need to find out about:
 The business – its structure and goals.
 How sources of information (both internal and external) are currently captured
and used.
 Requirements for knowledge management.
 The extent to which existing procedures and systems meet requirements.
During the meeting, your assessor will be looking to see that you can demonstrate
oral communication skills including:
 summarising techniques to identify client needs.
 speaking clearly and concisely using relevant language to articulate complex

concepts.
 using questioning techniques to confirm information
 using active listening techniques to confirm information
At the meeting, make sure you ask questions to find out the information you need,
as well as confirm this information. Make sure the client is clear about the purpose
of a knowledge management strategy and the complex concepts behind a
knowledge management strategy.
|5
Following the meeting, work on Section 1 of your Project Portfolio to include the
information that you have been provided at the meeting.
You will also need to report on your findings, as well as provide your
recommendations for knowledge management improvements and upgrades.
Section 1 of your Project Portfolio will also document your design.
Finalise Section 1 of yourProject Portfolio.
Section 1: Knowledge management arrangements

Client information organizational Structure and Impact on Knowledge
Management:
Document the information
that you gained from the
meeting here. This should 1.The company is structured with Larissa Santikos and
include as a minimum: Catherine Webb as partners overseeing business
Organisational structure and operations and it also employs an Administration Officer
impact on knowledge and several paralegals.
management
2. The company is a small business and the Administration
Business goals
Officer reports to both partners and paralegals are
How sources of information
assigned reporting to either of the partners.
(both internal and external)
are currently captured and 3.The hierarchical structure impacts knowledge
used
management by centralizing decision-making and control
Client requirements for over information flow.
knowledge management
4.Each partner and paralegal maintains their own system
The extent to which existing
for organizing and managing files, hindering effective
procedures and systems
collaboration and knowledge sharing.
meet requirements.
Impact:
1. Partners don’t share their information . Lower-level
employees may have limited input in decision-making
processes, affecting the diversity of knowledge sources.
2. Partners control the flow of information within the
organization. Centralized control ensures confidentiality
but may limit knowledge sharing among employees.
Insights and best practices may be confined to the
partners, hindering collective knowledge utilization.
3. Hierarchical structure dictates communication channels.
Vertical communication flow from partners to employees.
Limited horizontal knowledge sharing across peers and
departments due to formal communication channels.
|6
4. Hierarchical structure impacts role definition and
knowledge ownership. Employees have a clear
understanding of their responsibilities but may be
reluctant to share knowledge outside their immediate
scope. Siloed knowledge hampers cross-functional
learning and collaboration.
business goals:
1. Grow Legal aims to grow and become a leading law firm
in the industry.
2. The company seeks to expand its staff and client base
while maintaining high-quality service delivery.
3. There is a clear vision to streamline operations, improve
efficiency, and enhance client relationships through
effective knowledge management practices
sources of information, both internal and external, are

captured and used in the following ways.
1. Internal sources of information include documents

stored on Dropbox, Microsoft Office subscription for
documentation and email communication and PowerPoint
for creating documentation, and a shared management
folder Xero for critical documents. Files may still be
challenging to locate efficiently.
2. gathering information from various sources, including
client interactions, legal databases, and industry
publications. Client interactions provide valuable insights
into client needs, preferences, and legal requirements,
which are essential for delivering tailored legal services
effectively. Legal databases offer access to relevant case
law, statutes, and regulations, aiding in legal research and
analysis. Industry publications provide updates on legal
trends, precedents, and developments, enabling the
company to stay informed and adapt its strategies
accordingly
3. Currently, information is captured using various tools
and systems, but there is a lack of centralized repository
and standardized processes for capturing and utilizing
|7
information effectively.
Client requirements for knowledge management

includes the following:
1. Efficient service delivery

2. Build business and save time
3. Greater ubderstanding of client as there is no CRM system.
4. Need to teach others about work to be completed
including complex details
5. Accurate legal advice
6. Transparent communication
7. Confidentiality and security
8. Customized solutions
The existing procedures and systems partially meet

client requirements for knowledge management, but
there are significant areas for improvement:
 1. Existing procedures and systems lack standardization

and centralization, leading to inefficiencies and difficulties
in knowledge sharing.
2. While there are tools in place such as Dropbox,

Microsoft Office, and Xero for financial management, they
are not fully integrated or optimized for knowledge
management purposes.
3.There is a recognition of the need to improve existing
procedures and systems to better meet the requirements
of the business and its clients.
Next Steps:
1. Develop a centralized document management system

with standardized naming conventions.
2.Implement a comprehensive training and onboarding
program for new employees.
|8
3. Explore the adoption of a CRM system to better
understand and manage client relationships.
4. Develop a formal knowledge management strategy
outlining objectives, actions, and responsibilities for
effective knowledge sharing and management.
5. Regularly review and update procedures and systems to
ensure alignment with business goals and client
requirements
Knowledge management Several improvements and upgrades are required to

improvement and upgrade existing knowledge management arrangements:
requirements
1.
Based on the information you Centralized Document Management System: Implement
were provided, outline the a centralized document management system to replace
improvements/upgrades that the current decentralized approach. This system should
are required to existing provide a single repository for all client files, documents,
knowledge management
and other relevant information, making it easier to
arrangements.
organize, access, and manage information.
2. Access Controls and Data Security: Enhance data security
measures to ensure the confidentiality and integrity of
client information. This may include implementing detailed
access controls, encryption, and regular security audits to
protect against unauthorized access and data breaches.
3. Standardized Procedures and Workflows: Develop
standardized procedures and workflows for document
management, case management, and other operational
processes. This will promote consistency and efficiency in
how information is managed and shared within the
organization.
4. Client Portal or Collaboration Platform: Implement a
client portal or collaboration platform to improve
communication and collaboration between clients and the
legal team. This platform should allow for secure
communication, document sharing, and real-time updates
on case progress.
5. Knowledge Sharing Culture: Foster a culture of
knowledge sharing and collaboration among employees.
This may involve providing training and resources on
effective knowledge management practices, incentivizing
|9
knowledge sharing behaviors, and recognizing and
rewarding contributions to the knowledge base.
6. Integration with CRM System: Implement a customer
relationship management (CRM) system to better
understand and manage the client base. This system
should track client interactions, preferences, and feedback,
allowing for more personalized service delivery and
relationship management.
7. Continuous Improvement and Innovation: Establish
processes for continuous improvement and innovation in
knowledge management practices. This may involve
regularly reviewing and updating procedures, soliciting
feedback from clients and employees, and exploring new
technologies and approaches to enhance knowledge
management effectiveness.
8. Training and Change Management: Provide training and
support to employees to facilitate the transition to new
knowledge management arrangements. Change
management strategies should be employed to ensure
buy-in and adoption of new processes and systems.
|10
4. Evaluate knowledge management options.
You are now to complete Section 2 of your Project Portfolio. When you complete
Section 2, you must (based on the business’ requirements):
 Research and investigate industry standard methods for capturing and using
knowledge.
 Determine and then document the benefits to the business of knowledge

management.
 Research and investigate knowledge management incentives and reward

systems.
 Determine and report on the non-technical maintenance that will be required

for the databased, as well as how the database will be accessed.
Complete Section 2 of your Project Portfolio.
Section 2: Knowledge management options

Knowledge management KM Process Framework:- A Knowledge Management
options
(KM) Process Framework provides a structured
Research ways that knowledge
can be captured and used in an
approach to managing knowledge within an
organisation.Your research organization. It typically consists of several
should focus on different interconnected processes aimed at capturing, storing,
approaches (models) to
knowledge management, and sharing, and leveraging knowledge to achieve
you should research and identify organizational goals. At its core, the framework
at least two.
delineates a systematic way of managing knowledge
across its lifecycle, from creation to dissemination and
application. The model typically includes key processes
such as knowledge identification and capture,
knowledge organization and storage, knowledge
sharing and dissemination, and knowledge application
and reuse. Each process is interconnected and
supported by appropriate tools, technologies, and
governance mechanisms to ensure its effectiveness.
Moreover, the framework often incorporates feedback
loops and continuous improvement mechanisms to
refine processes and adapt to changing organizational
needs.
KM Matrix:- The KM Matrix is a model used in

|11
Knowledge Management to classify knowledge assets
based on their degree of tacitness and explicitness. It
consists of four quadrants, each representing a distinct
type of knowledge and corresponding management
strategies. The Codification quadrant encompasses
explicit knowledge that can be easily documented and
formalized into tangible assets such as manuals and
databases. In contrast, the Personalization quadrant
focuses on tacit knowledge residing within individuals'
minds, emphasizing interpersonal interactions and
knowledge-sharing activities to facilitate its transfer.
Externalization involves the conversion of tacit
knowledge into explicit knowledge through activities
like storytelling and knowledge capture sessions.
Conversely, Internalization refers to the process of
internalizing explicit knowledge into tacit knowledge
through learning and application. By understanding the
nature of their knowledge assets and employing
appropriate management approaches, organizations
can effectively harness their knowledge resources, foster
collaboration, and drive innovation to achieve their
strategic objectives.
Knowledge management An overview of each system, along with their features,

software benefits, and risks to organizations:
As well as looking at methods
for knowledge management, 1. Document360:
you will need to research  Overview: Document360 is a comprehensive
knowledge management knowledge management system designed to
software. Conduct research and help organizations capture, store, and share
document at least three systems
knowledge effectively. It offers advanced search
here.
capabilities, content creation assistance, and AI-
Provide an overview of each
driven responses to user queries.
system, evaluating the features
 Key Features:
and functions of each, as well as
at least three benefits and risks  Workspaces for different buyer segments
of the software to organisations.  Collaboration with in-line comments
 Templates for consistent formatting
For this software, advise on the
|12
non-technical maintenance that  Branding customization
will be required, as well as  Security features like team roles and IP
access. restriction
Provide your recommendation  Analytics for performance tracking
on which option you consider is  Integration with third-party tools
best. Function:-
 Content Creation: Document360 allows users to
create and edit knowledge base articles using
built-in Markdown and Advanced WYSIWYG
editors. Users can add text, images, GIFs, videos,
and more to create engaging documentation.
 Collaboration: The platform facilitates
collaboration among team members through in-
line comments, enabling discussions and
feedback directly within the content.
 Organization: Document360 offers workspaces,
templates, and categorization features to help
users organize and structure their content
effectively.
 Search and Retrieval: Advanced search
capabilities powered by AI help users find
relevant information quickly, improving efficiency
and productivity.
 Security: Document360 provides security
features such as team roles, IP restriction, and
data encryption to ensure the confidentiality and
integrity of stored knowledge assets.
 Integration: The platform integrates seamlessly
with third-party tools such as help desk
solutions, chat applications, analytics tools, and
more, enhancing workflow efficiency and
collaboration
 Benefits:
 Centralized repository for knowledge
assets
 Improved collaboration and knowledge
sharing among teams
 Enhanced productivity through AI-driven
assistance
 Risks:
 Initial setup and customization may
require time and resources
|13
 Potential learning curve for users
unfamiliar with the platform
 Reliance on third-party integrations may
introduce compatibility issues
2. Nuclino:
 Overview: Nuclino is a unified workspace
focused on internal knowledge sharing and team
collaboration. It offers various content
structuring and visualization options, such as
nested lists, Kanban boards, and mind maps.
 Key Features:
 Real-time collaboration
 Private workspaces
 Content structuring options (nested lists,
Kanban boards, mind maps)
 Editing restrictions
 Team contribution tracking
Function:-
 Real-time Collaboration: Nuclino
enables real-time collaboration among team
members, allowing multiple users to work on the
same document simultaneously.
 Content Structuring: Users can organize their
content using nested lists, Kanban boards, and
mind maps, providing flexibility in structuring
and visualizing information.
 Privacy and Security: Nuclino offers private
workspaces and editing restrictions to ensure the
confidentiality and security of sensitive
information.
 Team Contribution Tracking: The platform
tracks contributions from team members,
providing visibility into who has contributed to
the content and when.
 Search Functionality: Nuclino provides search
functionality to help users find relevant
information quickly within the knowledge base.
 Ease of Use: Nuclino features an intuitive
interface that is easy to use, making it accessible
to users with varying levels of technical expertise.
 Benefits:
 Flexible content structuring options cater
|14
to different organizational needs
 Real-time collaboration fosters teamwork
and productivity
 Private workspaces ensure data security
and confidentiality
 Risks:
 Limited customization options compared
to other platforms
 May lack advanced features required for
specific use cases
 Dependency on internet connectivity for
real-time collaboration
3. ClickUp:
 Overview: ClickUp Docs is a free documentation
tool suitable for companies of all sizes. It allows
users to create wikis and internal docs for team
access only. ClickUp Docs features real-time
editing, collaborative commenting, task linking,
categorization, privacy controls, and data
security.
 Key Features:
 Real-time editing
 Collaborative commenting
 Task linking
 Categorization
 Privacy controls
 Data security
Function:-
 Documentation Creation: ClickUp Docs allows

users to create and edit documentation using a
simple and intuitive interface. Users can add text,
images, tables, and formatting to their
documents.
 Real-time Collaboration: The platform supports
real-time editing and collaborative commenting,
enabling multiple users to work on documents
simultaneously.
 Task Integration: ClickUp integrates seamlessly
with ClickUp's task management features,
allowing users to link documents to tasks and
track their progress.
 Categorization and Organization: Users can
|15
categorize and organize documents using tags
and categories, making it easier to find and
manage content.
 Privacy Controls: ClickUp offers privacy controls
to restrict access to documents and ensure data
security.
 Integration: While ClickUp Docs primarily
focuses on documentation, it seamlessly
integrates with ClickUp's broader project
management features, providing a unified
platform for managing tasks, documents, and
projects.
 Benefits:
 Simple and intuitive interface facilitates
easy adoption
 Free option available for small businesses
and startups
 Integration with ClickUp's project
management features enhances workflow
efficiency
 Risks:
 Limited customization and branding
options compared to paid solutions
 Lack of advanced knowledge
management features for larger
organizations
 Reliance on ClickUp's ecosystem may limit
integration flexibility with other tools
The non-technical maintenance and access considerations

for each knowledge management system:
Document360:
 Non-technical Maintenance:-
 Content Review: Regularly review and update
knowledge base articles to ensure accuracy and
relevance.
 User Training: Provide training sessions for users to
familiarize them with Document360's features and
best practices for content creation.
 Access Control: Define user roles and permissions to
regulate access to sensitive information and manage
|16
content moderation.
 Content Governance: Establish guidelines for
content creation, formatting, and approval workflows
to maintain quality standards.
 Feedback Mechanism: Implement a feedback
mechanism to gather user input and continuously
improve the knowledge base.
Access:-
 User Roles: Define roles such as administrators,
moderators, and contributors to manage access levels
within Document360.
 Permission Settings: Configure permission settings
to control who can view, edit, and publish content
within the knowledge base.
 Authentication Methods: Utilize authentication
methods such as single sign-on (SSO) or two-factor
authentication (2FA) to secure user access to
Document360.
Nuclino:
 Content Maintenance: Regularly review and update
content structures, categories, and individual
documents to ensure relevance.
 Training and Onboarding: Provide training sessions
for users on how to use Nuclino effectively for
collaboration and knowledge sharing.
 Access Management: Define access permissions for
workspaces and documents to control who can view,
edit, and comment on content.
 Quality Assurance: Implement quality assurance
processes to ensure that content adheres to
organizational standards and guidelines.
 User Feedback: Encourage users to provide feedback
on the usability and effectiveness of Nuclino to drive
continuous improvement.
Access:-
 Workspace Permissions: Assign permissions at the
workspace level to control access for different teams
or departments.
 Document Permissions: Set permissions for
individual documents to specify who can view, edit, or
comment on them.
 Guest Access: Enable guest access for external
collaborators or stakeholders who need to contribute
|17
to specific projects or documents.
ClickUp:
 Content Management: Regularly review and update
documentation within ClickUp to reflect changes in
processes or procedures.
 Training Resources: Provide training materials and
resources for users to learn how to navigate ClickUp
and utilize its features effectively.
 Access Control: Define access permissions and user
roles within ClickUp to manage who can create, edit,
and access documentation.
 Content Auditing: Conduct periodic audits of
documentation to ensure accuracy, relevance, and
compliance with organizational standards.
 User Support: Offer user support and assistance to
address any issues or questions related to ClickUp's
functionality or usage.
Access:-
 Role-based Access Control: Assign roles such as
admins, editors, and viewers to control access levels
for different users within ClickUp.
 Task Permissions: Set permissions at the task level to
specify who can view, edit, or comment on specific
tasks or documents.
 Workspace Access: Manage access to workspaces
within ClickUp to ensure that users only have access
to the information and resources relevant to their
roles and responsibilities.
My consideration over best software:-Document 360

is considered the best knowledge management
platform due to its comprehensive features, user-
friendly interface, scalability, security, collaboration
tools, analytics capabilities, and exceptional customer
support. With Document 360, users benefit from a wide
range of features, including document creation and
editing tools, version control, powerful search
functionality, and customizable user permissions. Its
intuitive interface makes navigation seamless, ensuring
easy adoption and high user satisfaction. Document 360
|18
is highly scalable and flexible, accommodating the
needs of organizations of all sizes and industries. It
prioritizes security, offering robust encryption, access
controls, and compliance with regulatory standards
such as GDPR and HIPAA. The platform fosters
collaboration and communication among team
members with real-time collaboration tools, document
sharing capabilities, and discussion forums. Analytics
features provide valuable insights into usage patterns
and effectiveness, empowering organizations to make
data-driven decisions. Furthermore, Document 360's
dedicated customer support team offers comprehensive
training resources, user guides, and responsive helpdesk
support, ensuring a smooth implementation and
ongoing success for users. Overall, Document 360
stands out as the best choice for organizations seeking
a powerful, user-friendly, and scalable knowledge
management solution.
Knowledge management Here are rewards/incentives that can be offered for

incentives and reward systems knowledge sharing:
Conduct research into
knowledge management 1. Public Recognition: Acknowledging individuals during
incentives and reward systems team meetings is a great way to highlight their
and document your findings contributions and inspire others to follow suit.
here which should include: 2. Personalized Appreciation: Handwritten notes or
A list of at least five personal gifts from executives or managers add a
rewards/incentives that can be personal touch and show genuine appreciation for
offered for knowledge sharing employees' efforts.
An outline of the value of 3. Leaderboards and Metrics: Creating visible
knowledge management leaderboards based on knowledge-sharing metrics can
incentives and rewards for a
motivate employees and add a competitive element to
business.
encourage participation.
4. Special Privileges: Granting special privileges, such as
being "CEO for a day" or organizing casual dress days,
helps recognize top contributors and makes them feel
valued.
5. Events and Activities: Hosting lunches with executives
or organizing volunteer activities based on employees'
interests reinforces the importance of knowledge
|19
sharing and strengthens team bonds.
6. Swag and Incentives: Offering branded merchandise or
incentives like time off coupons encourages employees
to continue sharing their expertise and insights.
7. Traveling Trophy: Introducing a fun tradition like a
traveling trophy adds an element of excitement and
friendly competition to knowledge-sharing efforts.
8. Social Recognition: Highlighting knowledge-sharing
achievements in company newsletters, on internal
websites, or through community bulletin boards
reinforces the importance of sharing knowledge.
1.
Outline of the value of knowledge management

incentives and rewards for a business:-
1. Promotes Knowledge Sharing Culture: Incentives and

rewards encourage employees to actively participate in
knowledge sharing activities, fostering a culture where
knowledge exchange becomes a norm rather than an
exception. This sharing culture enhances collaboration,
communication, and collective learning within the
organization.
2. Increases Employee Engagement: Recognizing and
rewarding employees for their contributions to
knowledge management initiatives boosts morale and
increases their sense of belonging and engagement
with the organization. Employees feel valued and
appreciated, leading to higher job satisfaction and
productivity.
3. Enhances Organizational Learning: By incentivizing
knowledge sharing, businesses facilitate the
dissemination of best practices, lessons learned, and
innovative ideas across teams and departments. This
continuous exchange of knowledge enables the
organization to adapt more quickly to changing market
conditions, improve processes, and drive innovation.
4. Improves Decision-Making: Access to a diverse range
of knowledge and expertise enables employees to make
better-informed decisions. Incentives for sharing
relevant information and insights ensure that decision-
makers have access to comprehensive and up-to-date
|20
knowledge, leading to more effective decision-making
processes.
5. Reduces Knowledge Silos: Incentives and rewards
encourage employees to break down knowledge silos
by sharing their expertise and experiences with
colleagues across different departments or locations.
This facilitates cross-functional collaboration and
knowledge transfer, preventing the hoarding of
knowledge within isolated pockets of the organization.
6. Drives Continuous Improvement: Recognizing and
rewarding employees for contributing to knowledge
management initiatives incentivizes them to
continuously seek ways to improve processes, products,
and services. This culture of continuous improvement
fosters innovation and drives organizational growth and
competitiveness.
7. Attracts and Retains Talent: A robust knowledge
management culture, supported by incentives and
rewards, enhances the organization's reputation as a
desirable place to work. This attracts top talent seeking
opportunities for professional development,
collaboration, and recognition. Additionally, it promotes
employee retention by fostering a supportive and
rewarding work environment.
5. Develop knowledge management strategy.
You are now to complete Section 3 of your Project Portfolio. When you complete
Section 3, you must design and develop the high-level knowledge management
strategy and as part of this, assess and report on costs associated with
implementation, as well as review processes.
Submit your knowledge management strategy to your assessor for feedback and
approval. Your assessor will provide you with feedback which you must respond to.
Complete Section 3 of your Project Portfolio.
Section 3: Knowledge management strategy

|21
Knowledge management
strategy
Kindly find the attached file.
Your strategy must include:
 Strategy benefits
 Overall objectives
 Actions to achieve the

strategy (include at least
four actions)
 Costs of implementation
 Roles and
responsibilities relating
to the actions
 Monitoring processes
 Evaluation processes
 How users including

managers will be
supported to use the
system.
Include your knowledge
management strategy as a
separate document and
attach it to your Portfolio. As
a guide your strategy will be
approximately 2 pages.
Complete this section following the feedback provided by your assessor.
Feedback Subject: Feedback provided

Your assessor will provide
you with feedback. Dear Ma’am
Document the feedback they
provided here. 1. The overall objectives section needs to be more specific
and aligned with the business goals of Grow Legal. Ensure
that the objectives are measurable and time-bound.
2.
3. The actions to achieve the strategy should be more
detailed and comprehensive. Consider including specific
steps, timelines, and responsible parties for each action.
4.
5. Provide a more thorough analysis of the costs associated
with implementation, including both initial setup costs and
ongoing expenses. Consider potential cost-saving
|22
measures or alternatives.
6.
7. Roles and responsibilities should be clearly defined,
outlining who will be responsible for each task and how
they will collaborate with others.
8.
9. Develop robust monitoring and evaluation processes to
track the progress of the strategy implementation. Include
key performance indicators (KPIs) and feedback
mechanisms.
Ensure that the plan for user support is comprehensive

and addresses the needs of all stakeholders, including
managers. Consider providing training sessions, user
guides, and ongoing assistance.
Best Regards
Your assessor (XYZ).
1.
Final sign off Subject: Response to Feedback and Request for Final
Approval
Assume you need to write an
email to provide your
response to the feedback. Dear Assessor,
Explain your response to
feedback provided and
I hope this email finds you well. I wanted to follow up on
request final approval based the feedback you provided regarding the knowledge
on you having responded to management strategy I developed. Thank you for taking
the feedback. the time to review it and share your insights. Your
feedback has been invaluable in refining the strategy to
better meet the needs of Grow Legal.
In response to your feedback, I have made several

adjustments to the knowledge management strategy:
1. Clarification of Overall Objectives

Enhanced Actions
2. Costs of Implementation
Defined Roles and Responsibilities
Monitoring and Evaluation Processes
User Support
3. Based on these adjustments, I believe the knowledge
management strategy is now well-positioned to support
the growth and success of Grow Legal. I kindly request
|23
your final approval of the revised strategy, as I am
confident it addresses the feedback provided and aligns
with the organization's objectives.
Thank you once again for your guidance throughout this

process. I look forward to receiving your approval and
moving forward with the implementation of the strategy.
Best regards,
Archna
Attach:
Knowledge management strategy ☐
6. Submit your completed Project Portfolio.
Make sure you have completed all sections of your Project Portfolio, answered all
questions, provided enough detail as indicated and proofread for spelling and
grammar as necessary.
Submit to your assessor for marking.
|24

ICTDBS605 New Assessment 2 - Project Portfolio

Uploaded by

Copyright:

Available Formats

You might also like

ICTDBS605 New Assessment 2 - Project Portfolio

Uploaded by

Document Information

Original Title

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

ICTDBS605 New Assessment 2 - Project Portfolio

Uploaded by

Copyright:

Available Formats

ICTDBS605

Assessment 2 – Project Portfolio

Trainer/Assessor Name Mrs Manjit Kaur

Student Assessment Agreement

Have you read the assessment requirements for this unit?    No

Do you understand the requirements of the assessments for this unit?    No

Do you agree to the way in which you are being assessed?    No

Do you have any specific needs that should be considered?    No

If so, explain these in the space below.

Do you understand your rights to reassessment?    No

Do you understand your right to appeal the decisions made in an    No

Student ID Student name Student Signature Date of

Section 2: Knowledge management options

Section 3: Knowledge management

Assessment Outcomes By completing this assessment, you will demonstrate

 Analyse organisation’s identity management

 Design and implement best practices

 Finalise implementation of strategy

Assessor will mark each question as S satisfactory or

When and where This assessment is a Project portfolio that will be

Assessment for this unit

1. Carefully read the following:

This project requires you to develop knowledge management strategies for a

3. Knowledge management arrangements and requirements.

 The business – its structure and goals.

 Requirements for knowledge management.

 The extent to which existing procedures and systems meet requirements.

 summarising techniques to identify client needs.

 speaking clearly and concisely using relevant language to articulate complex

 using questioning techniques to confirm information

 using active listening techniques to confirm information

Finalise Section 1 of yourProject Portfolio.

Section 1: Knowledge management arrangements

sources of information, both internal and external, are

1. Internal sources of information include documents

Client requirements for knowledge management

1. Efficient service delivery

The existing procedures and systems partially meet

 1. Existing procedures and systems lack standardization

2. While there are tools in place such as Dropbox,

1. Develop a centralized document management system

Knowledge management Several improvements and upgrades are required to

 Determine and then document the benefits to the business of knowledge

 Research and investigate knowledge management incentives and reward

 Determine and report on the non-technical maintenance that will be required

Complete Section 2 of your Project Portfolio.

Section 2: Knowledge management options

KM Matrix:- The KM Matrix is a model used in

Knowledge management An overview of each system, along with their features,

 Documentation Creation: ClickUp Docs allows

The non-technical maintenance and access considerations

My consideration over best software:-Document 360

Knowledge management Here are rewards/incentives that can be offered for

Outline of the value of knowledge management

1. Promotes Knowledge Sharing Culture: Incentives and

5. Develop knowledge management strategy.

Complete Section 3 of your Project Portfolio.

Section 3: Knowledge management strategy