Developing a Web Based Knowledge Management System Prototype for Kenya Tea Development Agency (KTDA) Tea Processing Factories

Abstract

Knowledge is the currency of the current economy, a vital organizational asset and a key to creating a sustainable competitive advantage. Knowledge is increasingly being recognized as the new strategic imperative of organizations. The most established paradigm is that knowledge is power. Therefore, one has to hoard it, keep it to oneself to maintain an advantage. Managing knowledge is a major challenge that has impacted on how individuals cooperate to make sure the organization fulfills its objectives. In Kenya Tea Development Agency (KTDA) managed factories, expert in a given field are relied upon to provide necessary services based on what they know. These personnel are expected to consult minimally as they are the ones relied upon in tea production. In order to tie together the benefits of knowledge management in tea processing, there is need for adequate mechanisms for generating, capturing, and disseminating documented and undocumented knowledge to be developed. The aim of this study was to develop a web based system prototype for knowledge management at KTDA tea processing factories in Kericho County. The objectives were to: establish knowledge requirements of personnel in KTDA factories; determine methods used in knowledge management and sharing in KTDA factories; establish the challenges experienced by management in knowledge management and associated systems in KTDA factories; and model and build a prototype that facilitates knowledge, storage, processing and sharing among the KTDA factories. An iterative waterfall model was used during design and development of the system. Using qualitative design, this study sampled 50 employees of KTDA factories in Kericho County for face to face interviews. Data collected were analyzed through descriptive statistics in order to identify system requirements and challenges faced in the current system. The findings revealed that development and success of the knowledge management system is directly dependent on the level of commitment of the top management towards developing the system. A web based system prototype was then designed and developed for possible implementation by KTDA factories. The study makes a number of recommendations for effective and efficient web based management of knowledge in KTDA factories. It is recommended that these factories should find ways of adopting the current information technology methods other than the manual systems currently in use. In this study a system prototype was developed, it was recommended that a web based system for knowledge management can be extended other departments of the factory such as finance and human resource.