Knowledge management system a panacea for rural public administration

International Journal of Management (IJM), ISSN 0976 – 6502(Print), ISSN 0976 –
6510(Online), Volume 4, Issue 2, March- April (2013)
180
KNOWLEDGE MANAGEMENT SYSTEM A PANACEA FOR
RURAL PUBLIC ADMINISTRATION
*Rajendra S.Pujari
Faculty& Research Student,
Bharati Vidyapeeth Deemed University,
IMRDA, Sangli
**Dr.Pallavi P Jamsendekar
Research Guide & Professor Bharati Vidyapeeth Deemed University,
IMRDA, Sangli.
***Dr.Rajesh Kanthe
Associate Professor
Bharati Vidyapeeth Deemed University,
IMRDA, Sangli
ABSTRACT
Major metros in India have already placed good E-Governance Systems and
applying it to great purpose. But a major part of India is rural. So for credible and
efficacious governance system in place is imperative that Public administration in rural
India is strengthened by proper Knowledge Management.
The growing application of Information and Communication Technology, it has
become imperative that for efficient Public administration is possible only proper creation,
storage, application and dissemination of knowledge. In short a well-evolved Knowledge
Management System which envelopes all these features is the need of the hour to put in
place a cost-effective and efficient Public Administration system. This becomes more
relevant in Indian context as India growing fast towards Knowledge – driven society
Key Words: Knowledge Management, Public Administration, Systems, Solutions
INTERNATIONAL JOURNAL OF MANAGEMENT (IJM)
ISSN 0976-6502 (Print)
ISSN 0976-6510 (Online)
Volume 4, Issue 2, March- April (2013), pp. 180-187
© IAEME: www.iaeme.com/ijm.asp
Journal Impact Factor (2013): 6.9071 (Calculated by GISI)
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© I A E M E

181
INTRODUCTION
Democratic India has a federal set up and it is multi-layered administration that
is in place. Thus we have Central Government, state governments, district administration,
Zilla Parishads and Grampanchayats. Grampanchayat plays major role in planning and
executing the local development programme. It looks after administration of the village
and welfare of the people.It calls for tireless effort on the part of relevant institutions,
industries and public administrators like Zilla Parishad and district collectorate in
association with various grampanchayats to evolve an administration system using proper
Knowledge Management System. For this, the four pillars – Institutions, investment, co-
ordination and policies will have to be utilized [1]
.
It provides several services like water supply, construction, maintenance,
agricultural development and infrastructural development [2]
.
Public administration can be considered as an ecosystem where different entities,
from central government units to local authorities, and public sectors agencies interact,
Cooperate, and sometimes clash to achieve both general and private goals. The
government’s ultimate directive is to better serve and protect its citizens not for profit
orientation but also protecting all sort of issues related to public interest. According to
CIO Council, the governments of the 21st century will only be capable “to anticipate a
new age of sustainable human development if they ensure not only access to universal
knowledge, but also everyone’s participation in a society of knowledge” [3]
. The success
of the society is due to knowledge possessed by citizens.
In order to have Knowledge Management system one has to follow E-
Governance administration. But in India we find a gap in knowledge management and E-
Governance with regard to implementation and execution of knowledge management
system (KMS) which can be barrier for developing country like India. Hence this study is
planned.
Knowledge Management Systems help in creating, sharing and using the
collective knowledge of its products, processes and people to increase workplace
productivity and reduce workforce. It is the process through which organizations can
generate value from their intellectual and knowledge-based assets. Most often, generating
value from such assets involves sharing them among employees and society for best
practices. KMS helps to better decision-making and increase productivity (Reuters Survey
2001).
Knowledge Management systems
E-Governance has not made enough impact on the people as e-Commerce
and eLearning have done. There are several barriers on the roads of E-Governance. E-
Governance has a lot of characteristics, which are different from e-Commerce and e-
Learning. There are many systems developed for E-Governance. E-Governance needs to
be proactive. E-Governance involves Knowledge Management (KM) works better in
public administration. Knowledge management is the management of information, skill,
experience, innovation, and intelligence [4]
.
"Knowledge Management is the discipline of enabling individuals, teams and
entire organizations to collectively and systematically create, share and apply knowledge,
to better achieve their objectives" Ron Young, CEO/CKO Knowledge Associates

182
International. The initiatives to develop KMS in by Irish Civil services is a good example
of KMS in public administration [5].
There are so many Knowledge Management system
developed in foreign countries for the smooth working of public administration. The
knowledge management for public administration might have its roots in the differences
between public and private organisations. OECD draws the attention to the fact that
government organisations have different incentives and different management strengths
and weaknesses from private companies to manage knowledge better (OECD Report
2007).
Knowledge is an essential resource of the government and the performance of
government rests significantly on the acquisition and use of this precious resource [6]
.
Knowledge is the core product of public administration and the main stakeholder
knowledge worker are actively functioning to provide knowledge to the public [7]
.
Knowledge base in Public administration consists of immense amount of information that
is being used as knowledge (tacit and explicit), created every day. It is necessary to find
effective way to manage the knowledge is important.Knowledge management regarding
the public sphere has also a variety of manifestations and analytical levels that emerge
from the benefits that management of knowledge brings. Depending on the scope of the
benefits, one should also narrow or widen the analytical perspective. In India relatively
less awareness is there of Knowledge Management in public sector particularly in
Grampanchyant Administration. Hence, the researcher seeks to design the framework of
knowledge management system which helps to improve the working of public sector
administration at grass level Grampanchyant.
Earlier Researches examines the significance of Knowledge Management
systems in enhancing agrifood exports in a developing country like India. The study
examines and compares a few typical Knowledge Management models in connection with
the Data Base Management System. It is suggested that Knowledge management as a part
of E-Governance model facilitates the government system to conduct the KM in its
environment, and improves the efficiency of government function. The study recommends
the need for integrating knowledge base management system with data base system since
knowledge bases are much smarter than databases.
The tremendous amount of information is available with public administration
agencies, but execution of the information is not done properly which results in increase in
complexity of proper storage and dissemination by public servants which results into
delay in processing general public requirement. This lack of information on the font of
officials also results in ineffective implementation of government schemes and benefits to
the stakeholders and also creating complexity in day to day functioning of
Grampanchayats, most of the E-Governance projects failed due to lack of proper
knowledge management.
Knowledge management has become popular in modern environment for
knowledge sharing and dissemination, but because non availability of KMS there is huge
gap between society and public administration agency Grampanchayat. This generates
problem of proper utilization of resources and provide timely its benefits to the society. It
also increases the work pressure on the stakeholder.

183
Knowledge sharing has priority among grampanchayats for development of
society.
The major problem of this study is to identify the obstacles faced by
grampanchayats and determine the impact of the application of knowledge management
system to stakeholders in grampanchayat of Shirol. Identification of knowledge
management problems will provide a valid foundation to design KMS.
Therefore, this study will attempt to answer the following questions:
1. Effect of applying Knowledge Management System to the performance
in the Grampanchayats of Shirol Taluka?
2. Factors affecting towards the adoption of the existing Knowledge Management
System if existing any?
4. OBJECTIVES OF THE STUDY
The main objective of the study is to identify critical factors in implementation of
knowledge management system (KMS) for Grampanchayats in Shirol Taluka. This main
objective will be fulfilled by studying the following sub objectives.
1. To study major challenges faced by public administrative agencies Grampanchyats
in Shirol taluka.
2. To study how knowledge management system can help public administrative
agencies, grampanchyats in Shirol Taluka
IMPORTANCE OF THE STUDY
The effective functioning of public administration play vital role for utilization of
resources. Knowledge management steps (access, gather, analyze and utilize) provides
social empowerment. KMS helps to disseminate knowledge; proper integration helps to
improve development planning more effective and speedy solutions for the development.
This study will attempt to address the modern and a very important aspect of
effective implementation of information which results in knowledge management and
organizational development of the systems at public administration in the Grampanchayats
of Shirol Taluka. Secondly, this study is particularly important for its compatibility with the
existing systems in government. This study also attempts to identify the important and vital
role of Knowledge Management System in public administration, especially in
Grampanchayat focusing society. In turn this will help in development and modernization of
Rural India.
RESEARCH METHODOLOGY
The study is exclusive in many aspects. With an attempt to achieve the specified
objectives the researcher will use the following methodology which will be followed by
hypotheses testing.

184
With the integration of Knowledge management techniques the researcher is intended to
carry applied research to design a knowledge management framework to improve working
of public administration agency Grampanchyat. Similarly it will be a descriptive research
which attempts for effectively detecting thrust areas of functioning in this network. Hence it
is quantitative and uses survey on the basis of the responses from the questionnaire designed
for above purpose.
Area of study: The study will be restricted to Grampanchayats in Shirol Taluka of
Kolhapur District.. This research is an effort to study the problems faced by
Grampanchayats and finally provide Knowledge management framework. In this study,
survey method will be used to collect the primary data to find factors affecting
implementation of KMS.
DATA COLLECTION
Primary Data:
The primary data necessary for the study was collected through personal
observations, questionnaire method and personal interviews those who are concerned with
Grampanchyat. The questionnaire will be design containing closed end questions such that,
views of all stakeholders will be covered in this survey.
Sampling Design:
This research intends to analyze different issues associated with public
administration services. Hence sampling is limited to stakeholders with knowledge and skill
about this. The target population will be selected from Shirol Taluka consisting of
Grampanchyats. The sample of 120 employees who were effectively involved in using
information systems at village level was surveyed and their opinions were recorded using
random sampling.
Secondary Data:
The secondary data necessary for the study will be collected through Government
circulars, magazines and journals and from government offices to collect domain
knowledge.
Data Analysis:
The analysis of data will be done using different statistical tools like SPSS, Excel
as per the requirement.
Table 1: Demographic c profile of grampanchayats
Sr no Particulars No of respondents
1 Population 300
2 Use of ICT 180
3 No Of Employees IT enabled 70
4 Annually cases handled 510
Source : Panchyat office, Shirol

185
Table 2. IT is a key in Part of KM
Sr no Employees No of respondents %
1 Agree 85 70.83
2 Disagree 16 13.33
3 Not Sure 19 15.83
Total 120 100
The major stake holder of the KM System is employee. Knowledge is a key
concept in knowledge management system. It has become an integral part of public
administration. The surveyed study revealed that that majority of the sample agreed that
information technology is a key part of growing faster disposal of public administration
services.
KM is a Process of Creation, Assimilation, Retention and Utilization of
Knowledge
Sr no Employees No of
respondents
%
1 Agree 72 60.00
2 Disagree 24 20.00
3 Not Sure 24 20.00
Total 120 100
It was revealed that knowledge base is used to create new knowledge, share
knowledge among the organization and refine it. Majority of the employees were found to
agree on knowledge management as a process of Creation, Assimilation, Retention and
Utilization of Knowledge.
Knowledge Management is all about the Utilization of ICT
ICT is the new buzz word in the present world in developing countries too, ICT
has changed the landscape of all business and hence importance for knowledge has gone up.
The surveyed respondents were using ICT hence it was revealed that majority of employees
were positive on the note of Knowledge Management is all about the Utilization of ICT.
1 Agree 81 67.50
2 Disagree 12 10.00
3 Not Sure 27 22.5
Total 120 100

186
KM is a Type of Process-improvement Method
1 Agree 89 74.16
2 Disagree 17 14.16
3 Not Sure 24 20.00
Total 120 100
Knowledge management is type of process of creating and assimilation of
knowledge for effective disposal of the services. Hence it was also observed that knowledge
management is type of process improvement method which will dispose off many unwanted
middle obstacles in the process.
CONCLUSION
The IT sector itself is undergoing through a competitive phase resulting into a huge
penetration of Information technology in rural area also
Knowledge management in every sphere is playing an important role which will
enhance resolution making within public services; support the public to participate
effectively in decision making and secondly a build a competitive advantage which will
increase societal capability and also develop a knowledgeable and competitive human
resources .
REFERENCES
1.http://go.worldbank.org/DHRLTKBBG1, 2011 The World Bank Group,
2.CIO Council, “Managing Knowledge @ Work, an Overview of Knowledge
Management”, Knowledge Management Working Group of the Federal Chief Information
Officers Council, August 2001.
3.http://unpan1.un.org/intradoc/groups/public/documents/un/unpan019207.pdf
4.“A Model of E-Governance Based On Knowledge Management”, Paul
Manuel, Kuwait University, Journal of Knowledge Management Practice, June 2005
5.“A Review of Knowledge Management in the Irish Civil Service”, Joanna O’Riordan,
Institute of Public Administration 2005
6.Misra, D.C., Hariharan, R. and Khaneja, M. (2003), “E-knowledge management
framework for government organizations”, Information Systems Management, Vol. 20
No. 2, pp. 38-48.
7.Willem, A., & Buelens, M. (2007). Knowledge sharing in public sector organizations:
The effect of organizational characteristics on interdepartmental knowledge sharing.
Journal of Public Administration Research and Theory, 17(4), 581-606.
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knowledge in a design seminar: Integrating content, pedagogy, and technology.
Computers and Education, 49(3), 740–762.

187
9.Manzur Ashraf, BRAC University Humayra Binte Ali, Dhaka University Md. Mahfuz
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WEBLIOGRAPHY
Retrieved from
• http://searchdomino.techtarget.com/definition/knowledge-management
• http://www.zazachat.com/kb/knowledge_management/articles/knowledge_manage
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• http://tejas-iimb.org/interviews/12.php
• Ackoff, R. L., "From Data to Wisdom", Journal of Applies Systems Analysis,
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Knowledge management system a panacea for rural public administration

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