KNOWLEDGE

CODIFICATION
ASSOC. PROF. DR. NUR SYUFIZA AHMAD SHUKOR
Agenda
01 Knowledge codification
Representation of knowledge so that it can be re-used

02 Codification Tools & Procedures

Ways to encoding the knowledge

03 Issues and Challenges

Is it that easy?
Knowledge codification
Representation of knowledge so that it can be re-used
 KNOWLEDGE
CODIFICATION
KNOWLEDGE
It is making institutional CODIFICATION
KNOWLEDGE knowledge visible, accessible,
Knowledge codification may be
and usable for decision
CODIFICATION making e.g. Instruction or
explained as a representation of
knowledge so that it can be re-used
converting tacit knowledge into training promoting training of
( tacit transferred into explicit
explicit Knowledge in a usable form junior personnel based on
knowledge ) and then be used
so that the organization can benefit captured knowledge of senior
either by an individual or an
from it. It is turned into explicit so to employees.
organization for improving their
be organized, categorized, indexed efficiency and effectiveness. One
and accessed. Codification should can say that the purpose of
be done in a form that can knowledge codification is to convert
eventually build knowledge corporate knowledge into
base accessible and applicable formats.
WHAT IS KNOWLEDGE
CODIFICATION?
Organizing and representing knowledge before it is
accessed by authorized personnel
The organizing part is usually in the form of a decision
tree, a decision table, or a frame
Converting tacit knowledge to explicit knowledge in a
usable form
Converting undocumented to documented information
Making corporate-specific knowledge visible, accessible,
and usable for decision making
REASON
to CODIFY
 DIAGNOSIS—addressing identifiable
symptoms of specific causal factors
 INSTRUCTION/TRAINING
 INTERPRETATION—promoting training of
junior personnel based on captured knowledge
of senior employees
 PLANNING/SCHEDULING—mapping out
an entire course of action before any steps are
taken
 PREDICTION—inferring the likely outcome of
a given situation and flashing a proper warning
or suggestion for corrective action
KNOWLEDGE
DIMENSION New Knowledge
and BOTTLENECKS Difffusion Too
Slow

Knowledge
Location
is Not
Shared Form Time People Do
Not Know
Where
KNOWLEDGE Knowledge
DIMENSION
Knowledge
Not Shared
Resides
Difficult to
Know Who Has
Knowledge Knowledge
Recorded (Content) Difficult to
Knowledge Access
Difficult to
Access
 Modes of Conversion
Tacit to Tacit knowledge
produces socialization. Observation and practice are two knowledge
capture tools

Tacit to Explicit knowledge

externalizing via analogies or metaphors. Resulting explicit knowledge
can then be stored in repositories

Explicit to Tacit knowledge

internalizing explicit knowledge into tacit knowledge

Explicit to Explicit knowledge

combining or sorting different bodies of explicit knowledge to lead to knew
knowledge
Things to
CONSIDER

WHAT ORGANIZATIONAL WHAT KNOWLEDGE HOW USEFUL IS EXISTING

GOALS WILL CODIFIED EXISTS IN THE KNOWLEDGE FOR
KNOWLEDGE SERVE? ORGANIZATION THAT CODIFICATION?
ADDRESSES THESE
GOALS?

HOW WOULD ONE

CODIFY KNOWLEDGE?
PROBLEMS with
Codifying Tacit Knowledge
• Distinctive style of the expert
• Special knowledge capture skills to
codify tacit knowledge effectively
• Certain knowledge is more of an art
than a science and art is difficult to
codify into rules
• Dealing with experts is not easy
• Many firms lack the transparency of
company-wide knowledge
• Critical knowledge is often available,
but no one knows where to find it
7 types of
KOWLEDGE in organization

Explicit Implicit Tacit knowledge Declarative Procedural A priori A posteriori

knowledge knowledge knowledge knowledge knowledge knowledge
Could be achieved
Can be It is obtained through Refers to facts Also known as Priori knowledge Posteriori
documented, through experience that that are static in imperative is knowledge that knowledge is
transmitted, and experience and can’t be recorded nature. It can be knowledge, It is gained derived from
most importantly, can be captured and stored like information based answers ‘how’- independently of experience. The
learned by and transmitted. implicit on principles, based questions any evidence or knowledge can be
outsiders. It’s any This knowledge is knowledge. concepts, events, and includes experience. As a reasoned and
information that’s extremely Effective ways to etc. It’s also called information on non-experiential logically explained
easy to share and important for transfer tacit descriptive or the various ways type of only after an
understand. organizations. knowledge is 1- propositional of performing a knowledge, it’s a individual has
Explicit knowledge Sharing explicit on-1 mentoring. knowledge. Is specific task. result of abstract observed a certain
is stored in information and Interactive explicit and is Procedural or logical event. The most
documents, knowledge is not continuous easily knowledge is reasoning alone. subjective type of
libraries, books, enough, it is more training / job communicated wh gained through knowledge since it
video tutorials, to gain new skills coaching help en necessary. It experience, that heavily relies on
whitepapers, and and identify best exchange this type focuses on ‘what’ means it’s a form individuals’
other forms of practices that of knowledge. type questions. of implicit interpretations of
verbal or written allow to be more knowledge. their own
communication. productively. observations
 Knowledge assets can be physical, digital, or
employees with know-how knowledge.
KNOWLED Example:
GE  Spreadsheets and documents
 Lists and checklists.
ASSETS  Reports, summaries, and guides.
 Presentation notes and slide-decks.
 Flowcharts and diagrams.
 Maps and location-related information.
 Images and sketches.
 Articles, books, videos, and audio files.
 Templates and process documents.
 Policies and regulatory documents.
 Contact details to employees, external co-
operation partners, subject experts, software
support, venues, etc.
Codification Tools and Procedures
Knowledge maps, decision tables, decision trees, rules-based reasoning
Knowledge
MAP
• A straightforward directory
that points to people,
documents, and repositories
• A knowledge map is a visual
aid that shows where
knowledge can be found
within a group or organization,
and how to find those with the
most expertise.
• Often referred to as an
“inventory of knowledge”,
these maps are organized
using various interconnected
nodes to make it easy to find
out where to look for
information.
 KNOWLEDGE
MAPPING
helps to:

IDENTIFY AND LOCATE THE ASSETS

CATEGORIZE LINK IT
KNOWLEDGE is the knowledge TOGETHER
ASSETS with a person, the map ties
knowledge assets team, or within it together all of
can be explicit infrastructure? the above in a
knowledge, such visual
as training representation.
manuals, reports,
etc., and tacit
knowledge, such
as an employee’s
experience.
 Different Types
of KNOWLEDGE MAP

 Procedural Knowledge Maps shows you where

you have implicit knowledge. Implicit
knowledge is the “how-to” for a task or skill,
such as knowing how to complete a task using
a specific method, operating a piece of
equipment, or following a particular procedure.
 Conceptual Knowledge Maps form a
hierarchical classification of things or
taxonomy.
 Core Competency Maps profile an employee
and his or her capabilities, helping you explore
development opportunities, improve employee
Once you know where knowledge resides, performance, and ensure you’ve got the right
you simply point to it and add instructions on person on the right job.
how to get there
Benefits of Knowledge Mapping
Improve cross-team collaboration.
Reduce knowledge silos and improve cooperation by making it easier to enhance knowledge sharing
and knowledge transfer between colleagues and teams.

Identify knowledge gaps.

Mapping out the knowledge helps identify weak spots and areas where you need to transform tacit
knowledge into explicit knowledge.
Improve the decision-making process.
This process facilitate knowledge flow, employees can easier locate knowledge, identify problems,
and find solutions.

Level up knowledge-centered support.

A knowledge map helps to support team answer both internal and external support requests on
time, as they can locate and extract the correct information faster.

Encourage knowledge retention.

A knowledge map is instrumental for an active knowledge-creating where employee document their
experiences. This process helps retain knowledge in the company, even when key employees leave.
 Review the Critical
1 2
Set a strategy &
Processes in Your
outline the plan
Business

Determine What
Identify the Steps
3 Necessary to Fulfil
Each Process
Knowledge You
Need to Complete
Each Step
4

5 Link to Appropriate
Knowledge Assets
Create the Missing
Knowledge Assets 6

7 Connect to Other
Knowledge Maps
Make It Widely
Accessible 8
How to create
KOWLEDGE MAP 9 Maintain, Update,
and Improve
Knowledge
Mapping Best
Practices
1. Start with the most business-
critical processes.
2. Pay attention to the node
titles.
3. Don’t choose too broad
topics.
4. Involve the people who know
the processes well.
5. Don’t clutter maps with too
much information.
6. Maintain the knowledge
maps.
 Decision Trees
• A hierarchically arranged semantic network
• Composed of nodes representing goals and links
representing decisions or outcomes.
• Read from left to right, with the root being on the left
• All nodes except the root node are instances of the
primary goal.
• First step before actual codification
• Ability to verify logic graphically in problems involving
complex situations that result in a limited number of
actions
 Decision Trees
Discount ?
Order 6 or Discount
size ? more is 25%
Customer is copies
bookstore
Discount ? Discount
Less
is NIL
than 6
copies
Bookstore

Discount
Policy 50 or Discount ? Discount
more is 15%
copies
Not a
bookstore Discount ?
Order Discount
size ? 20-49
copies is 10%
Customer is
library or
individual Discount ?
6-19 Discount
copies is 5%
Discount ?

Less than Discount

6 copies is NIL
 Decision Table
• More like a spreadsheet—divided into a list of
conditions and their respective values and a list of
conclusions
• Conditions are matched against conclusions
 Decision Table
Condition Stub Condition Entry
1 2 3 4 5 6

Customer is bookstore Y Y N N N N

Order size > 6 copies Y N N N N N

Customer is librarian/individual Y Y Y Y
Y N N N
IF Order size 50 copies or more Y N N
(condition) Order size 20-49 copies Y N
Order size 6-19 copies
Allow 25% discount X
Allow 15% discount X
Allow 10% discount X
THEN Allow 5% discount X
(action) Allow no discount X X

Action Stub Action Entry

 Frames
• Represent knowledge about a particular idea in one
place
• Handle a combination of declarative and operational
knowledge, which make it easier to understand the
problem domain
• Have a slot (a specific object or an attribute of an
entity) and a facet (the value of an object or a slot)
• When all the slots are filled with values, the frame is
considered instantiated
 Rule Based Representation
• Form of tacit knowledge codification in the form of
premise-action pairs
• Rules are conditional statement that specify an action
to be taken if a certain condition is true
• The form is IF… THEN, or IF…THEN…ELSE
• Premise: A Boolean expression that must be evaluated
as true for the rule to be applied
• Action: Second component, separated from the
premise by THEN; executed if the premise is true
Semantic Net Representation
• Semantic network is a technique in which
the relationship between class and
objects are represented by the
connection/link between objects or class
of objects.
• The nodes / vertices in semantic net are
used to represent the Generic class or a
particular class or an instance of a class
(object).Relation between them is
represented by the link, which shows the
activation comes from where .The links
represents the semantic relationship
between the objects.
 Script
• A script is used for
organizing the
knowledge as it
directs the attention
and recalls the
inference.
• It provide knowledge
and expectations
about specific events
or experiences and
can be applied to
new situations
Issues and Challenges
Is it that easy?
Thank You
THANK YOU