KNOWLEDGE CONVERSION: AN EVALUATION OF BPPT KM APPLICATION UTILIZATION AS A KNOWLEDGE MANAGEMENT SYSTEM

Knowledge is an essential asset in an organization. Knowledge is everything that can be known, intelligence, or anything which is known that is related to a specific matter (Kamus Besar Bahasa Indonesia, 2007). Organizational knowledge may come from employee quality of thought that includes ideas focused on the organizational day-to-day activity (Polanyi, 1966). Knowledge processes were divided into two forms of knowledge that are tacit and explicit (Nonaka and Takeuchi, 1996; Huang and Wang, 2002). Tacit or implicit knowledge is the knowledge that has been stored in individual minds but it is not explicitly expressed so that it cannot be understood by other individuals (Collins, 2010). Meanwhile, Kementerian Pendayagunaan Aparatur Negara dan Reformasi Birokrasi (2011) mentioned that explicit knowledge is all information represented in the organization and made it accessible to all organization members. This statement also supports Polanyi (1966) who said that explicit knowledge should be rendered clear, explicitly stated and visible. Therefore, the process of knowledge conversion can be implemented in every organization. Theoretically, knowledge conversion cannot be apart from knowledge management itself. It can be a model to analyze how the knowledge management process works. Tseng (2010) describes the definition of knowledge conversion as a knowledge transformation process where tacit knowledge can be reformed to explicit knowledge and vice versa which contradicts Polanyi’s statement (1966), “all knowledge is rooted in tacit knowledge”. The components of knowledge conversion are widely known as SECI (socialization, externalization, combination, and internalization). Those four components can be utilized to know how far knowledge has been managed in the organization. Badan Pengkajian dan Penerapan Teknologi (BPPT), Agency for the Assessment and Application of Technology, as an institution that works in the field of technology innovation and provides services based on technology, information and communication, needs to aware of organizational knowledge management in order to make a right decision for the organization. The knowledge that is managed in an organization could be from employee’s ideas and experiences and it can be created through employee discussions. Consequently, Badan Pengkajian dan Penerapan Teknologi (BPPT) develops a system for managing some of the organizational knowledge which comes from the minds of employees and can be managed remotely such as finishing job tasks and brainstorming project ideas. This consideration certainly has enormous benefits in the process of managing organizational knowledge and all the knowledge conversion, especially in this pandemic situation where direct interaction is quite limited. Several studies related to knowledge conversion and knowledge management systems have been conducted both in Indonesia and internationally. Ariq, Yani dan Sri (2020) have analyzed the knowledge management system based on hydroponic aquaculture web with knowledge management cycle. In their study, the process of knowledge conversion worked from tacit to explicit using a knowledge management system life cycle (KMSLC) method. Besides, Karto et. al. (2017) also discussed a comparison between several results in the field of the knowledge management system and the conclusion showed that the development of knowledge management systems in big data era or in the future must be balanced with the development of capabilities and its features. Additionally, in Sukmawati, et. al. (2010) knowledge conversion is more emphasized on the knowledge usage process, both tacit and explicit, as a strategy to encourage business innovation in a daily small enterprise. At this point, the authors aim to explain the processes of the knowledge conversion in Badan Pengkajian dan Penerapan Teknologi (BPPT) and to know the effectiveness of the knowledge management system from BPPT knowledge management application. As expected, this paper would provide an extensive overview of the knowledge conversion that occurred in Badan Pengkajian dan Penerapan Teknologi (BPPT). Besides, this research is also to provide an overview of the connection between employee activities and knowledge conversion in the knowledge management application with SECI indicators.

This study uses a qualitative method with a participatory observation approach and narrative review. Qualitative research concerns the facts that can be put and can be seen by a person, whether as a researcher or an object of research – a subjective construction (Pendit in Rahmawati, 2016). A participatory observation approach is an approach where a researcher is involved in the activities of the research object investigated and it is used as a source of research (Sugiyono, 2017). In participatory observation, a researcher sees what is done related to the research object, hears what people say, and is involved in the conduct of what people do (Susan Stainback in Sugiyono, 2017). Besides, Middleton (2012) stated that narrative review is needed to gain a comprehensive understanding related to the research topic, in this case, is a knowledge management system, knowledge conversion, knowledge management, and effectiveness of knowledge management system used in the organization. The analysis technique used is descriptive content analysis. This technique is considered suitable for the research topic because it describes research content which is investigated by analyzing knowledge management system phenomenon utilized in BPPT using related works of literature (Vaismoradi, Turunen, dan Bondas, 2013). Also, a narrative review is conducted with the works of literature on the topic of knowledge conversion and knowledge management systems so that a theoretical foundation can be built to support the research topic

Content Analysis BPPT KM App Application of Knowledge Management (KM) BPPT is a tool for managing BPPT intellectual assets to give easiness for employees in order to acquire knowledge, share knowledge, discuss and collaborate among other employees. It is also to encourage and improve innovation of technology in the organization, and to assist BPPT stakeholders in the process of decision making so it can be done effectively and efficiently. The concept of this app came from BPPT Chairman himself to monitor and to track down all the projects and the work results done by all BPPT employees in a top to down-level hierarchy. For example, staff can be monitored by the head of subdivision, then the head of the working unit can also monitor all head of divisions and sub-divisions under him. Additionally, using this app BPPT Chairman can monitor the work that is taking place and can give direct instruction to the required employee. This BPPT KM Application was built with the objectives of ensuring the effectivity BPPT knowledge management processes, both tacit and explicit, to create a supportive environment as a learning organization so that each employees being able to adapt the environmental changes quickly and can encourage the creation of competitive technological innovations by benefitting all functionality and data that is made available in the app. All knowledge stored in BPPT KM Application can be accessed via https://km.bppt.go.id. Additionally, BPPT KM App can be accessed through mobile phone by downloading the application first, whether in Playstore for Android and Appstore for iPhone. Each knowledge conversion described in the SECI model is hoped to be implemented and applied in BPPT KM application and it is provided through all features available in the BPPT KM application. All knowledge management system (KMS) processes at BPPT can be illustrated in Figure 3 below: Figure 3. SECI flow in BPPT Knowledge Management System The features in the app were created to support the implementation of knowledge management and knowledge conversion at BPPT. They are as follows: 1. Task Feature The Task Feature is to manage all employee tasks in their daily routines and the project activities can be observed directly by their supervisors at BPPT. The display of Task Feature can be seen in Figure 4 In this feature, a supervisor at BPPT in the level of echelon 1, echelon 2, echelon 3, and echelon 4 can delegate a task to the employees under their division to be completed. All notifications of the tasks will automatically appear at the BPPT KM application on the mobile phone and employees who receive the assignments. So, they can directly start to work. The supervisors can also monitor the process of the task conduction whether if it has been finished or not. 2. Clock-in and Clock-out Feature The Clock-in and Clock-out feature in BPPT KM application is a tool made to replace the manual presence system in BPPT where all employees' attendance is directly counted and recorded in the application. This feature was developed to create a function of working time management where employees can present their attendances when they arrive at the office and when they are going to leave. Figure 5 and Figure 6 show the interface of the Clock-in and Clock-out feature in BPPT KM application. Figure 5. Clock-in feature at BPPT KM Application Figure 6. Clock-out feature at BPPT KM Application 3. Activity Stream Feature This feature shows all activities and tasks that happen at BPPT KM application just like ‘news feeds’ on Facebook. From this menu, all employees can directly interact, collaborate, and share data with other employees. As can be seen in Figure 7. Figure 7. Activity Stream Feature at BPPT KM Application 4. Calendar In the application, the Calendar feature is utilized as an agenda where the employees can set a schedule of daily activities or meetings, and it can include other employees and working units in BPPT. At this feature, some participants who are involved in the activity can be arranged and a reminder can be notified to remind all the participants regarding the agenda or the activity. As can be seen in Figure 8. Figure 8. Calendar feature at BPPT KM application 5. Drive The Drive feature at BPPT KM application functioned as a storage or a container for managing all documents or files which are available at BPPT KM application. In this feature, files and documents can be saved, communal edited, and shared via internal links or shared publicly. The Drive feature was created as file storage for storing all employee files and documentation. As shown in Figure 9. Figure 9. Drive feature at BPPT KM Application 6. Chats This feature is a tool provided in the application for BPPT employees to communicate and discuss with other employees. It can be done by chatting or video call to other employees in BPPT. A video call can participate with a maximum of four users. Examples of chat feature displays can be seen in Figure 10. Figure 10. Chats feature at BPPT KM application 7. Notifications In BPPT KM application, there is also a notifications feature, where each employee will be able to know if there is any task given by supervisors or if there is any invitation of meetings or activities and the notifications will appear on BPPT employee's mobile phone right away through the BPPT KM Application. Figure 11 shows the display of the notifications features at BPPT KM application Figure 11. Notifications feature at BPPT KM Application Furthermore, through its features, BPPT KM application is expected to make everything easier for all BPPT employees in order to manage their knowledge. As it is explained in Fitriasmi (2010) that if the system is getting better then there is no doubt that more people will use it. Hence, there is a positive correlation between the BPPT KM Application and the output where BPPT intellectual assets being managed in this KM application. Supported by a good quality system, BPPT KM application is hoped to be able to solve the needs of the organization and can solve institutional problems. Evaluation and Knowledge Conversion in BPPT KM Application a. Knowledge evaluation in BPPT KM Application BPPT KM Application is a mobile-based application developed to support document management and engineering activities that are conducted at BPPT. It was supplemented with file sharing, so all employees can exchange files, documents, and data. Utilization of knowledge management system through BPPT KM application has been running since the beginning of 2020 and has been socialized to more than 20 (twenty) technical working units in BPPT. In the beginning, BPPT Knowledge Management (KM) application was originated from the idea of developing the old system of BPPT knowledge management portal which can be accessed via https://kms.bppt.go.id. The concept of the old BPPT knowledge management system portal is actually a combination of several services managed by Bidang Manajemen Pengetahuan dan Perpustakaan–Pusat Manajemen Informasi BPPT (Knowledge Management and Libraries – BPPT Information Management Center), which include: Digital Library BPPT (digilib.bppt.go.id), Expertise System BPPT, BPPT Press and BPPT Electronic Journal (ejurnal.bppt.go.id). However, this portal is lack of interactivity with BPPT employees, so the development of the second BPPT knowledge management system was initiated and it can be accessed through km.bppt.go.id. BPPT KM Application is originally serviced by an outsourcing service from Bitrix24. The type of platform used is for communication, collaboration, and management of company assets. The facilities given from BPPT KM application features can also be connected with another platform such as Googledocs, for example in the use of editing collaboration. To activate this application it should be connected to BPPT employee intranet username and password using the LDAP (Lightweight Directory Access Protocol). After that, the BPPT KM Application can be utilized during the internet network both inside and outside the BPPT area. In terms of security BPPT KM application server has been secured. The application itself can be downloaded via the Appstore and Playstore for mobile use. From the perspective of business process, BPPT KM Application is expected to provide easiness in finding, sharing, discussing, and collaborating amongst BPPT employees so that it can improve technological innovation within the institution. It can also assist BPPT leaders in making decisions appropriately and quickly by utilizing the menus available in the application. However, aside from its development, there are some limitations in using BPPT KM application as figured out in Table 1 below. Table 1. Business processes and limitations Business Process Strength Weakness 1) Login to App Secure (using internal username and password) Closed Access (data could not be seen by an external party) 2) Selecting the features Variety of features to support work management Running only under internet connection 3) Adding the files Easy navigation Many optional tools, users need the guideline on how to do it 4) Adding the participants in the features Easy selection Could not involve external user 5) Activities notifications Pop up notifications in the mobile Each activity will be notified (alert abundance) b. Knowledge Conversion in BPPT KM Application The main elements of BPPT KM Application are document management, chat, and community of practices. The early reason for implementing KM Application in BPPT is to make it better in identifying which knowledge should be treated by BPPT working units and to identify the specific expertise that belongs to a specific individual in BPPT. Zhou and Fink (2017) mentioned that it is vital for an organization to encourage and develop the knowledge of its employees or its members. Conversely, organizations also need to create an environment that encourages an active sharing knowledge culture and it can monitor the management of knowledge that happens in a system, specifically the knowledge management system. Knowledge conversion has worked in the app and we can look at each feature in KM app that represents the SECI Model, as follows: Table 2. Categorization of KM App Features in SECI Mode Based on Table 2, it can be said that the features in BPPT KM application encourage and facilitate the occurrence of knowledge conversion as it was described by Nonaka and Takeuchi (in Gourlay, 2003) and it supports the SECI theory which includes Socialization, Externalization, Combination, and Internalization. From all seven features in the application, six features represent at least one of the knowledge conversion aspects in SECI. The six features that reflect knowledge conversion activities are task features, working time management (clock-in and clock-out), activity stream, calendar, drive, and chats. The socialization aspect can be supported by a chat feature where ideas can be used by other employees and it could be a new idea that will help them in conducting their work and encourage the creation of innovation. Andrawina (2012) defined the socialization as transfer of knowledge processing from tacit to tacit. She added that knowledge keeps strolling around within the organization as in the feature chats all employees can stimulate other ideas. The second conversion form of SECI is externalization. It can be found in the feature of tasks, activity streams, and calendar. According to Nugraha (2015) that it is a documentation process that shaped tacit knowledge in the form of a document so that others can see, read, and learn from it. All tasks were given to employees via the feature tasks, then the proof of the work is submitted to the app so that the supervisor can directly evaluate and read it. This feature has represented the element of externalization. The same characteristic can also be seen in the feature of activity stream and calendar, where employees' dialogues and schedules are documented in the app. Feature drive represents the stage of combination where the mode of knowledge conversion from explicit-to-explicit knowledge. In this aspect, all working documentation and procedures are combined and it brings value for the organization, in this case, is BPPT. Andrawina (2012) stated that combining individual knowledge is important in the combination stage and it can be used as organizational best practice and stakeholders can also analyze which best practices offer the best organizational knowledge. Zhou and Fink (2017) stated that a knowledge management system along with advanced technology can be a way for increasing the value and competitiveness of organizations. A good knowledge management framework is the one that could lead organizations in creating a systematic work system.

Overall, the BPPT KM Application is reliable and it has brought benefits for employees to support their work activities. It can also be concluded that knowledge conversion has been implemented appropriately in the aspects of SECI, defined by Nonaka and Takeuci (1996). The features contained in KM application that can support the conduct of knowledge management in stages of SECI model are task, working time management (clock-in and clock-out), activity stream, calendar, drive, and chats All features and business processes in BPPT KM application also support the implementation of knowledge conversion that is represented in the system. Furthermore, for future research recommendations, it is important to know how institutional regulations play a role in the implementation of knowledge management system application in BPPT, so a more comprehensive and in-depth understanding related to knowledge management aspects can be provided