SWORD Protocol for Connecting Repositories: Supporting Knowledge Management for Research Based Institutions - Binus e-Thesis

  182 Proceedings of the 2013 International Conference on Computer Science and Information Technology (CSIT-2013)

  Keywords —SWORD, repository, knowledge management.

  While digital library is a good solution for managing digital resources in developing countries [13], a centralized repository institution is the most excellent [14]. Institutional repository will significantly enhance the role of libraries and changing the role of the passive agents of dissemination of information dissemination partner [15]. It is not easy to develop institutional repositories from the beginning, especially for organizations that have limited IT staff, but the use of established software repositories allow this [16]. It was not long ago realized even in developed countries. National Institutes of Health in the U.S. has had a special repository in 1999 under the name E-biomed [17].

  There is a "bottleneck" between research and the general public and thus require means better data dissemination. A centralized repository that includes electronic documents, digital archive and database of Web- based research may be used to address this issue [10]. The repository must be supported by computer-based communications, community support process, decision support, advanced hypermedia features, and conceptual knowledge structures [11]. These tools and techniques should evolve to encourage community members to learn, contribute to, and collectively build a knowledge community. The knowledge gap between experts and non- experts will hinder the improvement of knowledge-based expert, while short distance between peers will help in improving knowledge [12].

  There are several factors critical to the adoption of knowledge management processes, such as: given priorities, relationship between organizational goals and personal goals, and norms related to organizational knowledge sharing and collaboration [8]. They found that the promotion and development is a step that can overcome fragmentation between units within a single organization. Content that is precise and able to support the management decision making proves to be helpful to the development of knowledge management systems [9].

  II. LITERATURE REVIEW

  Companies that prioritize efficiency are strongly advised to use IT-based knowledge management system that enhances the use of prior knowledge [4]. The process of knowledge management in a large organization is generally reaching distance and time constraints. This combined with a shorter cycle time for the development and innovation of goods / services to make companies need to rely on information and communication technology [5]. The use of information and communication technology to connect units that exist within an organization will improve the knowledge management system. Knowledge management capabilities will lead to a better organizational performance [6]. A good combination of human resources, funds, and materials are the influential factors to grow a successful knowledge-based platform [7].

  I. INTRODUCTION In research and development, knowledge is the most valuable asset. While new knowledge is developed by individuals, organizations play an important role in sharpening and expanding knowledge [1]. Organizations that aim to be successful should not only process information but also create new information and knowledge [2]. The process that needs to be prioritized is to change tacit knowledge into explicit knowledge. This process is the best source of innovation in organizations [3].

  Abstract —This paper explores the use of SWORD (Simple Web-service Offering Repository Deposit) protocol in connecting repositories. Organizations that prioritize on efficiency are strongly advised to use IT-based knowledge management system that enhances the use of prior knowledge. The SWORD protocol is designed to connect repositories with similar systems. The current system is examined to determine the feasibility of implementation for the protocol. Connection between the expert directory, repository, human resources, and payroll may improve accuracy of data thus improving research performance and management decision making.

  

SWORD Protocol for Connecting Repositories:

Supporting Knowledge Management for Research Based Institutions

  Jakarta, Indonesia bpardamean@binus.edu

  BINUS Graduate Program Bina Nusantara University

  Bens Pardamean

  Jakarta, Indonesia anindito@binus.edu

  School of Information Systems Bina Nusantara University

  Anindito

A. Knowledge Management Systems

  T ABLE

  1. H ANDLE M ATRIX O F K NOWLEDGE M ANAGEMENT S YSTEMS

  B. Institutional Repositories System Name HR Knowledge Products

  Ever since 2000, many universities and research

  Learning Management System — — –

  institutions in the world have implemented institutional

• – Content Management System — —

  repositories. Not all of these institutional repositories have

• – Library Management System — — the same goal, but they have more or less the same goal.
• – Customer Relationship Management — —
• – Helpdesk Management System — —

  There are five general purposes of repository institutions

  Article Repository — — –

  [15], which are: (1) archiving own research (pre-print and

• – Intellectual Property Management — —

  post-print), (2) management of digital collections, (3) maintenance of digital material, (4) a place for teaching materials, and (5) electronic publications such as e- These three components form an integrated knowledge journals and e-books. management system in any organization. Knowledge management pyramid in Figure 2 illustrates the

  While similar to the storage, a repository is more or relationship between these three knowledge management less a shared library storage facility whose operations is systems. supported by the system and integrated policy. Multi- institutional aspects, management and integrated operations are important in providing benefits and also distinguishes it from mere storage [14].

  C. Knowledge Management Strategy

  Many systems have been developed to support knowledge management. An example is content management system that can help spread critical information from an organization and a learning management system that can help the learning centered. In addition, there is customer relationship management systems that helps provide customer data centrally so that there will be similarities between the pattern of client

  Fig. 2. Knowledge Management Pyramid

  handling the administration and sales. Some of the knowledge management system that is commonly used is The proposed knowledge management system should shown in Figure 1. be able to handle all three components. Legacy systems are connected to each other and will be able to be a provider of data for other future applications. The proposed knowledge management system is included in Figure 3.

  Fig. 1. Sample Knowledge Management Systems

  When the knowledge management system is observed, there will be three (3) things that are uniform between the

  Fig. 3. Proposed Knowledge Management System

  systems. These are human resources, knowledge, and products. All of the current knowledge management systems handle all three with priority on two of them. Table 1 shows the priority matrix of the common source of existing knowledge management.

  Proceedings of the 2013 International Conference on Computer Science and Information Technology (CSIT-2013) 183 Proceedings of the 2013 International Conference on Computer Science and Information Technology (CSIT-2013)

  III. METHODOLOGY

  A. Business Process Review

  Fig. 5. Initiation of the SWORD protocol

  SWORD (Simple Web-service Offering Repository Deposit) protocol is used to connect the Repository with the Expert Directory. To make a deposit file, the SWORD protocol from the Expert Directory sends login info to send the Service Repository and Document Repository contains a collection or a place to store files Experts Directory and conditions to make a deposit file.

  B. Connecting the Expert Directory and Repository

  For researchers from outside Ministry of Agriculture who wants their work published in PUSTAKA managed journals, the processes are more or less the same. Researchers may also send a link for articles that have been published in other institutions via e-mail to PUSTAKA which is forwarded to the Editorial Board. A feasibility check will also be conducted. If it is not feasible then notification will be given that the article may not be published in PUSTAKA, if approved, the link will be immediately published in the repository.

  Author Editor-in-chief Editorial Board Print Version Digital Version ^Email Fig. 4. Ongoing Procedure

  Current ongoing procedures have been conducted for about two years. At first after completing an article, Ministry of Agriculture researchers will send the file to the journal editor-in-chief via email. The editor-in-chief will forward it to the Editorial Board to check its feasibility, whether the topic is appropriate, if the article is written sufficiently, as well as originality of research. If the article meets all of these criteria, the Editorial Board will provide notification to the editor-in-chief that the article deserves to be published. If the article does not meet any of the criteria, the Editorial Board will provide notification to the editor-in-chief that contains the review report for the authors to revise their work, and after revision the article may be sent back to the editor-in-chief to do the same process again. The article, typically in the form of journal articles will be published in two formats, namely the print version (hard copy) as well as the digital version in the repository.

  IV. RESULTS AND DISCUSSIONS

  A. Data Mapping

  Determining which libraries and data sources that may be connected is done. The possibility of connecting to libraries outside the Ministry of Agriculture institutions may contribute to the data such as done in South Korea [19]. Determination of policy needs to be done thoroughly and where appropriate develop cooperation with relevant parties [20].

  Development of the Institutional Repository and Expert Directory will require infrastructure feasibility studies. Infrastructure feasibility study is conducted with the IT governance department at the Ministry of Agriculture to determine procurement requirements at PUSTAKA if necessary. It may also require coordination with the Administrative and Household Section to conduct an inventory of existing guidelines for the purpose of the changes or additions that is required in using the proposed system.

  B. Infrastructure Feasibility Study

  The dialogue is analyzed resulting in mapping of data flow for use in the system. Then, after verification, this data flow may be further used to plan subsequent process. Usage of this scheme aims to reduce system defects as early as possible. Cost of system repairs may increase to 20% if system defects are not found at the time of the initial requirements analysis [18].

  The material related to the topics presented: (1) Existing system that contains data for use in the Expert Directory and Institutional Repository, (2) Proposed Model for Expert Directory and Institutional Repository, (3) Policy support in implementation of the proposed system, and (4) Direction and strategy development for the Expert Directory and Institutional Repository. Key persons invited are from PUSTAKA, the Library of the Indonesian Agricultural Research and Development Agency from the Ministry of Agriculture.

  This activity consists of two way communications between researchers and respondents in the form of a focus group discussion.

  Later Expert Directory sends its metadata file that contains information about the file to be stored in the Repository. After successful storage, the Repository sends a link where it keeps the file. The link is stored in the Expert Directory to be displayed for file download.

  Author External _{Expert Directory} Publication Editor-in-chief Fig. 6. Final phase of the SWORD protocol

  Login Info contains the link for the service document Repository Repository

  containing and login information, while the Service

  Team Print Version Document contains the rules and regulations of the

  SWORD server. To make a deposit to the Repository, the

  Fig. 8. Proposed Procedure for External Publication

  article is uploaded to the Expert Directory. After verification, the file will be deposited into the Repository.

  An expert directory for the Ministry of Agriculture already exists but is still under constant development. The Expert Directory sends a zip file containing the article expert directory contains a list of researchers of the file and mets.xml file containing the metadata of the file.

  Ministry of Agriculture, position, and their work units. The content metadata repository is used as an information

  Each employee has a profile page that contains some file to the repository. information. This information is in the form of a narrative

  In the proposed procedure, researchers may upload the that leads to their personal data and is not linked to article directly through the Expert Directory (Fig. 7). Then research or their professional work. the editor-in-chief will received notification that there is a new article from researcher. The article is forwarded to the Editorial Board to check its feasibility. If the article is worthy to be published, the editor-in-chief will verify the article. If verification is successful the file will be uploaded into the repository and a print version is also made. This procedure adds usability to the Expert Directory that not only show publications and research only, but as a gateway for researchers to propose their article for publication.

  Expert Author Editor-in-chief _Directory Editorial

  Board Fig. 9. Currently available Expert Directory

  C. Data Mapping and Proposed Functionalities

  In order to support the SWORD protocol, the current

  Digital Version Print Version

  expert directory has to have a table to store metadata of

  Fig. 7. Proposed Procedure for Internal Publication articles related to the researcher. This metadata table will

  be used as file information during file deposit to the Repository, and

  The proposed procedure for external publications is article   information   in   the   researcher’s   page of the expert directory. also shown in Figure 8. The editor-in-chief will verify the submitted article. Upon verification, the article will be sent

  During the experiment, we have identified several to the repository where the article is further checked by the features/functionalities that will enhance the current Expert Repository Team. Directory. These features includes the display of 5 (five) important items in the Expert Profile Page. The features

  Proceedings of the 2013 International Conference on Computer Science and Information Technology (CSIT-2013) Proceedings of the 2013 International Conference on Computer Science and Information Technology (CSIT-2013)

  are: (1) display of other experts in the same expertise group; (2) display of co-authors; (3) list of recent works with the most recent displayed first; (4) types of work (conferences, books, journal articles); (5) list of research topics based on keywords which indicates the expertise; and (6) name of publications where the author appears. The author should also be able to choose their preferred display of their name.

  ACKNOWLEDGMENT This research is funded by the Indonesian Agency for

  The administrative system of the Expert Directory should also have a feature to check double publication uploads.

  Fig. 10. Sample Expert Profile Page in BibApp

  Agricultural Research and Development. We also convey our gratitude to Fikry Akbar Kirana, Sasha Febri Safithri, and Didik Setiawan for their huge assistance during research.

  V. CONCLUSIONS The SWORD protocol is a simple yet powerful protocol which may be used to connect repositories to other related applications. Currently, this is not yet implemented in PUSTAKA. In the future, research organizations should consider the usage of SWORD protocol.

  Connection between the expert directory, repository, human resources, and payroll may improve accuracy of exchanged data. Since performance of researchers is often measured by number of published articles, this will improve research productivity. Improvement of the Expert Directory may also open collaboration with other research institutes.

  Further sample deposit scenarios are already available which may be used on different circumstances [21]. Future research should also consider adopting SWORD version 2 [22].

D. Connecting Other Systems

  Higher education and research institutions compete for research funds which are granted based upon the reputation of the institution. Reputation is based also on research output which output media is also important in raising value. A more prestigious journal or conference which is indexed in prestigious databases would considerably add rank to reputation value and also institution rankings. As such, an institution may opt to provide further incentives if a researcher or faculty member successfully in publishing their article in a renowned scientific outlet. Successful storage of an article in the repository may be connected to the payroll system which upon verification may automatically adds the incentives  to  the  next  month’s  salary.  

  Other systems that may be connected to the Expert Directory are the HR system, and payroll. Performance of researchers is commonly measured by the number and type of publications they produce [21]. Publications come as a research output which is funded by internal or external grants. Source of funds is usually put in the acknowledgement part of an article whether in journal or conference proceedings. This is used to track the publication back to its research project and furthermore to its funding agency. As an author uploads an article into the Expert Directory and fills in the information regarding a funding body or a research contract, a research management system may also be notified to update the status of the research contract. The entire research performance may be assessed for input into HR systems. This input could be used for recommendations toward promotions, salary raise, and employment contract evaluations.

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  Proceedings of the 2013 International Conference on Computer Science and Information Technology (CSIT-2013)