Read and analyse the Cosmos Engineering scenario (Appendix 1), noting the requirements relating to the information management policy and the information system maintenance policy.

1. Using the functions of the system as a baseline, identify what you will need to monitor and the timeframes required to ensure the implementation of the knowledge management system aligns with the policy requirements. If necessary, research and suggest alternative monitoring and reporting solutions.

2. a brief report of to Cosmos Engineering's director of information technology. In your report, describe your proposed strategy for monitoring the information management system, including what will be monitored, how it will be monitored and why.

appendix 1 :

It has now been six months since the introduction of a new information management system at Cosmos Engineering - a small-to-medium sized engineering firm with a total of 50 employees across many workgroups.

This information management system takes the form of a company intranet that stores all the organisation's current policies, procedures, client information and documentation (including templates for correspondence and other pieces of communication).

The system was introduced to replace the previous ad hoc, largely paper-based information management system, which was outdated and difficult to manage. As you implemented the new system, you also ensured that Cosmos' policies were updated or created so that the need for a structured system was met.

Now that the system is up and running, senior management would like to ensure that it is used properly and captures the information it was designed to capture.

You have been asked to evaluate whether the information management system:

complies with policies and procedures

is effective and efficient

aligns with other systems.

Senior management has provided a list of outcomes that the system was expected to achieve:

The organisation should have a single, remotely backed up repository of all information it needs to conduct business.

The system should allow management to manage the information inputted.

The system should facilitate employee access to information contained in the system.

In addition to these outcomes, the director of information technology has provided you with current usage information that may inform your monitoring protocols:

People are still using local copies of documents rather than downloading them from the system. This results in some pieces of communication or information-gathering tools being outdated.

No procedure for download or upload has actually been published yet.

Most of the user information is stored on the intranet, so if a user has difficulty accessing the system, they will not be able to help themselves and must contact the help desk.

The system's reporting capabilities are quite extensive, so you can generate any report you need for your monitoring protocol.

The following policies were developed for system use.

Information management policy

This policy summarises how the system should be used with the following provisions:

The system must be capable of storing all company documents.

Employees must be able to access documentation without notice because they are expected to download a new template for every new piece of communication.

The system must be backed up remotely.

Access rights must be granted according to an authorised security level (ensuring compliance with the Privacy Act 1988). Unauthorised access is blocked.

Information system maintenance policy

This policy summarises what must be done for the system to be maintained properly and contains the following provisions:

The system provider must have a help desk that employees are able to access in the event of difficulty.

All problems with the system must be reported, even if the employees are able to rectify them without resorting to the help desk.

The system must have periodic maintenance screens to ensure that it is maintaining its structural integrity and evolving with the needs of the organisation.

The system must be able to be updated with functions and features that meet the organisation's needs.