for Knowledge ManagementUse of Information Technology

in CA’s Office

A brief about my today’s Presentation on Knowledge Management

Gap in today’s working scenario of CA’s Office

Understanding Present Hindrances

Required Course of action

Understanding knowledge and its definition

What is Knowledge Management

The roadmap to Knowledge Management

Understanding components of KM

KM Process in General

Implementation of KM in CA’s Office

Knowledge documents in CA’s Office

The ultimate benefits of KM Solution

The Right Knowledge

At the Right Time

&

At the Right Place

Can you access?

Few Questions generally looked into for an answer?

Whether each member of the firm can get?

The required and relevant information The desired document(s) Prior worked knowledge document(s)

If yes, how much time is spent ? At What Cost ?

Do you have a single point of access and control to your document repository and knowledge base ?

Can you monitor who can view each document? Who can edit documents, viz-a-viz the security point of view ?

Can you generate a list of documents generated across office network?

Can you generate the list of pending work documents?

Can you get list of documents related to a particular Client?

Can you get the list of documents to be completed by specific date ?

Do you have an easy system to identify and capture knowledge documents?

Do you have any check that your prior and knowledge documents are being shared and used for new document production?

Your Hindrances…

The Net Result of Hindrances…..

Haphazard File Management

No Record Management System

Lack of KnowledgeManagement System

No Continuity Management plan

A Central Knowledge Repository

Easy Access to Knowledge Base

Discipline in Naming & Organising office documents

Central Repository of working documents

Proper Monitoring of Document Creation process

Security and Safety of documents

What We Need Now ?

What your ideas are

What you have read

What you imagine

What you heard

What is your experience

What is Knowledge?

Difference between Data,Information, Knowledge & Wisdom

Moving toward increased understanding

Data

Unstructured Information

Information

Meaningful Data

Knowledge

Right Collectionof Information

Wisdom

Judgment between Right & Wrong

Classification of Knowledge

Explicit Knowledge:

Easily Transferable

Tacit Knowledge:

Gut Feeling & Experience

Where Knowledge is Lying?

In the heads of People

Partially in Computers

In hard copy Papers

KM Components

Definition of Knowledge Management (KM)

To Organize collective Knowledge

To Increase responsiveness, efficiency & productivity.

A cost saving process that enhances performance.

It is a concept as well as a discipline

The Roadmap to Knowledge Management

A system to organize documents that enables

What is Smart File Management ?

Any authorized user

can retrieve any document

at any point of time,

irrespective of who created, when created and wherever saved.

Uniform file naming systemElectronic Document Register & Profiling documentsMultiple dates to track documentsFaster retrieval based on profiled keywords.Advance search facilitiesDocument Life Cycle Management

Attributes of Smart File Management

Ideal columns for Electronic Document Register in CAs Office

Creation Date When document was created

Document Number A unique number allocation for each document generated across office network

Subject The subject matter or topic of the document

Category ( Work Nature)

Grouping of documents based on work nature of the documents

Client To whom the document belongs to

Client Group The name of Group to whom multiple clients belonging to.

Ideal Columns for Electronic Document Register in CAs Office

Document Status Stage of completion of the document

Document Creator Original creator of the document

Name of Work Group The work Group to whom the document creator belongs to

Target Date for Completion

The date before which the document is scheduled to be completed

Due Date for Completion

The deadline for the completion of the document

Ideal Columns for Electronic Document Register in CAs Office

Last Access Date The date and time when the document was last accessed

Last Modified Date The date and time when the document was last modified

Document Type The type of document like Word, Excel etc.

Working Working DocumentsDocuments

Inactive Inactive DocumentsDocuments

H-1

Historical DocumentsHistorical Documents

KnowledgeKnowledgeDocumentsDocuments

H-2 H-3 H-N

Working DocumentsWorking Documents require editing and/or any other action.

Inactive DocumentsInactive Documents are completed one and need occasional retrieval.

Historical DocumentsHistorical Documents require access occasionally and like packed in record room.Users can create “n” number of histories as per need.

Knowledge DocumentsKnowledge Documents are the formats or templates that are the basis of creating new documents.

Imported DocumentsImported Documents are imported from Windows Folder System or being takes in of exported documents from other user/s of Kdoc.

Deleted DocumentsDeleted Documents are deleted and lying in Kdoc Recycle Bin

ImportedImportedDocumentsDocuments

Deleted Deleted DocumentsDocuments

Folder Folder HierarchyHierarchy

Document Life Cycle Management

A system to keep record of documents through computers over the period of time by different users of the organization for instant access.

What is Record Management ?

Unique identity to each documents say document number

Intelligent Classification

Central Repository

Access Rights

Requirement for Record Management

Knowledge Documents in CAs Office

Formats related to various acts like IT, ROC etc.

Documented Procedures/guidelines/check lists to complete routine

assignments

Sample Audit Plans targeting different nature of organization

Drafts of various types document requires for different audit reports.

Grounds of Appeal at different level

Sample project Reports

Deeds & Power of Attorney

Letter templates targeting different authorities and other organization

Extract of relevant case laws

Knowledge Documents in CAs Office

Various Bank Proposals

HR: Appointments/Training Programs/Retirement etc.

Client Information/Engagement/Interaction documents

& Many More…………

All the best practices adopted in the

past for various assignments…

A process that help to transfer operational knowledge from departing employees to their successors

What is Continuity Management ?

Easier & Incremental back up of all documents

Security of documents

Requirement for Continuity Management

KM Process

Knowledge Management in CA Firms80% Knowledge of CA Firm is

stored in documents.

The value of documentation in CA firm’s lies in:-The ability to capture, Retain & Share knowledge to those who need to use it.

?From Where to Start ? Removal of Manual Work Process.

Organize Computer Generated Documents.

Best use of Prior Work Documents.

Problems due to Knowledge Mismanagement Duplication of Work

No Reuse of Knowledge & Forgotten in short period

Not Learning from the Experience & Mistakes of others Or No

sharing of experience leads to repetition of others mistake

Clients Interaction not recorded properly

Unwillingness to Share Knowledge

Problems related to absenteeism and transfer of staff

Implementation of KM in CA FirmsStep 1: Identification of the Real Problems.

Do the partners have access to a common knowledgebase?

Do the expertise in the core areas & processes collected & documented?

Does these expertise shared between the partners?

Can the experience gained from the assignments be reused thoroughly?

Is there any transfer procedures defined on changing work profile?

Is there an imminent retirement of important partners planned?

Can the new professionals be trained quickly?

Do you lose knowledge of temporary workforce?

Cont….

Step 2: Identify Your Knowledgebase

Expertise

Ideas

Competencies

Processes

Client Information

Assignment

Identify critical areas of Knowledgebase

Plan and Structure Knowledge Repository

Build Knowledge Repository

Step 3: How to collect, Categorize and Organize

Identification of critical and problem areas

KM Goals to be achieved

Hierarchical Structural of Knowledge Base

Step 4: Identify & Selection right KM Solution

Understand the need

The practice areas

The HR strengths

Geographical Location

• KM Portals• Document Management System• Knowledge Management System• Document Automation Tools• Practice Management System• Time Recording & Billing

Software• Internet /Intranet/ Communication

Management System• Financials• Human Resource Management

System• Professional Development Tools

Selection Right Tools

Decide specific points for transfer of Knowledge back into firm.

Prepare check list to an existing service process.

Motivate users to search and use the Knowledge Base

Note down unfound knowledge when requires

Step 5 : Periodical Review

The ultimate Benefits of KM Solution Saves precious time & effectively saves money

Quick services to clients

Improved service quality

Increase efficiency & enhance productivity

No adverse effect on transfer/leave of staff

Improved learning environment

Faster learning to new entrants

Effective collaboration

Best utilization of IT resources

Be more competitive

- Benjamin Franklin

For every minute spent in organizing,

an hour is earned.