IT Infrastructure & Knowledge Management in CAs Office


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Exploring the need of IT Infrastructure & Knowledge Management in Chartered Accountant Office.

This Presentation was made by CA. B.C.Chechani at Regional IT Conference of WIRC

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IT Infrastructure & Knowledge Management in CAs Office

  1. 1. IT Infrastructure and Knowledge Management in a Practicing CA’s Office
  2. 2. Components of IT Infrastructure Management in CA’s Office • Network Hub / Switches, Network Cabling / Remote Access • Desktop Work Stations • Laptops / Workstations • Work Station Operation Systems • Softwares • Scanners • Personal Digital Assistant (PDA) • Network Operating System (NOS) • Backup Computers • Printers
  3. 3. Proactive Environment due to better IT infrastructure Management in CA’s Office which leads to better practices in areas of….. • Acceptance • Allocation • Workflow • Progress reporting • Monitoring • Completion • Approval & Delivery • Procedures & Policies • Department Management
  4. 4. Why Infrastructure Management is required in a CA’s Office ? • Necessity to process more & more information in today’s world • To remain Competitive • To maintain standards of reputation • To be equipped to give single stop solution • Management of intellectual capital in knowledge society.
  5. 5. Effective Infrastructure Management • Ensuring right and trustworthy players are involved in the IT management • It is imperative that an owner or partner should look into it so that approval of any initiatives can be taken faster • The views and need of IT requirement from partners/members from tax and audit practice should be sought equally and addressed adequately
  6. 6. Components of IT Infrastructure • Total Hardware Management • Network Servers • Network & Remote Access – Switches, Cables • Network Operating System (NOS) • Desktops & Workstations • Laptop Workstations • Desktop Operating Systems
  7. 7. Components of IT Infrastructure • Backup Computers • Printers • Scanners • Personal Digital Assistant (PDA)
  8. 8. Software Requirement Analysis, Procurement & Implementation • Firm wide Application • Website Development & Promotions • Implementation of eNews Letters
  9. 9. Information Security • Due to control of clientele financial information and documents high confidentiality there comes a requirement of high security both external and internal. • Changing of passwords periodically
  10. 10. Contact Management • CA firm has a wealth of information in countless forms • CA’s enjoy trust of client’s like no other industry • Introduction of proper Contact Management looks into the service side of the firm • Due to Contact Management there is proper retrieval and access of information regarding a particular contact.
  11. 11. Tax Return Automation Software • Tax Calculation tools a must for every CA firm • Highly useful for compliance • Current and Prior period information available readily
  12. 12. for Knowledge Management Use of Information Technology in CA’s Office
  13. 13. 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
  14. 14. The Right Knowledge At the Right Time & In the Right Place Can you access?
  15. 15. 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 ? Cont…
  16. 16. 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? Cont…
  17. 17. Your Hindrances…
  18. 18. The Net Result of Hindrances….. Haphazard File Management No Record Management System Lack of Knowledge Management System No Continuity Management plan
  19. 19. A Central Knowledge Repository Easy Access to Knowledge Base Discipline in Naming & Organising office document(s) Central Repository of working document(s) Proper Monitoring of Document Creation process Security and Safety of document(s) What We Need Now ?
  20. 20. What your ideas are ? What you have read ? What you imagine ? What you have heard ? What is your experience ? What is Knowledge?
  21. 21. Difference between Data, Information, Knowledge & Wisdom Moving toward increased understanding Data Unstructured Information Information Meaningful Data Knowledge Right Collection of Information Wisdom Judgment between Right & Wrong
  22. 22. Classification of Knowledge Explicit Knowledge: Easily Transferable Tacit Knowledge: Gut Feeling & Experience
  23. 23. Where Knowledge is Lying? In the heads of People Partially in Computers In hard copy Papers
  24. 24. KM Components
  25. 25. 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
  26. 26. The Roadmap to Knowledge Management
  27. 27. 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
  28. 28. Uniform file naming system Electronic Document Register & Profiling documents Multiple dates to track documents Faster retrieval based on profiled keywords Advance search facilities Document Life Cycle Management Attributes of Smart File Management
  29. 29. Ideal columns for Electronic Document Register in CAs Office Creation Date Document Number Subject Client Client Group When document was created A unique number allocation for each document generated across office network The subject matter or topic of the document Category (Work Nature) Grouping of documents based on work nature of the documents To whom the document belongs to The name of Group to whom multiple clients belonging to. Cont….
  30. 30. Ideal Columns for Electronic Document Register in CAs Office Document Status Document Creator Name of Work Group Due Date for Completion Stage of completion of the document Original creator of the document 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 The deadline for the completion of the document Cont…. Cont….
  31. 31. Ideal Columns for Electronic Document Register in CAs Office Last Access Date Last Modified Date The date and time when the document was last accessed The date and time when the document was last modified The type of document like Word, Excel etc. Document Type Cont….
  32. 32. H-1 H-2 H-3 H-N Working Documents Inactive Documents Historical Documents Knowledge Documents Working Documents require editing and/or any other action. Inactive Documents are completed one and need occasional retrieval. Historical Documents require access occasionally and are similar to being packed in record room. Knowledge Documents are the formats / templates that are the basis of creating new documents. Imported Documents are imported from Windows Folder System /Branches etc. Deleted Documents are deleted and should be finally deleted by Administrator. Imported Documents Deleted Documents Folder Hierarchy Document Life Cycle Management
  33. 33. 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
  34. 34. Knowledge Documents in CAs Office Templates/Formats related to various acts like IT, ROC etc. Documented Procedures/guidelines/check lists to complete routine assignments Sample Audit Plans for different types of audits and meant for various categories of organization Various Drafts required for different audit reports. Grounds of Appeal at different level
  35. 35. Knowledge Documents in CAs Office Sample Project Reports/Business Plan Deeds & Power of Attorney Extract of relevant case laws Draft Bank Proposals HR: Appointments/Training Programs/Retirement etc. Client Information/Engagement/Interaction documents & Many More…………
  36. 36. 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
  37. 37. KM Process
  38. 38. 80% Knowledge of CA Firm is stored in documents. The value of documentation in CA firm’s lies in:- Knowledge Management in CA Firms The ability to capture, Retain & Share knowledge to those who need to use it.
  39. 39. From Where to Start ? Removal of Manual Work Process. Organize Computer Generated Documents. Best use of Prior Work Documents.
  40. 40. 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
  41. 41. Implementation of KM in CA Firms Cont…. Step 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? Are these expertise shared between the partners? Can the experience gained from prior assignments be reused thoroughly? Is there any transfer procedures defined on changing work profile? Is imminent retirement of important partners planned? Can the new professionals be trained quickly? Do you lose knowledge of temporary workforce?
  42. 42. Step 2: Identify Your Knowledgebase Identify critical areas of Knowledgebase Plan and Structure Knowledge Repository Build Knowledge Repository Expertise Ideas Competencies Processes Client Information Assignment
  43. 43. Step 3: How to collect, Categorize and Organize Identification of critical and problem areas KM Goals to be achieved Hierarchical Structural of Knowledge Base
  44. 44. Step 4: Identify & Selection right KM Solution Understand the need Selection Right Tools 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
  45. 45. Decide on 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 required Step 5 : Periodical Review
  46. 46. 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
  47. 47. - Benjamin Franklin For every minute spent in organizing, an hour is earned.
  48. 48. CA B. C. Chechani Cell: 9324254970