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

1. IT Infrastructure and
Knowledge Management
in a Practicing CA’s Office

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. 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. 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. 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. 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. Components of IT Infrastructure
• Backup Computers
• Printers
• Scanners
• Personal Digital Assistant (PDA)

8. Software Requirement Analysis,
Procurement & Implementation
• Firm wide Application
• Website Development & Promotions
• Implementation of eNews Letters

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. 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. 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. for Knowledge Management
Use of Information Technology
in CA’s Office

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. The Right Knowledge
At the Right Time
&
In the Right Place
Can you access?

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. 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. Your Hindrances…

27. The Net Result of Hindrances…..
Haphazard
File Management
No Record
Management System
Lack of Knowledge
Management System
No Continuity
Management plan

28. 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 ?

29. What your ideas are ?
What you have read ?
What you imagine ?
What you have heard ?
What is your experience ?
What is Knowledge?

30. 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

31. Classification of Knowledge
Explicit Knowledge:
Easily Transferable
Tacit Knowledge:
Gut Feeling & Experience

32. Where Knowledge is Lying?
In the heads
of People
Partially in
Computers
In hard copy
Papers

33. KM Components

34. 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

35. The Roadmap to Knowledge Management

36. 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

37. 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

38. 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….

39. 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….

40. 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….

41. 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

42. 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

43. 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

44. 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…………

45. 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

46. KM Process

47. 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.

48. From Where to Start ?
Removal of Manual Work Process.
Organize Computer Generated Documents.
Best use of Prior Work Documents.

49. 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

50. 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?

51. 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

52. Step 3: How to collect, Categorize and Organize
Identification of critical and problem areas
KM Goals to be achieved
Hierarchical Structural of Knowledge Base

53. 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

54. 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

55. 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

56. - Benjamin Franklin
For every minute spent in organizing,
an hour is earned.

57. CA B. C. Chechani
Cell: 9324254970
bcc@hazelinfotech.com