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Km In Ca Office


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The Need of Smart File Management & Knowledge Management in Chartered Accountants Office

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Km In Ca Office

  1. 1. for Knowledge Management Use of Information Technology in CA’s Office
  2. 2. A brief about my today’s Presentation on Knowledge Management <ul><li>Gap in today’s working scenario of CA’s Office </li></ul><ul><li>Understanding Present Hindrances </li></ul><ul><li>Required Course of action </li></ul><ul><li>Understanding knowledge and its definition </li></ul><ul><li>What is Knowledge Management </li></ul><ul><li>The roadmap to Knowledge Management </li></ul><ul><li>Understanding components of KM </li></ul><ul><li>KM Process in General </li></ul><ul><li>Implementation of KM in CA’s Office </li></ul><ul><li>Knowledge documents in CA’s Office </li></ul><ul><li>The ultimate benefits of KM Solution </li></ul>
  3. 3. The Right Knowledge At the Right Time & At the Right Place Can you access?
  4. 4. Few Questions generally looked into for an answer? <ul><li>Whether each member of the firm can get? </li></ul><ul><li>The required and relevant information </li></ul><ul><li>The desired document(s) </li></ul><ul><li>Prior worked knowledge document(s) </li></ul><ul><li>If yes, how much time is spent ? At What Cost ? </li></ul><ul><li>Do you have a single point of access and control to your document repository and knowledge base ? </li></ul><ul><li>Can you monitor who can view each document? Who can edit documents, viz-a-viz the security point of view ? </li></ul>
  5. 5. <ul><li>Can you generate a list of documents generated across office network? </li></ul><ul><li>Can you generate the list of pending work documents? </li></ul><ul><li>Can you get list of documents related to a particular Client? </li></ul><ul><li>Can you get the list of documents to be completed by specific date ? </li></ul><ul><li>Do you have an easy system to identify and capture knowledge documents? </li></ul><ul><li>Do you have any check that your prior and knowledge documents are being shared and used for new document production? </li></ul>
  6. 6. Your Hindrances…
  7. 7. Scattered files across the office network
  8. 8. Typical retrieval of files due to confusing names of documents/folders
  9. 9. Saving of files with similar names in the same folder
  10. 10. Identifying the final draft from the multiple copies
  11. 11. Historical Documents Working Documents Lack of segregation of files as current or old
  12. 12. Retrieval of files due to absenteesim or transfer of staff
  13. 13. Unorganized or misplaced knowledge documents
  14. 14. Accidental overwriting of documents and templates
  15. 15. Loss of documents due to crashing of hard disc / virus attack
  16. 16. The Net Result of Hindrances….. Haphazard File Management No Record Management System Lack of Knowledge Management System No Continuity Management plan
  17. 17. <ul><li>A Central Knowledge Repository </li></ul><ul><li>Easy Access to Knowledge Base </li></ul><ul><li>Discipline in Naming & Organising office documents </li></ul><ul><li>Central Repository of working documents </li></ul><ul><li>Proper Monitoring of Document Creation process </li></ul><ul><li>Security and Safety of documents </li></ul>What We Need Now ?
  18. 18. <ul><li>What your ideas are </li></ul><ul><li>What you have read </li></ul><ul><li>What you imagine </li></ul><ul><li>What you heard </li></ul><ul><li>What is your experience </li></ul>What is Knowledge?
  19. 19. 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
  20. 20. Classification of Knowledge <ul><li>Explicit Knowledge: </li></ul><ul><li>Easily Transferable </li></ul><ul><li>Tacit Knowledge: </li></ul><ul><li>Gut Feeling & Experience </li></ul>
  21. 21. Where Knowledge is Lying? In the heads of People Partially in Computers In hard copy Papers
  22. 22. KM Components
  23. 23. Definition of Knowledge Management (KM) <ul><li>To Organize collective Knowledge </li></ul><ul><li>To Increase responsiveness, efficiency & productivity. </li></ul><ul><li>A cost saving process that enhances performance. </li></ul>It is a concept as well as a discipline
  24. 24. The Roadmap to Knowledge Management
  25. 25. A system to organize documents that enables What is Smart File Management ? <ul><li>Any authorized user </li></ul><ul><li>can retrieve any document </li></ul><ul><li>at any point of time, </li></ul><ul><li>irrespective of who created, when created and wherever saved. </li></ul>
  26. 26. <ul><li>Uniform file naming system </li></ul><ul><li>Electronic Document Register & Profiling documents </li></ul><ul><li>Multiple dates to track documents </li></ul><ul><li>Faster retrieval based on profiled keywords. </li></ul><ul><li>Advance search facilities </li></ul><ul><li>Document Life Cycle Management </li></ul>Attributes of Smart File Management
  27. 27. Ideal columns for Electronic Document Register in CAs Office When document was created Creation Date The name of Group to whom multiple clients belonging to. Client Group To whom the document belongs to Client Grouping of documents based on work nature of the documents Category ( Work Nature) The subject matter or topic of the document Subject A unique number allocation for each document generated across office network Document Number
  28. 28. Ideal Columns for Electronic Document Register in CAs Office The deadline for the completion of the document Due Date for Completion The date before which the document is scheduled to be completed Target Date for Completion The work Group to whom the document creator belongs to Name of Work Group Original creator of the document Document Creator Stage of completion of the document Document Status
  29. 29. Ideal Columns for Electronic Document Register in CAs Office The type of document like Word, Excel etc. Document Type The date and time when the document was last modified Last Modified Date The date and time when the document was last accessed Last Access Date
  30. 30. Working Documents Inactive Documents H-1 Historical Documents Knowledge Documents H-2 H-3 H-N Working Documents require editing and/or any other action. Inactive Documents are completed one and need occasional retrieval. Historical Documents require access occasionally and like packed in record room.Users can create “ n ” number of histories as per need. Knowledge Documents are the formats or templates that are the basis of creating new documents. Imported Documents are imported from Windows Folder System or being takes in of exported documents from other user/s of Kdoc. Deleted Documents are deleted and lying in Kdoc Recycle Bin Imported Documents Deleted Documents Folder Hierarchy Document Life Cycle Management
  31. 31. 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 ? <ul><li>Unique identity to each documents say document number </li></ul><ul><li>Intelligent Classification </li></ul><ul><li>Central Repository </li></ul><ul><li>Access Rights </li></ul>Requirement for Record Management
  32. 32. Knowledge Documents in CAs Office <ul><li>Formats related to various acts like IT, ROC etc. </li></ul><ul><li>Documented Procedures/guidelines/check lists to complete routine assignments </li></ul><ul><li>Sample Audit Plans targeting different nature of organization </li></ul><ul><li>Drafts of various types document requires for different audit reports. </li></ul><ul><li>Grounds of Appeal at different level </li></ul><ul><li>Sample project Reports </li></ul><ul><li>Deeds & Power of Attorney </li></ul><ul><li>Letter templates targeting different authorities and other organization </li></ul><ul><li>Extract of relevant case laws </li></ul>
  33. 33. Knowledge Documents in CAs Office <ul><li>Various Bank Proposals </li></ul><ul><li>HR: Appointments/Training Programs/Retirement etc. </li></ul><ul><li>Client Information/Engagement/Interaction documents & Many More………… </li></ul>All the best practices adopted in the past for various assignments…
  34. 34. A process that help to transfer operational knowledge from departing employees to their successors What is Continuity Management ? <ul><li>Easier & Incremental back up of all documents </li></ul><ul><li>Security of documents </li></ul>Requirement for Continuity Management
  35. 35. KM Process
  36. 36. Knowledge Management in CA Firms <ul><li>80% Knowledge of CA Firm is stored in documents. </li></ul><ul><li>The value of documentation in CA firm’s lies in:- </li></ul><ul><ul><li>The ability to capture, Retain & Share knowledge to those who need to use it. </li></ul></ul>
  37. 37. From Where to Start ? <ul><li>Removal of Manual Work Process. </li></ul><ul><li>Organize Computer Generated Documents. </li></ul><ul><li>Best use of Prior Work Documents. </li></ul>?
  38. 38. Problems due to Knowledge Mismanagement <ul><li>Duplication of Work </li></ul><ul><li>No Reuse of Knowledge & Forgotten in short period </li></ul><ul><li>Not Learning from the Experience & Mistakes of others Or No sharing of experience leads to repetition of others mistake </li></ul><ul><li>Clients Interaction not recorded properly </li></ul><ul><li>Unwillingness to Share Knowledge </li></ul><ul><li>Problems related to absenteeism and transfer of staff </li></ul>
  39. 39. Implementation of KM in CA Firms <ul><li>Step 1: Identification of the Real Problems. </li></ul><ul><ul><li>Do the partners have access to a common knowledgebase? </li></ul></ul><ul><ul><li>Do the expertise in the core areas & processes collected & documented? </li></ul></ul><ul><ul><li>Does these expertise shared between the partners? </li></ul></ul><ul><ul><li>Can the experience gained from the assignments be reused thoroughly? </li></ul></ul><ul><ul><li>Is there any transfer procedures defined on changing work profile? </li></ul></ul><ul><ul><li>Is there an imminent retirement of important partners planned? </li></ul></ul><ul><ul><li>Can the new professionals be trained quickly? </li></ul></ul><ul><ul><li>Do you lose knowledge of temporary workforce? </li></ul></ul>Cont….
  40. 40. <ul><li>Step 2: Identify Your Knowledgebase </li></ul><ul><li>Expertise </li></ul><ul><li>Ideas </li></ul><ul><li>Competencies </li></ul><ul><li>Processes </li></ul><ul><li>Client Information </li></ul><ul><li>Assignment </li></ul><ul><li>Identify critical areas of Knowledgebase </li></ul><ul><li>Plan and Structure Knowledge Repository </li></ul><ul><li>Build Knowledge Repository </li></ul>
  41. 41. <ul><li>Step 3: How to collect, Categorize and Organize </li></ul><ul><li>Identification of critical and problem areas </li></ul><ul><li>KM Goals to be achieved </li></ul><ul><li>Hierarchical Structural of Knowledge Base </li></ul>
  42. 42. <ul><li>KM Portals </li></ul><ul><li>Document Management System </li></ul><ul><li>Knowledge Management System </li></ul><ul><li>Document Automation Tools </li></ul><ul><li>Practice Management System </li></ul><ul><li>Time Recording & Billing Software </li></ul><ul><li>Internet /Intranet/ Communication Management System </li></ul><ul><li>Financials </li></ul><ul><li>Human Resource Management System </li></ul><ul><li>Professional Development Tools </li></ul>Step 4: Identify & Selection right KM Solution Understand the need <ul><li>The practice areas </li></ul><ul><li>The HR strengths </li></ul><ul><li>Geographical Location </li></ul>Selection Right Tools
  43. 43. <ul><li>Decide specific points for transfer of Knowledge back into firm. </li></ul><ul><li>Prepare check list to an existing service process. </li></ul><ul><li>Motivate users to search and use the Knowledge Base </li></ul><ul><li>Note down unfound knowledge when requires </li></ul>Step 5 : Periodical Review
  44. 44. The ultimate Benefits of KM Solution <ul><li>Saves precious time & effectively saves money </li></ul><ul><li>Quick services to clients </li></ul><ul><li>Improved service quality </li></ul><ul><li>Increase efficiency & enhance productivity </li></ul><ul><li>No adverse effect on transfer/leave of staff </li></ul><ul><li>Improved learning environment </li></ul><ul><li>Faster learning to new entrants </li></ul><ul><li>Effective collaboration </li></ul><ul><li>Best utilization of IT resources </li></ul><ul><li>Be more competitive </li></ul>
  45. 45. - Benjamin Franklin For every minute spent in organizing, an hour is earned.