it infrastructure & knowledge management in cas office
DESCRIPTION
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 WIRCTRANSCRIPT
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IT Infrastructure and Knowledge Management in a Practicing CA’s Office
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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
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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
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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.
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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
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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
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Components of IT Infrastructure
• Backup Computers • Printers• Scanners• Personal Digital Assistant (PDA)
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Software Requirement Analysis, Procurement & Implementation
• Firm wide Application• Website Development & Promotions• Implementation of eNews Letters
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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
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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.
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Tax Return Automation Software
• Tax Calculation tools a must for every CA firm• Highly useful for compliance• Current and Prior period information available readily
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for Knowledge ManagementUse of Information Technology
in CA’s Office
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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
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The Right Knowledge
At the Right Time
&
In the Right Place
Can you access?
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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…
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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…
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Your Hindrances…
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The Net Result of Hindrances…..
Haphazard File Management
No Record Management System
Lack of KnowledgeManagement System
No Continuity Management plan
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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 ?
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What your ideas are ?
What you have read ?
What you imagine ?
What you have heard ?
What is your experience ?
What is Knowledge?
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Difference between Data,Information, Knowledge & Wisdom
Moving toward increased understanding
DataUnstructured Information
InformationMeaningful
Data
KnowledgeRight Collectionof Information
WisdomJudgment between
Right & Wrong
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Classification of Knowledge
Explicit Knowledge:
Easily Transferable
Tacit Knowledge:
Gut Feeling & Experience
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Where Knowledge is Lying?
In the heads of People
Partially in Computers
In hard copy Papers
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KM Components
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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
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The Roadmap to Knowledge Management
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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
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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
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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 multipleclients belonging to.
Cont….
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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 documentcreator 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….
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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….
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H-1 H-2 H-3 H-N
Working Working DocumentsDocuments
Inactive Inactive DocumentsDocuments
Historical DocumentsHistorical Documents
KnowledgeKnowledgeDocumentsDocuments
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 are similar to being packed in record room.
Knowledge DocumentsKnowledge Documents are the formats / templates that are the basis of creating new documents.
Imported DocumentsImported Documents are imported from Windows Folder System /Branches etc.
Deleted DocumentsDeleted Documents are deleted and should be finally deleted by Administrator.
ImportedImportedDocumentsDocuments
Deleted Deleted DocumentsDocuments
Folder Folder HierarchyHierarchy
Document Life Cycle Management
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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
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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
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Knowledge Documents in CAs OfficeSample 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…………
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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
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KM Process
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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.
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?From Where to Start ?
Removal of Manual Work Process.
Organize Computer Generated Documents.
Best use of Prior Work Documents.
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Problems due to Knowledge MismanagementDuplication 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
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Implementation of KM in CA Firms
Cont….
Step 1: Identification of the Real ProblemsDo 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?
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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
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Step 3: How to collect, Categorize and Organize
Identification of critical and problem areas
KM Goals to be achieved
Hierarchical Structural of Knowledge Base
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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
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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
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The ultimate Benefits of KM SolutionSaves 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
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- Benjamin Franklin
For every minute spent in organizing,
an hour is earned.