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

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

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

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.

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

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

Components of IT Infrastructure

• Backup Computers • Printers• Scanners• Personal Digital Assistant (PDA)

Software Requirement Analysis, Procurement & Implementation

• Firm wide Application• Website Development & Promotions• Implementation of eNews Letters

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

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.

Tax Return Automation Software

• Tax Calculation tools a must for every CA firm• Highly useful for compliance• Current and Prior period information available readily

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

&

In 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 ?

Cont…

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…

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 document(s)

Central Repository of working document(s)

Proper Monitoring of Document Creation process

Security and Safety of document(s)

What We Need Now ?

What your ideas are ?

What you have read ?

What you imagine ?

What you have heard ?

What is your experience ?

What is Knowledge?

Difference between Data,Information, Knowledge & Wisdom

Moving toward increased understanding

DataUnstructured Information

InformationMeaningful

Data

KnowledgeRight Collectionof Information

WisdomJudgment 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 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

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….

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….

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….

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

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

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

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…………

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

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.

?From Where to Start ?

Removal of Manual Work Process.

Organize Computer Generated Documents.

Best use of Prior Work Documents.

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

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?

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

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 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

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

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

- Benjamin Franklin

For every minute spent in organizing,

an hour is earned.

CA B. C. ChechaniCell: 9324254970

bcc@hazelinfotech.com