MIM Group 2013: Assignment – Knowledge Management Adoption of a Knowledge Management(KM) Initiative in Sri Lanka Parliament Proposed by: Siyath, Kamani,Sujeewa and Lionel

Content Introduction to the Parliament of Sri Lanka Current Level of Knowledge Management in SL Parliament What are the Challenges ? Ways and means of adopting KM

Sri Lanka Parliament Introduction to the Sri Lanka Parliament – Siyath Current Level of KM in Sri Lanka Parliament-Siyath What are the challenges – Lionel/Kamani/Siyath, Sujeewa _____________________________________________ Ways and means of adoption an KM Initiative at the Sri Lanka Parliament Kamani, Lionel, Siyath and Sujeewa (Whole Team)

Parliament of Sri Lanka Parliament is the highest institution of any democratic country. Parliament of Sri Lanka is an unicameral legislature of Sri Lanka. The 225 members of Parliament are elected by proportional representation for six-year terms. Parliament has the power to make all laws and regulations to the country.

The Parliament Secretariat, headed by the Secretary General of Parliament. Under his administration there are eight departments has divided. Department of Sergeant-at-Arms Department of Administration Department of Legislative Services Department of Hansard Department of Finance & Supplies Department of Information Systems and Management Co-ordinating Engineer's Department Department of Catering & Housekeeping

Knowledge of Parliament Tacit Employees Top level staff Experience Employees New Employees Note: However, SL Parliament does not have a systematic and formal ways of managing knowledge (Tacit) but rely on individual and ad hoc processes. If the senior staff member of the SL parliament leave the service ? Explicit Publications Website Members Information system Standing Orders Rules and Regulation

Challenges Getting Employee on Board Address the cultural change issues On-going maintenance – updates Dealing with Information Overload Linking KM directly to job performance Who should lead KM Initiatives What technology Way to find out how knowledge flows through the organization

Current initial stage of KM Tacit Some experience staff (top/low level) sharing their knowledge between the other staff when they need Some staff maintain personal written document which is not published officially but useful to get knowledge from that documents (index, dairy)

Explicit Some publication available – Index, Handbook, events publication but some of them are very outdate There are Website to share information about parliament but information are very much new, so, it difficult to get the past information Parliament maintain record room to preserve information of parliament but there is no open access to staff to get information. Time to time there are some staff workshops and training programs contacting by Parliament. But it is not compulsory to participate all staff so most of the staff skipping to participate these kind of trainings

Challenges Tacit Knowledge More than 20 years service employees are good knowledgeable person about parliamentary system who are not sharing those knowledge within new recruited staff. Some of these knowledgeable staff do not wish to impart the knowledge on parliamentary activities for new staff. Most of the Parliamentary trainings given to particular groups only. Therefore, Some of staff getting this kind of opportunity after long time Tide bureaucracy systems not allowed to share the knowledge from top level staff to low level staff. Selfish attitude of staff Not engorge the new staff to introduce new idea of knowledge by senior staff New employees do not wish to aware new knowledge from senior staff

Challenges Explicit Knowledge There is no updated publications about parliament practice Uncompleted website of parliament There are IMS but there is no integrated system between departments to share knowledge

Framework for the implementation of a KM System for Parliament of Sri Lanka Implementation of KMS at Parliament – We identified the following five steps: 1. Advocacy and Learn: Introducing Knowledge Management to SMT and Staff, Identifying the KM Team at SL Parliament, What experience have they got?. Promoting Support 2. Development of strategy: Identify and categorize the Knowledge assets of the SL Parliament, Develop an overall KM framework with clear goals and objectives for the SL Parliament, Conceptualize and prepare preliminary design of some strategic KM Pilot projects and prepare an indicative budget and find or identify the resources in support of the pilot projects 3. Design and launch KM initiative: Overall objectives of this stage are to conduct successful pilots 4. Expand and support: At this stage we will look at how best we can expand and support the KM initiative through the Sri Lanka Parliament. 5. Internalization of KM within Sri Lanka Parliament: At this stage we will see how we can make KM an integral part of all the organizational processes at Sri Lanka Parliament

Implementation of KM in Parliament Short term Long term

Short term KM in Parliament Tacit Knowledge Arrange work shops and training programs by Old staff to new staff Induce the old staff to guide new staff

Long term KM in Parliament Encourage old employees to put into their knowledge in publications Using social media to share the Knowledge Making website to access all information effectively

Proposed KM Tools proposed for the Parliament Proper Master Data Management System (Convert all manual systems into on-line system) Organizational Portal – Central point for sharing knowledge Knowledge Map and Skills Management Collaboration Tools: Group Ware – work flow – email messaging – virtual work rooms Communities of Practice (CoP) – Means of sharing knowledge, virtual place for people to exchange knowledge and experience

Without these enablers most knowledge initiatives drift of stall – Organizational Leadership is a must, The organization’s structure, culture and environment knowledge development and sharing. 2nd layer comprises a set of levers that amplify the contribution of knowledge. An important point here is the distinction between explicit and tacit knowledge, since their management is quite distinctive. Foundation layer provides the capacity and capability that embeds knowledge into the organization’s infrastructure.

13-Aug 13-Sep 13-Oct 13-Nov 13-Dec 14-Jan Timeline of KM Initiative Implementation at the SL Parliament 1 2 3 4 5 6 Knowledge Audit Advocacy and Learn Strategy Dev. Design and Launch Expand and Support Internalization of KM 13-Aug 13-Sep 13-Oct 13-Nov 13-Dec 14-Jan Tools to be Introduced: DOC MGT Portal K-Map and Skills Map Collaboration Tools CoP Budget 2013/2014 All Stakeholder Training Workshop Software for Document Management [Master Data Management System] Computer system for Hosting the MDMS