KM Form

Knowledge Management: How to Process Your Processes Process Documentation Guideline Powered By: In AIESEC with the different academic backgrounds and interests of the Local Committee Members, not everyone is familiarized with the technical words used to describe the Information Management Processes. Due to this situation, the first step in the implementation of Knowledge Management is to define what Knowledge Management is. [Definition] Knowledge Management: ('KM') comprises a range of practices used by organizations to identify, create, represent, distribute and absorb knowledge. [Definition]Knowledge Management is an area that uses methodologies, strategies and tools to create, capture and transform knowledge from tacit knowledge to explicit knowledge and backwards to make it useful to others inside an organization and rise innovation and productivity. KM Template is quite simple to use, it is divided in 3 parts basically. 1. Process Description You have to fill out quite important information that answers questions like: What is the process name? Which people are involved (Actors)? Describe the main goals (Objectives) What do I need to start this process? Process Process Name Version Number based on the last release Date Date of document´s creation Authors Name of the person who is writing the process description and his/ her contact info. Involved Actors Positions within the LC or external actors involved in the process and contact info if it’s a member. i.e. LCVP Finance, University Director Main Goals Process objectives Importance Reasons to have this process in the LC. Preconditions What’s need to be done before the execution of the process? 2. Data Flow Diagram (DFD) Creation To make this step you have to understand the DFD symbology. Then you have to create a structure that will represent your process and combines some of the information from the description and the DFD symbols. It would look like this: 3. Steps & Tips Write down the process steps based on the flow that you already defined in the DFD (the step before). Make sure you start with the keywords you set inside the symbols of the DFD. Also you should consider tips that will help the people who are executing the process. Process Steps Step Name Actors: Description: Tip (if it’s necessary): Step Name Actors: Description: Tip (if it’s necessary): Step Name Actors: Description: Tip (if it’s necessary): Step Name Actors: Description: Tip (if it’s necessary): Step Name Actors: Description: Tip (if it’s necessary): … … Example: PROCESS DOCUMENTATION Process Process Documentation Version 1.0 Date 23 – 02 – 2009 Authors Luis Silva Vargas KM Manager Lina María Marroquín KM Manager Involved Actors KM LC Coordinator, Task or Activity Responsible, VP IM Main Goals Show members how to process a process. Importance Documenting processes increase members’ effectiveness and accelerates the learning curve inside each LC. Preconditions Understand KM importance. Process Steps Identify the Process & Scope Actor: VP IM Description: Define the process that should be document and the people that are involved in the process. Read the KM Guideline Actor: KM Coordinator Description: Read the guideline in order to understand the process documentation and how to use the DFD symbols. Fill the process description Actor: KM Coordinator & Task Responsible Description: Fill out the process description table. Diagram the Data Flow Actor: KM Coordinator & Task Responsible Description: After understanding the DFD symbols, define the process execution steps, the required time and the actors involved. Tip: Use power point to make the diagram. By clicking on this link you will find a diagram template. You will also find a document recommending some graphic tools; fell free to innovate. Write Steps & Tips Actor: KM Coordinator & Task Responsible Description: Based on the DFD, list all the steps starting with the name, actor and description and if it is necessary write down tips (By writing tips you would be creating knowledge and converting tacit knowledge into explicit). Tip: As you see in the diagram there are like some activities or papers as progress report that are not the center of the process but it’s important to assure the quality or support the process. It would be nice and helpful to describe them. Progress Report Actor: KM Coordinator and VP IM Description: Report the VP the process documentation progress. Tips: last report should include the final document. The VP would define how many reports are needed and would set up the deadlines. Review & Tracking Actors: VP IM Description: The VP IM would check if the methodology and the process diagram are aligned with the Process Documentation Template. Document Approval Actor: VP IM Description: After checking the process documentation, the VP IM defines is the document is ready or needs some corrections. Tip: Before the document approval, the VP IM should show the actors the document to identify is some info is missing or is wrong. Review from Feedback Actor: KM Coordinator & Task Responsible Description: After the comments and suggestions are done, the actors have to correct the mistakes or include the info that it was missing.