Knowledge Management Blueprint
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1 Malaysia Administrative Modernisation and Management Planning Unit (MAMPU) Consultancy Services to Perform Study on ICT for Public Sector Knowledge Management Blueprint TOGETHER JABATAN PERDANA WE TRANSFORM MENTERI
2 Agenda Knowledge Management Overview & Establishment Knowledge Management Strategies Governance Q & A Session JABATAN PERDANA MENTERI 2
3 fa Knowledge Management - KM Overview & Establishment 2009 KPMG Business Advisory Sdn. Bhd., a company incorporated under the Malaysian Companies Act 1965 and a member firm of the KPMG network of independent member firms affiliated with KPMG International, a Swiss cooperative. All rights reserved. 3
4 Knowledge Management Overview & Establishment Current Environment Overview Only 12% of government agencies claim to have KM strategy 83% believe that their knowledge belongs to their agency alone Knowledge Management exist in silos Reliance on Nota- Serahan-Tugas as a form of knowledge transfer when staff leaves KM Environment in the Public Sector Different understanding of KM concept Minimal knowledge sharing across the public sector Insufficient work transition plan with regards to knowledge * based on survey response from 94 government agencies and interviews conducted on 30 selected government agencies. **100%=94 respondents from government agencies. 4
5 Knowledge Management Overview & Establishment Public Sector Knowledge Management Framework Content Whole of Government : Knowledge Excellence as Catalyst Towards Effective Service Delivery Standards Components Medium Sources Economic Social Security General Administration Supporting Elements Technology and Tools Security and Access Management Governance Organisation Structure Policies and Guidelines Governance Methods Change Management 5
6 fa Knowledge Management Strategies 6
7 Strategies Overview Objective To improve service delivery and decision making through an informed knowledge environment Areas of Concern The application of Knowledge Management in the public sector not fully optimised due to lack of sharing culture and different understanding of its concept. Strategies Strategy 1: Inculcate the Culture of Knowledge Management Strategy 2: Strengthen Knowledge Management Initiative in the Public Sector KM Foundation Program Knowledge Practitioner Development Program Identification of High Impact KM Projects Intelligence Hub Program Rewards & Recognition Program 7
8 Strategy 1: Inculcate the Culture of Knowledge Management Program 1: Knowledge Management Foundation Program - Conceptual Model Prerequisite of developing Knowledge Management Change & Communicate Champion Selection Management & Stakeholder Support Reward Establishment Program Profile Spreading KM foundation awareness as well as guiding agencies in identifying and managing key components that will facilitate KM implementation Awareness & Participation Skills Cultivation Objectives Key Benefits To assist agencies prior to developing their knowledge management initiative To create & increase awareness, participation and usage of KM within the public sector Agencies are able to identify what are the key components that are needed to build a strong KM foundation Implementation Approach Awareness Interest Desire Action 8
9 Strategy 1: Inculcate the Culture of Knowledge Management Program 2: Knowledge Practitioner Development Program Connecting People to People Community of Practice Mentor Mentee Knowledge Forum Program Profile Connecting the individuals within the Public Sector to the relevant knowledge provider to explore ways of working in a specific area of knowledge Objectives Key Benefits To instill the habit of knowledge sharing practices within and across the Public Sector Learning from shared experience through best practices First hand knowledge transfer from mentor to mentee As entry point for connecting people to people, people to document and vice versa Implementation Approach Plan Implement Improve 9
10 Strategy 1: Inculcate the Culture of Knowledge Management Program 3: Knowledge Management Rewards and Recognition Program - Conceptual Model Key approaches in building KM reward and recognition program Performance Appraisal Program Profile Key approaches in building reward and recognition program to create a positive work environment and drive performance of Knowledge Management initiative Author Tagging Sense of Mission Objectives To encourage the usage and participation of users in knowledge management initiative Key Benefits Creating a positive work environment, improve employee morale, and motivate user high performance in KM initiative Implementation Approach Link Communicate Award Recognition Evaluation 10
11 Strategy 2: Strengthen Knowledge Management Initiative in the Public Sector Program 4: Identification of High Impact Knowledge Management Projects - Conceptual Model Economy Public Transport Management National Trade Management KM Projects Social Welfare Aid Management Central Education Resources Infrastructure Management KM Projects Security Justice Management KM Projects Legend General Administration Statistic Centre KM Projects Program Profile Identify potential high impact knowledge management projects that will be beneficial for the public sector as a whole. NKRA : Eradicating poverty NKRA : Improving Rural Infrastructure NKRA : Improving Urban Public Transport NKRA : Reducing Crime NKRA : Improving the Quality of Education NKRA : Fighting Corruption RMK10: Creating Environment for Economic Growth Objectives To increase usage and appreciation of KM within the public sector To maximize potential KM usage Implementation Approach Assess Current Environment Key Benefits All crucial areas of knowledge management needed within the public sector are covered Optimised public sector knowledge management initiative Design To-Be Stage Implementation & Improvement 11
12 Strategy 2: Strengthen Knowledge Management Initiative in the Public Sector Program 5: Intelligence Hub - Conceptual Model Intelligence Hub Program Profile A project that links knowledge management systems into 1 interconnected knowledge network and also serves as a reference point for agencies who wish to implement KM. Phase I: linking all existing relevant KM systems. Phase II: enhancement of the Intelligence hub via the additional knowledge management systems. Objectives To create an integration point that combines all public sector knowledge management efforts into a single access point to maximise knowledge management system usage and value Key Benefits Knowledge sharing across government agencies Serves as an introductory platform for agencies who do not have KM initiative in place Availability of a KM template for agencies to start-off their own KM initiative Implementation Approach Selection of KM Systems Design Implement Expansion Improvement Phase I Phase II 13
13 Blueprint Strategic Recommendations Public Sector ICT Knowledge Management Roadmap Current environment Establish the KM Governance & deploy the 5 programs: KM Foundation Program Knowledge Practitioner Development Program Identification of High Impact KM Projects Rewards & Recognition Program Intelligence Hub (phase I) Grouping of available public sector KM Systems and encouragement of knowledge sharing within the public sector 0-2 years Implementation of strategies to initiate and inculcate the knowledge management practice within the public sector Deploy the last program phase: Intelligence Hub (phase II) Existence of a Centralised Knowledge Management Hub for the public sector 2-5 years 14
14 fa Knowledge Management Implementation Approach 15
15 Knowledge Management Implementation Approach Knowledge Management Implementation Methodology Educate Shared KM Understanding, Problems KM Addresses & Relate KM to Organisation Awareness Methods Training Knowledge Technology, Framework & Implementation Plan KW? (1H+5Ws) Tacit Explicit Current Environment Assessment Future State Formulation KNOWLEDGE PROCESSES Portfolio/Plan Prioritisation Implement Tools Selection/Creation Cultural & Process Change Effectiveness Measurement, KM Expansion & Evolution SUPPORTING INFRASTRUCTURE & TECHNOLOGY LEARNING ORGANISATION BUSINESS PERFORMANCE & VALUE MANAGEMENT 16
16 Knowledge Management Implementation Approach Governance - Reporting Flow Between Public Sector GCIO & Ministry/State KL JISA Public Sector Level Ministry Level KSU/SUK CIO Panel CIO Ministry/State KM Advisory Panel MAMPU (Secretariat) KM Functional Area IT Division Ministry Ministry Ministry Knowledge KL KL Leaders Knowledge Leader ICT Manager Legend: Reports to Collaborate with 17
17 Knowledge Management Implementation Approach Governance - Internal KM Organisation Structure KM Functional Area Knowledge Leader Knowledge Manager (Intelligence, Risk & Analytics) Knowledge Manager (Content Management) Knowledge Brokers (Point-of-Contact) 18
18 Q & A 19
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