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

2. 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

3. 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)

4. 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.

5. 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

6. 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

7. 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

8. 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)

9. 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

10. 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

11. 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

12. 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

13. Implementation of KM in Parliament
Short term
Long term

14. 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

15. 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

16. 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 – messaging – virtual work rooms
Communities of Practice (CoP) – Means of sharing knowledge, virtual place for people to exchange knowledge and experience

17. 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.

18. 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