Knowledge Management Tools

Application in Regulatory Body

International Conference on Knowledge

Management: Challenges and Approaches

IAEA, Vienna, Austria

7 – 11 November 2016

Eduard VolkovExpert on International Cooperation, Rosatom CICE&T

Director, SRC “PROGNOZ”

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Content

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1. KM audit procedure in the regulator

2. Ontologies use when development the guide

to identify causes of discrepancies and

shortcomings revealed during inspections in

NPP

3. Knowledge portal for regulator

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Knowledge Management role: metaphor

D

1

2

N

D – hole diameter

N – hole numberi

More effective KM

Less D and N

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Regulator knowledge is multi-discipline one

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Nuclear

energetic

complex

Nuclear

weapon

complex

Fundamental

and applied

science

Nuclear and

Radiation

Security

Nuclear

icebreckersNuclear

medicine

Composite

materials

Nuclear fuel

manufacturingUranium mining Uranium

concentration

4

5

KM

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IT – support

Training

HRM

Cognitive tools

Team work

Complexity of K

Diversity of K

Amount of K

Novelty of K

Challenges

Lack of resources

Human being restrictions

(cognitive processes)

Organizational factors?Nothing to do Area of support

Main steps of Data processing

KNOWLEDGE KNOWLEDGE

FIELD

KNOWLEDGE DB

OBTAINED

KNOWLEDGE

CHAOS

MENTAL MODELS

REPRESENTATION

REPRESENTED

KNOWLEDGE

MODELS

Interview reports,

shorthand records,

documents, photos

and so on

Mind maps,

conceptual

graphs, decision

table

Frames, semantic

nets, production

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KM audit: Part of KM implementation

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KM Audit – assessment of tacit and explicit

knowledge resources and KM processes

Knowledge

NKM system

NK retention

NK application

NK creation

NK loss risk

management

Connection between NKM

and organization strategy

Organization business-

processes understanding

Understanding of: what

knowledge, where, and

how contributed

NKM processes

Culture for NKM

IT - support

has attributes

NK acquisition

has operating processes

managed by

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KM Audit: typical stages

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Stage 1. Preparation

1.1 Organization type, structure.

1.2 Kinds of knowledge

1.3 Management attitude

1.4 Organizational culture traits assessment

1.5 Setting the audit goals

1.6 The audit plan development

1.7 Agreement with senior managers the audit plan and goals

1.8 Informing all organization personnel

1.9 Data processing tools preparation

1.10 Strategy to motivate people

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KM Audit: typical stages

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Step 2. The audit implementation

2.1. Identification of knowledge resources and the organization needs.

2.2. Knowledge inventory. Accessibility and quality. Tacit and explicit

knowledge categorization.

2.3. Knowledge streams analysis (people, processes and technologies).

2.4. Work with tacit knowledge.

Step 3. The audit results analysis.

3.1 Development/update of knowledge maps, competence maps social

networks and so on.

3.2 Reporting.

3.3 Recommendations and implementation plan development.

3.4 Recommendations to develop the organization strategy in KM.

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KM Audit

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KM audit outcomes

Corrective

measures and plan

to improve KM

Critical for

regulatory activity

weaknesses in KM

Knowledge map

Competence map

Policy in KM

Strategy in KM

Organizational

culture changes

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KM tools: cognitive aspect

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Knowledge structuring it is process of Knowledge Field forming, i. e.

conditional description of main notions and relations between them.

Goal of Knowledge structuring - to create adequate

virtual, or logical mapping of real object.

Knowledge conceptual analysis – transition from expert’s

memory ideas to some conceptual, semi-formalized structures,

which reflect expert’s understanding of the field of knowledge and

reasoning strategies when decision making.

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FactorsWorker

Work content

Work

management

Maintenance

management

NPP

management

Ontology of factors influencing on NPP maintenance quality

KM tools: Mind map

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BASIC OBJECTS OF

RCA

Individual

Task

Means to

implement work

Work

conditions

Management,

communication

Ontology Root Cause Analysis Example

KM tools: Mind map

Areas of inappropriate actions precursors

Information sources

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KM tools: Cause & effect diagram

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No

n-c

on

form

ity

Work content Personnel

Management, communication

incorrect

Documentation

outdated

Work environment

Insufficient housekeeping

Materials, implements

inaction

Work implementation

Deliberate wrong action

Individual traits

Lack of qualification

Readiness to implement work

Low fitness for duty

Team work

Control

Work planning

Preparation

Work organization

Specific of task Lack of OE knowledge

Inadequate motivation

Erroneous priority

ergonomics

occupational hazards

…

Guide to identify causes when inspection

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Expert

System

Input Output

Non-conformity

revealed in

inspection

New

developed

document

Query to find

document

/section/item

Document/item of the

requirements

corresponding the

non-conformity

Result of the new

document

completeness/

validness/consistency

to existing document

system

Askable document

/section/item

KM tools: Expert system

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Typical problems

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• KM does not cover all areas of the regulator activity

• mentoring of young employees, no special courses for young

specialists, not formalized

• web-site is not periodically updated

• knowledge is stored (CD, papers) in different compartments;

• no library

• no access to professional programs (e.g. list of radionuclides for

dosimetry)

• no access to different databases

• no procedure to share information from workshops, seminars,

conferences etc.

• there is need for electronic (comprehensive) archive

• no competency profiles for job positions

• no system for grading the employees who have interest to

accumulate new knowledge

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Portal functioning principles

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1. Development and use single ontology for the portal management and the information integration and indexation.

Repository

X(HT)ML

shell

Data base

Rel-Do

shellRDF

Representation

model

Input

model

Navigation

model

Datasources

DataCommon

model

Singlesemantics

….

Ontology

…

…

….

files

PDF

output

HTML

page

HTML

form

Navigatio

n (HTML)

Models

Representation and use

Integration

Local RDF

repository

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Portal functioning principles

Ontology of OPEX use process example

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2. Portal must be an daily activity tool for compartments and staff.3. Portal must satisfy basic informational needs of all users. It is

developed in correspond with the needs change.4. Portal must have “on input” simple means to manipulate

information, and “on output” – assembly of thematically grouped informational resources and services which oriented towards user needs.

5. On the individual level Portal has a system of closed informational circulation. To realize it the Portal must:

• provide user with personal access point to the organization information space,

• have a mechanism to guarantee user being kept informed.

Portal functioning principles

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Portal functioning principles

6. Portal information streams system should support hierarchical scheme of distributed accountability. Common principle of the scheme – responsible person (info manager) controls content of information created in his compartment.

7. Information structuring should be based on common industrial\official classifiers and allow logical linking related materials.

8. The unification different information resources and streams within Portal will allow to realize more efficiently presentation tasks of the Portal. To realize it the Portal should:• Provide possibility multiple and multi-aspect use of stored

informational materials for creation thematic sites and resources;

• Have mechanism to create and support those sites for each category of users.

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Thank you

for

the attention!