Knowledge Management Model for Regulatory Bodies - CSN Spain

www.csn.es www.csn.es www.csn.es www.csn.es www.csn.es www.csn.es 1 CSN KM Model (Draft) 6thMeeting of the SC on Competence of Human Resources for Regulatory Bodies Eugenio GIL LOPEZ egl@csn.es Consejo de Seguridad Nuclear (CSN), Spain www.csn.es

www.csn.es www.csn.es www.csn.es www.csn.es www.csn.es www.csn.es 2 Knowledge Management Model Knowledge Management (KM): An integrated, systematic approach to identifying, managing and sharing an organization s knowledge and enabling groups of people to create new knowledge collectively to help in achieving the organization s objectives(*). The model will be implemented as a cross cutting process of the CSN Management System and is based in the IAEA recommendations for capacity building of regulatory organizations. The KM model is being defined at this time and an Action Plan for the next 3 years is being drafted t o implement the model in the CSN Management System. Responsibilities for developing a KM system for the CSN is required by the: Basic public administration regulation CSN Creation Law and Statute. (*) IAEA Nuclear Safety Glossary. Terminology used in the Terminology used in nuclear safety and radiation protection. 2007 Edition. IAEA, Vienna 2007

www.csn.es www.csn.es www.csn.es www.csn.es www.csn.es www.csn.es 3 Objective and scope of the Action Plan Every action will have two phases: The first one is focused on developing and implementing programs, plans and procedures needed to develop the KM elements required to comply with CSN mission. The second one is aimed to verify the reliability of the KM elements developed in the Action Plan The Action Plan ends when the outcome of every action is ready and verified to be used as a part of the CNS Management System. Exceptionally, the Action Plan also includes put in practice of two elements that are considered of special importance and urgency, i.e.: The revised training plan, and The program to recovery knowledge and experience from workers older than 60 years old (20 % of technical staff).

www.csn.es www.csn.es www.csn.es www.csn.es www.csn.es www.csn.es 4 Current situation The CSN Management System does not include implicit references to the KM process Highly Systematic recruitment process Knowledge maps are drafted qualified staff Participation in knowledge networks Training Plan Frequent use of external sources R&D Plan KM elements currently available in the CSN Management System Agreements with regulators and international org. Regulatory Information Systems Well recognized intranet and webpage Specialized library, document files Corporative databases and applications These elements have been developed and are used in a isolate way. No integrated process is available to link the CSN efforts toward common KM goals.

www.csn.es www.csn.es www.csn.es www.csn.es www.csn.es www.csn.es 5 KM process Needs Needs Related processes Evaluation and revision Evaluation and revision Resources Resources Internal communication International Relations Institutional Relations Document Management Human Resources R&D Plan IT Systems Management System Evaluation and revision Availability and accessibility Availability and accessibility Lacks Lacks Availability and accessibility Acquisition, recovery and preservation of capacities Acquisition, recovery and preservation of capacities Acquisition, recovery and preservation of capacities Acquisition, recovery and preservation of capacities Acquisition, recovery and preservation of capacities

www.csn.es www.csn.es www.csn.es www.csn.es www.csn.es www.csn.es 6 Main elements of the KM process Capacities needed to comply with CSN mission List of resources and capacities existing in the CSN Make available to the CSN staff, the required information and provide them with adequate training, to ensure that they acquire and maintain the knowledge, skills and attitudes, required to contribute to: comply with the CSN mission, increase safety culture , within the CSN and satisfy legitimate expectancies of CSN personnel Program for systematic identification of the lack of knowledge, information and documentation Legal and regulatory mandate Acquisition, recovery and preservation of critical knowledge and continuous improvement of capacities Plan for internal information and communication Program for independent and periodic evaluation and revision of the KM process

www.csn.es www.csn.es www.csn.es www.csn.es www.csn.es www.csn.es 7 Identification of competences needed to comply with CSN mission Term of reference Proposed actions Area Legal and regulatory framework (national, international and countries of reference) Requests from Government and from other public institutions Regulatory experience (own and external) International recommendations Lessons learned from events of special regulatory relevance State of the art (technology, safety, regulatory ) Identificaci n de fuentes Asignaci n de funciones Identifying the critical knowledge needed to comply with CSN mission Developing and updating the map of competencies in each CSN thematic area Defining the profile of every post Identification of capabilities (knowledge and information) that the CSN needs to comply his mission

www.csn.es www.csn.es www.csn.es www.csn.es www.csn.es www.csn.es 8 Analysis of resources and actions required Resources Proposed actions Area Developing a methodology for evaluation of individual capacities Assessing availability and accessibility of the CSN databases and bibliographic funds Knowing, analyzing and assessing the use and reliability of external sources used by CSN staff Prioritizing KM in the agreements signed by the CSN with regulators and international org. Creating a catalog of training service providers Knowledge, skills and attitudes of CSN staff Documents and bibliographic funds existing in the CSN External sources Institutional agreements Collaboration with regulators and international org. Training service providers Resources and capabilities available in the CSN

www.csn.es www.csn.es www.csn.es www.csn.es www.csn.es www.csn.es 9 Analysis of lacks of information and knowledge Causes Proposed actions Area KM functions and responsibilities are allocated to several units Critical knowledge is not defined Recruitment process and internal mobility is not flexible Orientation and structure of internal training plan is not updated Staff aging is a serious concern because lost of experience and knowledge There is lost information, personal and no shared information, and some information searching systems are inadequate No internal mechanism are available to evaluate the KM process Implementation of a program for evaluate lack of information, documentation and knowledge ( SARCoN?) Development and implementation of a way to know the inquietudes, expectancies and initiatives of the CSN staff on KM matter Procedure to update the forecast of retirements, and internal and external movements of the CSN staff Transferring personal information and documentation to corporative repositories when required Systematic program for the identification of lack of information, documentation and knowledge

www.csn.es www.csn.es www.csn.es www.csn.es www.csn.es www.csn.es 10 Analysis of the acquisition, recovery and preservation knowledge Means Proposed actions Area Improving the procedures for recruitment and internal mobility Revision of training plans and link the training to the professional carrier Developing an ad hoc procedure to incorporate lessons learned from events to the regulatory praxis Develop and implement a systematic program to recovery the experience lost due to retirements and staff movements Develop and implement web applications for regulatory processes Impulse the exchange of staff with other organizations New personnel Initial and refresher training plans Development of new regulatory knowledge and methodologies Transfer of knowledge and recovery of experience Use of external sources Collaboration with regulators and international organizations Training service providers Systematic program for preservation of critical knowledge and continuous improvement of the regulatory capacity

www.csn.es www.csn.es www.csn.es www.csn.es www.csn.es www.csn.es 11 Analysis of availability and accessibility of knowledge Means Proposed actions Area Transferring personal documentation to the corporative systems Updating intranet under the need to know principle and improve the access Develop and implement web applications for procedures involving exchange of information Create, or share with other institutions, an e-library specialized on safety and security Develop adequate tools to facilitate and impulse the use of external reliable sources Corporative information systems Personal information and documentation External sources Intranet and webpage Electronic office Internal information and communication plan

www.csn.es www.csn.es www.csn.es www.csn.es www.csn.es www.csn.es 12 Evaluation and revision Elements to be considered Proposed actions Area Develop and implement a plan for evaluate and revise the KM process implementation that includes objectives, indicators and procedures Establishing criteria for selection of external and/or internal evaluators Auditing the outcome of every phase of the KM process periodically Revision of the KM process and its procedures as appropriate Objectives and indicators for every phase of the KM process Evaluation and revision procedures Outcomes of the implementation of every phase of the KM process Systematic program for the independent and periodic evaluation, and the revision of the KM process

www.csn.es www.csn.es www.csn.es www.csn.es www.csn.es www.csn.es 13 Action Plan. Example of action implementation Capacities needed to comply the CSN mission Related processess Proposed action Responsible Descripction Baies Recomendaciones OIEA Experiencia de las centrales nucleares Pleno IDGC Desarrollo y aprobaci n del Modelo de GC, incorporaci n al Modelo de Gesti n del CSN y aprobaci n del correspondiente procedimiento de gesti n Sistema de Gesti n Incorporaci n de la GC al Modelo de Gesti n del CSN Funciones del CSN An lisis ad hoc DDTT Relaci n de conocimientos que son imprescindible para que el CSN cumpla su misi n Sistema de Gesti n Conocimiento cr tico Trabajos preparatorios de gesti n por competencias. Entrevistas con SSGG, JJUU y JJAA DDTT IDGC Definir las competencias que necesita el CSN en cada rea de tem tica necesaria para cumplir su misi n Sistema de Gesti n Mapas de competencias Trabajos preparatorios de gesti n por competencias Entrevistas con SSGG, JJUU y JJAA DDTT IDGC Definir las funciones asignadas a cada puesto de trabajo y las capacidades (conocimientos, habilidades y aptitudes) necesarias para desempe arlo Sistema de Gesti n Perfil de los puestos de trabajo

www.csn.es www.csn.es www.csn.es www.csn.es www.csn.es www.csn.es 14 Action Plan. Calendar and priorities (1/3) Plan de formaci n (2015 -2018) Revisi n del plan de formaci n Prioridad alta Implantaci n metodolog a recuperaci n experiencia Recuperaci n de la experiencia de los nacidos antes de 1952 Procedimiento para conocer los cambios, ceses y jubilaciones Mantenimiento del listado ceses y jubilaciones Incorporaci n de la GC al MG del CSN Prioridad media Identificaci n de conocimiento cr tico del CSN Elaboraci n de los mapas de competencias y Mejora de los procesos selectivos de personal Procedimiento para flexibilizar la movilidad interna Establecer la conexi n entre el plan de formaci n Prioridad Baja 2015-1T 2015-2T 2015-3T 2015-4T Needs Resources Lacks Acquisition Availability Evaluation

www.csn.es www.csn.es www.csn.es www.csn.es www.csn.es www.csn.es 15 Action Plan. Calendar and priorities (2/3) Prioridad Plan de formaci n (2015 -2018) alta Recuperaci n de la experiencia de los trabajadores nacidos antes de 1953 Mantenimiento del listado ceses y jubilaciones perfiles de puestos de trabajo Prioridad de formaci n y la carrera profesional media Desarrollo de una metodolog a para evaluar Mejora del contenido y acceso a la informaci n a trav s de la Intranet y desarrollo de aplicaciones Establecer un procedimiento para el seguimiento y aprovechamiento de las lecciones aprendidas Priorizar el desarrollo de capacidades reguladoras en el Plan de I+D Selecci n e implantaci n de una metodolog a para identificar las carencias Prioridad Evaluaci n de los fondos documentales y creaci n de una biblioteca electr nica Baja Impulso del uso de las fuentes externas 2016-1T 2016-2T 2016-3T 2016-4T Needs Resources Lacks Acquisition Availability Evaluation

www.csn.es www.csn.es www.csn.es www.csn.es www.csn.es www.csn.es 16 Action Plan. Calendar and priorities (3/3) Prioridad Plan de formaci n (2015 -2018) alta Recuperaci n de la experiencia de los trabajadores nacidos antes de 1954 Mantenimiento del listado ceses y jubilaciones Prioridad media para evaluar las capacidades individuales web para los procedimientos que incluyan intercambio de informaci n y conocimientos Desarrollo de criterios, indicadores y procedimiento para evaluar y revisar el proceso de GC Prioridad Establecer los criterios para incluir la GC en los acuerdos con los OORR y OOII Baja Establecer un procedimiento para conocer las necesidades, iniciativas y expectativas del personal en materia de GC Cat logo de proveedores de servicios de formaci n 2017-1T 2017-2T 2017-3T 2017-4T Needs Resources Lacks Acquisition Availability Evaluation

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