Inventory Excel Sheet 42269 | Knowledge Transfer Inventory Template

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Sheet 1: Instructions

Instructions

The Knowledge Transfer Inventory template can help you and your team create an inventory of knowledge that will need to be transferred and then prioritize the order that you take on pieces of knowledge transfer.

The inventory can be completed by individuals updating a central document or during a team brainstorming meeting. First identify the knowledge that needs to be transferred, who holds that knowledge and who needs to receive the knowledge.

Then determine the priority of the knowledge transfer by rating the importance, availability and frequency. Determining the priority of each specific knowledge to be transferred allows your team to effectively plan and prioritize knowledge transfer.

The Rating Guide tab gives the definitions of the ratings for importance, availability and frequency. The Priority Score tab defines the priority score which is calculated by adding the importance, availability and frequency ratings.

The Knowledge Transfer Inventory tab has the template for the knowledge transfer inventory. This is the document that you will populate.

As you populate the inventory you can identify which knowledge transfer approaches are a good fit for transferring the knowledge.

Sheet 2: Rating Guide

Rating Guide

Knowledge will be rated on importance, availability and frequency. These three factors and the associated ratings are defined below.

Importance

Rating
How important the knowledge is to delivering an organization’s objectives?

3 - Very Important
Transfer cannot be postponed or primary activities will be impacted. Knowledge is critical to deliver on business objectives.

2 - Important
Transfer could be temporarily postponed without significant impact to operations.

1 - Somewhat Important
Transfer could be postponed for some time without impact to operations.

Availability

Rating
How available the knowledge is within the organization?

3 - Rare
Knowledge or skill required to perform the activity is rare and very few individuals hold it.

2 - Moderately available
Other individuals within the organization have the knowledge or skill required to perform the activity.

1 - Common
Multiple individuals across the public service have the knowledge or skill to perform the activity.

Frequency

Rating
How frequently is the knowledge used?

3 - Frequently
Skill or knowledge is used more than once a week.

2 - Occasionally
Skill or knowledge is used less than once a week and may be used weekly, monthly, quarterly or annually.

1 - Rarely
Skill or knowledge is used only when a specific situation arises.

Sheet 3: Priority Score

Priority Score

The priority score can be calculated when importance, availability and frequency are rated and added together. The priority score helps determine what knowledge should be a priority for knowledge transfer work.

Priority
Score
Description

High
7-9
The knowledge or skills are essential to achieving the organization’s objectives, not widely available and used frequently. Actions should be taken immediately to capture or transfer knowledge.

Medium
4-6
The knowledge or skills are less important to achieving the organization’s objectives, may be more commonly available within the organization or may not be used as frequently. An action plan should be established to capture or transfer knowledge.

Low
3
The knowledge or skills are not essential to achieving the organization’s objectives, are commonly available and may be use infrequently or cyclical. Although skills are lower in priority, determine a plan for transferring knowledge. This may be the easiest to transfer.

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Rating Guide Knowledge will be rated on importance, availability and frequency. These three factors and the associated ratings are defined below.

Importance
Rating	How important the knowledge is to delivering an organization’s objectives?
3 - Very Important	Transfer cannot be postponed or primary activities will be impacted. Knowledge is critical to deliver on business objectives.
2 - Important	Transfer could be temporarily postponed without significant impact to operations.
1 - Somewhat Important	Transfer could be postponed for some time without impact to operations.

Availability
Rating	How available the knowledge is within the organization?
3 - Rare	Knowledge or skill required to perform the activity is rare and very few individuals hold it.
2 - Moderately available	Other individuals within the organization have the knowledge or skill required to perform the activity.
1 - Common	Multiple individuals across the public service have the knowledge or skill to perform the activity.

Frequency
Rating	How frequently is the knowledge used?
3 - Frequently	Skill or knowledge is used more than once a week.
2 - Occasionally	Skill or knowledge is used less than once a week and may be used weekly, monthly, quarterly or annually.
1 - Rarely	Skill or knowledge is used only when a specific situation arises.

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Priority Score The priority score can be calculated when importance, availability and frequency are rated and added together. The priority score helps determine what knowledge should be a priority for knowledge transfer work.

Priority	Score	Description
High	7-9	The knowledge or skills are essential to achieving the organization’s objectives, not widely available and used frequently. Actions should be taken immediately to capture or transfer knowledge.
Medium	4-6	The knowledge or skills are less important to achieving the organization’s objectives, may be more commonly available within the organization or may not be used as frequently. An action plan should be established to capture or transfer knowledge.
Low	3	The knowledge or skills are not essential to achieving the organization’s objectives, are commonly available and may be use infrequently or cyclical. Although skills are lower in priority, determine a plan for transferring knowledge. This may be the easiest to transfer.

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