KM / Knowledge Gap Analysis Scoring Rubric

Purpose

• To provide guidance in prioritizing which departures require formal Knowledge Exit Interviews

Scope

• This scoring rubric should be applied to the staff member/role that is leaving, retiring, etc.
• Re-score roles annually to anticipate future risk

User

• Knowledge Management (Facilitator)
• Departing Staff Member (Subject Matter Expert)
• Manager / Asset Owner / Group Leader
• Successor / Backup (if available)

Scoring Dimensions

1. Role Criticality

• 1 = Low impact if vacant
• 3 = Noticeable disruption
• 5 = Mission-critical to IT or academics

2. Knowledge Concentration

• 1 = Knowledge widely shared
• 3 = Partial backup exists
• 5 = Single point of failure

3. Tacit Knowledge Depth

• 1 = Mostly documented and procedural
• 3 = Mix of documented and experiential
• 5 = Heavily judgment- and experience-based

4. System / Service Risk

• 1 = Low-risk, low-complexity systems
• 3 = Moderate integrations or dependencies
• 5 = High-risk, highly integrated, or regulated systems

5. Replacement Difficulty

• 1 = Easy to hire or reassign
• 3 = Moderate learning curve
• 5 = Long ramp-up or niche expertise

Interpret Scores

• 20–25 (High Priority): Full Knowledge Exit Interview + artifacts + validation
• 13–19 (Medium Priority): Targeted interviews and documentation
• ≤12 (Low Priority): Manager-led Knowledge hand-off