KNOWLEDGE MANAGEMENT BY CTA

Krishan BheenickSenior Programme CoordinatorKnowledge Management

Overview of CTA’s approach to KnowledgeManagement including the Knowledge Ecosystems Approach

GFRAS/AFAAS/MEAS/GIZEast Africa EAS Policy DialogueKampala Uganda, 16-18 June 2015

Your reflections so far today…Agricultural Innovation Systems – definition, concept

RAS in an AIS – role; functions; linkages; exchanges, KM

AFAAS has prioritised Knowledge Management as a priority in its strategic direction...

So what is Knowledge

Management?

Exercise 1: Speed dating…to find KM?

Speed dating of 5 minutes (one round) (5 min)Q1. Introduce yourself (Job/ function)Q2. Which knowledge did you recently share in a network?Q3. How would you describe knowledge management; and

what would be your definition?

In groups of 6, write the definition of knowledge management in 10 words or less (5 min)

Share with the others ( 10 min)

Exercise 1: Speed dating…to find KM?

Did you share knowledge or information?

Where was the knowledge stored?

Are there several definitions? And perspectives?

What is Knowledge Management?

• Proposed definition:

KM is the discipline of enabling individuals, teams and entire organisations to collectively and systematically

create, harvest, share and apply knowledge, in order to better achieve their objectives, improve their practices

and learn from what they do.

Knowledge = Fn (Information * Skills, Experience, Attitude)

Why KM is important

• Improves the ability of individuals and organisations to solve problems better, adapt, evolve to meet changing requirements, and survive disruptive changes

• KM approaches can help communities to generate, access, share and employ knowledge to get their collective voices heard

• KM is also ultimately linked to longer-term development goals which seek to empower communities in developing and transition countries to participate effectively in development processes

Data, Information, Knowledge

Data“1855TG313”

Information“Thai Airways flight

313 leaves Bangkok at 18:55”

Knowledge“…That’s not a

good flight; often busy and delayed.”

Different models to KM:Data-Information-Knowledge-Wisdom

Evolution of Knowledge Management over time

We still recognise

PeopleProcessesTechnology

Still relevant but mixed up

Cross-cutting themes:

Three strategic goals of CTA

Promote inclusive agricultural value chains

Support well-informed, inclusive agricultural policies and strategies in ACP regions

Strengthen ICTs and knowledge management capacities of ACP institutions and networks

Youth andGender

CTA’s KM framework for intervention

Organisational Objectives

Communications Management practices Comms Strategy

Information Management practicesIM Strategy

ICT strategy, skills & Information systemsICM Strategy

Knowledge Management practicesKM Strategy

Org. LearningEntry point depends on current situation of the organisation

More complex models of organisational KM (e.g. Weggeman)

Knowledge Management

• Consultations on KM• Integral KM Mapping

approach• CTA-KM Advisory

Group• KM Scan• Advocacy materials

KM needs of ACP organisations

Linked to organisational objectivesKnowledge Management ...generation, curation, synthesis,

packaging, sharing, use & re-use, learning ... • KM builds on sound Information and Communication management

and Monitoring & Evaluation to promote Organisational Learning• Knowledge sharing is more effective when the context of the user is

understood• A lot of tacit knowledge resides among the staff and community• Organisations already put into practice KM without calling it so...

Knowledge Management Best Practices and Strategy Development

KM demands from partners

EuropeEC looking for KM

support to delegations

International OrganisationsGODAN looking for KM support showing data use with

Farmers OrgansationsCGIAR interested in comparing KM scan approaches

CaribbeanIICA applying KM

scan methodology on Value Chains

PacificSPC KM Strategy &

roll out to countries; Implementing KM

platforms

Eastern Africa-EAFF -Request for

KM support-ASARECA KI-Hub &

Think TankFarmers Org KM

Southern Africa-CCARDESA IKM

system-Southern Af

Beans Research Network

Org & Net KM

West AfricaSAKSS

KM around data for policy making in

CAADP

Central Africa-CORAF KM Directorate

-CORAF-ReGICANetworking

KM

Learning resources in ICKM (2015)

ICM StrategyDevelopment

M&E ToolkitF2F training

PublicationsWeb2.0 & Social Media training

F2F & Online

Knowledge Management – KM Scan; KM FrameworkShort course ‘Intro to KM 4 ARD’ also for Mid-Managers

11 online courses on Information and Knowledge Management

Knowledge ecosystems approach

CTA’s Ecosystems approach to KM (The Knowledge Management tree)

Exercise 2: How do we assess KM in RAS?

Multiple perspectives of RAS:

(a) Country level RAS organisation e.g. Public sector Extension Institution

(b) Country level Network – e.g. Country Forum(c) Regional level Network – e.g. RESCAR-AOC,

AFAAS, RELASER etc.

CHOOSE ONE PERSPECTIVE(3 groups)

Building strong foundations of KM

Building strong foundations of KM

culture scanImplement culture

interventions …

structure scanproject-organization

(Belbin) team roles, governance roles / responsibilities… Developing situational

leadership. Optimising management roles…

competence managementknowledge retention practices

master-apprenticedevelop subject matter experts

…

strategy developmentvision - mission - ambition

SMART objectivesaction planning

…

Strengthening the enablers of KM

Internal communication strategy

Brown bag lunches, meetings, intranet…

Internal think thank, idea box, ..…

After action review, evaluations, peer assist,

…Webportals, exert system

web 2.0, databasesERP / DMS and other software…

Developing the KM processes

Developing the KM processes

research, desk studies, pilots, hiring of external

experts, ...

Develop your KM tree, knowledge matrix,

mapping exercises,...

strategy development, scenario planning, M&E of external

services,...

data and content

curation...

stewardship, subject matter specialists,

databases, ...

Master apprentice, retention schemes, exit interviews...

web portals, Brown Bag sessions, master-apprentice, CoP, learning communities, web 2.0, internal training and coaching,

KS ...

Training, capacity development, Media campaigns, back-stopping

Web platform development, content management, ...

Good/Best practices, lessons learned, Capitalization,

balance sheets, audits,...

KM operates within a given environment

Analysis of competition, economical context, natural factors, political

factors…

consultations, partner organizations, donors,

clients…

External expert input, facilitation,

Create value and share knowledge

training, capacity building, publication of resources, web

portals...country

assessments, evaluation of

training training and follow up, network support,

webinars...

The KM scan resultsat individual level Already used by:

NEPAD CAADP programmeCANROPAFAAS ProjectSPC

In the pipeline?FARACGIAR Beans Research Network in Africa (PABRA)RUFORUMEAFFASARECA

Applies atOrganisation;Network &Individual (self assessment)http://km4ard.cta.int/kmscan

Feedback session- what are we learning?

• Knowledge Ecosystems approach as a framework for systematic analysis, making sense and prioritising?

• Reducing complexity following analysis to define action (AFAAS experience with CIKM Strategy)

• Do you always need to start with a KM strategy?• Would you recommend the approach and

associated methods and tools.

Gallery walk of the KM trees

• A walk in the forest of trees constituting the Knowledge Ecosystem of RAS at different levels?

• 5 minutes explanation by each group• Optional: Pitch to a decision maker (2 minutes)

– What's your point about KM?– What's in it for me?– What do you want me to do?

• Try out the individual KM scan at km4ard.cta.int/kmscan

Organize

Reflect

Facilitation

Act

Share

Face 2 Face

Plan & Adopt

Scaling Up

Mapping

Laboratory

Innovate

Toolkit to put KM into practice

VirtualReference

ICM Strategy Devt Manual

KS & SMARTToolkits

Analyse

Integrated KM serving development

Regional

Sub-Regional

National (NARS)

Organisational (Institution; Network;

value chain)

Innovation Platforms

Commodity-based

Information and Knowledge

Management Platforms

(Web-mediated; Physical & virtual

interactions; professional exchanges; knowledge capturing,

curation, sharing and exchange;

learning resources The KM tree approach

ICT4D

KM

M&E

Organisational Learning

Impact Analysis

ExperienceCapitalization

Global

P

E

R

F

E

C

T

T

E

A

M

Policy makers

Entrepreneurs

Researchers

Farmers

Extension & AS

Comms

Technologists

Transforming livelihoods

Enabling environment

Agro-business approach

Multi-stakeholder processes

Challenges & Issues

Food & Nutrition Security Policies

Resilience

Value Chains Development

Sustainable NRM

Innovation

for

What does it take to implement your ICKM system?

Learning Resources on KMInformation Management Resource Kit (IMARK)www.imarkgroup.org

E-learning resources on Food and Nutrition Securityhttp://www.fao.org/elearning

KM4ARD Blog of CTAhttp://km4ard.cta.inthttp://km4ard.cta.int/kmscan

Short courses developed by CTA (released under Creative Commons Licence):• Introduction to KM for Agricultural & Rural Development (4 days) – for

practitioners (https://youtu.be/UUWg1Wr3u18 )• KM for Senior Management of ARD institutions (2 days) – for mid/senior

management (https://youtu.be/sbaIRD_acw0 )• KM awareness session (2 hours) – for policy makers

Do we really need a KM strategy?

Not if just a document on a shelfProcess is what is importantAssess needs, engage people,

obtain fundsAlternative: ◦Needs assessment and consultations ◦“Just Do It”: integrate in work plan,

project or program

Linking KM to institutional goals

• Use most recent organisational strategy or strategic planning

• Use organisational objectives or goals• Look for those that can be supported by creating,

sharing and applying knowledge• Align the KM objectives to the strategic

objectives

Focusing your KM interventions

KM is broad, where will you focus your energy, resources, etc. ?

What will bring maximum impact? for e.g:◦ Internal vs external focus◦Collect vs connect focus

Identify the key knowledge needs within the organisation and provide a plan for addressing these

Structure of a KM strategy document

• KM definition• Vision statement• Strategic objectives• Activities or initiatives associated

with each objectives• Annex: Implementation plan• Annex: M&E plan