Transferring Effective Practices: Guidelines Presented by Dato’ Lakhbir Singh Chahl Secretary General, CITYNET Regional Network of Local Authorities for

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Transferring Effective Practices:Guidelines

Presented by Dato’ Lakhbir Singh ChahlSecretary General, CITYNET

Regional Network of Local Authorities forthe Management of Human Settlements

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TRANSFERRINGEFFECTIVEPRACTICES

TRANSFERRINGEFFECTIVEPRACTICES

DECENTRALISEDCOOPERATION

DECENTRALISEDCOOPERATION

NETWORKINGNETWORKING PARTNERSHIPSPARTNERSHIPS

INFORMATIONTECHNOLOGY

INFORMATIONTECHNOLOGY

- SHARING INNOVATIVE IDEAS & SOLUTIONS

- CREATING STRATEGIES FOR ADAPTATION & IMPLEMENTATION

Introduction

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Promote technical

cooperation

Better matching supply and demand

Now: Peer-to-Peer (City-to-City)

CITY CITY

CITYNET encourages peer-to-peer transfer by city-to-city cooperation, promoting best practice transfers at the LOCAL LEVEL

Peer-to-Peer Transfers

RECIPIENTDONO

R

Before: Donor to Recipient

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Yokohama

Shanghai

Mumbai

Colombo

Kuala Lumpur

Bangkok Karachi

Shanghai

Dhaka

Chittagong

Makati

Hanoi

KathmanduLyon

Taipei

Suva

Seoul


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EFFECTIVENESS:

More effective transfers between socially and economically similar cities

Similar cities face similar problems and are able to form cooperative solutions

What city networks such as CITYNET have to offer:

opportunities for the identification of common issues, problems and solutions

sharing of knowledge, expertise and experience

establishment of regional and national networks of urban practitioners

documentation and dissemination of effective practices

initiation of dialogues between cities

training activities; organisation of study tours


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Tangible ImpactTangible Impact

TechnicalTechnical

Feasibility Factors for Transfers

Three Main Types of Transfers

PartnershipPartnership SustainabilitySustainability

InformationalInformational ManagerialManagerial

Elements of a Transfer

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Four Principal Steps for Effective TransfersSTEP 1

Match Supply with Demand

STEP 2Define scope of

Transfer

STEP 3Adapt Transfer

STEP 4Implement and

evaluate Transfer

•Awareness of relevant best practices

•Agreement in principle to explore possibilities of exchange

•Formation of transfer committees or task forces comprised of key stakeholders and task managers on both sides•Transfer feasibility study (comparison of respective indicators, contexts and obstacles)•Agreement and signature of MoU between stakeholders •Documentation of lessons learned (supply side)

•Adaptation of transfer to local context

•Pilot demonstration project

•Documentation of lessons learned (demand side)

•Full scale implementation

•Assessment of results

•Evaluation report

Intermediary’s Role:

CatalystIntermediary’s Role:

BrokerIntermediary’s Role:

FacilitatorIntermediary’s Role:

Evaluator

Awareness Building and Media Involvement Monitoring and Evaluation


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Each has an important and specific role to play

Key Actors in TransfersKey Actors in Transfers

City Officials

Governments – National, State,

Local

Private Sector

Media

Academic/Research Organisations

FoundationsNGOs and CBOs

Professional and Civic Organisations

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Political Support

Financial Support

Technical Support

Admin. Support

Facilitator/ Mediator

Government X X X

City Officials X X X X

NGOs/ CBOs X X X

Private Sector X X X

Professional Associations

X X X X

Media X X XAcademic/Research Organisations

X X X

Foundations X X X

Multi- and Bi-lateral Support Programs

X X X X X

Suggested Actors and Possible Functions of Key Roles


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Elements of a TransferProcess Indicators for the Effective Transfer of Practices

PARTICIPATIONDoes the transfer involve and/or promote participation of all possible stakeholders?

TRANSPARENCYIs the transfer process open and accessible to all stakeholders?

ACCOUNTABILITYAre mechanisms in place to ensure accountability for actions and responsibilities of all partners involved?

INCLUSIONIs the participation of all potential stakeholders considered in the transfer’s design?

FINANACIAL FEASIBILITYAre resources and/or funding available to realize and sustain the initiative? Are funding alternatives identified?

SUSTAINABILITYDoes the initiative consider the economic, environmental and social needs without trading off one at the great expense of the other, now or in the future?

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Host Participant

Roles and responsibilities

Roles and responsibilities

Information Dissemination

Knowledge, expertise and experience

Site visits, Transfer

Surveys, Plans

Target community

Implementation PlansPilot/Demo

Monitoring & Assessment

Solution ProblemMatching-- --


KEY COMPONENTSOF A TRANSFER

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OBSTACLES:

Political resistance to change…

Staff resistance to change…

Inappropriate rules and regulations…

Corruption…

Inability to work across departmental or divisional boundaries…

Little or no local involvement in policy formulation and decision-making…

RESPONSES:

…face-to-face meetings with officials

…training to empower staff

…peer-to-peer learning and study tours to create awareness of problems

…best practices forge ”win-win” situations to overcome corruption

…study tours and staff exchanges involving a team of decision-makers

…demonstrate effectiveness of local partnerships through best practice transfers

Overcoming Obstacles and Challenges

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Flexibility and Innovation are a Fundamental Requirement

To Any Transfer

Flexibility and Innovation are a Fundamental Requirement

To Any Transfer

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Building on New Opportunities through Best Practice Transfers

EnsuringTransparency &Accountability

EnsuringTransparency &Accountability

PolicyReformPolicyReform

Empowering theLocal Community

and NGOS

Empowering theLocal Community

and NGOS

Involves multiple stakeholders and actors in the process of implementation, ensuring transparency and accountability

By recognising and acknowledging local communities’ potential and real contributions to bettering their own living environment

Engage in broad dialogue and consider how others have introduced participatory planning and decision-making processes

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a common or shared set of problems and issues

similarities in social, economic and demographic contexts

local support for such partnerships and co-operative

exchanges

similarities in social, economic and demographic contexts

a mutual commitment to share and to learn

documented evidence of a proven solution in the form of a

good or best practice

an understanding of the similarities and differences in

administrative and political contexts and procedures

Considerations for the Selection of Partners and Projects

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Considerations for the Selection of Partners and ProjectsClarifying Capacity – Scales of Transfer Agreements

HOST PARTICIPANTStudy Tour with action planning

Study Tour

Staff Exchange

Staff secondment/experts

Types of technical cooperation Agreements

Technical Cooperation Agreement

Twinning Agreement

Long term peer-to-peer learning, exchange, study tours, etc.

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TCDC Advisory Services

Photo: AX Walde

Resulted in the following proposals:- Pilot waste segregation at barangay level with support from SEVANATHA - Maximizing composting at the dumpsite - Organizing waste pickers into waste recyclers at barangay level.

Experts from Bangkok, SEVANATHA And Sri Lankan Cities

Makati, Muntinlupa and Baguio

CITYNET AS INTERMEDIARY

SOLID WASTE MANAGEMENTSOLID WASTE MANAGEMENTPromoting the Compost Bins as an Promoting the Compost Bins as an Alternative Solution for Household Alternative Solution for Household

Waste Disposal Waste Disposal

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Penang (Malaysia)Yokohama

Transfer from Yokohama to PenangTransfer from Yokohama to Penang

Photo: BernadiaPhoto: Bernadia

Results:Results:

Solid waste management: (a) Launch of Solid waste management: (a) Launch of recycling activities by Penang Municipality, (b) recycling activities by Penang Municipality, (b) Solid waste data collection and management.Solid waste data collection and management.

Urban Design: (a) Master plan for George Town Urban Design: (a) Master plan for George Town Areas and Campbell Street.Areas and Campbell Street.

Road management: (a) Traffic safety plan for Road management: (a) Traffic safety plan for Penang and (b) the development of parking Penang and (b) the development of parking lots. lots.

CITYNET facilitated successful transfers from Yokohama to Penang (1993 – 1995)

Photo: BernadiaPhoto: Bernadia

TCDC TAS (Technical TCDC TAS (Technical Advisory Services):Advisory Services):

-- Experts from Yokohama -- Experts from Yokohama were assigned --were assigned --

PENANG CITY

TCDC Study Visit and Training:TCDC Study Visit and Training:-- Penang staff visited Yokohama - Penang staff visited Yokohama for study tours and training --for study tours and training --

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Considerations for the Selection of Partners and Projects

Checklist for an Effective Partnership Agreement

Develop clear and achievable mission and goals

Identify type of partnership agreement

Develop estimated timeline

Secure required resources

Set clear expectations

Provide necessary staffing and training

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1. Hosts also learn from visiting teams and benefit from

reviewing their own practice

2. Learning takes place at individual, organisational, and

institutional levels

3. Product champions play a critical role in the transfer

process

4. Successful implementation of transfers requires

partnerships; a participatory, integrated and flexible

approach

5. Transfer provides a non-crisis incentive for cross-cultural

collaboration

Lessons Learned

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6. Transfer is not only a product but also a process

7. Extraneous factors can derail a transfer

8. Open-ended learning works best

9. Failures teach as much as success

10. Assessing cost-effectiveness of initiatives is important

11. Understand the local context to assess opportunities

and constraints of a transfer

12. It is important to celebrate the replicator

Lessons Learned

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Lessons Learned

OPPORTUNTIES FOR LEARNING AND DEVELOPMENT

Empowering People

Formalizing and Strengthening Mechanisms

for Participation

Transparency, Trust, & Openness

Strategic & Comprehensive Planning

Leadership and Change – “Thinking Outside the Box”

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Monitoring, Evaluation & Feedback

STEP PROCESS

Impact EvaluationGather key participants together as a group to evaluate the results of the transfer

Constructive CritiqueDevelop a list of criteria from the previous stages of the transfer process that best represents the critical factors of the project

Survey

Using the criteria developed by the participants, develop a survey-feedback instrument to be distributed to and completed by community stakeholders, e.g., residents, NGOs, businesses, government

DocumentCollect, compile and document survey results

IdentifyIdentify key success and problem areas

Long-termSchedule on-going evaluative processes to highlight successes and discuss remedies/alternatives for problems

STRATEGIC PROCESS FOR PROGRAM EVALUATION

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5F International Organisations Center, Pacifico-Yokohama, 1-1-1 Minato Mirai, Nishi-ku, Yokohama

220-0012, JAPANTel: 81-45-2232161; Fax: 81-45-2232162

E-mail: [email protected]; URL: www.citynet-ap.org/

5F International Organisations Center, Pacifico-Yokohama, 1-1-1 Minato Mirai, Nishi-ku, Yokohama

220-0012, JAPANTel: 81-45-2232161; Fax: 81-45-2232162

E-mail: [email protected]; URL: www.citynet-ap.org/

Documents

Transferring Effective Practices: Guidelines Presented by Dato’ Lakhbir Singh Chahl Secretary General, CITYNET Regional Network of Local Authorities for