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‘Modern’ Library. Your people. Genererate knowledge. ICT systems. Collaborate & communicate. Disseminate. Storing knowledge. Political and policy stakeholders. Knowledge management. OVERVIEW OF PRESENTATION. Data, Information, knowledge Why the Recent Emphasis on Knowledge

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  1. ‘Modern’ Library Your people Genererateknowledge ICT systems Collaborate & communicate Disseminate Storing knowledge Political and policy stakeholders Knowledge management TREND PResentation at Mole, 7-10 June 2005

  2. OVERVIEW OF PRESENTATION • Data, Information, knowledge • Why the Recent Emphasis on Knowledge • What is knowledge management (KM) • General overview of KM situation in Ghana • Effort to address the KM needs of the Sector • Activities of the Task force on KM • Outlook for the development of KM in Ghana TREND PResentation at Mole, 7-10 June 2005

  3. SOME KEY WORDS • DATA Recordable Statements. Essentially raw materials and have no tangible meaning until it is processed. • INFORMATION Meaningful combination of data. Information is normally laid down in: texts, words or pictures, books, leaflets, manual, internet etc. • KNOWLEDGE The sum of what is known by an individual or organization or on a subject. Is a product of information, experience, skills and attitude. • COMMUNICATION The transmission of data/information/knowledge between 2 or more points TREND PResentation at Mole, 7-10 June 2005

  4. Data, Information Knowledge Data A record of a change of state Information Data organised with a purpose, a message Knowledge Literally… what people know A music note A musical composition A Performance TREND PResentation at Mole, 7-10 June 2005

  5. Why Knowledge Management is Important Lack of access to timely and accurate information often a key constraint. For example: • Everyday several children under 5 years die from water borne diseases due to lack of knowledge about hand-washing before food preparation and meals • Knowledge on costs of water or sanitation systems may help a DA, community or household get a fairer deal from a local contractor/O&M mechanic. • Many water systems do not yield optimal benefits because of difficulty in dealing with iron/manganese or even arsenic contamination. TREND PResentation at Mole, 7-10 June 2005

  6. Why Information and Knowledge Management are Important In many parts of the World the importance of access to knowledge is considered as important as other key resources like manpower and availability of finance. Why is knowledge important to sector development? • Knowledge enables project planners to know what works and what doesn’t – helps avoid mistakes, enables choice of more effective strategies for projects. • Knowledge is needed to inform decision making to address failed policies and methods and to ensure that sector investments achieve optimal results. TREND PResentation at Mole, 7-10 June 2005

  7. Why Knowledge Management is Important • Knowledge ensures the desired multiplier effect in sector interventions and enables solutions to problems in one region to be replicated in the other. • Enables project beneficiaries to select what they require from a menu of options, use operate and maintain it the way they see fit. • Generally knowledge is needed to ensure that stakeholders perform their roles more effectively. TREND PResentation at Mole, 7-10 June 2005

  8. ‘Modern’ Library Your people Genererateknowledge ICT systems Collaborate & communicate Disseminate Storing knowledge Political and policy stakeholders Knowledge management TREND PResentation at Mole, 7-10 June 2005

  9. So what then is Knowledge Management? • Managing knowledge which is stored in the heads of people or otherwise. e.g., in databases. • KM seeks to create an organization in which every staff member is stimulated to manage and share knowledge within the context of the organization’s overall goals and strategies • The Knowledge Value Chain (KVC) is a practical way of operationalising the concept of knowledge management within an organization. TREND PResentation at Mole, 7-10 June 2005

  10. The Knowledge Value Chain (KVC) External impulses Develop or acquire knowledge Mission Vision Goals Needed knowledge Inventory of Available knowledge Share knowledge Apply Knowledge Evaluate Knowledge Internal impulses 1 cyclic continue process 2 3 4 5 6 TREND PResentation at Mole, 7-10 June 2005

  11. The Knowledge Value Chain (KVC) The knowledge value chain is a practical ways of operationalising the concept of KM within an organization. The KVC contains six operational activities as follows: • Determining the needed knowledge • Determining the available knowledge • Developing or acquiring the missing knowledge • Sharing the developed knowledge among stakeholders • Using the shared knowledge (this is the most important part process) • Evaluating the previous knowledge processes. TREND PResentation at Mole, 7-10 June 2005

  12. Situation with KM in Ghana • Generally Capacity for KM in the NCWSP and appreciation of KM are rather weak: • Characterised by the ff: • Information needs assessment/inventoring of available knowledge not a regular routine within sector activities • Little attention to documentation and other information generation activities eg. very little attention to research. • Weak ICT infrastructure and lack of modern systems for managing information. TREND PResentation at Mole, 7-10 June 2005

  13. Situation with KM in Ghana • Currently commonest ways of KM sharing are through verbal channels eg. Through training, workshops, seminars, sector fora etc. • Generally little information to share within Scetor (few publications and ICT based information) General Conclusions: • Lack of awareness about importance of information/knowledge management • Inadequate infrastructure (publications, ICT, libraries, archives etc) and trained personnel for knowledge management • A general lack of financial support for KM activities from Donors, Governments and from organisations. TREND PResentation at Mole, 7-10 June 2005

  14. Key Challenges Huge amount of information already developed by Other organisations globally. Key challenges in KM facing the Sector therefore: • How to identify knowledge deficit areas that require sector investments in research and technology development. • How to adapt available global knowledge to the needs of local users • How to develop capacity of local institutions to manage the available knowledge and to facilitate learning and innovation. • How to develop effective mechanisms for Ghana to ensure that available information is optimally shared and used. TREND PResentation at Mole, 7-10 June 2005

  15. On-going Sector Efforts to Address Challenges - The RCD Project • RCD – Resource Centre Development Project • Started in 2003 following agreement between CWSA, TREND, WaterAid and IRC . • Initial effort supported by IRC – a resource Centre based in Netherlands • RCD Project aims to support resource centres to develop capacity to institutionalize KM as a core activity within the all areas of water and sanitation sector • Start-up activities were based on outcomes of Sector scan in 2003 carried out by TREND/IRC in 2003. • Since May 2004 CWSA has led effort to develop capacity for KM TREND PResentation at Mole, 7-10 June 2005

  16. On-going Sector Efforts to Strengthen KM • Advocacy workshop held in May 2004 to raise profile of KM and decide on priority actions • May 2004 workshop led to the establishment of an interim Task Force (TF) • Task Force will develop framework for long term development of KM within the Sector • Mandate will end by December 2005 following the establishment of a Steering committee for KM anchored within the MWH. TREND PResentation at Mole, 7-10 June 2005

  17. On-going Sector Efforts to Strengthen KM Initial Composition of Task Force • CWSA • Ministry of Works and Housing • Water Research Institute • KNUST-Dept of Civil Engineering • TREND Group • WaterAid Ghana • PRONET Association (representing CONIWAS) • World Vision International (representing Intl. NGOs • Private Utility Services Providers Association (PRUSPA) TREND PResentation at Mole, 7-10 June 2005

  18. What has the TF achieved so far? • Monthly meetings hosted by CWSA since June 2004 • TF has Developed framework for KM in Water Sector (Concept Paper) • Concept Paper outlines scope of interventions, institutional requirements and financing options. • Currently TF is conducting a detailed assessment of capacity of sector institutions • Assessment will lead to specific projects for developing KM capacity by September 2005 • On-going advocacy to ensure input of all stakeholder TREND PResentation at Mole, 7-10 June 2005

  19. Task Force-Key Proposals: Institutional Design for KM Development • Institutional design aims develop, share and promote the development use of critical knowledge within all sector organisations. • Develop Capacity of Resource Centres • Institutional design involves three key components; • The Steering Committee • The Resource Centre Network • The Sector Secretariat for KM TREND PResentation at Mole, 7-10 June 2005

  20. Institutional Structure for the Development of KM TREND PResentation at Mole, 7-10 June 2005

  21. Task Force-Key Proposals: The Steering Committee • Will constitute a coordination group to oversee the implementation of various core KM activities. • Membership will comprise representatives from key stakeholders: MWH and the MLGRD, the key sector agencies, Resource Centres, NGOs and the private Sector. • Will provide the direction/ethos for KM development in the Sector • Will steer policies, strategies, frameworks and projects, define new action plans and approve new memberships. • Sc will not have its own charter but will be anchored in the MWH – within the Directorate for Water. TREND PResentation at Mole, 7-10 June 2005

  22. The Resource Centre Network Secretariat RCs are organizations or network of organisaions that focus on providing information and information and knowledge management support. Key Roles of RCs: • Determining knowledge needs • Developing new knowledge and information to fill critical gaps; • Providing information, knowledge services and products; • Promoting the effective use of knowledge among sector institutions and stakeholders. • Constituting a sector memory in a country or a region where they operate. TREND PResentation at Mole, 7-10 June 2005

  23. Task Force-Key Proposals: The Resource Centre Network Secretariat • The RCNS will ensure the day-to-day administration of the KM activities. • Two full-time staff – a KM coordinator and Secretariat will initially be required for these functions. • The Secretariat will initially be housed in CWSA. • Key Roles of RCNS will be: • planning and coordinating of SC activities • Coordination of information management activities • Liaison with RCNs to ensure delivery of information services • Coordination of KM advocacy and networking activities. TREND PResentation at Mole, 7-10 June 2005

  24. Task Force-Key Proposals: The Resource Centre Network (RCN) • RCN will act as the operational body for sector KM activities. • The first set of members for the RCN comprise TREND Group, WaterAid-Ghana, KNUST (Department of Civil Engineering) and the Water Research Institute. • RCNs will serve as subject area-nodal points for the development and promotion of KM. Each RC will focus on areas where it has comparative advantage. • Membership not fixed. Other RCs can join the network in future. TREND PResentation at Mole, 7-10 June 2005

  25. Task Force – Proposals ActivitiesAssessments of KM Situation and Capacity of Organisations Knowledge Assessments will involve: • KM systems and practises in sector institutions including infrastructure development (including libraries, archives etc) • Assessment of scope of documentation, information and knowledge requirements and versioning requirements. • The sector assessments will result in an inventory of available information and knowledge and an inventory of needed information/knowledge TREND PResentation at Mole, 7-10 June 2005

  26. Task Force-Key Proposals: Knowledge Generation Activities • Sector knowledge generation activities • Pilot projects and sector activities • Applied Research • Facilitation of documentation of field experiences, case studies, best practices • Development of Information products/services • Overviews of Ghanaian Sector organisations, implementation and research projects, • Thematic Papers, Briefing Notes, Fact-sheets • E-mail based enquiry services, ICT based information services • Sector Web-portal, Newsletter • New Training courses/Updating of Existing Curricula, TREND PResentation at Mole, 7-10 June 2005

  27. Task Force-Key Proposals: Knowledge Sharing/Useof KM products and services • Support to Sector Advocacy Activities for politicians • Support for sector fora like the Mole series and Annual Reviews, Regional/District fora • Advocacy on KM products and services for different professional levels • Encourage use of up-to-date information in pre-service and in-service courses/training • Sector Brochures and leaflets • Sector Dialogues and Debates, E-conferences (virtual) on key sector issues • Promotion of Learning through HRD and Training Activities TREND PResentation at Mole, 7-10 June 2005

  28. Task Force-Key Proposals: Evaluation of On-going Km Efforts • Strengthening of Sector Resource Centres. • Strengthening of roles of RCN, Steering Committee and RCN Secretariat • Strengthening of Sector walk-in/Virtual libraries, Strengthening of archive facilities • Strengthening of pre-service institutions • Regular Evaluation of effectiveness of KM activities, products and services TREND PResentation at Mole, 7-10 June 2005

  29. Task Force – Key ProposalsFinancing of KM Activities KM often not a profitable activity. Experiences with complete cost recovery are rare. Different options for fund-raising will be required. Options include: • Allocations from donors (Sector wide support or through Projects) • Budgetary allocations from Sector Agencies like the CWSA, GWCL and WRC • RCN organisations would supplement KM Project funds with financial contribution from their own internal sources. • Nominal degree of cost recovery by introducing charges to users for information products and services. Steering committee and RCNS to ensure advocacy and marketing to obtain needed donor support. TREND PResentation at Mole, 7-10 June 2005

  30. Outlook for the Future • Planned Workshop to discuss TF proposals and Projects - by October 2005 • Steering Committee, RCNS and RCN established and operational - by December 2005 • Some key outputs and services – - RCN websites (TREND, WaterAid, CWSA, WRI already launched and actively developing) - Promotional materials on KM, Publications, Enquiry Service now available - Factsheets, Newsletters, promotional materials etc. to be available by September 2005. - Sector walking libraries to be launched Dec 2005 to be followed b virtual library. TREND PResentation at Mole, 7-10 June 2005

  31. CONTACTS for more Information: TREND info@trend-gh.org http://www.trend.watsan.net WaterAid-Ghana www.waterAidghana.com WRI wri@ghana.com http://www.csir.org.gh/wri.html WaterAid Ghana info@wateraidghana.org CWSA info@cwsagh.org www.cwsagh.org WELL/WEDC www.lboro.ac.uk/well/ IRC www.irc.nl TREND PResentation at Mole, 7-10 June 2005

  32. Thank you for your attention! TREND PResentation at Mole, 7-10 June 2005

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