communities of practice europe and cis public administration reform and anti-corruption community of...
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Communities of PracticeEurope and CIS
Public Administration Reform and Anti-CorruptionCommunity of Practice
Working MeetingMay 26-27, 2005
Knowledge Management Team
Bratislava Regional Centre
UNDP, Europe and CIS
www.undp.sk
• Knowledge Management in UNDP
• Bratislava Regional Center and Knowledge Management
• Knowledge Management Strategy in Europe and CIS region
• Progress in building regional Communities of Practice in Europe and CIS (2004-2005)
Knowledge Management Strategy in UNDP
Global UNDP Knowledge Management
• KM at the core of new UNDP• Building, sharing, applying knowledge• Knowledge Project ‘Roadmap’ – 5 areas, 33
initiatives– Develop Communities of Practice (CoPs) and
Knowledge Networks– Knowledge Tools and Technologies (Knowledge
Products as project/programme tools) – Staff Alignment– Content Management– Overall UNDP Infrastructure
Vision and Guiding Principles
• Acquiring and sharing knowledge is at the core of UNDP’s transformation, and should be given the requisite attention in all of its corporate initiatives.
• Knowledge Management efforts are anchored in groups – communities, and should not be seen as technology-driven. The emphasis of a Knowledge Management strategy should be on building people networks, not electronic networks.
• Knowledge sharing and the formation of effective communities is based on trust and relevance. Communities are fluid, flexible structures which are less successful when they become too formalized.
Vision and Guiding Principles
• Communities as core when we look at learning in the organization
• Aim:
How UNDP could use KM to learn better?
How UNDP could use KM to work smarter?
‘Infrastructure’ – policies and ICT
Communities of Practice
A “Communities of Practice (CoP)” is a group of people with common professional interests, concerns and knowledge needs, who bond together to build a common identity as a community.
As with all people networks, Communities of Practice reach across traditional hierarchical boundaries; they are special, highly evolved networks and their main organizing principle is trust built on familiarity and shared experience.
Communities of Practice
• They solve problems• They spread good ideas• They save avoidable mistakes• They produce innovation• They increase individual competence• They help attract and keep good people• They develop strategic competencies• They break down organizational silos• They improve the quality of work life
• Don’t believe for a moment that CoPs are self-managed!
Bratislava Regional Center and Knowledge Management
Bratislava Regional Center
• Policy Support and Programme Development (PSPD)unit built around Practice and sub-practices
• Services: CO Support Regional ProgrammesKnowledge management - engine of PSPD Communities of Practice - facilitation
Operationlizing Knowledge Management
KM the engine of PSPD’s operation
• 1) Generation/Collection/Identification of Knowledge – (e.g., creating new knowledge through demand driven research, capturing relevant and needed knowledge)
• 2) Codification/Translation of Knowledge (e.g., through publications and translating them to a user-friendly language)
• 3) Dissemination and Sharing of Knowledge (e.g., through networks, seminars, workshops)
• 4) Application of Knowledge (e.g., through country support and programme development)
Knowledge Management: A Cyclical Process
Kno
wle
dge
App
licat
ion
Know
ledge Generation
Knowledge Sharing Knowledge Sharing through face-to-face meetings or virtually, and identifying mechanisms for supporting knowledge exchange
Knowledge ApplicationIdentified/generated/codified knowledge that is based on a set of good practices, lessons learned is taken and applied at the country and regional levels
Knowledge Generation/Identification/Codification Research and development through new publications, good practices, pilot projects, synthesizing lessons learned
Knowledge Management Strategy in Europe and CIS
(ECIS) region
Knowledge Management Strategy in ECIS
• Communities of Practice– Peers to exchange– Develop knowledge tools together– Learning
• Knowledge Products– Prioritize– Develop collaboratively– Apply to programming needs
Why Communities of Practice in ECIS?
• For UNDP’s capacity development– Better peer networking, – Better programming– Better management– Better monitoring & reporting– Professional learning
= more efficient & effective UNDP with strengthened capacities to provide knowledge services
= value of Communities of Practice is measured by usefulness they bring to the practitioners in their work to assist their national counterparts
Why PSPD Supports Knowledge Management and
Communities of Practice
• Internal organization of PSPD to support cooperation in the region
•Through Communities of Practice facilitates sharing of knowledge and expertise
Expectations• Relevant, substantively strong and coherent organization • Demand-driven and targeted support to COs• Functioning knowledge management• Increased staff competency • Improved professional development/ learning• Better resource mobilization• Strengthened partnership building, communication, marketing
Un-locking knowledge from COs
Strengthening capacities to provide services to UNDP clients CoPs as a key instrument for the achievement of desired
changes in programme countries
Communities of Practice: how to address challenges?
Agenda setting – set regional/sub-regional priority areas and issues
Partnerships – identify and build relevant national, regional, global partnerships
Knowledge management – document systematically relevant lessons learnt and experience, package and communicate; implement new ideas;
Policy development – link the evidence based lessons learnt to policy making;
Professional Development – identify learning needs and develop strategies to meet them;
Communication/Advocacy
Essentially able staff to work smarter – not harder…
Knowledge Management
Knowledge Management – document systematically relevant and replicable lessons learned and experience; package and communicate; implement new ideas;
Knowledge Management done systematically: generating, codifying, sharing knowledge, and applying new ideas throughout all part of project cycle (pls. see next slide)
• sharing• collaboration• learning
Codifyknowledge
KM improvesand facilitates
How to Manage Knowledge?
creation
appl
icat
ion
sharing
Management
Environment & Energy
Poverty Reduction
Democratic Governance
Communities of Practice in ECIS
HQ
CO
Bratislava (PSPD)
• CO support• Reg. Prog.
Generation and Codification -Knowledge Products
Action Reflection Note: Source of lessons learned
How to Guide: Aid for projects/programme design areas where UNDP has experience areas with no prior experience
Prospectus: Tool for resource mobilization and partnership building
Action Reflection Notes• ARNs are:
– One-page reflections on a field activity; Project Specific; Extracting lessons learned
• Template– Introduction– Objectives (What was supposed to happen)– Results (What actually happen)– Analysis (Why did it happen this way)– Solutions (What has been solution to the above
challenges)– Lessons Learned (What are the lessons to be taken from
above analysis)– Evidence of Impact
How to Guides
• How-to-Guide is:– 10-page aide for project/programme design – Two parts: Primer (methodological approaches) and
FAQs (frequently asked questions)
• Template– Introduction of an issue– Synthesis of methodological and strategic approaches
for programme design– FAQs for programme design
Prospectus
• Prospectus is- 2-3 page brochure presented to partners; - Promote UNDP competence and niche;
• Template- Initiative’s vision, impact, results;- UNDP’s strengths;- Entry points for partners.
creation
Action reflection notes
ProgrammingGuidelines
Prospectuses
KM Cycle and Knowledge Products
appl
icat
ion
sharing
Capture lessons
Create tools
Mobilise partnersUse programmeguidelines for designand management
M & E tools
Find expertise,lessons learned,field practices
CoP workshops
Learning
Mailing lists
Work spaces
MSI
Work Space
Knowledge ProductsAction
Reflection Notes
Lessons Learneddatabase
Programming Guidelines
Corporate Programme
Manual
Policy Documents& Primers
MSI andExpert Roster
Prospectuses
Examples of Knowledge Products
• SME – How to Guide on Business Development Services
• HIV/AIDS – How to Guide on Building Partnerships on Local Level
• Justice and HR – ‘Ombudsman’ How to Guides• ICTD – Library of ARNs• Civic Engagement – Library of ARNS• Local Gov/Decentralization – ARNs and How to
Guide on Localizing MDGs
Info: www.rbec.undp.org/KM Helpdesk
From Practitioners• Communities of Practice become an important part of our
everyday work. They represent an environment that supports effective/better collaboration among practitioners in areas and on issues that need much attention in this region.
• Through Communities of Practice we have the opportunity to use our collective strength that lies in our wisdom and experience for creation of a plan that assists. These are not just a meeting even though face to face interaction with peers is immensely important in our work. We have the opportunity to go few steps further and create a Community that has rich and strong individuals benefiting from knowledge of colleagues.
• CoP meetings present a forum where we take stock of what
the status is in the region and determine how we can manage our knowledge and experience to assist our countries to advance their development agenda.
Knowledge Management Team
Bratislava Regional Centre
UNDP, Europe and CIS
www.undp.sk