KNOWLEDGE MANAGEMENT STRATEGYALYSSA LOWE

Nutrition at the Center

What is Knowledge Management?

A multi-disciplinary, everyday process undertaken by everyone in an organization that ensures that the intellectual capabilities of an organization are shared, maintained and institutionalized.

Knowledge management consists of processes that transform information and is used to guide action- it facilitates the sharing of tacit knowledge.

(Source of definition: Knowledge Café, CARE USA).

How KM Applies to Us

Knowledge management is an integral part of the way we act and think at work

It is not a matter of information technology but a creation of a professional work culture characterized by creativity and responsibility.

Goals and Objectives

Our preliminary goal is to document the development and dissemination of the Nutrition at the Center model to enable adoption, replication and scale up.

Preliminary objectives include:1. Develop and maintain a replicable, integrated knowledge

management model throughout the program2. Develop regular reporting systems for information dissemination3. Share and disseminate knowledge utilizing multiple platforms

targeting all impact groups4. Foster a dynamic learning environment that utilizes evidence

based, context specific knowledge sharing strategies 5. Monitor and evaluate learning experiences to inform revisions to

the existing strategy and to inform future strategies

KM Working Group

HQ Knowledge Manager – Alyssa LoweM&E TA – Imee Cambronero1 KM/Communications Point Person in each

country

Will call on backstops and CO M&E staff when needed

Learning and Practice Groups

Learning at country level, will occur, in part, through an innovative approach called Learning and Practice Alliances (LPA) where stakeholders work with CARE to define what they would like to learn from the program and remain engaged as co-owners of that knowledge as it is developed through programmatic work and research.

Program Advisory Groups

Learn from and share knowledge with global and national experts

Support staff and partnersHold workshopsDevelop reports and publicationsEstablish and actively manage interactive

web-based approaches

Helpful (to achieving objective) Harmful (to achieving objective)

Internal (attributes to CARE)

Strengths • Strong KM skills at CARE USA Strong communications team at CARE USA Will fulfill an organizational need CARE International is currently developing a

KM model that can be integrated into our model

Donor is interested in strengthening external knowledge sharing

Weakness • Staff time and resource constraints CARE uses a number of different

information sharing platforms, making consolidation difficult

There are logistical challenges associated with managing information across 4 CARE Country Offices and headquarters

External (attributes to environment)

Opportunities KM coming to the fore as an important

component of development work Online and digital technologies are making

knowledge sharing more efficient

Threats Partner resource and time constraints There are logistical challenges with

sharing information regularly with partners

SWOT Analysis

Capture•Collect information and data using appropriate tools

Organize•Organize information and data using appropriate mechanism and platform

Synthesize• Analyze knowledge

Enrich• Incorporate knowledge and expertise of CARE staff and partners

Package•Develop appropriate print and web-based collatoral specific to impact group for distribution

Share• Disseminate knowledge using appropriate platforms and distribution techniques specific to imapct group

Nutrition at the Center

Knowledge Management Model

SHARE

SHARE

LEARN

Knowledge Capture

Information will fall under the following 5 categories, which include 4 of CARE’s Project and Program Information and Impact Reporting System (PIIRS) modules:

Project and program information Environmental information Outcome and impact informationProgram quality informationProgram management information

Process Planning Sheets

Overview of the processObjectives Important considerations including logistical

issues, best practices, etc.Knowledge management working group

contact information Data Flow ChartTimeline Information on training if necessary

Health

Worker

•Who: Auxilary nurse midwive

•What: Complete 1 page monitoring form based on weekly activity reports

•Mechanism: Hard copies of monitoring form

•When: Weekly•Capture: Given

to clinic supervisor

CO M&E

TA

•Who: TBD•What: Collect

monitoring forms monthly from clinic supervisor and input them into monitoring spreadsheet

•Mechanism: Excel spreadsheet template for process monitoring

•When: Monthly•Capture:

Emailed to Alyssa Lowe by the 15th of every month (cc CO KM working group member)

M&E USA

•Who: M&E TA and Alyssa Lowe

•What: Synthesize process monitoring spreadsheet and develop cumulative process update organized by month

•Mechanism: Use excel to generate simple graphs and input into monitoring report template

•When: Monthly•Capture:

Emailed to CO M&E TA (cc CO KM working group member) by the last day of each month

CO M&E

TA

•Who: TBD•What: Share

monitoring report with clinic supervisor

•How: Provide monitoring report to clinic supervisor. Record graph on a chalk or white board in the health facility.

•When: During monthly visit to collect monitoring forms

Clinic Supervisor

•Who: TBD•What: Share

monitoring report with health workers

•How: Share and discuss the graphs during quarterly health worker meetings

•When: Quarterly

Organize

Primary organization platform• Dropbox

Secondary archival platform• K Drive

Internal organization Primary

sharing platform• Website/Blog

Secondary archival platform• Wiki

External Organization

Naming Convention

Documents saved to DropBox should use this naming convention:

Country_Name of Document_DD-MMM-YY_Initials

For example, Zambia’s written quarterly report submitted in December 2013 by Jay Goulden should be named:Zambia_Written Quarterly Report_15-DEC-

13_JG

Capture•Collect information and data using appropriate tools

Organize•Organize information and data using appropriate mechanism and platform

Synthesize• Analyze knowledge

Enrich• Incorporate knowledge and expertise of CARE staff and partners

Package•Develop appropriate print and web-based collatoral specific to impact group for distribution

Share• Disseminate knowledge using appropriate platforms and distribution techniques specific to imapct group

Nutrition at the Center

Knowledge Management Model

SHARE

SHARE

LEARN

Synthesize

A template will be created for each communication mechanism, for example to assist with synthesis:

Academic transcripts (Journals have their own formatting guidelines; therefore this template will be very basic. Transcripts will be have to be structured based on journal-specific guidelines.)

Long form reportsBriefs/White PapersPamphletsBlog entriesNewslettersPresentations

Enrich

Synthesized information will be enriched by incorporating the knowledge of our colleagues, technical advisors, experts and LPA and PAG group members.

Package

Authors will collaborate with the appropriate KM working group member to ensure the information is ready to share.

Enriched communication materials will be edited for content and formatted to best fit the sharing platform.

Materials for external sharing must be approved using a sign-off process.

Share

External communication materials will be shared using platforms identified during formative research.

Knowledge sharing processesTBD – processes will be developed for each

type of knowledge sharing platform including: Learning Events Publications Web-based Sharing Print Collateral

Knowledge Sharing Venues

Backstop meetingsMeetings with backstops and CO teamsWeekly web postsMonthly blog entriesBiannual written reports (standardized template with

“at a glance” dashboard and parallel program inventory)

Biannual presentations (standardized template with “at a glance” dashboard and parallel program inventory)

Quarterly newsletters (standardized template)Semiannual program meetingsBriefsETC.

Capture•Collect information and data using appropriate tools

Organize•Organize information and data using appropriate mechanism and platform

Synthesize• Analyze knowledge

Enrich• Incorporate knowledge and expertise of CARE staff and partners

Package•Develop appropriate print and web-based collatoral specific to impact group for distribution

Share• Disseminate knowledge using appropriate platforms and distribution techniques specific to imapct group

Nutrition at the Center

Knowledge Management Model

SHARE

SHARE

LEARN

Knowledge Management Is:

A multi-disciplinary, everyday process undertaken by everyone

Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov DecParallel Program Inventory

Backstop meetings Meetings with backstops and program managers

Biannual written reports from COs

Biannual presentations from COs

Blog Entries

Global Newsletter

Working Groups TBD TBD TBD TBD TBD TBD TBD TBD TBD TBD TBD TBD

Country Specific Strategies

TBD TBD TBD TBD TBD TBD TBD TBD TBD TBD TBD TBD

Next Steps – KM Formative Research

Objectives are to: Develop a comprehensive list of all information to

be tracked and all knowledge to be sharedIdentify current information collection and

knowledge sharing systems and platformsIdentify perceptions of the quality of these

systems and platformsIdentify perceptions of how best to integrate N@C

KM strategies into existing systems and platforms Identify information collection and knowledge

sharing preferences

Existing Knowledge Sharing Processes – Bangladesh

Developer Overview of knowledge

shared

Target Audience

Distribution

Method

Frequency of

Distribution

Success rating

Notes

SHOUHARDO Progress Report PartnersMOH

Hard Copy of Newsletter

Annual Wide distribution, no data on readership

Subdistrict MOH Officials

Service coverage District MOH Officials

Electronic Monthly report

Monthly Sent irregularly due to poor internet access

Knowledge Sharing Inventory

Annual Parallel Program Inventory

Minimum information needed: Program name Funding source Goals, objectives, activities Desired outcome Impact and target groups Geographical area Basic timeline

Blog Brainstorm

Staff SpotlightBeneficiary SpotlightWhat else?

To Do

In GhanaShare with Alyssa your KM Point PersonPose for photo with AlyssaSign up for the N@C Wordpress Blog

By November 30Email KM Inventory Matrix to AlyssaEmail Parallel Program Inventory to Alyssa