Terms of Reference

Consultant Information and

Knowledge Management

Specialist

Date: 9/21/2010

Terms of Reference

Consultant for Information and Knowledge Management

The Caribbean Centre for Development Administration (CARICAD) seeks the services

of a Consultant Information and Knowledge Management Specialist (The Consultant) to

implement a capacity building programme in the Caribbean Community as part of the

regional eGovernment Strategy.

1. eGovernment Programme Overview

Implementation of eGovernment implies moving vast amounts of data online with

attendant implications for efficiency of organization, storage, access to, and retrieval of

information. More importantly, such online storage of information carries a

responsibility for ensuring that citizens’ sensitive personal information remains private

and that it is used in accordance with applicable laws. CARICAD therefore recognizes

that Information Management (IM) is a core capability and pre-requisite for

eGovernment. CARICAD also recognizes that while efficiencies can be realised in an

eGovernment programme, sustainable transformation in service delivery is dependent on

developing knowledge management (KM) capabilities in the public sectors especially as

the traditional career civil servant becomes increasingly replaced by relatively less

permanent contract workers across the region. These Terms of Reference specify the

activities and deliverables of The Consultant for the development and implementation of

a Regional Information and Knowledge Management Training Programme.

2. Activities

The Consultant will be required to perform the following activities under the Regional

Information/Knowledge Management Training Programme

• Develop an Information/Knowledge Management Awareness Package for senior

public sector officials of the region

• In conjunction with CARICAD, plan and deliver an Information/Knowledge

Management Workshop for the senior public sector officials

• Develop an Information Management Training Module for mid-upper level

public officials

• Conduct two (2) Train-the-Trainers Workshops on Information/Knowledge

Management

3 Outputs

The Consultant shall be required to produce the following outputs

1. Senior Public Sector Officials’ Information and Knowledge Management

Awareness Package

2. Information and Knowledge Management Training Package in online as well as

paper-based formats)

Terms of Reference

Consultant Information and

Knowledge Management

Specialist

Date: 9/21/2010

3. Information and Knowledge Management Awareness Workshop for Senior

Officials.

4. Two (2) Information and Knowledge Management Train-the Trainers Workshops.

3.1 Senior Public Sector Officials’ Information and Knowledge Management

Awareness Package

The components of this deliverable shall include;

• Working Definition of Information Management

• Context for Information Management (Data Protection, Freedom of Information,

Archival Preservation)

• Vision for Information Management

• Performance Management Framework

• Risk Assessment and Audit

• Possible Governance Structures and Mechanisms

• Case Studies

o Benefits gained from Information Management

o Negative Consequences of failure to implement proper IM

o Successful implementation of IM programmes

o Failure cases in IM implementation

• Overview of the CARICAD eGovernment Strategy and Information/Management

Regional Training Programme

3.2 Information and Knowledge Management Training Package The components of this deliverable shall be delivered in both online as well as paper-

based formats and shall include;

• Training Manuals

• Global and Regional Mini-Case Studies

• Evaluation Exercises

• Practical Exercises

• Information Management Document Templates (e.g. Information Classification

Scheme, Retention Policy &c.)

The subject matter shall include but not be limited to material on the following list;

• Working Definitions of Information and Knowledge Management

• Context for Information Management

• Vision for Information Management

• Model Policies for

o Information Creation

o Information Classification

o Version Control

o Storage and Handling

o Retention

o Destruction

Terms of Reference

Consultant Information and

Knowledge Management

Specialist

Date: 9/21/2010

o Email and Electronic Document Management

o Information Protection, Disaster Mitigation and Recovery

• Performance Management Framework

• Risk Assessment and Audit

• Possible Governance Structures and Mechanisms

3.3 Information/Knowledge Management Awareness Workshop

The objective of this workshop is to raise awareness of information management and

knowledge management as strategic issues in governance thereby leading to greater

commitment of senior public sector officials to ensuring that a strong IKM culture is

established in regional public services. The intended audience of this workshop

comprises senior officials, preferably Permanent Secretaries, Cabinet Secretaries and

Directors of Audit. This audience is targeted to ensure that persons responsible for

driving information management at national/departmental level are covered in this

intervention, as well as those (audit) who would naturally assume responsibility for

ensuring that IKM policies and standards are followed. The Consultant would be

responsible for designing and delivering a workshop programme that is suitable for this

level of engagement.

3.4 Information/Knowledge Management Train-the-Trainers Workshop

The principal objective of the train-the-trainers workshops is to develop a cadre of

persons that are competent to train persons in the practical application of information

management techniques using the materials and methodology developed for CARICAD

by The Consultant. The Consultant will be required to deliver this training to 2 cohorts in

territories to be decided.

4. Intellectual Property

All content produced under this consultancy shall be the intellectual property of

CARICAD

5. Competencies

The ideal candidate will have a Master’s degree in Information Management, Knowledge

Management or other related field or a Bachelor’s degree and equivalent combination of

education, certification and experience.

Familiarity with Information/Knowledge Management issues in the CARICOM region

and the OECS sub-region.

Minimum of ten (10) years progressively responsible experience in developing,

implementing and managing content/knowledge management systems. Previous

experience with cross-national systems is highly desirable.

Terms of Reference

Consultant Information and

Knowledge Management

Specialist

Date: 9/21/2010

6. Duration

The Consultant shall be required to provide 35 days of work over a period of six months.

Planning sessions for this consultancy shall take place at CARICAD while the workshops

shall be delivered in territories to be decided.

7. Submission of Expressions of Interest

Consultants are invited to submit Expressions of Interest (EOIs) in undertaking this

assignment. EOI’s must contain:

1. Letter of Interest addressed to “The Executive Director, Caribbean Centre for

Development Administration

2. Curriculum vitae of the consultant

3. Daily Rate charged

4. Contact information for three organisations that may be contacted for reference

purposes

Expressions of interest must be submitted via email with subject line “Expression of

Interest – IKM” to caricad@caricad.net on or before 4:30 pm on Monday October 04

2010.

Please note that applications received after the closing date shall not be considered.

About CARICAD

CARICAD is a regional inter-governmental organization specializing in transforming and

modernizing the public sectors of CARICOM States. Its focus is shaping and enhancing

the development and sustainability of strong governance and leadership structures within

the region’s public sectors. CARICAD has lead responsibility for eGovernment in the

region as part of its mandate for public sector transformation.