embedding knowledge management in the asean

Fatema Rajabali, Duncan Edwards and Yasotha Kunaratnam Institute of Development Studies November 2013

Embedding Knowledge Management in the ASEAN workshop report

Content Acronyms 3 Executive Summary 4 Background to the Workshop 6 Workshop format 7 Day One: Introduction to the workshop 8 What do we mean by knowledge management (KM) and knowledge sharing 8 (KS)? Sharing KM/KS initiatives 10 Mapping AFCC Network 15 Challenges and Opportunities 16 How can we build on opportunities? 17 Reflections 20 Day Two: AFCC communication channels/tools 21 Communication and knowledge sharing priorities for the AFCC Network 22 Action points for the AFCC Network 29 Next Steps 31 Conclusion 31 Appendix 1 List of Workshop Participants 32 Appendix 2 Workshop agenda 38 Appendix 3 Workshop agenda with facilitators notes 43

Acronyms AED - Environment Division AEG-FPD - ASEAN Expert Group on Forest Product Development AINRD - Agriculture Industries and Natural Resources Division AFCC - ASEAN Multisectoral Framework on Climate Change AMME - ASEAN Ministerial Meeting on Environment AMS - ASEAN Member States ARD - Agricultural Research and Development ARKN-FCC - ASEAN Regional Knowledge Network on Forest and Climate Change ASEAN Association of SouthEast Asian Nations ASEAN-WEN PCU - ASEAN-Wildlife Enforcement Network Programme Coordination Unit ASEC - ASEAN Secretariat ASFCC - ASEAN-Swiss Partnership on Social Forestry and Climate Change ASFN - ASEAN Social Forestry Network ASOEN - ASEAN Senior Officials on Environment ASOF - ASEAN Senior Officials on Forestry ASWG - ASEAN Working Group ASWGFi - ASEAN Sectoral Working Group on Fisheries ATWGARD - ASEAN Technical Working Group on Agricultural Research and Development Group AWGCC - ASEAN Working Group on Climate Change EWG - Expert Working Group GAP-CC - German Programme on Response to Climate Change: Agriculture, Forestry and Related Sectors KM - Knowledge management KS - Knowledge sharing RDPE - Rural Development and Poverty Eradication R&D - Research and development SOM-AMAF- ASEAN Ministerial Meeting on Agriculture and Forestry SOM Environment - Senior Official Meeting on Environment SOM-RDPE - Senior Official Meeting Rural Development and Poverty Eradication
http://www.asean.org/communities/asean-economic-community/category/asean-ministerial-meeting-on-agriculture-and-forestry-amaf

Executive Summary

A workshop entitled Embedding Knowledge Management in the ASEAN was held on October 7-8 at the ASEAN Secretariat in Jakarta, Indonesia. The workshop aimed to strengthen national and regional knowledge sharing, communication and networking on climate change and food security in the AFCC (ASEAN Multisectoral Framework on Climate Change). The workshop was sponsored by the ASEAN-German Programme on Response to Climate Change (GAP-CC) of the GIZ and the ASEAN-Swiss Partnership on Social Forestry and Climate Change (ASFCC). The workshop was building on discussions and developments from the 2nd Meeting of the Ad Hoc Steering Committee on Climate Change and Food Security held in May 2013. Twenty-six officials from six Southeast Asian countries (Indonesia, Vietnam, Cambodia, Thailand, Philippines, Laos) representing 15 ASEAN bodies and strategic partners in the AFCC participated in the workshop1. It was facilitated by resource persons from the Institute for Development Studies (IDS) Knowledge Services (UK). This workshop discussed the importance of knowledge sharing and knowledge management for the AFCC. It began to explore communication and knowledge sharing links, knowledge initiatives and opportunities and challenges in the network. Participants were also presented with a menu of communication channels/tools that could support the AFCCs work. Seven opportunities, communication and knowledge sharing areas emerged as priorities for the AFCC Network. At the end of the workshop, participants came up with a tentative knowledge management (KM) Roadmap for the AFCC which identified emerging KM priorities, action points, and lead working groups. 1 See Appendix 2 for participants details

Key actions points were as follows:

Synergising databases and information systems related to climate change and food security mapping an inventory of institutions, initiatives and datasets; identifying data needs of the AFCC; an exploration of synergies and links with AFSIS and between ASFN, AFSIS and CHM; and the development of a concept note.

Share and exchange knowledge, technology, experiences and best practice on

integrated adaptation and mitigation options this will involve a mapping of knowledge platforms already being used by working groups, and will be conducted in parallel to the dataset mapping.

Ongoing communications between AFCC working groups and member states two listservs will be developed for AFCC members and related organisations.

Promoting AFCC visibility it will be proposed that AFCC becomes part of the agenda of each working group and ASEC will develop concept a note for an AFCC visibility plan.

Focus on commonality within diversity of issues work to identify existing concepts/ definitions that have already been approved and support synergies at the national level.

Specific action points for the Forestry Clearinghouse Mechanism (CHM) also

emerged: o GAP-CC will continue to financially support the CHM. Laos will share data

on forestry, fisheries and livestock to add to the CHM. o The CHM technician will be consulted on adding food security and other

thematic content on the CHM, with support from GAP-CC. o A full time KM officer to be recruited for the CHM.

An AFCC KM Roadmap will be developed. Partnership opportunities will be

explored with strategic organisations like Southeast Asian Regional Center for Graduate Study and Research in Agriculture (SEARCA), and the Coral Triangle Centre (CTC).

Background to the Workshop To strengthen national and regional knowledge sharing and communication on climate change and food security, inputs from twenty-six officials from six Southeast Asian countries (Indonesia, Vietnam, Cambodia, Thailand, Philippines, Laos) representing 15 ASEAN bodies and strategic partners in the AFCC were brought together to participate in the workshop, Participants represented:

ASEAN Working Group on Climate Change (AWGCC) ASEAN Senior Officials on Environment (ASOEN) ASEAN Regional Knowledge Network on Forest and Climate Change (ARKN-

FCC) ASEAN Social Forestry Network (ASFN) ASEAN Expert Group on Forest Product Development (AEG-FPD) ASEAN Sectoral Working Group on Fisheries (ASWGFi) ASEAN Technical Working Group on Agricultural Research and Development

Group (ATWGARD) ASEAN-Wildlife Enforcement Network Programme Coordination Unit (ASEAN-

WEN PCU) ASEAN-German Programme on Response to Climate Change: Agriculture,

Forestry and Related Sectors (GAP-CC)) ASEAN-Swiss Partnership on Social Forestry and Climate Change (ASFCC) Three divisions in the ASEAN Secretariat (ASEC):

o Agriculture Industries and Natural Resources Division (AINRD) o Environment Division (AED) o Social Welfare, Women, Labour and Migrant Workers Division

They were also joined by strategic partners from the Southeast Asian Regional Center for Graduate Study and Research in Agriculture (SEARCA), and the Coral Triangle Centre (CTC). The workshop was designed and facilitated by IDS Knowledge Services. Prior to the workshop, a needs assessment exercise was undertaken to gain a better understanding of current knowledge sharing, communication and networking practice and challenges that participants face and why. Discussions were also held with the AFCC Management team to inform the development of a workshop plan. Three priorities for KM and knowledge sharing (KS) in the AFCC were covered in the workshop:

1) Identifying needs for KS/KM within the AFCC over the coming year. 2) Strengthening KS/KM within the AFCC and a communications infrastructure to

enable dialogue. 3) Equipping participants with ideas and tools to support KM/KS work.

It was originally envisaged that the workshop would look at external knowledge mobilisation to influence policy and practice as well as internal knowledge sharing within the AFCC. However, through dialogue with the AFCC Management Team, the focus became solely internal knowledge sharing as both were deemed too much to cover in two days.

The workshop also hoped to identify KM/KS champions for the AFCC and further support that might be needed for the AFCC/working groups in KM/KS. However due to limited time and a changing agenda, this was not covered in the workshop. The workshop agenda with facilitators notes has been attached as appendix 3 to provide the planning that went into the original workshop which was designed to respond to the AFCCs articulated needs. Participants were provided with a pack with resources on KM/KS from the workshop and external material at the end of the workshop. Links to resources to the IDS presentations made during the workshop are available via the link: https://www.dropbox.com/sh/f28qnm4h52tn70v/j3v15Ayp-n Workshop format The workshop ran over two days. Day One focussed on exploring KM and KS in the AFCC and Day Two focussed on identifying next steps for AFCC in KM and KS. The workshop agenda can be found in Appendix 2 on page 39. The workshop was participatory, although differing views and needs during the workshop meant the agenda changed regularly. Open group work and plenary discussions were most used rather than the envisaged open space and peer assist techniques.
https://www.dropbox.com/sh/f28qnm4h52tn70v/j3v15Ayp-n

Day One Introduction to the workshop Dr. Pham Quang Minh, Head of the Agriculture Industries and Natural Resources Division (AINRD) of the ASEAN Secretariat, welcomed participants to the workshop and underlined the importance of the AFCCs goals and this workshop to enhance co-operation between groups on addressing issues of climate change. The facilitators from IDS Knowledge Services then presented an overview of the workshop objectives and programme for the two days (see Appendix 2) and an introduction to IDS work in knowledge mobilisation (see PowerPoint presentation: http://bit.ly/1hkVnuF) They also outlined Chatham House Rules that the workshop would follow: When a meeting, or part of, is held under the Chatham House Rule, participants are free to use the information received, but neither the identity nor the affiliation of the speaker(s), nor that of any other participant, may be revealed. This was used to encourage honest and open dialogue during the workshop. As an introductory icebreaker, participants mapped out communication and personal links within the network using string. This exercise helped to demonstrate that links already exist between working groups in the network which could be built upon for AFCCs goals.

Introductory ice breaker What do we mean by knowledge management and knowledge sharing? This session aimed to promote a shared understanding of key knowledge-related terms and explore why KM/KS is important to the AFCC. Key definitions were outlined by IDS
http://bit.ly/1hkVnuF

on knowledge management (KM), knowledge sharing (KS) and knowledge mobilisation as depicted in the diagram below:

Findings from the pre-workshop needs assessment on the current status of knowledge sharing within the AFCC were then presented (see presentation on needs assessment survey results: http://bit.ly/197HRT5). Participants were then asked to reflect on these definitions, the needs assessment results and explore why KM/KS is important to the AFCC in pairs. Reflections on definitions Participants felt the definitions made sense to AFCCs context and a representative from SEARCA outlined how this was similar to their organisations own understanding e.g. storing (KM), transfer (KS), and mobilisation (making info useful). KM could be seen as a term to encompass all the definitions presented. Some of the following areas/issues were felt to be missing by simplifying definitions and should not be lost: issues relating to quality and confidentiality, engagement/participation in KM/KS, the difference between formal and informal knowledge, capacity and skills to deal with information overload, learning networks as a means to facilitate knowledge sharing, and how to go from KM to KS to mobilisation for developing policy. Why is knowledge sharing/ knowledge management important in the AFCC? Participants felt they all had a joint responsibility to share knowledge and that KM and KS in the AFCC was important to:
http://bit.ly/197HRT5

Increase the efficiency and effectiveness of the AFCC. Improve outreach. Support the implementation of the AFCC. Promote access and use of knowledge for informed decision making, particularly

practical and precise on the ground information Promote cross-sectoral discussion. Facilitate a regional sharing mechanism for collaboration and cooperation. Promote a learning network practical and precise on the ground for informed

decision making. Promote engagement with representative focal points in the AFCC.

Some key questions/issues also emerged:

How can we make better use of information on climate change that is already available within the AFCC?

Understanding your audience is key who is the information for? KM needs to be demand driven.

What is the information that we need to share both at the country level and working group level.

Sharing KM/KS initiatives and Mapping AFCC Network In this session, participants broke out into groups and brainstormed and shared how they are currently sharing and managing knowledge in their respective working group, looking specifically at the following questions:

1) How you are currently sharing knowledge? Do you have particular knowledge management and knowledge sharing initiatives?

2) Who are they for? 3) What type of knowledge and information are you sharing?

ASEAN Sectoral Working Group on Fisheries (ASWGFi) ASWGFi shares data and information on Livestock and Fisheries by email and through their website to the Ministry of Agriculture and Fisheries (MAF), Food and Agriculture Organisation of the United Nations (FAO) and The Southeast Asian Fisheries Development Center (SEAFDEC). They also produce the Action Plan for Disaster Risk Reduction on Agriculture in collaboration with FAO and share this output with others (e.g. AFCC, ASEAN) online to support implementation of the plan. ASEAN Senior Officials on the Environment (ASOEN) and ASEAN Working Group on Climate Change (AWGCC) The ASOEN communicates on information on the environment in general as well as climate change and the AWGCC shares information solely on climate change. The main outlet for sharing information is the ASEAN Environment Website although email, letters and meetings are also used.

Information that is shared includes ongoing projects/activities, project proposals, completion reports, meeting reports and national events and is aimed at ASEAN Member Countries and partners. Thematic information shared includes:

Climate Change (Mitigation and Adaptation), e.g. ASEAN Action Plan on Climate Change

Nature Conservation & Biodiversity (NCB) Water Resources Management (WRM) Environment Education (ED) Environmental Sustainable Cities (ESC) Multi National Environmental Agreement (MEA)

ASEAN Social Forestry Network (ASFN) www.asfnsec.org ASFN aims to:

1) Promote knowledge sharing on best practices of social forestry on addressing climate change and food security which can be put into use by members of ASFN and wider audience.

2) Contribute and provide recommendations to the ASOF policy forum. It has a regular meeting for 10 ASEAN Member States and 3 Key Partners (CIFOR: Center for International Forestry Research, NTFP-EP: Non-Timber Forest Products - Exchange Programme and RECOFTC: The Center for People and Forests). Knowledge is shared internally through the Intranet (e.g. country reports) and also through exchange programmes, workshops and a learning group. Knowledge products are also produced for a wider audience including flyers, country briefs, research papers, policy briefs and proceedings. Exchange Programmes and their website www.asfnsec.org are also aimed at a wider audience. ASEAN Sectoral Working Group on Crops (ASWGC) The ASWGC reports to SOM-AMAF/AMAF. Their key audiences include the following Expert Working Group (EWGs):

1) Expert Working Group on the Harmonization of Phytosanitary Measures in ASEAN (EWG-PS)

2) EWG on the Harmonisation of MRLs (Maximum Residue Limits)

3) ASEAN Good Agricultural Practice (GAP)

4) ASEAN Biocontrol (ABC) for Sustainable Agrifood Systems

5) ASEAN Standards for Horticultural Produce and Other Food Crops

6) ASEAN Regional Standards for Organic Agriculture

7) ASEAN-AVRDC Regional Network (AARNET) for Vegetable Research and Development
http://www.asfnsec.org/http://www.asfnsec.org/

They also work in collaborations with Dialogue Partners: Australia, US, India, GIZ and AMAF plus Japan, China and the Republic of Korea. Their key KM/KS initiatives include the ASEAN Postharvest Horticulture Network (APHNet) www.aphnet.org which serves as a clearinghouse for these groups. It is hosted by the Department of Agriculture (DOA), Thailand and the ASEC is in the process of negotiation to seek funding from Japan. For the meantime the ASEC website is used as the clearinghouse. Information shared includes trade related issues, standards, certifications, regulations plant quarantine and import/export guidelines. ASEAN Technical Working Group on Agricultural Research & Development (ATWGARD) The ATWGARD has a number of agricultural research and development (R&D) projects on crops, livestock and fisheries. Its current projects are on Aerobic Rice, GAP, Adaptation to Climate Change and AARNet. Their Agricultural R&D Information System (ARDIS) is hosted by Indonesia and has access to the following information: R&D programmes, a list of R&D institutions and roster of experts in R&D. At the moment ARDIS currently focussed on crops, so livestock and fisheries sector information needs to be encouraged. Thailand has proposed an exchange of experts, dispatch research study visit and fellowship, but there are still a lack of initiatives and support from the ASEAN Member States (AMS) to send information. They have requested Indonesia to play a proactive role in this initiative. AFCC Management Team The AFCC Management Team currently share knowledge through a regular meeting, annual workshop and email. They also attend the Sectoral Body & Working Group Meetings, report back to members on this through the annual meeting, and partake in ad-hoc consultation between SOM-AMAF and SOM RDPE. AFCC member working groups include:

ASEAN Secretariat desk officers and management ASEAN Member States (ASEAN Working Groups on Fisheries, Livestock and

Crops) ASEAN Senior Officials on Forestry (ASOF) ASEAN Senior Officials on Environment (ASOEN) ASEAN Working Group on Climate Change ASEAN Social Forestry Network SOM-RDPE (ASEAN Senior Officials on Rural Development and Poverty

Eradication) ASEAN-WEN (ASEAN Wildlife Enforcement Network) ASEAN Expert Group on Forest Products Development (AEG-FPD)
http://www.aphnet.org/

They also share knowledge with key partners including GAP-CC (ASEAN-German Programme on Response to Climate Change), ASFCC, FAO, USAID, SEAFDEC and AFSIS (ASEAN Food Security Information System). They share information to coordinate meetings, ad-hoc technical information, documentation from meetings and relevant ASEAN Framework & Strategy Matrices. ASEAN Regional Knowledge Network on Forestry & Climate Change (ARKN-FCC) http://www.aseanforest-chm.org/asean-regional-knowledge-network-on-forests-and-climate-change-fcc/ AKRN-FCC has a database of records based with the ARKN-FCC Secretariat. Their target groups are decision-makers, ARKN-FCC members, and relevant forestry/climate change stakeholders involved in knowledge management and knowledge sharing. Their knowledge sharing activities consist of:

1) A face-to-face formal meeting of ARKN-FCC members (to develop a programme of work, and an AMS common position on FCC in the UNFCCC.

2) Workshops/capacity building/training on FCC knowledge and information sharing.

3) Email communications (e.g. with information on ARKN-FCC agendas, common position on FCC for UNFCCC etc.).

4) A web platform (currently under construction) with lessons learned and automatic equation and emission factors for LULUCF (Land Use, Land-Use Change and Forestry) in ASEAN member states.

Learning platforms (SEARCA, CTC, ASEAN-WEN) The ASEAN Wildlife Enforcement Network (ASEAN-WEN) and AFCC strategic partners SEARCA (Southeast Asian Regional Center for Graduate Study and Research in Agriculture) and the Coral Triangle Centre (CTC) looked at the questions as one group given they have good practice examples of KM/KS initiatives that others from AFCC could learn from. For example, see SEARCAs Knowledge Center on Climate Change Adaptation in Agriculture and Natural Resource Management in Southeast Asia (KC3): http://www.climatechange.searca.org/ The table on the next page presents what type of information and knowledge they share, who it is for and how it is shared:
http://www.aseanforest-chm.org/asean-regional-knowledge-network-on-forests-and-climate-change-fcc/http://www.aseanforest-chm.org/asean-regional-knowledge-network-on-forests-and-climate-change-fcc/http://www.climatechange.searca.org/

Type of knowledge and information shared Who for? How shared?

Research findings: Climate change Natural resources (forestry) Agriculture Environment Wildlife consumption and trade

Scholars Policy makers

Trainings Annual meetings

Website List serve Newsletter

Multi-media (video) Experience notes

Exhibits Virtual conference

Journal articles Seminars

Publications Annual conferences

Infographics Brochures

Promotional materials Training manuals

Case studies and/or Experiences Good agricultural practices (GAP) Seascapes MPA EAFM CCA Threatened species Model law enforcement

Policy makers Stakeholders Government agencies Practitioners Civil society groups Business/private sectors

Reports

Funding donors Government agencies

Maps: Vulnerability map Interdiction/seizure/arrests CT atlas

Policymakers stakeholders

Experts profile

Community of Practice (CoP)

Law enforcement information Relevant law enforcement agencies in ASEAN (Police, Customs, CITES/Wildlife/Forestry agencies) Relevant law enforcement agencies outside ASEAN Relevant partners and international organisations

Government-government exchanges I-24/7 (Interpol exchange of data) World Customs Organization (WCO) CENComm Investigations training and workshops

Mapping the AFCC Network

This activity was intended to build on the presentations from working group and partners on KS/KM activities that have been carried out to-date (as presented in the section above). This exercise was designed to further understand who is sharing knowledge with whom and what kind of knowledge is being shared, to visualize the current status quo across the AFCC and identify future opportunities and institutional challenges being faced. A key learning from this activity was the lack of familiarity about the AFCC.

As a result, an AFCC presentation was later made with key documents being shared with participants2. During the mapping process, a spider diagram model was used to present the structure in a clear layout. A few participants from working groups presented how they share knowledge with one another:

1. ASEAN-WEN and ASFN information on general topics shared 2. ASEAN-WEN and ASOEN issues on biodiversity 3. SOM-RDPE and SOM-AMAF cross sectoral information

As the discussion increasingly moved toward some of the challenges associated with KS/KM work, the participants decided to move to the next session focusing on challenges and opportunities. Challenges &Opportunities Challenges The participants reflected upon some of the challenges that they and their working groups face in the context of the AFCC. Some of the key challenges noted include:

1) ASEC is constrained by institutional structure/policy. For example: o No research results can be published without clearance from the AMS and

AINRD. This is a long process and there are number of protocols to follow; o Complex institutional structure which makes coordination difficult amongst

working groups in the AFCC. 2) Cross-sectoral discussion is not happening within and between the working

groups. 3) Sometimes the available information is not what is needed; information does not

always match needs. 4) There is a high turnover in working group representation in the AFCC. This

requires reinvesting in people who may not have strong KM/KS skills. 5) There is low participation on KM/KS in working groups as it so far has not been a

strong mandate. 6) There is insufficient technical capacity / infrastructure across AFCC. It was also

emphasised that there are a lack of focal persons who shares information (for example upload content to websites, etc).

7) Translating information into action is difficult. Opportunities Whilst there are multiple challenges faced by the AFCC, there are also a number of opportunities that can be further explored to support ongoing and future work. Some of the opportunities include:

2 The AFCC presentation and key documents introducing the AFCC can be made available via the AFCC management team.

1) Identify common thematic areas of cooperation within the diversity of issues that the ASEAN explores: e.g. adaptation and food security or focusing on the integration of adaptation in the ASWG on livestock/ fisheries/ forestry crops.

2) There possible partnership opportunities with organisations who already have the capacity to share knowledge (e.g. CABI), some of whom may be interested in funding networks.

3) The ASEAN ministers meet annually, which is a good opportunity to set up a regular AFCC counter to increase the visibility of AFCC and update others.

4) AFSIS has an existing mechanism we could utilise to broaden scope to climate change.

5) Building on face-to-face sharing based on experiences on REDD+. 6) How can the AFCC make use of the available free information and technology?

How can we build on opportunities? Although initially mandated by the AFCC management team to focus on the institutional challenges that the AFCC are facing around KM/KS, there was a discussion among participants as to whether it was worth focusing on challenges when opportunities could be further built on. The facilitators did point out that without first exploring these institutional challenges fully, future opportunities may also hit a juncture or block in the future. After further dialogue, it was unanimously felt that participants preferred to look at opportunities than spend more time unnecessarily on challenges, as they are not in a position to change many of the ASEAN institutional barriers. Building on the opportunities highlighted above, the participants broke up into six groups to further build on specific activities on how these opportunities could taken further forward.

1. Focus on commonality within diversity of issues e.g. REDD+, forests and climate change

Participants expressed that first there is a need to identify existing initiatives and build on this list. Climate resilience and crops was presented as an example of a potential

common theme which could be expanded on through cross sectoral cooperation. Other examples of common themes noted include:

RDPE Women ARD Building adaptive capacity Climate change vulnerability Disaster Risk Reduction Forestry and REDD+ Landscape-based approach across land sectors

2. Partnership opportunities

Key discussion points that emerged from this group included:

AFCC Management is going to

build on the existing partnership map to explore who they could be strategically engaging with.

AFCC to invite SEARCA and KC3 to meetings/discussions organised by AFCC.

ASEAN secretariat responsible to knock loudly at the AFSIS door.

Partnership plan to be developed by the AFCC management team. The responsibility of who was

going to take this forward was not made explicit at this stage.

3. Promote visibility and active engagement through existing mechanisms inputs

There are a number of existing face-to-face and printed mechanisms which could be used to promote the visibility of the AFCC. This includes the events like the ASEAN Summit.

There are a number of possible marketing/engagement approaches that can be explored:

Advocate via the Ministerial Statement Prepare exhibition materials for events Prepare Ministerial side events, which could

have a number of marketing/advocacy activities attached. These could include:

o Use of videos o Book launch on food security and

climate change o Dialogue with CSOs (community,

private sector) o Presentation on research findings o CSOs Forum with Ministers

Each existing ASEAN related event could have an AFCC counter which would have a mandate to find and gain:

Information/knowledge as a contributor.

Information/ knowledge users (there could be a thematic focus on food security and climate change).

Active participants (list of email addresses) yellow pages. Information on volunteers and champions at country and working groups

level. The group noted that there are trailblazers and they include the participants who have attended this workshop, the ASEAN Secretariat Divisions, and the dedicated facilitators of working groups, networks and the AFCC management team. The key actions moving forward include the preparation of a visibility 2013/2014 plan. This will be developed on collaboration with working groups, expert groups, and others. It was discussed that it could be a version ready for April 2014 and put on the agenda of the 3rd AFCC meeting in 2014.

4. AFSIS has an existing mechanism that could be utilised by the AFCC Two clear steps emerged from this discussion:

AFCC management team needs to set a meeting with AFSIS to explore collaborations.

Beyond AFSIS: metadata mapping needs to start with gaps identification from the AFCC perspective. As part of this process, AFCC needs to agree on data variables and operational definitions for reporting and monitoring purposes.

5. Building on face-to-face discussions on REDD+

This group discussion focused on bringing together different actors including researchers, civil society representatives, donor agencies and NGO workers. This is based on an activity taken forward by ASFN, Laos. This was generally run as a physical event, a one day workshop held every three or four months. It was described that different groups contribute to constructing an agenda which are clustered together based on their topics. The event is also used as an opportunity to distribute relevant materials. Another member organisation collates the information and sends out an email with events/activities. An annual report has been produced, which was disseminated through a website and via email.

The institution is currently undergoing changes so this activity has been stalled. A further challenge is that the donor funding for this activity has also come to an end. Part of the discussion noted that there is a need to develop new networks when there is a change. Currently, there is a lack of capacity of new members to facilitate this process. Key issues that this group wanted to further build on was:

How discussions like these be translated to other thematic areas across the AFCC to further support knowledge exchange and sharing.

How can these events be kept fresh and interesting.

6. Making use of the available free information and technology

Key points that were noted in this discussion included:

AFCC and the working groups to discuss the Clearing House mechanism and the role it can play.

Use existing AFCC network as a hub for knowledge sharing. Develop AFCC page on the ASEAN Secretariat website and set a mechanism for

updating information.

Reflections on Day One Participants ended the day sharing a few highlights and surprises of the day. Key reflections were:

Although there was an impasse, this then led to constructive discussions. There is now an understanding of what AFCC needs/wants to do in the future. I thought we would focus more on KM/KS, but we came up with clear plans. I was surprised and taken aback by scale of network. We came up with modified open space which was constructive. I was surprised there are a lot of working groups. Our aim is to share information, but we struggle and dont know where to start.

We have but dont have a mechanism. Realising ASEAN is so big, but it needs more alignment with civil society the

opportunity is there. We would like to hear inputs from IDS on how to improve communications, there

is lots of incentive and inspiration to communicate in the room.

Day Two AFCC communication channels/tools Day Two of the workshop began with a presentation by IDS Knowledge Services on Tools for Communication and Knowledge Management (view the presentation here: http://bit.ly/1b3718u). There are many tools and approaches to support communications and KM work (both face-to-face and online), but the key is to choose the right tool for the job. Four common purposes for communications and KM were presented (sharing information, collaboration, engagement, storing/capturing information) along with relevant tools and approaches that could be used for each of these purposes. See table below:

Sharing information Collaboration Engagement Storing/ capturing information

Face-to-face - yammer - email

Email lists e.g. Climate L, Lyris

Discussion lists e.g. DGroups

Online communities (e.g. Eldis Communities, Ning)

Twitter Web Gathering Moodle GoToMeeting DimDim Blogs Websites Portals Open data

Face-to-face Wikis Google docs Skype MS Word Writeshop

(face-to-face) Confluence Share point Storify Facebook Google

hangouts Moodle

Face-to-face Skype Teleconferen

cing E-

discussions Write ups Blogs Online

communities Twitter Webinars

Repositories Databases Social

Bookmarking Websites Minutes Open data Tagging

(including auto-tagging)

Tools and approaches highlighted were Yammer, Delicious (bookmarking tool), Web Gathering (for online webinars/meetings), Intranets, Wikis, Collaborative writing tools (e.g. Google Docs, Etherpad), Data visualisation, Repositories e.g. DSpace, Outsourcing Technical Capacity, Content Management Systems (CMS), Open data and APIs (Application Programming Interface), and related Mobile /Tablet applications and CMS Plug-ins / HTML Widgets. IDS then shared their experience of using communities of practice, listservs, blogging/commentary pieces and getting information into action for policymakers and communities on climate change and how AFCC could use these approaches given their challenges and opportunities for KM/KS that emerged on Day One.
http://bit.ly/1b3718u

Examples shared included: Community Based Adaptation Exchange http://community.eldis.org/cbax/ Climate-L email listserv http://climate-l.iisd.org/about-the-climate-l-mailing-list/ Joto Afrika climate change policy brief http://www.alin.or.ke/Joto%20Afrika Digital storytelling to capture stories of adaptation to climate change in Kenya

http://blip.tv/tvalin/community-response-cassava-as-an-adaptation-to-climate-change-6515114

IDS also shared lessons learned in facilitating global networks using multiple tools e.g. the Knowledge Brokers Forum www.knowledgebrokersforum.org and hosting cross-sectoral international e-discussions (e.g. on gender and food security and the Lancet Scaling Up Nutrition discussion). Both pros and cons were discussed in using this approach. Reflections on tools for AFCC Participants shared reflections and questions after IDS presentation. Clarification was sought on what approaches and systems the ASEAN Secretariat was using. The ASEAN website is the main tool used to publicise information to the public and ASEAN members. They can collect, compile and discuss ideas for future use from member states, particularly in relation to KS in AFCC. However, any recommendations would need approval from the Committee of Permanent Representatives (CPR) which could take time. One participant stated that it was good to have a menu of tools to think about how AFCC can exchange/share and utilise new information, but they needed to think of concrete next steps. Two further presentations were given in response to a request from participants to learn more about particular knowledge platforms that could help further AFCCs goals: one outlined the ASEAN Forest Clearinghouse Mechanism and another outlined the ASEAN Social Forestry Network (ASFN). See presentations here: http://bit.ly/18MBIiG. The ASEAN Secretariat also debriefed participants on how communications within the AFCC currently works most of which currently revolves around face-to-face meetings. The ASEAN Secretariat uses individual letters and emails to communicate with members. These invites go to Senior Officials of each Working Group and appropriate executives from each Working Group are chosen to participate. Communications prior to and after events is via group email, but no listserv has been set up as yet. Communication and knowledge sharing priorities for the AFCC Network After presentations and reflections, participants broke out into groups to explore ideas and next steps in the following three areas to support communications and knowledge sharing within AFCC and for AFCC goals. These three areas had been explored over Day One; they are also key Strategic Thrusts under Component 3 (Strengthening of national and regional knowledge sharing, communication and networking on climate change and food security) of the AFCC Framework Strategy:

1) Synergising databases and information systems related to climate change and food security.

2) Ongoing communications within AFCC.
http://community.eldis.org/cbax/http://climate-l.iisd.org/about-the-climate-l-mailing-list/http://www.alin.or.ke/Joto%20Afrikahttp://blip.tv/tvalin/community-response-cassava-as-an-adaptation-to-climate-change-6515114http://blip.tv/tvalin/community-response-cassava-as-an-adaptation-to-climate-change-6515114http://www.knowledgebrokersforum.org/http://www.aseanforest-chm.org/asean-forest-clearing-house-mechanism-chm/http://www.asfnsec.org/http://www.asfnsec.org/http://bit.ly/18MBIiG

3) Sharing and exchanging knowledge, technology, experiences and best practice on integrated adaptation and mitigation options and national and ASEAN levels.

In each area, participants explored the following questions:

What kind of information is needed? What tools/channels are required? Who are the movers and shakers? Who are potential partners? What are the next steps e.g. a road map?

Discussions in each area are summarised below:

(i) Synergise databases and info systems related to climate change and food security

The group which looked at synergising databases and information systems focussed on how the AFCC could operationalise the Strategic Thrust 1 of Component 3 of the AFCC Strategy. The component aims to develop an information and networking system related to climate change and food security in the region, develop common positions on climate change related issues, and share and coordinate, where possible, climate change related communication and public awareness raising. Specifically the Strategic Thrust 1 will: Synergize databases and information systems related to climate change and food security. Participants felt that synergising databases and information systems would be an important element in bridging sectoral silos, allowing information and knowledge to be shared more effectively across working groups and beyond.

The group utilised the common prompt questions to help to guide and structure discussion. What kind of information do you need? There is potentially a large and wide range of databases and information systems which could be synergised as part of the AFCC Strategic Process. It is useful to consider how a prioritisation process might help to focus efforts so additional questions were considered, What data would be useful for the AFCC?, Who has these data?, and what format are these data? AFCC needs to conduct an analysis of data needs to respond to these questions. Participants listed a number of possible databases and information systems which could be synergised but felt that it was important to do a more comprehensive mapping of potential data sources assessing the current state, and potential usefulness to the AFCC. Beyond information needs, participants highlighted a need for technical support for rendering shared information usable. Capacity building is required on technology, data sharing, management, etc. at the institutional level and for focal persons. In order to strengthen these flows and links the following dimensions need to be considered:

Funding and incentives Sanctioning mechanisms Shared values and motivation A paradigm shift

What tools and channels are required? ASEC need to access protocols, develop Memorandums of Understanding (MOUs) possibly utilising existing creative commons licensing, and negotiate processes. Channels would include ASEANs existing bodies such as AEG/AWGs and particularly key individuals or champions within them. Potential partners Regional think tanks, centres of excellence (e.g. SEFDEC, SEARCA), universities and other higher education institutes, civil society organisations and producer federations, business sector and chambers of commerce Civil society organisations and their networks, academic institutions, extension agencies, political actors can help amplify AFCC messages. The diagram below illustrates what synergised databases might look like with relevant databases from within ASEAN linked to enable users to interrogate the wealth of information that exists across the organisation. Related content could also be linked in from AMS databases relating to Food Security and Climate Change. Other relevant data from external sources such as the GEF, the World Bank, ADB, CABI, and FAO could also be linked in.

What are the next steps? It was recognised that this vision was quite ambitious and a dual approach might be most productive. On the one hand move forward via action points with a view towards the longer term vision whilst in parallel moving forward in small practical steps in synergising databases such as AFSIS and CHM to gain learning and illustrate the value of this process. The group identified some key actions for taking this Strategic Thrust forward:

AFCC needs to conduct an analysis of user needs for data. Mapping of potential data sources assessing the current state, and potential

usefulness to the AFCC. Institutional design options for the Clearing House functional and mechanisms. Identification of potential resources, funding, and interest. Need to develop prototypes, examine examples and similar cases.

(ii) Ongoing communications within AFCC

This group would help create a more systematised and coordinated way for the AFCC members to communicate and share knowledge with one another that goes across all Strategic Thrusts of Component 3.

What tools/channels are required? The participants in this breakout group discussed the need for a listserv for the AFCC group to support ongoing communications. Two types of listserv were discussed:

1) Listserv A for active members of AFCC - people who have attended events and organisations involved in AFCC activities who want to keep informed.

2) Listserv B for member states.

What kind of information is needed? The type of information that could to be shared includes: documentation of selected events, knowledge products, events (training, workshops, meetings), opportunities/funding and partner activities.

Who are potential partners? This would be managed by ASEC and AFCC Management Team, who would decide on listserv content and direction and identify stakeholders to be included in Listserv A.

What are the next steps? ASEC and the AFCC management are to continue discussing the development of the listserv which will be put on the agenda in the next management meeting. It was noted that a channel for communications about the AFCC would be the ASEAN Working Group standing agenda and that all Working Groups should be informed of this. In addition the AFCC Management Team will identify relevant websites to enhance AFCC outreach (potential partners) and promote the AFCC logo and links via the ASEAN website and others.

(iii) Share and exchange knowledge, technology, experiences and best practice on integrated adaptation and mitigation options and national and ASEAN levels

This group explored how the AFCC could support Strategic Thrust 2 of Component 3 of the AFCC strategy.

What kind of information do you need? The information types was broken down based on a number of different working groups needs and themes. Key information theme needs include: regulatory measures, national policies, technical issues and best practice. Other more specific information needs are noted as:

Agriculture R&D: National policies, regulatory measures, research and development results (relating with food security and climate change preview of the AFCC).

Fisheries (including CTI): Priority concerns relate to spatial use of oceans in particular with coral resources of the region, relevant events such as meetings, workshops, training.

AEG-FDP: technology, best practices, laws/regulations. ARKN-FCC: Sustainable Forest Management and REDD+. ASFN-FCC: Safeguards, CCA best practices, upscaling. ASEAN-WEN: Deforestation (impact of different species), climate change

impacts on wildlife species, social and economic impacts on consumption, trade and use of wildlife, conservation and sustainable use of wildlife, and population.

ASOEN & AWGCC: ASEAN Action Plan on Climate Change, best practices from ASEAN countries on vulnerability assessments.

Different partners: for instance SEARCA, CTI, ASFCC, GAP CC, etc. What kind of channels can you use? The participants outlined a number of spaces that can be use to share and exchange knowledge, technology, experiences and best practice on integrated adaptation and mitigation options and national and ASEAN levels. The aim would be to have the above issue on the various meeting agendas: SOM AMAF, AMAF, AMME, SOM Environment, EWG, Ad Hocs and Task forces.

CTI shared their modalities for sharing information. There channels are through development partners (like NGOs, GEF, country partners), conference calls, working group on climate change, SOM-WGFi, ministerial meetings, web-based communication tools, regional exchanges (workshop visits) on relevant themes. What tools do you need? A range of tools were discussed that would help facilitate the sharing and exchanging of information. Tools also have their limitations based on accessibility in the work place. For e.g.: social media tools are restricted in the workspace so not practically feasible to access and use.

Document storage (intranet/website) Discussion platforms Calendar (shared calendar between all members of the AFCC) Training programmes Social media (keeping in mind the various access restrictions at work) RSS feeds Website of webpages for each EWG or sectoral bodies (each EWG should have

its own link that takes a user to a dedicated page describing the sectoral body/EWG)

Webpage in ASEAN secretariat Who are the movers and shakers? The Chairpersons of each EWG/Ad Hocs/Task forces and the private sector (for e.g. the chambers of commerce) were considered key. Who are your potential partners? From a regional policy level: Ministers of Environment, Forestry, Trade/Industry, Energy, Health, Social welfare. At the national level: Partners/stakeholders of the respective sectors relevant to the AFCC. At the international level: donors (development partners), research institutes, international organisations, NGOs, international corporations (private sector), international convention (conference of parties). Respective agricultural Ministries in each AMS, are also valuable partnerships to develop. Current chairperson of each EWG or sectoral body and focal points/contact persons of each EWG/ Ad Hoc/ task force can amplify these messages. What are the next steps? The participants discussed the importance of mapping knowledge platforms already being used by working groups. It was articulated by a number of actors that this mapping exercise should be conducted in parallel with and complement the mapping inventory of institutions, initiatives and datasets. This strategic thrust is part of synergising data as part of the AFCC Strategic Process.

Action points and next steps for the AFCC Network At this juncture of the workshop, participants and organisers strongly felt that clear priorities and actions points needed to be formulated and agreed upon for upcoming AFCC Management Team Meeting (December 2013) and Steering Committee Meeting (February 2013). This would ensure that KM would be put on the agenda of those meetings. AFCC KM Priorities and Action Points Emerging KM/KS priorities

Action points Lead

Synergise databases and information systems related to climate change and food security

Map inventory of institutions, initiatives and datasets and assess current state and potential. Mapping should include ASEAN secretariat, AFCC management team and potential external partners like FAO.

AFCC management team

Identify data needs of the AFCC. This will be put on the agenda for the next AFCC steering committee meeting in Feb 2014.

ASEC to consult with AFSIS secretariat (http://afsis.oae.go.th/) with regards to linkage to AFCC Metadata mapping of AFSIS was suggested.

Ms. Pouchamarn will take this forward

Explore synergies and links between ASFN, AFSIS and CHM.

AFCC Management Team

Develop a concept note.

AFCC management team to lead. Proposal will be developed from the resources allocated by the AFCC steering committee

Share and exchange knowledge, technology, experiences and best practice on integrated adaptation and mitigation options and national and ASEAN levels

Map knowledge platforms already being used by working groups. This mapping exercise will be conducted in parallel with mapping inventory of institutions, initiatives and datasets and assess current state and potential. The research and database development will be a one project, which will be multifaceted and

AFCC Management team
http://afsis.oae.go.th/

developed at different stages.

Ongoing communications between AFCC working groups and member states

Development of a listserv managed by ASEC + AFCC management team. To be prepared and discussed at next management meeting in December 2013. To be put on the agenda of the 3rd AFCC steering meeting (Feb 2014). Everyone at the workshop will be automatically added to the listserve. WG not in attendance will also be added to this listserve.

Listserv A - active people who have attended meetings/workshops + organisations inolved in the AFCC and are interested in the info.

Listserv B member states.

ASEC + AFCC management team

An AFCC KM Roadmap will be developed. It needs to be decided whether the KM/KS management team should be assigned within the AFCC. It was agreed that this would be discussed at the next AFCC team meeting on the 6 December.


Other action points included:

Promoting AFCC visibility

In the next steering committee meeting AFCC management team will propose that the AFCC becomes part of the agenda of each working group with input guidance from the working groups. This to add value to SOM AMAF. There needs to be a downward flow to link the AFCC agenda within the technical groups which will inform member states.

ASEC

Promoting AFCC visibility

A concept of an AFCC visibility plan will be put on the agenda of the next Steering Group meeting in February 2014. The preparation of a visibility plan 2013/2014 will be taken forward from February 2014. This plan will be developed in collaboration with working groups.

AFCC management team to lead - collaborate with WGs

Focus on commonality within diversity of issues

The AFCC management team needs to identify existing concepts / definitions that have already been approved and support synergies at the


national level. How this mechanism feeds at the working group level needs to be further reviewed. This point was raised but no concrete next steps have been discussed to achieve this.

Partnership opportunities

Immediate action: the findings in the report will be shared with working group chairpersons.

General AFCC management team will consult POCS about AFCC webpage. The AFCC management team will consult working groups on design and content of the page.

ASEC

General GAP-CC will continue to financially support the CHM. Laos will share data on forestry, fisheries and livestock to add to the CHM.

GAP-CC Laos representative Mr. Vong Dr. Kinnalone

General Consult CHM technician to add food security and other thematic content on the CHM, with support from GAP-CC.

GAP-CC

General Full time KM officer to be recruited for the CHM. ASEAN secretariat needs to send a request to the GAP-CC.

ASEC

Next steps A representative from the AFCC Management Team closed the workshop with key reflections: a KM roadmap that builds a database and research links along with the development of listserv these are the concrete next steps forward. The KM/KS tasks identified will help to unlock potential and utilise synergies in the AFCC. The AFCC management will feed back to the rest of the workshop participants post-meeting about AFCC knowledge synergies and a KM roadmap. This was followed by final words from a participant chosen by ASEAN members thanking IDS, AFCC management and all participants for attending and actively contributing to the workshop. Conclusions This workshop helped AFCC explore its goals as built into the AFCC Framework, to strengthen knowledge sharing, networking and communication in the ASEAN region. It was also an opportunity to strengthen understanding of what the AFCC is and its mandate within the ASEAN.

Appendix One Workshop participants The Workshop Embedding Knowledge Management in the ASEAN 7-8 October 2013 ASEAN Secretariat ASEAN Senior Officials on Environment (ASOEN)

1. Ms. Siti Nissa Mardiah Climate Change Adaptation Ministry of Environment Jakarta Indonesia P: +62-21-8590-4934 / 81288228466 F: +62-21-8590-4934 E: [email protected] / [email protected]

ASEAN Sectoral Working Group on Fisheries (ASWGFi)

2. Mr. Phanthavong Vongsamphanh Department of Livestock and Fisheries Ministry of Agriculture and Forestry Tel./Fax. +856-21-215242 / 215141 P.O.Box 6644 Vientiane Lao PDR e-mail: [email protected]

ASEAN Social Forestry Network (ASFN)

3. Dr. Kinnalone Phommasack Deputy Director of REDD+ Office Department of Forestry, Ministry of Agriculture and Forestry Thatdam Road, Chantabuly District, PO Box 2932 Vientiane, Lao PDR Phone :+856 21 219561/+856 2022006777 Fax : +856 21 219561 E-mail : [email protected]

ASEAN Working Group on Climate Change (AWGCC)

4. Ms. Xuan Huong Doan Senior Official Ministry of Natural Resources and Environment of Viet Nam 10 Ton That Thuyet, Cau Giay, Ha Noi, Viet Nam Tel: +84 37956868 (1109); Mobile: +84 983065576
mailto:[email protected]:[email protected]:[email protected]:[email protected]

E-mail: [email protected]; [email protected] ASEAN Regional Knowledge-Network on Forest and Climate Change (ARKN-FCC)

5. Dr. Nur Masripatin Regional Coordinator Director of the Centre for Standarisation and Environment Ministry of Forestry Jakarta Indonesia P: +62-21-5733433/5720190 F: +62-21-5733433 E: [email protected] /[email protected]

ASEAN Expert Group on Forest Product Development (AEG-FPD)

6. Mr. Chanthet Thannarak Ministry of Agriculture Forestry and Fisheries. Forestry Administration Department of Forest Industry and International Cooperation. Deputy Chief of Administration, International Cooperation and ASEAN Office. #40, Preah Norodom Blvd, Phsa Kandal 2 Daun Penh, Cambodia. Mobile: 855 11 888 088 Email: [email protected]

ASEAN Technical Working Group on Agricultural Research and Development Group (ATWGARD)

7. Mr. Adisak Kumnuansil Director Department of Agriculture Ministry of Agriculture and Cooperatives Suphan Buri Agricultural Research and Development Center Thailand T/F: 035551543/0814245469 E: [email protected]

8. Dr. Margaret C Yoovatana Policy and Plan Specialist Planning and Technical Division Department of Agriculture Chatchak, Bangkok 10900 Thailand Tel: +662 579 5359 Fax: +662 561 5024
mailto:[email protected]:[email protected]:[email protected]:/[email protected]:[email protected]:[email protected]

Email [email protected]

Partners ASEAN-German Programme on Response to Climate Change: Agriculture, Forestry and Related Sectors (GAP-CC)

9. Ms. Myriam Fernando Senior Advisor GIZ Office Jakarta, Menara BCA, 46th Floor Jl. M.H. Thamrin No.1 Jakarta 10310, Indonesia P: +62(0)21 2358 7111 F: +62(0)21 2358 7110 E: [email protected]

10. Dr. Agus Suratno

Advisor GIZ Office Jakarta, Menara BCA, 46th Floor Jl. M.H. Thamrin No.1 Jakarta 10310, Indonesia P: +62(0)21 2358 7111 F: +62(0)21 2358 7110 E: [email protected]

11. Ms. Imelda Bacudo Consultant GIZ Office Jakarta, Menara BCA, 46th Floor Jl. M.H. Thamrin No.1 Jakarta 10310, Indonesia P: +62(0)21 2358 7111 F: +62(0)21 2358 7110 E: [email protected]

12. Ms. Yogi Purnami Office Manager GIZ Office Jakarta, Menara BCA, 46th Floor Jl. M.H. Thamrin No.1 Jakarta 10310, Indonesia P: +62(0)21 2358 7111 F: +62(0)21 2358 7110 E: [email protected]

13. Ms. Ivonny Ndaparoka GIZ Office Jakarta, Menara BCA, 46th Floor Jl. M.H. Thamrin No.1 Jakarta 10310, Indonesia P: +62(0)21 2358 7111 F: +62(0)21 2358 7110
mailto:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]

E: [email protected] ASEAN-Swiss Partnership on Social Forestry and Climate Change (ASFCC)

14. Dr. Anna Doris Capistrano Advisor Embassy of Switzerland, Jl. H.R. Rasuna Said Blok X 3/2, Kuningan, Jakarta 12950 Indonesia P: +63 915 327 8968 E: [email protected]

ASEAN Social Forestry Network (ASFN) Secretariat

15. Ms. Sagita Arhidani ASEAN Social Forestry Network / ASFN Secretariat Manggala Wanabakti Building Block 7 4th Floor Jalan Gatot Subroto, Senayan Jakarta 10270 Indonesia P: +62-21-5703246, ext. 478 F: +62-21-5730136, E: [email protected]

16. Ms. Patti Rahmi Rahayu Communication and Networking Officer ASEAN Social Forestry Network / ASFN Secretariat Manggala Wanabakti Building Block 7 4th Floor Jalan Gatot Subroto, Senayan Jakarta 10270 Indonesia P: +62-21-5703246, ext. 478 F: +62-21-5730136, E: [email protected]

17. Ms. Ria Susilawati Operation Officer ASEAN Social Forestry Network / ASFN Secretariat Manggala Wanabakti Building Block 7 4th Floor Jalan Gatot Subroto, Senayan Jakarta 10270 Indonesia P: +62-21-5703246, ext. 478 F: +62-21-5730136, E: [email protected]

ASEAN-Wildlife Enforcement Network Programme Coordination Unit (ASEAN-WEN PCU)

18. Mr. Chrisgel Ryan Cruz Assistant Senior Officer, ASEAN-WEN Program Coordination Unit c/o Department of National Parks, Wildlife and Plant Conservation, Ground Floor, Piroj Suvanakorn Building, 61 Phaholyothin Road, Latyao, Chatuchak 10900 Bangkok, Thailand; P: +66 2 940 6286; F: +66 2 940 6286; E: [email protected], [email protected]

Southeast Asian Regional Center for Graduate Study and Research in Agriculture (SEARCA)

19. Ms. Mariliza V. Ticsay-Ruscoe, PhD Unit Head, Knowledge Resources (KRU), and Coordinator, Knowledge Center for Climate Change Adaptation in Agriculture and Natural Resource Management (KC3) SEARCA College, Los Banos Laguna 4031 Philippines T: +63 49 536-2365 to 67; 536-3459; 536-2290 (local 161) F: +63 49 536-2283 E: [email protected]

ASEAN Secretariat Agriculture Industries and Natural Resources Division

20. Mr. Pham Quang Minh Assistant Director Agriculture Industries and Natural Resources ASEAN Secretariat 70A, Jalan Sisingamangaraja, Jakarta 12110, Indonesia P: +6221-7262991 ext 367 F: +6221-7398234 E: [email protected]

21. Ms. Pouchamarn Wongsanga Senior Officer Agriculture Industries and Natural Resources

ASEAN Secretariat 70A, Jalan Sisingamangaraja, Jakarta 12110, Indonesia P: +6221-7262991 ext 484 F: +6221-7398234 E-: [email protected]

22. Ms. Amalia Sukma Agustina Technical Officer Agriculture Industries and Natural Resources ASEAN Secretariat 70A, Jalan Sisingamangaraja, Jakarta 12110, Indonesia P: +6221-7262991 ext 168 F: +6221-7398234 E: [email protected]

23. Ms. Aniq Fadhillah Technical Officer Agriculture Industries and Natural Resources ASEAN Secretariat 70A, Jalan Sisingamangaraja, Jakarta 12110, Indonesia P: +6221-7262991 F: +6221-7398234 E: [email protected]

Environment Division

24. Ms. Natalia Derodofa Technical Officer Environment ASEAN Secretariat 70A, Jalan Sisingamangaraja, Jakarta 12110, Indonesia P: +6221-7262991 ext 278 F: +6221-7398234 E: [email protected]

Social Welfare, Women, Labour and Migrant Workers Division

25. Ms. Sopheary Ou

Senior Officer Social Welfare, Women, Labour and Migrant Workers ASEAN Secretariat 70A, Jalan Sisingamangaraja, Jakarta 12110, Indonesia P: +6221-7262991 ext 393 F: +6221-7398234 E: [email protected]

26. Ms. Hasduna Putri Adamy Technical Officer Social Welfare, Women, Labour and Migrant Workers

ASEAN Secretariat 70A, Jalan Sisingamangaraja, Jakarta 12110, Indonesia P: +6221-7262991 F: +6221-7398234 E: [email protected]

Facilitators

27. Ms. Fatema Rajabali Climate Change Convenor Institute of Development Studies (IDS) E: [email protected]

28. Ms. Yasotha Kunaratnam Network & Partnerships Convenor Institute of Development Studies (IDS) E: [email protected]

29. Mr. Duncan Edwards Information Systems Innovation Manager Institute of Development Studies (IDS) E: [email protected]

Appendix Two Workshop Agenda & Programme3 Objectives This workshop aims to develop inputs from AFCC stakeholders in strengthening national and regional knowledge sharing, communication and networking on climate change and food security(in the context of the ASEAN Multisectoral Framework on Climate Change: Agriculture and Forestry towards Food Security, or AFCC). This workshop will also support knowledge sharing between AFCC stakeholders, and their respective networks.

Overall, by the end of the two days, we hope:

to have equipped participants with ideas and tools to support KM/KS work to have identified what further support might be needed for the AFCC/working

groups in KM/KS to have helped AFCC identify next steps in KM/KS for AFCC to have identified KM/KS champions for the AFCC.

DAY ONE

Venue: Lotus Room (2nd Floor)

9am: Introduction

Dr. Pham Quang Minh, Head of the Agriculture Industries and Natural Resources Division of the ASEAN Secretariat, to deliver Welcome Remarks from AFCC Management Team

Facilitators and IDS introduction Overview of the Workshop Programme: Objectives & Agenda Ground Rules Introduction Session with Ice-breaker

9.30am: What do we mean by knowledge management (KM) and knowledge sharing (KS)? This session will aim to promote a shared understanding of key terms. Participants will share and explore why KM/KS is important to the AFCC. Participants will discuss in pairs and come back to plenary for a discussion.

3 This agenda changed during the course of the workshop based on new emerging priorities

Two priorities identified for knowledge management (KM) and knowledge sharing (KS) in the AFCC to focus on during the two-day workshop include:

1) Identifying needs for KS/KM within the AFCC over the coming year 2) Strengthening KS/KM within the AFCC and a communications infrastructure

to enable dialogue.

10.00am: TEA BREAK 10.15:am Sharing KM/KS initiatives and Mapping AFCC Network (DE) After a period of reflection/group discussion, each working group will be given 5 mins each to share how they are currently sharing and managing knowledge in their respective working group. During the presentations, a map will be developed by the facilitators presenting links and initiatives. 12.00pm: LUNCH (Tops Lounge, 7th Floor) 1.00pm 1:15pm: Power Exercise after Lunch 1:15pm-3:00pm: Opportunities & Challenges Participants will identify key opportunities and challenges and ways to build on/ address these. Each participant will participate in group work. Participants now take step out from the AFCC situation. 3.00pm: Tea break 3:15pm: Peer assist with Duncan Edwards (facilitator) on challenges with a global organisation and its working groups + applying learning from peer assist to AFCC Network This session will get participants to explore challenges and solutions to a network similar to the AFCC. Participants do not need prior knowledge of this organisation. After the peer assist, participants will apply learning from peer assist to the AFCC Network through an interactive session.

4.00pm: Reflections on the day

Brief recap will be presented with anoutline of what day 2 will bring that will further identify needs and priorities in KM/KS and comms for the AFCC. Feedback questions will be posed to participants

5.00pm: Close One of the participants will close the days session with their personal reflection

DAY TWO

Lotus Room (2nd Floor)

9.00am: Recap on Day One and Introduction to Day Two 9:10am: Ice breaker 9:25am: Sharing findings from the needs assessment IDS will share further findings around knowledge sharing within the AFCC network. Participants will be asked to discuss and add to the findings. 10.00am: TEA BREAK 10:15pm: AFCC communication channels/tools Discussion around different communication channels/tools and what they could be used for in the AFCC, Priorities could include: sharing information, engagement and collaboration. This will include group work and plenary discussions. 12:00pm: LUNCH (Tops Lounge, 7th Floor) 1:00pm: Power Exercise 1.15pm: Identifying needs and next steps for the AFCC Network Participants will identify concrete needs and next steps for the AFCC Network in knowledge sharing, knowledge management and communications. This will use a world caf facilitation technique. 3.00pm: TEA BREAK 3.45pm: Champions and commitments What is a KS/KM champion? Making a commitment/s. Each working group will make a concrete commitment.

4.45pm: Conclusions/Recommendations & Follow up and thanks Facilitators (the IDS) will summarise the 2 days. The AFCC Management Team & Workshop Participants will discuss and agree on the next steps. Closing remarks from one representative of the ASEAN Participants.

Appendix 3

Workshop agenda: Facilitators notes FR: Fatema Rajabali YK: Yaso Kunratnam DE: Duncan Edwards WORKSHOP AGENDA DAY ONE - Exploring KM and KS in the AFCC 9am: Introduction

Mr Minh, Welcome Remarks from AFCC Management Team(5 mins) IDS welcome (FR), 3 facilitator Who we are (IDS and KS) DE (5mins) Objectives & Agenda (YK) (5mins) Chatham house rules - photos, tweeting, facebook? Ground rules (FR) (5mins) Housekeeping (1min, Yogi)

Icebreaker FR (10min) (stand up in U-shaped or form circle, name and say something about yourself (non-work related), throw to someone you know and say how you know them)

Prep: DE to write intro to IDS and KS FR to write Chatham house rules, and develop consensus on live tweeting,

facebook and taking photos Process for ground rules

9.30am: What do we mean by knowledge management (KM) and knowledge sharing (KS)? YK This session will aim to promote a shared understanding of key terms. We will outline definitions and explore why KM/KS is important to the AFCC. (10min) DE to support on answers and/or fleshing out definitions From needs assessment why KM/KS important on flipchart - then ask participants. (2mins) Individual reflection based what youve heard on definitions and needs assessment results, then few mins pair discussions, reflections on definitions and why KM/KS is important to the AFCC. (10mins) 2 flipcharts (FR AFCC flipchart, DE definitions flipchart) (10mins) 10.00am: TEA BREAK 10.15:am Sharing KM/KS initiatives and Mapping AFCC Network (DE)

(Objective - Participants will be given 5 mins each to share how they are currently sharing and managing knowledge in their respective working group.) Intro to session (3mins) Prep: flipchart with pointers (DE) Group work on flipchart (note down which working group, and list KM/KS approaches/initiatives they use and who for, and whos sharing knowledge with who, what type of info/knowledge being shared) AWGCC, ASOEN, ARKN-FCC, ASFN, AEG-FDD, ASWGFi, ATWGARD*2, SEARCA (not a part of AFCC), ASEAN-WEN PCU, ASFN Sec*2, ASFCC, AFSIS, GAP-CC*5 (including Coral Triangle Group), ASEAN Sec*7 (includes AINRD and Environment and Agriculture Divisions) (20mins) Feedback from each group (people come up and present) - next to big AFCC map (70mins)

Fatema to develop map of working groups Fatema to draw links identified (whos sharing knowledge with who) BLUE YK to write down any KM/KS approaches/initiatives on coloured cards/post its

and put up next to working group on map Once all feedback noted, we look at links with whos sharing knowledge on climate change with who. Adding another layer of links in different colour RED (15mins) - n/b could move to opps/challenges sessions if run out of time Opportunities and Challenges flipchart (DE to note down) to feed into next session Present 3 slides showing feedback from the needs assessment (FR - 2-3 mins). 12.00pm: LUNCH (Facilitators review of morning session and next steps) 1.00pm 1:15pm.: Ice breaker Dada says . . . . (DB) 1:15pm-2:45p.m.Opportunities & Challenges (YK) Potentially look at climate change links and noting opps/challenges If not, go straight to opps challenges flipchart (describe again) Have ppt slide/flipchart presenting responses from needs assessment. (YK) Have the strategic thrusts from component 3 noted down on a flipchart to remind participants the areas that they need to deliver on as part of the AFCC (FR). Facilitators may draw upon this resource during this session. 15 mins describe open space, looking for group leaders (4) who have a key opp or challenge to discuss, come forward, get them to describe (write on card to name group)

Get participants to join a group they are interested in, assign note taker and feedback person - talk for 15mins about ways to address challenges or how to build on opportunities. After 15mins can move/circulate Group feedback (5mins from each group) - feedback person can ask for comments/questions from other participants Wrap up discussion, go to tea 3.00pm: Tea break 3.15pm: Peer assist with Duncan on challenges with an international organisation and its working groups (FR) FR Intro on session, participants now take step out from the AFCC situation, how peer assist works This session will get participants to explore challenges and solutions to a network similar to the AFCC. (5mins) Set up is round U-shape table DE Intro to the international organisation and problem (similar challenges across different working groups and not learning across) (10 mins) Prep: Presentation of the international organisations network FR taking on board what Duncan has said, do you have potential suggestions of how Duncan can deal with some of the challenges he is facing in the international organisations network. Discussion with participants (15mins) Write up responses/suggestions on flipchart (FR) Prompts - based on your experience, do you have any suggestions on how to facilitate learning across different working groups? - are there any tools or approaches you are using that might be helpful for Duncan? Now peer assist over, Duncan thanks for help and how generated useful stuff, handover to Yaso (FR) Is there anything that we have just been discussing that we could apply to the AFCCs situation (YK) Write on flipchart (15mins) Wrap up, we are now going to look at the AFCC comms priorities and needs. 4.00pm: Reflections on the day (FR) Brief recap and what tomorrow will bring - 3mins (FR) Facilitation technique: whoever is holding the ball gets to speak

Questions - Are there any other KM/KS/communication needs and priorities that have come out for both the working groups and network? - Whats been the highlight for you and why? - Whats surprised you most and why? - Any lightbulb moments and why? Flipchart to be prepped by FR 5.00pm: Close One of the participants (last person holding the ball) will close the days session with their personal reflection DAY TWO - Identifying next steps for AFCC in KM and KS 9.00am: Recap on Day One and Introduction to Day Two (YK) YK to recap and link 2 days up (10 mins) 9:10am: Ice breaker (Participant - tbc) Led by a participant 9.25am: Sharing findings from the needs assessment (FR) IDS will share initial findings around internal knowledge sharing within the AFCC network. Participants will be asked to discuss and add to the findings. Do a live survey in the room - feedback and discussion on this - PREP need to check feasibility DE 10.00am: TEA BREAK 10:15pm: AFCC communication channels/tools (DE) Discussion around different communication channels/tools and what they could be used for based on AFCC needs and priorities identified the day before. Priorities could include: sharing information, engagement and collaboration. (45 mins - DE leading, YK and FR to present examples) DE presents on tools, Open data, and table of a range of tools (15 mins) PREP: Powerpoint DE FR and YK invited to share examples during the session. PREP: YK/FR to think of good examples participants then invited to share how they have used these tools and add to the list (20 mins)

sharing information collaboration For engagement

- yammer wikis, PBWorks, - face-to-face

- email email lists e.g. Climate L, lyris discussion lists e.g. DGroups online communities (e.g. Eldis Comms, Ning) Twitter Web Gathering Moodle GoToMeeting DimDim Open data

google docs, skype, MS word, writeshop (face-to-face), confluence, share point, storify, facebook, google hangout

- skype -teleconferencing - e-discussions, write up

Intro to group work (YK). 3 scenarios

1. synergise databases and info systems related to climate change and food security

2. ongoing communications between AFCC working groups and member states 3. Share and exchange knowledge, technology, experiences and best practice on

integrated adaptation and mitigation options and national and ASEAN levels 4. tbc challenge that emerges

Ask participants to identify appropriate tools that could be used in three scenarios World cafe session where we will break into groups around 3 priorities/activities for the AFCC network. One chair per group + note taker. Duncan to be resource person for group 1. One flip board per group PREP: create scenario boards FR Report back to the plenary and have a chance for reflection by participants This afternoon will look at building on everything weve talked about yesterday and this morning and clearly identify what our needs are, and develop clear steps to respond to these needs. (FR) 12pm: LUNCH 1pm: Ice breaker YK - touch colours/objects 1.15pm: Identifying KS/KM needs and next steps for the AFCC Network (FR) - Are there any other KM/KS/communication needs and priorities that have come out for both the working groups and network? This question was posed at the of the day 1. What has come out from today that we need to add to this list. (FR to lead and YK to write) Can we cluster/group certain needs? (YK to group) (10 mins) From the needs listed, prioritize 3-4 (YK) (5 mins) DE to explain next activity (5 mins) PREP: flipcharts with prompts

Now participants break into groups based on interest.(45 mins) 1. Identify needs 2. Identify activities and tools to address the needs 3. Assess resources/people to conduct the activities 4. Timeline We would like the ASEAN sec/GAP-CC to be keeping an eye out on realistic next steps. PREP: FR to speak to Dada Participants will identify concrete needs and next steps for the AFCC Network in knowledge sharing, knowledge management and communications. Chairs presents back to plenary. (15 mins) 1-2 Flip charts per group max - serves as a visual aid during presentations and next session. Use a world caf facilitation technique. 3.00pm: TEA BREAK 3:15pm Champions and commitments (DE or FR) What is a KS/KM champion? Someone is prepared to go back to their day job and promote KS/KM in their working groups. Simple activity - what one thing are you going to do differently on KS/KM in your working group. The participants asks another colleague to follow up. FR, YK and DE to give an example each - then we go round the room (30 seconds each) 4.00pm: Conclusions/Recommendations & Follow up and thanks (Dada) IDS to talk about their next steps e.g. resource pack and workshop report PREP: FR/DE/YK to finalise this at Tues Lunch ASEAN secretariat/GAP-CC to explain what they see as next steps (PREP - Dada to ensure something is prepared for this) Closing remarks from a workshop participant. (Identify at end of day 1) 5.00pm Close
ASEAN-German Programme on Response to Climate Change: Agriculture, Forestry and Related Sectors (GAP-CC)

embedding knowledge management in the asean

Documents