Knowledge Management Toolkit - ReliefWeb

1 KnowledgeManagement Toolkitfor the Crisis Preventionand Recovery Practice AreaUnited Nations Development ProgrammeUnited Nations Development ProgrammeOne United Nations PlazaNew York, NY10017 Management Toolkit for the Crisis Prevention and Recovery Practice AreaUNDP Handbook cover 1 UNDP Handbook cover 15:14 15:14:01 KNOWLEDGEMANAGEMENT Toolkit for the Crisis Prevention andRecovery Practice AreaKnowledge Management in the Bureau for Crisis Prevention and Recovery (BCPR) The Bureau for Crisis Prevention and Recovery is the Practice Leader for crisis prevention and recovery within the United Nations Development Programme (UNDP). A repository for tools, methods, and experience, BCPR provides expertise on crisis issues to UNDP country offi ces, regional bureaux, and headquarters.

2 BCPR forms a bridge between the humanitarian phase of a post-crisis response and the longer-term development phase following recovery. BCPR is also an internal advocate for crisis sensitivity, working to ensure that UNDP s longer-term development policies and programmes build in opportunities for disaster reduction and confl ict the crisis prevention and recovery Practice Leader, BCPR pays special attention to Knowledge Management within this Practice Area. The BCPR Knowledge Management (KM) Team is part of BCPR s Central strategy and Policy Cluster and works closely with BCPR s information technology team. Together they provide Knowledge Management tools and advice to BCPR teams, colleagues, country offi ces and members of the Crisis Prevention and Recovery Community of Practice.

3 They also facilitate the Crisis Prevention and Recovery Practice Network (CPRP-net) and manage the online Crisis Prevention and Recovery Practice Workspace. BCPR has also formed a bureau-wide Knowledge Management Group with a mandate to ensure consistency and coherence of Knowledge products, conduct Peer Reviews of planned KM products and processes, monitor the use of Knowledge products to determine their impact, and advise on BCPR corporate KM activities, such as the CPR Practice Workspace. This is an internal UNDP questions, further information or to receive a copy of this publication, please 2007 K n owledge Management Toolkit for CPRiiiiiTable of contents Abbreviations.

4 V Foreword ..vii Flowchart: Where to fi nd what in this Toolkit ..viii Introduction .. ix1. What is Knowledge Management ? .. 12. How to fi nd and share CPR-related information .. 72a. Internal CPR information Management and communication resources 82b. External CPR communication tools 123. What does Knowledge Management mean on a day-to-day basis? ..134. Golden rules of Knowledge Management ..175. Writing and sharing: The fi ve core CPR Knowledge products ..195a. Planning your CPR Knowledge products 205b. How to write a CPR Concept Note 255c. How to write a CPR Lessons Learned paper 275d. How to write a CPR Comparative Experiences paper 305e.

5 How to write a CPR How-to Guide 335f. How to write a CPR Practice Note 366. More Knowledge Management tools and techniques ..396a. How to set up and sustain a Knowledge Network or a Community of Practice 416b. How to conduct a Peer Assist 476c. How to conduct an After Action Review (AAR) 506d. How to undertake a Peer Review 546e. How to conduct a Knowledge -based Exit Interview 577. Strategizing, mainstreaming and monitoring Knowledge Management ..597a. When and how to develop a Knowledge Management strategy 607b. How to integrate Knowledge Management into your work planning process 637c. How to integrate Knowledge Management into your workfl ows and Management processes 667d.

6 How to measure the impact of Knowledge Management 71 Annex 1: Templates for CPR Knowledge products ..75 Annex 2: Glossary of KM terms ..83 Annex 3: Additional resources ..89 Table of contents AcknowledgementsThis Knowledge Management Toolkit for the CPR Practice Area was prepared by UNDP s Bureau for Crisis Prevention and Recovery in response to requests from members of the Crisis Prevention and Recovery Practice Network for guidance on Knowledge manage-ment tools and techniques. The KM Toolkit was written and edited by Charlotte Lattimer, Gita Swamy Meier-Ewert and Misaki Watanabe. Clare Blenkinsop and Johannes Zech edited the text and coordinated the production.

7 Contributions, mostly in the form of UNDP perspectives from the fi eld, were made by Alberto Alface, Heather Bryant, Patrick Gremillet, Douglas Keh, Ramla Khalidi, Katrin Kinzelbach, Toshihiro Nakamura, Max Ooft, Devanand Ramiah, Silvia da Rin Pagnetto, Alvaro Rodriguez and Ewa Wojkowska. The cartoons were created by Satish Toolkit also benefi ted substantially from comments and contributions from participants of a Peer Review process. Thanks to UNDP internal Peer Review partici-pants: Johan Arvling, Sam Barnes, Joanne Burke, Barbara Goedde, Steve Glovinsky, Kim Henderson, Valeria Izzi, Zoe Keeler, Marcus Lenzen and Juan Manuel Salazar; and external Peer Review participants: Caryn Anderson, Simmons College; Chris Burman, University of Limpopo; Peter J.

8 Bury, IRC International Water and Sanitation Centre; Claudia Coenjarts, ILO; Marie-Jo Floret, UNOCHA; Susanne Frueh, UNOCHA; NguyenHoang Ha, ILO; Allison Hewlitt, Bellanet International Secretariat; Mark Higgins, CAFOD; Yoshie Ichinohe, ILO; Eiko Ikegaya, UNDPKO; Alim Khan, WHO; Peter Van Rooij, ILO; Ian Thorpe, UNICEF; and Jonna Wetterholm, ILO. iv K n owledge Management Toolkit for CPRA bbreviationsAAAR After Action ReviewBBCPR Bureau for Crisis Prevention and Recovery (UNDP)BDP Bureau for Development Policy (UNDP)CCAFOD Catholic Agency for Overseas DevelopmentCIS Commonwealth of Independent States CO Country Offi ce CoP Community of Practice CPR Crisis Prevention and RecoveryCPRP-net Crisis Prevention and Recovery Practice-Network (UNDP)

9 CV Curriculum Vitae DDCAF Democratic Control of Armed ForcesDDR Demobilization, Disarmament and ReintegrationDRM Disaster Risk Management EECIS Europe and the Commonwealth of Independent StatesE-discussion Electronic-discussion (online discussion)FFAO Food and Agriculture Organization of the United NationsFARC Revolutionary Armed Forces of ColombiaHHC Humanitarian Coordinator (UN)HQ Headquarters HR Human ResourcesIICT Information and Communication TechnologyILO International Labour OrganizationIT Information TechnologyKKM Knowledge ManagementKM4 DeV Knowledge Management for Development (web portal)Abbreviations vviMMDGs Millennium Development Goals MYFF Multi-Year Funding FrameworkNNeLH National Electronic Library for Health (UK)

10 NGO Non-Governmental Organization NSAG Non-State Armed GroupOOC Offi ce of Communications (UNDP)ODI Overseas Development Institute (UK)PPEM Practice Experience MapRRBEC Regional Bureau for Europe and the Commonwealth of Independent States (UNDP)RC Regional Center (UNDP)RC Resident Coordinator (UN)RCA Results and Competency AssessmentSSALW Small Arms and Light WeaponsSURF Sub-Regional Resource Facility (UNDP)TToR Terms of Reference TRAC Target for Resource Assignment from Core Funds (UNDP)TTF Thematic Trust Fund (UNDP)UUN United NationsUNDP United Nations Development ProgrammeUNDPKO United Nations Department of Peacekeeping OperationsUNICEF United Nations Children s FundUNOCHA United Nations Offi ce for the Coordination of Humanitarian Aff airsWWHO World Health Organization K n owledge Management Toolkit for CPRF oreword Crisis prevention and recovery (CPR) is the fastest-growing Practice Area within UNDP.