ToR - Global WASH Cluster Knowledge Management - ALNAP

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Nov 6, 2013 (4 years and 3 days ago)

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Global
WASH Cluster




1

WASH Cluster
Knowledge Management

(KM)

Needs Assessment, Strategy and
Web
platform

Development
-

Terms of Reference



1.

Background:


The
Interagency Steering Committee (IASC) introduced the Cluster Approach to improve
predictability, accountability and enhanc
e partnerships during emergency response.
UNICEF was nominated as the lead agency for Water Sanitation and Hygiene on the basis
of its global network of operations and partners, resources and recognized role in the field
of emergency water and sanitation
interventions.


As specified in the Guidance note
1
, the responsibilities of the Cluster lead

agency

are:


Standards and policy
-
setting



Consolidation and dissemination of standards; where necessary, development of
standards and policies; identification of
‘best practice’


Building response capacity



Training and system development at the local, national, regional and international

levels



Establishing and maintaining surge capacity and standby rosters



Establishing and maintaining material stockpiles


Operatio
nal support



Assessment of needs for human, financial and institutional capacity



Emergency preparedness and long term planning



Securing access to appropriate technical expertise



Advocacy and resource mobilization



Pooling resources and ensuring complementari
ty of efforts through

enhanced

Partnerships


The Global WASH Cluster
(GWC)
consists of over 20 organisations, all of whom
are key
global actors wo
rk
ing

in the field of
emergency w
ater, sanitation and hygiene. Jointly,
they have agreed the WASH Cluste
r wo
rkplan, which consists of
a number of
interagency
projects, to address gaps in
WASH
emergency response and meet the responsibilities
outlined by the IASC.





1

IASC Guidance note on using the Cluster approach to strengthen humanitarian response
-

24

Nov 2006

Global
WASH Cluster




2


It is therefore important that new and existing tools, guidance, information and resources
are a
ccessible and applied.


Accessing New and Existing Knowledge

If we see knowledge through a process of :
-

1.

Identifying Gaps in Knowledge

(where necessary)

2.

Developments to fill those Gaps

(where necessary)

3.

Communication and Dissemination

4.

Application of Knowle
dge


The Global WASH Cluster at the beginning worked together to identify problems/gaps
which affect effective emergency response and developed a workplan accordingly in
order to fill those gaps.
It has been particularly recognised at recent Global WASH
C
luster meetings that w
hilst the cluster focused in on areas 1. and 2. there
is a

huge need
to further develop areas 3. and 4. in order to ensure that tools, guidance and resources
developed to fill gaps are sufficiently known, understood and eventually use
d
for better
WASH programming in emergencies

as well as disseminating existing information and
knowledge
.


Current Communications on the Work of the Global WASH Cluster

Broad information on humanitarian reform, cluster approach and the various tools,
guida
nce and resources of the Global WASH Cluster is shared with the Global WASH
Cluster,
Unicef’s
Regional WASH Advisers and some Cluster Coordinators by:
-

Global
WASH Cluster




3

1.

email

2.

the website of the Global WASH Cluster currently hosted on an OCHA managed
website


www.humanitarianreform.org
, and soon to be migrated to
www.oneresponse.info
.

3.

Training events at global, regional and country level on cluster related tools,
guidance etc.


The extent to which those who receive information (all agencies within the global cluster,
Unicef, Cluster Coordinators, pass it on to others, or how effective this
,

is remains unclear.


Current

Global

WASH Cluster Website


www.humanitarianre
form.org/WA
SH

The current website has been organised via the projects of the Global WASH Cluster (see
chart above). Whilst this may make sense initially to those who are familiar with the Global
WASH Cluster projects
, but
this is not intuitive in terms of how the ta
rget audience (Field
WASH people) would approach the site looking for information. It is recognised that this
needs to be
completely
reorganised to respond more to how field WASH practitioners would
look for information.

Some initial thoughts on themes b
y which people may want to search
via are attached in Annex 1


The Global WASH Projects now are presented more in a way to respond to how the work at
the global level can support those working in emergencies at country level

(for presentation
in powerpoint

and posters)



see table below.

Global Support for Country Level Clusters
www.humanitarianreform.org/WASH

Hygiene Promotion

WASH and DRR

WASH and Accountability

WASH and Environment

WASH and Early Recovery

Information
Managment
& Needs
Assessment

Advocacy & Human Right to Water
and Sanitation

Standards Policy/Statement

WASH Cluster
Learning

WASH & Floods
Best Practice for WASH
Programming
Tools & Guidance
Preparedness
Resources
Response
Resources
Tools

Capacity Mapping
(WASH Vulnerability, Actor,
Systems)

Cluster Contingency Planning
Training

Cluster Coordination
(Global, Regional, National)

Awareness Humanitarian Reform

Hygiene Promotion

Water, Sanitation

IM for WASH

IM for IMers

Advocacy & Human Right to
Water & Sanitation
Human

Cluster Coordinator Roster

Info. Managers Roster

Resources for Coordination Team

Rapid Response Team (3)

Environment Advisers

Regional Emergency WASH Advisers

Technical Support Services
(Remote/In
-
field )
Advocacy

Global Agency Linkages/Advocacy
Tools

Cluster Coordinator Handbook

Rapid Capacity Mapping

Intercluster Matrices

Cluster Performance Review
Materials

Global WASH Stockpile

Global
WASH Cluster




4


The Global WASH Cluster would like eventually the website of the cluster to become a sort
of one
-
stop shop when it comes to WASH in emergencies. This would therefore mean the
cluster website linking much more to existin
g resources which are already out there, but also
to become a place where WASH practitioners can go to
access technical libraries,
share
experiences and resources that have been developed at country level, ask questions,
have
discussion groups on specific
themes,
subscribe to email lists
etc


The Global WASH Cluster Project No 9 on Technical Support Services
(TSS)
also collected
information on how people access
WASH information. Whilst the TSS Project focused more
on indirect (helpdesk) and direct (expert
s to the field) types of support, it raised further
questions about how as WASH Practitioners we access new and existing information. The
diagram below summarises a brief brainstorming of the Project Steering Group.






The Gl
obal WASH Cluster is therefore looking to

work on two aspects of Knowledge
Management
:
-


Knowled
ge Management Needs Assessment and
Strategy

1.

Examine and evaluate existing information/knowledge sharing mechanisms

within
the WASH cluster and WASH sector broa
dly

2.

Consult
with key WASH stakeholders
on what more precisely is needed/wanted in
terms of access to WASH information and resources

3.

Review other KM strategies and activities of others (clusters, sectors, organisations,
etc) to see what we can learn from o
thers.

Access to existing
and new knowledge

WASH magazine /
newsletter


CDs / reference
libraries

Web
-
Platform (links to
sites, publications,
technical briefs etc.

Network / exchange
foru
m of WASH
response agencies

Regular conferences /
meetings (share experiences,
new practices / technologies)

Training

Access to technical advice
(direct & indirect), reflecting
distilled best practice info

= Technical Support Service

Exchange forum
f
or field
practitioners

TWIGs

(Technical
Working Groups)


Country level

Global
WASH Cluster




5

4.

Based on consultations propose
a
draft
Knowledge Management Strategy

and
make specific
,

phased
,

detailed
,

activity recommendations

(with schedule/critical
path) for review by the WASH Cluster Steering Group

5.

Revise

the KM Strategy and Activity schedu
le after review by the Cluster Steering
Group

6.

Identify potential partners (private or public sector) who may be able to support
the WASH Cluster in
developing/implementing
its KM strategy.

7.

Based on the consultation and proposed KM Strategy, work with the w
eb specialist
on the design of the WASH Cluster Webplatform


Webplatform for Knowledge Management

1.

Make input into the content of the interviews/survey and develop the online
survey to ensure automatic capture of data and information from the survey for
an
alysis by the KM Specialist
.

2.

Assess the potential of the OCHA managed Oneresponse.info webplatform to meet
the needs of the WASH Cluster or make other recommendations for how the
WASH Cluster would develop and maintain a webplatform for communication on
WASH in Emergencies

3.

Design the webplatform and support CAST in the implementation of the site with
current WASH Cluster tools, guidance and resources.

4.

Give clear guidance on how

to use the different functions of the website (using
existing guidance provide
d by OCHA where appropriate)


It is

likely that two consultants will be needed to cover both aspects of this work and
therefore the KM and Webplatform specialists work will need to work closely to
coordinate the work.


Support to arrange meetings etc will

be given
by the Global WASH Cluster CAST. A
broad time range is given in recognition of the challenges of fixing appointments as well
as giving sufficient feedback time for any drafts for comment.


2.

Duty Station

The consultant will work
at their home base

and carry out interviews by telephone

or in
person where feasible depending on the location of the consultant


3.

Proposed
Activities, duration and deadline



Activity / Output

-

Knowledge Management

Date

1.

Identification of KM needs for the emergency WASH S
ector

&
examine existing practice within and external to the WASH Sector


Global
WASH Cluster




6

a)

Familiarisation with
WASH
texts, information, websites

b)

Examine & evaluate existing information/knowledge sharing
mechanisms
including webplatforms
within and around the WASH
sector

looking for lessons, potential uses and redundancies

But not limited to:
-

-

Interviews with Global WASH Agencies

(at least 5)

-

Interviews with existing technical support service providers

(at least 3)

-

Interview with previous TSS Project Manager

-

Interviews wit
h other organisations
with KM strategies eg Sphere

(at
least 4)

-

Interviews with field WASH practitioners (multi
-
agency, national and
inte
rnational, govt
, cluster coordinators

etc) at least 20

-

A
n online survey to get feedback from as many people as possible

on
what is needed to best support the field

-

Interviews with other cluster/sector representatives eg Nutrition,
Shelter, Health/HIV/AIDS

-

Unicef focal points for KM; Division of Policy & Practice, EMOPS,
WASH

-

Web searches

Prepare short bullet points
as su
mmary
for each meeting

c)

Define a keyword architecture and taxonomy for efficient tags
-
based
research. Verify with
KM focal points in WASH agencies to ensure
consistencies with their taxonomy at global level

December

January


February





J
anuary

-

March

2.

Strategy for Knowledge Management

for the Global WASH Cluster


a)

Draft an outline
KM Strategy for approval by a

steering
/user

group

b)

Prepare
a
draft
KM Strategy
and taxonomy
for the Global WASH Cluster
for review by stakeholders
/user group

c)

Incorporate the co
mments of stakeholders into a final draft of the
KM
Strategy

March or
before

3.

Identification of Potential Partnerships to support KM for WASH

a)

Liaise with EMOPS Standby Partner Manager for any potential leads

b)

In addition to identification of potential partn
ers through other means,
contact the World Economic Forum for any potential recommendations

c)

Provide a brief
report on potential partners and

direction for potential
partnerships before follow
-
up

(including summary notes on interviews
with potential partner
s)

March
or
before

4.

Concept
Design
and Implementation
of the WASH Cluster
Webplatform

a)

Make input to
ToR/capability of the WASH Cluster webplatform and
propose a phased approach to reaching this

b)

With the web specialist, propose a design for the WASH Cluster

webplatform

for review by a Steering Group

c)

Support the
web specialist

in the implementation of the webplatform to
April or before

Global
WASH Cluster




7

basic functionality and the existing Global WASH Cluster tools and
resources



Activity / Output

-

Webplatform

Date

1.

Suppor
t to Identification of KM needs for the emergency WASH
Sector & examine existing practice within and external to the WASH
Sector


a)

Make input to the content of interview and survey questions which
relates to the Global WASH Cluster Webplatform

b)

With the con
tent provided by the KM specialist, develop a short online
survey for KM needs assessment

and develop guidance for setting up
future surveys

c)

Participate in a sample of interviews of key informants

d)

Support the KM specialist in the review and identification
of
existing
webplatforms
identifying potential
KM good practice

and
redundancies; support the definition of keywords, taxonomy and
naming convention

January


January

January


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-

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2.

Strategy for Knowledge Management for the Global WAS
H Cluster


a)

Provide input to the outline and draft KM Strategy
and taxonomy
through
the KM specialist

b)

Assess the Oneresponse.info webplatform in meeting the KM needs of
the Global WASH Cluster

and recommend if it can be used, for what,
and/or other recomme
ndations of how to support additional uncovered
KM needs through a webplatform

March or
before


March or
before

3.

Identification of Potential Partnerships to support KM for WASH

a)

Support the KM Specialist in the identification of and possible roles of
potent
ial partners

March or
before

4.

Concept Design and Implementation of the WASH Cluster
Webplatform

a)

With
the KM Specialist and results of consultations,
develop a
ToR/capability of the WASH Cluster webplatform and propose a phased
approach to reaching this

b)

Pr
opose

a design for the WASH Cluster webplatform

for review by a
Steering Group

(with input from KM Specialist /consultation results)

c)

Implement

the webplatform to basic functionality and the existing Global
WASH Cluster tools and resources

d)

Develop a brief g
uidance manual on the functionality
and how to use
the
webplatform

for non web specialists (‘Cluster Webplatform for
Dummies’)
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Global
WASH Cluster




8

5.

Outputs/Deliverables/ Es
timated Costs


Outputs/Deliverables/Estimated Costs


Knowledge Management Component

1.

Brief inception report to propose exact methodology/timetable

2.

Summary Report of Findings and Learning of Existing KM in
and around the WASH Sector

3.

Interview Questions &
Online survey questions for Consultation

4.

Interviews and brief notes on interviews

5.

Overview of Online Responses;

Summary Report of Findings of Consultations,
Recommendations, Challenges

6.

Outline KM Strategy; Draft KM Strategy and final KM Strategy
(afte
r review)

7.

Summary report of direction of potential partnerships and role of
partners (including summary notes on interviews with potential
partners)

8.

Input to ToR/Capability of Global WASH Cluster Webplatform



Outputs/Deliverables/Estimated Costs


Web/
Design Component

1.

Input to brief inception report to propose exact
methodology/timetable

2.

Online Survey implemented and results collated into written
report; brief guide on setting up an online survey

3.

Written contribution into summary Report of Findings a
nd
Learning of Existing KM in and around the WASH Sector*

4.

Written input for (i) Outline KM Strategy and (ii) Draft KM
Strategy*

5.

Report on Assessment of Oneresponse.info webplatform to
meet needs of WASH Cluster

6.

Written input to identification of poten
tial Partners and their
proposed roles*

7.

Develop ToR/Capability of Global WASH Cluster Webplatform

8.

Proposed and revised design for the Global WASH Cluster
Webplatform

9.

Manual for the GWC Webplatform for non
-
web specialists

* or verbal dependant on agre
ement with KM Specialist



Qualifications or specialized knowledge/ experience required


Knowledge Management Component



Some u
nderstanding
of emergencies context
at field level including understanding the
likely time available for accessing information and

knowledge
both
during and outside of
emergencies
;

Global
WASH Cluster




9



Ability/experience to facilitate peers in an interagency environment and bring about
consensus



Excellent
inter
-
personal
communications, analytical and writing skills
, including
writing
reports
, strategies

and proposals in English;

ability to cold call both in written and verbal
communication



Understanding of
concepts of
knowledge management and knowledge processes such as
organisational learning and development



Willingness and ability to listen to the need
s of others; team player as well as an ability to
work independently



A
n appreciation of the capabilities and limitations of information

technology



High de
gree of focus on user needs and working with groups to understand (and help them
understand) their nee
ds



Excellent problem solving skills; analytical with research skills



F
amiliarity with
humanitarian organizations
/global WASH a
gencies

useful


Web Component



Strong IT and database skills preferably with experience with database and website
management as wel
l as an appreciation of the capabilities and limitations of information
technology
; ability to select appropriate platform and develop/design a site to match
realities of WASH field users



Experien
ce of design of webplatforms and working with clients to hel
p them understand
their own
user
needs (as opposed to desires)



The ability to manage/maintain knowledge and information via databases and web
-
based
services



High degree of focus on user needs and the ability to pay strong attention to detail.



Ability to ex
plain and discuss webplatform capacities in a non technical way



Good inter
-
personal
communications



Degree level of education and preferably a masters

or significant experience in
a related
field management




Good command of
English
both verbally as well as
in
writing



Interested parties for one or both components of work should send their estimate of time for each
component of activities by Section (4), CV, availability, rates and a short note to explain the relevance
of their experience to the component of

work required by Thursday 10 December, 2009 to
jmccluskey@unicef.org


Where interest is indicated in one component, the availability of consultants for the second component
may affect assessments.


For further
information, please contact jmccluskey@unicef.org

Global
WASH Cluster




10


Annex 1


Themes for WASH
Searches on a
Webplatform


Translated Materials


Cluster Evaluation


Technical

Guidance


Preparedness

Tools



Human Rights WASH


Training



Share experiences


Advocacy


Cluster Coordination

Cross
-
Cutting Issues
Guidance


Best Practice



Needs Assessment


Floods


H
ygiene
P
romotion


Updates

Support/Tools in
Emergency


Cholera


Help

WASH Cluster reviews at country level

Technical/Learning Floods

Perfo
rmance Tool

WASH Programming

/

Incorporating CCI’s

Workshop based

Cluster Lessons

Materials to run
your own

E
-
Learning

Floods

Capacity Mapping

Roster

Visual Aids

RRT

Stockpile

IM

HP

WCC

Urban

Rural

Technical Cluster

Ask any question

Access to
Technical
Guidance

Share Experts

Rural

Urban

Urban

Rural

Topics

Guidance

Hygiene NFIs

Tools

Training


Vacancies

Materials