C@ribNET Communitiesto support CARICOMCLUSTERSBarbados October 10-11th 2013

Presentation by Yacine Khelladi, team leader ofACP CONNECT PROJECT No. 2012/305814 "KNOWLEDGE MANAGEMENT FRAMEWORK

AND RELATED SERVICES FOR THE CARIBBEAN KNOWLEDGE AND LEARNINGNETWORK"

Project financed byEuropean Union under the

ACP Connect Programimplemented by

Astec Global ICT Consortium

Objectives of the workshop To inform CARICOM Agencies on the benefits of establishing a

Community of Practice as the operating principle for functionalcooperation and collaboration amongst the regional agenciesusing C@ribNET

To review the functionalities and tools available on theC@ribNET portal, to discuss and learn how to use them to enableand facilitate functional cooperation among agencies

To identify the processes, roles and responsibilities of eachagency in support of the efficient operation of a CARICOMAgency Community of Practice supported by C@ribNET

Develop a road map for bringing the CARICOM Agencies Clusters/ Community of Practice into being.

Today’s Menu

What are the CoPs How virtual CoP they can support clusters

strategic objectives (i.e effective intra-CARICOMagencies collaboration)

What tools are available on the C@ribNet portal What can the clusters we use them for How clusters should be organised and work Hands on training Some Tips and tools for facilitators Support and follow up

About communitiesof Practice

Source http://softjoe.com/collaboration-groups-where-it-all-happens/

communities

Nothing new. Just E-enabled

Forums or communities

Source www.semantix.co.uk

Source jarche.com

what is a CoP

Source www.semantix.co.uk

Wikipedia

People with Shared interest gather Want to Gain knowledge Start share Information, experience, Cooperate, help/influence each other Build trust and then enables collaboration

Source www.wikipedia.org

Source H809 – Online communities – Jones & Preece (A7.6)

COP vs. working group

Long – term, nopre-engineeredend

Fixed ends whenprojectdeliverables havebeenaccomplished

As long as it addsvalue to thebusiness and itsmembers

Time scale

Links made basedon needs of theindividual

Constant for afixed period

Semi - permanentMembership

Interpersonalacquaintances

Commitment togoal

Commonapplication of askill

Connections

Extent ofrelationships

Assigned projectcharter

Knowledge domainBoundary

Communicationflows

Accomplishspecific task

LearningSharingCreatingKnowledge

Purpose

Informal networksProject TeamsCommunity ofPractice

Source semantix.co.uk

Knowledge building

Source http://convcme.wordpress.com

COP value

Processes facilitated

Cop infrastructure: source E.Wenger

Source IBM rational edge

Existing CoPs

COLLABORATION & COMMUNITIES MAP

Examples of Redclara activecommunities of practice

Microorganisms, Agriculture and Food(MAYA).

Biotechnology. Tropical Diseases. (In conjunction with

IDB Project). Health Research and Education. Education. Repositories. Digital Libraries.

FP7 Communities

Integrated Coastal Management in theSouthern Cone (South MCI).

Gamma Radiation Observatory (LAGO).Astronomy

Nanotechnology Society. (RELANS). Computational Grids (In conjunction with

the GISELA Project)

EXISTING Caribbean CoPs(not on C@ribNET)

Fisheries Sustainable Agriculture Disaster Mitigation and Recovery Libraries HIV/AIDS; Diabetes; Seismic studies Poverty Reduction Maroon Heritage

Research projects communities

Place: fullcircle.com

C@ribNET,CARICOM's clustersnew virtual home

C@ribNET Communities: welcometo your Cluster home

C@ribNET is many things

Peoplecollaborating

(organised in communities)--------------------------Services and Tools

(accesioble via portal)----------------------------------------------

Connectivity research e-infrastructure(advanced high speed/quality network

+ internet gateway)

Need more $$

ComplexityAdded value

impact

(Always think layers)

C@ribNet Portal

Accessible both via Internet and C@ribNet e-infrastructure

C@ribNET portal vs Facebook, LinkedIN,Googlegroups or circles, yahoogroups,dgroups.org

Build, hosted and adapted from Redclara LACportal (robust, interoperable, widely used andtested)

apps and services included, support, worldwideinterconnected (GEANT, etc),

Designed for high level research and projectcollaboration

C@ribNet Portal (2)

Work in progress, 95% ready now .. stilltranslating few things from Spanish andadapting services. (Still few RedClara mentions)

Connect to tools services and apps from severalservers

unique authentication system Distributedauthentication (upcoming)

Upcoming Look and feel will be more C@ribNET(less CKLN brand) - C@ribNET.org friendlyURLs.

Portal Demo

Quick tour of the www.caribnet.org Play 4 videos

Wiki Large File transfer SIVIC Video Conf VC expresso (Carib Café VC)

C@ribNET portalServices Community tools Internal Forums / bulletins / blogs Multimedia sharing (pics, videos) Community WIKI (to organise cluster

information links, docs etc) Desktop / Web Videoconference Video conference event organiser

(for full H323 / polycom VC and Web VC) E-LMS (upcoming TTREN ) Large File Transfer Video on Demand Search engine Etc.

Communities format

Thematic or project oriented Can be public or private (content and publishing

for member only) Created instantly (without moderation) As many as you need (but avoid too many) Membership can be open or by invitation only Tools /content are particular to each community

(wiki, VC room, discussion, events, albums, etc) Admin / ownership rigths can be shared and

delegated

Private communities on C@ribNet

Planning for theCaricom clustercommunities

CARICOM clusters

CKLNA, CBU, CTU and CARICAD;CCS (Chair)

(i) ICT Cluster

Caribbean Export, CCCCC, CDF, CTO, CDB, UWI and CCJCCS (Chair)

(i) Economic Integration and Development Cluster

CLIC, CROSQ, OCCBA, CCS, CCC and CCJ;CARICAD

(i) Governance and Regulatory Matters Cluster

UWI and CCCCC;CCS (Chair)

(i) Energy Security and Sustainability Cluster

UWI, CLIC, UG, CARDI, CKLNA, CARICAD, CIMH and CROSQCXC (Chair),

(i) Sectoral Cluster of HumResource Development

CCCCC, CCS, CASSOS, CARDI, CARPHA, CIMH, CMO, CRFF, UG, CTO, CARICAD, CRFM and UWI;CDEM(Chair)

(i) Environment and Disaster Risk Management Cluster

CTU, CROSQ, CMO, CASSOS, CDEMA, CAREC, CARPHA, CTO, IMPACS and CaribbeExportCCS (Chair),

(i) Transport Cluster

CCS, CDEMA, CASSOS, RSS and CAREC;IMPACS (Chair),

(i) Security Cluster

CRFM, CFNI, CCS, UG, UWI, CIMH, CDEMA, IMPACS and CCCCC;CARDI (Chair)

(i) Agriculture and Food and Nutrition Cluster

CCS, CARPHA, UWI, CARDI, CMO and CCCCC;CIMH (Chair)

(i) Water Cluster

What can a Cluster can do onC@ribNET portal Organise and share its collective knowledge in a shared library

(links, documents, text, references) Organise knowledge sharing events (include non members, held

webinars broadcast conferences ) Articulate working groups and inter-institutional projects coordination

or activities (using VC + Forums + Wiki) Conduct distance Training (using e-LMS, VC and Webinars in VC

express) Share and disseminate bulletins / newsletters etc Share multimedia material as videos, pictures, large files Develop proposal, publications, declarations, recommendations in

Collective editing mode of documents (using wiki) Organise a mutual support system (forums, VC) and feed a

knowledge base and FAQ (open the wiki) Etc (be creative)

Cluster working groups andpresentations

Cluster Aims / objectives Expected outcomes Cluster activities Cluster roles / responsibilities How you see that the portal tools can

support this Present and amend

Cluster Chair: facilitators

Convener and coordinator of cluster online activities Manages membership and online community content Facilitator of processes and discussion Wiki maintenance / updates, Calls for regular meetings, establishing work plan (i.e

design a project, documents) project coordination All this can be delegated but recommended that

committed chair allocates few hours of its own staffweekly working times for this

Hands on workshop objectives

Everyone is registered All cluster communities created Members joined or invited their cluster One event created (web based VC call) per

cluster Wiki presentation of the cluster All joined Caricom CoP training community All have tips on how to moderate and facilitate

Clusters CoP

Hands on training

(mentored introduction toC@ribNET portal)

Hands on workshop objectives

Everyone is registered All participants have joined Caricom CoP training

community Most cluster communities created by chairs Members joined or invited their cluster One event created (web based VC call) per cluster Prepare in the Wiki a presentation of the cluster Get tips on how to moderate and facilitate Clusters CoP

Registering

www.caribnet.org Personal but related to Institution (authentication, use

mail @ your-domain-name) We will add roles/functions Your profile, news feed, contacts, email preferences Upload a nice picture (makes a big difference) CKLN (soon C@ribNET is your default group) Go ahead; Create a community (cluster or of your

interest)

Tips if you get an error (while we fix thelast bugs)

if you get a Spanish screen or acertificate/login errors: (1) reload (should be back to English), if not

solved (2) go back to www.caribnet.org

(if you registered long time ago before august 2013you may also want to delete your cookies)

Join the Caricom CoP trainingcommunityCKLN portal support team will here Share videos and training material Tutorials on how to facilitate working groups and

Cops Provide supports (forums) and have answers

kept in a FAQ Online interaction / mentoring We will create a new group for chairs/facilitators

only

Tips for managing acommunity

Community lifecycle

Source www.scotland.gov.uk

Source shannonswenson.com

Fever bee cycle

Source FeverBee Ning.com webinars

Source www.aadnc-aandc.gc.ca

Participants

Source jaycollier.net

Success factors

What makes a successful CoP? Clear objectives and purpose – and life timeline Maintaining a safe and sustainable environment

(noise over information ratio) knowing the needs and capacities of

participants having a clear plan with activities to meet these

needs Keep a committed core group of active

participants motivated As possible have face-to-face and online

activities All this need a good, active facilitation

What can you accomplish in one week?Start a

discussion

Upload adocument

Read a forumpost

Read adocument

Read a wiki

Read a blog

Respond to aforum

posting

Add an event

Comment ona blog

Contribute toa wiki

Write a blog

Be acommunity

member

Facilitate acommunity

Upload adocument

Read a forumpost

Add an event

Upload adocument

Read a forumpost

Comment ona blog

Add an event

Upload adocument

Read a forumpost

Read a wiki

Comment ona blog

Add an event

Upload adocument

Read a forumpost

Read a blog

Read a wiki

Comment ona blog

Add an event

Upload adocument

Read a forumpost

Read adocument

Read a blog

Read a wiki

Comment ona blog

Add an event

Upload adocument

Read a forumpost

Contribute toa wiki

Read adocument

Read a blog

Read a wiki

Comment ona blog

Add an event

Upload adocument

Read a forumpost

Write a blog

Contribute toa wiki

Read adocument

Read a blog

Read a wiki

Comment ona blog

Add an event

Upload adocument

Read a forumpost

Respond to aforum

posting

Write a blog

Contribute toa wiki

Read adocument

Read a blog

Read a wiki

Comment ona blog

Add an event

Upload adocument

Read a forumpost

You need a plan

Facilitate successful e-discution

Facilitation

CARICOM clusters

CCS, CKLNA, CBU, CTU and CARICAD;CCS

(i) ICT Cluster

CaribbeExport, CCCCC, CCS, CDF, CTO, CDB, UWI and CCJCCS

(i) Economic Integration and Development Cluster

CLIC, CROSQ, OCCBA, CCS, CCC and CCJ;CARICAD (Chair)

(i) Governance and Regulatory Matters Cluster

UWI and CCCCC;CCS (Chair)

(i) Energy Security and Sustainability Cluster

UWI, CLIC, UG, CARDI, CKLNA, CARICAD, CIMH and CROSQCXC (Chair),

(i) Sectoral Cluster of HumResource Development

CCCCC, CCS, CASSOS, CARDI, CARPHA, CIMH, CMO, CRFF, UG, CTO, CARICAD, CRFM and UWI;CDEM(Chair)

(i) Environment and Disaster Risk Management Cluster

CTU, CROSQ, CMO, CASSOS, CDEMA, CAREC, CARPHA, CTO, IMPACS and CaribbeExportCCS (Chair),

(i) Transport Cluster

CCS, CDEMA, CASSOS, RSS and CAREC;IMPACS (Chair),

(i) Security Cluster

CRFM, CFNI, CCS, UG, UWI, CIMH, CDEMA, IMPACS and CCCCC;CARDI (Chair)

(i) Agriculture and Food and Nutrition Cluster

CCS, CARPHA, UWI, CARDI, CMO and CCCCC;CIMH (Chair)

(i) Water Cluster

Communities management options

Moderation (pre / post), maintenance (fire-fighterand doorman)

Animation (feed in information focused thematicitems)

Facilitation (to achieve concrete time-boundcollective outcomes)

Facilitators’ (Coordinators,Moderators) responsibilitiesFacilitation and Coordination of a CoP includes:

Moderation (includes user management and data flow)

monitoring activity

encouraging participation (facilitation techniques)

producing an action plan

reporting CoP activity – metrics, evaluations

monitoring success criteria and impact

managing CoP events

Cluster Chair / facilitators role

Convener and coordinator of cluster online activities Manages membership and online community content Facilitator of processes and discussion Wiki maintenance / updates, Calls for regular meetings, establishing work plan (i.e

design a project, documents) project coordination All this can be delegated but recommended that

committed chair allocates few hours of its own staffweekly working times for this.

My tips for CoI / CoP moderationand facilitation Have all participants introduce themselves Moderate the pace of discussion, give everyone a

chance to speak or contribute Keep focused on you theme Make it relevant: disseminate permanently observatory,

news, announcements Short reading summaries, split long documents Ensure quick wins, but concrete steps – systematize

collective achievements Organize knowledge (library, links, FAQ, easy search) Agree on decision making mechanism and reply for

decision deadlines.

Thank you

Contact me via C@ribNET portal(add me as a contact)or email: yacine@yacine.net