KENYA FORESTRY RESEARCH INSTITUTE (KEFRI ......KENYA FORESTRY RESEARCH INSTITUTE TITLE: R&D...
Transcript of KENYA FORESTRY RESEARCH INSTITUTE (KEFRI ......KENYA FORESTRY RESEARCH INSTITUTE TITLE: R&D...
KENYA FORESTRY RESEARCH INSTITUTE
(KEFRI) RESEARCH AND DEVELOPMENT PROCEDURES MANUAL
KEFRI/SOP/MR/004
KENYA FORESTRY RESEARCH INSTITUTE TITLE: R&D PROCEDURES MANUAL REFERENCE: KEFRI/SOP/MR/004 ISSUE DATE:
TABLE OF CONTENT Procedure Number 1: Research and Development of Forest Technologies ................................................................................................................ 3 Procedure Number 2: Resource Mobilization ................................................................................................................ 6 Procedure Number 3: Partnerships ................................................................................................................ 8 Procedure Number 4: Knowledge Management .............................................................................................................. 10 Procedure Number 5: Laboratory Coordination.Error! Bookmark not defined.
Procedure Number 6: Seed management…………………………………………....…17
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KENYA FORESTRY RESEARCH INSTITUTE
TITLE: R&D PROCEDURES MANUAL
REFERENCE: KEFRI/SOP/MR/004 ISSUE DATE:
Procedure Number 1: Research and Development of Forest Technologies
1.0 GENERAL
1.1 PURPOSE
The purpose of this procedure is to ensure effective and efficient
development of forest technologies. 1.2 SCOPE
This procedure shall cover all research activities that are geared
towards development of forest technologies. 1.3 REFERENCE
a) KEFRI Strategic Plan 2013-2018
b) KEFRI annual performance contracts
c) ISO 9001:2008
d) Standards Act Cap 496
1.4 TERMS, DEFINITIONS AND ACRONYMS
a) Consultative meeting- is a KEFRI management meeting held
annually at the beginning of every year to review performance of
the previous year, set targets and allocate budgets for the year.
b) CRAC- Centre Research Advisory Committee
c) SDD R&D-Senior Deputy Director Research and Development
d) DDs- Deputy Directors
e) FPRP- Forest Products Research Program
f) GoK- Government of Kenya
g) KEBS- Kenya Bureau Of Standards
h) PI- Principal Investigator
i) RDs- Regional Directors 1.5 PRINCIPAL RESPONSIBILITY
SDD R&D shall ensure adherence to this procedure.
2.0 STEPS
2.1.1 The SDD R&D through the DD(s) of the respective thematic research
and
development areas shall within the 3rd quarter of every year call for
submission of prioritized stakeholders’ needs in the various thematic
areas. 2.1.2 Upon receipt of the request to submit the needs, the RD(s) shall
constitute
CRAC to identify research problems based on stakeholders’ needs
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TITLE: R&D PROCEDURES MANUAL
REFERENCE: KEFRI/SOP/MR/004 ISSUE DATE:
2.1.3 In identifying the research problems the CRAC shall review;
a) existing projects and proposals
b) stakeholders submissions
2.1.4 After identification of the research problems, the CRAC shall prioritize
them based on;
a) KEFRI strategic plan
b) Budgetary implication 2.1.5 The RDs shall request respective scientists to develop concepts /
proposals, based on prioritized research problems. 2.1.6 The RDs shall submit the concepts/proposals to DD(s) for
consolidation into multidisciplinary research projects. 2.1.7 Upon consolidation, the DD(s) through SDD R&D shall table the
research projects before the Consultative Meeting for review and
recommendation 2.1.8 The SDD R&D shall ensure the DD(s) of the respective thematic
research and development areas address any issues raised in the
consultative meeting 2.1.9 After the consultative meeting, the SDD R&D shall liaise with the
Director to table final proposed research projects to the Board of
Directors for approval and funding through budget. 2.1.10 In the event of any issues raised by the Board, the Director shall
ensure that corrective measures are taken 2.1.11 On approval by the Board, the SDD R&D shall ensure the research
projects are incorporated into the subsequent performance contract
for implementation 2.1.12 The SDD R&D shall ensure the decisions of the Board of
Directors are communicated to research teams for implementation as
per communication procedure. 2.1.13 The SDD R&D shall through the respective DD(s) ensure facilitation of
the
research team with requisite resources to undertake the research
projects under the various thematic research and development areas 2.2 Execution of research
2.2.1 The Principal Investigator in liaison with the respective RD(s) shall
coordinate the research team in validating the research hypothesis.
2.2.2 Upon validating the hypothesis, the research team shall review the
work plan in line with the available resources and assign roles.
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TITLE: R&D PROCEDURES MANUAL
REFERENCE: KEFRI/SOP/MR/004 ISSUE DATE:
2.2.3 Based on the work plan the team shall set up trials /
tests/experiments/studies to confirm the hypothesis. 2.2.4 The team shall manage the trials / test /experiments/studies and
collect data on specified parameters as per the work plan 2.2.5 The team shall analyze the data using the appropriate statistical tools
and procedures 2.2.6 The team shall as per work plan develop and release progress reports
to the respective DD through the RD. 2.2.7 Based on the preliminary results of the analysis, the team shall as
applicable adjust their trials /test/experiments/studies and collect
data and analyze 2.2.8 When the result of the analysis indicate break through the team shall
document the protocols /research note 2.2.9 As applicable the team shall validate or liaise with appropriate
agencies / stakeholders to validate the technologies/ innovations 2.2.10 The team shall review the trials /test /experiments/studies
based on the results of validation and revalidate as necessary 2.2.11 The team shall document the technologies in appropriate media.
These shall include; technical reports, technical & research notes,
guidelines, journal papers, book chapters and Policy briefs. 2.2.12 The research team shall liaise with management for as
applicable; Intellectual Property Rights registration; internal
commercialization or for dissemination as per knowledge management
procedure
3.0 APPLICABLE RECORDS
3.1 Prioritised research projects
3.2 Concepts and proposals 3.3 Work plans
3.4 Technologies developed 3.5 Results of analysis
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KENYA FORESTRY RESEARCH INSTITUTE
TITLE: R&D PROCEDURES MANUAL
REFERENCE: KEFRI/SOP/MR/004 ISSUE DATE:
Procedure Number 2: Resource Mobilization
1.0 GENERAL
1.1 PURPOSE
To ensure sustainable mobilization of adequate resources for meeting
KEFRI mandate. 1.2 SCOPE
This procedure shall be applicable in KEFRI.
1.3 REFERENCE
a) KEFRI Strategic Plan 2013 -2018
b) KEFRI Resource Mobilization Strategy 2014
c) Current Performance Contract
1.4 TERMS, DEFINITIONS AND ACRONYMS
a) DD TSS Deputy Director, Technical Support Services
b) KEFRI- Kenya Forestry Research Institute
c) PI- Principal Investigator / Implementer
d) PRMO - Partnerships & Resource Mobilization Officer
1.5 PRINCIPAL RESPONSIBILITY
The DD-TSS shall have the principal responsibility of implementing
this procedure 2.0 STEPS
2.1 The DD TSS shall ensure preparation of target of money to be raised
through partnership and proposals for adoption by the consultative
meeting. 2.2 In preparing the targets, the PRMO shall consider the anticipated
proposals and partnerships 2.3 The PRMO shall address any issue raised by the consultative meeting
through the DD TSS 2.4 Upon adoption of the targets, the PRMO in liaison with the DD TSS
shall facilitate programmed training of KEFRI staff at all levels in
resource mobilization & management; proposal writing and grant
management as per the training procedure. 2.5 The PRMO in liaison with the Heads of functional units shall
coordinate preparation of respective fund-raising proposals for
identified priority areas
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2.6 The DD TSS shall ensure PRMO participate in lobby meetings with
County Governments and / development partners to present
developed proposals for funding. 2.7 The PRMO shall liaise with DD(s) Thematic areas to register all
Intellectual Properties for diverse technologies developed and
innovated by the institute and maintenance of associated records 2.8 The DD TSS shall ensure publicising of the technical expertise within
KEFRI in offering various consultancy services with an integral aim of
raising funds. 2.9 The DD TSS shall in liaison with the head of finance report on the use
of funds to the funding agencies as per the applicable agreements. 2.10 The DD TSS shall ensure sharing of progress reports with all
collaborators as per the Knowledge Management Procedure
3.0 Applicable Records
3.1 Target of funds to be raised 3.2 Programmed training 3.3 Fund-raising proposals
3.4 Progress reports 3.5 Register of all Intellectual Properties 3.6 Report on use of funds
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KENYA FORESTRY RESEARCH INSTITUTE
TITLE: R&D PROCEDURES MANUAL
REFERENCE: KEFRI/SOP/MR/004 ISSUE DATE:
Procedure Number 3: Partnerships
1.0 GENERAL
1.1 PURPOSE
To ensure sustainable mobilization of adequate resources for meeting
KEFRI mandate 1.2 SCOPE
This procedure shall be applicable in KEFRI
1.3 REFERENCE
a) KEFRI Strategic Plan 2013 -2018
b) KEFRI Resource Mobilization Strategy 2014
c) Current Performance Contract
1.4 TERMS, DEFINITIONS AND ACRONYMS
a) DD TSS- Deputy Director, Technical Support Services
b) KEFRI- Kenya Forestry Research Institute
c) PI- Principal Investigator / Implementer
d) PRMO - Partnerships & Resource Mobilization Officer
1.5 PRINCIPAL RESPONSIBILITY
The DD TSS shall ensure adherence to this procedure
2.0 STEPS
2.1 The DD TSS shall as need arise, coordinate the DDs and RDs to
review and identify areas that would require collaboration with
specified external entities 2.2 Upon review and identification, the PRMO shall ensure preparation of
the applicable negotiation framework 2.3 Based on the negotiation framework, the DDs and RDs shall negotiate
the elements of the partnership and inform the PRMO outcome of the
negotiation for formalization 2.4 The PRMO shall in consultation with partners, DDs and RDs draft
appropriate instruments such as MoA and / MoUs / LoAs to formalize
the partnership. 2. 5 The PRMO shall organize for signing of the MoAs / MoUs/ LoAs by the
concerned parties 2. 6 The PRMO shall maintain a record of all partnership MoAs / MoUs
/LoAs 2. 7 The PRMO shall update KEFRI staff on existing and any new MoAs /
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TITLE: R&D PROCEDURES
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MoUs/ LoAs as per communication procedure
2.8 The PRMO shall annually share results of partnerships with all
collaborators as per the communication procedure 2.9 The DD-TSS shall ensure continual monitoring of the
implementation of partnerships 2.10 The PRMO shall initiate renewal or dis-engagement of the MoAs /
MoUs/LoAs when they fall due or objectives of the partnership have
been achieved.
3.0 Applicable Records(??) 3.1 Applicable negotiation framework 3.2 Fund raising proposals
3.3 Appropriate instruments
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KENYA FORESTRY RESEARCH INSTITUTE
TITLE: R&D PROCEDURES MANUAL
REFERENCE: KEFRI/SOP/MR/004 ISSUE DATE:
Procedure Number 4: Knowledge Management
1.0 GENERAL
1.1 PURPOSE
The purpose of this procedure is to define the steps, controls, and
related responsibilities of all procedures within the Knowledge
Management unit to ensure effective and efficient management of
knowledge in KEFRI. 1.2 SCOPE
This procedure shall be applicable in knowledge management within
KEFRI. 1.3 REFERENCE
a) KEFRI Knowledge Management Strategy (2013-2018)
b) KEFRI Strategic Plan 2013 -2018
c) Current Performance Contract
d) Second Medium Term Plan 2012 - 2017
e) Science Technology and Innovation Act (2013)
1.4 TERMS, DEFINITIONS AND ACRONYMS
a) AAR - After Action Review
b) Data
c) HKM – Head, Knowledge Management
d) Information
e) KEFRI – Kenya Forestry Research Institute
f) Knowledge
g) STI – Science, Technology and Innovation Act 2013
h) Write shop
1.5 PRINCIPAL RESPONSIBILITY
The Head Knowledge Management shall be responsible for ensuring
that this procedure is effectively implemented
KENYA FORESTRY RESEARCH INSTITUTE
TITLE: R&D PROCEDURES MANUAL
REFERENCE: KEFRI/SOP/MR/004 ISSUE DATE:
2.0 STEPS
2.1 General Management
The Knowledge Management System;
2.1.1 Knowledge Creation/Discovery
2.1.1.1 The HKM shall liaise with DDs to identify existing, relevant and
critical knowledge at the beginning of Quarter 1 and Quarter 3
through a Write Shop (See Work Instruction ...)
2.1.1.2 The HKM through the DDs shall put in place mechanisms for creation
of new knowledge at the beginning of Quarter 1 and Quarter 3, (what
mechanisms and how). 2.1.2 Knowledge Capture
2.1.2.1 The HKM shall develop a framework for knowledge capture (when,
how and what framework). 2.1.3 Knowledge Storage
2.1.3.1 The HKM shall ensure that knowledge management systems are
developed and maintained for organizing, accessing and storing of
data and information in liaison with the Head of ICT (cross reference
procedure in ICT systems). 2.1.4 Knowledge Sharing (expound)
2.1.4.1 The HKM shall develop and maintain a framework for dissemination
of knowledge both internally and externally. 2.1.5 Knowledge Transfer
2.1.5.1 The HKM shall develop training curriculum and organize relevant
training programs for application of KEFRI's knowledge (cross
reference to Training Procedure).
Impact of Transferred Knowledge ??
3.0 Applicable Records 3.1 Knowledge Management Policy
3.2 Training Manuals
3.3 Training Curriculum
KENYA FORESTRY RESEARCH INSTITUTE
TITLE: R&D PROCEDURES MANUAL
REFERENCE: KEFRI/SOP/MR/004 ISSUE DATE:
Procedure Number 5: Laboratory Coordination.
1.0 GENERAL
1.1 PURPOSE
The purpose of this procedure is to ensure effective and efficient delivery of
laboratory services to KEFRI and its stakeholders. 1.2 SCOPE
This procedure shall cover all laboratory activities within KEFRI.
1.3 REFERENCE
a) KEFRI Strategic Plan 2013-2018
b) Current KEFRI annual performance contract
c) ISO 9001:2008
d) KEFRI Laboratory Safety Manual
e) KEFRI current service charter
f) OSHA, 2007
g) ISO 17025:2005 General requirements for testing and calibration
1.4 TERMS, DEFINITIONS AND ACRONYMS
a) Client- KEFRI (technical and non-technical functions) and external
customers (organizations / farmers / individuals).
b) Consultative meeting- is a KEFRI management meeting comprising of
Director, SDDs, DDs, and RDs that is held annually at the beginning of
every year to review performance of the previous year, set targets and
allocate budgets for the year.
c) DD-TSS- Deputy Director- Technical Support Services
d) EMS Section Head – An officer who oversees an area of work where there
are significant environmental aspects and has responsibility to ensure
EMS requirements and procedures as applicable to that area are
implemented
e) GoK- Government of Kenya
f) LC- Laboratory Coordinator
g) LH-Laboratory Head
h) OSHA – Occupational Safety and Health Act
i) RD- Regional Director 1.5 PRINCIPAL RESPONSIBILITIES
Laboratory Coordinator shall have the principal responsibility of ensuring
that the procedure is implemented
KENYA FORESTRY RESEARCH INSTITUTE
TITLE: R&D PROCEDURES MANUAL
REFERENCE: KEFRI/SOP/MR/004 ISSUE DATE:
2.0 STEPS
2.1 General
2.1 1 The LC shall in Quarter 4 direct all laboratory heads to prepare estimates of
resources required to implement proposed laboratory activities based on
activities undertaken in the previous financial year. 2.1.2 The LC shall consolidate a comprehensive list of proposed activities and
estimate of requirements and present to the DD-TSS for tabling in the
Consultative Meeting for review and recommendation 2.1.3 In the event for any issues raised at the Consultative Meeting the DD-TSS
shall ensure that corrective measures are taken 2.1.4 The Director shall table final proposed laboratory resource needs to the
Board of Directors for approval and funding through the budget 2.1.5 In the event of any issues raised the Director shall ensure that corrective
measures are taken 2.1.6 Upon approval by the Board, the approved laboratory activities and
budgetary support are incorporated in the subsequent performance
contract for implementation 2.1.7 DD-TSS shall communicate decision of the Board of Directors to LC
through communication procedure 2.1.8 The LC shall communicate the decision of the Board of Directors to LH to
implement laboratory activities in respective labs in all eco-regional
programmes 2.2. Laboratory testing services
2.2.1 The LHs shall ensure any samples for testing received from clients are
handled, stored, retained and disposed in a manner necessary to protect
integrity of the sample item. 2.2.2 All samples received shall be recorded on a sample receipt form F….. Test
items are systematically identified as they are received in the laboratory.
This number shall be maintained all throughout the life of the test item in
the laboratory. 2.2.3. Upon receipt of test items the Laboratory staff shall verify and compare
the test items submitted to the Laboratory operations and test method to
ensure suitability to. 2.2.5 Analysis shall be carried out as per requisite analysis protocols.
KENYA FORESTRY RESEARCH INSTITUTE
TITLE: R&D PROCEDURES
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2.2.6 The LHs shall ensure that all test results are reported to the client
accurately, unambiguous and objectively as defined in the analysis
protocol as per the KEFRI service charter. 2.2.7 Upon successful completion of analysis, the test items shall be stored as
per EMS Work Instruction WI-44.6.3-1 to avoid contamination and shall
be disposed as per EMS Work Instruction WI-44.6.3-2. 2.3 Calibration, maintenance and repair of laboratory equipment.
2.3.1 The LC shall ensure the calibration and maintenance protocol and EMS
procedure for monitoring and measuring environmental characteristics
GP 4.5.1 are implemented and adhered to. 2.3.2 The LHs in consultation with the Instrumentation team shall ensure that
equipment are calibrated as per the calibration schedule and verified
before use. 2.3.3 The LHs shall ensure that equipment in their respective laboratories shall
be maintained as per the calibration and maintenance protocol and
maintenance logs filled and filed. 2.3.4 For Equipment that are broken down, the LHs shall fill the equipment
repair form and forward it to the Instrumentation team who shall then
proceed to procure the repair services as per control of outsourced
services procedure……… 2.3.5 After repair of the broken down equipment, the LHs shall verify functional
and calibration status of the equipment as defined in Original Equipment
Manufacturer (OEM) manual.
2.4 Laboratory Safety.
2.4.1 The LC shall at the beginning of every financial year undertake a KEFRI
safety compliance audit in collaboration with LH
2.4.1 In case of any non compliance, the LC will undertake corrective actions as
necessary 2.4.2 The LHs in consultation with EMR section heads shall identify the
required personal protective equipment and forward the request to RDs 2.4.3 The LC shall ensure that safety is observed at all times in the laboratory
through implementation of Laboratory Safety Manual and EMS
procedures for handling and disposal of waste (OP 44.6.3), handling and
disposal of effluent (OP 44.6.2), handling of radioactive equipment (OP
KENYA FORESTRY RESEARCH INSTITUTE
TITLE: R&D PROCEDURES MANUAL
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44.6.5b), detection and control of radiation emissions (OP 44.6.5a),
emergency and response (GP 4.4.7) and work instructions WI-44.6.3-1
and WI-44.6.3-2. 2.4.4 The EMS section heads in consultation with LHs shall ensure that the
Laboratory safety manual and EMS procedures OP 44.6.3, OP 44.6.2, OP
44.6.5b, OP 44.6.5a, GP 4.4.7 are adhered and their EMS forms filled
appropriately and records kept. 3.0 APPLICABLE RECORDS
a) Laboratory Test Sample Forms …. b) Equipment repair forms
c) Estimates of resources required d) List of proposed activities
KENYA FORESTRY RESEARCH INSTITUTE
TITLE: SEED MANAGEMENT REFERENCE: KEFRI/SOP/MR/004 ISSUE DATE:
PROCEDURE NUMBER 6: SEED MANAGEMENT
1.1 PURPOSE
To ensure that KEFRI shall supply high quality Tree seeds to meet national
and international demands
1.2 SCOPE
This procedure shall apply to all KEFRI staff working in seed collection and
management
1.3 REFERENCES
Tree seed Hand book
ISTA manuals
Tree seed collection and handling: reference manual for
extension agents and farmers
Seed sources list (approved)
1.4 TERMS, DEFINITIONS AND ACRONYMS
DDFPI – Deputy Director Forest Productivity and Improvement
ISTA – International Seed Testing Association
1.5 PRINCIPAL RESPONSIBILITY
GENERAL STEPS
a) Seeds Collection
b) Seed Processing
c) Seed Storage
d) Seed Quality testing
a) Seed collection management
This shall start with the Manager of seed production holding consultative
forum with all foresters within KEFRI to review achievements for previous
year activities and set target for the following financial year
Foresters shall then prepare work plan based on the agreed activities for
their respective regional centers for approval by DDFPI
The manager in liaison with foresters shall ensure that seeds are collected
from identified and approved sources only
DDFPI in liason with the seed manager shall ensure planning for seed
collection, permits issuance for seed sources on private land or in wildlife
areas are obtained from the relevant authorities
The Forester in charge of seed collection shall ensure seed collection and
safety equipment are in good condition
The forester shall conduct a cutting test before every seed collection to
determine the seed maturity and any infection and record the test results
in seed collection report form
Based on the cutting test results the forester shall collect seeds from at
least 30 plus trees to minimize dangers of narrowing down the genetic
variation and maintaining genetic diversity
Seed collection forms shall be filled on the field during seed collection and
seeds labeled appropriately indicating species collected
All collected seeds shall be kept in a temporary store which should be well
ventilated to avoid contamination
2.1 Seed processing
2.1 The manager seed production in liaison with the forester shall ensure that
seeds are processed immediately after collection and dried to avoid seed
deterioration
2.2 Seed processing shall include the following stages
a) Seed extraction
The collected seeds shall be extracted according to species requirements as
per tree seed handbook
b) Seed Drying
Seeds shall be dried according to the species requirements as per tree seed
hand book
c) Seed cleaning
This shall be done to ensure only clean and disease free seeds are stored as
per tree seed handbook
2.2 The seeds processing results shall be recorded in seed handbook form
3.0 Seed storage and testing results
3.1 Processed seeds shall be forwarded by respective forester to seed
distribution and dispatch center and recorded in seed register
3.2 The manager seed enterprise shall ensure that all incoming seeds are
weighed to determine quantities
3.3 The seeds shall be sampled for quality control in the seed laboratories as
provided in the ISTA rules – for moisture control, weight, purity and
germination capacity
3.4 Seeds found not meeting standards shall be referred to seed manager for
correction and corrective action
3.5 Seeds meeting standards shall be kept in the seed store
4.0 Seed quality testing
The manager seed laboratory shall ensure that seed samples are tested and
that International seed testing rules (ISTA) rules are complied with
The Executive Committee having approved the use of this document, I ………………………….…...as the Director do hereby authorize its
use. Signed: ………………………Date ……….