Embedding

Knowledge
Management in the
ASEAN workshop
report

Fatema Rajabali, Duncan Edwards and Yasotha Kunaratnam

Institute of Development Studies
November 2013

Content
Acronyms
Executive Summary
Background to the Workshop
Workshop format
Day One:
Introduction to the workshop
What do we mean by knowledge management (KM) and knowledge sharing
(KS)?
Sharing KM/KS initiatives
Mapping AFCC Network
Challenges and Opportunities
How can we build on opportunities?
Reflections

3
4
6
7

8
8
10
15
16
17
20

Day Two:
AFCC communication channels/tools
Communication and knowledge sharing priorities for the AFCC Network
Action points for the AFCC Network
Next Steps
Conclusion

21
22
29
31
31

Appendix 1 List of Workshop Participants

Appendix 2 Workshop agenda
Appendix 3 Workshop agenda with facilitators notes

32
38
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

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 workshop 1. 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.

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 (ARKNFCC)
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 (ASEANWEN 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.

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 cooperation 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

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:

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

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
(ATWGARD)

Working

Group

on

Agricultural

Research

&

Development

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)

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-andclimate-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, LandUse 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:

Type of knowledge
and information shared
Research findings:

Who for?
Scholars
Policy makers

Climate change
Natural resources (forestry)
Agriculture
Environment
Wildlife consumption and trade
Case studies and/or
Experiences
Good agricultural practices
(GAP)

Seascapes
MPA
EAFM
CCA
Threatened species

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

Model law enforcement

Reports

How shared?

Funding donors
Government agencies

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

Maps:
Vulnerability map
Interdiction/seizure/arrests
CT atlas
Experts profile
Law enforcement information

Policymakers
stakeholders

Community of Practice
(CoP)
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 participants 2. 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:

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

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

Collaboration

Face-to-face
Wikis
Google docs
Skype
MS Word
Writeshop
(face-to-face)
Confluence
Share point
Storify
Facebook
Google
hangouts
Moodle

Engagement

Face-to-face
Skype
Teleconferen
cing
Ediscussions
Write ups
Blogs
Online
communities
Twitter
Webinars

Storing/ capturing
information

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.

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-climatechange-6515114
IDS also shared lessons learned in facilitating global networks using multiple tools e.g.
the Knowledge Brokers Forum www.knowledgebrokersforum.org and hosting crosssectoral 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.

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

Share and exchange

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

Action points

Lead

Map inventory of institutions, initiatives

and datasets and assess current state
and potential.

AFCC management
team

Mapping should include ASEAN

secretariat, AFCC management team
and potential external partners like
FAO.
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.
Explore synergies and links between
ASFN, AFSIS and CHM.

Ms. Pouchamarn will

take this forward

Develop a concept note.

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

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

developed at different stages.

Ongoing
communications
between AFCC
working groups and
member states

Other action points

included:
Promoting AFCC
visibility

Promoting AFCC
visibility

Focus on commonality
within diversity of
issues

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.
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.

ASEC + AFCC
management team

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

ASEC

AFCC management
team

AFCC management
team to lead collaborate with WGs

AFCC management
team

Partnership
opportunities
General

General

General

General

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.
Immediate action: the findings in the
report will be shared with working
group chairpersons.
AFCC management team will consult
POCS about AFCC webpage. The
AFCC management team will consult
working groups on design and content
of the page.
GAP-CC will continue to financially
support the CHM. Laos will share data
on forestry, fisheries and livestock to
add to the CHM.
Consult CHM technician to add food
security and other thematic content on
the CHM, with support from GAP-CC.
Full time KM officer to be recruited for
the CHM.

ASEC

GAP-CC
Laos representative
Mr. Vong
Dr. Kinnalone
GAP-CC

ASEC

ASEAN secretariat needs to send a

request to the GAP-CC.

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: amrannissa@yahoo.com / nissa.nada@gmail.com
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: ptvkivor@yahoo.com
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 : kinnalone.ph@gmail.com
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

E-mail: xuanhuongmonre@gmail.com; huong.doan74@gmail.com

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: nurmasripatin@ymail.com /nurmasripatin@gmail.com
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: chanthetthannarak@yahoo.com
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: puadisak@gmail.com
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

Email luckymegy@yahoo.com
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: myriam.fernando@giz.de
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: agus.suratno@giz.de
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: dada.bacudo@gmail.com
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: yogi.purnami@giz.de
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

E: ivonny.ndaparoka@giz.de
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: doriscapistrano@yahoo.com
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: sagita.arhidani@asfnsec.org
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: patti.rahmi@asfnsec.org
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: ria.susilawati@asfnsec.org

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: chrisgel@asean-wen.org, arcibaldcruz@gmail.com
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: mvt@agri.searca.org
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: pham.minh@asean.org
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-: pouchamarn.w@asean.org
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: amalia.agustina@asean.org
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: aniq.fadhillah@asean.org
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: natalia@asean.org
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: sopheary.ou@asean.org
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: hasduna@asean.org
Facilitators
27. Ms. Fatema Rajabali
Climate Change Convenor
Institute of Development Studies (IDS)
E: f.rajabali@ids.ac.uk
28. Ms. Yasotha Kunaratnam
Network & Partnerships Convenor
Institute of Development Studies (IDS)
E: y.kunaratnam@ids.ac.uk
29. Mr. Duncan Edwards
Information Systems Innovation Manager
Institute of Development Studies (IDS)
E: duncan.edwards@ids.ac.uk

Appendix Two
Workshop Agenda & Programme 3
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.

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.
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

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