Information and Knowledge Management Program (IKMP)

1. Information and Knowledge Management Program (IKMP)

2. MISSION • To facilitate access and usage of the information and knowledge by MI staff and external stakeholders • To promote capacity building programs for regional cooperation and integration.

3. Product & Service Service 1. Instructional Media Services Website Intranet E-Office Shared Folders GMS info 2. GMS Resource Center 3. Alumni and Consultant Database 4. E-Learning 5. Audio Visual & information Technology 6. E-mail 7. Google application

4. IKMP OIC IKMP Staff Responsibilities Web site, intranet , E-office, email, Google application IT & Audio visual GMS Resource Center, Alumni & consultant DB , GMS Info, MI FB GMS Resource Center Officer Wuttipong Narathip IKMP Officer Supaphan IT Officer IT Officer Yupawadee

5. 1. Instructional Media Service 1 Website http://www.mekonginstitute.org To communicate with existing stakeholder, potential donor to let them know what we’re doing, what’s new and what we’re keeping thing up to date

6. 2.Intranet 10.118.1.253 • Focal point of internal communication to facilitate working in groups during learning • programs • Provide data sharing in virtual disk to help participants keep their files and folders • organized

7. 1. Instructional Media Service 3.E-Office http://10.118.1.249/ • Only Firefox and Chrome are supported this app. • Provide technology to ultimate organization in web-based system • The system consist of 9 modules: Personal Information, Personal and shared • calendar, Announcement, Project Management, E-Document, Web board and Leave Request • NO programming knowledge or special system skills to use • ONLY LEAVE REQUEST is available

8. 1. Instructional Media Service 4. Repository System (Shared Folders) Store Retrieve/access Share • Facilitate better access to MI document by • Offer “individuals” and "network” storage" for central repository system, personal backup, file access, or file distribution within the organization. • Provide access to the organization's internal network over the internet in a secure manner. • Upload files and share them publicly by password protected

9. 5. GMS Resource Center • Support MI as learning center • Collections of books, journal, printed matters related to GMS development & cooperation, Off-campus materials (ADB , IMF) and MI research working paper series / journal • GMS publication in common room 2nd and 3 rd fl., • GMS Learning Corners in MI building • Effective Regional Cooperation • Rural Development and Project Management • Leadership and Good Governance • Trade and Investment Facilitation

10. 6. Alumni Database 1997-Now: More than 3,800 alumni • To keep updated information of MI Alumni for any further use (Alumni • Management using by MI staff) • To keep further communication among fellow alumni and MI (Sending news, • report….etc, ) • To bring others stakeholders to get access to MI alumni profile

11. 7. Consultant Database L:\IKMP\Consultant_Database To keep updated information of MI consultants and key resource person for supporting the MI learning program and other related project.

12. 8.GMS info • Provide access to categorized information about regional cooperation and integration, • rural development, trade facilitation and human migration in the GMS

13. 9. E-Learning • To facilitate learning by using online technology • Proposed e-learning project on Project Management

14. 10. Audio Visual & information Technology • Provide IT services to learning programs and MI staff • Audio visual facilities in conference room • Internet access, Network connection (LAN/wireless) • Shared Folders • Accommodation rooms computer

15. To Request IT Service

17. To Set up/Choose Wireless Network Connection • For Staff : MI Net Office, Password : ab88776655

18. To Check E-mail , access E-office etc.

19. 11. E-mail URL: mail.mekonginstitute.org mekong123

20. E-mail URL: google.com salita@mekonginstitute.org mekong123

21. E-mail Use same account for various tools/applications Aryuwath Pratumsa  email: aryuwath@mekonginstitute.org Hav Kongngy email: kongngy@mekonginstitute.org Yupaporn Siribut email: yupaporn@mekonginstitute.org Myo Myo Hlaing email: myo@mekonginstitute.org Ra Chanroat email: chanroat@mekonginstitute.org Chan Sereiratha email: ratha@mekonginstitute.org Sweety Soe Nyo Nyo email: sweety@mekonginstitute.org Khin Swe-oo email: khin@mekonginstitute.org Password: mekong123

22. To change password

23. Group e-mail All MI staff all@mekonginstitute.org Finance and Admin staff fad@mekonginstitute.org IKMP staff ikmp@mekonginstitute.org PPD staff ppd@@mekonginstitute.org RDMP staff rdmp@mekonginstitute.org TF & HM staff tfhm@mekonginstitute.org

24. Shared calendar and documents • MI Activities, Official holiday, Director’ schedule has already shared to staff

25. To Access E-office E-Office URL: http://10.118.1.249/ mekong123

26. To Access Shared Folders salita mekong123

27. Shared Folders and E-office Guidelines L:\IKMP\IKMP Guideline

28. Other Google application

29. Mekong Institute Knowledge Repository System

30. It is known as “The Shared Folders”

31. Knowledge Repository System • Background • A large number of documents • No have decentralized way to manage them

32. Knowledge Repository System What is repository system? It is an application that provide central knowledge repository system that organizes and categorizes Mekong Institute’s collection in electronic format such as training materials, samples, essential documents etc. for specific corporate functions within an organization

33. Objective Store Retrieve/access Share • Facilitate better access to MI documents by • Offer “individuals” and "network” storage" for central repository system and personal backup. • Provide accessto the organization's internal network over the internet in a secure manner. • Upload files and share them publicly by password protected

34. MI Document Sharing • HR and Admin forms, personnel and Admin policies, • Finance,internal and external budgets, Financial • policies, • Standard formats (proposals, program reports, back-to-office report, sample documents • M & E questionnaires, • Charters, MOUs, Contracts • Program Materials (training packets, report)

35. Documents can be any type of electronic format or file that accessible by all staff from their computer (Intranet based) What is the type of documents?

36. Present • Folder hierarchical based Interface

37. Interface • 2012 Plan • Web browser-based • The information can be searched and easily retrieved. • Manage metadata for documents. • Ensure the consistency workflows on how documents • are handled.

38. Permission

39. K: Training Materials Since 1996, over 160 training program have been conducted. • Training material of each learning program are necessary to support internal use for learning program and MI staff • Classified by year

40. Files and folders Naming • Short, but meaningful • Only use the lowercase characters [a-z], the numbers [0-9] • Avoid special character in file and folder names wherever possible. In particular , colons (:),Slashes (/), periods (.) and apostrophes (‘), sharp (#) • Use underscores ( _ ) in place of spaces • File names should not be more than 31 characters long • Special characters in file or folder names may prevent burning CD • If you have encounter problem with long filenames, rename them with shorter name.

41. Files and folders Naming Schedule day1.docx  schedule_day1.docx  Insert%20Vientiane%20Times%ad%20for2MI%20director[1].docx  *Retainconsistency file/folders naming habits is much appreciated.

42. Knowledge Repository System Wisdom Knowledge Information Data Actions taken today will protect the future value of information