Information and Knowledge Management: Importance and proposals for improvement

1. Information and Knowledge Management: Importance and proposals for improvement Dr Heidi Snyman, Water Research Commission MP Nepfumbada, Dept of Water Affairs • 18-19 Nov 2009 • Water Sector Leadership Group

2. Effective Management of the Knowledge Cycle Impact Monitoring Intervention Adapted from :MP Nepfumbada (2009)

3. Importance of effective knowledge management in the water sector • The water sector is exceptionally rich in information. • Each of the role players has vast institutional and individual data sets, information and other knowledge products. • The ability of a nation to absorb and apply knowledge is fundamental for a country’s growth in the global economy. • It is critical for institutions and individuals to acquire, create, disseminate, and use knowledge more effectively to achieve optimal productivity and hence accelerate economic and social development.

4. Importance of effective knowledge management in the water sector In order for the South African Water Sector to achieve this, we need to: • Improve knowledge, information and data sharing • Create closer links between knowledge rich institutions • Centralise or enhance access to data for further “mining” and interpretation • Develop mechanisms to enhance the flow of information in and between institutions

5. Improving National Water Information and Data Management: A Sector Initiative Recognizing that there are shortcomings (in some cases major gaps) in data and information management, the DWE, WRC and WIN-SA organized a workshop on 2 Sept 2009 to: • Establish the sector knowledge and information requirements • Establish the sector requirements regarding monitoring and other data such as water balance data • To develop the terms of reference on the way forward for knowledge sharing and data management • Establish a National Water Knowledge Reference Group tasked to steer the implementation of National Water Information and Data Management strategy.

6. Sector representation (> 50 participants) • SALGA • eWQMS • Chamber of Mines • SAICE • WISA • eWISA • TCTA • Dept of Social Dev • IMESA • P-Systems • DWA – Water services and water resources • WRC • WIN-SA • SASOL • BUSA • SAEON • NRF • DBSA • ESKOM

7. Summary of the outcome and recommendations • The group recognised that some of the sector role players were not present and these need to brought on board as soon as possible. • The sector identified gaps in data and information management that need to be addressed. These include: • The long term requirements for hydrological data is not addressed adequately. • Long term needs are not addressed and therefore a lack of well planned monitoring plans • Data that is collected is not readily accessible • Not realizing the value of data for other purposes other than own and not centralizing it to make it available • It is not only data accessibility but also the quality, incompleteness, reliability and lack of spatial representatively of data

8. Gaps (continued) • Users often have to purchase data that has been collected using public money- resulting in researchers using old information • Problems related to rainfall data input and rainfall data management • Different institutions have different mandates which are not optimized. Data scale and compatibility is therefore problematic • Concern over duplication and data quality related to services information and data: National government, researchers and consultants rely on data from WSP and WSA . • A serious concern related to the allocation of resources to sustain good monitoring (short to long term) and data management. IT budgeting is a challenge – should be in the order of 10% a knowledge rich environment such as the water sector. • Lack of data stewardship and clear communication thereof • Metadata at country level is poor • Lack of common data/information repository • Verification not done at correct level • Inconsistent data collection and data verification needs improvemeny

9. Gaps continued – knowledge management • The sector identified gaps in information and knowledge management that need to be addressed. These include: • Access to information (books and reports) as well as where these knowledge products are located. • Packaging of information • Loss of old material that was not electronic. • Gap between water science and application i.e.information not well communicated to the citizens. Poor information uptake • Fragmentation of research topics ( different organizations doing the same research) leading to waste of resources • Transfer of knowledge and skills development. Capturing of tacit of knowledge and ageing of researchers. • Losing institutional memory • Availability of data/ information in time • Encourage the culture of sharing • Technical products must be repackaged to enable decision makers to take proper decisions • Use of various and correct media to disseminate knowledge

10. Proposed way forward • It is clear that the are sector requires intervention and more resources to manage our data and information better. • The following was proposed: • A task team consisting of DWAF, WRC and one representative of the WSLG (BUSA representative) was nominated to oversee the development and implementation of a comprehensive strategy to: • Improve knowledge, information and data collection, management and sharing • Create closer links between knowledge rich institutions • Centralise or enhance access to data for further “mining” and interpretation • Develop mechanisms to enhance the flow of information in and between institutions • Present the initiative and challenges to the WSLG and request commitment from the sector leadership to improve data and information management in the sector • Feedback to the sector in Feb 2010

11. Thank you for your attention