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Use of an ‘Information Needs Assessment Matrix’ as a participatory
method to determine information needs of stakeholders of a system
JOHANNESBURG
2012
SEMBHOO Chandrabose&
BHEENICK Krishan
AGRICULTURAL RESEARCH AND EXTENSION UNITFOOD AND AGRICULTURAL RESEARCH COUNCIL
Company LOGO
Summary
• Identification of stakeholders
• Regrouping of stakeholders
• Development of the information needs assessment matrix
• Lessons learnt
• Concluding notes / recommendations
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Identification of stakeholders
Stakeholders: Information users
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Identification of stakeholders
Those to whom we provide services
?
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Identification of stakeholders
Information users
Information producers
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Identification of stakeholders
• Guidelines for the identification of the stakeholders that influence information flow at the level of each category of stakeholders
• From farmers and their associations to policy makers and finally to consumers and their associations
• These guidelines: Systematic identification of stakeholders (by name) tapping information at any level – institutional, national, value-chain, and regional.
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Identification of stakeholders
September 2008
SADC NARS members
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Regrouping stakeholders
• Farmers and their Associations
-Traditional leaders-Community leaders-Farmer Unions/Assoc.-Associations/Cooperatives.-Faith-based orgs-Labour unions-Commodity-based orgs -Government institutions-Private sector institutions-Financial institutions-Regional & International institutions-Donors and Cooperating Partners
Stakeholder category
Stakeholders
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Regrouping stakeholders
• Processors
-Small & Medium Enterprises- Associations/Coops-Commodity-based orgs -Government institutions-Private sector institutions-Financial institutions-Regional & International institutions-Donors and Cooperating Partners
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Regrouping of stakeholders
Stakeholder Category
Stakeholders
Farmers and their Associations
-Traditional leaders-Community leaders-Farmer Unions/Assoc.-Associations/Cooperatives.-Faith-based orgs-Labour unions-Commodity-based orgs
-Government institutions-Private sector institutions-Financial institutions-Regional & International institutions-Donors and Cooperating Partners
Extension/ Technical Advisory Services
-Traditional leaders-NGOs-Faith based orgs-Media organizations-Training providers-Tertiary education institutions-Commodity-based orgs
-Government institutions-Private sector institutions-Financial institutions-Regional & International institutions-Donors and Cooperating Partners
Market intermediaries
-Input Suppliers-Marketing orgs-Traders & Assoc.-Transport providers-Commodity-based orgs
-Government institutions-Private sector institutions-Financial institutions-Regional & International institutions-Donors and Cooperating Partners
Processors -Small & Medium Enterprises- Associations/Coops-Commodity-based orgs
-Government institutions-Private sector institutions-Financial institutions-Regional & International institutions-Donors and Cooperating Partners
Consumers and their Associations
ConsumersConsumer groups/assoc.Media organisations
-Government institutions-Private sector institutions-Financial institutions-Regional & International institutions-Donors and Cooperating Partners
Researchers -Scientific/Disciplinary networks/institutions-Tertiary education institutions
-Government institutions-Private sector institutions-Financial institutions-Regional & International institutions-Donors and Cooperating Partners
Policy makers -Traditional leaders-Politicians- Administrators-Consumer associations-Commodity-based orgs
-Government institutions-Private sector institutions-Financial institutions-Regional & International institutions-Donors and Cooperating Partners
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Information needs of stakeholders of a system
• Different countries have different culture (working, tradition …), legislations, infrastructure, literacy…
• Influences interaction between stakeholders
• Challenge: To develop a tool that can be used across the SADC region for stakeholders information needs analysis
• >>Development of an Information Needs Assessment Matrix (eventually paved the way for AICKMS …)
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Information Needs Assessment Matrix
• Consists of a set of 13 questions for each stakeholder identified within a category
• These 13 questions were grouped into 3 subsets, addressing different aspects of information needs assessment
• Subset 1: Current status of knowledge of the stakeholder and their current practices in obtaining information (STOCK TAKING)
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Information Needs Assessment Matrix
• Subset 2: Information requirements and preferred modes of communication
• Subset 3: Challenges faced in making the information available and accessible to the stakeholder and proposed actions to overcome the challenges.
• To obtain pertinent answers, each subset was further broken down into at least 4 questions (max 5).
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Information Needs Assessment Matrix: Conceptualisation
• Question: What would have been the traditional approach?
• Answer: Survey / questionnaire / interviews …
• Lengthy process of compiling data and cross referencing to analyse relationships
• But at the end of the day – whole process, lacks interaction of the community; validation still needs to be carried out
• Tested in Seychelles >> lessons learnt !
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Information Needs Assessment Matrix
Current status of knowledge of the
stakeholder and their current practices in
obtaining information,
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Information Needs Assessment Matrix
Information requirements and
preferred modes of
communication
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Information Needs Assessment Matrix
Challenges faced in making the
information available and accessible
to the stakeholder and proposed
actions to overcome the challenges.
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Information Needs Assessment Matrix
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Information Needs Assessment Matrix
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Information Needs Assessment Matrix
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Information Needs Assessment Matrix
< 1.5 days
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Lessons learnt
• The completed matrix was available to all to critique, individually and collectively.
• The matrix approach enabled cross checking of expectations of information with those being produced.
• The matrix approach promotes dialogue.
• The matrix approach recognises stakeholders as active participants and promotes appropriation of the process >> ownership.
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Lessons learnt
• Ownership of process led to proposal for the development of national/regional Agricultural Information, Communication and Knowledge Management Strategy (AICKMS).
• The workshop process results in thinking national/regional instead of individual / institutional; a milestone and doorway for regional collaboration / networking.
• Involving people and ownership of process (development centered around people) more rewarding
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Concluding notes / recommendations
• The matrix approach has been used in the context of national and regional workshops.
• Enabled participants to better interact and appreciate the role of each and every stakeholder; both as a producer and user of information along the chain of information flow.
• The matrix approach can be used by the NARS to better serve their stakeholders.
• By taking ownership of process, a bottom to top pressing need for an AICKMS emerged.
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Concluding notes / recommendations
• The matrix approach can be used:
• To review the current situation with respect to information, communication and knowledge management.
• To Identify areas that can be implemented in the short term, medium term or long term; eg comm.
• To start implementation of a coherent AICKMS at institutional, national and regional levels (common framework).
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Concluding notes / recommendations
•Strongly suggest CCARDESA to continue the process left by ICART Project.
• International organizations to promote such strategies via ownership of processes.
•Try the matrix approach outside the SADC region.
Company LOGOThank you for your attention
ACKNOWLEDGEMENTS
