Developing Oxfam in Asia COMPASS page as a gateway to access internal knowledge

Terms of Reference for Consultancy

Developing Oxfam in Asia COMPASS page as a gateway to access internal knowledge

1. Background

Oxfam in Asia is part of a powerful global movement addressing the root causes of poverty and inequality. Oxfam in Asia’s work includes its current presence in 13 countries including 2 affiliates.

In 2018, Oxfam in Asia launched its new aspirational One Oxfam Asia Strategy Framework 2018-2030 for an equitable Asia. The same strategy was revised in 2021. The Asia Strategy Framework focuses on 5 strategic levers to influence change at scale in Asia toward a more equitable Asia. One of these levers reflects Oxfam in Asia’s aspiration to transform into a Knowledge-Based Organisation and be recognised as a Thought Leader on specific topics in Asia.

Oxfam in Asia’s strategic vision of becoming a Knowledge-Based Organization (KBO) and Thought Leader requires Oxfam to change the way it works at all levels, so that knowledge becomes part of our day-to-day work and what we do and not just an ‘add-on’ or “ad hoc” task.

In 2019, Oxfam in Asia developed its roadmap to transform into a knowledge-based organisation. One of the key factors identified to support this transformation, is to enable Oxfam colleagues to quickly and effectively access accurate and relevant internal knowledge that has been documented in different forms. During the review of the Asia Strategy, while a lot of progress was acknowledged in our transformation to become a KBO, it has been identified that access to internal knowledge could be further improved.

To enable Oxfam in Asia colleagues’ effective and quick access to accurate internal documented knowledge, organisations and individuals with relevant experience in knowledge management and digital platform for knowledge are encouraged to submit proposals for the development of Oxfam in Asia’s COMPASS community into a repository of Oxfam in Asia knowledge and as a gateway to access other internal global knowledge.

Oxfam uses various internal platforms to foster exchanges and access to information and knowledge. Some of these are shared across the confederation (COMPASS, Workplace, and Box) and others are specific to different affiliates, and/or countries teams.

COMPASS is Oxfam’s intranet and is mainly used and seen as a virtual resource centre. COMPASS is organised by geographical focus, functional areas, and operational areas. COMPASS is made of communities, which hold the core information about Oxfam’s work in that area. One of these communities is the “Oxfam in Asia” community. Under a community are groups that reflect work on specific topics. Each community has a community manager plus a number of contributors (‘Community Admins’) who can also create and edit content. Each group has a group manager. Each community and group have an associated box folder where documents are stored. The intention is that all starts by identifying and joining the communities and groups of interest.

While COMPASS offers a great potential for shared knowledge, various challenges affect its effectiveness:

· A lot of knowledge products are shared directly within specific networks or groups, or between individuals, or through other digital platforms and are not available in COMPASS.

· Users may not know where a knowledge product is best located and who to contact to access it (and have time limitation to search for it).

· Not everyone at Oxfam knows nor joins COMPASS communities or groups. The multiplicity of communities sometimes makes it difficult and time consuming to identify the most relevant ones.

· Many users prefer to use the search function to find a specific resource that they need at a certain time. Nevertheless, the search function presents limitations,.

The purpose of the Oxfam in Asia COMPASS community will be to simplify access to documented knowledge for Oxfam in Asia colleagues by providing one gateway that:

· Makes available Oxfam in Asia’s knowledge products in the Oxfam in Asia COMPASS community.

· Organises knowledge as relevant to the Oxfam in Asia Strategy’s strategic levers (Partnership, Knowledge, Private Sector, Digital Rights and Innovation), main thematic focus (gender justice, just economies, climate justice, accountable governance & civic space, and humanitarian action) and main approaches (influencing, feminist approaches, etc.). Some knowledge products may be relevant to different strategic levers and/or themes and/or approaches. We seek to ensure that they can be identified in each of these categories. A detailed list of criteria will be identified at the start of the assignment.

· Links to other communities relevant to the Oxfam in Asia Strategy, thematic focus, and approaches.

The responsibility of managing the Oxfam in Asia COMPASS community will be distributed across different individuals and their respective roles in Oxfam (e.g., regional platform-level, country-level, etc.).

Assumptions:

· If access is simplified, the use of COMPASS as a knowledge repository and gateway by Oxfam in Asia teams will increase.

· If the usefulness of Oxfam in Asia COMPASS community increases, teams will also be more proactive in sharing and promoting their knowledge products in this community.

· We understand that the value of the Asia COMPASS community for its users will always depend on the contributions to this community by those same users.

2. Purpose of the consultancy:

The purpose of the consultancy is to develop the Oxfam in Asia COMPASS community as a gateway to access Oxfam in Asia and Oxfam Global knowledge.

This will include:

· Developing a user-centred Oxfam in Asia COMPASS community for knowledge access in line with Oxfam in Asia priorities that is easy to manage by non-specialists. This may include a short survey to identify the knowledge, a visual representation or map, the ability to effectively filter using pre-identified taxonomy for quick search, etc. This will also involve creating complementarities and alignment with other similar initiatives.

· Identifying the specific roles and responsibilities of respective area managers (i.e., based on thematic focus and approaches). This may include managing and developing relevant guidance and training to identify and manage knowledge in their respective areas, including some curation with minimal resources and consideration of sustainability.

· Developing guidance and template for consistent sharing of knowledge products in order to maintain an accurate, organised, and easy to navigate knowledge repository. In particular, focusing on realistic incentives for knowledge sharing and good practices that support knowledge sharing.

· Populating the Oxfam in Asia community with available knowledge products and creating links with other relevant COMPASS communities. It is important to note that there is already a significant number of knowledge products and links available to populate the Oxfam in Asia COMPASS community.

· Preparing a 5 to 7-minute introductory video of the Oxfam in Asia COMPASS community.

· Capturing and documenting lessons learned from successes and challenges as the assignment progresses.

We would like to leave the consultant some space for creative freedom to explore user-friendly and engaging ways to set up the community in line with Oxfam policies.

The consultant will work closely with and will be supported by the Oxfam Asia Regional Program Quality Lead for the overall project. The consultant will also work closely with identified focal points for the various groups, some end-users, and other relevant colleagues in the confederation, specifically with the OI Knowledge for Impact Team. The consultant will also be provided access to Oxfam’s internal digital features to perform its tasks (e.g., COMPASS).

3. Proposed approach and timeline

Outlined below is the suggested approach. Where relevant, we are keen to hear from applicants about new, creative, or different ideas and suggestions that will fit the intended purpose for the target audience.

3.1. Suggested steps:

a) Inception phase

● Conduct key informant interviews (i.e., with the Asia Regional Program Quality Lead; other Asia Regional Platform leads; Oxfam International Knowledge for Impact Team; Senior Digital Workplace Business Engagement Lead; sample of country and regional programs staff; and other relevant global staff);

● Get familiar with the Oxfam COMPASS digital platform and related policies;

● Get familiar with existing knowledge products to populate the COMPASS community;

● Explore the needs for knowledge management, including taxonomy and information required;

● Develop a final proposal for the architecture of the Oxfam in Asia COMPASS page; and

● Develop a proposal for how knowledge products will be curated and presented.

Output: Final proposal for the architecture of the Oxfam in Asia community, how it will work, final approach to managing knowledge products, and updated workplan and inception report with documented learning.

b) Implementation phase

The implementation phase may include

● Testing and refining (various loops at different stages to be defined);

● Creating a “draft” digital architecture and testing;

● Creating a “draft” knowledge management architecture;

● Drafting relevant guidance;

● Creating and curating a database of knowledge products and categorizing those products;

● Writing a short description of knowledge products;

● Uploading knowledge products into the community;

● Creating links to other relevant COMPASS pages;

● Training of community and group managers and other contributors and getting their feedback;

● Conducting prefinal testing; and

● Documenting learning.

Output: Prefinal draft of the Oxfam in Asia COMPASS community, including knowledge products ready for final live testing.

c) Testing and finalising

● Testing the full product and collecting feedback from test groups and agreeing on changes required;

● Refining and finalising with Oxfam sign off; and

● Documenting learning.

Output: Final signed-off Oxfam in Asia COMPASS community, including accessible knowledge products.

3.2. Approaches

● Working collaboratively, enriching and building on the diversity of knowledge, skills, and experience brought by the different team members from Oxfam;

● Looking for alignment with other similar or complementary initiatives;

● Being user-centred, inclusive, and embracing the diversity of people and ways of working with knowledge;

● Experimenting, testing, learning, and adapting as the project develops at scale;

● Being creative and hands-on;

● Being pragmatic, taking into account Oxfam’s working environment and context;

● Considering sustainability and scale in the early stages of development;

● Building on and taking advantage of existing materials and good practices.

3.3. Timeline

The consultancy is expected to start as soon as contracting processes are finalised and no later than 15 November 2022. We estimate that the consultancy will require between 15 to 20 days of work spread across all phases and activities over a maximum period of 3.5 months. The consultancy is expected to be finalised no later than 28 February 2023. The applicant is expected to propose a detailed timeline based on the Terms of Reference.

3.4. Deliverables:

● Final proposal for the architecture of the Oxfam in Asia COMPASS community, how it will work, its final approach to managing knowledge products, and an updated workplan;

● Prefinal draft of the Oxfam in Asia COMPASS community, including knowledge products ready for final live testing;

● Final signed-off Oxfam in Asia COMPASS community including accessible knowledge products; and

● Learning report from the experience.

4. Consultant profile

We are looking for a consultant or a team of consultants who can bring an appropriate mix of experience and skills related to knowledge management and digital platforms for knowledge. The team should be able to work with unusual content. The team should be able to engage remotely with diverse stakeholders in Oxfam, mainly in Asia.

The applicant should be able to demonstrate skills and experience in the following areas:

Essential

● Experience in similar assignments

● Prior experience with content management system (CMS) / Intranet and creating surveys and Power BI reports

● Strong experience in knowledge management with different forms of knowledge

● Understanding of different approaches to knowledge in multicultural teams

● Wears both a creative and critical thinking hat in design processes with hands-on mentality

● Experimenting, learning, and adapting approach

● Fluency in English

Desirable

● Understanding and knowledge of some of the key areas of the Oxfam Asia Strategy

● Experience of working in Asia

● Based in Asia

● Experience in working with and/or knowledge of Oxfam

5. Estimated budget:

The maximum estimated budget for this assignment is 10,000 Euros.

6. Payment terms

Payment will be done in 2 instalments:

● 50% upon submission of the pre-final draft product (milestone 2)

● 50% upon submission of the final product signed-off by Oxfam and the learning report (milestones 3 and 4)

7. Expression of interest (EOI)

Oxfam invites the submission of an EOI from an organization or individual with the experience and skills described above. We are interested to understand the value proposition of working with you/your organisation for this assignment, working collaboratively with others, value for money, and timeframe. Your proposal can provide more than one option for how we can work together to deliver this project.

The EOI must include:

a) A cover letter of no more than 1-page introducing the consultant/organisation and how the skills and competencies described above are met, with concrete examples (e.g., organisation profile outlining similar experience including type of task, employer, project title, location, achieved outputs, etc.). The cover letter should reflect the number of days to complete the assignment and total financial offer (cost). The cover letter should also indicate the consultants’ availability for the proposed period.

b) An outline of no more than 5 pages of the proposed process and key considerations including:

a. Key considerations for the assignment

b. Proposed outline methodology and approach

c. Proposed timeframe and team size including earliest availability

d. Detailed financial offer/costs with requested terms of payment. It is expected that the financial offer includes a primary budget breakdown of costs (for example fees, taxes, etc.)

c) Team composition, management arrangement, and CVs of team members including contactable referees.

Period of validity:

The Expression of Interest shall be valid for a period of 60 days minimum, starting from the submission date.

By applying for this consultancy, you agree that you will comply in full to the Data Protection Laws and will provide Oxfam International with reasonable assistance and cooperation to allow Oxfam International to comply with all applicable requirements under the Data Protection Laws.

It is a condition of the award of the consultancy that all entities and personnel engaged in providing the services will be subject to pre-award screening to ensure compliance with our obligations under aid diversion, counterterrorism, and anti-money laundering laws.

How to apply

To apply, please send your Expression of Interest to [email protected] by 20 October 2022 with “Oxfam in Asia knowledge gateway” as the subject. Please ensure that all the documents related to your Expression of Interest are sent as attachment to your email and that all files attached clearly mention the name of the applicant.

Only shortlisted applicants will be contacted and invited for an interview.