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Process Documentation in Agricultural Development Projects


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Process Documentation in Agricultural Development Projects

  1. 1. Process Documentation in Agricultural Development Projects Dr A.S.Charyulu MANAGE, Hyderabad for academic and non-profit use only
  2. 2. Task and Process The job itself is called the task The way in which people think, feel or interact in carrying it out is process .
  3. 3. Task and Process <ul><li>Task - people are dealing with the job itself, the task to be performed. </li></ul><ul><li>Process - people are concerning themselves with people, the way they co-operate, the way they control their resources', the process of human interaction: 'process' for short . </li></ul>
  4. 4. Task and Process Skills <ul><li>Whenever people work together they use two sorts of skills: </li></ul><ul><ul><li>in respect of the job itself, people use their professional or technical skills, such as accountancy, engineering, agricultural, computer programming . </li></ul></ul><ul><ul><li>In respect of process , people use skills such as listening to others' ideas, presenting their own ideas clearly, managing time, establishing common comprehension. </li></ul></ul>
  5. 5. Process issues <ul><li>The way they think (with differing patterns of thought) </li></ul><ul><li>The way they act (with a variety of behavioural skills) </li></ul><ul><li>The way they feel (the emotions that arise) </li></ul><ul><li>The values they respect, the ethics they uphold, the judgements they make. </li></ul>
  6. 6. Process issues <ul><li>Process also embraces the reaction of people to the physical and emotional environment in which they work, how they are affected by it and what they do to influence it. </li></ul><ul><li>Since Process issues influence Task results, and often critically, it follows that people need to develop both sorts of skills, and to be aware of them in others. </li></ul>
  7. 7. What is Process <ul><li>A series of steps and interrelated work activities, characterized by specific inputs, and tasks which add value, and make up a procedure for a set of specific outputs. </li></ul>
  8. 8. <ul><li>The process of systematically collecting, organizing, storing, retrieving, and disseminating information. </li></ul>What is Documentation
  9. 9. Process – Documentation <ul><li>The word process – refers to the steps a transaction follows through an organization's systems, applications, and people. </li></ul><ul><li>The word documentation – refers to a narrative, flowchart, or some other description of the way the process works. </li></ul>
  10. 10. <ul><li>“ A systematic way to capture what happens in a process of change and how it happens, to organise and disseminate the findings”. </li></ul>Process Documentation Defined
  11. 11. <ul><li>aims to improve the quality and impact of a project </li></ul><ul><li>helps project staff and stakeholders to carefully track meaningful events in their projects. </li></ul><ul><li>enables to understand what is happening, how it is happening and why it may be happening. </li></ul><ul><li>share and disseminate relevant knowledge and experiences in effective ways. </li></ul><ul><li>foster innovation processes to scale and adapting them to other locations and contexts. </li></ul>Why Process Documentation
  12. 12. Why Process Documentation <ul><li>To get our message across </li></ul><ul><li>To promote and mobilize resources </li></ul><ul><li>To monitor, evaluate and understand the impact </li></ul><ul><li>To consciously make changes in our work </li></ul><ul><li>To use it for advocacy purposes </li></ul><ul><li>To influence policies and practices </li></ul><ul><li>To add to institutional memory </li></ul><ul><li>To capture events, learning and experiences </li></ul><ul><li>To generate knowledge and be an authority. </li></ul>
  13. 13. <ul><li>Records change, resistance to change, conflict and resolution and in helping the actors to reflect and learn. </li></ul><ul><li>Systematically looks at context, history and traditions, rather than being confined to what is going on during the limited lifetime and the spatial and institutional boundaries of a project </li></ul><ul><li>Important for projects with social or political objectives such as improved governance, empowerment or stakeholder cooperation. </li></ul>Characteristics of Process Documentation
  14. 14. <ul><li>Captures the change process that a project aims to bring about – activities, interactions between stakeholders, issues and contextual factors etc. </li></ul><ul><li>Organises information in such a way that stakeholders have an opportunity to reflect and learn about the process </li></ul><ul><li>Analyses information by looking at common themes, trends and patterns and placing the findings in the context of the project </li></ul><ul><li>Disseminates information quickly enough to be useful. </li></ul>Characteristics of Process Documentation
  15. 15. <ul><li>The decision making process: </li></ul><ul><li>Who is part of the decision making processes and who is not? </li></ul><ul><li>How are decisions taken – formally and informally? </li></ul><ul><li>Are there conflicts in decision making – if so, what are they? </li></ul><ul><li>Is there resistance to change in the decision-making process – if so, why and about what? </li></ul><ul><li>Does every stakeholder have the same access to information? </li></ul><ul><li>Do stakeholders consider shared decision making to be a better way of doing things? </li></ul>What should be documented?
  16. 16. <ul><li>The process of concerted action: </li></ul><ul><li>How do stakeholders organise themselves (formally and informally)? </li></ul><ul><li>How do stakeholders traditionally communicate with other stakeholders (formal and informal networks)? </li></ul><ul><li>Are there dependency relationships – if so, what are they and how do they manifest themselves? </li></ul><ul><li>Do all stakeholders have the same objectives? What are the differences? </li></ul><ul><li>Do stakeholders follow up on agreed actions? </li></ul>What should be documented?
  17. 17. <ul><li>The process of behavioural and attitude change: </li></ul><ul><li>What are stakeholders’ beliefs, norms and values in relation to working with each other? </li></ul><ul><li>How do stakeholders describe each others attitudes / behaviour? </li></ul><ul><li>How are stakeholders ‘known’ in the community (are there signs of stigma, prejudices, nicknames)? </li></ul><ul><li>Is there easy contact between stakeholders or a large social and cultural gap? </li></ul><ul><li>Which attitudes hamper or promote concerted action and shared decision making? </li></ul>What should be documented?
  18. 18. <ul><li>The process of empowerment: </li></ul><ul><li>Which stakeholders consider themselves powerless and why? </li></ul><ul><li>Who has the power in and who has none? </li></ul><ul><li>Are there any power conflicts? </li></ul><ul><li>Which cultural or social traditions and patterns block the empowerment of groups? </li></ul><ul><li>Are all stakeholders represented in the decision-making process? </li></ul>What should be documented?
  19. 19. <ul><li>Observation </li></ul><ul><li>Personal interviews </li></ul><ul><li>Focus group discussions </li></ul><ul><li>Case study </li></ul><ul><li>Success story </li></ul><ul><li>Documentation of anecdotes, jokes, and stories which reveal stereotypes and attitudes </li></ul><ul><li>Diaries of project team members and/or stakeholders. </li></ul>Methods of Process Documentation
  20. 20. <ul><li>Filing the information: interview notes, sound cassettes and files, video sequences and photos need simple filing. All these materials must be described and put into a file with dates, names, subjects etc. </li></ul><ul><li>Information and materials must be organised into articles, photo books, video bites and films, case studies, columns, written portraits etc. </li></ul>Organising Information
  21. 21. Tools of Process Documentation <ul><li>Text-base documents </li></ul><ul><li>Photographs </li></ul><ul><li>Videos and documentaries </li></ul><ul><li>Websites </li></ul><ul><li>Blogs </li></ul><ul><li>Social media-Flicker; Twitter; Facebook; SlideShare; YOUTube; Community of Practice etc. </li></ul>
  22. 22. <ul><li>Photo montages </li></ul><ul><li>Posters </li></ul><ul><li>Newsletters </li></ul><ul><li>Photographs </li></ul><ul><li>Videos </li></ul>Disseminating Channels <ul><li>Summaries of meetings </li></ul><ul><li>Success Stories </li></ul><ul><li>Case studies </li></ul><ul><li>TV programmes </li></ul><ul><li>Web2 tools </li></ul>
  23. 23. Who will do? <ul><li>Process documentation specialists are part of the project team </li></ul><ul><li>They capture change and reactions to change by watching and noticing, talking to people, taking minutes of meeting, taking photographs and listening to people’s life stories. </li></ul><ul><li>While the main actors were closely focused on the tasks, process documentation specialists were able to act more intuitively, ask questions and synthesize the process. </li></ul>
  24. 24. <ul><li>Insiders </li></ul><ul><ul><li>it is still sensible to appoint someone to do </li></ul></ul><ul><ul><li>the job of process documentation, someone who is not involved in daily project work, but can concentrate on capturing the process, organising information, stimulating reflection and analysis, and disseminating information products. </li></ul></ul>Who will do?
  25. 25. <ul><li>Direct Stakeholders </li></ul><ul><li>Involving stakeholders directly in process documentation stimulates opportunities for learning and reflection </li></ul><ul><li>Outsiders </li></ul><ul><li>Helps to observe the process of the project more clearly and more critically. Involving an independent documentary film maker, journalist or writer will give good results. </li></ul>Who will do?
  26. 26. Common Skill Gaps <ul><ul><li>Patience </li></ul></ul><ul><ul><li>Sensitive to confidentiality </li></ul></ul><ul><ul><li>Shortsightedness </li></ul></ul><ul><ul><li>Technical skill to produce as per the needs </li></ul></ul><ul><ul><li>Creativity and innovation </li></ul></ul><ul><ul><li>Proper understanding of culture, people, location, norms </li></ul></ul><ul><ul><li>Grounded and human face </li></ul></ul><ul><ul><li>Progressive learning </li></ul></ul>
  27. 27. <ul><li>Non-judgmental and can listen to many perspectives </li></ul><ul><li>Can ask questions that stimulate critical thinking and dig below the surface </li></ul><ul><li>Able to stay objective while also seeing the big picture and placing learning in the context of the l arger vision </li></ul><ul><li>Culturally competent. </li></ul>Good PD Specialist
  28. 28. <ul><li>Understands the dynamics of human transformation </li></ul><ul><li>Trusted by the community, but can report findings without bias </li></ul><ul><li>Can synthesize large volumes of information to identify key learning points </li></ul><ul><li>Skilled at communicating messages in a positive way. </li></ul>Good PD Specialist
  29. 29. <ul><li>Writing skills </li></ul><ul><li>Converting information into interesting stories </li></ul><ul><li>Editing and proofreading </li></ul><ul><li>Taking photographs and simple video sequences </li></ul><ul><li>Producing newsletter, flyers, posters etc. </li></ul><ul><li>Operating skills to use application software tools (word processing, design, layout, photo editing etc. </li></ul><ul><li>Developing a website, blogs, skills to use social media. </li></ul>Functional Skills Required
  30. 30. <ul><li>Schouten, Ton; Mizyed, Buthaina; Al-Zoubi, Rania; Abu-Elseoud, May; Abd-Alhadi, Firas T. (2007). The Inside Story: Process Documentation Experiences from EMPOWERS. </li></ul><ul><li>Taylor, Max. (1992). Coverdale on management . London and Boston, Butterworth-Heinemann. </li></ul>Reference
  31. 31. <ul><li>Thanks </li></ul>[email_address]