HIPNET - Health Information and Publications Network
HIPNET April 2008 meeting minutes
HIPNET Meeting Notes – April 2, 2008
Action Items:
1. If you know anyone from your organization who would be a good interview subject for the new Elements of Successful Family Planning Web site, e-mail Rose Reis,
rreis@jhuccp.org, with the information. You can access the site at the following url:
http://www.fpsuccess.org. Please encourage your FP program staff in the field to join.
2. Peggy will send Dr. Julie Ferguson's request to include HIPNET as a case study for Community of Practice to the HIPNet list, which will include Julie's contact information.
3. Peggy will send out Global health Council HIPNET panel abstract and information.
5. Peggy D'Adamo and Beth Robinson will begin to contact HIPNET members to ask them about their experiences using the HIPNET M&E Guide indicators.
7. Send Seth an e-mail with any additional health related sites for the eGranary HIPNET portal list and he’ll add the sites to the large list and submit to eGranary. Due date: April 30, 2008.
8. Send any upcoming population and health related events to Laura Raney (
lraney@popcouncil.org) so she can add them to the HIPNET calendar of events. The calendar will be posted on the HIPNET Web site.
9. Send Peggy, Neha (
Neha_Suchak@abtassoc.com), or Laura any names and contact information of editors, designers, writers, printers, translators and video editors that you work with. A list of these contacts will be compiled and distributed to HIPNET members.
10. If you’re interested in sharing your links on different people’s web sites (i..e., partners) let Seth or Peggy know so they can compile that list and send out to HIPNET members.
Introductions
Using Google Groups & other Listserv experiences
Luis Ortiz-Echevarria, CARE
· What did CARE need? Easy to use, online-stop hub to resources/links, easily adaptable
· Receives info/share resources but not a community of practice
· Used a Google group
· Populated with information, threads, surveyed audience on Google groups: 14% found useful to gather ideas and links but not for sharing info or meeting new people
· Successful threads started by field and HQ staff
· “One stop shop” to access documents from e-mails, external websites
· Limitations: Time constraints of field staff, inadequate profile function, limited customer support
· Will explore other techs that link back to Google groups
· Link together units and CARE systems
Questions:
Can you say more about the thematic reports?
CARE's experience at the Women Deliver conference, CARE' s experience with the health unit. Documents which outline the larger things that CARE is doing .
Do you get a lot of people who try to join group who stumble upon in GG?
Were concerned at first as we are sending out notices for job opportunities not on CARE web page. There has only been 1 case of someone who wanted to join and explained to them what web page is.
How long did it take to set up?
It took some initial time to send out e-mails, afterwards it depends what comes up. It takes time to think of what needs to be there, but is manageable on a day to day basis.
Are there concerns regarding the fact this is public?
Nothing we are sharing on Google group is so confidential that if someone sees it would be a problem. We don’t have Excel database of who is on list serve, job titles, project numbers, even for accessing e-mail have to go through a series of steps.
Have there been reports of problems accessing?
Only responses to survey were users with high internet connectivity.
Can you arrange threads different then chronologically?
You can search threads, pages arranged specifically by resources.
What about language? How do people respond?
Discussion will still remain in whatever language it was initiated, but one can set the page to whatever language. This still remains a challenge to Spanish speakers
How do members know if there is new content?
There is an e-mail associated with this group; automatically sends a digest with updaters to group; all done automatically.
PSP-One Online Social Marketing Conference
Neha Suchak, PSP-One project
· Over 900 people from more than 70 countries participated
· This was our second online conference
· Showed suite:
- “agenda page” – link sent to people with title of conference.
- Expert exchange forum – experts interviewed about social marketing . Interviews were recorded on phone .
- There were 3 panels (each launched 2-3 days apart for participants to have enough time to review info and ask questions)
- Showed main page of conference site – lists all the announcements, posted daily summaries and instructions on how to use site
- Conference Hall section contained main conference materials–
a) expert exchange platform, b) Introduce yourself c) Panels 1, 2 & 3. Each panel included 4-5 presentations. Each presenter had their own presentation page (participants can view narrated presentations and post questions and answers) d) Exhibit floor –contained presentations pertaining to 8 issues related to social marketing. Listed names and presentations accepted
· ICohere was the vendor, they are based in California.
· High level discussion came from expert exchange forum – some people were intimidated to post questions. Created discussion room to accommodate people who wanted a different area to voice comments about options. Anyone could create a topic.
· At the end of the conference 900+ people who logged on and participated. 400 people from 60 countries participated in the first conference.
· No fee to register
· How to market conference: Did a lot of marketing and came up with detailed marketing plan: Who is target audience; who do we want to reach; who do we usually collaborate with who are we not able to reach? Additional research online re types of groups we wanted to collaborate with. Posted announcements on -PSP site, sent out through HIPNET, GHC newsletter – did strategic marketing plan and three cycles of marketing.
Questions:
How did you ensure the participation of presenters?
Before the conference started we had a detailed plan of what we wanted from presentations and when to submit drafts. By the time the conference started, we uploaded presentations and told the presenters the presentation was going live and they had to be available to answer questions. Any time we saw a question we e-mailed it to them and they logged on right away and responded
Could interviews be downloaded?
Yes. They are flash files and pdf. You can read the interviews. We will also make archives available on web site
How did you handle recording of voices?
ICohere has a recording studio and we would patch the interviewee in over the phone in order to record.
What were the logistics for the conference?
We had a team of about 10 people. Each person had different responsibility (i.e. panel managers). Neha had people working with her and it took about 5 months to go through everything. The cost was approximately $17,000 for the platform, TA 24 hrs a day, and the recording of everything. We definitely thought it was worth it considering we reached across 60 countries to 900 participants.
Lessons learned?
The technology is very simple to use, however we had to work with ICohere gave us (i.e. field lengths). Would be nice if it was a little more intuitive and we had control to change things. We were not able to be as creative as we wanted to be.
Are there any other companies that do similar work to Icohere?
ICohere was great and has great customer service. We will look to see if there are other potential partners out there.
Did you do a conference evaluation?
We sent out an evaluation. We received individual e-mails giving us feedback and we are still collecting info.
Can you discuss the process of interviewing experts?
The interview was based on three questions. We gave respondents guidelines on how to do an interview. The interviews were 5 minutes - short, easy to listen to. We only took out “ums and ohs” and always sent links to presenter for approval.
Did you try to keep from redundancy? Give guidance?
We didn’t have to worry about this. They work in different orgs and all had different perspectives.
What software did you use for audio editing?
Have to find out from ICohere
What happens after 60 days when this shuts down from KM perspectives?
PSP-One will achieve all conference materials on our website.
Did you do research on average log in time?
Icohere has statistical package. We can see log in times, and the length stayed on the site.
Do people get an e-mail saying there is an answer to their question?
We disabled that function.
Was the exit url enough to be in compliance with USAID?
In addition to getting approval from Sandra Jordan, We read each post to ensure compliance and had the ability to erase comments.
Can you say something about the job market feature?
We offered people the opportunity submit job descriptions and CVs. This was another way to create a conference-like feel.
INFO’s New “Successful Family Planning Programs” Interactive Web Site
Rose Reis, INFO
· One-year web based activity. Program managers worldwide to learn about web info and share experiences.
· Conducted survey to determine most important element of FP programming – Respondents from 98 countries responded
· Online discussion following results
· 280 people from 63 countries participated in forum
· Trend towards smaller, more focused social networking groups for people
· Decided wanted to let FP Program people be social
· Eventually will be made into print edition of Population Reports – reverse of normal workflow web to print
· Hoping that everyone will want to join and encourage colleagues to join – including those in Google Groups and Yahoo Groups at CRS
· Can learn about each element and hear from experts. We have conducted 16 interviews. There is a media library where you can hear video clips and can read about the interview. You can download in .mp4 format and can read html transcript
· New resources: RSS feeds from One Source Database on each of the elements
· Can rate resources with star rating to move to the top – hopefully will be group consensus
· We are still in the process of interviewing people who you think would be great for one of these 10- elements – please let us know
· Discussion: participate in forums on various topics – any user on the site can make a blog- very easy to use and set up
· Can create your own polls to see who has voted
Questions:
What is your platform?
The site is a Drupal site. Drupal is an open source software. We are lucky to have Drupal programmer.
Was it easy to customize their software/platform?
You need someone who knows coding. Our programmer has been working on it about a month. We are updating resources and uploading video. The site is a user friendly CMS from backend. Users can easily do many things.
How are you advertising this?
We are going to start promoting now that this is more acceptable. We will hopefully involve HIPNET and get all CAs engaged. Right now we are keeping the promotion on a small scale. We want to make sure to iron out confusion or bugs before promoting to a larger group. We have champions in 6 African countries we’ve identified to promote the site. Our project leader Katie Richey has moved to Ethiopia to lead effort on that end. We will be conducting interviews with a number of organizations she connected with .
INFO has someone moving to Malawi, Uganda, and South Africa as well and they will help promote the site. We want a core group of active members. After that we will expand to Asian countries we have targeted and we will bring in active participants of forum
Are you taking interesting information about projects not funded by USAID?
Yes. We have interviewed the deputy director of UNFPA. We are this pitching project to those interested in family planning and those who are passionate. We are trying to find out where those people are and reach them.
What is the process of identifying potential interview subjects within our organizations?
We’ll leave it up to each group to discuss who will be the best person to speak about certain elements.
Can submit our own resources?
Go to “my home” and then “submit a resources”
Review of draft USAID KM Strategic Plan
Link to presentation documents:
Renee Brock, USAID
· Latest version of the agency-wide KLM strategic plan – how to engage KM experiences of HIPNET
· Previous SP 2004-2008
· Newer concept: KM governance – common taxonomy, common metadata, common tables. If you are using the same tags better ability to share systematic info that may be in individual system.
· The plan didn’t change much from previous 5 years. Where KM fits in organization has changed. KM was part of policy and Program bureau which no longer exists
· KM Global Health Bureau Reps on working group - Celeste Carr , Matt Setta, Steve Settimii
· Group has been meeting on a monthly basis since Oct. to work on SP – gave out Results framework in December. Objectives are embedded in CIO Strategic plan – less effort will be made to circulate draft working document . KM is heavily referenced in CIO strategic plan.
-SO1: external reporting – LPA need to respond to congressional inquiries in one place.
-SO2: Tacit knowledge of the agency – how tech expertise can be located and utilized
Hook: New Agency development Leadership Initiative – 300 new positions in AID to replenish AID folks retiring trying to get new people coming in to implement KM best practices. They will work together as a group as they move up through the AID ramps to help them champion these efforts
-SO3: How we create, capture, share knowledge in support of global development (GD) commons.
· Within each SO IR in collaboration with other part of AID. Will be working with collaboration with other groups with AID1.3 procurement processing, financial systems, master files,
· Next steps: meet on monthly basis with whole group
Meet once a month on each of the SOs groups
Questions:
Will we continue to receive progress on these efforts? A lot soon will jump to the external partners – what is the hope?
We are looking to various people within AID asking what problems are when creating sites, where the process is painful. We will be wrapped up with this and then reach out to people who have to code these web sites and who have to run the project. In a few weeks we will be ready to reach out to the larger world.
How will you get in touch with someone? What is the process?
We will go to CTOs – if any of you are in a similar situation contact Renee
(rbrock@usaid.gov) and we’ll make sure we’ll get in touch with you.
What about projects that are not funded by USAID but have USAID projects on them?
We are meeting with our general counsel to determine what degree federal rules apply when we have a 2nd,3rd,or 4th degree relationship. It will be some time before this ruling.
Are you involved with CTOs taking surveys of content of web sites?
This is a systems inventory – we are not too involved with this. We have some things to contribute.
Has there been discussion how GDC will relate to DEC?
We're on the outside. We are still discussing what that will look like. GDC gives people another point of access to the DEC.
Will GDC be bigger than USAID?
Very much so. We have conducted internal work within USAID and all this external trying to get buy in from other groups.
Is there a budget for GDC?
I heard there was actually a RFP out for GDC services. George Laudato, Assistant to the Administrator of the Middle East, is the champion but in another part of the agency. We have a representative from GDC who comes to KM meetings. We haven’t heard much about vision or where they want to go.
What does USAID think about putting additional money into some projects to support KM? From project level KM is many times the publication budget. Little projects can’t afford big web sites. There needs to be an acknowledgement it costs money to capture, synthesize knowledge.
There are things we can do with tools that the agency has already purchased to make available to extranet. We are now in competition for funding with agency wide systems – HR systems, procurement system. There may be ways to get KM off the ground
Putting wording in contracts has been discussed.
Is there a level of priority to the KM framework?
We are talking about things we can do quickly. As each group meets we talk about things we can start to do now and what we can have some impact on.
How will we be informed of changes in IR?
We will try to use tools ourselves and inform you informally though your CTOs – We will reach out to EGAT, GH, and regional bureaus to show new guidelines.
If an agency directive changes which will affect your contract, your CTO will be informed.
Beyond branding and compliance, what else may affect our website?
Retirement of web sites, 508 compliance
Future questions that need to be answered:
To what extent is there info out there that shouldn’t be out there or not put out there because people are afraid to comply?
What to do with Web site once project is done?
Request to use HIPNET as an example of a community practice from Dr. Julie Ferguson, VU University, Amsterdam.
Peggy D'Adamo, INFO
· Dr. Ferguson is studying how knowledge management in development organizations contributes to greater development impact
· She is getting PhD at VU University in Amsterdam and is doing her dissertation on KM in development organizations – asked if HIPNET be an organization she studies?
· She would join list serve, read meeting minutes, choose to interview some HIPNET members by phone or e-mail..
· If a anyone has negative reactions, please contact Peggy after she circulates the information on the research. .
· There is KM4Dev list serve– she posted a survey on there looking for typical COPs and Peggy told her about HIPNET. HIPNET could be compared with groups not working in health. More info on KM4Dev at www.km4dev.org
Updates
Peggy D'Adamo, INFO
M&E Guide
· Peggy will circulate a revised matrix of things we intended to do and hope to do
· Background: HIPNET M&E Guide written by subcommittee of HIPNET reps from 5-7 groups. Each chapter written by different people. Indicators that measure reach, usefulness, use and capacity building. We are encouraging all who have health information service so look through guide to pick out indicators to use in your own work. We want USAID buy in so they will use same terminology and expect to get similar evaluation data from similar projects.
· At last meeting came up with ideas of what we can do to promote guide as standard for information products and services. Here are some accomplishments:
-Printed the guide and had INFO CTO distribute to POP/cross bureau projects with a letter written from HIPNET chairs
-Sent similar letter to each project director with two copies - one for them one for
M&E chair)
-Gave copies to anyone who had anything to do with production/reviewers
-Submitted panel to GHC which includes Ellen Starbird, Tara Sullivan, Beth Robinson, and Barbara Timmons, with Laura Raney as the moderator –GHC Friday May 30 – panel 10:15-12:15, Omni Shoreham Hotel, Washington, DC.
· We will send to well known names in KM
· We now plan to pick out indicators and send an email through HIPNET to collect some examples from HIPNET members of how indicators have been used. We plan to create a series of e-mails, each focused on one indicator to show how they have been used, how useful, how to improve products and services. HIPNET members will hear more about this.
· Journal article - we will keep on pushing this forward and will report back to each other
Spanish and French Mailing and e-mail lists
· See action point #6
· INFO plans to do the Spanish and French mailings in May.
· E-mail lists have been sent up for English, Spanish and French libraries to tell them about publications. Instructions about how to send to these lists were distributed at the meeting and will be posted on the HIPNET site. If you can send to French or Spanish lists in French or Spanish that would be great since the interface is in French/Spanish.
EGranary
· See action point #7.
· eGranary sends hard drives to libraries in developing countries – journals, web sites, subjects range widely.
Calendar of upcoming events:
· In the past we’ve had a calendar of upcoming events. We would like to send out a calendar a couple of times per year which mostly focus on any events or sessions you’ll have at the GHC. If you know your organization will sponsor some kind of pre-conference event we can put that all together to mail on HIPNET so people can do which sessions most relevant to people.
· If you have a presentation you’re giving open to the public or an event, we can also note it on the calendar. The calendar has any health related/pop related events that you know are coming up.
Attendance
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Sally Salisbury
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AIDSTAR
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Maria L. Madrid
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AIM Global Health
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Brooke Barnes
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CARE
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Luis Ortiz Echevarria
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CARE
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Shannon Senefeld
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Catholic Relief Services
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Sandra Kalscheur
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Communications for Change (AED)
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Houkje Ross
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CORE Group
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Laura Raney
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FRONTIERS/Pop Council
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Rebecca J. Mbuya-Brown
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Health Policy Initiative/Constella Futures
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Liz Nugent
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Health Systems 20/20 Abt
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MC DeValdenebro
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Health Systems 20/20 Abt
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Sherry A. Hutchinson
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Horizon/Pop Council
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Earle Lawrene
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INFO
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Peggy D'Adamo
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INFO
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Rose Reis
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INFO
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Seth Rosenblatt
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INFO
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Stephen M. Goldstein
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INFO
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Luz Barbosa
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International AIDS Vaccine Initiative (IAVI)
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Lindsay Graham
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Intrahealth
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Monica Marini
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IRH Georgetown
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Dana Lewison
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JHPIEGO
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John Nicholson
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JSI
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Sandee Minovi
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JSI
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Samee Minovi
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JSI
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Madeline McCall
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JSI/DELIVER
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Pat Shawkey
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JSI/DELIVER
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Jay Heavner
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JSI/SCMS
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Katherine Coleman
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Manoff Group
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Megan Maline
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MEASURE DHS
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Hugh Rigby
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Measure Evaluation
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Leah Gordon
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Measure Evaluation
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Diane Fusilli
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MSH
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Jude Griffin
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MSH
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Julie O'Brien
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MSH
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Anwar Singletary
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PATH
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Jennifer Wilder
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Pathfinder
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Debbie Dickson
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POPLINE/INFO
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Neha Suchak
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PSP-One/Abt
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Gloria Coe
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USAID
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Marissa Bohrer
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USAID
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Sandra Jordan
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USAID
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Chris Bonner
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USAID GH Communications Team
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Renee T. Brock
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USAID Knowledge Services Center (KSC)
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Patricia Mantey
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USAID/Hygiene Improvement Project
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Next meeting date: September 10, 2008
