1. Knowledge Repositories in Action: Case of the InterAmerican Development Bank  Karen Mokate – karenm@iadb.org  Kyle Strand –kyles@iadb.org  Joseph Busch - jbusch@ppc.com KMWorld 2010 – Washington, D.C. KMWorld 2010 – Washington, D.C.

2. http://www.iadb.org The Inter-American Development Bank Discussion Papers and Presentations are documents prepared by both Bank and non-Bank personnel as supporting materials for events and are often produced on an expedited publication schedule without formal editing or review. The information and opinions presented in these publications are entirely those of the author(s), and no endorsement by the Inter-American Development Bank, its Board of Executive Directors, or the countries they represent is expressed or implied. This presentation may be freely reproduced.

3. Outline  IDB Background & Context  IDB Knowledge Products  Building our Institutional Knowledge Repository  Challenges Ahead  Lessons Learned

4. Inter-American Development Bank MISSION: To accelerate the economic and social development of our borrowing member countries, both individually and collectively.

5. Inter-American Development Bank Development Financing - Loans / Grants - Technical Assistance - Research 48 member countries (shareholders) - 26 in LAC (majority share) Offices in 29 countries

6. Inter-American Development Bank 2000 Staff Members Plus $53 million per year in consultant services

7. A Bank? A DEVELOPMENT Bank…..

8. A DEVELOPMENT Bank…. Databases Technical Notes Working Papers Project Preparation Reports Evaluations EvaluationsPresentations Training Materials Lessons Learned BooksMore… KNOWLEDGE PRODUCTS

9. IDB Products – past paradigm Sovereign Guaranteed Financial Products: loans, grants, Non-Sovereign Guaranteed Financial Products: loans, grants, Non-Financial Products: development knowledge, others

10. IDB Products – current perspective Sovereign Guaranteed Financial Products: loans, grants, Non-Sovereign Guaranteed Financial Products: loans, grants, Knowledge Products: analytical work and capacity-building

11. Business Case for the Development of an Institutional Knowledge Repository  Vice President of Sectors and Knowledge:  Vice President of Sectors and Knowledge: “We want to become the preferred knowledge partner for the development community in Latin America and the Caribbean…” Office of Evaluation and Oversight (which reports to our Board of Directors): “…. …” Office of Evaluation and Oversight (which reports to our Board of Directors): “… Taken together, the Bank’s multiple data storage locations … create very high search costs combined with a low probability of success in locating… material….. systems should be integrated ….in a single, user- friendly system (for both internal and external users). …”

12. Another Approach to the Business Case: Search for / Reuse of Knowledge Products If we can save 23 minutes of time per week per staff member, the investment in the knowledge repository pays for itself in a single year.

13. Objectives, Mantra ACCESSIBILITY VISIBILITY

14. Challenges to Better Accessibility Inadequate management and maintenance, as well as obsolescence of e-docs systemInadequate management and maintenance, as well as obsolescence of e-docs system Extremely sparse metadataExtremely sparse metadata Inadequate, out-of-date and neglected search capacity Inadequate, out-of-date and neglected search capacity Multiple, fragmented, non-validated vocabulariesMultiple, fragmented, non-validated vocabularies No enterprise management role or governance for search, vocabulary, metadataNo enterprise management role or governance for search, vocabulary, metadata Scarce recognition of the INSTITUTIONAL ownership of our knowledge productsScarce recognition of the INSTITUTIONAL ownership of our knowledge products

15. Challenges to Visibility of KPs Publications Page: links to pdf file, with no related knowledge products, no additional data, no user interaction

16. Challenges to Visibility of KPs Google links to pdf file, with no link-back, no links to related KPs. 2

17. Search Engine Controlled Vocabulary Governance & Management PlatformInstitutionalKnowledgeRepository(IKR)

18. Search Engine Controlled Vocabulary Governance & Management Platform

20. Search Engine Controlled Vocabulary Governance & Management Platform Search Engine IKR Component: Search Engine Global & Publications Page Global & Publications Page Intranet pages (SEC, LEG, SCF, Infolinks, others) Intranet pages (SEC, LEG, SCF, Infolinks, others) Intranet Search Portal (Zahorí) Intranet Search Portal (Zahorí)Zahorí

21. Order, consistency for metadata

22. Higher Education TertiaryEducation Post-secondary Education

23. Facets in our Vocabulary Document Type Access Control Organizational Unit Countries & Regions Topics & Sectors

25. Repository Platform IDB Docs Metadata IDB Docs files Knowledge Products (within IDBDocs) D-SPACE – Metadata and links D-SPACE – Metadata and links Users / Producers (KPs) Users / Producers (KPs) Search Engine Controlled Vocabulary Governance & ManagementPlatform

26. Knowledge Repository Vivisimo Search Vivisimo Search

27. IKR Component: Repository Platform Content ingest (Bank Knowledge Products) Pilot groups: RES, ICF, SDS, INDES Next: SCF, OVE BRIK

28. Accessible and Visible

29. Access by Collection

30. Search by Author

33. Search Engine Controlled Vocabulary Governance & Management Platform

34. IKR Component: Governance & Management Search Engine Controlled Vocabulary Governance & Management Platform Advisory Group Consultations  IKR Policy Proposal Definition of Knowledge Products Definition of Knowledge Products Access policies and controls Access policies and controls Policies and practices for ingesting KPs into the IKR Policies and practices for ingesting KPs into the IKR Mandate for ingest of KPs into the IKR Mandate for ingest of KPs into the IKR Institutional priorities during ingest of KP stock Institutional priorities during ingest of KP stock Ownership permissions re: KP stock in IDBDocs Ownership permissions re: KP stock in IDBDocs

35. Ingest Workflow Submission Departmental Review Departmental Review Centralized Quality Control 123 KP produced, approved Accessible and Visible in BRIK

36. Next Steps Ingest of identified KPs Training and support to departmental editors Approval of IKR policies Training and support to authors, editors Identification and ingest of siloed products Incorporation of Vocabulary into Software and into D-Space Definition and implementation of a “gatekeeper” role

37. Pending Challenge: Multilingual DevelopmentMetadata 1 language Metadata multiple languages

38. Lessons Learned  Manage each of the four components as a project, manage their coordination proactively  Include the management/governance dimension from the start, build up the support for the decisions that will have to be made  Communicate, Communicate, Communicate –Across the organization –Buy-in, engagement –Engage management. Create a business case and sell it.  Start out with those units/groups that want to work with you, and keep the group open  Manage the repository as a living entity, the goal is not an short-term investment or an immutable finished product

39. Thank you Questions?Comments? Karen Mokate Kyle Strand Joseph Busch karenm@iadb.org karenm@iadb.org kyles@iadb.org jbusch@ppc.com karenm@iadb.org kyles@iadb.org jbusch@ppc.comkyles@iadb.orgjbusch@ppc.com karenm@iadb.orgkyles@iadb.orgjbusch@ppc.com www.iadb.org