Knowledge Management Systems
Avencion was contracted to review, develop and implement appropriate integrated electronic records, data and knowledge management system for the Ministry of National Development Planning in Zambia order to improve the efficiency and effectiveness of development cooperation. Activities included conducting a baseline assessment of the existing records and documents management system and practices for development cooperation, through a consultative process, involving the key stakeholders, design and implement an appropriate integrated electronic records and documents management system for development cooperation and recommend the required hardware, software, logistics and capacity building support, preparation of an implementation manual outlining practical steps and procedures to guide proper and efficient use of the newly developed integrated electronic records and documents management system and to conduct a stakeholder review and validation of the system to ensure stakeholder buy-in and appreciation of the system.
The data management platform serves two primary functions:
A) Will be the electronic registry that systematically stores and enables speedy retrieval of correspondence and documentation for case management of issues, a data and documentation management platform. This document and data management platform will be used to manage, store, retrieve, view and track histories of documents. The system was tailored to suit project and implementing ministry needs. This system gives the Ministry of National Development Planning, Ministry of Finance, the implementing Ministries and the project implementation units the ability to track any document (electronic one or paper one), control and view it by different users simultaneously, without the risk of data loss.
B) The function is to store information flows for processing that will result in analytics for use in decision-making and acting as a dashboard for reminders on targets and deadlines to be met. Serves as a Business Processing Platform as part of a business intelligence processing (BIP) method to get the best out of the organization of data. The BIP is based on the idea of learning from the already collected data about the behaviour, needs and directions of the Development Cooperation Department’s clients, such as implementing ministries, project coordinating units or donors. The BIP solution merges relevant data from all stakeholders into a centralized database in order to give the Development Cooperation Department and other users the ability to merge important information together. This will enable increased understanding, management and use of existing data. Supports tracking ongoing activities and transactions against disbursements, procurement plans, budgets and audit plans