Social Implementation of Knowledge and Technology for IDRiM Challenge
Towards ImplementationNorio Okada
Professor, KyotoSession 14, Integrated Disaster Risk Management,
IDRiM 2010 @BOKU, Vienna, 3 Sept., 2010
From knowledge to action
• We already know a lot, but just short of putting into action, making it really happen in society and reaching people who disparately need them if realized.
How can we entice and motivate potential stakeholders different in concerns/interests to come to the
same table?
Initiatives needed to get it started(participatory approach somewhat
non‐horizontal ) • Initial Drive• Catalysis• Fermentation of setting up a common communication platform
• Facilitation Capacity and Competence• Feeding expert knowledge
My field‐academic challenges include
• Mountainous community’s self‐reorganizing process (setting up a new community association) in Japan
• Merapi Volcanic Region’s Community‐based disaster reduction action planning and management in Indonesia
• Industrial Park‐level Collective Business Conitinuity Planning and Management in Uji, Kyoto, Japan
Plan‐Do‐Action‐Plan ProcessSmall but Complete by Adaptive Management
Action
Plan Check
Do
ManagementCycle
Implementing policy
Planning policy making/ revising
Observing current state
Setting up communication platform for policy development
Urban diagnosis
PlanPlan
DoDo
ActionAction
C
p
CheckCheckD
Pd
c
Nested Structure of PDCA Cycles(Large, Middle and Small Vehicle‐Linkage)
Social Implementation
IMPLEMENTATION PutSomething
Place
????
? ? ???
CultureBehaviorSocietyGeography….
What/How identify S and P ?
?? ??
Who owns this? Who needs this?
Collaborative Action
Customizing
Producing
ModifiedPrototype
Socially implemented
IMPLEMENTATION
Issues of Social Implementation
Partitioned by Normal Mode
Special Mode (Disaster )
Gap of StakeholdersDivisionsKnowledgeDistance
How to reach this Vacuum Point/ Bridge the Gap:‐Initiative‐Facilitator/ outsider guide/ soft command‐Institutional scheme to be set beforehand‐Special device and training
Reductive to Holistic Way of Viewing the World
Until Now
New Paradigm Emergence
Reductionism
* Comprehension of Rainbow color: 7 colors of Rainbow from Newton.America: 6 colors, Maya (Mexico): 5 colors, Africa: 2~3 colors
How can we put it into research?• Something new knowledge added (viable, hopefully more solid )• As a methodological development approach(?)• As a PDCA‐based, (prospective) stakeholders‐involved, progressive
testing approach (?)• As a normative theory‐based approach with some implementation
implications communicative with end‐users• As an action research (with some theory behind)‐field‐based knowledge development (?) ‐ narrative, ethnographic, story‐telling, interpretative approach (?)
Some clue needs to be given as a step ahead to link each other approach by way of providing a broader complementary science perspective (see Atsumi’s work,2009, for example ).
Dynamic process of in‐field findings to theory, and theory‐framed in‐field studies. ⇒Senior researchers should contribute more.
Applying DRH definition (technology broadly defined to include
knowledge ) • Transferable Indegenous technology (time‐ and field‐tested,
local prototype‐based)‐ originally developed in Chizu Town, Tottori, a mountainous community in Japan
• Implementation‐oriented Technology (endorsed by high‐quality product)‐ YSM Chart and User Manual
• Process Technology‐requires facilitation process (know‐what & ‐how)‐requires adaptive management process to tailor to local culture ‐requires co‐learning (mutual learning) dynamic process
22
What YSM is about?
Around mid-1980s, this was originally developed and used for community’s revitalization initiative projects.
Okada and Na have proposed to refine and improve it as a new participatory workshop method to create collaborative action plans for improving disaster
reduction capacity in communities.
23
The Objectives of the Yonmenkaigi System Method in Pilot Project
1. To accelerate the Pilot Project program, Yonmenkaigi System Method was introduced by Kyoto University to assist Gadjah Mada University (UGM) in Indonesia.
2. To develop a collaborative action plan for activities of sand mining management at the local community level.
The Yonmenkaigi system (YSM) was originally designed and used for collaborative action development for small groups in community-citizen vitalization initiatives called machizukuri in a mountainous municipality
of Chizu Town, Tottori, Japan. The Yonmenkaigi application program consists of the facilitators program of YSM and implementation of YSM
for field activities of Pilot Project in the Merapi communities.
The Standard and The Standard and TailoredTailored Process of YSMProcess of YSM
SWOT Analysis
YonmenkaigiChart
Debate & Invert Debate
Action Plan
Field Survey
Identify Strengths, Weaknesses, Opportunities, and Threats
Generate and Cluster IdeasGenerate and Cluster Ideas
Enhance and ReEnhance and Re--cluster Ideascluster Ideas
Present Action Plan ChartPresent Action Plan Chart(Collective Commitment)(Collective Commitment)
Determine Theme/Goal and Assign RolesDetermine Theme/Goal and Assign Roles
C
A
P
D
C
A
The CAPD (PDCA) cycle is working in Yonmenkagi system method.The CAPD (PDCA) cycle is working in Yonmenkagi system method.Concern/Interest
Assessment
Three stages of YSM procedures Three stages of YSM procedures
YonmenkaigiChart
Debating
What should we do?What we need to worktogether ?
What can we do?How can we work
together?
Participants share information and knowledge among them, then make action plan to carry out a goal by using Yonmenkaigi system.
SWOT Analysis What do we know?
Participants discuss about :
26
The Yonmenkaigi Chart as a Core Tool of Communication Media
Role Assignment by Task
Theme
Within 3 Months
Within 6 Months
Within 1 Year
Group A (Management)
Gro
up D
(Har
d Lo
gist
ics)
Group C
(Soft Logistics)
Group B (PR, Information)
Beyond 1 Year
Plana
Planc Pland
Planb
The action components for each role are compartmentalized in a time frame. Participants discuss within their groups and plan the actions of the assigned role accordingly.
A Typical Pattern of Role Assignment Four sides may consist of Management,Public relations (PR) and information,Soft logistics,Hard logistics.
Roles may assigned by stakeholder, alternatively.
27Completion of Action Plan Chartand Final Presentation
Based on the action plan chart, the participants are required tomake a presentation referring to role and timelines of their entire action plan.
< Action Plan Chart >
3 Months 6 Months 1Year Beyond 1 Year
M
I
S
H
TimeParticipants decide and prioritize the action plan based on a time scale.
Implementation of YSM in Japan(Disaster Reduction Action Plan Development
of Shuhachi Community, Kyoto City in January ,2008)
A New Challenge: Why and How YSM was introduced in the Merapi Pilot Project?
1. Each community had agreed to develop a collaborative action plan in a participatory manner so as to improve
roles and activities of their social organization.2. The fatal lack of capacity on the side of the community
people was their inability and inexperience to systematically and logically make a sound diagnosis of the current state of their community and to work out a
collaborative action plan so as to achieve their own goal.3. YSM provides a communication basis for working
together by having all seated together around a square table and by brainstorming about each other’s views.
4. YSM provides collaborative action plan to improve the activity of sand mining management in local community,
as the suitable participatory workshop method .
New knowledge Developed through YSM Application Program in Pilot
Project
YSM Program In Pilot Project
Instructor
As Local Communicators for PP
KepuharjoVillage
KemirenVillage
SindumartaniVillage
Assistant Facilitators Candidates
Facilitator Candidates for YSM
+
YSM Program In Pilot Project
Instructor
As Local Communicators for PP
KepuharjoVillage
KemirenVillage
SindumartaniVillage
Assistant Facilitators Candidates
Facilitator Candidates for YSM
+
Facilitator Training’s Program of YSM
YSM Workshop for DevelopingCollaborative Action Plan
Part 1:
Part 2:
Developing Action Plan for Field Activitie•Kemiren Village•Sindumartani Village•Kepuharjo Village
Facilitator Training’s Program of YSM for Facilitator Candidates of UGM
April, 2009
May, 2009
June, 2009
Special Procedures Developed to Implement YSM Workshops in Pilot Project
SMM: sand mining managementYSM:Yonmenkaigi system methodGMU:Gadjah Mada University
Workshop A:Sharing conscious between stakeholders
Workshop B:Developing collaborative action plan to implement SMM in local communities
Workshop A:Share of Awareness & Need
for SMM
Workshop B:Making Action Plan
YSM of Local Community
Collaborative Actionto Implementation
for SMM
SWOT & Strategy
YSC & Debating
Preparation for Workshop A
Implementation of YSM
Processes of YSM
A new style of YSM workshop facilitation
Sub Facilitatorfor Group A
Sub
Faci
litat
orfo
r Gro
up D
Main Facilitator
Sub Facilitatorfor Group BSub Facilitator
for Group C
Sub Facilitatorfor Group A
Sub
Faci
litat
orfo
r Gro
up D
Main Facilitator
Sub Facilitatorfor Group BSub Facilitator
for Group C
KU-UGM proposed a new style of YSM facilitation:adding the sub-facilitators to each group, considering the local situation
The role of Sub-facilitator:Assisting and Accelerating
participants’ involvement during YSMWorkshop1) Supporting main facilitator 2) Guiding participants
Implementation of YSM in Pilot Project
SMM: sand mining managementYSM:Yonmenkaigi system method
Workshop A:Share of awareness & need
to SMM
Workshop B:Making action plan
YSM of Local Community
Field activity to SMM
SWOT & Strategy
YSC & Debating
Preparation
Implementation of YSM
Processes of YSM
Topics of Villages:1.Kemiren Village
• Sand Mining Truck Survey2.Sindumartani Village
• Mapping of the Potential Location for Reclamation
3.Kepuharjo Village• Profile of Sand Mining Activity
In Aug, 2009
In Aug, 2009
In Oct, 2009
Workshop A in 12, Aug, 2009
37
Case study: Case study: Kemiran village of Merapi volcano
Workshop A 2.SWOT 3. YSC 4. Debating 5.APC
S1.Have an office2.Already legalized3.Knowledge on the environment of survey4.Sufficient Human Resources5.Members of Bumi LEstari were former truck driver 6.Having conducted survey before
W1.Communication is not good2.Not familiar with survey method
O1.Safe and quiet (condusive) condition2.Assistance from GMU, Kyoto Univ, and YEC3.Support from Village Government4.Support from villagers5.Support from related government agency6.Proactive truck drivers7.Most truck drivers know Bumi Lestari members
T1.Many activities2.Local truck driver3.Unsupportive villagers4.Disaster
1. The objective of the field activity is to know the number of sand and gravel trucks and rate of sand from mining sites in Bebeng River passing through Kemiren village in a week.
2. The target is the truck armada passing through Kemiren.
3. Funding source for survey implementation is from village and Bumi Lestari.
Strategy with SWOT analysis result
Kemiren Yonmenkaigi Workshop
Date 19 August 2009
Time 13.20 – 16.10 3 hoursPlace Kemiren Village
Participants Number : 13 Kemiren VillagersTopic Survey Armada
Facilitator Main : Aris Sub: Mimbar, Didik, Pras, Nunung
Recorder who : Fika How : Camera, Handy Cam
Identification of participants
Bumi Lestari(5)
VillageGovernmentStaff(5)
Head of Local Youth
Organization ,Villager(3)
39
Case study: Case study: Kemiren village of Merapi volcano
Workshop A 2.SWOT 3. YSC 4. Debating 5.APC
YMC after DebatingDebating for Collaboration
Partial Action Plan Chart (Kemiran Village)
I. September 2009 (1 month) II. October 2009 (3 weeks) III. October 2009 (1 week)
M
Meeting with related government agencies (M+I) Implementation of field task (M+S) Making report on the whole data (M+S)
Establishing committee (M+S) Survey on where the trucks come from
Carrying out workshop (M+S+I)
Proposal Compilation (M+H) Collecting survey data daily (M+S) Carrying out follow up plan
Agenda Planning (M+I, arrange from Sept 09)
I
Making invitation for implementation meeting through TPS (Sukamto)
Making evaluation meeting invitation for meeting
Making workshop invitation (I+S)
Making invitation for committee establishment Making survey format
Drawing conclusion of evaluation results (I+S)
S
Determining survey personnel (Agung, Yusuf, Sutarno)
Data receiver (Yusuf, Nurohman, Istiarno)
Report Compilation
Preparation of base camp establishment (Yusuf S, Heri) Distributing logistic (Salem)
Communication Preparation (Iswahyanto, Istiarno)
H
Equipment Survey Procurement of something Preparing of workshopProcurement of uniforms Preparing food for the consumption
Survey on trucks that are already recorded
Outcomes of YSM (Action Plan of Field Activities: Three Communities
Kemiren
Sindumarutani
Kepuharjo
Sand Mining Truck Survey
Mapping of the Potential Location for Reclamation
Profile of Sand Mining Activity