reflection4_agendaOrg

= **NBDC Stakeholder Forum and National Platform Meeting** = toc Large auditorium, ILRI Ethiopia, Addis Ababa. 20-21 February 2013

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= Agenda for organizers =


 * Day 1 **
 * 8.30 Registration of participants
 * 9.00 [Ewen] Introduction session
 * Opening speech by Ato Seleshi - Simon to confirm about writing 1-pager speech
 * Introduction of participants, agenda by Ewen: Ask people around the table to introduce themselves, including one thing they don't know about each other + 3 keywords (except organization) describing that person. One table chair introduces them briefly and repeats the names and organization and the keywords for each of them.
 * Introduction (Simon) of the workshop objectives + link with NP + One NBDC vision + (optionally) a couple of words on gender by Cathy F.
 * Introduction (Simon, same presentation) of the NBDC timeline (virtual and physical): What has happened so far (key events and outputs). The timeline will stretch beyond Feb. 2013 to be forward looking. Invite participants to add cards (during coffee break and throughout the workhsop) on the physical timeline on the wall pointing to significant events that happened or will happen this year/next year in the water and land management arena - which had, have or should have an incidence on NBDC... Kees to set this physical and virtual timeline up.
 * 10.30 //ShareFair Break (simple display of NBDC materials) -// Ewen to follow this up with KMIS and Yemisrach / Nigist //.//
 * 11.00 [Ewen] Key messages (Doug Merrey, including 'One NBDC' overarching framework) and feedback exercise to explore pressing demands and opportunities for the near future.
 * (20') Presentation by Doug
 * (10') Clarification Q&A by participants
 * (60') Initial reaction on these messages (35' group work + 15' plenary) possibly in world cafe format (20+15+15+10) - 6 tables (2 on question1, 2 on q2, 2 on q3) - ask NBDC staff to refrain from talking too much. Table hosts: **Amanda, Alan, Zelalem, Kindu, Randall, An**, Kees.
 * How does the 'new paradigm' and the support messages resonate with you? What is your general feeling about them?
 * What (other) messages or key issues might be missing and why do we really need to prioritize them?
 * What do you expect NBDC to work on in the last year (to sharpen this work and make it more relevant for integrated rainwater management)
 * // 12.30 Lunch break //
 * 13.30 [Amanda] Bus stop to go through existing work (90')
 * Present the work from various groups:
 * Local IPs (Zelalem) + national platforms (Kees)
 * Modeling (BS modeling by Teklu + integrated modeling Randall)
 * Monitoring (Simon)
 * PV+digital stories (Derebew/Kindu + showing movie)
 * Goblet tool (An)
 * Wat-a-game/Happy Strategies (Beth)
 * Local planning process (Josie)?
 * This will be done in a bus stop format (4-5 rotations of 15' +/-) to hear about the method, its contributions to the messages (how evidence was generated) we developed and the implications for our work + asking participants What do you think is useful about this? What could be opportunities to work around this?
 * 15.00 //Break//
 * 15.30 [Ewen] Group work: Organize 6 groups around 6 key messages and ask them (90') to appoint at least a documenter/reporter + another person to stick in this group - to prepare the quick report.
 * Does this message need to be revised, why and what are important issues to address in that revised message? What activities should NBDC prioritize this year (around this message), to improve land and water management policies and practices - take into consideration a) evidence from our research, b) tools and approaches available and c) your expectations.
 * // Process // : Mix groups based on initial interest + balancing groups out with 1-2-3-4-5-6. (against a standard template?)
 * How to use (and adapt) these messages to identify priority activities to improve our land and water management policies and practices, looking at our research, the strength of our evidence, the approaches and tools we have developed and the priority needs that you (stakeholders) have or anticipate (which have been identified in the morning).
 * How should messages be adapted (based on previous presentations)?
 * What work should NBDC (together with partners) prioritize to ensure the issues mentioned in these messages are addressed?
 * 17.00 Take stock of group work (2' elevator pitch specifying specific expertise to contribute & improve this) / go around flipchart sheets (or verbally) and closing remarks.
 * 17.30 Close.


 * Day 2 **
 * 8.30 ShareFair - Feedback on day 1 - Recap of day 1 / gap analysis (from thinking about this overnight)?
 * 9.00 [Kees] Group work (continued from yesterday) - with option for participants to swap groups (with mandate to shape up the agenda, add value to the group) - and progressively moving onto: who and how should we be influencing? What are opportunities and constraints for doing so? Stimulate swapping.
 * 10.30 // Break //
 * 11.00 [Ewen] Presentation of the results / Synthesizing insights and priorities for NBDC (t argeting recommendations and prioritizing relevant areas of work in line with pressing and upcoming demands, and with ongoing/upcoming NBDC work) + come back to framework (with help of Doug).
 * // 12.30 // // Lunch break //
 * 13.30... Other possible blocks for day 2:
 * [Amanda - 45'] High powered policy group session ( what is the current policy framework and how does our NBDC fit in there? Roundtable to challenge these policy makers to see how this is fitting in. Who and how should we be influencing them?) **I hope we have the right people present for this as it is very important. A focus should be, is there an interest in finding ways to better integrate NBDC results and work into the national policy processes, and if there is, how can this be achieved? A related issue that will be part of the key messages, assuming the participants do not reject them, is, how can we build on NBDC to develop a future program combining action research, learning how to and supporting scaling up, etc; and if there is this interest, would they support exploring international (ie, Nile basin, SSA) collaboration? Both these are the last two items in the current version of the key messages (DOUG)**.
 * [Ewen] Marketplace & parking lot: group work on specific issues around NBDC and other projects e.g. gender, existing tools and approaches etc. (collecting more information, feedback, engagement) **Need to make this interesting to hold people who will be tired by this point. I think the policy discussion can take the time to the break, then do something like this, with some feedback before closing (DOUG)**
 * 15.00 // Break //
 * 15.30 [Simon/Alan] Coming back to the 'One NBDC' framework with prioritization of the work... and implications for NP... Sustainability issues about the NP and NBDC legacy + thematic working groups' learning events (and sourcing ideas for other learning events) + Outlook on the October meeting?
 * Commentary by Simon/Alan about this
 * 16.15 Closing remarks Alan/Simon - What next?

= After action review and next steps = A small group (Alan, Amanda, Belay, Doug, Kees Simon, Ewen) sat after the meeting to review its progress, achievements and some possible next steps.

After action review (AAR) day 2
>>
 * Why we lost people: Nile Day + SLM field visit by donors è Check for special holidays around (with partners etc.) in the 2 months preceding it / Put it on Google Calendar / Talk particularly with SLM folks to ensure we plan around dates that are not busy with other events.
 * What worked well:
 * Bus stop worked very well – was hard to get it going. Everyone should have had some work prepared – spend more time on it! Get good time to preparation. Keep 5-6 people. Maybe have 2 people to relay each other.
 * Lunch meetings were a good idea.
 * The political level engagement and committment to further support the CG sytem to be part of the SLM national coordination mechanism
 * The private sector strong participation and also looks for future collaboration at field level. Ato Alemayehu is willing to finace some applied reseach on problems related to his commercial farm in teh southern region- Halaba.
 * What didn’t work well / what can we do about this:
 * o Putting messages before evidence? This was arguable. But it might have been difficult to come up with much evidence.
 * o We should have made more print copies available for everyone.
 * o We need a selection of people to give us feedback to improve messages.
 * o Prioritize work – avoid the open basket of options.
 * o There was no starting time on the invite letter
 * o Get someone to man the stand on the day (no one was there for the registration)
 * o Make sure the list of participants is available before the event
 * o Make sure the timeline enjoys a dedicated session
 * o The marketplace could be skipped, it didn’t work
 * have a look in advance at the proposed invitation list, and try jointly to make it more strategic and inclusive?
 * What to do differently?
 * o Invite people that know about the program / select participants è Have a dry run to work the program out.
 * o Have a fair and cocktails with everyone to start and then have sessions organized for different kinds of people (parallel sessions?)
 * o Spend more time on each session – for deeper discussions
 * o Organize different events e.g. for policy-makers
 * o Follow a checklist of steps to ensure we build upon lessons learnt
 * o Perhaps 1 day would be good or 1.5 days?

Next steps

 * **Wiki notes** – PPTs – pix etc. to be sorted out by Monday CoB by Ewen and Meron
 * **Email with information to participants**: Yemisrach and Ewen to draft, including link to the meeting notes, mention the upcoming 2-pager and invite them to subscribe to web alerts and to come back to them if participants can’t access the wiki.
 * **2-page brief coming out of this**?
 * (DONE) Ewen to give it a first stab
 * Doug to help review (and copy Simon, Alan, Belay, Kees, Amanda)
 * **Refining messages**
 * (DONE) Alan, Doug, Birhanu etc. to share their group work
 * Doug to flesh out messages, evidence, references etc.
 * An early next version will go to Amy, Funke and Larry for comments
 * Ewen, Doug and Amanda will take a closer look at the issue of targeting
 * During the upcoming (12 March) NBDC team meeting we have to zoom back on this and explain per group where we’re at and what to do with it à who to influence with this updated message?
 * Ewen with others will identify the product mix most appropriat (see comms plan below)
 * **Science meeting with field visit** à 2ndhalf of June, we should organize a science meeting which would include:
 * Finished publications;
 * Half-baked work (abstracts) – and how they’re related to our messages;
 * Masters students’ theses
 * CPWF cross-basin work on learning (e.g. documentation of innovation platforms or modeling across basins etc.);
 * **Bahir Dar basin level platform event**: we have to get non ILRI-IWMI folks to present our NBDC work – this event could also coincide with the science meeting perhaps?
 * **Nile Basin story** –
 * We should try and develop a story of the NBDC. This could be based on digital stories? We could develop one story for each of the messages or sub-messages. Perhaps use the institutional story in the making. Institutional history could be documented with partners. The other part of this basin story is the process documentation work (to get stories about the process and approaches followed in NBDC)
 * Institutional Histories/Basin Story: Kees to come up with a concrete plan for how to take this forward (outline, timing, etc), taking into consideration the various NBDC events over the coming months and the Peer Assist scheduled currenlty for early June
 * Process documentation:
 * Short digital story about the process design behind NBDC? A digital story based on a collage of various interviews with project staff;
 * (DONE) ELB to investigate interviewing staff about process work – check with Peter B - yes and ok from Peter B!
 * (Not discussed but just an idea): Do a cartoon about what went wrong? the story behind… NBDC?
 * Another idea could be to develop a video about the history of SLM and NBDC? Use GoE trust fund to finance this.
 * We could try and get some of these digital stories on TV – media…
 * Media coverage to plan for end of project workshop (October etc.)
 * Ewen to develop ** Comms plan **