Introduction

DILG XI since January 2007 has devotedly set the groundwork for the establishment of its own knowledge center, officially named Local Governance Resource Center (LGRC), 58 McArthur Highway, Matina, Davao City The LGRC is more than just a physical library. It is a dynamic, interactive and virtual facility that is designed to be a user-friendly, accessible repository and venue for continuous review and updating of local governance assets, learning tools and information systems. The establishment of the LGRC is supportive of the mandate of the DILG in enhancing the institutional capacities of the local government units (LGUs) for improved service delivery. As DILG Regional Director Francisco Jose, said We are in a new age the age of information and global competition We have no choice but to prepare for this new age, the Learning Age, in which the key to success will be the continuous education and development of the human mind and imagination. This knowledge center will undoubtedly help its users, to adequately respond to the knowledge challenges and emerging issues of the times. The setting-up of the center is in collaboration with DILG-Office of the Project Development Services (OPDS) through the Mindanao Basic Urban Services Sector Project (MBUSSP) and initiatives and efforts of DILG-XI regional management and staff. Anchored on the principles of knowledge management, capacity development, multi-stakeholders, linkage, public education and convergence, the LGRC complements DILG's vision as a "the primary catalysts for excellence in local governance and its people - its primary resource persons."

Local Governance Regional Resource Center XI

All About the Manual

The LGRC Operations Manual is the operating guidelines for this knowledge resource center and its clients, as part of the continuing process in enhancing institutional capacity in the delivery of essential services. The guiding principles contained in this Manual are based on the vision, mission and strategic directions of the DILG XI. In particular, the manual is intended to meet the requirements to effectively carry out LGRC Programs, Activities and Plans as established. This guidebook provides information on how tacit knowledge can be put into action, through shared collaboration, information and knowledge sharing and dynamic interaction between and among major stakeholders, various potential partners and key players at various levels of local government to truly find meaning in its utilization. The manual features the operational mechanisms in the provision of the four (4) essential services of the LGRC covering multi-media and information, capacity development, linkages and networking and public education. It also provides the LGRC operating systems and procedures on the organization and management structure as well as how-tos in relation to the provision of the LGRC services. It also describes the regional social marketing and advocacy program An important feature of the Manual is a description of the measures towards sustainability management of the LGRC to be carried out with its partners and stakeholders. The guidelines and procedures in this manual incorporate and adopt the objectives, criteria and procedures for the efficient and sustaining operation and institutionalization of the LGRC. These are intended solely to implement the PAPs of LGRC and develop service delivery efficiency. In the event that there may be any conflict between these procedures and any existing DILG XI laws, rules and procedures, the later shall prevail.

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Intended Users of the Manual

The specific offices and/or entities that would make good use of this Manual are the following: a. b. c. d. e. f. g. h. Local Government Units (LGUs) decision makers and leaders Multi-stakeholder Advisory Committee (MSAC) members Academic Institutions Non-government Organizations Financial Institutions (International/Donor organizations) Media Students and Researchers Civil society organization

The LGRC Operations Manual may also be used as ready reference by the other DILG Regional Offices and other stakeholders who are geared towards developing knowledge-centric organizations and in promoting a culture of learning and knowledge sharing in local governance.

LGRC XI Framework
The LGRC XI is a dynamic and interactive facility envisioned to promote the building of learning communities that pursue local governance excellence through knowledge sharing and innovation and contribute to the building as well of the DILG and its development partners as knowledge centric organizations.

LGRC Region XI is a learning center that harnesses the role of DILG as knowledge brokers and facilitators of capacity development in local governance. It will serve as an access point of knowledge in governance for LGUs and other local governance stakeholders. Vision

Local Governance Regional Resource Center XI

WE ENVISION LGRC XI AS AN INNOVATIVE, PROGRESSIVE AND SUSTAINABLE FACILITY THAT CHAMPIONS KNOWLEDGE MANAGEMENT AND SHARING LOCAL GOVERNANCE IN THE REGION Mission LGRC XI THROUGH ITS MSAC IS COMMITTED TO BE AN EFFICIENT AND EFFECTIVE KNOWLEDGE SERVICE PROVIDER THAT PROMOTES EXCELLENCE IN LOCAL GOVERNANCE Goals TO PROMOTE KM IN LOCAL GOVERNANCE TO INSTITUTIONALIZE INTER-AGENCY(MSAC) PARTNERSHIP ON KNOWLEDGE MANAGEMENT TO NURTURE A CULTURE OF KNOWLEDGE SHARING

Strategic Directions For goal 1 TO SHARE BEST PRACTICES ON LOCAL GOVERNANCE

TO LINK WITH AGENCIES, INSTITUTIONS AND INDIVIDUALS WITH KPs ON LOCAL GOVERNANCE

CONDUCT, SPONSOR, INITIATE FOR A ON VARIOUS ISSUES ON LOCAL GOVERNANCE

For goal 2 TO PROVIDE ACCESS TO LGRC FACILITIES, PRODUCTS AND SERVICES (EXPERTISE)

INFORMATION AND NETWORK SHARING 2

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TO ORGANIZE MSAC

For goal 3 TO PROMOTE AND PRACTICE THE PRINCIPLES OF KM (KCO) WITHIN THE DILG AND OTHER LG STAKEHOLDERS

Impact: LGRC will bridge knowledge gap among local governance stakeholders. Right information for best results!

LGRRC XI Services
(i) Multi-media knowledge and information Serves as a repository and channel for communication and information that shares books, publications, exemplary and replicable practices, audio-visual materials, and other knowledge products.

Provides access to: LGRC Website,databank of knowledge products

(ii) Capacity Development LGRC XI facilitates the delivery of quality, strategic and responsive capacity development programs, projects and activities that promotes and undertakes replication of exemplary local governance practices, innovations and other initiatives

(iii) Linkage Serves as broker/link between LGUs and other local governance stakeholders on programs that provides access to network of coaches, experts and local resource institutions (LRIs).

Facilitates virtual knowledge sharing and utilization among MSAC partners and within the LGRC network 2

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(iv) Public Education on Good Governance, Development and Citizenship Facilitate citizen participation that promotes good local governance practices and innovations through various venues of knowledge sharing and education, knowledge exchange programs/dissemination building from the existing systems and tools

The LGRC ..

As a local governance learning center, the LGRC-XI serves as a venue for knowledge exchange for and database of exemplary practices, innovations, models, tools and knowledge products on local governance.

Its Facilities
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(i)

Library/Repository of Knowledge Products

(ii)

ICT Infrastructure (Facilities)

Equipment LGRC Region XI is equipped with the latest technology that facilitates the immediate exchange of information and knowledge sharing. Below are the equipment that are available in the center are as follows:

2 desktop computers (HP) with complete accessories

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Web camera Laptop computer LCD projector with screen Digital camera Wireless router/access point Switch hub Printer and scanner Copying machine

LAN/WIRELESS LAN

For better data integration and to provide easy access to information, a network and wireless connection is present within the Center. With this the facility provides online video conferencing and instant messaging to the DILG Regional Office and the LGRC clients for a more accessible and more economical way of communicating and data sharing. LGRC information web portal A LGRC XI website was developed to provide a quick means of publishing information that is widely shared on the world wide web. This serves a universal repository of information resources that are disseminated and shared with a minimal cost. The Regional website also serves as a venue to market the services that the Center provides at the same time the website provides links to other DILG Offices and other institutions.

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Figure 2: the LGRC XI Web Page

(iii) Audio Visual Equipment (iv) Conference Room

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LGRC XI Operating Systems & Procedures

LGRC ORGANIZATION AND MANAGEMENT STRUCTURE The organizational structure of LGRC XI complements in building DILG as a knowledge-centric organization. The LGRC structure shall be composed of men and women who are committed to foster knowledge management in all areas of local governance.

Regional Structure
Over-all Coordinator (Regional Director) MSAC Division Chiefs LGRC Team/Center Manager/Core Team Pool of Experts

Roles and

Multimedia Knowledg e& Informatio n (Focal Person/ Regl. Anchor Functions: Person)

Capacity Developme nt (Focal Person/ Coaches/ Regl. Anchor Person)

Linkage Facility (Focal Person/ Coache s)

Public Educati on (Focal Person/ Coaches

Center Manager 2

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The Center Manager of LGRCXI shall be the Regional Information Officer of DILG Region XI. As designated by the applicable decision-making body, the LGRC Manager shall be responsible for carrying out the following functions in implementing and administering these regulations. a) Interpretation of these procedures and determination of substantial conformance therewith. b) Managing the Center and preparing LGRC documentation. c) Determining whether project application is complete for LGRC purposes. d) Recommending to the decision-making body thresholds of significance. g) Such other functions as may be reasonably required in order to administer these procedures. Pool of experts The pool of experts shall come from the MSAC members or identified local practitioners to assist clients through the LGRC. LGRC Team There shall be a permanent and alternate focal persons for every LGRC program services with the following minimum competencies: Multi-media Knowledge and Information o Must have basic knowledge on computer operations and troubleshooting o Preferably has knowledge on programming and database management o Knowledge on Multi-media operations Capability Development o Must complete the Training Program for LGOOs as accredited by LGA 2

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o Must have experience in facilitating capacity development interventions for LGUs o Must have knowledge and skills on basic ICT Public Education o Must be a good communicator, with advocacy capabilities o Can promote and disseminate exemplary practices Linkage Facility o Have sufficient knowledge on program marketing The LGRC Team members shall be responsible in facilitating knowledge management in their respective knowledge facilities under the LGRC program Membership in the LGRC Core Team shall be subject to the minimum requirements set through a DILG Regional Memorandum. MSAC Functions of the Multi-Stakeholders Advisory Committee: o Shall create high level of awareness among the stakeholders; o Shall attend and participate in all MSAC activities; o Shall initiate steps towards building their respective organizations as Knowledge Centric Organizations (KCO) and to promote the knowledge sharing culture and the culture of learning; o Shall contribute relevant local governance knowledge products to the LGRC XI; o Shall make accessible/available to the LGUs and other secondary users their respective organizations local governance knowledge products and experts; o Shall mobilize resources ( fund, material, humans, etc) to support knowledge management programs and plans in their own organizations; 2

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o Shall establish a technical working group (TWG) composed of designated principals/ alternate focal persons of member-agencies to perform the various functions of the MSAC ; o Shall identify and participate in researches and assessments relevant to local governance development; o Shall meet regularly to assess the operations and ensure the sustainability and dynamism of the four (4) components which are the KM Multi-media, Linkages and Networking, Public Education and Capacity-Building of the LGRC XI; and o Shall analyze and review results of regularly conducted local governance knowledge manage-ment environment (for a, peer to peer exchanges of information) and the characteristics of local governance knowledge supply and demand in the region. Operating Procedures To ensure effective delivery of the core services of the LGRC, the following shall be observed: Multi-media Knowledge and Information Center Capacity Development

Service Defined: This service, as provided by LGRC XI, is a package of quality, strategic and responsive capacity development schemes to address the capacity development needs of local government knowledge consumers. (Suggest to re-state this for more clarity The service approach includes: DOCUMENTATION
OF

BEST PRACTICE

This service uses simple methodologies to help LGUs document and adopt good practices. This will help LGUs work together to replicate governance practices that are simple, effective and proven solutions to common governance challenges. The Reference Document is the main project document to help recipient LGUs understand the various aspects of the good practice and how it was implemented. It uses specific replication processes. 2

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PROVISION

OF

TECHNICAL ASSISTANCE

This service focuses on providing technical assistance on the following Local Governance and/or Public Administration areas:, o o Developmental Legislation Codification of Ordinances Formulation of IRP Parliamentary Procedures Legislative Tracking System Emerging Trends: Corporate Governance Local Economic Enterprise Management LCEs as Corporate Managers The Corporate Powers of LGUs

o Local Financial Administration Formulation of Local Revenue Plan Tax Codification o Synchronized Planning and Budgeting o Community Empowerment ADDRESSING CAPACITY KNOWLEDGE REQUIREMENTS This service is carried out through LGPMS, SCALOG, CapDev Plan, ELA and SLGR. The service shall provide technical assistance to LGUs/clients who desire to undertake performance, productivity and organizational competency self assessment. This available service is also provided in a package scheme. ENHANCEMENT
AND DEVELOPMENT OF AND RESOURCES

CAPACITY DEVELOPMENT

MATERIALS

MONITORING CONDUCT

AND EVALUATION OF THE RELEVANCE , UTILIZATION AND IMPACT OF KNOWLEDGE SHARING OF C ONFERENCES , ROUND TABLE DISCUSSIONS , F ORUMS ON EXEMPLARY PRACTICES , TOOLS AND PROCESSES , C ASES , POLICY DEVELOPMENT , GOVERNANCE TRENDS.

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DISSEMINATION such

AND PROMOTION OF KNOWLEDGE EXCHANGE THROUGH EFFECTIVE UTILIZATION OF APPROPRIATE COMMUNICATION CHANNELS AND CAPACITY BUILDING TOOLS

as: Peer-to-Peer Learning Replication Programs Knowledge Fairs

How to avail the package services: Visit the LGRC XI website at: www.dilgxi.org Walk-in Clients: For capacity development needs Visit the LGRC XI Center at 58 Mc Arthur Highway, Matina, Davao City 8000 See the Center Manager for particulars Requirements: For Technical Assistance, the following are the documentary requirements: Formal Letter Request from the LCE or head of agency For LGUs, Sanggunian Resolution authorizing the LCE to enter into MOA/MOU Ordinance appropriating funds for the purpose Forging of the MOA/MOU between LGRC and LGU and/or agency Linkages

LINKAGING

& COORDINATION MECHANISM (NETWORK BUILDING )

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This program component brokers link between LGUs and other local governance stakeholders and programs (e.g. GO-FAR, LGPMS and local development planning ) provides access to network of coaches, experts and the local resource institutions (LRIs). It is designed to facilitate virtual knowledge sharing network to encourage the spirit of knowledge sharing and utilization among LGRC partners and within the LGRC network. The networking and coordinating mechanisms can be availed through the following services and activities: o Selection and organization of MSAC and COPs o Formation or development of Communities of Practice (COPs) or learning circles o Multi-stakeholdership and network building o Access to network of coaches, experts and Local Resource Institutions (LRIs) through referral services to the pool of coaches, local resource partners and institutions o Help Desk and Information Referral Service and Hotline o Serves as brokers o Expert Directory-Locator (Pool of Experts and Institutions) o Maintain contact list and profiles (areas of expertise) and citizens watch group

KNOWLEDGE BROKERING
o Leverage, coordinate and collaborate with other existing knowledge for development programs o Locate existing resources and systems that can be built on or enhanced o Disseminate knowledge as widely as possible maximizing on available ICT infrastructure o Knowledge equipping, coaching customer support and linking to a pool of experts o Develop/update knowledge-based on all PPAs 2

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LINKAGING WITH OTHER ORGANIZATIONS /INSTITUTIONS

This service offers the following: o Facilitate activities that will draw out what is not yet known e.g. Kapihan sa LGRC, Intra-net chat, Ugnay Talakay and other forms of conferences and dialogues o Facilitate participation in tacit knowledge sharing activities and other knowledge products o Generate customer feedback to enable new knowledge creation and/or updating o Establish and strengthen rapport and partnership with LGUs, Leagues, NGOs, Private Organizations and donors on local governance o Encourage conversation and formal discussions between experts and nonexperts for effective knowledge transfer (mentoring and coaching practices)

Public Education Services

The public education as a service provided, is designed to promote excellence in local governance practices and innovations through knowledge sharing. Knowledge sharing is done through conferences, meetings and roundtable discussions and forums on exemplary practices, tools and processes, cases, policy issues, governance trends and the like. For this purpose, LGRC XI shall strengthen its public education services through: Forums and Linkage with local media Peer-to-peer learning FGDs/Consultations Inception Workshop

LGRC XI Physical Maintenance

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COMPUTER SYSTEM PREVENTIVE MAINTENANCE

The average PC user doesn't think much about problems that can arise with a computer until a problem actually occurs in the system. Once a failure happens, repairs can be both costly and time-consuming. The good news is that there are some preventive measures that you can take to decrease the likelihood of running into problems with the computer's smooth and efficient operation and also to lessen any damage that does occur despite best efforts to avoid failures.

WHY COMPUTERS FAIL

Computer failures occur for a variety of reasons, sometimes because of human error and sometimes because of factors in the environment that cause a computer to malfunction or a combination of both. These factors can include excessive buildup of dust, heat or magnetism; viruses picked up from the Internet or from storage media shared between different computers; static electricity shocks or power surges; carelessness, such as spilling liquids into a computer or bumping or dropping the hard drive casing; software that has not been configured correctly or a PC's setup that has been handled incorrectly, such as incorrect handling of upgrades. The following tips are a basic guideline that you can use to keep your PC maintained to run efficiently, increase component lifespan and also help lessen the overall likelihood of PC failure:

OPERATING & ENVIRONMENT CONDITIONS

o Do not place a PC directly near a heating or cooling source, such as heating vents or air conditioners. Both excessive heat and cold can damage a PC. This includes putting the PC in the path of direct sunlight. o Manufacturers often recommend that PCs be in a humidity-controlled environment, but again the PC should not be positioned so that an air conditioner is blowing cool air directly onto the unit (as temperature drops, the likelihood of static electricity increases). o Keep the PC's air vents and fans unobstructed and free of dust. o Do not smoke around a PC. Cigarette smoke can damage exposed metal contacts. 2

Local Governance Regional Resource Center XI

o Do not place a PC near water sources that can splash onto the components or drip down into them. This includes open windows through which rain can come and also under plants than can drip water down into them. o Do not connect power sources directly into wall outlets but rather connect them first to some form of surge protector. Surge protectors prevent electrical surges from destroying hard drives and erasing data. o Buildup of dust can seriously hamper a PC's capability to cool down, and even if you never open your computer's case dust can still get in through the drive openings. Dust also compromises the lifespan of your PC's hardware. An efficient way to clean dust from the inside of a computer is with compressed air, blowing dust away from the motherboard and other components. You should never blow air directly into a floppy drive as this can cause dust to lodge in the drive and cause it to malfunction. Users who are not familiar with working inside a computer case should take the unit to a professional for cleaning because it is possible to do more harm than good to a computer if you do not know how to safely work inside of a case. o Always turn off and unplug the system before you clean any of the components inside the case. It is also important to ground yourself to prevent static electricity discharge before touching any components inside. o Be extremely careful when moving a PC from one location to another. Even small jolts can dislodge chips and expansion boards, so be sure to power off the system before moving it even if it's only going from one side of your desk to another. o Save all documentation that comes with your PC and its components. You may need to refer to the documentation if something goes wrong. o Always shut your system down properly (in Windows use the Start --> Shutdown method) whenever possible. It is also important to respond to warnings and error messages to prevent possible data loss or corruption.

OPERATING SYSTEM & DATA MAINTENANCE

o Always ensure you have downloaded and installed the latest patches and service updates for your operating system, especially on a Windowsbased PC. These updates will fix bugs and security exploits.

Local Governance Regional Resource Center XI

o Keep the root directory organized. Only keep your system's startup and software initialization files in the root directory. Application files and their data belong in a separate directory from the root directory. o Do not store data files in the same directory that you store the software. This will eliminate the possibility of accidentally erasing or overwriting a software file. o Keep a set of backup rescue disks for the operating system. o Keep meticulous records of default settings, any changes you make in a system's CMOS setup that differ from the default settings, and any maintenance you perform on the system. You can often use this record to backtrack when you are troubleshooting a problem and will become valuable if you decide to upgrade any of the system's components. It is also possible for the CMOS to lose settings and you will want a record of the setup to reconstruct it. o Keep backup copies of any important data on a removable medium. Hard drives can fail and having important data on more than one medium can save a lot of stress and headaches. o If possible use a secondary hard drive in your system for saving files. Your main drive, which is accessed more frequently is prone to mechanical drive failure sooner than your less frequently accessed secondary hard drive would be. o Over time when you add and remove software, devices and drives, you'll be left with extraneous system registry entries, which can lead to slower performance. You can use system utilities (purchased or good shareware) that will help you keep your Windows system registry cleaned.

HARDWARE & HARD DRIVE MAINTENANCE

o Keep records of any expansion cards you install and the procedures you follow to install them. o Windows has a disk clean up function which will remove temporary files created by programs. This can free up additional hard drive space. 2

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o Defrag your hard drives. A PC runs better with regular disk Defrag. Defragging your hard drive organizes your hard drive so that access to files and programs is more efficient. o Clean your CRT monitor with standard glass cleaner and a lint free cloth. Be sure to spray the cloth with cleaner and then wipe do not spray cleaner directly on the monitor. o Most LCD displays can be cleaned with isopropyl. However, you should check your manual for the manufacturer's cleaning recommendations. o Extend the lifespan of your computer monitor by shutting it off when not in use. o Be sure to update drivers and software for your expansion cards, such as video or sound cards. By using updated drivers your hardware usually will run better.

SOFTWARE MAINTENANCE
o Keep a backup copy of original software, either on CD or DVD. This type of software copying is perfectly legal. o Be wary of installing file sharing and other peer-to-peer software as they represent a security risk to your PC. While the software itself may very well be virus-free and not represent a security risk, sharing your files and downloading other users' files can be. o Purge your software. Getting rid of unused software frees up additional system resources and hard disk space. To uninstall software on a Windows PC, use the "Add/Remove Programs" function from the Control Panel. o For better system performance avoid using shareware (or freeware) wallpaper, screensavers, and similar audio and visual apps. These will usually require extra system resources to run.

ANTIVIRUS PROTECTION
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o Install an antivirus program that automatically scans for viruses when the system boots. o Once you have an antivirus program you will need to update the virus definitions daily to ensure your system is protected against the latest threats. o Do not download any files from the Internet unless you are certain the source is not transmitting a virus to you. o Do not use any storage media that has been used in another computer unless you are certain the other computer is free of viruses and will not pass the virus on to your system. o Never open e-mail attachments from people you don't know; and don't open any file attachment that ends in '.exe., All downloaded files should be scanned by your anti-virus application before you run or install it.

LGRC XI Promotion Scheme

Information about the Center and its services is disseminated can be accessed through the following: Public Information and Dissemination On-line web link system Collaborative relationship with leagues Print communications Coalition groups focused on joint initiatives

Sustainability Management Measures

The operation and management of the Local Governance Resource Center builds on the strong advocacy of the DILG XI to enhance service delivery towards effective governance. The institutional buy-in, commitment and contributions of both the regional management and staff are necessary. From the management, there must be clear financial support and resource allocation.

ENSURING COMMITMENT
The commitment of the DILG XI management is crucial to the sustainability of the LGRC services. Such commitment would be manifested through the following measures:

Local Governance Regional Resource Center XI

o Regional Order issued by the Regional Director delineating the specific role and function of the LGRC and designating the members of the LGRC Core Team. The Order would also specify the assistance and contribution of the different divisions and the field operating units within the DILG XI regional office in terms of the effective delivery of the four (4) LGRC services. o Inclusion of the LGRC issues and concerns in the regular Regional Management meetings for possible resolution and courses of action. o Pursue the LGRC activities as scheduled in the quarterly, semestral and/or annual Calendar of Events. o Continuous and regular updating of the database and multi-media services. o Convene the regular meetings of the multi-stakeholder committee and conduct follow-through activities. advisory

o Continue the documentation of LGU best practices and the preparation of audio visual presentation. o Encourage a regular peer to peer sharing of governance knowledge and experiences in the LGRC and the use of inception workshops to gain first hand information on good governance practices (through the use of templates). o Pursue regular activities in popularizing the LGRC services.

BUDGETARY SUPPORT AND RESOURCE MOBILIZATION

o Provision of PPA and budget allocation for the work and financial plans of the LGRC annually o Generating support from Resource Holders

COMPLEMENTATION OF DILG RESOURCES

o Complementary efforts between Regional, Provincial and Municipal Offices o Coordination and joint activities with MSAC members o Collaborative efforts with participating LGUs 2

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