Dgroups Activities Report 2015 and Plan 2016

What is Dgroups?

Dgroups is a partnership of leading international development organisations with a shared vision to promote international development through dialogue. Our shared vision is a world where every person is able to contribute to dialogue and decision-making for international development and social justice.

 

What can Dgroups offer?

Individuals and organisations working in international development need reliable, easy-to-use, accessible online communication tools in order to interact and share experience and expertise. The Dgroups platform supports email-based and online interaction of groups, communities and networks of all sizes. By using email as the core of its operations, the Dgroups platform is especially well-suited to low bandwidth users in the South, making it easier for their voices to be heard. The Dgroups platform is very easy to use, non-commercial, cost-effective, and respectful of data privacy. With Dgroups you can:

• Create a new discussion group in less than three minutes

• Create an unlimited number of groups

• Create small or large, public or private groups

• Provide free hosting for small organisations

• Maintain an automatic online archive of discussions.

 

Who runs Dgroups?

Dgroups is financially supported and managed by the Dgroups Foundation, a non-profit foundation established in the Netherlands in 2009 and owned by the Dgroups Partners. The Partners are committed to supporting Dgroups as a global public good of online groups, networks and communities. Dgroups is currently used by over 150,000 development workers worldwide with over 700 active online groups.  The Foundation is committed to make Dgroups accessible and affordable to all development organisations.

 

How to join Dgroups?

We welcome requests from organisations working for international development, human rights and global justice who would like to join the Dgroups Partnership. We ask a modest financial contribution which pays towards the costs of supporting the platform and administering the Partnership. Please see our website for details www.dgroups.info.

 

Areas of work

The Dgroups Foundation board continued to fulfil its responsibilities across nine work areas:

Strengthening the Partnership Platform improvement Service reliability Users’ support for optimum use of the platform Engagement with current partners Marketing and outreach Governance and administration Finance Monitoring and evaluation

1. Strengthening the Partnership

What we set out to achieve in 2015

1.1 We shall promote our vision statement widely

 

1.2 We shall launch and refine the Dgroups Directory in consultation with Partners

 

1.3 We shall create a visual map of Dgroups using DebateGraph

 

1.4 We shall explore the potential for progressive mapping of the global CoP ecosystem, and thereby promote alignment, reduce duplication, increase collective impact of all CoPs (Dgroups + non-Dgroups) working in international development.

 

1.5 We shall explore potential for Dgroups to lead global efforts towards a long-term goal (2020) whereby:

• All (open) Communities of Practice will be readily visible and searchable by moderators and users.
• All (open) CoPs will be able to connect and share seamlessly with one another
• All (open) CoPs will be able to harness the collective intelligence of their members (multi-stakeholder input into policy and practice)

 

What we achieved in 2015

1.1 We promoted our vision statement through the dgroups.info website, Dgroups flyer, and correspondence.

 

1.2 We liaised with WA-Research to develop Directory functionality. The launch has been continually deferred due to operational restraints. It is expected to be launched in the first quarter of 2016

 

1.3 Creation of a visual map is dependent on Directory and therefore awaits launch of Directory.

 

1.4 and 1.5 The Institute for Development Studies (UK) and WA-Research have taken on the work of creating a global CoP signposting initiative called Community Cloud. Dgroups has expressed support in principle and awaits further developments.

 

Plans for 2016

1.1 C/F We shall launch the Dgroups Directory

 

1.2 We shall create a visual map of Dgroups

 

1.3 We shall consult with Partners on how Dgroups can contribute to the development of the Community Cloud

 

2. Platform improvement

What we set out to achieve in 2015

2.1 We shall continue to improve the platform through a user-driven process.

 

2.2 We shall identify and monitor functionality issues as raised by users.

 

2.3 We shall, in particular, address the following outstanding issues:

• Option to allow public access to discussions (without need for log-in)

• Improve building of strings in emails (messages in a thread are not always filed together on the web archive)

• Provide option for moderator to allow direct distribution of his/her own contributions

• Improve search: could search be advanced?

• Improve guidance materials

• Address email formatting issues

• Include a link to the online message thread in the message when an email goes out

• Problems with “stripped” attachments

• Problems with "Quoted message removed"

• Allow multiple email addresses for users

• Better statistics  (users, downloads)

 

What we achieved in 2015

2.1 We maintained open communication on functionality among the Partners via the [redesign] group, which expanded by 20% to 47 members.

 

2.2 We maintained a detailed spreadsheet on functionality issues, providing columns with the following headings: - Date; Raised by; Issue; Details; Comment from WA-Research; Feasible?; Cost?; Related to/Next step; Priority; Resolved?

 

2.3 Outstanding issues (list above) were communicated to WA-Research but were not resolved by the end of the year. However, towards the end of the year two organisations - FAO and UNISDR - independently approached Dgroups to provide funding for functionality improvements.

 

Plans for 2016

2.1 To maintain facilitation of [redesign]

 

2.2 To maintain spreadsheet on functionality issues

 

2.3 To successfully implement FAO-funded improvements

 

2.4 To successfully implement UNISDR-funded improvements

 

3. Service reliability

What we set out to achieve in 2015

3.1 We shall maintain service reliability at or very near to 100%.

 

3.2 We shall continue to increase our disaster preparedness, so that normal service is maintained in the event of disaster (eg technical breakdown, illness, injury).

 

What we achieved in 2015

3.1 In the previous year (2014) there were two episodes in 2014, with a loss of service of 2-5 days. In 2015 Dgroups was down four times for shorter periods:

• January 2015 - a few hours due to network configuration issue
•  February 2015 - a few hours due to network configuration issue
•  May 2015 - 24 hours due to a configuration issue
•  October 2015 - a few hours due to a small software glitch

There continued to be occasional delays in distribution of approved messages. The Dgroups Twitter account was used to enable immediate communication to Partners and users in case of interruption to service or other technical problem.

 

3.2 The issue of disaster recovery was discussed further with WA-Research. It was agreed to train a member of the board (Hapee de Groot) in core skills to maintain Dgroups platform in the event of incapacity.

 

Plans for 2016

3.1 We shall maintain service reliability at or very near to 100%.

 

3.2 Train Hapee de Groot to provide deputisation in event of emergency.

 

4. Users’ support for optimum use of the platform

What we set out to achieve in 2015

4.1 We shall introduce a peer support/training programme

 

4.2 We shall organize regular online peer exchange sessions (1 each quarter)

 

4.3 We shall continue to develop the dgroups.info website.

 

What we achieved in 2015

4.1 We developed and provided a series of three training webinars in collaboration with the European Centre for Development and Policy Management (ECDPM).

 

4.2 No other online peer exchange sessions were held in 2015.

 

4.3 We continued to maintain the Dgroups website.

 

Plans for 2016

4.1 We shall develop and provide at least one Dgroups educational video in collaboration with European Centre for Development and Policy Management.

 

5. Engagement with current partners

What we set out to achieve in 2015

5.1 We shall continue to encourage members to make full use of their membership, including the possibility to create Dgroups for affiliated organizations.

 

5.2 We shall continue to maintain regular communications with all our Partners, through 1-to-1 calls (at least 2 times per year).

 

5.3 We shall explore other ways to promote communication and cooperation among Dgroups, for example online "share fair" and increased cooperation to publicise Dgroups.

 

What we achieved in 2015

5.1 We have attracted 1 new Associate Partners (cinfo) (cf 6 in 2014)

 

5.2 We maintained one-to-one communications with Dgroups Partners during the year.

 

5.3 No progress.

 

Plans for 2016

5.1 We shall develop and implement a survey and interview series to assess views of Partners with regards to Dgroups and future development of the Partnership.

 

6. Marketing and outreach

What we set out to achieve in 2015

6.1 We shall continue to develop the Dgroups Foundation website (dgroups.info), particularly to attract new Full Partners and Associate Partners

 

6.2 We shall retain all existing Full Partners and engage 4 new Full Partners and 6 new Associate Partners.

 

6.3 We shall market Dgroups to French, Spanish and Portuguese audiences.

 

6.4 We shall coordinate and provide support to at least 6 Partners to promote Dgroups at conferences and through their websites (conference calendar, leaflets, PPT)

 

6.5 We shall develop marketing personas.

 

6.6 We shall update the standard Dgroups email footer, to add more information about Dgroups and a link to the dgroups.info site

 

6.7 We shall proceed with formal invitations to all organizations that have been using Dgroups free of charge, beyond the usual trial period of 6 months.

 

What we achieved in 2015

6.1 The Dgroups Foundation website (dgroups.info) has been maintained and kept up to date.

 

6.2 During 2015 we engaged 1 new Full Partners (IDS) and 1 new Associate Partners (cinfo).

 

6.3 The Dgroups leaflet (see below) is available in 4 languages (En, Fr, Sp, Pt).

 

6.4 No progress.

 

6.5 We did not develop marketing personas

 

6.6 An updated standard footer has been agreed and passed to WA-Research to be implemented in the next updates of the platform.

 

In April 2015, Sarah Cummings stepped down from the board and Dady Demby (FARA) assumed responsibility for Marketing and Outreach.

 

Plans for 2016

The objectives for 2015 were clearly overambitious given the lack of time available from Dgroups board members. A more conservative plan is proposed for 2016:

6.1 Encourage all Dgroups Partners to include the Dgroups logo on their websites.

 

6.2 Promote and provide support for at least one presentation on Dgroups at a physical conference and at least one presentation on Dgroups at a web conference.

 

6.3 Prepare a 30-second “microphone pitch”.

 

6.4 FARA to deliver two presentations in Nigeria (February 2016) and Rwanda (June 2016).

 

6.5 Market Dgroups to French audience.

 

7. Governance and administration

What we set out to achieve in 2015

7.1 We shall seek opportunities to further strengthen the Dgroups Board, including gender and geographical balance. (The Dgroups Statutes allows for up to 9 Board members and the Board currently has 7 members.)

 

7.2 We shall identify a person to take over the Treasurer role from Rob Witte.

 

What we achieved in 2015

7.1 At the end of 2015 the Board consisted of 5 male and 1 female member (cf 5M & 2F in the previous year).

At the end of 2015 the Board had one board member based in sub-Saharan Africa, with the other 5 in Europe (cf 1 in SSA and 6 in Europe in the previous year). The Board acts on behalf of the Dgroups Partners, which are mostly based in high-income countries.

 

In the course of 2015, the Board of the Dgroups Foundation met 3 times online. The minutes of the Board meetings are all available on the Dgroups members page of the Dgroups wiki.

 

Also in 2015, Euforic Services continued to work with the Dgroups Foundation and its Board in the areas of management support; administration; communications and member relations.

 

Sarah Cummings (Independent) stepped down from the Board in April 2015 due to work commitments. Our thanks to Sarah who has been and continues to be a longstanding supporter of Dgroups and has volunteered much time to lead the work of the Dgroups board on Marketing and Outreach. In April 2015 we were delighted to welcome new Board member Dady Demby as Lead person for Marketing and Outreach. Sarah's role as Secretary was taken over by Rob Witte.

 

The board was delighted to welcome new Board member Sean Furey in January 2016.

 

7.2 Dgroups board member Krishan Bheenick assumed responsibility for Treasurer in October 2015.

 

In January 2016, the board comprised 7 members (cf 7 in 2014) : Neil Pakenham Walsh, representing INASP, as chair; Rob Witte (ICCO) as Secretary; Krishan Bheenick as Treasurer; Hapee de Groot (independent, formerly Hivos), Dady Demby (FARA), Saskia Harmsen (formerly IICD - IICD closed at end of December 2015), and Sean Furey (RWSN).

In terms of communications with existing Dgroups partners, the Dgroups wiki has been maintained as a reference and archive for all documents and procedures related to the life of the Dgroups Foundation. All minutes of Board meetings, as well as documents and reports relevant for the administration of the Dgroups Foundation are available.

During the year, the dg-partners list was used regularly to inform Dgroups partners of new developments on the platform and partnership, as well as collect feedback, ideas and suggestions.

 

Plans for 2016 

7.1 We shall seek further opportunities to further strengthen the Dgroups Board, including gender and geographical balance. (The Dgroups Statutes allows for up to 9 Board members and the Board currently has 7 members.)

 

8. Finance

The financial report for 2015 is in preparation and will be provided separately.

 

9. Monitoring and evaluation

WA-Research provides statistics on groups usage and membership for individual groups. WA-Research is working to make stats available at individual group level for groups admin to be able to directly monitor the usage of their communities.

 

Plans for 2016

9.1 Improve availability and usefulness of statistics relating to Dgroups overall and to individual Dgroups

 

9.2 Develop 3 case studies (relating to Dgroups partners) to demonstrate benefits of membership of Dgroups

 

9.3 Share at least one example of a Dgroups user survey and results, which may be adapted for use by other Dgroups.

 

Annex 1 - List of Dgroups Partners at 31 December 2015

Full members

Associate members

CIDSE Department for International Development (DFID), UK European Center for Development Policy Making (ECDPM) Food and Agriculture Organization of the United Nations (FAO) Forum for Agricultural Research in Africa (FARA) Hivos ICCO Institute for Development Studies (IDS) International Institute for Communication and Development (IICD) International Network for the Availability of Scientific Publications (INASP) Natural Resources Institute(NRI) Swiss Development Cooperation (SDC) Technical Centre for Agricultural and Rural Cooperation (CTA) Tropical Health & Education Trust (THET) United Nations Economic Commission for Africa (UNECA ) Rural Water Supply Network (RWSN) United Nations Capital Development Fund (UNCDF)

Access Agriculture Alfa-Redi cinfo Enda Energie Euforic Services SAP International The Broker

 

 

Contacts:

Dgroups Foundation

Postbus 8190

3503 RD, Utrecht

The Netherlands

 

email: dg-coordination@dgroups.org

website: www.dgroups.info

Twitter: @dgroups

 

March 2016