SECTION 11: KNOWLEDGE MANAGEMENT

Knowledge is a key organizational resource of DSWD. Every office, bureau or services in the
department generates knowledge which needs to be managed effectively, shared and stored
systematically through the creation of knowledge products. The effective handling, storage, 
and sharing of knowledge will help in the attainment of the department’s goals. In order to
do so, Knowledge Management should be practiced.

Knowledge Management as stated in Administrative Order No. 17 Series of 2011 (DSWD KM

Framework) is about “creating an environment in which people’s experience and wisdom on
Social Protection and Social Welfare programs delivery are valued; and where internal
processes are structured to support social welfare policy makers, program managers and
service providers in creating, sharing and using knowledge”. To ensure that knowledge is
captured, processed, shared, and stored and utilized appropriately in Pantawid Ppamilya,
the following guidelines are to be followed:

I. Knowledge Management Framework1

The Department has its Knowledge Management Framework which aims to provide direction
in the conduct and implementation of knowledge management. The framework describes
the relationships and interdependence of KM Inputs and KM processes to obtain the KM
outputs.

1
Administrative Order No. 17 series of 2011 (DSWD KM Framework)
II. Implementing Guidelines

1. The Knowledge Management framework, Knowledge Management Plan and

Knowledge Products development process of the Department shall be adopted by
Pantawid Pamilya as a guide in institutionalizing KM in the program.
2. Internal mechanisms within the program shall be developed to ensure that
KM will be fully functional.
3. An annual KM Agenda should prioritize the identification of themes or topics
of the knowledge products to be produced based on the need of Pantawid Pamilya
stakeholders. 
4. The categorization of these KPs will be part of the Pantawid Pamilya Library.
The contents of this will include only corporate knowledge and library knowledge: 

Corporate knowledge Library knowledge

 Planning, strategic and Any materials from external sources or
performance knowledge; not related to the DSWD.
 External stakeholders knowledge
(related to DSWD);
 Organizational, people skills and
competencies knowledge;
 Operational knowledge;
 Internal support service knowledge
and financial performance
knowledge;
 Concept papers;
 Comparative experience papers;
 How-to-guides;
 Position papers; and
 Good practice documentation
(Please see descriptions of each
criteria in the DSWD Good Practice
Standard Criteria and
Documentation Guide)

5. A Library shall be put in place at the NPMO as a repository of knowledge materials. It

shall be a hub for learning exchange within the program; with the other offices,
bureaus, services, and regions; with partner implementers; and with the general
public.
6. All Knowledge Products (KPs) shall be inventory accordingly and copy furnishes the
NPMO and RPMO for their reference.
7. Monitoring the utilization of knowledge products through a mechanism it’s either
online or logbook. 

III. Institutional Arrangements

1. A functional KM Team shall be formed within the NPMO represented by a focal

person from each unit/division. The KM Team are expected to lead knowledge
sharing and exchange of the program with the following functions 2:

2
Special Order No. 1936, series of 2012 entitled “Designation of Knowledge Management Focal Persons and
Alternates of DSWD Central Office and Field Offices
 a. Identify knowledge products within the program;
b. Conduct initial review of the Good Practice Documentation in terms of its form
and content (please refer AO.5 series 2016)3
c. Contribute to capturing good practices and knowledge products;
d. Review and validate good practices and knowledge products; 
e. Develop and Implement mechanism for utilizing knowledge products; and
f. Participate in knowledge management activities (e.g. knowledge sharing
session (KSS), online forum, meetings, events, etc.
g. Provide space for KM corner (includes copy of KPs per division, KM initiatives
and good practices).

2. Each NPMO unit/division, as a source of data, information and knowledge, shall

identify their knowledge materials, produce or develop them and package as
knowledge products.

The RPMO shall likewise identify their knowledge materials and submit them to the
NPMO for knowledge sharing only. For the submission, screening process and
approval of good practices documentation shall be based on the Administrative Order
No. 5 Series of 2016 also known as Good Practice Documentation Guideline.

3. These KPs or materials will be recommended by the KM Team for the approval of the
National Program Manager. These shall be:

a. Endorsed to the Social Welfare Institutional Development (SWIDB) for public

knowledge sharing, uploading in the KM Portal, and for replication purposes;
b. Stored in the Pantawid Pamilya Library through hard and soft copies for
knowledge exchange within the program, for its stakeholders, as well as the
general public;
c. Shared to all RPMOs through internal communication strategies and national
activities.

4. The Capability Building Division shall serve as the secretariat and perform the
following functions:

a. Orient Newly Hired Staff in Pantawid Pamilya Knowledge Management

System;
b. Spearhead knowledge sharing activities;
c. Convene the KM team regularly for the review of knowledge materials,
updates in KM activities or as the need arises;
d. Inventory and Store knowledge materials in the Pantawid Pamilya
Library;
e. Disseminate inventory of KPs for reference of NPMO & RPMO;
f. Oversee the implementation of KM corner per division;
g. Monitor KM accomplishments; and
h. Prepare and submit KM plans and reports as needed.

3
Administrative Order No. 5 Series of 2016 “Good Practice Documentation Guideline”