The session explored how Monitoring, Evaluation, and Learning (MEL) systems can move beyond compliance and reporting to foster shared reflection, adaptation, and collaboration across research programmes. Drawing on examples from CLARE, AQUADAPT, and KIX – three initiatives supported by the International Development Research Centre (IDRC) – we discussed what it takes to design MEL systems that are both practical and learning-oriented.

The presentation highlighted several key considerations that guided the development of MEL systems alongside investment in KM platforms:

• Every programme is unique – systems must fit their specific context. 
• Use outcome-focused and actor-centred approaches – and provide the support needed to make them work.
• Start from MEL users’ needs – including both donors and grantees.
• Facilitate learning loops and collective sense-making, not just data reporting.
• Encourage openness, shared ownership, and responsibility in how data is managed and used.
• Set up integrated, bespoke systems that automate routine processes while staying adaptable to change.

Together, the AQUADAPT, KIX, and CLARE experiences illustrated how tailored, integrated MEL systems can help bridge the gap between research and practice – turning data into dialogue and learning into action.

The presentation, “Bridging Communities and Content: Integrated KM for Climate Research Collaboration”, showcased how the Dgroups Foundation supported CLARE in designing and building a modular knowledge management platform that connects people, content, and learning across more than 30 research projects worldwide.

Instead of purchasing a single off-the-shelf solution, the CLARE programme design team agreed with the Foundation team’s recommendation to “buy smart, build light, and stay adaptable.”

The resulting platform integrates familiar tools – WordPress for web and integration with the DSpace repository, Groups.io for collaboration, and ODK for monitoring and learning – into one connected environment. At the core of the collaboration module is email, still the most inclusive and accessible medium for the Programme’s collaborators.

Following the Principles for Digital Development, the platform was co-designed through consultation with Programme partners and built for flexibility, sustainability, and ease of use. It enables CLARE collaborations to share outputs openly, connect through communities of practice, and link evidence to programme-wide learning.

Key takeaways from this specific experience include:

• User voices matter more than assumptions – designing with people, not for them, ensures relevance and adoption.
  
• Buy smart, build light, stay adaptable – combine proven tools rather than reinventing new ones, keeping systems lean and flexible.
  
• Invest early, save later – time spent on consultation, research, and integration upfront reduces long-term recurring costs.
  
• Email remains the most accessible tool for interaction – it continues to be the simplest, most inclusive way to collaborate across contexts.
  
• Visibility of data encourages contributions – when users see how information is used, they are more motivated to share and update it.
  
• Plan for and provide ongoing facilitation and support – platforms thrive when there are people who nurture engagement and connection.

This collaboration demonstrated how an integrated, fit-for-purpose approach can achieve value for money and technically sound systems that are affordable to maintain, adaptable over time, and supportive of user needs.

One of the key areas we’ve worked on recently is the integration of different online collaboration platforms with other tools and systems for knowledge sharing and management. This work has allowed us to explore innovative solutions and deliver more cohesive systems that enhance collaboration outcomes for our partners.

Alongside this, we experience growing demands to integrate Monitoring, Evaluation, and Learning (MEL) systems with internal Knowledge Management platforms. This is a relatively new area for the Foundation, and we’ve enjoyed collaborating with partners to design and implement different solutions.

Moving forward, we aim to continue improving how we document and share news from the Foundation and our Partners to strengthen our collective impact. You can stay updated on our website at dgroups.info or following us on LinkedIn.

Finally, we are pleased to announce the expansion of our team of Associates. We are enjoying being able to draw on the expertise of Jessica Ball, Tony Murray, Simon Hearn, Sajid Chowdhury and the team at Big Blue and Susanna Pecora – covering facilitation, online collaboration, web design, and platform building.

Survey on online collaboration

In October, we launched a survey to understand needs, trends, and demands for online collaboration and interaction in the development, humanitarian, and health sectors. And to identify popular and promising technical solutions that people are using to enable online collaboration and interaction.

So far, we received 50 responses from a wide range of people. While we are still analysing the responses, here are some emerging results:

• Email, document sharing and editing platforms, and video conferencing tools are the most common modes of online collaboration/interaction.
  
• In terms of tools and platforms, the most used are: Google Workspace and MS Teams; Zoom; Google Drive, OneDrive and SharePoint; and email in general.
  
• Emerging trends identified as shaping future online collaboration and interaction include:
  • Integration of AI in workflows, analytics, and collaboration tools.
  • Hybrid collaboration, blending face-to-face and online interactions.
  • Budget and environmental constraints, increasing reliance on virtual meetings and online tools.
  • Smartphone proliferation in low- and middle-income countries, enhancing accessibility but likely to significantly influence the choice of tools and apps.
  • Increasing use of high-quality automated translations for more inclusive global collaboration.
  • Growing integration across platforms and tools.

We plan to share the full survey results in early 2025 and continue this conversation in a public virtual exchange with Dgroups Partners and other interested individuals and organizations.

Project updates

Integrating content and ‘spaces’ in the CLARE KM platform

Earlier this year, we developed a  Knowledge Management (KM) Platform for the CLimate Adaptation & REsilience (CLARE) Programme of FCDO and IDRC. The platform integrates the groups.io software with WordPress, and imports records from a Dspace repository into WordPress as custom post types. This demonstrates how different open content can be brought together in an integrated system that reinforces different collaboration outcomes. We have documented this in a short case study. Read more

Supporting knowledge management for the AQUADAPT Initiative

We further continued our partnership with IDRC – working with the AQUADAPT initiative to scope, design and build its knowledge management platform. The platform will enable the collection and analysis of monitoring data across projects, and facilitate cross-programme peer learning, collaboration, and knowledge sharing. The beta version of the platform is expected later this year, with the full release in early 2025. Read more

From planning to action: Launching the CGIAR climate community

Earlier this year, CGIAR launched an online climate community—a dedicated space to share updates, insights, and foster connections among experts and peers committed to addressing climate adaptation and mitigation challenges. The Dgroups Foundation is collaborating with the Platform to nurture and grow this online community, adding value to its members, their work, and the Platform’s overarching goals. Read more

Integrating MEL systems with knowledge management platforms

For two recent projects, we developed monitoring systems Monitoring, Evaluation, and Learning (MEL) systems integrated into internal Knowledge Management (KM) platforms.As a relatively new area for the Foundation, it’s been exciting to collaborate with partners to design and implement tailored solutions in this space. Read more

Establishing an AMR knowledge sharing space for IDRC

Building from our work with CLARE and AQUADAPT, we just agreed a further project with IDRC to support ‘InnoVet-AMR’ – a four-year partnership between IDRC and the UK Department of Health and Social Care to address the emerging global threat of antimicrobial resistance by reducing the misuse of antimicrobials in animal production in the Global South. In early 2025, we will develop a knowledge management platform to support the program’s internal information storage and knowledge sharing between grantees.

Practical steps for engaging communities of practice

Earlier this year, we published a concise CoP Engagement Planning Guide that draws on some of the best-known practices to offer a practical and actionable framework for online communities. The guide outlines clear strategies for effective CoP planning and management within the development sector. By implementing these strategies, organizations, projects, and networks can significantly enhance the effectiveness of their CoPs, fostering more meaningful interactions and driving successful outcomes. Read more

Partner experiences

Aside from our own directly contracted projects and support, we observe our partners using their groups in different ways. Here we share a few updates.

The D4Ag community specialises in online community conversations as mechanisms to drive membership engagement and experience sharing on digital agriculture. We recently published a short case on its approach, covering the  community’s evolution, its strategies to engage members, and practical tips to cultivate dynamic and inclusive digital communities. Particularly interesting is the strategic use they make of eConversations, to build dialogue and partnerships, and turn dialogue into knowledge. Read more

At ILRI, the GLAD livestock community has been with us for several years. It brings together individuals and organizations with interests in sustainable livestock systems in developing areas, sharing plans and resources that can help make the case for increased investment. Operating somewhat in the background of the initiative, it supports the advocacy efforts of various groups that each have their specific strategic niches. In recent years, it has particularly supported information-sharing and engagement campaigns around major global events.  Alongside the community space, the initiative has a dedicated website – https://whylivestockmatter.org/

The CGIAR GENDER community was set up in early 2020 around a meeting in Rome of the gender research community of CGIAR. Then, the idea was to provide a mechanism for the wider CGIAR gender community to engage with that meeting – the organisers provided daily discussion updates, and the wider community was asked to contribute their ideas. Since then, the community has grown into a broader community of interest in gender and agriculture with regular sharing of information on events, publications and opportunities. 

In October 2024, the GENDER platform convened a face-to-face meeting in India to discuss strategies to make agricultural extension more gender responsive. For this meeting, recognizing the ambitious agenda and limited time, a dedicated online sub-group was created for participants to introduce themselves in advance of the meeting. Alongside their short introductions the contributors also shared the critical factors they saw holding back more gender responsive extension. In the meeting itself, this initial interaction proved useful as people also readily knew something of each other and, interestingly, the critical factors identified proved to be a good match for an evidence review that the organisers prepared. Since the meeting, a few updating messages have been shared and there may be interest to continue the discussions.

KM4Dev end-of-year event

On 18 December 2024, we joined members of the KM4Dev community in an end-of-year event. The session was an occasion to celebrate what the community has achieved during this year and to brainstorm ideas and plan activities around the 25th Anniversary of this long-standing, thriving online community.

Looking forward

To wrap up, here are a few activities and ideas we look forward to taking forward in 2025:

• Virtual exchange: Early next year, we will hold another online Partner-driven, exchange meeting. The program will include a  review of the survey results to test the results and implications as well as hearing updates on partners and others on their lessons and innovations around  online collaboration and communities of practice. Together, we will capitalize on the experiences from partners and beyond. More details in the new year.

• A database and directory of online groups: A few years back we prototyped the Community Connector – a public, searchable database and directory of online groups and communities in the development and humanitarian sector. As we gain experience integrating information from different online communities and other platforms, we are keen to find partners to explore how we can  move the ‘connector’ to a next level that leverages the possibilities offered by API and other integration methods. Drop us a line if you are interested in this initiative.

• Supporting KM4Dev 25th Anniversary: For its 25th birthday celebrations in 2025, KM4Dev is planning a series of events and activities during the whole year. As Dgroups Foundation, we’ll be supporting these efforts by providing the platform that enables planning and implementation of the celebrations. And supporting the process of revamping the KM4Dev website, for a closer integration between the website and the various km4dev-related email groups.

Let us know of any ideas you might like to explore further or discuss – we are always keen to collaborate on joint projects and outreach using online tools and approaches where the Foundation’s networks can add value.

Key requirements, commonalities, and unique needs

The scoping and consultation phases were critical to understand each project’s priorities and MEL system requirements. While some needs were universal, others were specific to the project contexts. Additionally, trade-offs meant that certain features deemed essential for one project were categorized as desirable for the other.

Commonalities across projects

Both initiatives required MEL systems that were not only accessible from within the KM platforms but also seamlessly integrated as key components. Shared requirements included:

• Calendars or reporting schedules to ensure timely tracking and planning.
• Access to key documents and support materials for guidance.
• Interactive spaces to facilitate collaboration among stakeholders.
• Tools for submitting, reviewing, and approving monitoring data.
• Flexibility for editing and managing data post-submission.
• Ability to aggregate data across projects, stakeholders, and other fields.
• Dashboards and visualization tools for clear, actionable data presentation.
• Options for data export for offline analysis.
• Role-based access control with one user per account and multiple user roles.
• Single sign-on (SSO) for streamlined access and accountability.
• Robust data security and privacy protocols to safeguard sensitive information.

Unique requirements for each project

The MEL systems also needed to be user-friendly, minimizing reliance on external consultants for updates, reports, or maintenance, while remaining scalable and adaptable to evolving project needs.

CLARE

• Advanced features for target setting and executing complex queries for granular analysis.
• Support for sophisticated data collection tools, including follow-up forms and beneficiary-linked reporting.

AQUADAPT

• Integration of selected MEL entries into an internal ‘library’ of research and knowledge products.
• Automated generation of downloadable documents from Outcome Cases for dissemination and documentation.

Solutions implemented

For each project, we adopted a tailored approach to ensure that each system met its unique requirements while leveraging tools that were robust, user-friendly, and scalable. Below, we outline the solutions implemented for each project, highlighting the rationale behind the chosen tools and the functionalities they enable.

CLARE: Leveraging ODK and Power BI

For CLARE, we developed the MEL system using Open Data Kit (ODK) for data collection and review, paired with Power BI for analysis and visualization.

Why ODK? ODK is an open-source suite of tools tailored for environments with limited resources or connectivity. Its key strengths include:

• Diverse question types and conditional logic for dynamic data collection.
• Built-in calculations, checks, and controls to minimize errors during data submission.
• Capability to save incomplete entries as drafts for later submission.
• Integration with external datasets for pre-populating forms, reducing manual input and errors.
• Support for creating ‘entities‘ that dynamically populate follow-up forms, linking entries for consistency in reporting.

Integration with Power BI: Data from ODK forms is aggregated and displayed in tabular format within Power BI, providing:

• A quick overview of all data available.
• A KPI dashboard to track progress on impact, outcome, and output indicators against milestones and targets.

Using Google Workspace for AQUADAPT

For AQUADAPT, we initially considered ODK but encountered a limitation: the inability for users to reopen and edit form entries—a feature not yet available without custom development.

Instead, we opted for a reliable and familiar solution using Google Workspace tools such as Forms and Sheets. To avoid the complexity and cost of creating individual Google Workspace accounts for each MEL system user, we leveraged the Google Sheets API to display submitted entries as tables within WordPress. Additionally, we utilized WordPress user roles and custom fields to enable granular access to MEL data and tools, tailored to the needs of different projects and user groups. This approach ensured a cost-effective, user-friendly solution while maintaining flexibility and security. (Note: This solution is currently in testing and not yet live—updates will follow.)

Lessons and considerations for future work

Each project’s MEL system reflects a balance of universal requirements and bespoke solutions. While CLARE benefitted from the advanced capabilities of ODK and Power BI, AQUADAPT leveraged the simplicity and flexibility of Google Workspace tools.

These experiences underscore the importance of tailoring MEL systems to the unique needs of each initiative while maintaining scalability, security, and ease of use – and looking to build integrated platforms where users can plan, report, share, interact and learn.

Working closely with the AQUADAPT team and programme partners, the Foundation is designing an internal knowledge management platform to meet the initiative’s needs. The platform will enable:

• The collection and analysis of monitoring data across projects.
• Cross-programme peer learning, collaboration, and knowledge sharing.

After completing a comprehensive and inclusive consultation and scoping phase, we are now developing the platform’s alpha version. Building on insights from our work on the CLARE KM Platform, we are refining the integration between WordPress (as a content management system) and groups.io to enhance collaboration and interaction.

The beta version of the platform is expected later this year, with the full release in early 2025.

Stay tuned for updates as we continue to support AQUADAPT in addressing these critical challenges through innovation and collaboration.

The KM platform was conceptualized with three core objectives:

• Monitoring and Evaluation: To collect and consolidate M&E data across projects.
• Internal Collaboration: To foster peer learning and collaboration among CLARE projects.
• Outreach and Communications: To showcase information and evidence from CLARE projects to external audiences.

To bring this vision to life, the Dgroups Foundation assembled an international team of experts in project management, consultation, facilitation, design and branding, web development, M&E, knowledge sharing (KS), and online collaboration.

Guided by the Principles for Digital Development

Adhering to the Principles for Digital Development — a framework for sustainable and inclusive digital innovation — was fundamental to the platform’s creation. Central to these principles is “Design with people.”

To ensure the platform aligned with user needs, the Dgroups Foundation undertook an extensive consultation and research process:

• A digital persona workshop to identify and understand the platform’s primary user groups. 
• Three focus group discussions involving 76 participants to define user needs and platform requirements. 
• Eight interviews to gather in-depth insights into specific platform features.
• A technical review to evaluate existing platforms and identify suitable solutions.
• Two surveys to shape the design of the public website and understand the existing project ecosystems. 

Insights from these activities informed the platform’s final design, which leveraged existing tools and technologies rather than building a singlec system from scratch.

Showcasing CLARE’s work

The public-facing website of the KM platform serves as a hub for CLARE’s outreach and impact. It allows stakeholders to explore programme outputs, follow project developments, and engage with cross-cutting initiatives like Capacity Strengthening (CS) and Research for Impact (R4I).

WordPress was chosen as the content management system due to its open-source nature, robust ecosystem of developers and plugins, and its ability to support multi-site configurations.

Integrating research outputs

A critical feature of the public website is its integration with IDRC’s institutional repository on DSpace, which houses programme materials and project outputs for long-term discovery and reuse. Using the DSpace API, outputs are programmatically imported into WordPress, enriched with metadata, and organized using a robust taxonomy.

This approach enhances discoverability and ensures outputs are searchable, shareable, and integrable into other repositories like FCDO/R4D. The outputs also feed into the M&E system, providing evidence of project progress.

Facilitating collaboration and interaction

For internal users, the CLARE Base website provides a secure, members-only space that shares the same WordPress instance as the public site. 

The CLARE Base website serves as an interface and aggregator for the collaboration and interaction activities across the programme. These are enabled by groups.io, which combines website and email features – a powerful pairing. Although other options were considered, many participants preferred email because it works well for asynchronous communication and doesn’t require continuous internet access. Users from different programme and project groups can add internally-directed content, interact, find resources, seek assistance, and collaborate on content and activities.

M&E Center

From CLARE Base, users can also access the M&E Center, a dedicated hub for monitoring and reporting. It provides:

• Tools for data input and review.
• Key MEL documents.
• Dashboards and visualizations.
• Support resources for users at various levels.

Empowering Users for Success

Following the platform’s development, comprehensive user testing and training sessions ensured the KM platform met CLARE’s objectives. By enhancing collaboration and streamlining M&E processes, the platform keeps CLARE’s diverse community aligned, informed, and focused on building resilience to climate change.

This platform reflects a thoughtful approach to design, aiming to facilitate collaboration, knowledge sharing, and the generation of insights to support climate adaptation and resilience.

CLARE is a flagship research programme on climate adaptation and resilience, funded mostly (about 90%) by UK Aid through the Foreign Commonwealth and Development Office (FCDO), and co-funded by the International Development Research Centre (IDRC), Canada. CLARE is bridging critical gaps between science and action by championing Southern leadership to enable socially inclusive and sustainable action to build resilience to climate change and natural hazards.