1. INTRODUCTION
“The Co-Creation Co-Design Framework” (CCF) includes the collaboration and engagement of different stakeholders, including PPCP and experts in the field, as one of the central themes of the C2IMPRESS project. By involving these stakeholders, C2IMPRESS ensures that disaster management strategies and resilience plans are not only effective, but also inclusive and tailored to the specific needs of each community. The CCF serves as a platform for collective decision-making, knowledge sharing and resource pooling in the context of disaster management and crisis response.
Figure 1. CCF Diagram.
The CCF consists of a total of 6 phases, 4 consecutive and 2 intersecting each of them.
The KNOW phase is the first phase of the CCF and is directly related to the context of the CCF. The KNOW phase includes attempts to frame multiple disaster risks and potential stakeholders. In this context, it can be said that the KNOW phase has two broad objectives. First, the KNOW phase aims to map the disaster risk and vulnerability of the region and identify the needs, vulnerabilities and key actors that disaster risks pose by bringing together previously established datasets and citizen knowledge. The second broad objective of the KNOW phase is to identify, map and analyze potential stakeholders who could be involved as key actors in the subsequent phases of the CCF (e.g. raising awareness, co-creation and co-design).
The "RAISE AWARENESS" phase aims at informing citizens. In this context, the first objective of this phase is to provide information about the facts and the need to ensure that those affected are aware of the disasters. Secondly, the primary objective of the citizen engagement activities is to raise sufficient awareness and learning among key stakeholders and within the participating cities by introducing pragmatic and effective co-creation mechanisms to critically
evaluate proposed solutions in a timely manner. Finally, this phase aims to create awareness and willingness to participate and engage in an informed way.
In our CCF, the CO-CREATE phase is dedicated to shaping policy recommendations, strategies, and regulatory frameworks through collaborative efforts. On the other hand, the CO-DESIGN phase is geared towards the creation of tangible products such as software, applications or electronic/mechanical devices, with a focus on co-development. When a project requires a mix of both policy and practical product outcomes, we merge these two stages within our Living Lab environment, enabling a well-rounded and thorough development process.
One of the main objectives of OUTREACH is to raise awareness of the project's purpose, objectives and activities throughout the target audience. Another objective is to motivate the target audience to learn more about the project. An important objective is to engage with stakeholders who can contribute to the project, such as community members, organizations, government agencies or sector experts. When considering the scope of outreach, the first step is to determine the appropriate outreach strategy, considering the characteristics of the target audience. The most appropriate online or offline outreach strategy should be determined, considering the demographics, interests and behaviors of the target audience. The definition of indicators to measure the success of the outreach strategy, such as the number of participants reached, the level of participation or changes in perception or behavior, is also part of the outreach strategy.
The KEEP ENGAGE phase of the project has been linked to all other phases and separate strategies have been developed for each phase to ensure that the CCF process can run smoothly and that citizen participation and the knowledge generated can be sustained and transferred throughout the project and beyond. Sustainability is a very important goal for all similar projects. For this reason, the question of how to achieve and sustain stakeholder involvement was addressed as a phenomenon in each project. In the C2IMPRESS project it stands out as one of the distinctive features of the project. The CCF has positioned stakeholder engagement as a key principle at all stages. The main objective of the "keep engage" phase is to ensure that stakeholder engagement is not only achieved at each stage, but also sustained, and that stakeholder engagement and the project continue even after the project is completed and the budget is no longer available. All processes and tools developed during this phase are designed to achieve this goal.
The EVALUATION phase is one of the last and most important phases of the CCF. In this phase the other phases are evaluated. For these evaluation processes, various assessments have been made considering approaches such as sustainability, risk status, human factors, usability, computability, resilience and satisfaction.
One of the most unique aspects of this CCF is its modular design. Each phase is designed as a separate and self-contained project. If necessary, a phase can be implemented on its own and the process completed. The main reason for such a modular design is to maintain flexibility, especially for the solutions to be developed within the CCF. This is because each co-creation and co-design process is unique. If this uniqueness requires a redesign of a phase, which it may, the structure of the CCF and the positioning of the phases are very suitable for this.
The CCF Guide presents the preparatory stages of each phase of the developed framework, its structure, its implementation process, the characteristics of the tools developed and how they will be used.
In the CCF Guide we first present the preparatory stages of each phase. We have briefly defined the problem around which the phase is positioned and the type of problem to be prepared for. Within this preparation process, the number, functions and qualifications of the team members required for the phase are also defined.
The preparation phase is followed by the implementation plan. This briefly states that the actions, who will be responsible for the actions and what the outputs should be determined. It is also stated that the budget and timetable should also be determined here.
Finally, the details of the implementation phase are included. In the implementation phase it is defined which main work is included in the relevant phase, how this process will be carried out, what will be done in the relevant phase, what outputs are expected, how this phase relates to other phases and what tools will be developed and used for this phase. Details of each phase are given below.
2. KNOW
2.1 Preparation
i. Problem Definition: Clearly define the community exposed to disasters and the needs of the community in the face of disasters. Do not neglect important details when defining the community and its needs.
ii. Team Building: The team should consist of a maximum of 5-7 people under the leadership of 1 team leader. The team members can share the tasks of structuring the research methodology and data collection tools, collecting the data, preparing the data for analysis and analyzing the data. The team should have the following qualifications;
- Team Leader (1 people)
Role: Ensure seamless team interactions, timely progress, and maintain focus on the mapping community and need analysis objectives
Specifications:
● Discussion Guidance & Conflict Resolution: Direct team discussions, mediate disagreements, and ensure productive outcomes.
● Technical Proficiency: Assist with tool-related challenges, ensuring smooth operation.
● Process & Feedback Management: Oversee the project's flow, integrating feedback and ensuring no step is missed.
● Resource & Training Coordination: Manage resource allocation and organize necessary training for the team.
- Experts/Data Analysists (2-3 peoples):
Role: Defining the research methodology, determining the sampling technique and sample size, determining the data collection tools and sources (secondary data, questionnaire, focus group
interview forms), defining the validity and reliability of data collection tools, analyzing and reporting the data.
Specifications:
● Expertise: Have the necessary and sufficient technical expertise to ensure that data is accurate and of high quality
● Design: Designing data collection tools to obtain data from primary and secondary data sources.
● Programming: Use the necessary and appropriate statistical tools to analyze and interpret data from data sets.
● Reporting: Preparing final analysis reports so that all parties can understand the results of the data analysis
- Data Assistants (2-3 peoples):
Role: Collecting and organizing data using previously prepared data collection tools and making them ready for analysis.
Specifications:
● Preparation for data collection: Scanning relevant datasets and transferring relevant secondary data to the database. Identifying appropriate data collection techniques (face-to-face, online, postal, e-mail, etc.) to reach more respondents. Transitioning the questionnaires to the relevant online (CEP) and offline forms. Organizing the groups to be interviewed in focus groups and keeping online/offline interview records.
● Data collection: Collecting the necessary data through database searches, questionnaires and interviews.
● Preparing data for analysis: Recording survey and database data by coding them into the relevant forms. Cleaning corrupted data and correcting coding errors or other problems. Transcribing and classifying the data collected through interview forms and recording these data on the relevant forms with the help of coding.
iii. Implementation Plan:
- Activities and deliverables definition and responsible assignment
To ensure the project's success, clear definitions of activities and associated deliverables will be established. Each task will be assigned to the appropriate team member based on expertise, ensuring accountability and precision in execution. This structured approach ensures that all team members have a clear understanding of their roles and responsibilities, promoting efficiency and coherence throughout the project's lifecycle.
- Resources and Budget
Resource allocation is pivotal for the smooth progression of any project. A detailed budget will be crafted, outlining the financial requirements for each phase of the project. This not only ensures optimal utilization of funds but also helps in forecasting any potential financial roadblocks. By mapping out resources in advance, the project can proceed without undue financial strain or unexpected shortages.
- Time-sheet
Time management is a cornerstone of effective project implementation. A comprehensive time-sheet will be developed, indicating the start and end dates for each activity, as well as milestones and checkpoints. This tool will serve as a visual representation of the project timeline, allowing for easy tracking of progress, ensuring timely delivery, and providing a mechanism for early detection of potential delays.
2.2 Implementation
2.2.1 Step 1: Mapping Community
This initial step aims to understand the community you're working with, including their socio-demographic characteristics, vulnerable groups, and relevant stakeholders.
a. Socio-demographic Analysis & Identification of Vulnerable Groups:
How to use: Use methods such as surveys, existing data review, focus groups, and community meetings to gather information on the socio-demographic characteristics of the community. This may include aspects like age, gender, occupation, income level, and more. Analyze the collected data to identify groups within the community who are particularly vulnerable to the disaster risk you're addressing. This could be due to factors like age, health status, living conditions, etc. Use methods such as interviews and focus groups to gather nuanced information
Expected Output: A comprehensive profile of the community's socio-demographic characteristics. A list of identified vulnerable groups in the community.
Relation to Other Phases: This data informs all subsequent phases, enabling targeted communication strategies (Outreach and Raise awareness), co-design of suitable solutions (Co-Design), development of relevant policies (Co-Creation), and identification of key individuals or groups for continued engagement (Keep Engaged). Identifying vulnerable groups will enable the development of targeted solutions in the Co-Design phase, inform relevant policy recommendations in the Co-Creation phase, guide strategies for inclusive communication in the Outreach phase, and highlight specific groups for engagement in the Keep Engaged phase.
Tools: Existing Data Review (Section I), Methodology (Sampling), Questionnaire (Section I) (Quantitative), Interview and Focus Group (Section I) (Qualitative)
b. Stakeholder Mapping
How to use: Identify and map out the key stakeholders involved in disaster risk mitigation and awareness in the community. This could include local government bodies, non-profit organizations,
community leaders, and more. Use techniques such as interviews and surveys to gather this information.
Expected Output: A visual map of the key stakeholders, showing their roles, relationships, and influence in the community.
Relation to Other Phases: The stakeholder map can guide the formation of collaborative partnerships in the Co-Design and Co-Creation phases, inform communication and engagement strategies in the Outreach, Raise Awareness and Keep Engaged phases.
Tools: PPCP report, Stakeholder List, Stakeholder Mind-Map
2.2.2 Step 2: Need Analysis
In this step, you'll evaluate the vulnerabilities, vulnerable groups, and participant characteristics revealed by the community mapping: [1] [2] [3] [MHT4]
How to use: Review the information from the community mapping process, particularly focusing on the identified vulnerable groups. Discuss with your team and, if possible, with representatives from the vulnerable groups, to understand their specific needs and challenges related to disaster risk. Techniques such as focus groups and interviews can be particularly useful for these discussions. Look at the participant list and characteristics derived from the mapping community step. Consider how these characteristics might influence the needs, perspectives, and potential contributions of these participants in the co-creation process. Surveys, focus groups and interviews can be used to gather more detailed information.
Expected Output: A detailed understanding of the vulnerabilities within the community, including specific challenges faced by vulnerable groups. An understanding of how participant characteristics might influence the co-creation process, informing your approach in later steps.
Relation to Other Phases: This assessment informs the prioritization of problems to be addressed in the Co-Design and Co-Creation phases, and highlights key issues to be communicated in the Outreach phase. This evaluation helps in tailoring the engagement strategies in the Outreach and Keep Engaged phases, and ensures the perspectives of different participants are considered in the Co-Design and Co-Creation phases
Tools: Existing Data Review (Section II), Methodology (Sampling), Questionnaire (Section II) (Quantitative), Interview and Focus Group (Section II) (Qualitative), Interest-Influence Matrix, Rainbow Diagram, Power-Vulnerability Wheel