MAKERERE UNIVERSITY LIBRARY INFORMATION SYSTEM (MakLIBIS) A SUMMARY OF MakLIBIS MASTER PLAN 2000 - 2005 A Paper Presented By Elly A. Gamukama (Mr.) At ICT Awareness Workshop for Makerere University Library Staff 6th-7th July 2001, Hotel Triangle Annex- Jinja, Uganda. 1.0 INTRODUCTION The University library system is in a need of establishing an ICT library policy, retrain the staff and automate its holdings. Following the trend of the University Information Communication Technology (ICT) policy, the library believes that the first step in the implementation of Makerere Library Information System (MakLIBIS) is to establish an Information Communication Technology Library Policy (ICTLP). The availability of ICTLP is seen as pre-condition that will lead to a smooth and a successful co-ordination in the implementation of MakLIBIS that is supported by several partners in development over the coming years. It’s through the ICTLP that consultation with a cross section of university library management and stakeholders will be done to come-out with way forward for establishing the MakLIBIS. The retraining of library ICT staff aims at equipping library professionals already on ground with skills that will enable them to efficiently and effectively manage, maintain and sustain an integrated Library Information System (MakLIBIS). The retraining will comprise short courses, attachments, study tours and staff exchanges. Computerisation of the library holding mainly the catalogue, establishment of Online Public Access Catalogue (OPAC) and retrospective data conversion is the core library automation activity. Through a successful implementation of OPAC, the university library system will be able to realise most expected benefits. It is hoped that when more funds are available the library will embark on digitalisation of its rare and archival collections in full text to meet the need of the increasing student population. 2. MakLIBIS PROJECT 2.1 Problems to be Addressed and Benefits to be expected from MakLIBIS Project Makerere has identified the implementation of a Library information system as the 2nd priority area for development. The problems to be addressed and benefits to be expected are formulated as following: 2.1.1 Problems to be addressed Slow processes in searching for literature leading to longer duration especially of postgraduate courses Problem of pilferage of books Slow and inefficient tracking of material borrowed from the library Inefficient usage of space since all records are kept in hard form, creating artificial space shortage Slow processes of acquisition, cataloguing and management of library resources. Students’ dissatisfaction and frustration at insufficiency of resources including lack of access to online information Limited access or no external awareness of research carried out at Makerere University End user skills deficiency in information retrieval techniques 2.1.2 Expected Benefits Efficient and rapid access to information Efficient and rapid processes in acquisition, cataloguing and management of library resources Shorter duration of postgraduate courses Better reference and circulation management Reduced borrowing and space demand as most users rely on remote access More efficient utilisation of available space and reduced demand for costly building expansion Reduced loss of books Easier access to on line information (journals) to which the library will subscribe International access to the work of Makerere researchers, and better academic visibility for the university Better record keeping and more efficient library management functions Enhancement of academic programmes and research End user training to gain optimal use of an advanced library information system. 2.2 Objective and scope of the MakLIBIS Project The main objective of this project is primarily focussed on providing maximum service to the clientele of the library by improvement of information processing, storage, retrieval and dissemination. The MakLIBIS project does not only entail efforts to implement a university wide computerised Library Information System, but it should also contribute to organisational arrangements and staff development, required to assure sustainability and reliability of the information systems in the future. In Summary, the scope of this project comprises: Full-scale computerisation of the Library Management Information System including online public access catalogues and Local Area Networks in the libraries (Main and branch libraries) Enrichment of library information resources by digitalisation of its rare and archival collections in full text, and through sustainable subscription to online information (ejournals) The retraining of library staff with skills that will enable them to efficiently and effectively manage, maintain and sustain an Integrated Library Information System Library end user training. To enable library users to make optimal use of an Integrated Library Information System. 3. PRIORITIES IN THE IMPLEMENTATION OF MakLIBIS Makerere University Library considered the tasks involved and the duration required in the implementation of MakLIBIS with special focus on: Cost involved Human capacity available Human capacity Development Mandatory Preliminary Preparation activities Areas of development were prioritised and a phased approach in Implementation was adopted. Priorities in areas for MakLIBIS Development (10 = Top Priority, 0 = No Priority) Possible area of Development Priority Write up of University Library ICT policy and a Master Plan 10 Setting up of LANs (Main Library and Branch Libraries) to enable efficient, effective 10 and reliable connectivity and sufficient access points to Internet Subscription to online databases/ e-journals 9 Computerisation of the Library Catalogue and Retrospective Data Conversation 8 Automation of the Library Administrative/Management process 8 Digitisation and Reprographic of Library Materials – creation of full text databases 7 Implement ICT based learning programs to guide Library Users 6 Creation of a Library Web page 10 4. CO-ORDINATION OF INTERNATIONAL ICT DEVELOPMENT INITIATIVES IN THE UNIVERSITY LIBRARY University Library is in the advantageous position of having a central role in the realisation of the University strategic directions. As a result, the university top management has solicited significant support from various donor organisations for improving its ICT services. The donor organisations include Sida/SAREC, NORAD, ADB, and USAID (through the Leland initiative), International Association of University Presidents (IAUP).1 The library system still has high hopes that some remaining components of MakLIBIS will get some funding. For smooth coordination and harmonisation of ICT activities in the University Library system, a gendered committee “Library ICT Committee” comprising of five people was sent up. 1 Identified donors who have released money (in full or parts) to the University for Library ICT activities by June 2001. 4.1. PHASE ONE: Implementation of MakLIBIS at Main Library Sub-projects Establishment/ write-up of University Library ICT Policy and a Master Plan Re-training of staff Installation of the Local Area Network Establishment of efficient, effective, reliable connection and sufficient access points to Internet Subscription to online databases/journals Computerisation of the Library Catalogue and Retrospective Data Conversation Automation of the Library Management Process Establishment of Web based Online Public Access to Library Bibliographic Databases Reprographic and Digitisation of Library Materials – creation of full text databases 4.1. PHASE TWO: Implementation of MakLIBIS at Eight Branch Libraries Sub-projects Installation of the Local Area Network and reliable Internet /e-mail connectivity/access. Computerisation of the Library Catalogue, Retrospective Data Conversation and linkage to the Main Library Reprographic and Digitisation of Library Materials (decentralised databases). LIBRARY PRIORITY AREAS THAT HAVE GOT FUNDING 5. COMPUTERISATION OF THE LIBRARY CATALOGUE AND ESTABLISHMENT OF OPAC AND RETROSPECTIVE DATA CONVERSION (PARTNER IN DEVELOPMENT: Sida/SAREC) 5.1 Activities The activities involved under this item are: 1. Data Collection 2. Hire legal consultant 3. Building awareness through workshops 4. ICTL policy writing 5. Staff retraining- LIBIS 6. Management retraining 7. Study tours to observe and identify best practices in regional automated libraries using proposed software 8. Installation of LANs at Main library 9. Evaluation/ Assessment of manual systems 10. Design/specification of data structures 11. Procurement: Request for proposals, Assessment of bids and negotiation of contract 12. Delivery of software and hardware 13. Installation of Software and Hardware 14. Data entry 15. Database editing and validation 16. In-house manual collection organisational processes 17. Installation of OPAC system 18. Retrospective data conversion 19. Testing and adapting the new system 20. Monitoring, evaluation and review of the project 5.2 Required Implementation Capacity For realisation of the Computerisation of the Library Catalogue and Establishment of OPAC and Retrospective Data Conversion local and external expertise will be needed. The table below specifies the required human capacity. SOURE OF CAPACITY ACTIVITY Makerere University Library Staff Group Other Depts. Staff/ Users 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. Project Management Project Management support /consultant Building awareness – through workshops and seminars Data collection ICT Library Policy writing Installation of LANs at Main library Evaluation/ Assessment of manual systems Design/specification of data structures. Procurement Request for proposals Assessment of bids Negotiation of contract Decision making Delivery of software, hardware Installation of Software and Hardware Data entry Database editing and validation In-house manual collection organisational processes Retrospective data conversion Installation of OPAC system Testing and adapting the new system Monitoring, evaluation and review of the project CAT Manager Project Manager Consult Support External Technical Assistance OS/DC Consult DBMS Consult ICT Mgnt. Consult SOURE OF CAPACITY ACTIVITY 5.3 Makerere University Library Staff Group Other Depts. Total weeks in put Expected Equipment External Technical Assistance Staff/ Users CAT Manager Project Manager Consult Support OS/DC Consult DBMS Consult ICT Mgnt. Consult 156 34 57 10 8 8 2 This section represents approved cost estimates for implementation of computerisation of the library catalogue and establishment of OPAC and retrospective data conversion by University ICT Implementation Committee of which the Library is not a member but always in attendance. No INPUT MATERIAL SOURCE OF FUNDING Sida/ SAREC Mak. Univ. Central Admin. 1. External Implementation Capacity in form of Consultancy 2. Documentation and ICT Integration into Library Policy 3. Retraining of library staff and stakeholders 4. Hardware and its accessories 5. Library Application Software including Web OPAC + its 123,000 19,000 1,530 157,000 20,000 1,272,000 216,240 722,000 88,740 120,000 20,400 2,413,000 346,910 241,300 34,691 specialized training 6. Retrospective Data conversion (Migration index to electronic catalogue) Total (in Donors currency) SEK. Total equivalent in US Dollars 5.4 Work Plan/Methodology (Appended) 5.5 Time schedule January 2001 – December 2002 This is the Tax (VAT) expected to be paid by the University on purchase of the said equipment and material and staff travel. 6.0 AUTOMATION OF LIBRARY MANAGEMENT PROCESSES (PARTNER IN DEVELOPMENT: NORAD) Makerere University Library management is an all-embracing activity in the library system. Makerere Library system is made up of the main library and eight branches scattered on the main campus and other campuses. It has a centralised system of administration based at main library with eight administrative divisions in the main library and other eight in branch libraries. The Library Central Administration receives reports from all the sixteen divisions and monitors them too. Automating the Library Management means developing an automated system service that will be able to over see the entire library administration. This includes library planning and development, finance and budget control, purchase and acquisition of library materials and keeping records of library assets, staff organisation, control, library clientele and monitoring of facilities and library public relations. The library user base is mainly the students and university staff. The library system should be designed in such a way that it can import data generated by the central student and personnel management information databases. This will enable the library with data to use as a basis for assigning user rights, hence improve the “library user” tracking activities. The library as a cost unit, it collects (and spends) and forwards (receives) amount of money to the university accounting officer who manage the university resources. The library management system should be in position to import and export data with the university central accounting system. 6.1 ACTIVITES i. Evaluation of existing administrative manual system ii. Preliminary tours of regional and international automated Library management systems iii. Building awareness through workshops iv. Data structure design v. Management training vi. Specialised training vii. viii. ix. x. Training/attachment of Library administrators Installation of hardware and software In house training of library staff Data entry 6.2 Required Implementation Capacity ACTIVITY SOURCE OF CAPACITY Library staff group External Technical assistance Staff/ Project Lib. Lib. ICT Systems Users manager Admin. Mgt. Cons't analyst Project management Project management support/consultant Evaluation of existing manual system Preliminary tours of regional and international automated Library management systems Building awareness through workshops Data structure design Management training Specialised training Installation of hardware and software In house training of library staff Data entry Testing and adoption the new system Monitoring/evaluation and review of the project Total Working weeks 45 24 16 6 1 6.3. Expected Equipment This section represents approved cost estimates for implementation of automation of library management processes by university ICT implementation committee of which the library is not a member but always in attendance. No. Implementation Capacity 1. External Implementation Capacity in form Total cost (NOK) 36,000 Mak. Univ. Central Admin. - of Consultancy 2. Retraining of library staff and stakeholders 3. Hardware and its accessories 4. Library Software Interface Total (in Donors Currency) Total in US Dollars 6.4 Work Plan/Methodology (Appended) 6.5 Time schedule Time frame January 2002 – December 2004 540,000 1,256,000 242,080 168,000 28,560 2,000,000 210,000 270,640 28,400 7.0 ADB PROJECT This is a project that library had more expectations than any other donors. However the original philosophy of the project was changed. As of now the library will get equipment worth about US$ 120,000. Which will setup a well-furnished laboratory of 50 computers for library user to access online local and external information. 7.1 Time schedule Time frame January 2001 – December 2001 8.0 CARNEGIE CORPORATION PROJECT 8.1 Scope and design of the project The scope of the project is limited to science-based disciplines and gender namely: Medicine, Agriculture, Forestry, Veterinary Medicine, Technology, Science, Science Education, and reference materials. The libraries supporting the disciplines mentioned above are: The Central Library, Albert Cook (Medical), Veterinary Medicine, Education, and Makerere University Agricultural Institute, Kabanyolo. Four components were identified under the project, namely Establishing an Electronic Document Delivery System (EDDS) Increasing book stock in scientific subject areas, gender and the blind. Minimising loss of books through outright thefts in the Medical and Education libraries. Retraining of staff and counselling of staff and users According to the 1999/2000 nominal list, there are 4023 undergraduate and 337 postgraduate students taking science-based disciplines. The total number of science teaching staff is 688. Makerere University Prospectus 2000/1 indicates that there are 24 undergraduate and 68 postgraduate science-based study programs. 8.2 Project Goal The overall Project Goal is to contribute significantly to equitable improvement of the academic standard in the Makerere University, with priority to science-based disciplines and gender. 8.3 Project Objective: The Project Objective is to strengthen the University Library's capacity and cost-effectiveness in making available relevant and up-to-date scientific publications for study and research by students and staff. 8.4 Outputs: The project will have four main outputs: 1. A sustainable Electronic Document Delivery Service of academic publications, set up between selected universities in USA and Europe and Makerere University by electronic means. 2. Increased book stock in scientific subject areas, gender and the blind. 3. Installed electronic check units in the Medical and Education Libraries for the purpose of minimising loss of books through outright theft 4. Programme for staff re-training and counselling of users carried out The gender aspect will be incorporated in the planning, monitoring and evaluation of all of the above project components. 9.0 SAP PROJECT: The Supply of Academic Publications to and from Universities in Developing countries through the Internet Funding agency: International association of university presidents (IAUP) in co-operation with the International Federation of Catholic Universities (IFCU) Current Position: In implementation stage. It has stated with two disciplines involved are Development studies and Business Management. 10.0 USAID (through the Leland initiative This project provided a wireless link to the Internet. 11.0 CONCLUSION MakLIBIS is the way forward that university library is moving in to meet the University's mission.