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.