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ANNUAL REPORT OF THE CHAIRPERSON
2000

1. PROFILE
2. CHAIRPERSON’S OVERVIEW
3. GAELIC AT A GLANCE
4. PROGRESS / DEVELOPMENTS
5. STRATEGIC PARTNERS
6. COSALC
7. CONCLUSION

The Gauteng and Environs Library Consortium (GAELIC) is a project of the Foundation of Tertiary Institutions of the Northern Metropolis (FOTIM). With the vision of creating a virtual library with local service interfaces, GAELIC forms part of a global information community for clients in Gauteng and its environs.

As an innovative and progressive library consortium, GAELIC utilises and develops the information resources of this region to promote education, research and lifelong learning among its clients, and is committed to meeting the information needs of its clients and operates on sound business principles. 

The focus of GAELIC is on the sharing of information resources, human resource development and the optimum use of information technology.

Since its establishment in 1996, GAELIC has received sponsorships from various donors, in particular the Andrew W Mellon Foundation, for the implementation of a state of the art system, for access to databases, and for training. These contributions have enabled us to expedite the development of our staff and resource sharing amongst members. We also acknowledge the commitment of our colleagues and their skilful negotiations which have contributed to the achievement of our goals.

The strategy and structure of GAELIC, as finalised in 1999, was firmly established in 2000 and the focus area teams and workgroups of GAELIC are working well. We currently have 184 staff members serving on 14 different teams. GAELIC pays tribute to these colleagues and to their library directors for allowing them to devote time and expertise to the consortium. We also acknowledge all the other colleagues who stand in for the team members while they attend to GAELIC matters

GAELIC successfully negotiated licensing agreements for various valuable databases at reduced costs, as reported in the section on GAELIC’s progress and developments. In addition to the benefits of access to databases, a state of the art library system, and support by an experienced implementation team, GAELIC members had the opportunity of attending a number of workshops and training sessions at minimal cost in 2000.

GAELIC co-ordinated the NACO funnel project on behalf of its members. GAELIC created and changed more authority records in five months, than the target set for a year.

GAELIC initiated the South African INNOPAC Users’ Group in 1998 and the 2000 conference in November attracted 250 delegates.

GAELIC negotiated good prices for both its software and hardware, contributing to a credit balance in both the Phases 1 and 2 grants at the conclusion of system implementation. Additional products were purchased to extend and develop the functionality of the software beyond the six major modules provided in the basic INNOPAC System.

To date FOTIM has restricted membership to tertiary bodies in the region. However projects of FOTIM need not necessarily be limited in this way. GAELIC developed a membership policy which takes into account various types of membership in 2000. FOTIM will shortly be assessing membership issues.

GAELIC is the largest academic library consortium in South Africa, with 16 members. These are:

Medical University of Southern Africa (Medunsa)

Potchefstroom University for Christian Higher Education

Rand Afrikaans University

Technikon Northern Gauteng

Technikon North-West

Technikon Pretoria

Technikon Southern Africa

Technikon Witwatersrand

University of North-West

University of Pretoria

University of South Africa (Unisa)

University of the North

University of the Witwatersrand, Johannesburg

University of Venda for Science and Technology

Vaal Triangle Technikon

Vista University

SABINET Online

FRELICO

The National Library of South Africa

Ms A McCallum

Dr J Henning (Chairperson)      Technikon SA

Ms V Agyei                            Technikon North-West

Dr B Brink                              University of Venda for Science & Technology

Mr G de Bruin                         FRELICO (Sasol)

Ms S de Beer                         Vaal Triangle Technikon

Prof H Edwards                       Director: FOTIM

Prof E Gerryts                         University of Pretoria

Mr J Kabamba                         Vista University

Ms A Kambule                         University of North-West

Mr G Kemp                              SABINET Online

Mr T Larney                              Potchefstroom University for CHE

Dr P Lor                                   National Library of South Africa

Mr P Malan                              SABINET Online

Ms D Man                                University of the Witwatersrand

Ms E Manganyi                        Technikon Witwatersrand

Ms M Mathibe                          Technikon Northern Gauteng

Ms R More (Deputy Chairperson)Medical University of Southern Africa

Mr R Moropa                            University of Pretoria                                       

Ms J Raubenheimer                  University of South Africa

Ms Y Roets                              University of Pretoria

Ms H Sander (Deputy Chairperson)Rand Afrikaans University

Dr M Swanepoel                        Technikon Pretoria

Mr J Tsebe                                University of the North

Ms S Veldsman                         Rand Afrikaans University

Mr H Watermeyer                       University of the Witwatersrand

Dr J Henning (Chairperson)          Technikon S A

Prof H Edwards                          FOTIM

Ms D Man                                  Leader: INNOPAC Workgroup

Mr P Malan                                Project Manager

Mr R Moropa                              Leader: Human Resources Focus Area Team

Ms R More (Deputy Chairperson) Medical University of Southern Africa

Ms Y Roets                        Leader: Information and Communcation  

                                                 Focus Area Team  

Ms H Sander (Deputy Chairperson)Leader: Business Management Focus Area 

                                                 Team

Dr M Swanepoel                  Treasurer

Ms S Veldsman                  Leader: Information Resources Focus Area  

                                                 Team 

Mr P Malan                                   SABINET Online

Ms L Erasmus                               University of South Africa

Ms D Man                                     University of the Witwatersrand

Ms M Botha                                  Technikon SA

Ms C Breitenbach                          Potchefstroom University for CHE

Ms S de Beer                            Vaal Triangle Technikon

Dr M de Kock                                Vista University

Ms L Erasmus                               University of South Africa

Ms A Kambule                               University of North-West

Ms D Man                                      University of the Witwatersrand

Ms F Maritz                                    Medical University of Southern Africa

Ms M Mashamba                            University of Venda for Science & Technology

Mr E Mothapo                                 University of the North

Ms V Mothata                                 Technikon Northern Gauteng

Mr C Nel                                         Technikon Witwatersrand

Dr C Rensleigh                                Rand Afrikaans University

Ms Y Roets                                     University of Pretoria

Ms I van der Merwe                          Technikon Pretoria

Ms N Zungu                                     Technikon North-West

The GAELIC structure as developed in 1999 is now well established, which facilitates decision-making and communication within the consortium.

The Steering Committee continued to meet during 2000 to facilitate communication. Members are the GAELIC Chairperson, directors of member libraries, leaders of the four focus area teams, the Project Manager, the Director of FOTIM, the Administrative Officer, the Managing Director of SABINET Online, representative of FRELICO and the National Librarian.  

A presentation on the FOTIM Regional Review of Institutional Plans was the highlight of the first Annual General Meeting of GAELIC, held in May.  This presentation provided members with important information on the planning of information services individually and within GAELIC.  

4.2 STRATEGIC MANAGEMENT TEAM

The Strategic Management Team manages GAELIC on behalf of the Steering Committee and provides strategic leadership. The team reports to FOTIM to promote communication and decision-making. Members are the GAELIC Chairperson, leaders of the four focus area teams, the Project Manager, the Director of FOTIM, the Administrative Officer, and co-opted members as required.

The Team facilitates a client-centred focus and sound business principles within GAELIC and is responsible for the development of policies. Three workgroups operate within the team: Finance, Marketing and Management Information. 

With the assistance of the GAELIC Treasurer and the Administrative Officer, the Finance Workgroup manages the finances of GAELIC, compiles the annual budget and monitors expenditure. The Marketing Workgroup is responsible for the web site (www.gaaelic.ac.za) and has published a brochure as well as a very well-received electronic newsletter GAELICNOTES. The newsletter is available at http://www.tsa.ac.za/gaelic/welcome.htm

The objectives of the team are to improve training opportunities in the region, to conduct an ongoing analysis of training needs and available resources and to co-ordinate relevant training programmes. The training sessions and workshops are therefore focused, affordable, well attended and supported by all members. The capacity of the team to carry out its mandate during the year under review was enhanced by a donation received from the Ford Foundation. 

In addition to the training sessions and workshops aimed at members, GAELIC entered into a further phase of development with regard to training in 2000. Discussions are ongoing with the Project Manager of the Department of Education/ European Union Higher Education Libraries Programme concerning the involvement of GAELIC in their training projects.

During 2000, GAELIC initiated the South African Library Leadership Training Project in co-operation with the Mortenson Centre of the University of Illinois. This project will in future be managed by the Library and Information Association of South Africa (LIASA), as a national project. GAELIC will continue to offer its support. 

The Team focuses on the optimisation of information and communication technology in and amongst the GAELIC libraries. A special meeting was held in July to discuss short-, medium-, and long-term solutions for technology problems within GAELIC member institutions. An ICT survey was launched to establish the current situation at the member institutions. From the results of this survey the team will finalise action plans and identify implications and/or required resources. This will be submitted to the FOTIM ICT project for inclusion in this broader team’s action plans. 

The Team facilitates the optimum utilisation, access to and sharing of information resources for the benefit of GAELIC. The Team consists of five workgroups: Document Supply, INNOPAC Systems, Cataloguing and Technical Services, Collection Development and Copyright. 

The Team held a strategic planning session in April to prioritise projects and activities. The Collection Development Workgroup successfully negotiated licensing agreements for various databases at a reduced cost. These include subscriptions to General Business File International (GaleGroup), Emerald Intelligence (MCB University Press) and a fixed rate agreement with Dialog Platinum, including the Dialog red files. GAELIC receive many offers from suppliers for consortium-level deals, and the Workgroup will finalise a database audit of the GAELIC libraries to enable us to proiritise our needs.

The INNOPAC Workgroup held information technology workshops that proved to be very valuable for all members. Staff of Innovative Interfaces Inc. provided training at the Conference of the South African INNOPAC User’s Group. 

A decision was taken that GAELIC members would not become individual NACO members, but that the Cataloguing and Technical Services Workgroup would co-ordinate the NACO Funnel project on behalf of members. NACO training was completed in July.  GAELIC created and changed 228 authority records during the five months after training. As a funnel GAELIC is expected to create 200 authority records in a year. Well done to all contributors for achieving this target within five months. 

The Copyright Workgroup works closely with the SAUVCA/CTP Committee for Copyright and attention is also given to changes in the copyright legislation and the impact on the consortium. 

The Document Supply Workgroup compiled a report on the interlending activities within GAELIC to determine the trends. The implications of these trends will be investigated during 2001.

4.4 INNOPAC IMPLEMENTATION

The implementation of the INNOPAC System took place in three phases. Further detail on Phase 1 and 2 Implementation may be obtained from previous GAELIC Annual Reports.  

The University of the North, University of North-West, University of Venda for Science and Technology and Technikon North-West joined GAELIC as Phase 3 and received a grant in 1999 for the implementation of the INNOPAC system. Networking problems on some of the campuses of our Phase 3 institutions have caused serious delays in implementation and are cause for concern.

5. STRATEGIC PARTNERS

SABINET Online is a very valued strategic partner and provides Project Management services to GAELIC. The Project Manager of GAELIC, Mr Pierre Malan actively participates in the Strategic Management Committee, Steering Committee and the Information Technology Focus Area Team. He is also the leader of the Implementation Management Team and has contributed hugely to the successful implementation of the systems. 

The Free State Libraries and Information Consortium (FRELICO) co-operates with GAELIC on a number of projects within a Memorandum of Understanding. During 2000, the Chairperson of GAELIC was invited by FRELICO to do a presentation on the structures and communication strategies of the consortium.

The National Library has observer status within GAELIC and the National Librarian attends the Steering Committee Meetings. GAELIC was invited to attend workshops on the amalgamation of the South African Library and the State Library. Members of the NLSA participate in various workgroups of GAELIC.

The Coalition of South African Library Consortia (COSALC) finalised a Memorandum of Agreement in 2000. GAELIC participates actively in this initiative together with four other regional consortiums (CALICO, esAL, FRELICO and SEALS). Representatives of the European Union/Department of Education and the National Library of South Africa also attend the meetings.

The initial COSALC project, eIFL Direct, sponsored by the Department of Education was implemented in 2000 and involved 35 university and technikon libraries, 12 public libraries and the National Library of South Africa. COSALC conducted a survey on the use of the databases and reports to the Department of Education on their investment on an ongoing basis.

During 2000, a proposal for funding for the establishment of a South African Site Licensing Initiative (SASLI) office, was submitted to the Open Society Institute. SASLI will be modeled on similar national initiatives overseas where national licensing is seen as a smart solution to providing equity of access and reducing costs. In these initiatives, the government is a key partner. It is also a means for the government to support research and networking. The Department of Education confirmed their support for SASLI in a letter to COSALC, indicating that the higher education system as a whole will benefit significantly from such a venture.

The South African academic library consortia have made good progress in working together over the past four years and the movement from regional to national initiatives will be to the benefit of users throughout South Africa.

With the commitment of its members and support of FOTIM and donors, GAELIC continues to flourish. The consortium will finalise implementation of the third and final phase early in 2001 and will focus on future developments at a regional and national level.

A more strategic focus has contributed to the success of the consortium to the benefit of all members. The development opportunities and support from experts in member libraries enabled optimal use of available systems and information resources.

Teams have worked hard and members were innovative in finding cost-effective ways to achieve the goals of the consortium. Directors of member libraries supported GAELIC by making valuable contributions in terms of their own and their staff members’ expertise and time.

Sincere thanks are extended to the Andrew W Mellon Foundation for its continued financial support and advice which put GAELIC on the path to success. Vendor support for the INNOPAC system has been excellent from the start and the staff members of Innovative Interfaces Inc. are available to assist with new developments, advice and solving of problems.

A special word of thanks goes to Ms Anke McCallum, Administrative Officer for her invaluable support and the professional way in which she has managed the financial and other administration.

Congratulations to Prof Heather Edwards who has been appointed as the first Director of FOTIM. Prof Edwards was instrumental in the establishment of GAELIC and its achievements. She served as the first Chairperson for GAELIC since 1996 and we are very grateful for her good leadership within GAELIC and for her unconditional devotion. We extend all good wishes to her for the future.

Chairperson

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