DOCUMENTATION

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ANNUAL REPORT 2002

1. INTRODUCTION

GAELIC has made significant progress since it was established in 1996. The initial focus was on the implementation of a library system. The need to focus on other issues of collaboration led to a strategic planning session in 1999 when the future strategies and a new structure for GAELIC were identified.

During 2002 the need arose to revisit these strategies and structures, especially in lieu of the challenges facing higher education, the increased work load, the need for national collaboration, the need to streamline the decision making process and the need for role clarification between teams.

A strategic planning workshop was held in November to agree on the future strategy and structure of GAELIC.

Dr J Henning (Director, Technikon S A Library) was re-elected Chairperson of GAELIC at the Annual General Meeting. Mrs H Sander (Director, Rand Afrikaans University Library) and Mrs R More (Director, MEDUNSA Library) were both re-elected Vice-Chairpersons. The constitution and the name change of "Steering Committee" to "GAELIC Governing Board" were also accepted at this meeting.

Many leaders' terms of office expired in 2002 as reported in the progress reports. The commitment and hard work of the outgoing leaders has laid a solid foundation for the new leaders to move forward with confidence.

2. MEASUREMENT OF PROGRESS AGAINST OBJECTIVES

2.1 Strategic workshop

To ensure that it remains relevant, GAELIC reviewed its strategies and structures at a strategic planning workshop in 2002.

The following key challenges for 2003 to 2005 were identified:
  • Development of a Shared Service Centre.
  • Information and communication technology training, support and infrastructure.
  • Human resources development and capacity building.
  • Strategic leadership, positioning and advocacy.
  • Business orientation.
A possible organisational structure to achieve these objectives was considered. Recommendations of the workshop were referred to the teams for further discussion. The structure would ensure representation of all member libraries and a lean decision making process.

Although the commitment, leadership and expertise of colleagues were identified as strengths of GAELIC, the capacity and time available were identified as threats to our success.

The need for GAELIC to play a leadership role in Higher Education transformation, especially in assisting with consortium developments and to extend the business beyond GAELIC institutions (also into the SADC region), requires the services of a full time Director.

The FOTIM Board approved this and GAELIC will initiate the process in 2003.

2.2 Evaluation of Innovative Interfaces Inc., its products and services

All members completed evaluation of Innovative Interfaces Inc. (III), its products and services. In addition to this, the original criteria used to select a system for GAELIC were used to compile a report on the current suitability of the system, products and services.

GAELIC concluded that III has delivered services and products as agreed in 1996 and that most of the member libraries are satisfied with these. The benefits of membership to GAELIC (financial and other), the services provided by III, the system and products justify the annual maintenance costs. GAELIC will review this regularly and communicate areas of concern with III and negotiate for services, products and costs.

3. BENFITS OF GAELIC MEMBERSHIP

A report on the monetary value of grants to each institution and a summary of other benefits of GAELIC membership were compiled.

Sharing knowledge and skills and preventing duplication saves time, resources and money for members. GAELIC members received grants to the value of R25 million from various donors.

Member libraries participating in consortium subscriptions to electronic databases on a regional and national level have huge cost savings and/or access to more information.

GAELIC provides its members with good networking, training and capacity building opportunities. Various workshops, training sessions, marketing events and information sessions were held in 2002. Site visits by experts in GAELIC were also arranged to assist member libraries. The sharing of expertise and assistance ensure effective problem solving and good progress.

The successful co-operative efforts contribute to a positive image and a better professional identity. GAELIC has also bridged the former divide between technikon and university libraries.

GAELIC provides the opportunity to participate in the Coalition of South African Library Consortia (COSALC). Being represented on the Board of COSALC, GAELIC can initiate and participate in the development of national strategies for the profession. COSALC provides opportunities for enhanced access to information, national networking and increased negotiation power.

GAELIC's objectives are aligned with the goals and required outcomes of the National Plan for Higher Education of South Africa and supports member libraries with these developments. Participation in GAELIC paved the way for libraries to plan integrated library services within the proposed mergers. As members of GAELIC these libraries also share the same system and support structures.

4. PROGRES REPORTS ON FOCUS AREA TEAMS

4.1 Information Resources Focus Area Team
Co-operation between GAELIC and SABINET Online has resulted in the implementation of a new, upgraded national database. This facilitates integration and transfer of data and gives direction to GAELIC for planning future development of its union database. To enhance collaboration with SABINET Online, the Chairpersons of the Document Supply and Collection Development Workgroups represent GAELIC on the national SABINET Online Forum for Resources Sharing.

The Information Resources Focus Area Team saw quite a few changes in leadership during the year. The leader of the focus area team, Mrs S Veldsman resigned in March as she has been appointed as SASLI project co-ordinator. Dr A van Vuren, the leader of the User-education Workgroup was elected leader of the team and Ms D Selematsela was elected the new leader of the User-education Workgroup.

Ms C van Zijl resigned as leader of the GCATS Workgroup and Ms I van der Merwe was elected as the new leader of the group.

Ms H Visser resigned as leader of the Document Supply Workgroup and Ms J Zambri was elected as the new leader.

4.1.1 Collection Development Workgroup
The Collection Development Workgroup re-negotiated the contracts for the GBF / Gale database package as well as the Emerald database of full text journals. The group also finalised the negotiations for MathSciNet and the British Medical Journals.

A successful workshop to discuss the evaluation criteria for full-text databases was held on 4 April 2002. This was followed up by discussions by workgroup members to refine the evaluation criteria agreed upon.

4.1.2 Document Supply Workgroup
The Document Supply Workgroup focussed on streamlining the new ReQuest interlending system in co-operation with SABINET Online. Special attention was given to the financial management system as well as the statistics module.

4.1.3 Cataloguing and Technical Services Workgroup
The GAELIC Cataloguing and Technical Services Workgroup has completed all the original projects initiated by the group. These include the project to ensure NACO training for South Africa and the setting of standards for core records for electronic journals and monographs. The SABINET Online Standards Committee (SOSC) accepted the standards.

4.1.4 User Education Workgroup
The User Education Workgroup and the Technikon Pretoria co-operated in presenting a workshop for user-education librarians. The focus was on practical aspects of developing a user-education programme. The group also hosted an information session on the NQF and the recognition of prior learning

4.1.5 INNOPAC Workgroup
The INNOPAC Workgroup focussed on the finalisation of the Phase 3 system implementation and the implementation of the Millennium modules at the Phase 1 and 2 libraries. The remainder of the Phase 3 Mellon Grant has been spent by the end of June 2002. The Workgroup submitted a proposal to the Strategic Management Team on "ongoing support of the INNOPAC system". The Service Level Agreement document will be updated to formalise the relationship between GAELIC and the member libraries regarding the INNOPAC system.

4.2 Business Management Focus Area Team
The Business Management Focus Area Team completed the annual budget for approval by FOTIM. The team arranged financial training for non-financial managers for GAELIC members. The Management Information Workgroup compiled an extensive questionnaire and the results will be available in 2003. The Marketing Workgroup co-ordinated the GAELIC and Friends Marketing Fair, an annual event held for libraries to showcase and share marketing expertise. This is also an opportunity to strengthen GAELIC'S current partnerships and to establish new ones. The workgroup also printed the GAELIC Rands and Sense Brochure, and, in conjunction with the GAELIC office, restructured the GAELIC website. Ms H Sander has resigned as chairperson of the Business Management Focus Area Team and Dr M Swanepoel was elected as team leader and Dr D Brink as Treasurer.

4.3 Human Resources Focus Area Team
Technikon Pretoria on behalf of the GAELIC Human Resources Team facilitated a workshop on Customer Service. The aim of the workshop was to aid and guide frontline staff in the rendering of quality customer service. Mr R Moropa resigned as team leader and Ms A Lessing was elected as the new team leader.

4.4 Information and Communication Focus Area Team
The Information and Communication Focus Area Team shared information technology expertise and solved common problems through site visits and training workshops. The team completed an ICT survey among GAELIC libraries. Improved relationships with central IT departments at many institutions were achieved through the ICT Team.

5. MEMBERSHIP OF THE COALITION OF SOUTH AFRFICAN LIBRARY CONSORTIA (COSALC)

Additional opportunities for resource sharing are created through GAELIC's membership of COSALC. Emerald, via their Literati Club, launched their Research Fund Charter in 2001, whereby copyright from the Production Rights Organisation would be recouped with the intention of reinvesting funds into new initiatives and author/user services.

COSALC, invited project proposals from consortia on behalf of Emerald These proposals were to address the equitable transmission of knowledge within higher education by South African academic libraries.

The Leader of the GAELIC Management Information Workgroup, Ms M Botha, compiled a proposal on behalf of GAELIC to expand the collection of the African Digital Library. This project strives to provide digitised full text resources to learn in Africa, Via the Internet. This would therefore not only benefit members of GAELIC, but also learners throughout South Africa and the African continent. GAELIC was awarded a grant of £ 5000 towards this project.

Ms M Botha will work with the GAELIC Collection Development Team to identify suitable titles for the collection during 2003.

GAELIC participated in a strategic planning workshop of COSALC in November 2002. GAELIC will host a regional workshop in 2003 to obtain input from GAELIC members on needed strategies for GAELIC.

6. CONCLUSION

GAELIC is pleased to report that we are well under way with planning and implementing the strategies as identified during 2002.

The contributions of members of the various teams and the support of the GAELIC Governing Board are sincerely appreciated.

Special thanks are due to Prof H Edwards and the FOTIM Board for their leadership and support.

Prof P van Eldik's, Chairperson of FOTIM, Prof A Parekh, Ministerial Advisor on Higher Education and Mr A Els, Human Resources specialist assisted GAELIC to identify new challenges and strategies. We gratefully acknowledge these colleagues' contributions to GAELIC's strategic planning.

The initiatives, commitment and support of the Deputy Chairpersons (H Sander and R More), GAELIC Administrative Assistant (T Healey), Focus Area Team Leaders (A van Vuren, D Man, R Moropa and M Swanepoel), Work Group Leaders, Treasurer (B Brink) and FOTIM Project Co-ordinator (A McCallum) are also much appreciated.

DR JC HENNING
CHAIRPERSON: GAELIC
2003-02-17
Notes of GGB integrated 30 April 2003.

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