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ANNUAL REPORT 2003

1. INTRODUCTION

Since GAELIC was launched in 1996 to foster regional library collaboration, it continues to be recognised as a successful FOTIM project. This is due, primarily, to a high level of awareness among its member institutions to regularly review its role, strategies and organisational structure. As a result, the consortium is able to rise to the challenges of the South African higher education environment, the increased workloads of member institutions, the heed to national collaboration and the imperative to streamline decision-making processes.

The FOTIM Board approved the appointment of a full-time Director for GAELIC and Ms G Thomas took up office in 01 October 2003. During the past year, there were a number of changes to the GAELIC Governing Board (GGB) membership:
  • Dr B Brink retired as Library Director at the University of Venda. He resigned as the GAELIC Treasurer.
  • Dr M Swanepoel, Library Director at the Technikon Pretoria, was appointed as Director of Lethbridge University in Canada.
  • Mr J Kabamba, Library Director at the Vista University, was appointed as Director of Information Services and Knowledge at the British Council.
A number of leaders' terms of office expired in 2003 as indicated 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 direction

The key challenges identified at the GAELIC Strategic Review held in November 2002 were, with input and guidance from the GAELIC Governing Board, during 2003, prioritised as five key strategies that will provide a framework for the period 2004-2006:
  • Develop an adequate IT infrastructure (networks and bandwidth) on campuses, between campuses and between GAELIC institutions
  • Provide the skills required for human resource development and address capacity building
  • Establish a client-centred virtual shared service centre to increase research outputs, student throughput, support appropriate teaching models and provide general learner support
  • Become known as a business leader in the consortium environment in Africa, and to operate on sound business principles
  • Be recognized as the leader in support of knowledge management practices institutionally, regionally and nationally
Strategic planning and management forms an important component of the Director's portfolio and the last quarter of 2003 was used to gather information about FOTIM and GAELIC, understand the consortium environment and discuss the identified strategies with the GAELIC Chair and Team Leaders.

2.2 Organisational structure

Recommendations from the Strategic Review for an organisational structure to achieve the five strategic objectives were approved and implemented in 2003. The revised structure ensures representation of all member libraries and lean decision-making processes within the consortium. At a special meeting of the GAELIC Business Management Team (BMT), the role and function of this structure was reassessed in the light of the appointment of a fulltime Director in GAELIC who assumed responsibility for a number of key functions previously managed by the BMT, including Marketing, Finances and Management Information. The BMT was disbanded but it was agreed that the workgroup members would be available on an informal basis to act as a "sounding board" on strategies and implementation plans. The elected office of Treasurer will be maintained to provide guidance and advice with regard to policy and direction of GAELIC finance.

2.3 GAELIC Director appointment

The GAELIC Director took up the position on 1 October 2003 to manage a central infrastructure that provides management and administrative support to the Chairperson, GAELIC Governing board, Strategic Management Team and the Teams. The key focus areas of the Director are:
  • Consortium leadership and management
  • Consortium strategic and business planning
  • Financial planning and management
  • Market strategy and communication.
2.4 GAELIC's role in mergers and incorporations

The importance of the leadership role that GAELIC can play in the transformation of the higher education arena was evident during 2003 in the planning and preparation for the implementation of the National Plan for Higher Education, particularly the incorporation and merging of member institutions within the consortium. In late 2003, GAELIC facilitated a number of special meetings within the consortium and with Innovative Interfaces Incorporated (III) representatives on issues pertaining to the integration of the library systems. Through negotiations and discussions initiated by GAELIC, III provided quotations for services for both incorporating and merging data. The reallocation and purchase of additional user licenses was coordinated and completed in December 2003 by the INNOPAC Workgroup. Feedback from a number of GAELIC institutions is that members valued the support and assistance provided by the consortium.

2.5 African Digital Library Project

The Coalition of South African Library Consortia (COSALC), on behalf of the Emerald Research Fund Charter, invited project proposals from consortia - late 2002. These proposals were to address the equitable transmission of knowledge within higher education by South African academic libraries.

GAELIC was the one of the successful 2003 recipients of a £5 000 grant awarded for the development of the African Digital Library. This project provided digitised full text resources to learners in Africa, via the Internet. The Collection Development Team co-ordinated the selection of additional titles purchased with the grant funding. It has not only benefited members of GAELIC, but also learners throughout South Africa and the African continent.

2.6 QuestionPoint Pilot Project

In late 2003, the Library Directors of the GAELIC Member Institutions were invited to apply to participate as a pilot site in the QuestionPoint virtual e-reference project that was approved by the GAELIC Governing Board in October 2003. The implementation of QuestionPoint is regarded as an important step towards the establishment of a collaborative digital reference service for the consortium. Its success will depend on a high level of collaboration between the member institutions. The following six library sites were selected:
  • RAU Library Services
  • Unisa Library and Information Services (Florida and Muckleneuk campuses)
  • University of Pretoria Academic Information Services
  • University of the Witwatersrand Library (Wartenweiler Library)
  • University of the North Library Services
  • Vaal University of Technology Library Services
A request was received from CALICO as to whether one of their member institutions could participate in the pilot project as a paying subscriber of Question Point. The University of Stellenbosch Library Services will be participating as the seventh pilot site.

The project will run from January to December 2004 during which the QuestionPoint Project will be supported and coordinated by a formal Project Manager, Ms D Rabe, of SABINET Online (the OCLC agent in South Africa). The Project Director is Dr A van Vuren (Teamleader: Information Resources) and Ms H Botha (e-Reference Workgroup Coordinator) is the GAELIC Implementation Team Leader. As the pilot project has been funded by GAELIC, regular reports on project progress will be tabled at the GAELIC Governing Board.

At the end of 2003, GAELIC submitted a proposal for a funding grant of US $6 468.00, through COSALC on behalf of the Emerald Research Fund Charter, towards the project management fee to implement and administer the QuestionPoint tools across the six collaborative test sites.

2.7 Shared Service Centre

The Shared Service Centre model, identified at the Strategic Review as a key strategy, was explored further by the Teams and Workgroups with the view for GAELIC to start its own shared service centre. It was recognised that a better understanding of different models before an implementation plan is presented. To this end, GAELIC representatives met with colleagues from the University of Pretoria to visit the newly established Client Service Centre at the institution. Different models will be investigated and presented to members at a workshop, planned for early 2004. The visit to the University of Pretoria was the start of such investigations.

2.8 Advocacy and marketing

In late 2003, the University of Nambia was, with the support and assistance of FOTIM, awarded an Andrew W Mellon grant to purchase and implement a library system. Part of the grant requires that the Library Services should join GAELIC as an external member for a period of two years. COSALC and SASLI were informed about the new member institution in GAELIC.

2.9 GAELIC Finances

GAELIC finances continued to be administered by the FOTIM Office, with guidance from the Treasurer and Chairperson. In November 2003, it was proposed that the FOTIM and GAELIC banking should be combined in one account for several reasons:
  • the complex Mellon funding is no longer an issue
  • one current and one investment account would lessen the administrative load in running four accounts between FOTIM and GAELIC
  • it would save in the region of R20 000.00 in annual auditor fees. After discussion between the Chair, CEO of FOTIM and the Director, the proposal was accepted. GAELIC still maintains a separate budget for its operating expenses and will continue to receive monthly income and expenditure reports.
3. BENEFITS OF GAELIC MEMBERSHIP

Sharing knowledge and skills and preventing duplication saves time, resources and money for members.

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 member institutions currently subscribe to 27 of the 28 national site licence agreements managed by the office of the South African Site Licensing Initiative (SASLI).

GAELIC provides its members with good networking, training and capacity building opportunities. Various workshops, training sessions, marketing events and information sessions were held in 2003. 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.

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. GAELIC provides the initiative in setting acceptable levels of service delivery though active participation in standards setting bodies and compiling Service Level Agreements or Statements of Service Intent with appropriate suppliers and vendors.

4. TEAM PROGRESS REPORTS

4.1 GAELIC Governing Board (GGB) and the Strategic Management Team (SMT)

The GAELIC Governing Board is the highest decision making body within GAELIC, and ensures that GAELIC achieves its goals and objectives. The GGB approved all policy and financial documents, and discussed issues such as quality assurance, management statistics and the merger process.

The Strategic Management Team met regularly to review the teams activities, provide strategic input to the GGB, and support GAELIC's progress as a dynamic and successful library consortium through sound leadership. The SMT was responsible for the recruitment and appointment of the Director.

The SMT addressed concerns about capacity building and succession planning at the leadership level in GAELIC. A standardised election process was introduced and each team and workgroup is responsible for its own elections and succession planning. Elections are held at the last meeting of each calendar year for the appointment of the Chair, Chair-elect and Past-chair.

The Teams and Workgroups, assisted by the GAELIC Office administrative assistant, met regularly in 2003. These teams are primarily responsible for implementing the projects of GAELIC through their tireless efforts and work.

4.2 Business Management Team (BMT)

The Business Management Team completed the annual budget for approval by FOTIM and was responsible for finalising the GAELIC Financial documents. The GGB approved the proposal that unspent BMT funds be used to assist travel costs and registration fees for colleagues from the University of the North, University of the North West and the University of Venda to attend the INNOPAC User Group: South Africa (IUG SA) from 5-7 November 2003.

Dr M Swanepoel resigned as Leader of the BMT and Ms M Botha was appointed as the new leader of the Team. As indicated in item 2.2 of this report, the BMT was disbanded in October 2003 and responsibility for its functions of finance, marketing and information management assumed by the GAELIC Director.

4.3 Information Resources Team

To enhance collaboration with SABINET Online, the Chairpersons of the Document Supply and Collection Development Workgroups represent GAELIC on the national SABINET Resource Sharing Forum. A number of important issues were identified by GAELIC for discussion, inter alia search interfaces, upgrading of the SABINET database statistics to adhere to the Project COUNTER standards, content and pricing structure of the South Africa e-publications database.

A workshop was held with the SASLI Project Co-ordinator on 9 September 2003 to clarify the working relationship with the site licensing initiative, a website to provide national access to trial databases, schedule for evaluation and ordering of electronic resources etc.

A task team conducted a survey on budgeting cycles within GAELIC institutions to assist with decisions in respect of proposals and renewal processes for consortium deals.

The Team initiated the compilation of a Statement of Service Intent (SSI) with SABINET Online. Consultation was extended to a wider set of members within GAELIC. The SSI will be approved in the first quarter of 2004.

4.3.1 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.

Two workshops were presented:
  • Collection development and e-resource licensing: practical issues (30 June) at which Arnold Hirshon from the NELINET Consortium in the USA was a keynote speaker.
  • Collection Management Policy (12 November) addressed issues around the viability of compiling a regional collection management policy for GAELIC. The Workshop, facilitated by Ms G Prosser of The Process Works, concluded that it would be more benefit to compile a national collection development and management policy under the auspices of COSALC/SASLI.
4.3.2 Document Supply Workgroup

The Document Supply Workgroup was tasked with identifying and evaluating shelving problems within GAELIC libraries by means of a survey with a view to possibly benchmarking the shelving function within the consortium. The results of the survey will be for the basis of a workshop to be held in early 2004.

Discussions continued about the 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.

4.3.3 Cataloguing and Technical Services Workgroup (GCATS)

In an effort to encourage inexperienced cataloguers to do original cataloguing on World Cat, a system of peer reviewing facilitated by OCLC's Online Save File was investigated. The aim is to help cataloguers to contribute bibliographic records that comply with international standards. This initiative will be promoted widely in 2004.

Training in 2003 focussed on authority control to ensure consistency for shared cataloguing and to promote search precision. The university of Potchefstroom for CHE was the 9th site to have completed the five day Names Authority Co-operative (NACO) training course.

One workshop was presented: Access Points: identification, formulation and choice, governed by AACR2, LCSH and DDC (25 July). The purpose of this workshop was to skill cataloguers in assigning access points to bibliographic descriptions for information resources and to ensure consistency for shared cataloguing and promote search precision.

The uploading of GAELIC Library holdings to SACAT received the highest priority. The following libraries supplied 343 439 records: Unisa, Technikon South Africa, VISTA (all branches) and Technikon Pretoria. GAELIC contributed 4 562 new authority records and changed 313 existing records on OCLC.

4.3.4 User Education Workgroup

Two workshops were presented:
  • Design of user education manuals using the Emerald Database Tutorial (14-15 July 2003). Two modules were designed Emerald Quick Search and Emerald Advanced Search. Refinements to the tutorials are in progress and will be made available using website facilities.
  • Creating user education modules that work (13-14 October 2003). It was well attended with a large number of libraries outside of GAELIC participating in the workshop.
An important result in 2003 was the greater presence and participation by Workgroup members after the Workgroup Leader consulted the relevant Library Directors.

A strategic planning meeting was held on 27 November 2003 to map the activities for the 2004 calendar.

4.3.5 e-Reference Workgroup

The newly formed e-Reference Workgroup focussed on recruiting members and Library Directors were approached to encourage participation. The first project identified by the group was the establishment of a collaborative electronic reference service among GAELIC institutions. A project proposal to pilot and evaluate Question Point (electronic reference software) at six library sites was approved by the GGB, with funding, with effect from January 2004. The value of the GAELIC sponsorship per participating library is $2 324.00.

4.4 Human Resources Team

Two workshops were presented:
  • Building middle management in libraries (February 2003)
  • Industrial relations (August and October 2003) which set legislation in context eg Labour Relations Act were presented at the Vaal Triangle Technikon and University of the North.
The Team identified five task-teams to address aspects of Human Resources Management:
  • Partnership
  • Mentorship
  • Succession Planning
  • Capacity Building / Training
  • Core Competency Profiles / Job Grading
A training calendar for GAELIC institutions was compiled and made available on the website.

A draft questionnaire on succession planning within GAELIC was compiled for distribution to the member institutions.

A proposal for a mentoring programme within GAELIC leadership structures was compiled for implementation in 2004.

4.5 Information and Communication Technology Team

After the GAELIC Strategic Review, it was decided that the INNOPAC Workgroup should move from the Information Resources Team to the ICT Team because of overlapping membership and issues.

The Information and Communication Technology Team (ITC) shared information technology expertise and solved common problems at its three meetings and through site visits and training workshops. The Team kept itself informed of ICT issues at FOTIM, TENET and Telkom.

One workshop was presented:
  • Service level agreements which was held in conjunction with the IUG:SA (November 2003)
The Team worked with DITCHE to set up an IT training course for technical staff working with the information and communications technology in GAELIC libraries.

4.5.1 INNOPAC Workgroup

GAELIC conducted a survey among all the GAELIC libraries on Innovative Interfaces Inc. as a company and INNOPAC as a library system. The overall finding was that most of the libraries were satisfied with Innovative and its products and services. These libraries reported that the library system made a difference in their service delivery capability and contributed to more streamlined processes.

The INNOPAC System Workgroup arranged on-site training visits to the University of Venda, University of the North, University of the North West and Technikon North West. GAELIC made funds available for four experienced staff members from GAELIC libraries to present the training at the libraries, and for representatives from these sites to attend the IUG:SA conference in November. Other GAELIC sites visited one another to obtain further training on various modules.

GAELIC hosted a meeting on 18 July 2003 between representatives from Innovative Interfaces Inc., Library Directors and Site Coordinators from GAELIC, FRELICO, NLSA, CSIR and SABINET Online. The Innovative representatives focussed on a corporate update, future directions of the company, the latest initiatives and a demonstration of a few new products.

The INNOPAC Workgroup team played an integral role in assisting GAELIC to arrange meetings on the integration of INNOPAC systems within the proposed mergers and incorporations of tertiary institutions.

The Workgroup noted a developing trend where more GAELIC libraries were willing to provide support, assistance or advice to other GAELIC libraries. It was therefore decided that a list be compiled of GAELIC INNOPAC/Millennium experts willing to provide advice and support. This list, with contact details, was published on the GAELIC website.

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

Additional opportunities for resource sharing are created through GAELIC's membership of COSALC. 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. During 2003, GAELIC representatives provided input and support to the legal and consultative processes to register and implement COSALC as a Section 21 (NPO) Company.

6. CONCLUSION

GAELIC is pleased to report that we are well under way with planning and implementing the strategies as identified during 2003 and that the leadership will continue striving to promoting the collaborative partnerships within the consortium as well as active participation institutionally, regionally and nationally.

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

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

Prof P van Eldik, Chairperson of FOTIM, who continues to provide direction and guidance at a strategic level to the GAELIC leadership. We gratefully acknowledge his support and contributions to GAELIC.

The initiatives, commitment and support of leaders in GAELIC, both past and current, including the Deputy Chairpersons (H Sander and R More), GAELIC Administrative Assistant (T Healey), Team Leaders (A van Vuren, D Man, A Lessing and M Botha), Work Group Leaders, Treasurer (B Brink) and FOTIM Project Co-ordinator (A McCallum) are also much appreciated.

DR JC HENNING
CHAIRPERSON: GAELIC
22 February 2004 		MS GME THOMAS
DIRECTOR: GAELIC

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