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ANNUAL REPORT OF THE CHAIRPERSON
1996 - 1997
CONTENTS
Map
Introduction : The Origins of GAELIC
1. Members of GAELIC
2. Structure of GAELIC
3. The Common Library Software Package
4. VAT Exemption and Connectivity
5. Technical Infrastructure
6. Phase 1 Implementation
7. Phase 2 Proposal
8. Resource Sharing
9. Cataloguing Task Group
10. Strategic Partnerships
11. Publicity
12. Contact with other Consortia
13. Conclusion
Appendix 1
List of Agreements and Contracts
INTRODUCTION : THE ORIGINS OF GAELIC
The Gauteng and Environs Library Consortium had its origin in a meeting
of senior administrators, library directors, and IT representatives
from 7 tertiary institutions in the Gauteng region, with representatives
of the Andrew W Mellon Foundation on 3 February 1996. The group was
informed that the Foundation would be willing to fund the purchase of
a common library software package for libraries in the area, in order
to facilitate resource sharing. The libraries should form a consortium,
and submit a proposal to the Mellon Foundation.
The story of the past two years is one of hard work, many meetings,
team spirit and enthusiasm, the sum of which is remarkable progress
towards our vision. Membership has increased to 12.
VISION
The Vision of GAELIC
is to create a virtual library with local service interfaces, forming
part of a global information community for clients in Gauteng and its
environs. This will be achieved by a group of autonomous tertiary libraries,
utilising technology and linked by networks, which accept the need to
explore cooperation and collaboration by consensus as a response to
the educational, training and information needs of South Africa.
MISSION
The Mission of GAELIC
is to fully utilise and develop the information resources of this region
for the purpose of promoting education, research and lifelong learning
amongst its clients.
1. MEMBERSHIP OF GAELIC
Medical University of Southern Africa (Medunsa)
Potchefstroom University for Christian Higher Education
Rand Afrikaans University
Technikon Northern Gauteng
Technikon Pretoria
Technikon Southern Africa
Technikon Witwatersrand
University of Pretoria
University of South Africa (Unisa)
University of the Witwatersrand
Vaal Triangle Technikon
Vista University
STRATEGIC PARTNER:
SABINET Online
OBSERVER STATUS:
The State Library
University of the North-West (full membership pending)
Technikon North-West
MEMBERS OF GAELIC MANAGEMENT COMMITTEES
FOTIM Administrative Officer: Mrs
A McCallum
STEERING COMMITTEE
Ms H Edwards (Chairperson) (Wits)
Dr M de Kock (Vista)
Ms L Erasmus (Unisa)
Prof E Gerryts (UP)
Dr D Haag (VTT)
Mrs M Hammes (UP)
Dr J Henning (TSA)
Mr J Kabamba (Vista)
Mr G Kemp (Sabinet Online)
Ms S Kibirigi (UNW)
Mrs A Lessing (Vista)
Prof C J H Lessing (Potch)
Dr P Lor (State Library)
Mr P Malan (Sabinet Online)
Ms D Man (Wits)
Mr P Molefo (UNW)
Mrs H Sander (RAU)
Prof J Sinclair (FOTIM)
Mr N Shillinglaw (Unisa)
Mr M Swanepoel (TP)
Mr J van der Klasthorst (TWR)
Dr P van Eldik (FOTIM)
Mrs S Veldsman (RAU)
Mr C Vink (Medunsa)
Mr H Watermeyer (Wits)
Prof J Willemse (Unisa)
MANAGEMENT COMMITTEE
Ms H Edwards (Chairperson) (Wits)
Ms M Bekker(Unisa)
Ms L Erasmus (Unisa)
Mrs M Hammes (UP)
Dr J Henning (TSA)
Mr P Malan (Sabinet Online)
Ms D Man (Wits)
Mrs H Sander (RAU)
Mr N Shillinglaw (Unisa)
Mrs S Veldsman (RAU)
Mr H Watermeyer (Wits)
Prof J Willemse (Unisa)
IMPLEMENTATION MANAGEMENT COMMITTEE
Mr P Malan (Chairperson) (Sabinet Online)
Ms M Bekker (Unisa)
Ms L Erasmus (Unisa)
Ms D Man (Wits)
Mr N Shillinglaw (Unisa)
2. STRUCTURE OF GAELIC
FOTIM, the Foundation of Tertiary Institutions in the Northern Metropolis,
formed in late 1995, is an association of tertiary institutions in the
region, and is the academic umbrella body to which GAELIC reports. A
diagrammatic representation of the structure may be found.
The Steering Committee consists of the directors of member libraries,
representative/s of FOTIM, chairpersons of the task groups, project
director/s, advisors, and representatives of strategic partners as deemed
necessary. This is the policy and decision-making body which, on behalf
of FOTIM, controls and coordinates all the programmes and projects of
GAELIC. In 1996 meetings were held bimonthly, and in 1997 quarterly.
The Management Committee comprises persons elected annually by the Steering
Committee, as well as advisors or strategic partners if necessary. This
group is responsible for executing the ongoing business of GAELIC, and
meets monthly.
Task groups have been appointed by the Steering Committee to undertake
specific programmes. These groups have been responsible for in-depth
investigations into policies and procedures in various areas, and regularly
make recommendations to the Management and Steering Committees for implementation
Current task groups are:
Systems
Networks and Technical Infrastructure
Resource Sharing
Cataloguing
A System Implementation Management Committee was formed in January 1997
to oversee Phase 1 implementation. In late July 1997 a GAELIC Phase
2 Project Committee was formed to work on a second Proposal to
the Mellon Foundation and implementation of the INNOPAC system in Phase
2 libraries.
The Resource Sharing Task Group has four sub-task groups: Joint Acquisitions,
Document Supply, Human Resources and Serials.
The Cataloguing Task Group has sub-sections dealing with authority control,
bibliographic standards, technical services workflow, training, serials
and SAPSE.
The work of these groups will be recorded in Chapters 8 and 9.
3. COMMON LIBRARY SOFTWARE PACKAGE
The Mellon Foundation's emphasis on common software and resource sharing
provided an immediate focus for the activities of GAELIC. In 1996 several
libraries were either planning the purchase of a new library system,
or becoming increasingly disenchanted with their existing systems. Specifications
drawn up by UNISA were expanded to meet consortia requirements, and
in June an RFI (Request for information) was sent to 4 overseas and
2 local software vendors. Responses were carefully assessed, and 2 vendors
were invited to come to SA to demonstrate their systems.
In August 1996, by unanimous decision of all members, INNOPAC , developed
by Innovative Interfaces Inc. (III) was chosen as the common software
package for GAELIC. 6 libraries (Phase 1) decided to purchase the software
initially. The remaining libraries, for a variety of reasons, preferred
to wait a couple of years before switching to INNOPAC.
Meanwhile, a small team worked on the Proposal
to the Mellon Foundation. The assistance of a consultant, Rob McGee
of RMG Consultants in Chicago, was sought in order to assist us with
planning, system architecture, assessment and evaluation, and the Proposal
was submitted to the Mellon Foundation in October 1996.
In November, negotiations took place between GAELIC and III, which resulted
in agreement on an acceptable pricing structure. It was also agreed
that SABINET Online would purchase union database software and manage
this aspect of GAELIC's resource sharing.
The highlight of the year was 6 December, when, only 8 months from inception,
GAELIC was awarded a grant of $1.5 million for Phase 1 implementation,
and was assured that the Foundation expected a Phase 2 Proposal as soon
as we were ready. Two conditions required resolving before the Foundation
would release the bulk of the grant:
i) VAT and customs duty exemption on the software and hardware and
ii) resolution with Telkom regarding reduced network tariffs for tertiary
institutions.
Further detail is
provided in Chapter 4.
Implementation of the INNOPAC system in the Phase 1 libraries will be
reported in Chapter 6.
4. VAT EXEMPTION AND CONNECTIVITY
The Mellon Foundation's
requirement that an attempt be made to obtain exemption from VAT and
customs duties on the importation of software and hardware, and that
lower tariffs and better connectivity for tertiary education be negotiated
with TELKOM, were placed on GAELIC and CALICO (the Cape Library Cooperative)
at approximately the same time (late 1996), when grants were awarded
to both consortia. At a meeting between representatives of GAELIC and
CALICO in February 1997, it was agreed that the work would be shared,
GAELIC taking on the VAT issue, and CALICO the connectivity problem.
GAELIC sought advice from a reputable firm of accountants in Pretoria,
who agreed to handle the matter for the consortium. It was necessary
for FOTIM to become an Association or Consortium rather than a Trust,
while GAELIC became a committee of FOTIM. This ensured the "not for
gain" status of both GAELIC and its parent body.
It was initially
thought that the software would not attract VAT or customs duty, but
that the hardware would be liable. This was not the case, and at a meeting
with the accountants in August, we were informed that "goods" donated
by the Foundation would be VAT exempt (i.e. the hardware), but that
"services" (the software) would be taxable. We made a case for GAELIC
on the grounds that the library system could not be divided in this
way; the two components were mutually dependent and the one was of no
use without the other. The accountants submitted a letter to the Commissioner
for Inland Revenue on GAELIC's behalf, and exemption was granted some
four weeks later.
The process and results of this initiative have been shared with both
CALICO and FRELICO (the Free State Library Consortium).
Regarding connectivity, CALICO meanwhile had begun the difficult task
of negotiating with TELKOM, who was reluctant to offer any kind of discount
to tertiary education as this would be a precedent. A possible "Business
Plan" between CALICO and the TELKOM subsidiary INTEKOM was discussed,
although GAELIC was never in favour of this development. Several meetings
were held, and the intervention of the Minister for Telecommunications,
Jay Naidoo, was sought.
Minister Naidoo appears keen to resolve the matter and has responded
positively. Meanwhile, the Mellon Foundation has retained a very active
interest in this problem, and has enlisted the support of other American
benevolent foundations. It is hoped that, with strong support from these
influential foundations, pressure will be brought to bear in the right
circles, and some resolution will be reached in 1998.
5. TECHNICAL INFRASTRUCTURE
This is of course critical to the success of any hi-tech library system,
and to regional and national resource sharing.
All data links in SA are supplied by TELKOM under government regulation,
and this monopoly will exist for the next 4 or so years. The bandwidth
must not only be fast and reliable, it must also be affordable. This
is not the case, and problems are often experienced with TELKOM's service.
All GAELIC sites are linked to UNINET, which now provides a 2Mb backbone
link between them. Campus access to UNINET varies considerably within
GAELIC, ranging from 64kbps to 512kbps. For the larger libraries, this
will need to be upgraded to 2 Mb for successful resource sharing and
Internet access to take place. Planned activities include electronic
document supply via Ariel software, shared subscriptions to electronic
databases via the Internet, and links to the GAELIC union database and
SABINET Online via UNINET.
Internet connectivity
is generally via UNINET, although some GAELIC sites have opted to use
commercial Internet service providers for their overseas links.
The cost of Internet connectivity via UNINET is high. Unlike the situation
in many overseas countries, TELKOM does not provide for any educational
discounts, and many institutions have had to limit Internet usage by
their students and staff in order to contain costs. Talks with TELKOM
are on-going.
GAELIC's planned system implementation consists of separate local INNOPAC
installations at each of the 6 sites, which link via UNINET to an INNOPAC
union database, to be housed at SABINET. Much discussion took place
around the system architecture. A distributed architecture was chosen
in order to lower the amount of network traffic, and also to cater for
institutional autonomy and differences, always a sensitive issue.
6. PHASE 1 IMPLEMENTATION
In early 1997 SABINET Online was contracted to provide the GAELIC union
database, to undertake the data conversion from SAMARC to USMARC in
order to ensure compatibility with the new system, and to provide GAELIC
with part-time project management services. A System Implementation
Management Committee was formed, which began planning system implementation,
data conversion, scheduling, and data clean-up.
The Committee has been very active this past year, and along with staff
at the 6 institutions, have coped remarkably well with the pressures
of meeting deadlines, selecting hardware, site visits, dealing with
data conversion issues and problems, training, and preparing for implementation
in January 1998.
The contract with III was carefully assessed, legal advice was sought,
and a number of changes were requested. After intensive communication
between GAELIC and III, the contract was finally signed in September
1997.
Hardware was delivered, software initialised, and test data extracted,
converted, and sent to III. Final data loads were converted and sent
to Library Technologies Inc. (LTI) for authority control. Training by
III staff who have come out to SA has been proceeding according to a
tight schedule over the past 4 months. .
The Phase 1 libraries will go live in January/February 1998, one year
after the start of the implementation process.
The following 6 libraries are included in Phase 1:
* Technikon Northern Gauteng
* Technikon Pretoria
* Technikon Southern Africa
* Technikon Witwatersrand
* University of South Africa (Unisa)
* University of the Witwatersrand
7. PHASE 2 PROPOSAL
A Phase 2 Project Committee has worked on the Phase 2 Proposal
to the Mellon Foundation. It is in final draft form, and will be submitted
to the Foundation early in 1998. The Phase 1 Proposal has been used
as a guideline, and the Phase 2 Proposal is in the form of an Addendum
to the original one.
Should the Proposal be accepted by the Foundation, it is anticipated
that implementation will start in February 1999, and run through to
January 2000. Meanwhile, the Phase 2 members are participating in all
GAELIC activities, and are being kept aware of implementation issues
as they occur in Phase 1. It is hoped that Phase 2 will shortly begin
database clean-ups and planning the conversion to USMARC in readiness
for implementation and also in order to share resources within GAELIC
more effectively in the interim period.
The following 6 libraries are included in Phase 2:
* Medical University of Southern Africa (Medunsa)
* Potchefstroom University for Christian Higher Education
* Rand Afrikaans University
* University of Pretoria
* Vaal Triangle Technikon
* Vista University
PHASE 3 ?
The University of the North West is likely to become a member of GAELIC
in 1998 and wishes to participate in a common library system, the GAELIC
union database, and resource sharing. The University of the North, the
University of Venda and the Technikon North West have also expressed
interest in joining GAELIC, and it is possible that we will consider
a third phase at a later stage.
8. RESOURCE SHARING
The combined collections of GAELIC Libraries are estimated to be in
excess of 2,8 million printed and 175 000 non-print titles. Approximately
28 000 serial titles are currently received. Several CD-ROM and journal
titles are duplicated amongst GAELIC members.
The pivotal role of resource sharing in GAELIC is reflected in the Task
Group's vision, which is a virtual library, utilising the most cost-effective
means to provide an infrastructure for access to available information,
resources and expertise.
Its objectives are:
- To contribute to the globalisation of information through:
- facilitating fair and equitable access through shared systems and networks to jointly-owned or purchased databases;
- providing access to local, regional national and worldwide information;
- contributing to information generation by researchers.
- To eliminate duplication of resources, costs and human effort.
- To improve the existing document supply infrastructure, primarily through the utilisation of technology.
- To improve the quality of the national union catalogue.
- To share technical processes e.g. cataloguing.
- To share technical expertise to improve the use and understanding of technology.
- To collaborate on information literacy programmes.
- To provide on-going training in the use of the Internet via the World Wide Web, and other shared systems and services.
- To develop a regional information infrastructure with a view to contributing to the development of a national information infrastructure.
- To provide and explore ways of saving costs.
- To formulate appropriate resource sharing policies among members.
The four sub-task groups of Resource Sharing are Joint Acquisitions,
Human Resources, Document Supply and Serials.
JOINT ACQUISITIONS
The Joint Acquisitions team is investigating electronic media as the
most viable option for joint collection development and resource sharing.
Its objective is to optimise the spending power of GAELIC members through
negotiating consortium licenses and journal subscriptions, hopefully
achieving economies of scale. Over the past year this group has evaluated
criteria for 2 full text databases which GAELIC intends subscribing
to in 1998 as a pilot study. A Business Plan
has been produced, and partial sponsorship obtained from the Open Society
Foundation. If the project is successful, this will be the start of
the GAELIC virtual library!
HUMAN RESOURCES
The Human Resources group has begun to coordinate and provide regional
support and training for GAELIC members, particularly in the area of
IT. An audit of training needs among members conducted in 1997 reveals
that negotiation skills, managing change, labour law and qualitative
performance are also areas of need.
DOCUMENT SUPPLY
GAELIC's objective in this area is to provide information rapidly, cost-effectively,
and in accordance with our users' needs and expectations. A Document
Supply Policy was approved and implemented in July 1997.
Ariel electronic delivery stations have been installed at all member
institutions, and members are working hard to achieve a 2 working day
turnaround time.
SERIALS
The Serials Workgroup has been looking at the rationalisation of resources,
joint purchases of expensive material, and collection development. An
up-to-date GAELIC union list of serial titles is almost complete and
will form the basis of these activities
Resource Sharing is core to the mission and objectives of GAELIC, and
the work of these teams is very important. Skilled staff from relevant
departments in all our libraries participate, combining their knowledge
and experience, getting to know their colleagues, and participating
in GAELIC.
9. CATALOGUING TASK GROUP
The changeover from SAMARC to USMARC is a major issue for Phase 1 institutions,
as they have to cope with the lack of expertise in South Africa. Unisa
staff have undertaken all USMARC training thus far, with some assistance
from OCLC.
A Union Database Workshop was held in September 1997 at which presentations
and discussion took place on GAELIC's vision for a regional union database,
SABINET Online's vision, and the creation and maintenance of a union
database. GAELIC members have reached consensus on the need for shared
cataloguing on a centralised database.
10. STRATEGIC PARTNERSHIPS
From inception, GAELIC resolved to make use of existing infrastructures
in South Africa, rather than to duplicate or re-invent. To this end
we have worked closely with SABINET Online. During 1996 Mr Pierre Malan
gave freely of his time to work with GAELIC, specifically on the writing
of the Proposal. From January 1997 this arrangement
was formalised and GAELIC contracted SABINET Online to provide project
management services, for an initial period of eighteen months, renewable.
At the appropriate time, SABINET Online will host the GAELIC union database.
GAELIC has benefited greatly over the past 2 years from the technical
expertise that this company provides.
We are using UNINET to link GAELIC libraries, and keep in close touch
with its activities through a member of the Steering Committee who is
also a board member of UNINET
11. PUBLICITY
The Communication and Publicity project was initiated in the second
half of 1997, and aims to promote GAELIC's image firstly among our stakeholders
(students and academic staff primarily), and thereafter locally, nationally,
internationally and with various donor organisations. Target groups
have been identified, along with the message content we wish to convey.
12. CONTACT WITH OTHER CONSORTIA
We have maintained contact with the other consortia in South Africa
B CALICO (Cape Library Cooperative), FRELICO (Free State Library Consortium),
ESAL (Eastern Seaboard Academic Libraries in KwaZulu Natal), and SEALS
(South Eastern Library System in the Eastern Cape).
FRELICO has worked closely with GAELIC during the
period under review. The two major tertiary members of FRELICO B the
University of the Free State and Technikon Free State, have decided
to purchase INNOPAC software, and become a node of GAELIC. It is envisaged
that FRELICO will contribute to the GAELIC union database, participate
in cooperative ventures, and have representation on the Steering and
Management Committees. We welcome these close links between the two
regions.
Cooperation with CALICO exists primarily in the areas
of connectivity, VAT, and cataloguing standards at present, although
we have shared documentation and exchanged ideas on a wide variety of
issues.
Contact is maintained with eSAL and SEALS.
13. CONCLUSION
GAELIC is believed to hold at least 40% of the information available
in libraries in South Africa. This is a wonderful resource. We aim to
best utilize it by enabling our users to search firstly the local online
catalogue (or OAPC) at his or her institution, and then at the touch
of a key, to search the online database of the GAELIC union catalogue
of over 5 million titles, 7 million volumes, and 20 000 current periodical
titles. To this end GAELIC has worked extremely hard over the past two
years, firstly to obtain funding for the INNOPAC library system in our
Phase 1 libraries, secondly to investigate and promote resource sharing
in several areas, and thirdly to implement INNOPAC. At the same time,
progress has taken place in several other areas, and Phase 2 is well
under way!
Members of the committees and task groups have worked hard and given
generously of their time and expertise. GAELIC's greatest asset is the
enthusiasm and commitment of all involved, and as Chairperson, I wish
to thank all our Steering Committee members and their willing staff
very much. We can be proud of GAELIC and what it has achieved in a very
short space of time.
Heather Edwards
Chairperson, GAELIC Steering Committee
APPENDIX 1: AGREEMENTS AND CONTRACTS
MEMORANDUM OF AGREEMENT
The Memorandum of Agreement was signed by all members shortly
after GAELIC came into being. It sets down the Vision and Mission of
the consortium, its Objectives, and the commitment of members to these.
ADVANTAGES OF A COMMON SYSTEM
During the first year of GAELIC's development, we were forced to stop
and take stock of where we were at, what our expectations were, and
what we could expect of our partners. 6 Phase 1 libraries were vigorously
moving ahead with plans for system implementation, while Phase 2 members
required more information, particularly budgetary information, to enable
them to make such a commitment. A small working group was formed which
undertook an analysis of the advantages of all GAELIC members being
on a common system, as well as the reservations expressed by Phase 2
members. The document produced has been a useful point of reference
for a number of discussions, and resulted in consensus among Phase 2
libraries that they would switch to INNOPAC.
GAELIC BUSINESS PLAN
In early 1997 it was recognized that GAELIC was embarking on a number
of joint projects requiring financial contribution from participating
members. Written agreement is needed to identify exactly what is being
committed to. A procedure was agreed which would include the identification
of a project, a feasibility study, a business plan (including researching,
implementation and operation of a program), and written commitment to
participation. Every project of GAELIC will be subject to this procedure.
III CONTRACT
This was signed in September 1997, after lengthy dialogue between GAELIC
and III.
HARDWARE CONTRACTS
Have been signed with Sun and HP.
PROJECT MANAGEMENT AGREEMENT
This was signed with SABINET Online at the start of 1997. SABINET Online
provides the project manager (Mr Pierre Malan) on a part-time basis
to GAELIC.
COMMON SYSTEM AGREEMENT
This document has been finalized and signed by members using the INNOPAC
software and related hardware. It deals with the relationship between
GAELIC and these libraries regarding system software, performance, training,
hardware, finances, ownership, and obligations.
ADDENDUM TO THE MEMORANDUM OF AGREEMENT
This document sets out the rights and duties of members, the management
structure of GAELIC and the powers and composition of its various committees.
DOCUMENT DELIVERY POLICY AND PROCEDURES
This document has been produced by the Document delivery task Group.
It outlines matters such as membership, electronic requests, turnaround
times, loan periods and admission to GAELIC libraries.
The above is an indication of the amount of work that has gone into
setting up formal structures and agreements which we hope will enable
GAELIC to operate smoothly and without misunderstanding as we move into
the areas of joint acquisition, periodical rationalisation, contribution
to the GAELIC union database, and document delivery.
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