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ANNUAL REPORT OF THE CHAIRPERSON
1999

Introduction
Membership of GAELIC
Members of GAELIC Committees
Recent members
INNOPAC Implementation
   Phase 1
   Phase 2
   Phase 3
Strategic Planning
Focus Area Teams
   Business Management
   Information Resources
   Human Resources
   Information and Communication Technology
National Union Catalogue
COSALC
Strategic Partnerships
Contact with Consortia and other stakeholders
Conclusion   

INTRODUCTION

GAELIC, the Gauteng and Environs Library Consortium, has completed almost four successful years of operation since it came into being in April 1996.With generous support from the Andrew W Mellon Foundation and strong commitment from its members, GAELIC is the largest academic library consortium in South Africa, with 16 members.

Early emphasis was on system implementation in our member libraries, and by the end of 1999 we were fully implemented in twelve libraries and making good progress in our remaining four Phase 3 libraries. Simultaneously work took place in a variety of areas, where projects concerned with resource sharing, skills development and information technology were developed. GAELIC is now in a phase of consolidation, with focus area teams and task groups further developing initial ideas and concentrating on professional efficiency and cost-effectiveness.

The 1999 Annual Report of the Chairperson outlines the activities and achievements of this past year; a record of work undertaken during the first three years of GAELIC’s life may be found in the Annual Reports for 1996 to 1998.

It is difficult in a necessarily brief Annual Report to give adequate credit to the people who have done so much to make GAELIC a success, and to describe in sufficient detail the projects with which we are involved. However, readers of this Report are welcome to contact the Chairperson or the GAELIC Office at any time for further information.

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 Pretoria
University of South Africa (Unisa)
University of the North
University of the North-West
University of the Witwatersrand, Johannesburg
University of Venda for Science and Technology
Vaal Triangle Technikon
Vista University 

STRATEGIC PARTNERS :

SABINET Online
FRELICO 

OBSERVER STATUS :

The National Library of South Africa

GAELIC ADMINISTRATIVE OFFICER
Ms A McCallum

STEERING COMMITTEE

Prof H Edwards (Chairperson)         University of the Witwatersrand
Ms V Agyei                                   Technikon North-West
Dr B Brink                                     University of Venda for Science & Tech
Mr G de Bruin                                FRELICO (Sasol)
Ms S de Beer                                Vaal Triangle Technikon
Dr M de Kock                                Vista University
Ms L Erasmus                               University of South Africa
Prof E Gerryts                               University of Pretoria
Ms M Hammes                              University of Pretoria
Dr J Henning                                  Technikon SA
Mr J Kabamba                                Vista University
Ms A Kambule                               University of the 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 M Mathibe                               Technikon Northern Gauteng
Dr D Moore                                   (FOTIM) TSA
Mrs R More                                   Medical University of Southern Africa
Mr R Moropa                                 University of Pretoria
Ms Y Roets                                   University of Pretoria
Ms H Sander                                 Rand Afrikaans University
Prof J Sinclair                                FOTIM (U P)
Mr N Shillinglaw                             University of South Africa
Dr M Swanepoel                             Technikon Pretoria
Mr J Tsebe                                     University of the North
Mr J van der Klashorst                     Technikon Witwatersrand
Ms S Veldsman                              Rand Afrikaans University

STRAGEGIC MANAGEMENT TEAM

Prof H Edwards (Chairperson)         University of the Witwatersrand
Dr J Henning                                  Leader: Business Management Team
Ms D Man                                      Leader: INNOPAC Workgroup
Mr P Malan                                    Project Manager
Dr D Moore                                    FOTIM
Mr R Moropa                                  Leader: Human Resources Focus Area Team
Ms Yzelle Roets                            Leader: Information and Communication Technology F A T
Ms H Sander                                 Leader: Finance Workgroup
Prof J Sinclair                                FOTIM
Ms S Veldsman                             Leader: Information Resources Focus Area Team

IMPLEMENTATION MANAGEMENT COMMITTEE

Mr P Malan                                  SABINET Online
Ms L Erasmus                              University of South Africa
Ms D Man                                    University of the Witwatersrand

SITE CO-ORDINATORS

Ms E Anderssen                          Technikon SA
Ms M Botha                                 Technikon Northern Gauteng
Ms S de Beer                               Vaal Triangle Technikon
Dr M de Kock                               Vista University
Ms Y Dumas                                Technikon Pretoria
Ms L Erasmus                              University of South Africa
Ms S Kibirige                               University of North-West
Mr T Larney                                   P U for CHE
Ms D Man                                     University of the Witwatersrand
Ms F Maritz                                 Medunsa
Mr E Mothapo                              University of the North
Mr C Nel                                       Technikon Witwatersrand
Ms Y Roets                                   University of Pretoria
Ms S Veldsman                             Rand Afrikaans University
Ms M Mashamba                           University of Venda for Science & Tech
Ms N Zungu                                   Technikon North-West
 

The University of Venda for Science and Technology joined FOTIM and GAELIC in late 1998 and the University of the North in April 1999.  Both the University of the North and the University of Venda were included in the 1999 proposal for funding to the Mellon Foundation, and have been part of Phase 3 system implementation.  

The position of the Qwa Qwa Campus (Uniqwa) of the University of the North, located in the Free State, was clarified during 1999. Uniqwa is a member of FRELICO for purposes of resource sharing due to geographical proximity, but was required to link up with the University of the North for INNOPAC applications.At a meeting held between GAELIC, FRELICO, UNorth and Uniqwa in October 1999, it was agreed that the branch would participate in Phase 3 system implementation.

GAELIC membership now comprises 16 institutions (10 university and 6 technikon libraries).

FOTIM up to now has limited membership to tertiary bodies in the region; however projects of FOTIM need not necessarily be limited in this way. Continuing interest in GAELIC from other organisations needs to be consistently dealt with, and different types of membership (e.g. strategic partnerships and associate members) will be considered in 2000.

Technikon Northern Gauteng
Technikon Pretoria
Technikon Southern Africa
Technikon Witwatersrand
University of South Africa
University of the Witwatersrand

All Phase 1 institutions have been fully implemented for some time, and staff are thoroughly familiar with the INNOPAC system. Enhancements and new releases occur regularly, and close contact is maintained amongst institutions. Expertise has been freely shared, not only amongst Phase 1, but with other GAELIC libraries as well. Feedback on the INNOPAC system from both library staff and users at Phase 1 sites has been very positive.

PHASE 2

Medical University of Southern Africa
Potchefstroom University for Christian Higher Education
Rand Afrikaans University
University of Pretoria
Vaal Triangle Technikon
Vista University

Phase 2 Implementation began in June 1998 and is also complete. Training by two members of staff from III took place at Phase 2 institutions during July 1999, and included the two Free State institutions participating in Phase 2 (Technikon Free State and University of the Free State). Problems encountered with data conversion and with extraction of data were successfully overcome.

Phases 1 and 2 will shortly be changing to the Millennium (Java based) version of INNOPAC, and several institutions also intend purchasing additional INNOPAC modules.

PHASE 3

Technikon North West
University of the North
Uiversity of North West
University of Venda for Science and Technology

Phase 3 implementation began in 1999. Several site visits have been undertaken by the GAELIC System Management Committee, despite the remote location of most of these institutions. All hardware platforms have been installed, but not without difficulty due to lack of IT expertise at some of these sites. Implementation meetings have taken place regularly, assistance provided to these institutions in the setting up of the INNOPAC worksheets, and test data extracted from the four individual catalogues. Initial training by staff from Innovative Interfaces Inc. (III) took place in November 1999. It will be resumed in January 2000, with completion expected in September 2000.

In 1998 GAELIC took a decision to implement a new management structure, and this was achieved during 1999.

Strategic Management Team
GAELIC is managed by a Strategic Management Team (SMT) with vision, business skills and expertise. Members are the GAELIC Chairperson, leaders of the four focus area teams, the Administrative Officer, two representatives of FOTIM, and co-opted members as required. Matters dealt with during 1999 included the structuring of teams and workgroups, the finalisation of expertise profiles for the SMT, focus area teams and workgroups, the GAELIC budget for the year 2000, business plans and communication strategies for teams and workgroups, inter-consortial co-operation and links with overseas consortia, as well as GAELIC membership issues.

The SMT directs and prioritises the work of the focus areas and workgroups.

An Annual General Meeting will be held once per year, and will be attended by Library Directors, Focus Area Team Leaders, the FOTIM representatives, observers, FRELICO representatives, the GAELIC Chairperson and Administrative Officer. A workshop or seminar of interest will be arranged to coincide with the AGM.

At a meeting of the “old” Steering Committee (SC) convened in August, it was agreed that meetings of the SC would be resumed, and that three meetings would be held per year in addition to the AGM.

Business Management

The Business Management Focus Area Team is one of four strategic focus areas of GAELIC established as part of the restructuring of GAELIC.  The team facilitates and promotes a client-centred focus and sound business practices within GAELIC and is responsible for formulating a number of policy documents.

The team reports to the Strategic Management Team and annually at the Annual General Meeting.

Three workgroups were established to realise the objectives of the Business Management Focus Area Team.These are the Finance Workgroup, the Marketing Workgroup and the Management Information Workgroup.

During 1999 the team spent considerable time finalising the structures and expertise profiles of the team and workgroups. A document entitled Guidelines on the development of Business Plans was developed and distributed to other teams and workgroups.

Finance Workgroup

This workgroup was established to manage the finances of GAELIC. It provides an infrastructure for a fiscally healthy and growing consortium in order to ensure a return on members’ investments.  Financial Guidelines for GAELIC were developed during 1999.  These will be used to compile annual budgets and to plan programs and projects. Requests for funding were assessed and integrated, and the 2000 budget for GAELIC compiled.

During 1999, GAELIC received various requests for services to other institutions.The Finance Workgroup developed Guidelines on the Selling of Expertise, Products and Services of GAELIC which will be finalised in 2000.

Marketing Workgroup

This workgroup was established to market GAELIC to all stakeholders, donors and clients and to facilitate communication within GAELIC. The Communication and Marketing Plan for GAELIC is nearing finalisation. The members have also planned and budgeted for a brochure and an electronic newsletter to be published in 2000.

The design and development of the GAELIC web site was completed by an external company.

This workgroup was formed to obtain and maintain up-to-date statistics and to provide management information to the various structures of GAELIC. Its functions include the collecting and co-ordination of various reports including mailing lists of library directors and focus area teams,  SAPSE reports and other institutional-level information not covered by SAPSE, consortium-level statistics, management information from INNOPAC systems, joint purchases, as well as a database of decisions and other management information gathered by workgroups.  The GAELIC homepage will be used to co-ordinate all statistics gathered.

The Information Resources Focus Area consists of five workgroups (Document Supply, INNOPAC Systems, Cataloguing and Technical Services, Collection Development and Copyright). Meetings are attended by leaders of these workgroups as well as by representatives of member libraries.

Document Supply

Due to the fact that some GAELIC institutions had experienced difficulty meeting the 2-day turnaround time objective of GAELIC during 1999, it was proposed that this performance level be dropped to 4 days. However, it was decided to attempt to encourage staff to meet the 2-day objective. Library directors were requested to assess (and improve where possible) the capacities of their Inter-Library Loans departments. Training of new GAELIC members is to take place in 2000 to develop skills and ensure adherence to standards.

Statistics during 1999 worth recording are as follows :
Number of books supplied : 9,575 (9,080 in 1998)  
Number of photocopies supplied : 30,383 (31,376 in 1998)

The fact that less photocopies were supplied within GAELIC during 1999 can be attributed to the fact that many requests were sent to CALICO where the universities of Stellenbosch and Cape Town provided an excellent service via Ariel.

Procedures have been established for the transportation of books between these consortia with the aid of a commercial courier service.  The average mailing time was reduced by an average of two days if sent by courier.

The University of Pretoria, UNISA and University of the Witwatersrand acted as agents for international document supply within GAELIC during 1999.

OCLC PRISM was installed at three GAELIC libraries during 1999, bringing the number of libraries making use of OCLC PRISM for requesting processes to four.

An agreement was formed between the GAELIC libraries and the 25 CIC libraries from Illinois, Indiana and Michigan.Progressively more requests are also received from the CIC libraries, which means that the reciprocal agreement is slowly coming into place.

INNOPAC Systems

An INNOPAC Users’ Group was launched in March 1999 to coincide with a visit to GAELIC of representatives from III.

Negotiations are currently taking place with III regarding the additional products required by GAELIC Phase 1 and 2 libraries.  III’s Vice-President for Resource Sharing visited South Africa and demonstrated the new INNOPAC Millennium products and other specialised modules.

Cataloguing and Technical Services (GCats)

The GCats Workgroup presented various training and information sessions during 1999 which were well attended by all GAELIC libraries. These sessions covered:

USMARC training for the Phase 3 libraries
Introduction to authority control and standards for Phase 3 libraries
Authority control and INNOPAC headings reports 
INNOPAC Cataloguers' Workstation (GUICat) 
Electronic resources on the WebPac

South African name headings on the Library of Congress Name Authorities database are a problem for South African cataloguers. The Library of Congress does not have an adequate understanding of South African names, resulting in incorrect headings being created. The Authority sub-group has persuaded the Library of Congress to re-evaluate 30 authority records. This is a milestone for GAELIC that has implications for collaboration on an international level.

As a result of a discussion document submitted by GCATS, SABINET Online has agreed to form a national Standards Committee to oversee the implementation and maintenance of the new National Union Catalogue (SACat). Issues that will be studied by the Standards Committee include the use of core records, authority control, database maintenance and quality control. A team from GCATS will work closely with SABINET Online, the National Library and other consortia on this committee.

Collection Development

This workgroup deals with the very important issue of electronic databases, negotiations with vendors, training in usage, and ongoing sustainability. Some of its work is currently overlapping with the COSALC (Coalition of South African Library Consortia) initiative, which is assessing the purchase of electronic material from a national point of view (see below).

Copyright

The Copyright Workgroup was formed during October 1999 and became part of the Information Resources Focus Area Team. There are a number of issues currently under discussion, including transactional vs. blanket licensing, and electronic copyright.

Human Resources

Two training projects were held during 1999 (Computer Literacy and Copyright). Attendance was excellent at both workshops, an indication that skills development is an important part of GAELIC’s activities.

An audit of training needs was undertaken and a survey conducted to identify expertise regarding INNOPAC applications.

GAELIC has been invited to tender for training opportunities available within the Department of Education/European Union Help Program. GAELIC representatives have met with the organisers, and await further instructions from them.

The expertise profile of this focus area team was finalised. Several matters are under discussion e.g. upgrading and maintenance of INNOPAC servers, setting up of Z39.50 access, the new Ariel version, the impact of full-text electronic databases on local networks, and national connectivity.

GAELIC has a direct interest in the National Union Catalogue and played an important role in preparing the specifications. Implementation of the INNOPAC software is on schedule at SABINET Online. GAELIC participated in finalising detailed workflow issues with III and SABINET Online, and access to a test database was made available in the latter half of the year. Extraction of existing catalogues took place, these were converted to USMARC, and thereafter sent to OCLC and LTI (Library Technologies International) for clean-up and authorisation. Training by III took place in October and during November SABINET Online loaded the new SACat onto the INNOPAC platform.

Phase 2 of the NUC project will take place in 2000 and will consist of the purchase and development of document supply/inter-library lending software to facilitate resource sharing nationally.

The Coalition of South African Library Consortia (COSALC) had its first meeting in July 1999 in Johannesburg, and met on two subsequent occasions during 1999. Membership consists of representatives of the five regional academic library consortia, CALICO, eSAL, FRELICO, GAELIC and SEALS, and meetings are also usually attended by representatives from SABINET Online, the European Union/Department of Education and the National Library of South Africa.

A Policy Statement was approved and adopted. CHET (Committee for Higher Education Transformation) and the Department of Education have viewed the initiative enthusiastically. Some reservation has been expressed by GAELIC/FOTIM and FRELICO regarding affordability, especially of the Site Licensing Initiative (SASLI) which would require an office infrastructure. However, there is a strong possibility that donor funding may be acquired for this purpose for the first two years.

The initial COSALC project, EIFL Direct, sponsored by EBSCO, the Open Society Foundation and the Department of Education, will start in 2000, and much interest has been shown by the five consortia in Web of Science.

A Memorandum of Agreement between COSALC members is to be finalised in early 2000.

SABINET-Online  
SABINET Online continued to provide Project Management services to GAELIC. Mr Pierre Malan has been invaluable regarding system implementation, especially in our more remote Phase 3 libraries, and in providing technical information and solutions. He also assisted members experiencing difficulties with the Y2K transition. Mr Pierre Malan is an active member of both the Strategic Management Team and the Steering Committee, and is leader of the Implementation Management Committee. He reports regularly to the SMT.

During the course of 1999 GAELIC again had major input into SABINET Online’s planning for a new South African national union catalogue.

FRELICO  
FRELICO (Free State Libraries and Information Consortium) has established strong links with GAELIC, and co-operation continues in a number of areas. The two major Free State tertiary institutions, University of the Free State and Technikon Free State implemented INNOPAC as part of GAELIC Phase 2.

FRELICO members also participated in the purchase of the General Business File full-text electronic database. The two consortia have finalized a Memorandum of Understanding, the first of what may become a number of formal co-operative agreements.

The National Library of South Africa
This Library has observer status within GAELIC. The Director attends Steering Committee meetings, and members of the staff of the NLSA participate in various workgroups.  
 

Mr Tom Nygren and Prof Richard Quandt of the Andrew Mellon Foundation visited South Africa in November 1999, and attended a GAELIC Steering Committee meeting on 5 November.This afforded a good opportunity to exchange news and views; their visits are always greatly appreciated and enjoyed by GAELIC members.

GAELIC institutions (Wits and UNISA) hosted visits from the University of Botswana, which has subsequently purchased the INNOPAC system. 

Prof Heather Edwards and Mr Pierre Malan visited SEALS in East London to advise on system selection, evaluation and implementation. Members of SEALS were linked to the Wits INNOPAC system for a trial period, and representatives of SEALS subsequently visited Wits and UNISA.

Miss Lettie Erasmus of UNISA visited the UFS to advise FRELICO on aspects of INNOPAC implementation, and also consulted to the University of Botswana.

Prof Heather Edwards and Mrs Hannie Sander gave a presentation on GAELIC to the Public Services librarians in August in Pretoria.

Prof Heather Edwards has ongoing contact with the other library consortia in South Africa.

GAELIC continues to make good progress. 1999 saw the six Phase 2 libraries fully implemented, and the four Phase 3 libraries well on the way, and we look forward to the time in 2000 when all sixteen libraries will be benefiting from the excellent functionality and capability of the INNOPAC system.

The changeover to a new management structure was time-consuming but very worthwhile, especially with the additional adjustments made to the structure during the course of the year. We are confident that GAELIC is operating in a more cost-efficient and business-like manner which will form a sound basis for future growth and development.   The Business Management Team and its Finance workgroup have done particularly good work in this area.

All focus area teams and workgroups have worked hard to achieve their objectives, and continue to make good progress. We need to assess and measure these achievements so that members and their parent institutions become more aware of the ways in which they are benefiting from GAELIC. The benefits are numerous, and we must acknowledge this. Skills development is one of the most important benefits of belonging to the consortium. This is achieved not only through the popular and well-supported Human Resources workshops, but through a variety of training initiatives undertaken by workgroups, and through mere participation in GAELIC committees and communication with one’s colleagues.

The Information Resources Team has a number of initiatives to look after, and although one cannot hurry these developments due to the high costs involved and the problems surrounding sustainability, we are well satisfied with progress. The workgroups that fall under the Information Resources umbrella have all done excellent work this past year.

Directors of member libraries have continued to support the activities of GAELIC, not only by giving freely of their own time, but also that of their staff. Without this commitment and support, GAELIC would not be where it is today, and I wish to express my sincere appreciation to them.  The energetic, professional and creative people who participate in focus area teams and workgroups deserve special thanks. They are tireless in their efforts, they travel long distances to meetings, and their contribution is the core of GAELIC’s existence. It is a pleasure working with such people!

Sincere thanks go to the Mellon Foundation for its ongoing financial support and guidance.In the INNOPAC system, our sixteen institutions have the base on which to build further and better regional and national  cooperation.

My grateful thanks to Ms Anke McCallum, Senior Administrative Officer of GAELIC, who has provided outstanding support throughout the year.

Prof Heather M Edwards
Chairperson

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