Annexes

Annex 1. Glossary

· ADSL: ADSL stands for Asymmetric Digital Subscriber Line. With ADSL, you can have internet access at speeds of up to 25 times that of a normal dial-up connection! Using ADSL will mean that you will never have to dial up to connect to the internet again because the connection is always on.

· Broadband: a communications technology that allows for high-speed Internet access. ADSL is one type of broadband technology.

· CD/CD-ROM/CD Writer: a small portable optical disk containing computer data; CD-ROM: a CD containing computer data that cannot be altered; CD Writer: a device that can record data on a CD.

· Client: a client is the requesting programme, computer or user in a client/server relationship or network.

· Computerization Project: an extensive series of tasks requiring concerted effort and planning, and dealing with the introduction of one or more computer technologies.

· Database: a large collection of related data tables organized especially for rapid search and retrieval by a computer.

· Disk drive: a device which accesses data contained on a removable diskette or high-capacity zip disk.

· Dot matrix printer: a special type of old technology computer printer, ideal for printing multiple copy forms and reports.

· Extranet: a web site with restricted content intended for the members, associates, clients and partners of an organization.

· Hard disk: the most widely used storage media for computers. It consists of a magnetic disc that is fixed inside computers (non removable).

· Hub: in data communications, a hub is a place of convergence where data arrives from one or more directions and is forwarded out in one or more other directions. It is used to interconnect the computers of a local area network (LAN).

· ICT: (information and communications technologies) is a term that includes any communication device or application, encompassing: radio, television, cellular phones, computer and network hardware and software, satellite systems and so on, as well as the various services and applications associated with them, such as videoconferencing and distance learning.

· Ink jet printer: a popular type of low-cost but low speed computer printer.

· Interface: point of interaction or communication between a computer and any other entity, such as a printer or human operator. Graphic Interface: layout of an application's graphic or textual controls in conjunction with the way the application responds to user activity.

· Internet: a worldwide system of computer networks - a network of networks - in which users at any one computer can, if they have permission, get information or share with other computers.

· Intranet: a web site with restricted content intended for a selected group of users.

· ISP: Internet service provider.

· IT: information technology. See definition of ICT above.

· LAN (Local Area Network): a group of computers and associated devices that share a common communications line and typically share resources within a small geographic area (for example, within an office building).

· Machine language: a set of instructions that a computer can understand.

· Modem: a device that converts signals from a computer to a form compatible with a telephone line, in order to transmit them to another computer.

· Microwave: a form of wireless, line-of-sight telecommunications in which electromagnetic signals containing information are broadcast from one antenna to another relay station or receiver that may be many, many kilometers away.

· Network: a series of computers interconnected by communication cables and hubs.

· Object Code: the resulting computer code after a source code is processed and converted to machine language. It is the form in which most commercial software is sold.

· Open source: any programme whose source code is made available for use or modification as users or other developers see fit, usually free of charge.

· Operating System: the main programme of a computer, the one that administers its resources. There are many operating systems, such as Windows, Mac OS, Linux, etc.

· Platform: in computers, a platform is an underlying computer system on which application programmes can run. It consists of hardware, computer programming language and an operating system.

· Programming Language: a human language used to design computer software. Some examples are: e BASIC, C, COBOL, DBASE, FOXPRO, ACCES, etc.

· ROI (return on investment): for a given use of money in an organization, the ROI is how much profit or cost saving is realised. An ROI calculation is sometimes used along with other approaches to develop a business case for a given proposal. If an enterprise has immediate business objectives, a return on investment might be measured in terms of meeting one or more of these objectives rather than in immediate profit or cost saving.

· Router: device in a network that handles message transfer between computers and networks.

· Sensitivity analysis: a cost-benefit methodology which allows the analyst to examine how different supply/demand, risk or price conditions, or "what if" scenarios might affect project outcomes.

· Server: a computer in a network that is dedicated to provide services (access to files or shared auxiliary equipment, such as printers, or routing of e-mail) to other computers in the network.

· Spreadsheet: a computer programme which allows the manipulation of tabular numerical data and databases such as Microsoft Excel, and which can also easily generate useful charts.

· Source code: consists of the programming statements that are created by a programmer in a certain language. These files are later compiled (converted to machine language).

· UPS (uninterruptible power supply): is a device that allows your computer to keep running for at least a short time when the primary power source is lost.

· WAN (Wide Area Network): a geographically dispersed telecommunications network.

· Web or World Wide Web (WWW): a distributed network of related documents, one of the services of the Internet.

· Web site: a public information resource, component part of the World Wed Web, created and administered by an individual or organization.

· Word processing programme: a computer programme that is used in the preparation of typed documents for printing.

Annex 2. Checklist for each stage of the computerization process

These are a series of checklists that allow you to make sure that you are ready to evolve to the next step of the computerization project: from assessing the environment to the execution stage.

Assessing the project enabling environment:

a) Have you identified the strengths and weaknesses of the cooperative’s existing business information management system?

b) Have you assessed and identified the information processing needs of all the stakeholders involved: management, elected leaders and members.

c) Have all project risks been identified?

Preparation of a business plan

a) What is the business objective of computerization?
b) What type of computerization is proposed?
c) What are the expected benefits, costs and risks of computerization?
d) Can the cooperative afford it? How?

Project implementation plan design:

a) Do you have a comprehensive project implementation plan?
b) Have you obtained strong elected leadership and member support?
c) Did you define measurable success indicators at the end of each stage?
d) Did you estimate all resources needed (economic, personnel, equipment, installations)?
e) Is funding identified to maintain project viability?
f) If you are hiring a software developer, make sure you have a contract in place that includes the source code, maintenance, documentation and user support

Execution and project evolution:

a) Is the software thoroughly documented?
b) Is there a software bench-testing plan?
c) Has a plan for system backup been implemented?
d) Is there a plan for hardware servicing?
e) Is there a procedure for user support, to repair software errors and plan software updates?
f) Is there a training plan for employees, elected leaders and regular members?

Annex 3. Example of a project plan prepared by cooperative XYZ

The organization

XYZ is a small dairy cooperative in a rural area that has existed for over 20 years and has experienced rapid growth during the last two years. It now has over 500 members. The cooperative has traditionally maintained all its records using a manual accounting system. Consequently, its members do not know exactly how much the cooperative owes them for milk delivered until a balance is done every three months. But now they have too many members to manage manually, and the cooperative is starting to pay late, causing member dissatisfaction.

Meanwhile, a company from a nearby city has offered to buy all their production for their dry-milk plant, at an attractive price, but they require that the cooperative also provides them with daily reports on individual production and quality information on each batch. Furthermore, they would like to be frequently informed about the cooperative’s milk production projections for the future.

The elected leaders have realized that this will require the use of computers and development of a computerized member record system. One member, who is familiar with computer systems and works in the administration of the cooperative, has offered to help in designing a plan. Elected leaders have designated this member as project manager.

The internal environment

About one quarter of the cooperative’s members are founders of the institution, and most are traditional farmers. New members are younger and a growing number of them have some knowledge of computers. In order to gain member support for the proposed computerization initiative, the elected leadership of XYZ added this issue to the agenda of the last general meeting. To prepare for that meeting, the project manager prepared a short proposal (a "Business Case") that explained the advantages of having a computerized accounting system, in terms of financial benefits, speed of information flow, accuracy of data collected and used, and the economic prospective of these advantages. Furthermore, he invited a member from a neighbouring cooperative that had already computerized to explain what they had done in computerizing and what their experience was. Members approved the proposed project and work then began on developing a detailed implementation plan to determine the exact cost, resources and time frame of the project.

The Business Plan

Example of a simple Business Plan: a summary of expected benefits, costs and risks.

The team

Once the initial business plan has been approved by the elected leadership, the project manager established a 3-person project team to assist in gaining a more detailed understanding of the information needs of the manager, elected leaders, staff and members, refine the project’s objectives and begin working with the hired consultant on the design of the detailed project implementation plan.

The external environment

Over the last few years, computers have become more popular in the region. There are computer vendors in the city and a few small software development companies have started providing software development and support services. The cooperative has hired a computer consultant to help them in their planning stage. There are dial-up services to connect to the Internet, though the prices are still quite high because you need to make a long distance call to the ISP(Internet Service Provider) located in the nearest city.

Computer system solution selected

The project manager and the consultant reviewed the suitability of available packaged software in the region and found that none of the packaged software application systems satisfied their exact needs, so they have decided to:

1) develop their own software for the cooperative business management plus
2) buy a packaged accounting tool, one that is commonly used in the region.

In the first stage they will install two computers: one will be used for accounting, invoicing, letter writing, e-mail and other administrative tasks. This computer will have the accounting tool installed, besides other software. The second computer will have the business tool and will be dedicated to member services.

Hardware

The consultant has determined that the cooperative does not need to buy the latest and most expensive high-tech equipment:

• Two medium range PC-compatible computers (Fast, stable, with large hard disc capacity)

• One modem to connect to the Internet

• One external CD-ROM writer to do backups

• One dot matrix printer for reports and invoices

• One colour ink jet printer for letters and fancy reports

Software

• Operating system was included in the cost of the computers

• Two packages of office tools (word processor, spreadsheet and presentation) and email software

• One package of administrative and accounting software

• Two licences of antivirus software

Installation

• The computers were installed as a local area network, connected by cables and a hub. Even though there are only two computers the cabling was designed to accommodate the addition of two more workstations next year.

• The electric cabling was redone in compliance with local norms. Since the electrical power is not stable all the time, a UPS and stabilizer have been installed to protect computers against power surges and the cooperative has decided to purchase a small gasoline-powered electric generator to keep the system functioning in case of an electricity blackout.

• A telephone cable was added for occasional connection to the Internet via dial-up. A surge protector was installed to protect the computers from electrical discharges, common on telephone lines where there are storms in the region as well as in many other areas.

Services:

It was also decided to:

• Open a dialup account with a local Internet Service Provider company so that the cooperative could connect to the Internet, and;

• Purchase an insurance policy for the equipment.

Other

• Paper, blank CDs, ink cartridges, training manuals and books for a small library available to members and employees.

Training Plan

Realizing the importance of starting a programme of continuous staff training in the use and maintenance of the new system, the cooperative decided to hire a short-term computer teacher to help train their staff and members, and to design support manuals and keep files for the software that they will develop.

The four persons operating the computers will be trained on the general use of computers, printers, operating system, use of office tools, email and web. One of them, who has more technical background, will learn to solve general problems and perform backups and maintenance. The manager and assistants will be trained on the reports and interpretation of the data the systems produce.

Implementation Plan

A summary description of the XYZ Dairy Cooperative’s implementation and expenditure plans are found in Annex 4.

Annex 4-1. Implementation plan

Annex 4-2. Simplified pert chart for installation of network

Annex 4-3. Expenditure plan

Annex 4-4. Draft implementation plan as a bar chart

DRAFT IMPLEMENTATION PLAN AS A BAR CHART

Annex 5. References

· Bassi, R., Caruso. V. & Jaunarena, M.C. 2003. Review of experiences in computerizing agricultural/rural cooperatives in Latin America: problems encountered and lessons learned. Paper prepared for International Workshop on Agricultural Cooperative Computerization, 7-8 October 2003, FAO, Rome.

· Birnbaum, Drew. 2003. Implementing cooperative computerization projects in Africa: experiences and guideposts for the future. Paper prepared for International Workshop on Agricultural Cooperative Computerization, 7-8 October 2003, FAO, Rome.

· Murch, Richard. 1996. Project management - best practices for IT professionals. New Jersey, Prentiss Hall Press.

· Pipal, Ltd. 2002. Cooperative information needs survey for the tea and dairy sub-sectors in Kenya. Working paper. FAO, Rome.

· Proenza, Francisco. 2002. e-Todos: Una estrategia para la reducción de la probreza en la era de la información. FAO, Rome.

· Sriram, M.S. Review of experiences in computerizing agricultural cooperatives in Asia: problems encountered and lessons learned. Paper prepared for International Workshop on Agricultural Cooperative Computerization, 7-8 October 2003, FAO, Rome.