I. REVIEW OF PROJECT ACTIVITIES
II. AGRIS/CARIS NATIONAL CENTRE
IV.1 Ad hoc training provided by the consultant
V. WORK PLAN FOR THE NEXT PHASE OF THE PROJECT
This report on the strengthening of AGRIS/CARIS national centre at Chitedze Research Station, Ministry of Agriculture and Irrigation in Malawi, is submitted to the Food and Agriculture Organization of the United Nations (FAO) in accordance with the terms of reference of the consulting contract issued under FAO Project TCP/MLW/6713 which required the consultant to
provide training in AGRIS/CARIS methodology to the staff of the Chitedze Research Station Library and other relevant libraries/documentation centres in the agricultural sector;
install the AGRIN application of Micro CDS/ISIS and train the staff to its use;
train the staff in the use of the AGRIS and CARIS CD-ROM databases;
advise on the establishment of a data collection network in the agricultural sector for bibliographic information and data on current research;
in consultation with the national counterpart, revise and update the work plan of the project, if required.
Upon completion of the mission, the consultant was required to submit a report summarizing the mission's activities and findings and making appropriate recommendations.
The mission took place from 9 November to 8 December 1997. The consultant arrived in Malawi on 11 November after briefing in Rome and left on 6 December. Debriefing in Rome took place on 8 December. The exact Mission schedule and the List of persons met are given in Annexes 1 and 2, respectively.
The consultant would like to thank all those who have contributed to the success of the mission.
The Chitedze Research Station Library is housed in comfortable premises which were constructed in 1985 under a World Bank project. It is the central library of the Department of Agricultural Research and Technical Services (DARTS), and houses a vast and up-to-date collection of 50,000 documents and of 400 current journals and newsletters. The library collection has been catalogued and computerised using an INMAGIC bibliographic database, following AACR2 cataloguing rules and the Library of Congress classification scheme. However, due to a shortage of staff, a backlog has built up over the years, getting worse since the departure last June of Ms. Kalinda, library assistant, who was in charge of cataloguing and updating the INMAGIC database. Furthermore, the computer which had the INMAGIC bibliographic database has broken down denying any access to the database. No backup is available.
Generally speaking, the library suffers from a shortage of adequately trained manpower. Currently, it has four staff members, two of whom are qualified: the librarian, Mr. Katsonga, who holds a Diploma in Librarianship from Maputo University, and a library assistant, Mr.Monjeza, who holds a Malawi Library Association Certificate. Ms. Kalinda was not replaced when she left. There is an urgent need to recruit at least one qualified librarian, preferably somebody who is computer literate. Mr. Chanza, a student who has been attached to the library for a few months and who has just passed his librarianship certificate, would be a good candidate.
The project provided a Pentium micro-computer with a 1 Gb hard disk, a VGA colour monitor, an internal CD-ROM drive and an internal MODEM, a laser printer and a UPS.
Apart from the project computer, the library currently has two operational computers. It had two more connected in a Novell network, but the network collapsed when one computer broke down and another one was stolen. It also has two microfiche readers, an overhead projector and a video recorder. None of the two photocopiers work. Recently, following the theft of the computer, bars were installed on library windows. Electric alarms will also be installed at government expense.
AGRIN and CARIN databases were installed by the consultant on the library computer provided by the project as well as a collection of CD-ROMs including FAO on the Internet, AGRIS, AGRIS Forestry, CARIS, Proceedings of the XIth World Forestry Congress 1997 and Humanity Development Library. A technical note on how to access the various databases is given as Annex 3.
The Chitedze Research Station Library is the national AGRIS/CARIS centre for Malawi. Up to 1995, AGRIS entries were prepared in co-operation with Bunda College of Agriculture. Since then, no input has been submitted, and it is therefore urgent to reactivate the participation in AGRIS. Priority should be given to the large number of Malawi publications which are available at the Library but have not yet been processed.
The Department of Agricultural Research used to be responsible for the collection of CARIS data, which was to be processed by Chitedze Library. The Library is now fully responsible for the collection and processing of CARIS data. Some data on current agricultural research has been collected by the Library. However, more needs to be collected before the next consultation mission when training on CARIS is provided.
The library has no direct telephone line and cannot therefore have access to an E-mail system for data transfer. The price of telecommunications is very high in Malawi and it is only very recently that satellite communications have been made available, once more at a price. However, it would be advisable to allow the library to have their own direct telephone line for Fax and Modem connections for which they are equipped.
For years, Chitedze Research Station Library has established a close relationship with Bunda College of Agriculture (both the College Library and the Agricultural Policy Research Unit Library). A union catalogue of periodicals has been computerised using Micro CDS/ISIS. Other ISIS applications are available at Bunda Library, including the MAIZE database and the MARED database (Malawi Agriculture-related Environmental Database). The Bunda College Library further holds an impressive collection of CD-ROMs which are available to the College staff and students for searching. It also has an E-mail address. The training seminar was a good opportunity to develop the existing agricultural information network. A number of seminar participants now wish to join the AGRIS system, including the Natural Resources College (NRC), ICLARM in Zomba, the Forestry Research Institute in Zomba and the Tea Research Foundation in Mulaje.
The National Documentation Centre (NDC) co-ordinates Malawi national information network to which Chitedze Library participates. However, the NDC database which operates under Micro CDS/ISIS uses a format which is different from that of AGRIN, making data exchange impossible. Consequently, the project agreement included a provision to prepare the conversion FST between the two databases. A local contract should be offered to NDC librarian who is a specialist of MicroCDS/ISIS.
Ad-hoc training was provided at Chitedze Library to three people including Chitedze Library library assistant, Bvembe Research Station library assistant (former Chitedze library assistant) and a student currently attached to Chitedze Library. The training included the use of a computer in a Windows 95 environment, the use of Word for Windows and AGRIS methodology. The training was however disrupted by numerous power cuts which lasted up to one week.
The training provided by the consultant included an introduction to WAICENT and a demonstration of the various CD-ROM products provided by the project. This arose a tremendous interest. During the next mission, a demonstration should be scheduled for Chitedze Research Station senior staff.
A two week training seminar on the AGRIS Information System was organised during the mission. It was attended by twelve participants and three observers from Chitedze Research Station Library, Bunda College of Agriculture, the Natural Resources College, the National Documentation Centre, Bvembwe Research Station, the Forestry Research Institute of Malawi in Zomba, ICLARM in Zomba and the Tea Research Foundation in Mulaje. It took place from 24 November to 5 December and was held in Chitedze Research Station seminar room and in the library. The seminar programme, the list of participants and the participants' recommendations are given as Annexes 4, 5, and 6 respectively. The seminar programme had to be slightly modified due to the former President's funeral which took place on Wednesday 3 December: a training session was held on Saturday 29 November instead, at the request of the seminar participants.
Further training on AGRIS and CARIS will follow. A one week seminar is to be scheduled during the second consultancy mission, preferably with the same participants. It would be interesting to include a demonstration on data transfer to APU using Bunda College E-mail facilities, if possible.
The consultant was asked by the Deputy Director of Chitedze Research Station to make a presentation on "marketing information services in Malawi" at the Fourth Chitedze Public Seminar on 28 November.
A three week study tour is to be organized for the Chitedze Librarian to FAO Headquarters in combination with attendance to the AGRIS/CARIS Technical Consultation scheduled in June 1998.
Document collection and registration
Data processing & AGRIN data entry
Submission of data to AGRIS Processing Unit
Data collection on on-going research in Malawi
Second consultancy mission
CARIN data entry
CARIS input submission
Study tour
Backstopping mission
| Activities | Dec | Jan | Feb | Mar | Apr | May | Jun | Jul-Dec | Jan 99 |
| Doc. collection & registration | ---- | ---- | ---- | ---- | ---- | ---- | ---- | ---- | ---- |
| Data processing & AGRIN data entry | ---- | ---- | ---- | ---- | ---- | ---- | ---- | ---- | --- |
| Submission of data to APU | -- | -- | -- | -- | -- | ||||
| Data collection on on-going research | ---- | ---- | ---- | ---- | ---- | ---- | ---- | --- | |
| Second consultancy mission | -- | -- | |||||||
| CARIN data entry | ---- | ---- | ---- | --- | |||||
| CARIS input submission | --- | --- | --- | ||||||
| Study tour | --- | ||||||||
| Backstopping mission | -- |
Chitedze Research Station Library suffers from a shortage of qualified manpower. There is an urgent need to recruit at least one qualified computer literate librarian. Mr. Chanza, who has been attached to the library for a few months and who has just passed his librarianship certificate, would be adequate.
The library has no direct telephone line and cannot therefore have access to an E-mail system for data transfer. Despite the high cost of telecommunications in Malawi, it is advisable for the library to have a direct telephone line for Fax and Modem connections for which they are equipped.
Chitedze Research Station Library is the national AGRIS centre. To be fully part of FAO agricultural information system, it is important to resume inputs by submitting data to APU on a regular basis. Priority should be given to the processing of the large number of Malawi publications which are available at the Library.
Chitedze Research Station Library is also the national CARIS centre. Further data on current agricultural research in Malawi should be collected by the Library before the next consultation mission, ready for processing.
FAO is to schedule the next consultation mission in March - April 1998.
During the next mission, a demonstration of the "FAO on the Internet" CD-ROM, and an introduction to WAICENT, should be scheduled for Chitedze Research Station senior staff.
A one week training seminar on AGRIS and CARIS is to be organised during the second mission as a follow up of the first seminar, preferably with the same participants. It would be interesting to include a demonstration of data transfer to APU using Bunda College of Agriculture E-mail facilities.
A three week study tour to FAO Headquarters, in combination with attendance to the AGRIS/CARIS Technical Consultation, is to be scheduled in June 1998 for Chitedze Research Station Librarian.
A contract shall be established with the National Documentation Centre (NDC) to prepare the conversion FST between AGRIN and the Micro-CDS/ISIS format used by the national information network coordinated by the NDC.
9 - 14 November:
Paris -Rome
Briefing session
Rome - Lilongwe
Meeting with FAO Administrative Officer
Visit of Chitedze Research Station Library
Installation of computer and peripherals
Installation of AGRIN and CARIN databases
Installation of various CD-ROMs
Preparation of training seminar
In-house training: using computers in a Windows 95 environment and AGRIS methodology
17 - 21 November:
Meeting with FAOR
Meeting with Director of Agricultural Research and Technical Services at Chitedze
In-house training: Word for Windows; AGRIS methodology
Preparation of training seminar
24 November - 5 December:
Training seminar
5 - 8 December:
Lilongwe - Rome
De-briefing session
Rome - Paris
Ministry of Agriculture and Irrigation, DARTS, Chitedze Research Station:
Dr. C.J. Matabwa, Director of Agricultural Research and Technical Services
Dr. J.H. Luhanga, Deputy Director of Agricultural Research and Technical Services/TSA
Dr. Chirembo, NRC/Agricultural Technical Services
Mr. E.H. Kapeya, Head of Station (DDARTS)
Mr. Mac Katsonga, Librarian
Seminar participants (see list)
FAO Representation in Malawi:
Mr. Heimo Mikkola, FAOR
Mr. John Snell, Administrative Officer
MS-DOS APPLICATIONS:
AGRIN
C:\ISIS
Enter password: DBMAGR
CARIN
C:\ISIS
Enter password: DBMCARIN
CARIS ON CD-ROM (HEURISKO)
Insert CD-ROM in D: drive
C:\CARSIS
AGRIS FORESTRY (HEURISKO)
Insert CD-ROM in D: drive
C:\AGRFO
WINDOWS 95 APPLICATIONS:
AGRIS (WINSPIRS)
Insert CD-ROM in D: drive
Click on Start
Click on Programmes
Click on WinSpirs -WinSpirs
FAO ON THE INTERNET ON CD-ROM
Insert CD-ROM in D: drive
Click on Start
Click on Programmes
Click on Netscape Navigator 3.0 - Netscape Navigator
Click on File/Open
Location: D:
Select FAOWEB directory
Select- DEFAULT.HTM file
File/Close when finished
PROCEEDINGS OF THE XIth WORLD FORESTRY CONGRESS 1997
Insert CD-ROM in D: drive
Click on Start
Click on Programmes
Click on Netscape Navigator 3.0 - Netscape Navigator
Click on File/Open
Location: D:
Select FAOWEB directory
Select- DEFAULT.HTM file
File/Close when finished
HUMANITY DEVELOPMENT LIBRARY
Insert CD-ROM in D: drive
Click on Start
Click on Programmes
Click on Humanity Development Library
AGRIS AND CARIS AGRICULTURE INFORMATION SYSTEMS
(Part I)
Speaker Mrs. Danielle Wilson, FAO Consultant
Venue: Chitedze Research Station Conference Room
Date: Monday 24 November - Friday 5 December 1997
Time: 9 - 12.30 a.m.
2 - 4.30 p.m.
Opening ceremony
General introduction and presentation of seminar programme
From traditional libraries to documentation centres
The documentary chain: from information producers to users
Introduction to AGRIS and CARIS
Introduction to computers
Introduction to MS-DOS
Tuesday 25 November
Introduction to Windows 95
Introduction to Word for Windows
Wednesday 26 November
Presentation of information management software with particular reference to Micro-CDS/ISIS
Micro CDS/ISIS functions
Structure of ISIS23 directory
AGRIN and CARIN applications
Introduction to AGRIS/CARIS methodology
Thursday 27 November
Data collection and selection
AGRIS input sheets
Support of agricultural information: document types
Classification schemes
AGRIS/CARIS categorisation scheme
Friday 28 November
Data entry in AGRIN database
From input sheets to data entry on computer
Bibliographic levels
M level entries
MS level entries
Monday 1 December
AS level entries
AM level entries
AMS level entries
Tuesday 2 December
Indexing technique using AGROVOC thesaurus
Abstract writing
Checking entries
Wednesday 3 December
Data retrieval from AGRIN database
Sorting and printing techniques
Data security
Data exchange
Thursday 4 December
AGRIS on CD-ROM
Information products from AGRIS and AGRIN databases
Friday 5 December
Introduction to WAICENT
Establishing an agricultural information network in Malawi
Seminar conclusions and recommendations
Seminar evaluation
Closing ceremony
1. Katsonga M.L. Librarian and Project Co-ordinator, Chitedze Research Station Library
2. Monjeza L.B., Library Assistant, Chitedze Research Station Library
3. Gausi H., Documentalist, National Documentation Centre
4. Elisa J. (Ms), Library Assistant, National Documentation Centre
5. Shawa G., Assistant Librarian, Bunda College of Agriculture
6. Ngaiyambe F., Documentalist, Agricultural Policy Research Unit, Bunda College of Agriculture
7. Nyongopa M. (Ms), Library Assistant, Agricultural Policy Research Unit, Bunda College of Agriculture
8. Kalinda M. (Ms.), Library Assistant, DARTS, Bvembwe Research Station
9. Ziyabu F., Librarian, Forestry Research Institute of Malawi, Zomba
10. Kachala F., Librarian, ICLARM, Zomba
11. Thuruwe M.B., Librarian, ICLARM, Zomba
12. Phiri M.R.M (Ms), Librarian and Publications Co-ordinator, Tea Research Foundation, Mulaje
13. Banda C., Library Assistant, Natural Resources College (observer)
14. Phalula S.T., Librarian, National Library (observer)
15. Chanza S.T., Student, Chitedze Research Station Library (observer)
During the closing ceremony, the seminar participants submitted the following recommendations:
1. Longer duration of course
We recommend that the course be planned for a period of four weeks instead of two. The contents of the course was considerable. Some issues were either advanced for this stage or too comprehensive for this time frame
2. Additional computers for Chitedze Library as national input centre
The short supply of computers for training was a handicap. Only four computers were workable. The workload of Chitedze Library deserves supplies of more computers
3. Regular networking workshops at local level
Workshops should be held in order to discuss progress and projections for the future with regards to participating centres' collections and dispatch to their input to Chitedze Library. These workshops would need funding. Collection and dispatch of each centre's input would feature high on the agenda, including networking initiatives.
4. Apparent imbalance in the level of participants
APU AGRIS Processing Unit
CD-ROM Compact Disk Read Only Memory
DARTS Department of Agricultural Research and Technical Services
FST Field Select Table
NDC National Documentation Centre
NRC Natural Resources College
US$ 1 = Kwacha 17.3 (November 1997)
Mission report to Malawi, Robert Portegies Zwart, FAO, Rome, 1994
Mission report to Malawi, Robert Portegies Zwart, FAO, Rome, 1995
Strengthening of the AGRIS/CARIS Centre: project document, FAO, Rome, 1996
