II. MAIN FINDINGS AND CONCLUSIONS
1 - With a view to resume the activities of the project TCP/YEM/4557, "Strengthening the Documentation Services of the Ministry of Agriculture and Irrigation" in the Republic of Yemen, the Consultant was recruited to carry out a mission from 3 to 3l October l997. The main objectives were to provide training on AGRIS and CARIS computer applications and review progress of project activities. The exact terms of reference of the mission are reproduced in Appendix-l.
2 - The consultant arrived in Sana'a on Friday 3.10.1997. On the second day he moved to the Agricultural Documentation Centre (ADC) where he met the national counterpart (Director, ADC) and staff, to discuss scope and objectives of the mission. Initial measures to hold the two-weeks training course were agreed upon. On Sunday 5.l0.97, meetings were organized with the FAO Representative, Programme Officer and Finance Officer, where such issues as equipment supply, progress of technical activities, and the mission programme were reviewed.
3 - On Sunday 5.l0.97, the consultant drafted a planned programme of work to be carried out during the course of the mission. The programme was revised in close collaboration and consent with the national counterpart and FAOR. The two-days visit to ADC, Aden has not been carried out in view of premises transfer in Aden (See Appendix-2).
4 - The Consultant worked under the general guidance of GIL/FAO, and in close collaboration with the office of FAOR in Sana'a.
5 - On 8.10.1997, the Consultant had the opportunity to meet Dr. Ba-Matraf , Vice Minister of Agriculture. Dr. Al-Wadhan, Assistant Deputy Minister for Finance and Administration was also present. The consultant has given an overview of the actual status of ADC and the need to extend strong support to ADC activities to stir the stagnant situation that has arisen due to the termination of a previous assistance. The meeting has allowed for a most constructive exchange of views in considering the situation and the direct response of the requirements. H.E. the Vice Minister expressed his deep interest and intention to improve the situation. He indicated that library, documentation and information development are areas of prime importance under the present national strategy and that the state has practically started implementing its national information system, by running the preliminary survey of sources and facilities of information. Hence, a plan to support ADC with capable staff and resources is under-way.
6 - A scheduled training course on AGRIN/CARIN applications and the use of SPIRS and FAO CD-ROMs was held at ADC, Sana'a, from 11-23 October l997 (See-Group training course paragraphs 26 - 34).
7 - In view of the poor basic computer skills of most of ADC staff, in spite of being trained on CDS/ISIS AGRIN/CARIN applications, the Consultant made the necessary arrangements for a contract between FAOR, Yemen and Mr. Ayesh Alawi Al-Ahmadi, Director Computer Dept. of the Ministry of Agriculture, to conduct a training course during November l997, on MS-DOS, Windows, MS Word and Excel, and also to make setup of application programs (with Arabic Support).
8 - By the end of his mission, on 30 October l997, the consultant briefed the National Counterparts and FAO Representative in Yemen on his findings and the follow-up actions to be carried out. Emphasis was given to such issues as basic computer training, ADC library adjustment, AGRIS/CARIS participation, study tours, Internet activities and next consultant mission. A detailed discussion took place with the FAO Rep. on follow-up prospects and potential sustainability measures.
9 - The consultant wishes to extend his thanks to the Ministry of Agriculture and Irrigation which ensured all possible facilities and measures needed to carry out the mission. In particular, thanks are due to Dr. Bamatraf, Vice Minister and ADC staff who in collaboration with the consultant made every effort to make the mission successful.
10 - The Consultant could spare about 8 after-noon sessions to train FAOR secretarial staff on CDS/ISIS AGRIN application, and CD-ROM and SOFA services.
11- This report presents a summary of the mission activities and findings on such items as progress of project, Government efforts, purchase and installation of equipment and supplies, staff, the revised work plan, study tours, recommendations and follow-up actions.
12 - The matter regarding the supervisory body of the ADC has not been resolved, in spite of the advice to attach it to the highest possible administrative authority or to a body that benefits most of its services and pays attention to its needs. This has hindered government support to proceed smoothly, and reduced adequate supervision to follow-up and assess the running situation of the Centre.
13 - As a result, the old situation that has arisen since the end of the USAID project remains unchanged, i.e.
a) inadequate cooperation and coordination among staff;
b) inability to retain the former library organization according to national materials, general books and serials;
c) improper adoption of the action work plan;
d) only slight progress of AGRIS activities;
e) no progress in CARIS activities;
f) lack of coordination with local libraries and documentation centres;
g) no regular budget allocated to cover recurrent expenditures.
14 - The ADC staff has been strengthened by a secretary who enjoys basic computer skills and has the ability and interest in the career. The newcomer, Miss Khayria, has attended the last two courses provided by the project, i.e. on CDS/ISIS and AGRIN/CARIN applications. She can well serve the function of machine cataloguing of general books and maintain the database management functions, in addition to normal secretarial work, until additional manpower is provided. A new General Secondary certificate holder has recently joined the centre and will probably assist the librarian in his duties.
15 - No efforts have been made to approach local, regional and international sources of information to systematically send their publications gratis or on exchange basis due to limited financial resources. A list of institutions which could be contacted to enrich ADC with serials, newsletters, annual reports and yearbooks, was prepared by the Consultant.
16 - With the presence of a prominent scientist as Vice Minister, Dr. Abdel-Rahman Bamatraf , the Ministry intends to adjust the affiliation of ADC to ensure adequate administrative, financial and technical support.
17 - The structure of ADC consists of Acquisition Section (l person), Library (2 persons), Technical processing (2 persons) and Information services (2 persons). The Secretary is included under Technical processing.
18 - All computer equipment and supplies ordered for the project have been delivered on site:
- 4 IBM microcomputers (P/l00, l6 MG RAM, l.2 GB HDD, 3.5" FDD)
- 4 CD-ROM drives
- 3 HP LaserJet-5 printers
- l HP Black + White Scanner
- 8 Hp Cartridges for HP LaserJet-5
- Screen filters and dust covers
- 40 boxes 3M 3.5" HDD diskettes (l0)
- 8 3.5" diskettes container
- 3 Printer's cables (from local suppliers)
- 3 500 W stabilizer (from local suppliers)
- l CD container (from a local supplier)
19 - All other microfiche and photocopier equipment stated in the project document has been ordered and delivered on site:
- l Nashuatech N 3322 S Photocopier (with auto document feeder and sorter)
- l Canon MP 60 Microprinter with:
- FZ0I Zoom Lens (17x - 47x) (missing after delivery)
- MGl - l733 - 000 Automatic exposure unit (available)
- M95 - 0411 - 000 MP cartridge 20 N (missing after delivery)
- M95 - 040l - 000 MP cartridge 20 P (reported missing, then found!)
- l Agfa LD-75 D Microfiche reader (the 48x Lens of which is missing after delivery)
20 - The proposed distribution of equipment, as suggested in the mission report of April l996, has nearly been accomplished. ADC, Aden has not yet received the computer equipment in view of renovations being made to the new premises.
21 - Procedures to supply missing items of microfiche equipment through FAO Procurement Service have been started.
22 - All computer equipment and peripherals were installed and are operational.
23 - ADC has received the selected books (42 titles) procured by FAO/ GIL.
24 - It is suggested that FAO may generate the Yemeni agricultural bibliography from AGRIS. Also screened FAO documents dealing with Yemen on microfiche may be supplied; the list could be prepared by the consultant.
25 - A spiral wire binding machine is suggested to be purchased from the local market, to assist the library repair and bind loose documents. Proforma invoices may be collected from local suppliers by the project coordinator and a relevant allotment advice requested.
26 - A Scheduled training course on AGRIN and CARIN applications under CDS/ISIS, and the use of SPIRS CD-ROM and FAO electronic products, was organized at ADC, Ministry of Agriculture, Sana'a, for a duration of two weeks from 11 to 23 October l997.
27 - The course aimed at acquainting the participants with the running of library cataloguing, AGRIS/CARIS activities and information services to standard computer automation techniques by using the AGRIN and CARIN applications of Micro-CDS/ISIS, SPIRS retrieval programmes and other electronic products, as well as creating a forum for better coordination among national agricultural information centres in view of the establishment of the national agricultural information system.
28 - The course was the third local group training event provided by the project to ultimately reach the application of computerized cataloguing and information services. It was attended by a group of l0 trainees (plus the ADC Director, as observer) from 3 institutions:
(a) MAI, ADC, Sana'a 6
(b) MAI, ADC, Aden 3
(c) AREA, Taiz l
29 - The ADC reading area was used as a training hall. It was furnished with five microcomputers, four built in CD-drives, three HP Laser Jet 5 printers. This has allowed for sufficient hands-on practice and prompt follow-up by the consultant.
30 - The training stressed the major functions of AGRIN/CARIN applications and CD/ROM. Particular emphasis was given to data entry, database maintenance, extraction of records for submission to AGRIS and CARIS, besides utilizing AGRIS, CARIS and FAO information products. The participants were given ample time to practice the topics that had been addressed the same day (see training course programme, Appendix - 4).
31 - Three translated manuals into Arabic (prepared by the consultant) were received by participants as reference materials for their day-to-day work:
a- Basic rules of AGRIS input preparation.
b- CDS/ISIS AGRIN/CARIN applications.
c- CD-ROM information services according to SPIRS.
32 - The course was concluded by two sessions, one to review participants' overall rate of performance and the other for the formal evaluation of the course.
33 - All the participants found the topics useful for their own area of work and considered that they personally benefited. Only l0% considered the period sufficient, 90% thought it should have been extended to three or four weeks or even two months for more practice. They all found the order of topics logic and helpful. 70% of the participants found the level of lectures coinciding with their qualifications, 30% found it above their level. Most of the participants considered that all topics were adequately covered, but 40% thought that CD-ROM services should have been given more time. They all agreed that the programme was comprehensive and that no other topics should be introduced. All considered the training site and facilities adequate.
34 - The standard of the trainees has been assessed, in the following order:
Group A (Can perform all CDS/ISIS functions and CD-ROM, including database management):
l - Badr Mohamed Mahmoud MAI, ADC, Sana'a
2- Khayria Ahmed Abdu MAI, ADC, Sana'a
3- Fatma Ali Salem MAI, ADC, Aden
Group B:
l- Eman Sallam MAI, ADC, Aden
2- Anisa Mahmoud Abdel-Latif MAI, ADC, Aden
3- Abdalla Ali Abdalla Saleh AREA, Taiz
Group C:
l- Wagdi Kassem El-Fallah MAI, ADC, Sana'a
2- Amin Nu'man Al-Bu'dani MAI, ADC, Sana'a
3- Abdalla olwan El-Asbohi MAI, ADC, Sana'a
4- Mohamed Abdu Sa'id MAI, ADC, Sana'a
35 - On-the-job training took place for 4 working days at ADC, MAI. The training covered the daily practices of library adjustment and machine cataloguing, in particular:
(a) Indexing with AGROVOC
(b) AGRIN/CARIN data entry
(c) CDS/ISIS information retrieval and printing
(d) Database management services
(e) Extraction of records for submission to AGRIS and CARIS
(f) CD-ROM services
(g) SOFA (State of Food and Agriculture) services.
36 - An official letter has been released by the Government to FAOR, requesting the training of Mr. Badr Mohamed Mahmoud for one month in any Arab country. Mr. Badr is acting as an indexer in ADC, Sana'a, and will be the one in charge of AGRIS and CARIS input. He has shown extended interest and ability in the career of documentation during the training courses. He is a B.Sc. holder from Czechoslovakia, capable to deal with the English language as a medium of indexing and database management. It is suggested to carry out the training at EDICA, Egypt.
37 - If resources permit another study tour may be recommended, with particular stress on the managerial and financial aspects of operating a documentation centre/library.
38 - As a result of delays in equipment supply and installation, in addition to the renovation of ADC, Sana'a premises, the move of ADC, Aden to another site, and other unforeseen impediments, several activities could not be completed, such as study tours, the fourth consultant mission, AGRIS and CARIS activities, Library adjustment and output products. In order to accomplish these tasks, a second phase of the project is required. The opportunity should be taken to introduce new activities, such as Internet services, in view of the advances of connectivity in the national arena, the production of the national bibliography and the organization of a user seminar as output products, in addition to the supply of FAO documents on Yemen on microfiche.
39 - After having identified and screened the state of progress of project activities, the consultant has drafted a revised summary and detailed work plan. The work plan has been adjusted for the dates and phasing, and has defined the responsibilities of every activity and sub-activity.
l- In view of the wide scope of mandate of the Agricultural Documentation Centre, which extends to serve the entire spectrum of the agricultural sector, the Government authorities have realized the necessity to attach the ADC to the highest possible authority at the Ministry within the considered new structure. The Ministry intends to strengthen the management and technical capabilities of the ADC by introducing new staff elements. It is recommended to accelerate the measures towards this end so as to ensure adequate administrative, financial and technical support for the centre's activities.
2 - In the framework of reactivating ADC operations, it is suggested that an advisory committee on documentation and information be set up, with top officials and actual users as members. It would be appropriate to have the Vice Minister or his delegate as chairman, the ADC Director may serve as Secretary. The committee's main tasks would be to set out policies of data and information collection, user services and publications, to ensure appropriate annual budget, to give advice and express demands for future developments, participation into national, regional and international information systems and networks, and to set out the modular development plan of ADC and the development of the national agricultural information network.
3- It is strongly recommended that ADC staff be strengthened with at least three persons with good English language and computer skills. The selected staff should have good experience and ability in the career. Interested capable persons should be given adequate motivations to avoid brain drain, particularly in this given stage, where the desire to interconnect with world information systems and networks has been expressed.
4- It is recommended that a regular annual budget be dedicated to ADC to cover the recurrent operating expenses of the following items:
- annual acquisition of books l0%
- journal subscriptions l0%
- maintenance of equipment and premises l5%
- computer upgrading 15%
- operating supplies and stationeries 10%
- man power development (training & incentives) 20%
- promotion materials and out put services publications 20%
The equivalent of a sum of US$ 20,000 may initially be required with a 20% annual increase for the first 5 years, followed by a 10% annual increase.
5- A permanent training programme should be given prime importance, with a view to ensure good performance and to cope with world accelerated technology in the field of information processing and services. The present ADC staff needs local training in English language and computer basics, so as to perform their duties efficiently. It is however recommended that, in the Ministry's long-term plan, new library and information graduates from Sana'a University be recruited, particularly with the considered creation of new documentation and library units at the geographical or para-sectoral level.
6- A strong functional link between ADC and the Computer Department of the Ministry is recommended. This would ensure follow-up maintenance of computer hardware and software, continuous training and the development of national databases.
7- Tasks of staff should be defined, based on the directives and materials, prepared during previous consultations. The functional structure of ADC comprises Acquisition/Data collection, Library operations, Data processing/Cataloguing, and Output services/Publications. The flow of operations should proceed smoothly within a good spirit of cooperation among ADC staff members and coordinated by capable management. The operations start with communications/contacts, then collection of data and documents, accessioning, data processing/cataloguing (AGRIS/CARIS activities), library and information services.
8 - It is strongly advisable to launch the systematic collection of documents and data from local and foreign sources. A clear policy of information sources development should be set out. The established forms and letters of form may be used for this purpose. A mailing list and a follow-up register would support the mechanism of collection. The international and regional research and development organizations should be approached to send their serials, newsletters and annual reports.
9 - It is strongly recommended that the ADC Library be reorganized to conform to normal library conventions. The work plan explained to staff and the priority principles of data input established during the on-the-job training sessions should be adopted. The most decisive factor for the success of this process will be the growing sense of spirit of cooperation among staff.
10 - In its capacity as the designated national AGRIS/CARIS Centre, ADC should seek means and procedures to foster coordination and cooperation with plenary research, development and academic institutions to ensure systematic collection of national literature and research data. It is suggested that a regular programme of communication by mail and field visits to major institutions be made by the ADC manager to seek their readiness of contribution into AGRIS and CARIS.
11 - It is strongly recommended that the newly accessioned scientific books procured by the project be input by CDS/ISIS - AGRIN, and an accession bulletin be issued as a prototype. The bulletin should be distributed to in-house departments and local related institutions.
12 - The simplified methodology to re-enter the contents of the old HP 3000 (about l700 records) to CDS/ISIS - AGRIN should be launched as explained by the consultant during the working sessions.
13 - In view of the strong desire of the Government to reactivate its participation in AGRIS and CARIS through the ADC, Sana'a, an official letter should be released by the Government to the Library and Documentation Division, FAO, confirming the designation of ADC, Sana'a to be the national AGRIS/CARIS Centre.
14 - The plans to reactivate AGRIS and CARIS activities have been agreed upon during the coordination meeting of heads of documentation centres and libraries under the Ministry of Agriculture held in April l996. The principles of partnership include decentralized collection of literature and data, centralized processing and handling of input and decentralized utilization of services.
15 - Cooperation will help to strengthen the overall national capabilities and of every single facility as well. The AREA facilities can deal with research information activities, whereas ADC in Sana'a and Aden can concentrate on decision support, development and academic information activities. Other facilities at various geographical sites can then join to ultimately reach to a complementary national agricultural information network.
16 - It is advisable that regular communications with users be activated, the administration of loans be vitalized and adjusted, the new accession bulletin be issued on regular basis. The library's machine-readable and manual catalogues should be used during their development to satisfy users' needs for literature searches and generate listings of references on striking issues of users' interests. Similarly, AGRIS, CARIS, FAO on the Internet CD-ROMs and other electronic products should also be adequately utilized.
TCP/YEM/4557
YEMEN
Consultant in agricultural documentation
(2nd mission)
TERMS OF REFERENCE
In the framework of project TCP/YEM/4557 "Strengthening the Agricultural Documentation Services", the consultant shall:
- review the progress made in accordance with the work plan;
- install the AGRIN and CARIN applications of Micro CDS/ISIS and train the staff in their use;
- advise on data entry in the local agricultural databases and on the extraction of records for submission to AGRIS and CARIS;
- install AGRIS and CARIS on CD-ROM and train the staff in their use;
- prepare a detailed work plan for the next phase of the project;
Upon completion of the mission the consultant shall submit a typed report in machine readable form, summarizing the mission's activities and findings and making appropriate recommendations.
PROGRAMME OF WORK DURING THE MISSION
3/l0 - Arrival in Sana'a
4/l0 - Formalities of meeting with FAOR and national project Counter part.
- Review progress of project activities in general
- Preparation of planned programme of work during the course of the mission in consultation with the national counterpart and FAOR
- Preparation of needs, schedule and arrangements of training course on AGRIN/CARIN applications and CD-ROM services
5/l0 - review the situation of the purchased equipment and supplies received and identify other needs
- Preparation of the detailed programme of training and associated documentation
- Preparation of needs from FAO GIL.
- Review and assess staff duties and performance
6/l0 - Review progress of ADC Library technical operations and services (collection development, cataloguing and outputs) and advise on adjustments
- Review AGRIS and CARIS activities
- Review delayed project activities and advise on adjustments.
7/l0 - Install the AGRIN and CARIN applications of CDS ISIS
- Prepare training materials in Arabic Language.
- Purchase training needs and collect quotations of needed sup plies.
9/l0 - Install AGRIS and CARIS CDS.
- Preparation of the training hall
- Reproducing the training materials
- Test the installation of AGRIN/CARIN and CD-ROM on all the computer units.
11-23/l0:
- Training Course in AGRIN/CARIN applications and CD-ROM services
25-28/10:
- On-the-Job training on :
- AGRIS and library materials input preparation
- CARIS input preparation
- AGROVOC indexing
- CD-ROM Services
- SOFA Services
29/10 - Preparation of a detailed work plan for the next phase of the project based on the state of progress reached so far
30/l0 - Preparation of the report
- Debriefing with national officials
- Debriefing with FAO representation in Yemen
3l/l0 - Departure from Sana'a arrival in Cairo.
LIST OF PERSONS MET
Ministry of Agriculture and Irrigation
1 - Dr. Abdel- Ramhan Bamatraf, Vice Minister
2 - Dr. Mohamed Al- Wadhan, Assistant Deputy for Administration
3 - Mr. Mohamed Al- Nowira, DG of Statistics and Documentation
4 - Mr. Aayesh A. Al-Ahmadi, Director Computer Dept.
5 - Mr. Abdel- Khaliq Dalal, Director ADC
6 - Ms. Eman Sallam, Director ADC, Aden Branch
7 - Mr. Badr Mohamed Mahmoud, ADC, AGRIS / CARIS
Agricultural Research and Extension Authority
1 - Mr. Abdel-Aziz Qayed Mohamed, Librarian, Dhamar
2 - Mr. Abdalla A. Abdalla Saleh, Librarian, Taiz
FAO
1 - Mr. Syed S. Mahdi, Representative
2 - Mr. Ibrahim , National Programme Officer
3 - Ms. Shafiqa El- Saqaaf, Secretary
4 - Ms. Aida , in Charge of Library
5 - Mr. Sami, Finance Officer
TRAINING COURSE ON AGRIN/ CARIN
APPLICATIONS AND CD- ROM SERVICES
(11 - 23 OCTOBER 1997)
Saturday 11. 10. 97
09.30 - 10.30 Registration and opening
11.00 - 12.00 Origin and development of AGRIN / CARIN
12.15 - 13.30 Installation of AGRIN / CARIN
Sunday 12. 10. 97
0900 - 10.15 Information Retrieval Services
Search formulation
10. 45 - 11.45 Display formats
12.00 - 13.30 Practical training
Monday 13.10. 97
09.00 - 10.15 Data entry services (AGRIN)
Creation of new records
10.45 - 11.45 Editing of records
Deletion of records
12.00 - 13.30 Practical training
Tuesday 14. 10. 97 Holiday
Wednesday 15.10. 97
09.00- 10.15 Data entry services (CARIN)
10.45 - 11.45 Inverted file update
Save, Dump, print inverted file/ dictionary
12.00 - 13.30 Full inverted file generation
Extraction of records for submission
to AGRIS and CARIS
Thursday 16.10.97
09.00 - 10.15 Printing and sorting services
AGRIN Printing formats
10.45 - 11.45 AGRIN Printing worksheets
12.00 - 13.30 Practical Training
Saturday 18. 10. 97
09.00 - 13.30 Printing and sorting services
Sorting worksheets
10.45 - 11.45 Sorting parameters
Field select table (FST)
12.00 - 13.30 Practical Training
Sunday 19. 10. 97
09.00 - 10.15 Database maintenance
Importing data
Exporting data
10.45 - 11.45 Backing - up data
Restoring data
Conversion of databases
12.00 - 13.30 Practical training
Monday 20. 10. 97
09.00 - 10. 15 Upgrading database quality
Modifying database definition
10. 45 - 11.45 Creating a new database
12. 00 - 13. 30 Practical training
Tuesday 21. 10. 97
09.00 - 10. 15 AGRIS CD-ROM services
SPIRS (find, show, broad and precise searching).
10. 45 - 11.45 Print, Save, exchange functions
12.00 - 13.30 Practical training
Wednesday 22. 10. 97
09. 00 10. 45 Other systems CD-ROM services
Installation of CD-ROM services
10. 45 - 13.30 Practical Training on CD-ROM services.
Thursday 23. 10. 97
09.00 - 10. 30 General revision
11.00 - 12.00 Discussion
12.15 - 13.30 Evaluation
Closing
