Table of Contents

Executive Summary

Introduction

1. Status of Agricultural Information Services

1.1 Introduction

1.2 Scope of the Study:

1.3 Information Services Infrastructure:

1.4 Analysis of Information Units

1.5 Scope of Facilities

1.6 Findings

1.7 Operational Aspects

1.8 Information Technologies

1.9 Problems and Constraints

1.10 Future Plans

2. Assessment of Requirements

2.1 Introduction

2.2 Information Infrastructures Development

2.3 Requirements

2.4 Conclusion

3. Networking

3.1 Introduction

3.2 Linkage Mechanisms

3.3 MANRAW Focal Point

3.4 Topology

3.5 ARC-Focal Point

3.6 Topology

3.7 National Network

3.8 Conclusion

4. Information Technology

4.1. Introduction

4.2. Status of the Internet in Sudan

4.3. Future use of Internet in Sudan

4.4. Use of Intranet and Internet

5. Project Proposal

5.1 Introduction

5.2. Project Document

6. Conclusions and recommendations

Conclusion (1)

Conclusion (2)

Conclusion (3)

Conclusion (4)

Conclusion (5)

Conclusion (6)

Conclusion (7)

Conclusion (8)

APPENDIX 1
USERS SURVEY RESULTS

APPENDIX (2)
PROFESSIONAL AND NON-PROFESSIONAL STAFF

APPENDIX (3)
EQUIPMENT AVAILABILITY

APPENDIX (4)
CD-ROM, CDS/ISIS, AGRIN/CARIN DATA BASES

APPENDIX (5)
CLASSIFICATION SCHEME USED

APPENDIX (6)
SUBJECT HEADING LISTS AND THESAURI

APPENDIX (7)
UNION CATALOGUE AND UNION SERIAL HOLDING

APPENDIX (8)
CATALOGUING RULES USED

APPENDIX (9)
INFORMATION SOURCES

APPENDIX (10)
USERS BEHAVIOR TO KEEP ABREAST OF LATEST INFORMATION IN THEIR FIELD OF SPECIALIZATION

APPENDIX (11)
TYPE OF INFORMATION SERVICES
PREFERRED BY USERS

APPENDIX (12)
INFORMATION QUALITY AND QUANTITY
RETRIEVED BY USERS

APPENDIX (13)
INFORMATION NEEDS AND INFORMATION SERVICES SUGGESTED BY USERS

APPENDIX (14)
INFORMATION SERVICES PROVIDED

APPENDIX (15)
DEGREE OF IMPORTANCE OF LIBRARY
NETWORK ACTIVITIES

APPENDIX (16)
DEGREE OF IMPORTANCE OF PROBLEMS THAT AFFECTING COOPERATIVE ACTIVITIES

APPENDIX (17)
COOPERATIVE ACTIVITIES APPLIED

APPENDIX (18)
NETWORKING AND SIGNIFICANT COOPERATIVE
ACTIVITIES MENTIONED

APPENDIX 19
SCHEDULE OF THE MISSION

APPENDIX 20
LIST OF PERSONS MET

Executive Summary

The initiative for this study came from the joint efforts of the FAO and the Ministry of Agriculture, in view of the high priority given to the establishment of an agricultural national information network.

In designing the out-line of this study, both the short-term and long term scopes were investigated. An evaluation study has been carried out of ten selected important sites. To start with, a thorough analysis covering the existing infrastructure was carried out, dealing with legal status and positions, objectives, administrative structures, functions and services, information technologies, personnel and budgets. In addition, the role of the different information units in the development of the proposed network has been highlighted.

Following the analysis of the present situation, the study proceeded to determine the requirements of the information units in support of R & D. Suggestions and evaluative comments have been embodied in the relevant section.

The next step in the study was to determine and indicate the possible links between all these units that would lead at the end of the day to the creation of the National Agricultural Information Network.

It is suggested that the network would have a decentralized structure - processing step by step. Two significant agencies, namely the Ministry of Agriculture (MANRAW) and the Agricultural Research Corporation (ARC), were designated as National Focal Points which would be put in operation first.

All possible and potential nodes will feed and receive material from the two focal points. In the last section a project document has been drafted to help the government to solicit support from donor agencies to support this sectorial information Network.

Finally, conclusions and recommendations have been spelled out.

Introduction

The present consultancy was carried out in the framework of Project TCP/SUD/4553 "Strengthening Documentation Services of the Ministry of Agriculture, Natural Resources and Animal Wealth" in the period from 11 September to 18 October. According to the Terms of Reference, the consultant should advise on the development of a national agricultural documentation/information network, and more in particular to:

- analyze the existing agricultural documentation/information services in support of research and development;

- assess the documentation/information requirements of the various organizations involved in agricultural research and developments;

- determine the necessary links between existing agricultural documentation/information units with a view to the establishment of a national agricultural documentation/information network;

- assist the Government in the formulation of a project document to be submitted to potential donors.

Upon completion of the mission, the consultant was expected to submit a typed report in machine readable form, summarizing the mission's activities and findings and making appropriate recommendations.

1. Status of Agricultural Information Services

1.1 Introduction

The objectives of this analysis was to determine the status-quo of the information services in support of Research and Development. Techniques adopted for fact-findings were:

- Personal interviews

- Documents reviews

- Organizational charts

- Use of previous studies

The survey covered the most important agricultural information resources, i.e.:

1. Ministry of Agriculture, Natural Resources and Animals. Library (MANRAW)

2. Agricultural Research Corporation - Documentation Center (ARC).

3. Food Research center - Library (FRC)

4. University of Khartoum Agricultural - Library (UKAL)

5. University of Sudan Agricultural Library (USAL)

6. Forests National Corporation Library/Documentation Center (FNCL)

7. National Documentation Center (NDC)

8. University of Gezira - Library (UGL)

9. Arab Organization for Agricultural Development - Documentation C. (AOAD)

10. Gezira Scheme Record Office (GSRO)

Some sites were not covered by the survey; yet information about them had been acquired from the above mentioned sites.

1.2 Scope of the Study:

The scope of this study is found to be a matrix of the following indicative parameters:

a) Base line information including location, affiliation, organizational structure, potentiality financially and manpower.

b) Information services and resources; availability for users, response of users....

c) Information sources, technical services, activities, exchange of services with each other.

d) Information technologies used, capacity of Hardware, Software, Databases, Information retrieval from the different data bases.

e) Training facilities

f) Basic problems and constraints and the suggestions for the solution of these problems

g) Future plans

1.3 Information Services Infrastructure:

The existing documentary information services infrastructure consists of:

a) a nucleus of physical information services (Libraries, Documentation Centers, Documentation and Information Centers, Information Centers, Small Information Units).

b) A moderate number of trained information scientists (librarians, information scientists, computer specialists, professionals and non-professionals staff).

In addition to a back up of:

a) Some linkages to personal information resources i.e. to R & D establishments, consultants and other technical units.

b) Some linkages to significant decision-making bodies, government agencies and NGOs.

1.4 Analysis of Information Units

Significant differences were observed in the settings of these bodies such as:

(a) Differences in requirements

(b) Methods of organization

(c) Data resources

Virtually they could be divided into three categories according to size, function, affiliation. In the first category we find:

The documentation/information facilities in the Ministry of Agriculture (MANRAW)

Agricultural Research Center (ARC)

Because they are reasonably sized and have well-defined functions and well equipped with information facilities, these two are suggested to be national focal points.

The second category contains:

Research centers affiliated to ARC

Faculties of Agriculture - Libraries

Agricultural information units in Khartoum

In the third category we find:

Information units in the 18 research stations

Information units in the Ministries of Agriculture in the Federal States

1.5 Scope of Facilities

Regarding the scope of the overall information facilities; the inventory of information gathered and services rendered and the details of the resources available that make their operations possible, have been analyzed in relation to each other in order to permit a real evaluation of the present services and their potentials for change.

The findings of the survey exhibited the following significant indicators which will help to determine the present situation of information provisions and set directives for future changes.

1.6 Findings

(a) There are severe shortages in qualified manpower due to several reasons like:

- Lack of training programmes and facilities

- Continuos emigration of qualified manpower

- Unsatisfactory recruitment conditions (see appendix 2)

(b) Information technologies used are lagging behind in H/W and S/W aspects (see appendix 3)

(c) Premises are very inadequate (personal visits)

(d) Regarding the budgets, it was found that nearly all these organizations have

extremely limited and tied financial resources to devote to the acquisition and production of the needed information for R & D (Interviews)

(e) Like in most of the developing countries, the organizations of the information resources are always ignored and given less attention (interviews)

(f) The restrictions on currency exchange virtually excluded all the possibilities of building substantial collections and any information from abroad in printed or any other forms (feedback from questionnaire)

(g) Journals and other literature for R & D are costly - many have stopped subscriptions (feedback from questionnaire)

(h) Few places only are using CD-ROM facilities (appendix 4)

Despite of this deplorable situation, the existing information units revealed some positive aspects such as;

(a) Moderate sets of technical services (classifications, cataloguing)(appendix 5,7).

(b) Reasonable standards of users services (appendix 5-8)

(c) Minimum cooperative activities (appendix 15-16)

1.7 Operational Aspects

Most of the services exist as services auxiliary to parent organizations. The information units frequently function as sub-units. University libraries and other units not affiliated to MANRAW or ARC are a loose confederation that combines elements of centralization and decentralization. The central body is a coordinating unit, providing a pattern of centralized planning, policy making and control.

The aim of these units is limited in setting-up information services that would allow simple access to reliable data, instead of a complete processing system which would be easy to use, that collect data periodically, develop means of holding it and making it accessible to their own researches.

1.8 Information Technologies

(a) Computer Systems:

- 80% of the sites visited have their own computer systems (appendix 3)

- 40% of them are using computers only for data analysis (interviews)

- Only about 30% of the computer-time is utilized (interview)

- 30% are using it only as a Word processor

- 80% have CD-ROM drives, but only 50% are using it (appendix 3 and 4)

- No network is installed (interview)

- 60% of the these sites have their own computer specialists (interviews)

- 90% of the sites have problems in running these systems because of:

maintenance/spare parts

insufficient number of trained manpower

software and supplies acquisitions

power supply problems - no UPS

upgrading problems of systems (interviews)

(b) Microfilm/Microfiche

Found only in two places with a very low degree of utilization because of very high running costs (appendix 3).

(c) CD-ROM

CD-ROM drives are available in eight sites but used only in five of them for bibliographic information and information about current research (appendix 3,4)

(d) Data Bases

50% of the places visited created their own different data bases for agricultural documents/studies/research and technical reports. Four of them have AGRIS/CARIS (interviews).

(e) CDS/ISIS

This software is used in five places as a standard package for bibliographic control and similar applications (from interviews).

(f) Communication Facilities

Existing facilities are:

- Very poor and inadequate infrastructure

- No telephone lines in most of the sites, only in two places

- Telex in two places only

- Fax in two places also

- Some of the research stations use radio communications (appendix 3)

(g) Photocopying

60% of the sites have photocopying facilities

(h) State of the Art Information Technologies

E-mail and Internet connections are not yet installed, but the two focal points could introduce this technology very soon.

1.9 Problems and Constraints

The problems and constraints of all these organizations were found to be similar and pivoting around seven main points i.e.

- Insufficient financial resources

- Obsolete and sometimes absent information technologies

- Lack of communication facilities

- Inadequate sites and buildings

- Shortages of professionals due to lack of training facilities

- Information collections are very old and obsolete

- Inadequate working conditions

(from interviews)

1.10 Future Plans

Future plans are found to be:

(a) Communicating/networking with each other

(b) Standardization of training procedures

(c) Introduction of new information technologies

(d) Exchange of data with each other

(e) Improvement of working conditions

(f) Strengthening forms of coordination

(g) Creation of more data bases

(h) Upgrading of small units of information

(i) Expansion of the existing information facilities

(j) On-line INTERNET access is a goal

(from interviews)

2. Assessment of Requirements

2.1 Introduction

R & D depends on knowledge being acquired, produced, and applied. Information services form an integral part of this process. Agricultural R & D activities in Sudan continued in a fragmented pattern on a national scale. This is indicated by the several institutions involved, and the considerable variations in the degree and content of activities performed from agency to agency.

In developing countries, and Sudan is no exception, there is a lack of information availability, accessibility, transference and utility in support of R & D. Needless to say that the most useful type of information in support of R& D is secondary information i.e. the major indexes, abstracts, journals, annual reviews, handbooks. These are required to be backed by complementary services which provide the primary documents identified as containing the needed information.

Therefore great emphasis has to be placed on strategies for upgrading the agricultural R & D services provided in general, adopting the following mechanism:

(a) to maintain and disseminate a comprehensive body of information sources in the form of: reference books, journal articles, research projects details.

(b) To ensure that the information base as far as possible reflects current R & D needs.

(c) To collect currently unavailable data

(d) To reduce data duplication.

(e) To publicize the facilities available within the system by performing basic identifications and locations of information sources - union catalogues, abstracting and indexing.

2.2 Information Infrastructures Development

The development of such information infrastructures in Sudan would start with the upgrading of institutional resources such as libraries, documentation centers, information service units; not only to provide the foundation for any additional activities and not also identifying the present gaps and deficiencies, but also indicating possible short-and long-term solutions. The need is not only the upgrading of elements which can be surveyed and measured like the quantity of personnel, financial resources, and availability of information technologies, but also to set a national information policy which will encourage the publication of the results of indigenous scientific and technical research, development and applications.

The policy will promote the coordination of data centers and library services and the improvement of abstracting and indexing services and information transfer networks and the adoption of standards.

Most of the organizations involved in agricultural R & D in Sudan have some research results that cannot always be channeled to the users. A proper information infrastructure and the application of appropriate information technologies would eventually make these results fully accessible by users.

To enhance accessibility and utility of information generated by R & D, a national agency is required to guide, stimulate and conduct the development of these information resources and services.

It is also required that researchers specially in the small and most remote research stations to be kept informed and provided with current publications and up to date information. This necessitates that information services and information activities should be diversified and versatile so as to satisfy different groups of researchers, i.e. these information apparatuses have to be developed and promoted to meet the various R & D needs.

2.3 Requirements

a) Standardization

It is very important to adopt some regulations/technical specifications and standard specifications in this stage by all organizations to ensure effectiveness of information services. Also the provisions of some guiding principles are required to stimulate national cooperation, coordination and promotion of compatibility among information services organizations.

b) Cooperation

Formal and informal programmes of cooperation need to be created.

c) Facilities and Equipment

Information facilities and equipment constitute the back bone of adequate services, special attention should be given to them because nearly all information services in Sudan are being developed under less than ideal and convenient conditions.

Also physical plants need to be developed and upgraded. Special attention should be given to work environments such as good ventilation, good lighting and good seating.

Most of them need basic equipment and furniture:

For the public areas (catalogue cabinets, filing cabinets, exhibition cases)

For the staff rooms (office machines, bookshelves, work tables, etc.)

For specialized services (photocopying machines, etc.)

(from interviews)

d) Training

Standard programmes for training are required for the different levels of the information scientists. Short courses, refresher courses and orientation courses are also potential solutions for the promotion of information manpower.

e) Communication Facilities

Telephone lines are required to enhance communication between the different organizations in the form of:

Telephone communication

Telex

Fax

Networking

f) Computer Systems

Every information service unit, specially those in the different federal states, need to have at least one PC with CD-ROM drive and MODEM and also the currently used software for database management, like CDS/ISIS.

The two suggested National focal points ARC and MANRAW need to have their own local area network.

g) CD-ROM Drives

CD-ROM is a basic requirement for every information service unit, because it is a low cost searching tool.

h) State of the Art Information Technologies

MANRAW and ARC, the two suggested national focal points are required to be equipped with:

1- Local Area networks (LAN) to allow for sharing of resources and gradual development.

2- Photocopying facilities

3- Sufficient telephone lines for:

- Telephone connections

- Fax

- Networking

- On-line Internet access

4- INTERNET facilities in order to provide feedback to their different nodes with up to date information in this field.

2.4 Conclusion

It is plausible in this situation to introduce some binding legislation, regulations, laws and bylaws to govern and direct information apparatuses to upgrade their services and information activities in support of R & D.

3. Networking

3.1 Introduction

At present, the agricultural information sources and services are dispersed throughout the Sudan in about fifty information generating agencies, libraries, documentation centers and small units; direct access to those is difficult. The dispersal seems to call for immediate coordination and networking.

When contemplating information provision in the Sudan there is a need to strike a balance between centralization and decentralization within accepted political and administrative structure combining:

- Centralized processing, communications and storage capabilities.

- Local and/or regional processing, communication facilities and equipment

- A set of standards defining what is to be centralized or decentralized, a common sets of data and concepts which are to be used all over the system and some software communication standards.

3.2 Linkage Mechanisms

It is suggested that the network will be developed on a decentralized basis and will have two national focal points: one in the Ministry of Agriculture (MANRAW) and the other in the Agriculture Research Center - Wad Medani (ARC).

3.3 MANRAW Focal Point

This focal point is going to have the following nodes:

a) The main Departments in MANRAW

b) Ministries of Agriculture in the different federal states

c) Agencies affiliated to MANRAW (i.e. Gezira Scheme, Forests Department, Rahad Scheme, etc.)

d) Ministries in relation to MANRAW (i.e. Ministry of Animal Wealth, Ministry of Irrigation, Ministry of Finance, etc.)

e) Specialized banks (Agricultural Bank, farmers Bank, Animal Wealth Bank)

f) Regional and International Organizations in Khartoum (AOAD, FAO, etc.)

g) Faculties of Agriculture in Khartoum

Through this mechanism of linkages it will be possible:

a) To raise the general awareness of users

b) To identify users needs

c) To facilitate the interface between users and information resources

d) To make information services user friendly

3.4 Topology

a) A Local Area Network (LAN) is to be introduced in MANRAW to facilitate information management and resource sharing and connect all the departments in MANRAW.

b) At the first stage transfer of information to and from the nodes will be through diskettes. The second stage will be the installation of the Metropolitan Area Network (MAN) to connect all these nodes with MANRAW.

3.5 ARC-Focal Point

ARC, being responsible for planning and execution of research, is designated as a second national focal point. Affiliated to ARC are:

a) Four specialized research centers

b) 18 research stations widely scattered throughout the Sudan

c) The agricultural bibliographic data base

d) The national database of the on-going agricultural research activities.

These are going to be nodes to ARC. At present in these research centers and research stations, there are some libraries and small information units which receive and transfer information to ARC in the form of standardized reports. Every research station and center has to send an annual report and receives through ARC all the reports from the other stations. ARC has programmes coordinators who are responsible for these research activities. The information after being processed is channeled to policy makers/researchers/farmers through their farmer's schools

3.6 Topology

a) LAN to be established in ARC to connect all the research departments in ARC together so that they could share resources and facilities.

b) At the first stage (same as MANRAW) transfer of information to and from the nodes will be through diskettes. The second stage will be the installation of the Metropolitan Area Network (MAN) to network these nodes with ARC the focal point.

3.7 National Network

The two focal points ARC and MANRAW will then form a conglomerated network with two coordinating heads and independent subsystems with the following elements:

a) Infrastructure: a pool of institutional bodies in the two subsystems holding different information resources, which will play a double role; firstly as user's information sources and secondly as national information resources.

b) Two-subsystems

c) Mechanisms of interrelated communication

d) Horizontal and vertical supports

e) Coordination and cooperation planning activities

f) Various types of users

3.8 Conclusion

Interaction and communication are essential for an adequate research environment. The feeling of isolation and lack of formal and informal communication among agricultural research workers are major handicaps crippling their efforts and negatively affecting their contribution to R & D.

In order to participate in networking, all that is required technically, is a computer with communication software, a modem and a transmission medium, which can be easily provided by different government agencies or NGOs.

E-mail has long been recognized as holding much promise for information exchange in the developing world. E-mail can significantly improve intra-and inter-country communication.

4. Information Technology

4.1. Introduction

Information technology as characterized by the convergence of trends in computer technologies, telecommunications and microelectronics is not well articulated in Sudan. The telephone network is the backbone of the public telecommunication system. Recently there have been new installations of a considerable number of digital telephone lines including new copper cable network that raised the teledensity from 0.2% to 0.5%. New fiber optics covering most of the major cities in the Sudan have completed fully the Northern part of the backbone. It is used for inter-country connections and intermediate connections to subscribers.

The possible communication links now available are:

a) Switched lines.

b) Dedicated or leased lines.

c) Microwave links - one of the major means in Sudan for transmission long-distance telephone and other telecommunication services.

d) Satellite links: both Intelsat and Arabsat. In addition, Sudatel developed an operational domestic Satellite system of small ground stations to provide a range of telecommunication services including telephone, telex, TV and radio transmissions.

e) Packet radio links.

f) Fiber optics

This, together with the availability of skilled personnel to install and configure data communication equipment and software, sufficient mastery of computer mediated communication software, and the availability of basic data communication supplies and equipment by some companies will give opportunity to the potential categories of users to fully utilize the services provided by Intranet and Internet.

4.2. Status of the Internet in Sudan

Sudanet, established in March 1997, is the authorized body for the Internet in Sudan. NSN network service is the Internet provider. Preparations started with a ground station equipped with web servers, necessary Satellite modems, Routers, dial-up network and the other necessary technical preparations.

Access to the Internet started in October 1997. There are now a total number of 250 subscribers benefitting from the following basic services:

a) Internet Browsing

b) Free E-mail

c) File transfer protocol

d) Netmeeting

e) Chatting

4.3. Future use of Internet in Sudan

Sudanet plans to upgrade all the software, hardware and linking facilities. This will eventually proliferate the use of the technology to cover the categories of potential users which are seen to be:

a) Development, planning and cooperative institutions such as: public institutions, ministries, central and decentralized government bodies concerned with various sectors in economic fields such as agriculture, industry, energy, etc.

b) Economic and financial institutions: public sector/private sector/multi-lateral public and private groups

c) NGOs

d) Media

4.4. Use of Intranet and Internet

Another possible approach for linking the nodes of the suggested network could be through the use of Internet and Internet. The National data base could be created in the Web Server in the designated National Focal Point at MANRAW which will be quipped with, modems, routers and telephone lines.

All the designated nodes could be connected, using Intranent facilities now available, to the National Focal point so as to provide horizontal flow of information between the nodes.

This computer-operated network will then provide high processing and switching capacity to handle a multi-directional flow of information.

Processing step by step, the required nodes will be put into operation. It is expected that at the end of the project implementation period, the network will look as follows:

a) All nodes will be structural pillars of the network.

b) The National Focal point, connected to the nodes through leased lines and equipped with the necessary communication equipment, will be the gateway to the Internet for all the nodes.

c) Users can log-in and use the Web pages in the server of the National Focal point in a two-way flow of information.

The requirements are:

- Internet and Intranet Software

- Leased lines

- Modems/Routers

- Web Servers

- Operating Systems (UNIX/NT Server)

5. Project Proposal

5.1 Introduction

R & D activities in agriculture in the Sudan are generating an abundance of information, yet information services in the Sudan are accorded a very low priority. As a result, agricultural information is fragmented, inadequate, not properly managed or not available for use.

To solve this problem, an integrated national agricultural information network needs to be developed.

A survey and study of the present situation has been carried out, and the results presented in the previous chapters of this report.

In this part of the report, the intention is to present a document to help the Sudanese government in formulating a project proposal to be submitted to potential donors.

5.2. Project Document

1. Title of the Project

"Establishment of a National Agricultural Documentation/Information Network"

2. Country:

Government of the Sudan

3. Supervisory Body

Ministry of Agriculture - Khartoum

4. Project Officer

Under-Secretary, Ministry of Agriculture

5. Length of the Project

Two Years

6. Total Cost of the Project

(To be determined)

7. Description of the Project

The suggested Network is to develop on a decentralized basis, with clearly defined policy, clearly identified functions, ample physical, financial and human resources and a set of measures and standards to facilitate coordination and cooperation for adequate information provision.

Two main agencies are to be designated as National Focal Points, namely ARC and MANRAW. Each focal point is to develop Local Area Network to get their own internal departments and units linked together for optimum resource sharing and continuous development and upgrading.

As a second step, the two focal points would connect all the actual and potential nodes affiliated to them, thus creating two major subsystems for the National Network for agricultural information. In the future this Network in its turn will be a subsystem for the overall National Information System.

8. Functions

The Network will be responsible for:

a) Development and utilization of a National Information Policy

b) Coordination among nodes to enhance cooperation and resource sharing

c) Development of standards, specifications and criteria for information management

d) Development of network standards protocols and agreements

e) Compilation of directories of data and information sources and making them available to users.

f) Act as a gateway to facilitate access to regional and international information systems.

9. Objectives

a) Development of an Integrated Agricultural National Information network, linking all agricultural information units and centers in a unified national system for utmost provision and utility of information resources.

b) To set up adequate mechanisms for integrated systematic information management (data collection, data processing, and dissemination of information) among various sub-branches of the national system.

c) Support essential R & D activities in Sudan

10. Expected Results

a) Information units will start their automation process with PC's based applications

b) Networking and data transfer will be promoted and encouraged through exchange of diskettes and data files

c) A wide spectrum of the agricultural information sector will be involved from the early stages of the network development.

11. Resources and Contributions

The amount provided by the Government of the Sudan would be for full time and part time staff, office accommodation etc..

12. Other Sources of Funding

From donor agencies

13. Work Plan

Phase I

a) Development of the legal framework for the establishment of the agricultural National Network

b) Identification of a national consultant to undertake diagnostic studies for the designated focal points

c) Identification of the body which is going to provide administrative supervision of the project.

e) Convene national training courses on CDS/ISIS.

f) Site preparations

g) Identification and recruitment of suitable candidates for the different technical posts.

Phase II

a) Undertake diagnostic studies for the different nodes

b) Selection of hardware, software and network facilities to connect the nodes with the focal points.

c) Identification of the body which is going to provide administrative supervision of this part of the project.

d) Sites preparations.

14. Evaluation Mechanism

The project is expected to be thoroughly revised at the different stages and levels.

15. Financial Table

It is expected that the financial resources to be distributed in the following percentages;

a) Informatics/Communication Resources:

Hardware, Software, Documentation, Networking 75%

b) Human Resources:

International Experts, Consultants

5%

c) Training 10%

d) Infrastructure 10%

16. Specifications of Hardware

a) Two IBM compatible microcomputers 80586 to be used as file servers for LAN in the focal points with at least 2 Gb Hard disk & 32Mb RAM & with Networks Cards and Modem Cards and Back-up tape drive plus network S/W.

b) 60 Pentium PCs to be used as intelligent work stations each with at least 200 MB hard disk & 16 MB RAM & with network card & CD-ROM Drive each and modem card for each unit plus network S/W.

c) 4 Laser Printers

d) 2 heavy duty line printers

e) 30 Dot Matrix Printers

f) 50 U-P-S 3 KVA - 15 min. pack-up

6. Conclusions and recommendations

Conclusion (1)

The agricultural information sector is suffering from many drawbacks and difficulties, inter-alia insufficient funding and shortages of professional manpower.

Recommendations:

1- Commit regular budgets for the information services to allow materials acquisitions, facilities, training, etc.

2- Introduce binding legislation, laws and bylaws aiming at upgrading the services and information activities.

Conclusion (2)

The establishment of an agricultural national information Network to act as the coordinating body is a prerequisite for the development of this sector.

Recommendations

1- Draft the necessary legislation stating the management, functions, sources of funds of the network.

2- Emphasize the role of coordination in the network.

3- Draw up and enforce clear regulations to ensure the proper participation of the agricultural information infrastructure in the network.

4- Organize special training courses for the staff of the proposed network.

Conclusion (3)

The absence of national information policy in this sector is a setback

Recommendations

Initiate an information policy to organize information management of this field.

Conclusion (4)

There is a key problem of making available sufficient numbers of well-qualified manpower with diversified know-how in this field.

Recommendations

1- Continuous manpower training.

2- Maintain stability of the staff to avoid staff turnovers.

Conclusion (5)

National cooperation and professional cross-communications are almost non-existent.

Recommendations

Establish a strong functional cooperative mechanism for the transfer of know-how through interaction between professionals.

Conclusion (6)

The biggest obstacle hampering adequate formal and informal communications of R & D findings is the problem of the general unawareness of their existence.

Recommendation

Initiate various user education programmes, to increase their competence in searching the needed information and to improve dissemination of information among various target groups in agricultural sector.

Conclusion (7)

Information technologies, communications and telecommunications infrastructure and facilities suffer from drawbacks, which limit capabilities to collect, process and disseminate information.

Recommendations

1- Promote networking through exchange of diskettes and data files. Networking and data transfer should not be limited to using telecommunication links.

2- Introduce LAN to allow both for sharing resources and gradual development.

3- Set the nodes into operation, using microcomputer-based automation.

Conclusion (8)

Standardization is a necessary measure for promoting information provision in this sector.

Recommendation

Authorize a body to assume the responsibility of standardization of the national level.

APPENDIX 1
USERS SURVEY RESULTS

APPENDIX (2)
PROFESSIONAL AND NON-PROFESSIONAL STAFF

Professional staff is only 35% of the total manpower

APPENDIX (3)
EQUIPMENT AVAILABILITY

APPENDIX (4)
CD-ROM, CDS/ISIS, AGRIN/CARIN DATA BASES

APPENDIX (5)
CLASSIFICATION SCHEME USED

APPENDIX (6)
SUBJECT HEADING LISTS AND THESAURI

APPENDIX (7)
UNION CATALOGUE AND UNION SERIAL HOLDING

APPENDIX (8)
CATALOGUING RULES USED

APPENDIX (9)
INFORMATION SOURCES

APPENDIX (10)
USERS BEHAVIOR TO KEEP ABREAST OF LATEST INFORMATION IN THEIR FIELD OF SPECIALIZATION

CAWS = CURRENT AWARENESS SERVICE

SDI = SELECTIVE DISSEMINATION OF INFORMATION

APPENDIX (11)
TYPE OF INFORMATION SERVICES
PREFERRED BY USERS

* CAWS = CURRENT AWARENESS SERVICE

* SDI = SELECTIVE DISSEMINATION OF INFORMATION

APPENDIX (12)
INFORMATION QUALITY AND QUANTITY
RETRIEVED BY USERS

APPENDIX (13)
INFORMATION NEEDS AND INFORMATION SERVICES SUGGESTED BY USERS

APPENDIX (14)
INFORMATION SERVICES PROVIDED

APPENDIX (15)
DEGREE OF IMPORTANCE OF LIBRARY
NETWORK ACTIVITIES

APPENDIX (16)
DEGREE OF IMPORTANCE OF PROBLEMS THAT AFFECTING COOPERATIVE ACTIVITIES

APPENDIX (17)
COOPERATIVE ACTIVITIES APPLIED

APPENDIX (18)
NETWORKING AND SIGNIFICANT COOPERATIVE
ACTIVITIES MENTIONED

APPENDIX (19)
SCHEDULE OF THE MISSION

KHARTOUM:

1. National Documentation and Information Centre 15/9/1997

2. Library of the forests National Corporation 17/9/1997

3. Documentation Centre of the Arab Organization for Agricultural

Development. 19/9/1997

4. Documentation Centre of the Federal Ministry of Agriculture 21/9/1997

5. Library of the Faculty of Agriculture-University of Khartoum 23/9/1997

6. Library of the Food Research Centre 24/9/1997

7. Library of the Faculty of Agriculture - University of Sudan 26/9/1997

WAD MEDANI

1. Library and Documentation Centre of the Agricultural Research

Corporation 29/9/1997

2. AGRIS/CARIS centre- the Agricultural Research Corporation 30/9/1997

3. Faculty of Agriculture-University of Gezira-Library 2/10/1997

4. Gezira scheme record office 4/10/1997

5. Agricultural Research Corporation-

Training and Publication Center 5/10/1997

6. FAO-Office - Khartoum 6/10/1997

APPENDIX (20)
LIST OF PERSONS MET

1. NATIONAL DOCUMENTATION CENTRE

1. Dr. Farida Abdaldiam

Director of the Centre

2. Rafa Ashmala

Director of Documentation and Information Administration

2. ARAB ORGANIZATION FOR AGRICULTURAL DEVELOPMENT

1. Dr. Ramiz Sirbhros

2. Mr. Ihab Ahmed Mohamoud

Documentation

3. NATIONAL FOREST CORPORATION

Mr. Hatim Fadlala

Chief Librarian

4. FEDERAL MINISTRY OF AGRICULTURE

1. Mr. Safia Mustafa

Director of the Documentation Centre

2. Librarians and Documentalists

5. UNIVERSITY OF KHARTOUM - FACULTY OF AGRICULTURE

Mr. Saleh Haroun

Chief Librarian

6. UNIVERSITY OF KHARTOUM - FACULTY OF AGRICULTURE

Dr. Faroug Hassan altahir

Dean Faculty

7. UNIVERSITY OF SUDAN - FACULTY OF AGRICULTURE

Nimat Alrieh

Chief Librarian

8. FOOD RESEARCH CENTRE

1. Prof. Baha aldin Ibrahim

Director of the Centre

2. Raga Moh. Khalil

Chief Librarian

3. Thuria Mohd. Ibrahim

Documentalist

9. AGRICULTURAL RESEARCH CORPORATION

1. Prof. Babo Fadalla Moh.

Director, Training and Publication Centre

2. Dr. Sidahmmad alnasih

Director, AGRIS/CARIS Centre

3. Mr. Alaa aldin Abdalla

Chief Librarian

4. Miss Hanan Mohd. Yagoub

Computer Specialist

5. Miss Ihlam Nasaldin

Computer Specialist - CARIS/AGRIS

6. Miss Sana Nasraldin

Deputy Chief Librarian

7. Miss Faozia Abdalla Musa

Documentalist

10. FACULTY OF AGRICULTURE - UNIVERSITY OF GEZIRA

1. Prof. Saad Aldin Moh.

Dean Faculty

2. Dr. Moh. Alamin alamin

Lecturer

3. Mr. Abuzar Abdalrazag

Chief Librarian

11. GEZIRA SCHEME RECORD OFFICE

1. Dr. Moh. Sidahmad

Director, Information Centre

2. Miss Igbal Hagar

Director of archives

3. Mr. Hassan Kambal

Director of Planning

4. Mr. Abalaziz Moh. Khier

Director of Field Affairs

5. Mr. Said Abdeen

Director, Agricultural Statistics

6. Mr. Ahmad Alsir

Director, Computer Centre

7. Mr. Moh. Abdalrahim Ismail

Director of Statistical Department