Table of Contents

0. INTRODUCTION

I. REVIEW OF PROJECT ACTIVITIES

I.1 Personnel

I.2 Equipment and supplies

II. AGRIS AND CARIS

III. Malawi Agricultural Information Network

IV. Field tour tO participating centres in Malawi

V. Format conversion programme

VI. TRaining

VI.1 Training seminar

VI.2 Study tour

VII. PRESENTATION OF CHITEDZE INFORMATION SERVICES TO THE SCIENTIFIC COMMUNITY

VIII. WORK PLAN FOR THE NEXT PHASE OF THE PROJECT

VIII.1 Activities

VIII.2 Proposed agenda (May - November 1998)

IX. RECOMMENDATIONS

ANNEX 1 - Mission Schedule

ANNEX 2 - List of persons met during the mission

ANNEX 3 - LIST OF SUPPLIES REQUIRED BY THE PROJECT

ANNEX 4 - OUTLINE OF AGRICULTURAL INFORMATION NETWORK GUIDELINES

ANNEX 5 - Field tour programme to participatingcentres in Malawi

ANNEX 6 - Training Seminar ProgramME AGRIS AND CARIS AGRICULTURE INFORMATION SYSTEMS (Part II)

Thursday 23 April

ANNEX 7 - IST OF SEMINAR PARTICIPANTS

Participants

Position

Shawa, G.

Assistant Librarian

Library Assistant

ANNEX 8 - Conclusions and RECOMMENDATIONS FROM THE PARTICIPANTS

ANNEX 9 - PRESENTATION OF CHITEDZE AGRICULTURAL

ANNEX 10 - ABBREVIATIONS

0. INTRODUCTION

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:

� review the progress made in accordance with the work plan;

� install the CARIN application of Micro CDS/ISIS and train the staff in its use;

� provide complementary training in AGRIN, as required;

� review the conversion program between the AGRIN and NDC formats and advise on its further development;

� prepare a detailed work plan for the final phase of the project.

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 19 April to 18 May 1998. The mission schedule and the list of persons met during the mission are given as annexes 1 and 2 respectively. The consultant would like to thank those who have contributed to the success of the mission, in particular Mr. Katsonga, National Project Coordinator, Dr. Luhanga, DDARTS, and Dr. Chirembo, NRC/ATC for their great interest in project work. Special thanks go to FAO Representative in Malawi and her staff for their logistic support during the mission.

I. REVIEW OF PROJECT ACTIVITIES

I.1 Personnel

The shortage of qualified personnel at Chitedze Central Library remains critical. Two extra professional staff are required to provide suitable library and information services.

I.2 Equipment and supplies

All hardware and software supplied by the project have been installed and are operational.

The computer where the INMAGIC database is stored is not operational. Neither is the Novell LAN which used to interconnect all library computers. Upgrading the computer and restoring the LAN would allow access to a considerable amount of data which cannot be searched currently. Local funds should be sought for this purpose.

A list of supplies required by the project is given as annex 3.

II. AGRIS AND CARIS

AGRIN 3.0 was installed in replacement of AGRIN 2.2 on two library computers. CARIS/CARIN could not be reinstalled under the ISIS3E directory since the CAR-ADD.BAT and CAR-INST.BAT files have not been updated. Consequently, AGRIN 2.2 and CARIN/CARIS were kept on the third computer.

Currently, AGRIN has 54 entries. A first batch of 31 entries was exported to APU, using the National Library E-mail facilities. A second batch of 13 entries was sent during the mission.

A large amount of research project data has been collected although more data is required for the CARIN database. CARIS questionnaires should be distributed to project leaders in order to complete data collection. Data entry in CARIN was initiated during the mission. A standard list of numerical codes for Malawi research institutions is to be prepared by CARIS National Centre.

AGRIS/CARIS National Centre should proceed with data collection and data entry. Data should be exported to APU and to the CARIS unit at FAO/GILW on a regular basis.

III. Malawi Agricultural Information Network

The national agricultural information network is now well established. It includes: Natural Resources College, Bunda College of Agriculture, Agricultural Policy Research Unit Bunda College, Forest Research Institute of Malawi, Agricultural Land Husbandry Training Centre, Bvumbwe Agricultural Research Station, Tea Research Foundation of Central Africa, ICLARM and National Library Agricultural Section. Entries from ICLARM were imported into the master file.

The organization of the information network was discussed with the participants during the training seminar. However, the participating centres stressed the need for guidelines on the operations of the network and on the coordinator's role. Detailed guidelines are to be prepared by the national coordinator; a relevant outline is given as annex 4.

IV. Field tour tO participating centres in Malawi

All information network member institutions were visited during the mission. This gave the opportunity to install AGRIS and CARIS wherever possible and to brief the managers on network activities. The schedule of the field tour is given as annex 5.

V. Format conversion programme

A local consultancy contract to develop a conversion program between the Micro CDS/ISIS AGRIN format and the NDC format, which is the current format for the national bibliographic database coordinated by the National Documentation Centre, is to be issued by FAO. The National Library Services identified a suitable candidate who may be able to prepare the Mico CDS/ISIS conversion FST. However, it would be advisable for the programmer to undertake this task in cooperation with two users of the AGRIN and NDC formats. The latter would carry out trials on input and output formats. The matter will be further discusssed with Mr. Katsonga during his visit to Rome.

VI. Training

VI.1 Training seminar

A one-week training seminar was held at Chitedze Central Library. The seminar was a continuation of the previous seminar on AGRIS/CARIS information systems held in November 1997. The seminar programme, the list of seminar participants, the conclusions and the recommendations of seminar participants are given as annexes 6, 7 and 8 respectively.

VI.2 Study tour

A three-week study tour abroad for the National Coordinator is to be planned by FAO Headquarters. The tour will include attendance to the GBDL/IAALD/CTA/NitraNet/FAO International Conference on "The role of information in decision making in agricultural research and practice" which will be held from June 2-5 in Freising, Germany. He will then attend the AGRIS/CARIS Technical Consultation at FAO HQ from June 8-11. The last week will be spent at HQ studying FAO's information system.

VII. PRESENTATION OF CHITEDZE INFORMATION SERVICES TO THE SCIENTIFIC COMMUNITY

Scientists and researchers from DARTS, NRC, Bunda College, ICLARM and National Library were invited to participate to a presentation of Chitedze Agricultural Information Services which included a presentation of WAICENT and a demonstration of AGRIS, CARIS and FAO home page on CD-ROM. The programme of the presentation is given as annex 9.

VIII. WORK PLAN FOR THE NEXT PHASE OF THE PROJECT

VIII.1 Activities

� AGRIN data processing

� Submission of AGRIS data to APU

� CARIN data processing

� Submission of CARIS data to CARIS Processing Centre

� Preparation of conversion program

� Coordinating network activities

� Study Tour

� Backstopping mission

VIII.2 Proposed agenda (May - November 1998)

Activities	May 1998	Jun	July	Aug	Sept	Oct	Nov
AGRIN data processing	xxxx	xxxx	xxxx	xxxx	xxxx	xxxx	xxxx
Submission of AGRIS data	xxxx				xxxx
CARIN data processing	xxxx	xxxx	xxxx	xxxx	xxxx	xxxx	xxxx
Submission of CARIS data			xxxx
Conversion program			xxxx
Coordinating network activities	xxxx		xxxx		xxxx		xxxx
Study Tour		xxx
Backstopping mission							x

IX. RECOMMENDATIONS

To the Government:

� The shortage of qualified personnel at Chitedze Central Library remains critical. Two extra professional staff are required to provide suitable library and information services.

� Upgrading the computer where the INMAGIC database is stored would allow access to a considerable amount of data which currently cannot be searched. Restoring the LAN would also be useful.

To AGRIS/CARIS National Centre:

� The AGRIS/CARIS National Centre should proceed with data collection and data entry. Data should be exported to AGRIS Processing Unit and CARIS unit, FAO/GILW, on a regular basis.

� CARIS questionnaires are to be distributed to research project leaders in order to collect further data on current projects.

� A standard list of numerical codes for Malawi research institutions is to be prepared for the CARIS database.

� Detailed guidelines on the operation of Malawi Agricultural Information Network are to be prepared by the National Coordinator.

To FAO:

� A list of supplies required by the project has been submitted; a relevant Allotment Advice is to be issued by FAO Headquarters.

� A local consultancy contract to develop a conversion program between the Micro CDS/ISIS AGRIN format and the NDC format is to be issued by FAO.

� CAR-ADD.BAT and CAR-INST.BAT files need updating to be able to install CARIN under the ISIS3E directory.

� A three-week study tour abroad for the National Coordinator is to be planned by FAO Headquarters.

ANNEX 1 - Mission Schedule

19 - 29 April

Paris - Rome

Briefing session in Rome

Rome - Lilongwe

Meeting with FAOR

Training seminar

Co-ordination of information network activities

1 May

Public holiday

4 - 8 May

Visits to network participating centres in Lilongwe, Zomba, Limbe and Mulanje

11 - 18 May

In-house training

Presentation of Chitedze Information System to the scientific community

Meeting with FAOR

Lilongwe - Rome

De-briefing session in Rome

Rome - Paris

ANNEX 2 - List of persons met during the mission

Chitedze Central Library:

Mr. M. Katsonga, National Coordinator

Mr. L. Munjeza, Library Assistant

Seminar Participants (see list)

Ministry of Agriculture and Irrigation, DARTS:

Dr. A.R. Luhanga, Deputy Director

Dr. A.R. Saka, Assistant Deputy Director

Dr. Chirembo, NRC/Agricultural Technical Services, Chitedze Research Station

Natural Resources College:

Mr. T.Z. Chunga, Deputy Principal

Bunda College:

Ms. Matabwa, Assistant Librarian

Land Husbandry Training Centre, Zomba;

Ms. Prisca E. Monthali, Training Officer

Forest Research Institute of Malawi, Zomba:

Dr. Nzoma Ngulube, Deputy Director

ICLARM, Zomba Fisheries Department:

Mr. Randall E. Brummett, Research Scientist

National Documentation Centre:

Mr. J. Chuma, Director

National Library Services:

Mr. Lesley T. Nkhwazi, Head of Technical Services Department

FAO Representation in Malawi:

Mrs. Susan Mills, FAOR

Mr. John Snell, Administrative Officer

ANNEX 3 - LIST OF SUPPLIES REQUIRED BY THE PROJECT

Items	Unit price (in Kwachas)	Quantities	Total price (in Kwachas)	Total price (in US$)
Photocopier: spare parts & repair			K 27409	$ 1087
H.P. LaserJet 4V toner cartridge	K7575	1	K7575	$300
H.P. LaserJet 5L toner cartridge	K4040	1	K4040	$160
Box of 10 diskettes	K450	2	K900	$36
Storage box for 80 diskettes	K 505	2	K1010	$40
Printing paper	K150 (per ream)	10 reams	K1500	$59
Total				$ 1682

ANNEX 4 - OUTLINE OF AGRICULTURAL INFORMATION NETWORK GUIDELINES

� Malawi Agricultural Information Network is to be coordinated by AGRIS/CARIS National Centre.

� Network members are library and information services from institutions specializing in agriculture in Malawi. Regional and international institutions represented in Malawi can also join.

� The network, based on AGRIS and CARIS information systems, operates on an exchange basis. Each participating centre uses AGRIN and CARIN applications. Each centre is responsible for the processing of its own input.

� Data from input centres is collected by AGRIS/CARIS National Centre which is responsible for the final check up before selecting and exporting data to APU and to CARIS Processing Unit. At a later stage, when the network is fully established, a few centres may be allowed to export data directly to APU.

� No financial support is given by AGRIS/CARIS national Centre. Each participating centre is to finance its own activities. Current budgets should be used and extra funds from donors should be sought.

� AGRIS/CARIS National Centre is responsible for the collection and final processing of entries from the National AGRIS/CARIS centre and from network participating centres. It is responsible for the exportation of data to APU and to CARIS Processing Centre. At a later stage, it will designate the centres which will be allowed to export data directly to APU.

� The National coordinator co-ordinates all network activities. He organizes regular co-ordination meetings with network members. Visits to the centres are recommended as well as the organization of regular training workshops.

ANNEX 5 - Field tour programme to participatingCENTRES IN MALAWI

ANNEX 6 - TRAINING SEMINAR PROGRAMME AGRIS AND CARIS AGRICULTURE INFORMATION SYSTEMS (Part II)

Speaker Mrs. Danielle Wilson, FAO Consultant

Venue: Chitedze Research Station Library

Date: Thursday 23 - Wednesday 29 April 1998

Time: 9 - 12.30 a.m. 2 - 4.30 p.m.

Thursday 23 April

� Trouble shooting session

� Review of AGRIN entries

� From AGRIN 2.2 to AGRIN 3.0

� Information retrieval from master file

� Data exchange

� Exporting data using electronic media

Friday 24 April

� CARIN and CARIS

� Sorting and printing from AGRIN and CARIN

� AGRIN and CARIN output formats

� AGRIS and CARIS on CD-ROM

Saturday 25 April

� Micro CDS/ISIS output formats

Monday 27 April

� Creating a new database using Micro CDS/ISIS

� Analysis of requirements

� Defining the database parameters

� Repeatable fields

� Indexing technique

� Formatting language

� Default values

Tuesday 28 April

� Editing formats

� Display and print formats

Wednesday 29 April

� Preparation of information products

� Seminar conclusions and recommendations

� Closing ceremony

ANNEX 7 - IST OF SEMINAR PARTICIPANTS

ANNEX 8 - CONCLUSIONS AND RECOMMENDATIONS FROM THE PARTICIPANTS

The seminar has proved to be of far-reaching impact in the acquisition of personal development skills, the acquisition of information management skills, the dissemination of Malawi research products, including grey literature, the establishment of an agricultural network involving co-operation, experience and resource/information sharing and the access to FAO AGRIS and CARIS databases.

Recommendations to the Government and to FAO:

� Chitedze lacks the necessary manpower resources in terms of further training in AGRIS and CARIS and additional staff to make the network a success. With advances in information technology, there is a need for further training in this respect.

� There is a need to draw guidelines on operations of the network and to review the National Coordinator's role which has not been clearly spelt out to network members.

� There is a need for members to have free information products from FAO, such as CD-ROMs and bibliographies.

� In view of the current situation whereby the various institutions have failed to participate in technical meetings, there is a need for FAO to support the network financially.

� The National Input Centre requires facilities for sending and/or receiving data to and from AGRIS Processing Unit using electronic devices, such as Internet.

ANNEX 9 - PRESENTATION OF CHITEDZE AGRICULTURAL

INFORMATION SERVICES

Subject: Presentation of Chitedze Agricultural Information Services within the frame of FAO project TCP/MLW/6713 "Strengthening the National AGRIS/CARIS Centre"

Speaker: Mrs. Danielle Wilson, FAO Consultant

Mr. M. Katsonga, National Coordinator

Date: Wednesday 13 May 1998

Time: 10 - 11.30 a.m.

Venue: Conference room

MEETING AGENDA

� Objectives and achievements of the FAO project

� Presentation of AGRIS/CARIS Information Systems as part of WAICENT

� Establishment of Malawi National Agricultural Information Network

� Co-operation with national, regional and international institutions

� Recommendations for the development of AGRIS/CARIS National Centre

� Demonstration of AGRIS and CARIS databases on PC computer and on CD-ROM

� Demonstration of FAO home page on CD-ROM

ANNEX 10 - ABBREVIATIONS

ATC Agricultural Technical Services

APU AGRIS Processing Unit

DARTS Department of Agricultural Research and Technical Services

LAN Local Area Network

NDC National Documentation Centre

NRC Natural Resources College

Currency exchange rate

US$1 = K25.29 (April 1998)