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KISII UNIVERSITY COLLEGE STATUS AND CHALLENGES OF LIBRARY AUTOMATION: CASE STUDY OF JKUAT, JUJA. JOSEPH LAMECH ONDIEKI RESEARCH PROJECT SUBMITTED TO THE FACULITY OF INFORMATION SCIENCE AND TECHNOLOGY IN PARTIAL FULFILLMENT FOR THE REQUIREMENTS FOR THE A WARD OF THE A BACHELORS DEGREE IN LIBRARY AND INFORMATION SCIENCE KISII UNIVERSITY COLLEGE 2012 0 DECLARATION This research project is my original work and it has not been presented for a degree in any university. Student signature………………………………Date …………………….. Joseph Lamech Ondieki INP11/20007/10 This research project has been submitted for examination with my approval as the University College supervisor Supervisor signature…………………………. Date…………………… Supervisor: Prof. Constantine Nyamboga Lecturer: Department of Library and Information Science. Kisii University College i DEDICATION I dedicate this project to my Wife Josephine and my children Elizabeth Obonyo and Hezron Nyaosi for giving me ample time and company to prepare for and complete this project. ii ACKNOWLEDGEMENT I would like to register my utmost and sincere appreciation to those who assisted me in the preparation and the presentation of this project. I am greatly indebted to my supervisor Prof. Constantine Nyamboga for supervising and correcting this script and all those who supported me in the whole exercise of writing the project. MAY GOD BLESS YOU ALL. iii ABSTRACT The automation of library services for easy access and dissemination of information has continued to grow tremendously in academic libraries. The use of online access to electronic information resources has continued to gain acceptance due to many factors including timely access and distribution of information. The objectives of the study are to find out the status and challenges of automation of library services at JKUAT library. The library automation policy and the personnel employed to handle the automation process, subscribed journals, the solutions and recommendations. The researcher used Questionnaire, Interview, literature research and Observation to collect data. The researcher found out that there is no policy governing the automation process, the library operates without system librarian, staff managing the automation process are not Information Technology specialist but information science professionals with little knowledge in information technology. There are three major users of the library; students, lecturers and non teaching staff. However the library budget from parent organization is not enough to cater for all its services. The ratio of computers and users is not corresponding, the library has subscribed to electronic databases and online journals. The researcher recommended that for the process of automation to be effective the parent organization should provide enough budget to cater for all library services. The library also should be expanded to provide enough room to house all the activities of automation. iv TABLE OF CONTENTS Pages Declaration………………………………………………………................................... ii Dedication………………………………………………………..................................... iii Acknowledgement ……………………………………………...................................... iv Abstract .......................................................................................................................... v Table of contents ………………………………………………..................................... vi Abbreviations …..……………………………………………..................................... xi List of Tables …………………………………………………………........................ xii List of Figures …………………………………………………………..................... Xiii PAGE CHAPTER ONE 1.0 Introduction ------------------------------------------------------------------------------------- 1 1.1 Back ground of study ------------------------------------------------------------------------- 1 1.2 Back ground information of JKUAT -------------------------------------------------------- 1 1.3 University objectives --------------------------------------------------------------------------- 2 1.4 JKUAT library------------------------------------------------------------------------------------ 2 v 1.5 Aim of study ------------------------------------------------------------------------------------- 3 1.6 Objectives of the study ------------------------------------------------------------------------- 3 1.7 Statement of the problem ---------------------------------------------------------------------- 3 1.8 Significance of the study --------------------------------------------------------------------- 4 1.9 Scope and limitations ------------------------------------------------------------------------- 4 1.9.1 Scope ----------------------------------------------------------------------------------------- 4 1.9.2 Limitations ----------------------------------------------------------------------------------- 5 1.10 Hypotheses------------------------------------------------------------------------------------ 5 CHAPTER TWO 2.0 Literature review ----------------------------------------------------------------------------- 6 2.1 Introduction ----------------------------------------------------------------------------------- 6 2.2 Global trends in library automation -------------------------------------------------------- 6 2.3 Library automation in Africa --------------------------------------------------------------- 7 2.4 Library automation in Kenya -------------------------------------------------------------- 8 2.5 Library automation in JKUAT ------------------------------------------------------------- 8 2.6 Software evaluation ------------------------------------------------------------------------- 8 2.7 Academic library application --------------------------------------------------------------- 9 CHAPTER THREE 3.0 Methodology --------------------------------------------------------------------------------- 11 3.1 Research design ----------------------------------------------------------------------------- 11 3.2 Target population --------------------------------------------------------------------------- 11 vi 3.3 Sample selection ---------------------------------------------------------------------------- 11 3.4 Tools for data collection ------------------------------------------------------------------- 12 3.4.1 Questionnaire ----------------------------------------------------------------------------- 12 3.4.2 Observation ------------------------------------------------------------------------------- 12 3.4.3 Interviewing ------------------------------------------------------------------------------ 12 3.5 Data analysis ------------------------------------------------------------------------------- 13 CHAPTER FOUR 4.0 Data analysis and presentation ----------------------------------------------------------- 14 4.1. Introduction --------------------------------------------------------------------------------- 14 4.2. The status of library automation --------------------------------------------------------- 14 4.2.1. Access to electronic databases and online journals --------------------------------- 15 4.3. Policy ---------------------------------------------------------------------------------------- 16 4.4. Staff involved in automation process --------------------------------------------------- 17 4.4.1 Training skills ---------------------------------------------------------------------------- 17 4.4.2 Services they provide --------------------------------------------------------------------- 18 4.5. Challenges facing library automation ---------------------------------------------------- 18 4.6 User reactions -------------------------------------------------------------------------------- 22 4.7 Areas to be improved ----------------------------------------------------------------------- 22 4.8 When are services convenient ------------------------------------------------------------- 23 vii CHAPTER FIVE 5.0 Summary of findings ----------------------------------------------------------------------- 24 5.1 Recommendations -------------------------------------------------------------------------- 27 5.2 Conclusion ----------------------------------------------------------------------------------- 30 Bibliography ------------------------------------------------------------------------------------- 31 Appendix 1 questionnaire ---------------------------------------------------------------------- 32 viii ABBREVIATIONS ALA: American Library Association. BSC : Bachelor of science CAS: Current Awareness Services. CBD Central Business District CD : Compact Disk CD ROM: Compact Disk Read Only Memory DOS : Disk Operating System ICT: Information Communication Technology IT : Information Technology JKUAT: Jomo Kenyatta University of Agriculture and Technology KOHA: KWIC: Keyword In Context LAN : Local Area Network MSC : Master of science OPAC: Open Access Catalogue PHD : Doctor of Philosophy SDI: Selective Dissemination of Information. UK: Unitated Kingdom USA: Unitated States of America ix USIU: Unitated States International University WAN: Wide Area Network x LIST OF TABLES Table 4.1 Statistics of library modules that have been automated Table 4.2 The number of questionnaires distributed and the respondents who filled the questionnaires. Table 4.5 Library staff training levels Table 4.5.1 The number of computers allocated per group. xi LIST OF FIGURES Figure 4.3 Graphical representation of the users fillings of the library policy. Figure 4.5.2 The percentage number of computers allocated per group. xii xiii CHAPTER ONE INTRODUCTION 1.1 BACKGROUND OF THE STUDY We live in an information age, and libraries like any other organization are expected to use Information and Communication Technologies (ICT) to provide information more expeditiously and exhaustively than before. Automation of library services is an important activity in this context. Automation, when used in a library environment refers to the computerization or mechanization of activities. The history of library automation in the world dates back to 1950s and 1960s in America and Europe. According to Malik (1995) library automation was introduced in 1980s and a number of libraries have been computerized in or after 1987. Dilroshan (1998) says automating a library is only the first step to keep up with new trends in information and communication technology. Automation helps to cut cost for employing more staff, duplication of work, faster retrieval of information and efficient and effective service delivery. Automation is not a panacea for all library problems but a start of problems like technophobia by library management who are not sure that the system would work but will fail regular power failure and luck of automation policies. 1.2 BACK GROUND INFORMATION OF JKUAT Jomo Kenyatta University of Agriculture and Technology (JKUAT) is situated in Juja, 36 kilometres North-East of Nairobi city, along Nairobi-Thika Highway. It started in 1981 as a Middle Level College by the Government of Kenya with the generous assistance from the Japanese Government. In 1988, JKUAT was declared a constituent College of Kenyatta University through a legal Notice, under the Kenyatta University Act (CAP 210C). It was established as a University through the JKUAT Act, 1994. The University vision is to be a university of global Excellence in Training, Research and Innovation for Development. The mission of the university is to offer accessible quality training, research, and innovation in order to produce leaders in the fields of Agriculture, Engineering, Technology, Enterprise Development, Built Environment, Health and other Applied Sciences to suit the needs of a dynamic world. 1 1.3 UNIVERSITY OBJECTIVES i. To provide directly or indirectly or in collaboration with other institutions of higher learning, facilities for university education including agriculture, scientific, cultural and technology. ii. To participate in the discovery, transmission and preservation and enhancement of knowledge iii. To play an effective role in the development of agriculture and technology. 1.4 JKUAT LIBRARY The history of JKUAT library is as old as the Institution itself. At the initial stages the library had a collection of five thousand copies and 10 members of staff. As the development the Institution and introduction of new courses came up, the library collection grew in phases with the number of students and staff. The library was moved to its present location in 1992, with a sitting capacity of 600 students and 88523 thousand copies of volumes of information materials. Currently the library uses KOHA as library management system, with two modules operating. The two modules are Circulation and Processing, OPAC is accessible, Access to electronic journals, and security services. 1.5 AIM OF STUDY To establish the status and challenges of library automation in academic libraries, a case study of JKUAT library. 1.6 OBJECTIVES OF THE STUDY i. To establish the status of automation in JKUAT library. ii. To identify the challenges facing automation in JKUAT library. iii. To find out whether the library has automation policies in the library. iv. To find out the personnel employed to handle the automation process. 2 1.7 STATEMENT OF THE PROBLEM In Kenya public and private universities libraries have started automation. Serious automation of library services started at JKUAT in 2008 using KOHA library management system which is unonline free software. Library automation is geared towards achievement of effective and efficient speed delivery of services. 1.8 SIGNIFICANCE OF THE STUDY The study is intended to come out with the following recommendations; i. To pave way for full automation of all library services (modules). ii. To employ system librarian to speed up or facilitate automation process. iii. To draw up a policy document to guide up staff in the don’ts and what to do. iv. To provide advice on the importance of automation library services to the management. v. To provide advise to management on prioritizing library automation in its budget. vi. To develop or purchase a software system which depend on LAN not WAN. vi. To provide study by solutions to challenges facing automation. 1.9 SCOPE AND LIMITATIONS 1.9.1 SCOPE To determine the status and the challenges of library automation in academic libraries a case study of JKUAT library. It will cover the modules operating, the policies, staff, number of computers, internet connection and subscribed journals. 3 1.9.2 LIMITATIONS. i. Policy; There is no manual in place governing the format in which data should be fed into the system and to what extent. ii. The systems librarian; There is no employed systems librarian to handle the process of automation but they rely on ICT department personnel who are not reliable and do not understand library demands. iii. KOHA system; It is open source software which depends on the internet to operate. When network connectivity is poor everything goes to halt. iv. Number of computers; The number of computers is not enough especially at circulation to use by staff when working where by there are three computers against six members of staff. 1.10 HYPOTHESES i. The library is partially automated ii. There are no policies put in place to govern the entry of data and use computers in library. iii. The library is open for only JKUAT students, staff, lecturers, researchers and staff siblings. 4 CHAPTER TWO LITERATURE REVIEW 2.1 INTRODUCTION The outstanding efficiency, performance and ability to handle large volumes of documents, has led to automation gaining popularity in the field of librarianship and information services. Routines in many library and information services are performed proficiently by computers. The usage of computers has shown success in the fields of library acquisition, cataloguing, classification, circulation, serials control, information storage and retrieval activities. Many new services like selective dissemination of information (SDI) and current awareness service have been initiated with the help of the computer. Library automation has become a burning issue, with pros and cons, among librarians throughout the world. The history of library automation is not a long one. It dates back to the 1950s and 1960s in America and Europe. 2.2 GLOBAL TRENDS IN LIBRARY AUTOMATION Attempts for libraries to start automation are recorded from the 1930s (Harter, 1997). It is from the 1960s when major developments of information technology applications in libraries started to be undertaken especially in Europe and North America. In the context of Europe Groenewegen (2010) notes that 1960 to 1965 was a period characterized by a growing awareness of the possibilities of library automation because of overseas influence, particularly in the USA. Most university libraries in the USA started exploring library automation options using punched cards. Line (2006) reports early library automation efforts in the UK at the University of Southampton where they both worked in 1966. Outside the USA and the UK, the University of Sydney in Australia appointed the first system librarian in 1968 (Groenewegen, 2010). Horsfall (1992) reports that early library automation activities were: installation of online public access catalogues (OPACs), on-line interactive processing systems, production of the keyword in context (KWIC) indexes for articles appearing in Chemical Abstracts, and the positioning of the library within its parent organization as a major user of IT infrastructure. 5 The 1990s saw the growth of the internet and the evolution of digital libraries (Nelson, 2001). The catalogues were being accessed on the internet and subsequently evolving into web-based environments that leverage the power of hypertext technology. Globally, libraries are increasingly transforming their print collections into electronic formats through digitization or subscription to e-journals with or without print alternatives as a strategy to make them more accessible and to enhance resource sharing (Youngman, 2007). Scholars and publishers are now required to make their publications available through open access so that they can be easily and widely accessed (Association of Research Libraries, 2006). 2.3 LIBRARY AUTOMATION IN AFRICA Chisenga (2004) in a survey of use of ICTs in public libraries in Botswana, Ghana, Kenya, Malawi, Nigeria, South Africa, Tanzania, Uganda, Zambia and Zimbabwe found limited use of computers. The study found that public libraries heavily relied on donor assistance for the purchase, maintenance and development of ICT facilities; inadequate budgets and ad hoc deployment of ICTs. Though Chisenga's focus was on public libraries the situation was not much different in university libraries. The CDS/ISIS use in university libraries was complemented by CDROM databases especially on agriculture that were affordable or donated (Ekpenyong, 1997; Patrikios, and Levey, 1994). Technical skills resulted in under-utilization of technologies and policy restrictions on internet access in such places like universities of Nairobi in Kenya, and Copper-belt in Zambia (Mutula, 2004). The automation of libraries in general and those in universities in Africa poses several challenges. Chisenga (2004) identified the challenges facing library automation projects in Africa to include; lack of budgets, inadequate ICT facilities, lack of ICT strategies, low level of skills of users, lack of qualified staff in ICT, lack of commitment by institutional management, and reluctance among staff to use ICT. Benefits of Library automation include acquisitions of new skill by library staff, sharing of resources through consortia, provision of information services remotely 24/7, access to diversity of resources, introduction of new services, and improved image of librarians. 6 2.4 LIBRARY AUTOMATION IN KENYA Nairobi University library is the leading with a network of branch libraries spread over seven campuses. Kenyatta University has partially automated its services, Moi University, Kenya Methodist University is partially automated and United States International University (USIU) has fully automated services, Public universities libraries have acute funding problems that have seriously affected automation and accessibility to internet. 2.5 LIBRARY AUTOMATION IN JKUAT. JKUAT like any other public universities started automation of its libraries services in 2008. Currently the library is partially automated using KOHA library management system, with two modules operating. Namely Circulation module and Processing modules. OPAC is accessible and one can access electronic journals, and security services Nok (2006) observes that automation is the automatic, as opposed to human operation processes, equipment, or system, or the techniques and equipment used to achieve this. In libraries, automation refers to functions such as circulation, cataloguing, or acquisitions. Nwalo (2003) said that library automation involves the full application of computers in library routines hitherto manually performed. 2.6 SOFTWARE EVALUATION Bawden (1990) analyzes software as the application tool in terms of database, word processing, publishing systems, library housekeeping etc. The type of hardware in use will determine the system software. Software evaluation will depend on several factors: i. Functionality: Does the software serve the intended function, does is it serve the needs of the users, is it easy to be used by every one or specialist. ii. Performance: Is it effective, does it operate quickly enough? iii. Hardware consideration: Will the software work with the existing hardware, does it constrain future modification. iv. Upgrading: Will the software develop further, will the upgrades be automatically available and at what cost. 7 v. Integration: Can it be integrated with other software systems, can data be exchanged easily and can any existing data file be included easily. vi. Support: Is there adequate training and backup from the supplier, how effective is it, is there a help desk, how good is the documentation?. For instance when searching for document from KOHA, use the title of the document, the author and all the material bearing the same title or author will be displayed with the basic being highlighted. 2.7 ACADEMIC LIBRARY APPLICATION A detailed examination of how the micro-computers contribute to the various library activities such as Serial control, Circulation control, Automated catalogue, Acquisition, current awareness and selective dissemination of information, Inter-library loan and User education. According to Williams (1982), following examination is necessary on activities such as: i. Serial control: Serial control consists of a number of elements which are more or less closely related. This are;- Title, Frequency, Receipt issues, Circulation list, Holding and disposal policies, Location, Binding policies, Subscription rates and renewal policies and Suppliers. The file to manage the circulation of serials can be implemented as a database management program. The record will contain the number of fields necessary to hold the information since the software can be used to select and print only relevant information. ii. Circulation control: The basic requirement of an issue is to record books in the library so that it can record books on loan and to whom the books are loaned to. The circulation control should indicate the title, accession number, the borrower, the date borrowed and the date to return. Incase the book delays for more than the required days it should be programmed. This avoids any negotiation made in between the user and staff. The circulation control should also note books requested and are on loan, provide regular statistics, evidence shows that most computers use barcode reader as the simplest way of matching reader and books. iii. Acquisition section: Acquisition file indicates the status of each title order together with the information on its ordering. (Supplier date), to whom it was ordered, the holding, the accession number, the budget and to whom the cost is to be debited. Overdue titles with reason for delay, 8 will also answer inquiries from reader a bout the progress of the ordered titles. Automation reduces repetition in the various stages during ordering process. iv. Automated catalogue: These are logical extensions of an automated card production since they require catalogue entry. Online catalogue store this entry but no further entries should be made since software will search for all elements within the unit entry. v. Current awareness and selective dissemination of information: CAS and SDI deal with provision of information a bout new library material of potential interest to the users. For this to be effective the librarian must know the use profile based on subject interest and bibliographic or non- bibliographic information relevant to the user population. vi. Inter-library loan: There is very little done to develop software for inter-library loaning. Adam (1991) Roy of Leicester Polytechnic has developed a package for CBM pet which effectively transforms it into an intelligent terminal cable of storing loan requests and transmitting them to the British library lending division. vii. User education: Compute aided learning is one of the principal ways in which microcomputers are used in schools or learning Institutions to help the users get the information needs very easily. 9 CHAPTER THREE METHODOLOGY 3.1 RESEARCH DESIGN The researcher adopted a purposive, experimental design where only one library namely jkuat was involved. This library is partially automated, it may be noted that during the exercise a period of one month was considered because most of the respondents who answered questions were based on practical applications rather than records. The researcher collected data by the use of Questionnaire, Interview, Observation and Documentary sources. 3.2 TARGET POPULATION The target population was ten thousand (10,000) students and two (2,000) thousand members of staff. A sample of one hundred and fifty (150) respondents was used, whereby;- Sixty (60) questionnaires were given to students, sixty (60) to lecturers and thirty(30) non teaching staff who included Library staff and departmental heads or administrators. 3.3 SAMPLE SELECTION. For easy collection the researcher used a systematic sampling method to collect data. He gave questionnaires to only a specified group of users such as heads of departments and their deputies, On the other side of students, the researcher gave questionnaires to class representatives and one student from every course. A total of one hundred and fifty (150) were distributed. 3.4 TOOLS FOR DATA COLLECTION. 3.4.1 QUESTIONNAIRE The researcher prepared one hundred and fifty (150) questionnaires of which he distributed to various library users to fill and return. However, most students did not return them. It is the questionnaire that provided much of the information. However, it did not give detailed information a bout the research problem. It was designed to cover all the activities taking place as concerned with library automation. The researcher could not get enough information as 10 pertaining to research problem because of fear of information confidence. Some of the information was sketch that you can not understand the clear massage the users were delivering. Some users could not fill and return the questionnaires because of their own ends. 3.4.2 OBSERVATION The researcher was attached at the university library and could observe and participate in the process. This helped the researcher to get the status of library automation before getting it from the users and staff. The researcher could touch, operate and manage the process himself so as to get the real action. Through observation the researcher could tell whether there is a policy, the users, the staff involved, number of computers, software, access to electronic database and online journals, the library budget, the problems experienced and the possible ways of solving the problems. The researcher was also able to tell the areas which are automated in the library and exactly see what takes place. Data entry also was another area where the researcher could observe and participate by entering the data and save so that it can be of value to the users in future. The researcher also could observe the strength of staff. 3.4.3 INTERVIEWING The researcher prepared a list of questions in advance which that he presented to the interviewees in order to prepare the answers in time. The researcher could arrange the day and, time to conduct the interview. The interview proved to be successful because the users were free with the researcher and could be able to get the picture of his demands in research. The researcher could only write the points in belief, thus there was no any recorded form of information. This helped to reduce the fear of confidentiality with the staff and users of the information center, thus it gave the researcher humble time to mix freely with all category of users and staff. The researcher interviewed fourth users including library staff. Out of the fourth people interviewed only three could say there is a policy. As the researcher was conducting his research he observed that actually there was no policy and to be able to use a computer you have to book. 11 3.5 DATA ANALYSIS The data collected was analyzed using comparison between those who advocated for automation and its benefits in the information world and those with negative attitude. It is on the basis of this analysis that the researcher concluded on the status and the challenges of automation of library services which was drawn. 12 CHAPTER FOUR DATA ANALYSIS AND PRESENTATION 4.1. INTRODUCTION It was noted that automation of library services at JKUAT library is an event that is long overdue because the university by nature of the courses it offers should be the first to automate its services. Due to changes in technology JKUAT library like any other academic libraries has been forced to move with the changes in technology. Management of the parent organization under which the information center is established has seen the value of automating library services. Automation process started in the year 2008 when library staff had regular complains of too much work load, high loss of library cards, high rate of replacement of library cards which was costly and space for filling cards because of expansion of academic programs. 4.2. THE STATUS OF LIBRARY AUTOMATION The researcher found out that the library is at its initial stages of automating its services. Some services are linked with others although they have not been automated. JKUAT Library has partially automated, two modules are functional namely circulation and processing modules. Evidence shows that KOHA open source system software is used in the library. It is an-open source software which depends on Internet to operate, for instance when network connectivity is poor everything goes to halt. The library chose to use the system because the open source can be obtained free from internet. Its features can be modified to suit the needs of the library, and the university management had not given library automation priority in its budgeting policy. The library has in place other databases which help to supplement the learning activities in the Institution like AGRIS, TEAL and it has subscribed to online journals. 13 Table 4.1. Statistics on the library modules that have been automated and not automated. S/No Service points Automated Not automated 1 Circulation services Yes 2 Acquisition 3 Catalogue (OPAC) Yes 4 Processing Yes 5 Serial control No 6 Inter-library loan No 7 User education No 8 Reference services No 9 Security services No Yes From the above table it was noted that only four service points are automated as compared to the various service points in the library. Mainly because of the technical expertise required, the work load involved and the reputation of the library priority was given first to the service points. 4.2.1. ACCESS TO ELECTRONIC DATABASES AND ONLINE JOURNALS. The library subscribes to electronic databases and online journals which are funded by the University. Access to electronic databases and online journals is only in the library or within the JKUAT premises. The databases are accessed only at JKUAT. However, a few electronic databases are accessed through the JKUAT website. 14 4.3. POLICY It was noted that there was no policy in place to govern the automation process. Most respondents were happy with the automation process, but not the way the use of computers was administered. The researcher’s personal observation indicates that there is no policy. A few library staff members 8% were able to say that there was a policy, Out of the sample population presented with the questionnaire. Table 4.2. The number of Questionnaires distributed and respondents Response Users Sample population Respondents NO % Lecturers 60 60 55 92% 5 Students 60 40 40 100% 0 Staff 30 30 25 83% 5 17% Total 150 130 120 92% 10 7% YES % 8% From the above table it was noted that there was no policy in place. 92% of lecturers, 100% students and 83% staff noted that there is no policy. 100% students said that there was no policy because some computers which were designed for OPAC were used for normal online searches and the time each student is supposed to search in the internet was not regulated for equal distribution of the service. 17% of staff said there is a policy because they are involved in decision making and involved in its preparation. 83% of staff said that there was no policy because the decision made do not rich them and incase they get it its verbal. 33% out of the sample population presented with the questionnaires did not fill and return them before the end of research period. Out of one hundred and thirty (130) respondents only 7% could say that there was a policy governing the use of computers in the library. This is a clear indication that there is no policy and if any it is not applied. 15 Figure 4.3. Graphical representation of the user’s feelings of the Library policy. 60 Population Sample 50 40 No 30 Yes 20 10 0 Lecturers students Staff Library users From the above data the researcher found out that, there was no policy governing the automation process in the library. 4.4. STAFF INVOLVED IN AUTOMATION PROCESS The automation process is managed by the deputy university librarian in charge of technical services. Staffs at various sections are involved in providing the services. Majority of the staff are information science professionals. The ICT department coordinates most activities of library automation and training. 4.4.1 TRAINING SKILLS The training skills for staff involved in automation process varied according to individuals, position and exposure to work. All the staff involved in automation process are information science specialist, however some of them have IT options and some have attained a diploma in information technology (IT) at various institutions. The staff working in the library acquired their skills through in house training by ICT department, Seminars and workshops within and outside library, Attending IT evening classes after duty, Inviting the experts to show and teach them on how to install and operate system for example ICT department and they also acquired skills through system guidance manual. 16 Through the long experience they have acquired and the motive to change from manual to automated system staff morale to learn and operate are high. This is a proof for a knowledgeable environment under which they operate. Training is also conducted to users of library that is students, non-teaching staff and lecturers. 4.4.2 SERVICES PROVIDED Staff provides a wide range of services to users like; i. Online information searching and retrieval (OPAC), ii. Training users how to search Online journals subscribed by university, iii. C.D-ROM searches, iv. Printing services at a fee, v. Assist users in operating audio visual equipments when needed. For better services the library needs to employ a system librarian. The system librarian would be able to understand the users problems better than the information science specialists who have the knowledge in information science than information technology. Alternatively the library should train all staff (IT) information technology in order to be more familiar with the machines they are operating. 4.5. CHALLENGES FACING LIBRARY AUTOMATION i. Funding: There is no specific allocation of funds for library automation. The researcher found out that the university management has not given priority to automation activities in the library. The librarian needs to lobby for funding from the top university management in order to prioritize the library in its budget. ii. System librarian: Currently the library has no system librarian. Therefore the university librarian should consider employing one who will coordinate automation activities in the library. The system librarian would be advising, preparing standards and updating the system regularly. 17 iii. Inadequate number of staff: the researcher found that the ratio of staff and students is not comparable. One staff member serves a big number of users and this make the staff to make mistakes when operating the system. iv. Training: The researcher found that out of sixty four (64) members of staff, only nineteen (19) could effectively handle and provide the services without assistance although not 99% correct. Out of the sixty four (64) members some are heading branch libraries, and the rest are technical staff in the main campus library. Technical staffs of branch libraries are not involved because they are moved from one department to another depending on work load. Technophobia among top library management who are not sure of system and think that it will collapse in the near future. Table 4.4. Training levels of staff. S./No. qualification number 1 PHD 1 2 MSC and MSC training 15 3 BSC and BSC training 4 4 Diploma 4 5 Certificate 1 Total 25 Computer training should be provided and be made mandatory for all the library staff. This mode of training program will help the staff to practice and assimilate more. At the same time, it will allow them to look after day-to-day work as well. 18 v. ICT equipments: The library management has not fully understood the benefit and advantages of library automation and information technology. The top library management is not conversant or have no idea in library ICT based applications, they have not provided staff with enough tools (computers) to use in the exercise for example Processing section some staff are not connected with the internet and working space is very small. At the circulation counter only two computers are used providing services while other staff have no computers. vi. Power failure: The library has no its own standby generator incase of power failure. The whole system is grounded until power resumes or the one used by other departments is connected. The library is one of the most effectively utilized departments and opens for long hours. vii. Lack of enough retrieval skills: Users do not attend the orientation exercise which is provided before they are allowed to use the information resources. Majority come late when exercise is already over, this makes circulation staff to take another step of educating them on how retrieve information materials when they visit the library. User education should be provided to make them aware of the library collection as well as the services. User should also be given training so that he/she can handle the computerized system independently. viii. There are no enough computers to support the program of automation: They are unbalanced in a ratio of 1:1000 students compared to over fifteen thousand students of JKUAT and fifteen computers in the computer lamp. The user’s themselves are divided into two groups; undergraduate students (Diploma and first degree students) are grouped together and postgraduate students (MSC, PHD, staff and lecturers) are placed together. 19 Table 4.5 The number of computers allocated per group USERS NO. OF COMPUTERS NO. OF COMPUTERS IN % Students 8 23% Lecturers/ staff/ MSC/PHD 8 23% students Library staff 18 54% Total 35 100% Figure 4.5.2 The percentage number of computers allocated per group 23% Students Lecturers 54% Library staff 23% From the above data the researcher noted that the number of computers provided to the users is not enough as compared to the library staff. The automation of library services is growing at a slow base and users are not given enough machines to help them solve their problems quickly and generate the need to make use of the available information resources. This has encouraged many users equip themselves with laptops. 20 ix. Internet connectivity: KOHA is a free online software system which majorly depends on internet has regular problems of connectivity. During cold or bad weather there is slow access due to poor connectivity. x. No enough space for staff, information materials, equipments, and users: The university management has not given the library priority in its budget to build bigger and modern library. Space is for staff offices and working areas, computer lamp for students and reading space has sitting capacity of six hundred. Library regarded as non profit making department in an organization but demanding. xi. Data entry: There is no clear policy and group workers who are majorly allocated for duty of data entry. Many mistakes made because staff involved in data entry are also involved in providing services like circulation, processing and shelving which is over-loading. There is no enough manpower to do the job. xii. Barcodes in books: Some information materials share same barcode but different titles making users fear integrity of system. Feeding of borrowed materials to users account is done manually some barcodes in some books have faded barcode reader can not read. xiii. Receiving of un borrowed books: Some users return books which they borrowed using system but are not their account. This due to shifting of staff mind from manual to automated system they have not been used with xiv. Fines: There is no well defined system of fining because like short loan books during public holidays and weekends users are fined only to wave it later. xv. Staff rights: Staff are not given all working rights especially those working on shift stop/avoid other tasks because they have no beverages of handling the matters. xvi. Thorn materials: Materials withdrawn from shelves for binding can not easily traced because is done manually. The system does not have its provision and if any not utilized by staff. xvii. Two systems: At the initial stages the library operates two systems. The Manual and automated system they both run at same time making staff overburdened because if you fail in one you check the other to be sure before any service. 21 4.6 USER REACTIONS Users are impressed by the system how they need some parts to be improved so that one be able to renew books online, access one’s account online, reserve books individually, Fine calculation, shelve check in and out, addition for number of computers and the catalogue (OPAC) should be spread in all library floors instead of placing them at the entrance and ground floor. 4.7 AREAS TO BE IMPROVED For better working environment with the system the library needs to employ a system librarian to coordinate all services of automation and provide green light of the system, Fining the system should be configured to calculated fine automatically, Staff should be given all basic rights in order to serve with minimal consultancy from other staff, Data entry should be given to a particular group which only deals with stream lining of all records, there should be regular training of both staff and users in order to keep up with technological changes, Staff should be given at least each a computer to avoid blame game, the librarian should purchase a system which is internet free, the library should have it own standby generator to supply power when blackout and they should subscribe to a stable internet signal provider. 4.8 WHEN ARE SERVICES CONVENIENT When using automated system the services are convenient than using manual system because of quick service delivery. When using the system you can serve more users, less effort used and less errors. According to (Rajput et al 2006) library automation, involved in creation of database and information retrieval, computerized library network and use of telecommunication for information, needs a careful handling and systematical planning. It reduces the work stress of library staff and helps in getting the information immediately. Thus justification for automation must be logical and convincing. 22 Library automation may be justified by giving certain reasons. Automation can; 1. Increase the processing efficiency than a manual system. 2. Realize financial saving or continuing cost in certain cases where cost saving has been realized through automation. 3. Improve library services 4. Make library administration and management efficient. 5. Avoid duplication of the work. 6. Facilitate resource sharing and increase technical processing efficiency over a manual system. 23 CHAPTER FIVE SUMMARY OF FINDINGS CONCLUSION AND RECOMMEDATIONS This research has stated the serious need for automation in university libraries. Both the library professionals and patrons have agreed to the enormous importance of automation of library routines and this research has buttress other researches that have been made relating to the title of the research. 80% of the research population attested to the assumption that as opposed to traditional system, automation makes information retrieval very easier and faster, thus, it is incumbent that JKUAT university library be automated. This research also exposed various automation project plans as it affects different sections of the library. Such plans are determined by the library management. JKUAT library has experienced late automation, not benefiting from the parent organization initiative on computerization of the university library. The library has since then continued to build on these late benefits. Automation plans are fashioned in line with the programs of the university since the acquisition of hardware and software are being catered for through the general university’s budget this means that the automation project plan is being influenced by the university’s financial programmes. This research also finds out the negligence of professionals involved in the library automation projects towards preference for the selection of software both operating and application. None of the two professionals that represented the university could tell the reason for the preference of the software for their systems. This situation is saddened as it indicates lack of technical knowhow. In addition to automation project plan and implementation, this research finds out the main area of focus in automation in JKUAT university library is cataloguing and circulation. These sections have been enjoying greater attention as compared to other sections. The on-line public access catalogue and circulation in the library are fully completed and equipped with state of the heart and modern gadgets. This is not the same with other sections. The automation project plan of the JKUAT university library is designed to be a gradual and continuing exercise. It is being 24 implemented in phases and then the first sections on the plan are the cataloguing and circulation. The plan is flexible as no time limit for completion of the whole automation exercise is stated. Work stops at where the finance stops while continue from there as soon as funds are being available. It is developed in such a way that succeeding administration can continue from where the predecessor stops. The automation project plans of JKUAT university library are long term plans. The procedural steps in automation exercise of JKUAT university library are peculiar JKUAT library, the policy is that all members of staff must be carried along in the process of automation. The staff’s ICT training is not secluded to the staffs in the system unit alone. The library being controlled by parent organization as part of its policy contracts the procurement of its ICT equipments. The installation and configuration is jointly done ICT department and the librarians in the library. In the main library JKUAT, everything is being left to the library’s administration to decide. The only members of staff in the system unit do take part in the automation exercise while the installation and configuration is being carried out by the same group led by the Head of technical services (deputy university librarian). The university has not recruited new staff for the automation exercise; they have the existing staffs internally trained. This research does not include in its interview checklist on how the staff training were carried out, but verbal interrogation from the University Librarian JKUAT library and the Head library ICT Section of university library on the mode of staff training reported various modes of trainings such as seminars and workshops organized by different Universities and various sponsored training programmes in the field of Librarianship relating to library’s automation. This research also finds out various problems militating against the automation exercise in JKUAT University library. Foremost is the problem associated with funding. One of the problems generally affecting higher education in Kenya is poor funding and libraries are even poorly funded by the universities themselves as compared to other sections in the university. Another problem is associated to dearth of professionally trained and unskilled staff. In JKUAT University under survey, the level of short staffing is apparent while the little on the ground have 25 little or no computer knowledge. This posed a lot of technical problems to the automation exercise. It was found that one or two professionals are saddled with the responsibility of managing the system unit there by limiting the outcome of service delivering to clients. According to University Librarian JKUAT library, the university library is experiencing problem associated with hardware breakdown and software problems emanating from planned obsolescence of commercial software. The hardware problems, is associated to lack of maintenance. Some hardware is affected by the epileptic power supply while the financial burden of getting them fixed could be enormous. Some software production designed is so complex to understand by persons having minimal computer knowledge while the software is either obsolete or prone to virus attack easily. Among other problems, this research highlights the pertinent poor power supply syndrome as one of the major hindrances to automation in JKUAT university library other problems include; i. Lack of maintenance ii. lack of commitment by staff iii. Lack of resources iv. Staff Training Deficiency v. No system Librarian vi. No automation policy vii. Internet connectivity viii. Operating rights ix. Wrong data entry x. Two systems operating (manual and automated) 26 5.1 CONCLUSION JKUAT library is partially automated whereby two modules are in operation. This research work monitored closely the need for automation in JKUAT library, the processes involved in the automation projects, human and material personnel needed in order to have a complete and effective automation, pertinent problems affecting implementation of automation project, and access to automated sections in the university library by users. The findings are a form of reference for others researching related subject to this work. Automation should not be seen as a threat by the librarians or be perceived as too cumbersome to be carried out, it must be embraced and efforts should be geared gradually, steadily and systematically in converting from manual to electronic routines. 5.2. RECOMMENDATIONS The following recommendations are deduced from the finding and are believed to be of help to the University and other universities who want to embark on their automation exercise or those who are having difficulties in their automation project implementation. 1. The status of automation JKUAT library is partially automated, for effective service delivery and maintenance of standards all sections in the library should be automated. 2. The policy There should be a policy in place to guide in the does and don’ts. This will help to maintain standards in automation by balancing all sections regardless of its superiority in the library. The policy will also indicate who is responsible for what and where, enabling staff to have responsibility in all that they do. 27 3. Developing a steady and realistic automation project plan The present automation project plan in the university library is defective and unrealistic. It is seen to be too long to be achievable, too flexible and devoid serious implementation. This research suggests serious, steady but realistic and evaluative automation project plan that its implementation will be followed religiously. The terms in the plan should not be ambiguous. The plan should be all inclusive and incorporate other sections though some sections may be given preference but that must be done considerately. 4. Proper funding through special budgeting system This research also recommends special funding system for the university library that will adequately cover their financial commitments. Government should create slot for library development under the education budget and closely monitor it to make sure it is used for the purpose for which it is created. Libraries could also generate funds through internal charging system of the library users. This may be through payment for the use of internet, printing, registration and renewal of library’s membership and reprographic services. 5. Developing alternative power supply JKUAT university library is strongly advised not to rely on the public power supply when planning and discharging the automation project. Alternative power supply should be incorporated into the foray of library automation. Cost analysis of power generating set, solar electronic generating system and power inverter or any other electric power alternative should be considered and inserted into the automation project plan. No library automation could succeed without proper and timely power supply and the present power state in Kenya is in urgent need of an alternate power supply. 28 6. Adequate provision of in-service training for staff To combat the problem of dearth of professionals and unskilled staff, regular in-service trainings is recommended for the library staffs. Firmness and compulsion must be inculcated in order to make the staff partake dutifully and diligently. These trainings should form part of the prerequisites in recruiting and promoting of new and existing staff respectively. This will surely gear them towards the acquisition of computer based education which will in turn assist them in discharging their duties more professionally. The content of their training should contain hardware and software management. 7. Incorporating every member of staff in the library automation plan Segregation of certain staff’s involvement in the automation project implementation should be discouraged totally. Every member of staff should be made stakeholders in the automation of university library. This will discourage them of becoming a saboteur to the whole exercise. They will start to feel involved and offer useful suggestions for improvement of the whole exercise. Each member of staff should be provided with the computer which is fully networked. 8. Gaining staff commitment through re-orientation Some staffs are of the belief that allowing automation in their libraries will cost them their employment. Their minds should be disabused of this assumption through re-orientation of what automation is and its purpose in the library. In order that they will be aware of the enormous importance of automation to library and librarians service delivery. 9. Sharing of ideas between university libraries University librarians should not see themselves as threats to each other. They have lots to share between each other. The university libraries that are just starting their automation projects need ideas from their counterparts who have reached advanced stage. They have a lot to learn so that they will not repeat the same mistake others have made. It will also afford them the advantage of making choices having considered various ideas from their colleagues. 29 10. Granting students access to the use of E-Library Present regulation in most university libraries which does not allow undergraduate access to the use of Electronic sections of the library should be reviewed. This research recommends that libraries should develop more security measure to control them but not totally denying them. 11. Creating awareness It is clear from this finding that majority of the library users have not been really carried along about the new developments in the libraries. This research recommends that libraries should improve in their creation of current awareness services for their clients so that they will be acquainted of these developments and make judicious use of the services there in. 12. Safeguarding the equipment Libraries should expect caution from users when using the E-Library. The machines are vulnerable to damage easily and cost of repair and maintenance are enormous hence serious caution must be exhibited when using them. 30 DEFINATION OF TERMS Abstract: Summary of a book, periodical, report or learned paper. Automation: Use of automatic equipments and machines to do work previously done by People. Bibliography: List of books or articles about a particular subject or particular author. Computer: Electronic device for storing and analyzing information fed into it, making calculations, or controlling machinery automatically. Database: Large store of computerized data especially lists or abstracts of reports. Information: According to ALA defines information as or produced by a process performed upon the data. The process may be simply data transmission, data selection or it may be data organization Library: Is a building or house where information materials are kept for reading consultation, research and dissemination. Retrieval: Software: Process of searching for, locating and reading out data. Data programs, not forming part of computer, but used when operating it. 31 BIBLIOGRAPHY Armstrong, T.F. (1990). Choosing automated library system: A planning guide, Chicago: ALA. Bosket, J.G. (1983). Future prospects of library automation: library tends, U.K.: Van nostraud; P.417. Dilroshan, T.L. Chrishantha (1998). Identification of problems faced by university libraries in the process of automation: with special reference to the libraries of Moratuwa and Colombo Universities. Sri Lanka Journal of Librarianship and Information Management vol. 1, no.2. pp 82 Fatoki, O. (2004). Library automation in Nigeria: The Kenneth Dike library experience. Lagos Journal of Library and Information Science, LAJLIS 2(2). http://www.librijournal.org/pdf/2000-4pp280-289,pdf.libri2000,vol.50pp.280-289 Http:// www. unllib.unl.edu/LPP/nok.htm Kombo, D.K & Tromp, D.L.A. (2011). Proposal and Thesis writing: an Introduction, Nairobi: paulines publications Africa. Malik, Khalid Mahmood (1995). Status of library automation in Pakistan. PLBXXVI (1). pp.2425 Nok, Grace (2006) The Challenges of Computerizing a University Library in Nigeria: The Case of Kashim Ibrahim Library, Ahmadu Bello University, and Zaria. Library Philosophy and Practice (e-journal), vol.2 No.8 pp.6-8 Nok, G. (2006). The challenges of computerizing a university library in Nigeria: The Kashim Ibrahim library, Ahamadu Bello University, Zaria. Library Philosophy and Practice 8(2) Available: http://unllib.unl.edu/LPP/nok.htm. 32 APPENDIX 1 QUESTIONNAIRE Faculty of Information Science and Technology Department of Library and Information Science, Kisii University College. I am an undergraduate student at Kisii University College undertaking a bachelor’s degree course in Library and Information Science. I am carrying out a research on the status and challenges of library automation in academic libraries: case study of JKUAT. The aim of the study is to investigate the status and specific challenges of automation facing JKUAT University Library. This study has been influenced by the fact that most University Libraries are not fully or are partially automated. The information you provide will be used exclusively for academic purposes and shall be treated as strictly confidential. Signature……………………………… 33 The status and challenges of library automation: a case study of JKUAT Library. Kindly complete all questions in all the sections of the questionnaire. Whenever possible, instructions are provided on how to answer each question. Please use the tick mark (√) for the closed-ended questions. All information provided will be treated with absolute confidentiality. GENERAL INFORMATION 1) Name (optional) …………………………………………………………………… 2) Position / Designation …………………………………………………………….. 3) Name of university ………………………………………………………………... 4) Address ……………………………………………………………………………. 5) Education Background (please tick appropriately) Certificate Diploma Degree Masters PhD Others specify …………………………………………………………………………………… …………………………………………………………………………………………………… …………………………………………………………………………………………………… 34 PART: A. Status of automation 1. What is the status of library automation? i. partial ii Fully iii Non of above List the areas that are automated? i. Circulation ii. Catalogue iii. Specify others if any iv. ........................................ v. ........................................ vi. ........................................ 3. What type of software is in use in the library? 2. i) TINLIB ii) KOHA Please state the preference for the choice of the software? ……………………………………………………………………………………………………… ……………………………………………………………………………………………………… ……………………………………………………………………………… 5. What type of databases are available in the library? 4. i. ii. iii. iv. AGRIS, CAB Abstracts, TEAL A, All the above PART: B. Automation policy 6. Does the library have a policy governing automation process? Yes No if yes, is the policy effective?. Yes 7. No Who managers the automation process? i. University librarian ii. System Librarian iii. ICT department iv. Others specify v. ........................................... vi. ........................................... 35 8. Who is behind the installation and configuration of the system software. i. The systems librarian ii. A contracted firm. iii. ICT department 9. Number of staff involved in the automation process i. ICT librarian’s only ii. whole staff iii. Non of the above iv. All the above 10. A). Are the staff in the system unit newly recruited or trained from the existing staff? i). Trained from the existing staff ii). Recruited iii). All the above B). If trained from the existing staff, (i).What mode of training was used? ...…………………………………………………………………………………………… ……………………………………………………………………………………………… ……………………………………………………………………… (ii). Who provided the training ? ……………………………………………………………………………………………… ……………………………………………………………………………………………… ……………………………………………………………………… (iii). How can one proof that this people have adequate knowledge to handle the system? ……………………………………………………………………………………………… ……………………………………………………………………………………………… ……………………………………………………………………………………………… ……………………………………………………………… 36 PART: C. Challenges facing automation in the library 11. Please state the pertinent problems being faced in the automation project implementation. i. ii. iii. iv. v. vi. vii. Hardware breakdown, Yes No , if yes how would you solve it?. ……………………………………………………………………………………………… ……………………………………………………………………………............................ ................................................................................................................................................ ............................................................................................... Software problems, Yes No , if yes how do you solve it?. ……………………………………………………………………………………………… ………………………………………………………………………………........................ ................................................................................................................................................ ................................................................................................................................................ .................................................................................... Unreliable power supply, Yes No , if yes how do you solve it?. ……………………………………………………………………………………………… ………………………………………………………………………………........................ ................................................................................................................................................ ............................................................................................... Inadequate funding, Yes No , if yes how do you solve it?. ……………………………………………………………………………………………… ………………………………………………………………………………........................ ................................................................................................................................................ ................................................................................................ Staff training deficiency, Yes No , if yes how do you solve it?. ……………………………………………………………………………………………… ………………………………………………………………………………........................ ................................................................................................................................................ ................................................................................................ Internet , Yes No , if yes how do you solve it?. ……………………………………………………………………………………………… ………………………………………………………………………………........................ ................................................................................................................................................ ................................................................................................................................................ ................................................................................... If any other challenges please specify? .............................................................. .............................................................. .............................................................. .............................................................. .............................................................. 12. ............................................................. ............................................................. ............................................................. .............................................................. .............................................................. A). What are the reactions of the users towards the system? ................................................................................................................................................ ................................................................................................................................................ 37 B). If encouraging what features needs to be improved and added to the system? “Please indicate in point form” ............................................................................ ............................................................................ ............................................................................ ............................................................................ ............................................................................ ............................................................................. ............................................................................. 13. In your own opinion what areas would you like to be improved for the benefit of others? “Please indicate in point form” ............................................................................................................................................................. ............................................................................................................................................................. ............................................................................................................................................................. ............................................................................................................................................................. ............................................................................................................................................................. ............................................................................................................................................................. ............................................................................................................................................................. ..................................................... 14. From your observation when are services convenient to you ? i) ii) iii) iv) when using manual When using automated system Non of the above all the above others specify .......................................................................................................................................................................... .......................................................................................................................................................................... .......................................................................................................................................................................... .................................................................................................................. Thank you in advance. 38
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