It is unrealistic and false to pretend or insinuate that the project progressed smoothly and without any problems. Problems did occur, especially in terms of time- management and quality, and corrective action was called for. To insinuate that the success of the project was based solely on the efforts of the CSIRIS project team would also create the wrong impression. The cooperation and support of colleagues and stakeholders contributed greatly towards its success. This emphasizes the important role that external parties can play in the development of any project.
Knowledge sharing proved to be extremely valuable.
The success of the project can also be attributed to the [accidental] timing of the project. The time was right, as attitudes and perceptions are slowly changing. The decision to make use of interns to populate the repository proved to be wise, although this originally met with some resistance. Not only were the interns able to dedicate their time and attention to developing the project, they were also eager to develop their personal skills. This led to a “win-win” situation, as the team was able
to populate the repository in record time. In addition, the interns’ hard work and dedication enabled the team to start with the second phase much sooner than anticipated.
The statistics proved to be very satisfying. By being able to show the usage of the repository, some of the remaining reservations are being eradicated. Authors realize that they have an important role in the success of the repository and are starting to become pro-active by ensuring that their information is reflected in the repository. A benefit not originally anticipated relates to the use of the statistics in negotiation for additional research funding. Although detailed records of expenditure were not kept (other than of the salaries of the interns and the purchase of the file server), no unexpected expenditure occurred.
This project also emphasized the fact that Informatics play a crucial element in other subject fields such as, in this instance, Information Sciences. To provide a good information service, an excellent information system is required. The two areas share the same passion for sharing information and only through combination of their individual areas of expertise will it be possible to develop an excellent information system. To do so, the two groups will have to continue to work together and to share their knowledge, insights and ideas. Through the willingness of all concerned to listen to colleagues and identification of existing best practices, the project proved to be a success.
The next chapter discusses the results, feedback and discussions that the CSIRIS project team recorded. Information provided in Chapter 4 will help to place some of the statements made in Chapter 3 in context. However, it is pointed out that the project is still in its early stages and that and only time will tell if the current optimism is justified.
4 RESULTS AND DISCUSSION
As part of the marketing process, a series of road shows was held to introduce the repository to CSIR personnel. These road shoes proved to be valuable for monitoring existing perceptions promoting a move away from impersonal statistics. Several issues kept on surfacing was and were dealt with during the presentations, namely copyright, intellectual property right issues and client confidentiality. The concerns raised by the individuals proved that previous assumptions that these two issues would present a major challenge were correct. The planned implementation of a formal workflow process helped to alleviate most of the concerns. Although all possible precautions are taken to prevent a contravention of the two issues, end- users still need to be convinced that their interests will be protected.
As some authors have already made use of the system, they gave valuable feedback based on their perceptions of the repository. Most of the comments confirmed existing perceptions, especially in terms of the statistics. An interesting comment was made during one presentation, namely that the speaker was using the repository as a marketing tool. The repository enabled him to negotiate successfully for an increase in research funding. The request for a better individual item usage-listing format was raised at most of the meetings. This confirms the opinion of the development team that the present format is inadequate. Another concern was that not all the historical information was included from the beginning. It was necessary to convince the authors that this would be done in a timely manner. Authors were also informed that any errors would be rectified and that any omissions would be monitored against the TOdB system. It is important that authors realise that the ultimate responsibility still rests with them.
The implementation of the repository proved to be well timed and very successful.
Although some problems and delays were experienced, the project generally went according to plan. Some unexpected crises regarding the availability of staff were absorbed without causing any major problems or delays. This is mostly due to the trial period offered by UP/AIS and the lessons and advice from which the CSIR was able to draw.
The launch of the repository also led to some unexpected events. As the team leader’s contact details were displayed on the repository, she started to receive calls from users interested in additional research. Currently there is no structure or
process in place to handle such request/queries. This issue will have to be addressed as soon as possible.