Community Information Resource Centers

1. General Reference

   Name of NGO: Madad Azerbaijan (MADAD)
   Project Title: Community Information Resource Centers in Regional Public libraries
   Primary Donor: Open Society Institute Assistance Foundation (OSI-AF) - Azerbaijan
   Secondary Donor: Global Catalysts Foundation (GCF)
   Reporting Period: December 25, 2002 - September 30, 2003
   
   

2. Summary of Project Status

   In December 2001 MADAD in collaboration with OSI-AF - Azerbaijan and GCF initiated the development of Community Information Resource Centers (CIRCs) in eight (8) regional Public Libraries of Azerbaijan: Ahmedli (Baku), Ali Bayramli, Barda, Ganja, Guba, Lenkaran, Shamakha, and Sheki.

   The broad goal of the project is to provide increased access to a wider array of information to the population in the regions of Azerbaijan through CIRCs established throughout the country. By providing access to the Internet, to information, and to communications, the CIRCs will facilitate and encourage Azeris living in the regions to participate in global arenas of governance and business.

   Objectives:

   • To provide access to the Internet/e-mail
   • To provide access to periodicals (newspapers, journals) and books.
   • To train librarians and system administrators by introducing new technologies
   • To open Computer Education Centers (CECs) that will provide training with the following specific objectives:
     • To deliver and sustain hands-on training on multiple levels (introductory through advanced) for computer and Internet use, business application technology, web page design, typing classes, data server and hosting set-up, etc;
     • To provide orientation courses and outreach sessions for women and teenage girls that would not normally be included in standard business training, due to conflicting cultural values of rural settings (i.e., restrictive homes and traditional societal norms and gender roles).
   • Organize English Language training courses at the CIRCs.
   • The CIRC will aid local NGOs and government entities in capacity building programs and training seminars on the uses of computers and the Internet in forming, managing, and expanding organizations and for running effective business systems for current managers.

   To date, MADAD has completed renovation (including installation of metal doors and bars) of all 6 CIRCs and arranged for separate secure premises for generators in these libraries. All necessary equipment (generators, voltage stabilizers, air conditioners, computers, printers, copy machines and etc.) has been purchased with OSI and GCF funding, delivered to and installed at 6 CIRCs: Ahmedli, Barda, Guba, Lenkoran, Shamahi, and Sheki. MADAD purchased new telephone lines for each of the above mentioned CIRCs and arranged for temporary Internet connections through dial up.
   
   

3. Details of Project Activities
   1. Project Implementation

      Needs Assessment
      

      Barda CIRC prior to project implementation

      In January MADAD has completed assessment of all CIRCs and selected a room for Computer Educational Centers (CEC) at each CIRC jointly with each Library management. The common problems MADAD's team faced in many libraries are the absence of stable power supply and poor condition of the telephone lines. The following check list have been used to assess infrastractural conditions of the libraries:

      • availability of space,
      • condition of rooms,
      • security measures,
      • communication infrastructure in the region,
      • electrical supply of the libraries.

      Renovation and Equipment installation
      MADAD had renovated the room selected for CECs at each CIRCs in all 6 Public Libraries: Ahmedli, Barda, Guba, Lenkoran, Shamaha, and Sheki. To provide security for the equipment to be laced at CECs all the rooms were equipped with metal doors and bars. In addition, secure premises with adequate ventilation were arranged for generators and voltage stabilizers in the library buildings.

      MADAD contracted two private electricians to install all network and electrical cabling in the CECs and connect generators and voltage stabilizers. As a result of voltage stabilization works and provision of generators all 6 CIRCs mentioned above is now supplied with a stable flow of electricity 24 hours a day.

      All equipment purchased by OSI under this project (generators, computers, printers, copy machines) as well as equipment purchased by MADAD with GCF support (voltage stabilizers, split air conditioners) have been set up at each of the six CIRCs.

      Library management and newly hired CIRC System Administrators have been briefed on the equipment and appropriate utilization of this equipment. Later MADAD decided to transfer one air conditioner from Sheki CIRC to Ali Bayramli since the library rooms in Sheki are cool enough in summer and don't need any air conditioning. Instead the Sheki CIRC will be supplied with safe electrical heater (oil radiator) to be used in winter time.

      Internet Access and Communication infrastructure
      

      Barda CIRC connected to the Internet

      Currently only two CIRCs, located in Ali Bayramli and Ganja have 24-hour Internet connections through assigned lines. Other CIRCs are connected through dial up with either "Azeronline" unlimited access packages (Ahmedli and Guba) or "Bakinternet's" 100-hours duaration cards (Barda, Shamaha, and Sheki) since "Bakinternet" still can not issue unlimited packages for the regions. MADAD plans to connect the Lenkoran CIRC through "Bakinternet" as well in early October.
      

      Implemented trainings
      

      1. Trainings for Library staff:
         In early 2002 the staff of Akhundov National Library jointly with the US embassy International Resource Training Center for Librarians (IRTCL) provided initial trainings for the librarians of the selected Public Libraries on the following topics:
         • Intellectual Freedom
         • Library Management
         • Library Fund-raising
         • International Library Cooperation
         • Cataloging and Catalogue
         • Conservation and Preservation of Library Funds
         • Library Legislation
         • Cataloging and Classification

         In addition each Public Library nominated two staff members to attend Computer/Internet training course at IRTCL's training center in Baku. The first part of the training was completed by August 2002. In order for library staff to get aquatinted with the recently received equipment, Akhundov library planed to conduct the second part of the training at each CIRC separately starting from September 2002. To date, these trainings have been completed at Ahmendli CIRC.
         
         

      2. Computer trainings for community representatives:
         

         Training for computer representatives

         Ali Bayramli CIRC is the only one that started training sessions for community representatives from November 2001 since they had an opportunity of getting the Internet connection before other libraries. Up to day about 700 local and refugee students of high school and university age passed 3-day introduction course on Windows free of charge. Over 150 are still continuing their computer education, studying Word, Excel, Power Point and etc. Recently similar courses were initiated at Ahmedli CIRC as well at Ali Bayramli CIRC.
         

      Collaboration with other NGOs
      Ali Bayramli CIRC was mainly supported by the Internet Access Training Program (IATP) of the US based non-governmental organization IREX. Due to poor condition of furniture in the reading room of Ali Bayramli CIRC MADAD has purchased and delivered new desks and chairs to the center from its cost share to the CIRC project.

      In addition technical part of Ganja CIRC project was sub-granted by OSI to a national NGO "Bilik". MADAD provides initial annual salary of the System Administrator selected by "Bilik" for Ganja CIRC as well as some portion of the accountant's salary from its cost share to CIRC project.
      
      

   2. Monitoring
      1. Internal monitoring activities
         Permanent an on-going basis monitoring throughout the life of the project is implemented by the Project Coordinator, which is an integral part of the project cycle.
         MADAD will be also monitoring the progress of trainees following course completion to evaluate the success rate of admittance to tertiary and technical education programs.
      2. External monitoring activities
         OSI management team members had taken series of field trips, visiting CIRCs in different regions with monitoring purposes.
      
      
   3. Administrative Activities
      The project envisages using current library staff - most libraries are overstaffed, so if the library staff is actually interested in providing services for their community, they should be able to participate in the project at no extra cost. However each CIRC needs a System Administrator to manage the Computer Educational Center and Internet access. To that end advertisements have been placed in respective regional newspapers to recruit the System Administrators for each CIRC. In each district about 4-8 candidates applied to the position.

      MADAD jointly with OSI and Library management had set up a review panel, which have already interviewed and selected System Administrators at all 6 CIRCs: Ahmedli, Barda, Guba, Lenkoran, Shamaha, and Sheki. The System Administrator for Ali Bayramli CIRC was hired by IRAX/IATP. In Ganja RI/MADAD had employed the System Administrator who had previously worked in a similar project with "Bilik" NGO.
      
      

   4. Significant Field Trips and Meetings
      Before initiating works at CIRCs MADAD's staff has met with local authorities to inform them on the CIRC project's content and ask for any assistance that could be provided by the local authorities (in this case, ExComs, Municipalities and local Culture departments). The following results were achieved at each district:
      • Ahmedli: MADAD has met with a deputy ExCom of Khatai district where the Ahmedli Public Library is located and Baku Culture department. Unfortunately both entities have promised to help with the general renovation of the Library but no action has been noticed to date.
      • Ali Bayramli: Local ExCom had paid for refurbishment of the reading room and entrance to the CIRC.
      • Barda: Local Culture department paid $200 for renovation of the stairwell and small corridor that leads to CEC room.
      • Sheki: Local ExCom has promised to bring a new electrical line to CIRC that has more stable power in the region in comparison with other lines. Unfortunately this has not been implemented yet.
      • Guba: Local ExCom has promised to provide stable electrical supply and new telephone line for the CIRC by the end of October.
   
   
4. Challenges/Successes

   Challenges
   The main challenge faced by the project has been the delay in receiving equipment purchased by OSI from R.I.S.K. company. Due to poor quality and unsuitable design MADAD had to reject the furniture supplied by R.I.S.K. MADAD has received the second supply of better quality furniture only in June. In addition supply of equipment purchased by OSI (computers, servers, UPSes, and others) from R.I.S.K. was also delayed for almost 2-3 months. Therefore many objectives were accomplished only in July-September and by the end of September MADAD had almost all CIRCs renovated, with cabling installed, and equipment connected.

   Due to the reasons mentioned above the actual activities (computer courses and use of Internet hours) at CIRCs had started only by the end of September 2002. Therefore MADAD have just started paying all System Administrators' salaries as well as running expenses of CIRCs. For that reason MADAD will have to apply to OSI for extension of the project duration till September 30, 2003.

   Sustainability
   During visits to the selected libraries MADAD staff have organized meetings with every library's management in order to explain how the CIRCs should achieve financial and human resource sustainability and become self-funded within a four-year period and fully managed by the library administration. Since implementation of fee-for-services mechanism is the key element in achieving financial sustainability MADAD will initiated this system from early 2003 so that it will be monitored by MADAD at least through September 2003 and necessary recommendations will be made to the Libraries' management.

   Once all CIRCs will be functioning and have system administrators trained MADAD plans to assist the Library management in applying for small grants to create central web page for each CIRC with the list of useful links to Educational Resources, Legal Resources, language studies, etc. This has already been done by MADAD for Ganja CIRC with a small grant received last year from IREX/IATP. The web pages should serve as a tool for communities in the regions to become oriented with the Internet.
   
   

5. Consultants' Activities

   During August - October 2002, Mr. Elkhan Balamirzayev - IT consultant (Elkhan Balamirzayev) was contracted by MADAD to download software packages at six CIRCs (except for those in Ali Bayramli and Ganja), to tune all network connections and download Internet connection packages. The consultant had provided one-day training for each System Administrator on basic use of equipment and software installed.
   
   

6. Planned Activities
   1. Lenkoran CIRC to be connected to the Internet through Bakinternet in early October.
   2. Training course for the newly hired System Administrators at OSI's training center in Baku:
      The training session plans development of curriculum and design of computer education courses for the public in each region so that the administrators can then train users in their communities. The curriculum will focus on the development of practical skills in the use of popular software and hardware and also the use of the Internet for educational and information access purposes. OSI and MADAD are planning to conduct this one-week training in October 2002.
   3. Computer/Internet training for Library staff by Akhundov library:
      In October - December 2002 Akhundov State Library plans to conduct the second part of the Computer/Internet training course to acquaint the library staff with the recently received equipment, at each Barda, Ganja, Guba, Lenkoran, Sheki, Shamaha CIRCs.
   4. Replacement of temporary dial-up Internet connections in six CIRCs with assigned lines:
      This hopefully will be done in collaboration with a National Information Communication Technology Strategy (NICTS) project in the early 2003.
   
   
7. Achievements

   As a first achievement of the project, all CIRCs have been renovated, supplied with the equipment, with electrical and network cabling installed, software installed and connected to the Internet (except Lenkaran). Ahmedli, Guba, Barda, Sheki, and Shamakha CIRCs each have started implementation of training sessions for two pilot groups of users organized among Community members and library staff.