The evaluation, which was funded by the United Nations Population Fund (UNFPA), reviewed the project entitled "Improved Processing, Management, Communication and Dissemination of Population Data and Information" (1992-1995), with some reference also to work done previously to 1990.
This issue contains a brief summary of Part 2 of the report by Professor James G. Williams of the University of Pittsburgh in the United States.
The information expert recognized that, in view of the large geographical area and highly diverse cultural and socio-economic systems characterizing the countries and areas comprising membership in Asia-Pacific POPIN, there are understandably wide differences in the levels of development among Network members in a number of areas.
Professor Williams stated that Asia-Pacific POPIN has examples of outstanding successes as well as some less successful ventures, with the former greatly outnumbering the latter. The outstanding successes are exemplary models of how the Asia-Pacific POPIN concepts and implementation strategies can produce highly useful services and products that have an impact on population-related policies and decision making, he said.
Prof. Williams added that the ESCAP information projects have created an awareness of population issues and laid a foundation for countries to organize their resources for dealing with population information as it relates to social and economic development.
After providing an assessment of the current status of the use of information technology among Asia-Pacific POPIN members, Prof. Williams provided highly detailed information on the following aspects of members' operations: hardware and operating system platforms; printers; page scanning and OCR; local area networks (LANs); wide area networks (WANs); application software technologies, including word processing, electronic publishing, spreadsheets, relational databases, graphics software, statistical packages, bibliographical storage and retrieval, scanning and OCR capabilities, geographical information systems (GIS), multimedia, WWW servers, browsers, bulletin boards and e-mail, and publication systems; and human resources for technology utilization.
Prof. Williams also provided a summary of technology utilization in all the centres he visited (China, Indonesia and Thailand). Based on the assessments, he prepared the following "Recommendations for Information Technology Utilization".
1. Information architecture
It is recommended that every POPIN country develop an information architecture as a blueprint for guiding its future decisions in creating, processing, accessing, disseminating, archiving and destroying information and information services and that these country architectures be utilized to build an information architecture for Asia-Pacific POPIN.
An information architecture is a general blueprint for building an information system that will not only serve the POPIN members' home country but also will ensure the possibility of their being able to share information resources with other POPIN members.
An information architecture defines a set of objectives and the basic principles to be followed in designing information system components, a description of each component of the information system and what standards will be followed, and how the components will interact. The architecture for Asia-Pacific POPIN must be a generalized version of the specific country POPINs and will need to be based on international standards.
2. Computer networking
It is recommended that ESCAP support the establishment of computer networking for Asia-Pacific POPIN beginning with local area networks (LANs) at the in-country centres and extending to a wide area network (WAN) for the entire Asia-Pacific POPIN. In addition, Asia-Pacific POPIN should develop a sub-regional network design architecture.
The benefits of a telecommunications computer network have been demonstrated in many other sectors as the most efficient and effective means of sharing valuable resources such as information, human expertise and technical capabilities. Such networks provide the capability to distribute such resources but make it appear to the users as a single, integrated information and communication system.
To enable Asia-Pacific POPIN to conceptually shrink its large geographical area and virtually eliminate time and space constraints in sharing resources and communicating effectively with each other, an architecture as described below should be developed.
Each POPIN national centre should build a LAN even if it is quite small at the beginning. This will provide experience in LAN implementation, operation and management. This will also put in their hands the software necessary for a number of network functions. All of these factors will not only provide immediate practical benefits for the centres but will also place them in a position to take advantage of the computer networking that is sure to arrive in the near future and will provide them with access to the information resources of their country, the region and the world. In addition, a LAN server will provide efficiencies in terms of future communication costs at all levels since a single connection can be used for wide-area networking instead of one for each PC which is necessary without a server.
Asia-Pacific POPIN must adopt a set of networking standards that will ensure the portability and scalability of a LAN implementation from one POPIN centre to another in a more-or-less "cookbook" manner. Having such standards will provide the capability of having a standard installation, operation and management guide for all POPIN centres in Asia-Pacific POPIN. Thus, if one or a few centres develops the expertise for local area networking, standards will permit using that expertise at all the other POPIN sites.
The implementation of a LAN at each national centre will not only provide an environment in which resources are truly shared via information technology but offers an opportunity to gain experience in using e-mail, file transfer, manage a WWW server, create WWW home pages and learn HTML, utilize a hypertext multi-media approach to integrating bibliographic, full text, numeric, video, graphic and image information. When an Internet connection becomes available, browsing the WWW will be no different than browsing their own WWW server.
After the establishment of LANs in the national POPIN centres, a country-wide network can be built using a variety of technologies that meet cost/effectiveness criteria. The country centre may act as a gateway for an in-country network or simply a nearest node relay for such a network.
It is recommended that the POPIN centres all "piggyback" on already established country-wide networks where possible (that is if they have extra bandwidth or want to share resources).
The concept of developing regional networks is compatible with the nature of Asia-Pacific POPIN in that the geography and culture of the large area covered by Asia-Pacific POPIN is conducive to regional networks that will not only reduce the cost of networking but will let those countries with close cultural, social, political and economic relationships work effectively and efficiently. A number of approaches were described by Prof. Williams.
3. Multimedia development
It is recommended that Asia-Pacific POPIN develop multimedia products for TCDC and training programmes where human-to-human interaction is not essential.
Multimedia technology has not only become technically feasible but economically feasible as well. This technology can be utilized to reduce the costs associated with travel for TCDC and training.
The TCDC productions would be done partly by the Asian-Pacific POPIN countries and partly by the secretariat or ESCAP sub-contractors (which could be one of the POPIN centres with the appropriate expertise).
A series of multimedia training productions could be produced which are substitutes for training workshops. These productions may be in the form of a course or a case study. In addition, a multimedia presentation on some aspect of family planning, for example, its impact, importance and fundamentals could be done for all country field workers with the country's language used as a "voice over" for the presentation. Also, this could utilize national "influence leaders" in advocating various approaches.
4. CD-ROM publishing
It is recommended that POPIN publications, in the form of full text databases and statistical information along with retrieval and viewing software, be produced on CD-ROM and distributed using CD-ROM media in order to achieve cost effectiveness for both publishing and distribution without the associated cost of paper and printing and the ability to manipulate the information on low-cost desktop devices.
CD-ROM technology has matured to the point where it is economically feasible to self-publish on CD-ROM media using the new CD-R (recordable compact disc) devices which permit creation of CD-ROMs from a PC's electronic publishing or word processing software. Since more and more published materials are available only on CD-ROM, the ability to read this medium is becoming a necessity. The ability to take advantage of the large storage capacity of CD-ROM storage technology (600 Mbytes to 1.2 Gbytes), such that one CD-ROM can contain an archive of all the POPIN-related publications with access via desktop technologies, will provide a valuable service to the POPIN centres. This technology permits multimedia publications as well as instructional packages to be stored on the same media.
5. Integrated information systems
It is recommended that information systems and applications of the future integrate bibliographic, full text, numeric and geographic information such that a user of these systems and applications can access, select and process all the needed information related to his/her specific task without having to manually identify, access, acquire and integrate such information from various sources.
The POPIN centres have concentrated their efforts over the last several years on developing computer-based bibliographic information systems with at least one centre (CPIRC) experimenting with full text for laws and regulations concerning family planning and several others are planning for some geographical information services. Family planning programmes, projects, activities, policies, and decision making require more than bibliographic information -- they require a combination of information services ranging from publications, on-line access and batch reporting which integrates these various types of information sources. Because the computerized information systems do not provide integrated services of the type needed, excessive amounts of time are consumed in manually combining the different types of information into packages that are useful to decision makers, researchers, field workers and policy experts. It should be possible for a user of these information systems to easily start with data of any type from any source and link to any related information of any type. Other systems such as the World Health Organization's HELLIS (Health, Literature, Library and Information System), and ESCAP's WINAP (Women's Information Network) and TIS (Trade Information System) etc., should be contacted and invited to participate in offering an integrated information services network for the Asia-Pacific region.
6. Evaluation (monitoring, analysis and feedback system)
It is recommended that every POPIN in-country network establish a built-in, continuous monitoring, evaluation and feedback programme similar to the one adopted by the Indonesian POPIN.
An evaluation of information and communication related activities, services and products provided by the POPIN centres should be part of the daily responsibilities and activities of every centre. The implementation and execution of a monitoring, analysis and feedback system, the basic data to be collected, points to be evaluated and feedback presentation can be more-or-less standardized for in-country and cross-country comparisons. Indonesia represents a good starting point as a model for such a system but more emphasis is required on information-related activities, services and products.
7. Coordination and cooperation (in-country)
It is recommended that the POPIN national centres actively seek cooperative and coordinated information technology and telecommunication network initiatives with other in-country agencies which have or are planning such initiatives in order to provide an integrated set of information services utilizing shared resources.
An integrated set of information and communication services should be the goal of a network wherein the users of different services cannot differentiate who is the provider but simply know that the service is provided in an efficient and effective manner. Thus, POPIN information and communication services should be integrated with services such as public health, medicine, agriculture, education, environment, police, fire, military, safety, labour, census and so forth. The integration of such services will eliminate duplication of effort and provide more resources for increasing the quality of such services. The real benefit will be in the development of integrated information systems.
8. Standards
It is recommended that Asia-Pacific POPIN establish and adopt a set of standards that will provide for the sharing of resources, inter-operability and portability of information technology, information and expertise among POPIN members and the rest of the world.
A network can only be successful if there is a set of standards for all of its activities, products and services. The POPIN members should adopt relevant standards so that they can share products so as databases (numeric, text, image and graphic), digitized maps, bibliographic records, computer programs, multimedia productions, images, graphics and electronic documents as well as human expertise such as indexers, catalogers, programmers, network administrators, editors, electronic publishers, demographers, librarians, cartographers, statisticians etc. Thus, POPIN should adopt international standards whenever they are available. The use of such standards will not only prolong the useful life of POPIN systems and products but will eliminate many of the problems of sharing information, inter-operability across systems and portability.
9. Consolidated information products and services
It is recommended that POPIN develop methods and information products and services that are a consolidation of all POPIN centres similar to the POPIN Resource Directory.
Each of the POPIN centres has developed, maintained and disseminated information products in the form of directories, bibliographies, abstracts, information sources etc., and services such as SDI, current awareness etc. But the only union or consolidated information product made available for all POPIN members is a resource directory for each POPIN country which has been valuable to all the POPIN centres. Other such consolidated products and services should be developed so that they can be made available in electronic form such as CD-ROM and eventually made available on-line over the POPIN computer network using the World Wide Web (WWW) or other facilities. This will provide the type of sharing of information resources and services that only a network can provide. Making the bibliographic (Union Catalog), full text, numeric and geographic data available for all members should be a POPIN goal. This will require overcoming some problems of language and language representation that does not affect such developments in many western countries. But this is where a set of standards becomes critical as well as the support for countries to implement the standards for shared products and services.
10. Shared exchange and information acquisition programme
It is recommended that POPIN members each assume the responsibility for developing an exchange programme or information acquisition for designated institutions in specific countries or specific WWW sites for building their collections and databases.
Much of the information that is most useful to POPIN centres and their users is that which is most current. Likewise, the researchers and policy makers need information about new and innovative ideas and techniques related to reproductive health and other population-related issues. Much of this information is generated by organizations and institutions outside the POPIN countries such as United Nations bodies including ESCAP, universities, research organizations and government agencies.
In order for this information to be made available to the POPIN centres, it is possible to acquire it via exchange agreements or simply getting on a mailing list. Each POPIN centre should be responsible for a set of potential sources of such information whether it be via mailing from such sources or the monitoring of WWW sites which store such information. Each centre would be responsible for selecting information relevant to the all the POPIN members, putting it into electronic form via ISIS and distributing it to other POPIN country centres as well as their own in-country centres. This would ensure not only a well coordinated acquisition of such information but also its dissemination to all the POPIN members without duplication of effort across the centres. In addition, this would distribute the workload of processing the information across POPIN centres and help to build better collections of information.
11. Marketing and public relations
It is recommended that POPIN centres be trained in effective methods of marketing their information services and the benefits of effective public relations to increase the usage of their information centres, services and products.
Although the POPIN centres provide a valuable service for their users, the number of users could be increased by developing some better marketing techniques and public relations approaches. This includes everything from signs, brochures, newspaper advertisements, physical appearance of facilities, location of information resources in the centres, mailings of available services to potential users, formats for publications, training sessions for users, current awareness services, bulletin boards, flexible borrowing privileges, inter-library loans etc. The value of information is increased with its use and the centres should strive to ensure as wide a usage as possible. The POPIN centres should be the first place individuals should think of when it comes to information services about family planning and population information.
12. Translation
It is recommended that POPIN centres be supported in their attempts to make information useful to a wide array of users by translating some foreign language information into the native language(s) of the country in a cost effective manner. The use of information technology to accomplish such translations should be investigated.
One of the difficult issues related to information usage and dissemination is the fact that much of the useful information is in a language that cannot be read by potential users in a specific country. This problem becomes increasingly worse the farther removed the user is from the national centre, an academic environment or a research environment where many individuals can read more than one language, especially English which is the language most widely used for publications by many information sources. It is recommended that several centres working on the use of computers for multilingual translation be contacted for possible use of their software to be used for translation purposes.
It is recommended that national centres that have developed expertise in specific areas provide technical assistance to other POPIN members as a mechanism to increase the technical assistance support function.
The ESCAP Population Information and Communication Section has a minimal staff who support a very large geographical region of the world with a large and growing number of POPIN members. As the need for technical assistance continues to grow, it will become impossible for this staff to respond directly to all the requests for technical assistance in addition to their heavy workload of duties at the Bangkok headquarters. This was pointed out by the China as well as the Indonesia country centres who felt that they had developed expertise which they were willing to utilize to help other POPIN members. The sharing of technical assistance by the POPIN members demonstrates the true value of a network. The assistance may not necessarily mean that individuals need to travel to POPIN sites. The assistance may be in the form of sharing documentation of methods, computer programs, training materials or preparing such assistance using information technologies such as video tape, CD-ROM, computer assisted instruction, computer based training or a telephone conference call. The establishment of a telecommunications network would provide a technological basis that would support such technical assistance by POPIN members. It may be useful for each POPIN member to take responsibility for one or more areas of technical assistance in which they would develop the necessary expertise and associated technical information required to provide the needed technical assistance. They will need some support for such activities and guidance from the staff at ESCAP for developing such expertise and related information products and services.
14. Self-help using in-country resources
It is recommended that POPIN centres foster relationships with educational institutions within their country so that faculty and students from relevant academic programmes become actively involved in POPIN centre activities as a means of increasing the resources available for meeting their goals.
Those POPIN centres located in cities with academic institutions or training institutes should investigate the potential of developing relationships with faculties, schools and departments whose area of expertise is related to family planning and population. The faculty and students in these organizations should be encouraged to work with the POPIN centres as a means of cooperatively furthering their goals. Students could be offered internships, practicums, research opportunities etc. at the POPIN centres in return for performing useful work for the centres.
15. Data dictionary/directory
It is recommended that Asia- Pacific POPIN develop a Data Dictionary/Directory which standardizes all names of databases, files, data elements, publications, terminology, geographical names etc. and indicates the location of where data and information exists or is produced in each POPIN country in order to be able to share and access such information in a networked environment.
In order to share information resources, it must be possible to identify information items or attributes by a standard name known or made available to all potential users of a networked information system. The resource directory produced by the Asia-Pacific POPIN provides an excellent staring point for such a Data Dictionary/Directory. By expanding the scope and specificity of this information product, standardizing its terminology and format and making it a searchable electronic database, it can be transformed into a Data Dictionary/Directory useful for a wide array of purposes and audiences.
16. Publishing and publication systems
It is recommended that publishing and publication systems whether in electronic or paper forms remain a priority for POPIN since this is a powerful, flexible, and easy-to-use medium of communication and dissemination.
The "art" and "science" of producing publications in the pure sense or as a repackaging of information is still in its infancy in the POPIN centres but represents a major effort by the centres and has proven to be an effective tool in their information services and products offerings. They utilize the ESCAP secretariat's publications as an important part of their information services and they also utilize the ESCAP publications as models for their own publishing efforts. The training they have received from ESCAP personnel has been instrumental in helping them produce their own publications. POPIN should produce guidelines, help, standards, templates and models of various types of publications designed for different purposes and audiences. A prototype publication system utilizing various mixes of technologies for different types of publications should be provided for the POPIN centres as well as a continued series of training activities either via face-to-face workshops or via the use of computer-aided instruction.