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Annex 1

AUNILO STRATEGIC PLANNING MEETING 2015

PERFORMANCE REPORT

Since AUNILO initiation in the year 2003, it has been organizing its annual meeting and planned activities among the member countries and

accomplished series of initiatives to boost online resource sharing among AUN members. In the 10th AUNILO Meeting in April 2014, the Member

Universities have decided to hold a Strategic Planning Meeting to come out with an action plan that would help in enhancing the visibility of

AUNILO. The objectives of the meeting is to discuss the relevance, dynamics and directions of AUNILO and to prepare a blue print which could

help in securing the funding for a more efficient management of AUNILO activities in the years to come.

AUNILO Strategic Framework

A. Core Strategic Area 1: Capacity Building

B. Core Strategic Area 2: Information and Resource Sharing

C. Supporting Strategic Area: Strengthening of AUNILO and Sub-Committee Mechanism

No. Program /Plan Objectives Output Outcomes Performance Indicators

1. Group 1: Training the Trainers Workshop

To support the AUNILO objective of promoting competent human resource development.

To conduct regular training for AUNILO members.

To maximize the workshop’s

1 workshop per year.

At least 1 participant /trainer from AUNILO members.

Each participant trainer will conduct at least 1 training session at their own institutions

Competent trainers and competent staff as evidenced by feedback from participants and library directors.

a) AUNILO Capability Building Training, 9-11 February 2015, Universiti Sains Malaysia.

b) AUNILO Training the Trainers Workshop “Evaluation And Assessment Of

reached via training the trainers approach.

within the year. Electronic Resources In University Libraries”, 26-27 May 2016, Universiti Brunei Darussalam.

c) AUNILO Training the Trainers Workshop “Creating a MOOC for Library Instruction using edX Platform” 10 – 11 August 2017, Mahidol University, Thailand.

d) AUNILO Capability

Building Training the Trainers Workshop “Library Leadership – The Future Role of Librarians”, 5 July 2018, Can Tho University, Vietnam.

2. Group 2: Promoting research impact and visibility of

Enhance research impact of AUN institutions

Setting up of IR for members who hasn’t acquired one

Increase research output available on open access

VuFind Harvester developed by UUM

(url)

Institution for AUN Members

Enhance visibility and open access to publications of AUN institutions

Facilitate research collaboration among AUN institutions

Working on discovery services

Increase AUNILO portal access

Increase number of papers deposited in IRs

Increase number of institutions with open access policies or mandates

3. Group 3: Library Performance Assessment Through Sharing Of Best Practices Resources (Informal Benchmarking)

Effective management of collection development

Enhancement of library services

Increasing competency and skills of librarians

Exchange knowledge and experiences among librarians

Compilation details of selected topics of best practices by the particular AUNILO members.

Users will benefit from getting more access to regional library collections

Efficient library services

Increase user’s satisfaction

Efficient, competent and smart Librarians

Compilation is as Appendix 1

Overall, the first AUNILO Strategic Planning has produced a good result in important areas of human capacity building, system and best

practices. However, we still have not come out with a proposal for funding which could help in expanding activities for AUNILO members.

Continuous improvement is needed to sustain current development while building other related areas to achieve the mission and objectives of

AUNILO.

Prepared by:

AUNILO Secretariat

Universiti Sains Malaysia

May 2018

AUNILO Library Performance

Assessment through Sharing of Best

Practices: 2015

• Library Management System (LMS) • Information Management System (IMS) • Information Literacy Program (ILP)

Presented by:

Hafsah Mohd

Chief Librarian

The National University of Malaysia (UKM)

Appendix 1

“AUNILO Library Performance Assessment through Sharing of Best Practices: 2015”

AUNILO Members Participation: Survey Data for 2015

Member countries Institution Acronym LMS IMS ILP

Brunei Universiti Brunei Darus Salam UBD / / /

Cambodia Royal University of Law & Eco Royal U ‐ ‐ /

Indonesia Universitas Gadjah Mada Gadjah Mada / / /

Indonesia Universitas Airlangga Airlangga / / /

Laos National University of Laos Laos NU / / /

Malaysia Universiti Malaya UM / / /

Malaysia Universiti Kebangsaan Malaysia UKM / / /

Malaysia Universiti Sains Malaysia USM / / /

Malaysia Universiti Putra Malaysia UPM / / /

Malaysia Universiti Utara Malaysia UUM / / /

Philippines Ateneo de Manila Univ. Ateneo ‐ ‐ /

Philippines De La Salle University De La Salle / / /

Singapore Nanyang Technological University NTU / / /

Singapore National University of Singapore NUS / / ‐

Thailand Mahidol University Mahidol ‐ / ‐

Vietnam Vietnam National University (HCMC) Vietnam NU / / /


Library Management System

(LMS)


AUNILO Member Libraries Data Size (bibliographic & user data): Survey Data for 2015

Library

Institution

Collections

(Book by Title)

NUS 1,500,000

NTU 812,205

UKM 603,474

UM 566,879

USM 450,619

UPM 422,000

Gadjah Mada 338,196

UBD 334,403

De La Salle 279,851

UUM 264,493

Airlangga 64,051

Vietnam NU 40,000

Laos NU 31,740

Laos NU

Vietnam NU

Airlangga

UUM

De La Salle

UBD

Gajah Mada

UPM

USM

UM

UKM

NTU

NUS

0 200,000 400,000 600,000 800,000 1,000,000 1,200,000 1,400,000 1,600,000

Library Collections (Book by Title)



UUM

Library

Institution

Collections De La Salle

(eBook by Title)

UPM 2,560,297 Gajah Mada

UKM 1,895,407 Vietnam NU

NTU 646,264

UM

NUS 600,000

UBD 154,376 USM

Airlangga 114,924

Airlangga

USM 113,110

UM 40,186 UBD

Vietnam NU 38,000

NUS

Gadjah Mada 27,624

De La Salle 10,931 NTU

UUM 2,089

UKM

UPM

0 500,000 1,000,000 1,500,000 2,000,000 2,500,000 3,000,000

Library Collections (eBook by Title)



Library

Collections

Institution

(eJournal by

Title)

USM 360,494

UPM 121,098

De La Salle 59,284

NUS 40,000

UKM 34,299

Vietnam NU 30,000

Gadjah Mada 28,564

UM 22,881

UUM 22,390

UUM

UM

Gajah Mada

Vietnam NU

UKM

NUS

De La Salle

UPM

USM

0 50,000 100,000 150,000 200,000 250,000 300,000 350,000 400,000

Library Collections (eJournal by Title)



Library

Institution

Collections Library

(Book by Title) User(s)

NUS 1,500,000 59,096

NTU 812,205 39,685

UKM 603,474 25,167

UM 566,879 20,341

USM 450,619 84,224

UPM 422,000 42,717

Gadjah Mada 338,196 46,665

UBD 334,403 6,514

De La Salle 279,851 20,066

UUM 264,493 31,479

Vietnam NU 40,000 44,957

Laos NU 31,740 28,906

Laos NU Vietnam NU

UUM

De La Salle

UBD

Gajah Mada

UPM

USM

UM

UKM

NTU

NUS

0 200,000 400,000 600,000 800,000 1,000,0001,200,0001,400,0001,600,000

Library User(s) Library Collections (Book by Title)

Bibliographic records (Book by Title) in comparison to Library User data



Institution

Library

User(s)

USM 84,224

NUS 59,096

Gadjah Mada 46,665

Vietnam NU 44,957

UPM 42,717

NTU 39,685

UUM 31,479

Laos NU 28,906

UKM 25,167

UM 20,341

De La Salle 20,066

UBD 6,514

UBD

De La Salle

UM

UKM

Laos NU

UUM

NTU

UPM

Vietnam NU

Gajah Mada

NUS

USM

0 10,000 20,000 30,000 40,000 50,000 60,000 70,000 80,000 90,000

Library User(s) by Institutions


AUNILO Member Library Management System (LMS): Survey Data for 2015

Age of LMS

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30

Aleph (Vietnam NU)

Sierra (UUM)

KOHA (USM)

PMB (Laos NU)

Sirsi Dynix (NTU)

Sirsi Dynix (UM)

Sierra (De La Salle)

Sipus Integrated (Gadjah Mada)

Virtua (UKM)

Virtua (UBD)

Sierra (NUS)

Virtua‐VTLS (UPM)

201

5

201

4

201

3

20

12

201

1

201

0

200

9

200

8

200

7 200

6

200

5

200

4 200

3 2

00

2 200

1

200

0

199

9 199

8

199

7

199

6 199

5

199

4

199

3

199

2

199

1

199

0

198

9

198

8

198

7

198

6

Year

Sipus

PMB, 8% Sierra,

Integrated, 25%

KOHA, 8% 8%

Aleph, 8%

Virtua,

Sirsi Dynix, 25%

17%



Version of

Institution LMS Name Version Type Year Acquired No. of License System

Vietnam NU Aleph 20.2.1 Proprietary 2015 35 Web/Client

USM KOHA 3.22.3 Opensource 2009 Unlimited Web

Laos NU PMB 3.0.1 Opensource 2005 Unlimited Web/Client

UUM Sierra 2.0.3_2 Proprietary 2015 100 Web/Client

NUS Sierra 2.0.3_2 Proprietary 1996 Unlimited Web/Client

De La Salle Sierra 2.0.1_5 Proprietary 2003 56 Web/Client

Gadjah Mada

Sipus

Integrated 2015 Proprietary 2002 Unlimited Web/Client

NTU Sirsi Dynix 3.4.1.3 J Proprietary 2004 Web/Client

UM Sirsi Dynix 3.4.1.5 Proprietary 2004 Unlimited Web/Client

UKM Virtua 2012.2.2 Proprietary 1999 80 Web/Client

UPM Virtua 2014.3 Proprietary 1986 88 Web/Client

UBD Virtua 2014.2.2 Proprietary 1998 64 Web/Client

LMS Information by Institutions

83% out of 12 university libraries use Proprietary system for LMS



Institution Hardware Software Database

UKM M6‐32 Solaris Oracle

UPM Sun M5000 Solaris Oracle

UM Sun Fire Solaris Oracle

USM Dell Ubuntu MySQL

UUM Dell PowerEdge R520 Centos Postgres

NUS IBM X3650 M3 Redhat Postgres

NTU VM Linux Oracle

UBD HP BL380 G5 Redhat Oracle / MySQL

Gadjah Mada IBM Blade HS21 Debian 6 (on virtualization) MySQL

De La Salle HP Proliant DL Redhat Postgresql

Vietnam NU Sun V880 Solaris Oracle

Laos NU HP Proliant ML350 G5 Windows 2008 Standard Server PHP, MySQL

LMS Specifications by Institutions

Upgrade /

Maintenance Maintenance Migration Backup Backup

Institution Type Frequency Frequency Type of Upgrade Type Frequency

Patches

update,

UKM

hardware Data,

Vendor Annually As needed upgrade System Monthly, Daily

UPM

Data, Weekly (Inhouse)

Vendor 3 times per year As needed Patches update System Quarterly (vendor)

Weekly,

Monthly,

UM

Quarterly (by Data,

Vendor/Inhouse vendor) Annually Version Update System Weekly

Annually

USM

(based on latest Patches update, Data,

Inhouse Monthly stable release) Software upgrade System Daily

Patches update,

UUM

hardware Data,

Vendor/Inhouse Yearly As needed upgrade System Daily

No regular

NUS

schedule Data,

Vendor maintenance Annually Release upgrade System Daily

Software

NTU

As available Secutiry patches, Data,

Vendor/Inhouse Annually from vendor Bugs fixes System Weekly, Daily

When there is Server software

UBD

Quarterly, As new upgrade, Data,

Vendor needed version patches update System Monthly, Daily

Airlangga

Data,

N/A N/A N/A N/A System Daily

Gadjah Mada

As needed Patches, Bugs fixing, Data,

Inhouse Daily (periodically) Feature update System Daily

De La Salle

Inhouse/Vendor Major software, Data,

(via helpdesk) N/A Annually Release upgrade System N/A

Vietnam NU Vendor/Inhouse Monthly As needed Patches Data Monthly

Laos NU inhouse As needed As needed Hardware Data Daily

LMS Maintenance by Institutions



Gadjah De La Vietnam Laos

UKM UPM UM USM UUM NUS NTU UBD Mada Salle NU NU

No. of Librarian 2 4 2 3 4 4 7 1 8 1 2 1

1

No. of System Analyst (IT Centre) 0 0 1 1 3 0 0 1 0 0 0

2 1 (+3 IT

No. of Programmer (IT Centre) 0 1 1 0 0 0 0 Centre) 0 0 0

No. of Technician 2 0 2 0 2 2 0 0 2 0 0 2

No. of Assistant librarian 0 0 2 0 0 1 0 0 0 0 0 0

No. of Library assistant 2 2 0 0 3 1 4 3 3 2 0 4

Others (Assistant Engineer) 1 0 0 0 0 0 0 0 0 0 0 0

Others (Administrator

Assistant) 0 1 0 0 1 0 0 0 0 0 0 0

Others (Application Support) 0 0 0 0 0 0 0 0 2 0 0 0

Total No of Personnel

(Library) 7 7 7 5 11 11 11 4 17 3 2 7

Total No of Personnel

(IT Centre) 3 3

TOTAL 10 7 7 5 11 11 11 4 20 3 2 7

Library IT Personnel Categories by Institutions

7.6 is the average number of IT Personnel among member libraries


Information Management

System (IMS)


AUNILO Member Information Management System (IMS): Survey Data for 2015

6.3%

Type of records Total 5.6%

Theses 116,821 7.3%

Journal article 113,529 7.8%

Seminar/Conference

paper 47,476 9.6%

News Article 42,021

Books 34,067

Other (Articles) 32,119 10.8%

Other (Teaching

resources) 24,364

Others () 27,649

Total 438,046

Theses

Journal article

News Article

Books

Other (Teaching resources)

Others ()

26.7%

25.9%

Seminar/Conference

paper Other (Articles)

Type of Records in IMS in IMS among AUNILO Members

27% and 26% out of 438,046 records in IMS (IR) are Theses and Journal articles



Total number

Institution of Records

NUS 94,500

Gadjah Mada 92,505

UKM 37,673

Laos NU 32,328

USM 28,677

UPM 28,106

UUM 20,043

UM 17,264

Mahidol 15,781

Airlangga 13,367

De La Salle 10,228

Vietnam NU 9,218

Vietnam NU

De La Salle

Airlangga

Mahidol

UM

UUM

UPM

USM

Laos NU

UKM Gajah Mada

NUS

0 10,000 20,000 30,000 40,000 50,000 60,000 70,000 80,000 90,000 100,000

Total number of Records in IMS by Institutions



No of Records

Institution (Theses)

Gadjah Mada 52,675

NUS 11,000

Mahidol 10,369

Airlangga 9,702

De La Salle 7,678

UPM 6,600

UM 5,370

UKM 5,203

UUM 4,549

USM 2,387

Vietnam NU 700

Laos NU 588

Laos NU Vietnam NU

USM

UUM

UKM

UM

UPM

De La Salle

Airlangga

Mahidol

NUS Gajah Mada

0 10,000 20,000 30,000 40,000 50,000 60,000

Total number of Records (Theses) in IMS by Institutions



Current Country Year No of Version of

Institution IMS Name version Type of origin acquired license system

UKM Vital 5.4 Proprietry USA 2012 Unlimited Web

UPM ePrints 3.3.11 Opensource USA 2008 Unlimited Web

UM ePrints 3.2.8 Opensource USA 2011 Unlimited Web

USM ePrints 3.2.9 Opensource USA 2011 Unlimited Web

UUM ePrints 3.3.14 Opensource USA Unlimited Web

NUS Dspace 3.1 Opensource USA 2010 Unlimited Web

NTU Dspace 5 Opensource USA 2005 Unlimited Web

Airlangga

Ganesha

Digital Library (GDL) 4 Opensource Indonesia 2003 Web

Gadjah Mada ePrints 3.3.12 Opensource USA 2013 Unlimited Web

Sierra 2015

De La Salle

Media (Released

Management 2.0.1_5) Proprietry USA 2003 56 Client/Web

Vietnam NU Dspace 1.6x Opensource USA 2006 Unlimited Web

Laos NU Dspace 1.5 Opensource USA 2013 Unlimited Web

Mahidol Dspace 1.7.2 Opensource USA 2011 Unlimited Web

IMS Information by Institutions

85% out of 13 university libraries use Opensource solution for IMS


Institution Hardware Software Database Type of Upgrade

UKM

Dell Power Linux 6 Patches update

Edge R910 Enterprise MySQL Hardware upgrade

UPM

Sun Fire

X 4150 RedHat MySQL Patches update

UM HP Proliant Fedora MySQL N/A

USM Virtual Machine (VM) Solaris MySQL Patches update

UUM

Patches update

Dell Power Edge R210 II Linux MySQL Hardware upgrade

NUS

Version

Virtual Machine (VM) Centos Oracle upgrade

NTU Virtual Machine (VM) Linux Postgres N/A

Airlangga

HP Proliant,

IBM Blade HS20 Windows XP MySQL Patches update

Gadjah Mada

Debian 6

Huawei Blade E9000 (On virtualization) MySQL Data upgrade

De La Salle HP Proliant DL RedHat linux PostgreSQL Software release

Vietnam NU

Windows Patches update,

Sun Fire v40z Server 2003 PostgreSQL Upgrade

Laos NU

JAVA,

HP Proliant ML350 G6 Fedora PostgreSQL N/A

Dell

Mahidol PowerEdge

R730 Windows PostgreSQL Patches update

IMS Specification by Institutions


Upgrade/ System

Maintenance Maintenance Migration Type of Backup Data Backup

Institution Type Frequency Frequency Backup Frequency Frequency

UKM Inhouse/vendor Annually As needed System Monthly Monthly

UPM Inhouse Quarterly As needed Data, System Daily Daily

UM Inhouse Adhoc N/A Data N/A Weekly

USM Inhouse Monthly Monthly Data N/A Monthly

UUM Inhouse Monthly As needed Data, System Monthly N/A

NUS Vendor As needed As needed System Daily N/A

NTU Inhouse/vendor N/A N/A N/A N/A N/A

Airlangga Inhouse Annually As needed Data, System Monthly Monthly

Gadjah Mada Inhouse Weekly Periodically Data N/A Monthly

De La Salle

Inhouse, Vendor

(via helpdesk) As needed Annually Data, System Daily Daily

Vietnam NU Inhouse Monthly As needed Data N/A Monthly

Laos NU Inhouse As needed N/A Data N/A Weekly

Mahidol Data, System,

Inhouse/vendor Daily Annually Hardware Daily Daily

IMS Maintenance by Institutions


Information Literacy Program

(ILP)


AUNILO Member Information Management System (ILP): Survey Data for 2015

No of Modules Frequency of

Institutions Offered Status of ILP ILP conducted

UKM 4 Optional Monthly

UM 2 Compulsory Biannually

USM 4 Optional Biweekly

UUM 1 Optional/Compulsory Biannually

UPM 5 Optional Biannually

Vietnam NU 3 Optional/Compulsory Bimonthly

De La Salle 4 Optional/Compulsory Biannually

Royal U 1 Optional N/A

NTU 3 Compulsory N/A

UBD 2 Optional Biannually

Ateneo 8 Optional/Compulsory Biannually

Laos NU 2 Optional N/A

Gadjah Mada 4 Optional/Compulsory Annually

Airlangga 4 Optional Monthly

ILP Information by Institutions

Most of the Libraries has an average of 6.3 ILP Modules, 14% out of 14

Libraries made them Compulsory, 36% (Optional/Compulsory) & 50% (Optional)



Teaching methods Total

Classroom 14

One‐to‐one session 11

Online / e‐tutorial 8

Others 2

Others

6%

Online / e-

tutorial Classroom

23% 40%

One-to-one

session

31%

ILP Teaching Methods among Member Libraries

40% of ILP conducted in Classrooms, 31% One‐to‐one session,

23% Online / e‐tutorial & 6% (other methods)



Promotion Methods Total

Email 12

Social Media (FB, Twitter, etc.) 11

Others 10

Circulation letter 7

Circulation

Email

letter

18% 30%

Others

25%

Social Media

(FB, Twitter,

etc.)

27%

ILP Promotion Methods among Member Libraries

30% utilize Email as method for promoting ILP, 27% Social Media,

18% Circulation letters & 25% (other methods)


16 Libraries from 8 member countries Brunei (1), Cambodia (1), Indonesia (2), Laos (1), Malaysia (5), Philippines (2), Singapore (2), Thailand (1) & Vietnam (1) participated in the survey

55% out of 29 member libraries Brunei (1) , Cambodia (2), Indonesia (4), Laos (1), Malaysia

(5), Myanmar (2), Philippines (3), Singapore (3), Thailand (5), Vietnam (3)

83% out of 12 university libraries use Proprietary systems for LMS

7.6 is the average number of IT Personnel among member libraries

27% and 26% out of 438,046 records in IMS (IR)

are Theses and Journal articles

85% out of 13 university libraries use Open source solutions for IMS


Most of the Libraries has an average of 6.3 ILP Modules, 14% out of 14

Libraries made them Compulsory, 36% (Optional/Compulsory)

and 50% (Optional)

40% of ILP conducted in Classrooms, 31% One‐to‐one session,

23% Online / e‐tutorial & 6% (other methods)

86% out of 14 university libraries distribute ILP evaluation forms

57% out of 14 university libraries assigned Key Performance Indicators (KPIs)

for ILP

Only 2 university libraries pay Instructor/Facilitator allowances for ILP

30% utilize Email as medium for promoting ILP, 27% Social Media,

18% Circulation letters & 25% (other methods)

AUNILO Library Performance Assessment

through Sharing of Best Practices: 2015

THANK YOU

Presented by:

Hafsah Mohd

Chief Librarian

The National University of Malaysia (UKM)

LIBRARY MANAGEMENT SYSTEM (LMS)

83% out of 12 university libraries use Proprietary system for LMS

OPEN SOURCE PROPRIETARY

KOHA SIERRA

PMB VIRTUA

SIRSI DYNIX

SIPUS INTEGRATED

ALEPH

INFORMATION MANAGEMENT SYSTEM (IMS)

85% out of 13 university libraries use Open source solution for IMS

IMS NAMES

Dspace

ePrints

Ganesha

Digital Library (GDL)

Sierra Media

Management

Vital

INFORMATION LITERACY PROGRAM (ILP)

▪ Most of the Libraries has an average of 6.3 ILP Modules, 14% out of 14

Libraries made them Compulsory, 36% (Optional/Compulsory) & 50% (Optional)

▪ 40% of ILP conducted in Classrooms, 31% One‐to‐one session, 23% Online /

e‐tutorial & 6% (other methods)

▪ 86% out of 14 university libraries distribute ILP evaluation forms

▪ 57% out of 14 university libraries assigned Key Performance Indicators

(KPIs) for ILP

▪ Only 2 university libraries pay Instructor/Facilitator allowances for ILP

▪ 30% utilize Email as medium for promoting ILP, 27% Social Media, 18%

Circulation letters & 25% (other methods)

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