LPRV Network Development Matrix – May 2002 (Arlene)

LOCALIZED POVERTY REDUCTION IN VIETNAM

STEPS FOR BUILDING CAPACITY IN NETWORK DEVELOPMENT

Build system Connectsystem toactivities

Disseminate outputs

CAPACITY 7CAPACITY 7

CAPACITYCAPACITY

CAPACITYCAPACITY

CAPACITY 7CAPACITY 4

CAPACITY 7CAPACITY 3

CAPACITYCAPACITY

CAPACITY 7CAPACITY 1

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Capacity 1 - Identify CPR information needs and the human resources to meet them on an on-going basis.Capacity 2 - Locate, collect and distribute resources to satisfy information needs of CPRs.Capacity 3 - Build ProCite formatted collections and share information resources between CPRs.

Capacity 4 - Use CPR collections to support/strengthen CPR activities and outputs.

Capacity 5 - Document CPR activities and organize outputs.Capacity 6 - Distribute results/outputs within the CPR network.Capacity 7 - Enhance communications of network internally and externally.

25 June 2002

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Capacity 1 - Identify CPR information needs and the human resources to meet them on an on-going basis

ACTIVITY SUB-ACTIVITY TIMELINE MEASUREABLE OUTPUT NOTES1.1 Develop, implementand test system toidentify informationneeds at each CPR

1.1.1 clarify CPR purpose and objectives andlink this to an information strategy for each CPR

Year 1 Mission statement for each CPR

• determine networking objectives at CPR• determine commune projects and researchsubjects at each CPR and identify topic areas• determine coursebook titles at each CPRand identify topic areas

1.1.2 define responsibilities for on-going needsassessment

Year 1 Outline of contribution CPRmembers will make to networkdevelopment at the CPR

Information officers need todevelop a relationship withCPR members and be aprimary channel fordetermining informationneeds. CCPR and UBC willsupport information officers

• hire information officer / collections worker toact as liaison between network and CPRmembers• determine working relationship of informationofficer and other CPR staff

1.1.3 develop a simple framework for people todiscuss and develop questions based onindividual needs

Year 1-2;ongoing

Regular meeting notes thatdocument discussion of CPRmembers research and activities

• information officers attend CPR meetingsand stay aware of research questions andinformation needs of the members• link commune projects to information needs• link coursebook titles to information needs

Formal meetings to discussinformation needs may notbe practical. In some cases,CPR members knowinformation needs but do notknow where they can go tosatisfy those needs.

1.1.4 develop process for regular analysis ofCPR information needs

Year 1;ongoing

Meeting notes that document issuesand questions of concern

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• identify when a topic may be too broad ortoo narrow• use general or background information togain an initial understanding of a topic• identify terms and keywords that describe aninformation need

1.1.5 create and implement system fortransmitting information needs to CCPR andCHS

Year 1-2 Streamlined system forcommunicating information needs

• information officers use email tocommunicate information needs to CCPR andUBC

1.1.6 monitor and review information system Year 1-5 Assessment of information needssystem

• keep CPR coordinator and director updatedon network development

1.1.7 clarify role and responsibilities ofnetworking team at CCPR

Year 1

• determine how CCPR will coordinatenetworking between all LPRV participants

CCPR coordinates allnetworking for wholeprogram

1.2 Clarify jobdescription forinformation officers andprovide training innecessary systems

1.2.1 create job descriptions for all members ofnetwork development team based on matrix

Year 1 List of job descriptions for eachparticipant involved in networkdevelopment

• create job profile survey .1.2.2 develop initial job description forinformation officers and gather feedback oncurrent skills

Year 1 Initial assessment of skill level andtechnical ability of informationofficers

• send survey to information officers to befilled in• information officers return survey to networkcoordinator

• graph survey to compare skills and abilities ofinformation officers1.2.3 create outline for training manual(s) ofrequired skills and abilities based on jobdescription and responsibilities in matrix

Year 1-2 First draft for training manual(s) Manuals include ProCitetraining, job descriptions andtechnical manual oncomputer systems

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• write out main subjects of training manual(s)• send draft to CPR coordinators, directorsand information officers for review• make initial enquiries (date/place) for trainingsession• contact CPR coordinators and directors toinform them of group training session andobjectives of follow-up session• determine budget for translation of trainingmaterials and training sessions

Make sure all informationofficers can attend andextend invitation tocoordinators as well.

1.2.4 create training manual of required skillsand abilities

Year 1 Training manual

• based on feedback from CPRs, fill outcontent of training manual• translate training manual into Vietnamese• send manual to information officers beforetraining session

1.2.5 hold training session for all informationofficers together

Year 1/2 Increase in skills and standardworking procedures between allinformation officers

• organize appropriate space for two dayclasses and field trip• outline agenda for training session• confirm date and location of training sessionand make sure all information officers will beable to attend• confirm logistics for travel andaccommodation for information officers• arrange visits to libraries (Asia Foundation,UNDP, VDIC, Economics University)

1) choose a venue whereeach information officer hasa computer and internetconnection; 2) bringinformation officers togetherfor a group training session;3) go through each sectionof training manual; 4)emphasize learning by doingand "group knowledge"(stress value of informationofficer support group)

1.2.6 hold follow-up training sessions with eachinformation officer at his or her place of work

Year 1/2 Increased confidence and skill levelof information officer through face-to-face interaction

a) Job responsibilities – allocation of rolesand how this fits into the network (4.1)

b) Information needs – how to identifyinformation needs (1.1)

c) Finding relevant materials – locatingmaterials locally and online (2.2)

d) Organization and classification of librarycollection on shelf

Topics to discuss withinformation officers andCPR coordinators at follow-up visits:1) review lessons learned atgroup session; 2) runthrough procedurestogether; 3) emphasize

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e) Translation – identification and translationof core resources

f) ProCite – updating of database ofreferences in ProCite (3.1 & 5.1)

g) Linking reference materials to activities –support for CPR members’ activities

h) Relationship between information officerand CPR members

i) Intra-CPR communications – developingcommunications with other CPRs andCCPR (7.x)

j) Computer maintenance issues – concernsor problems; support system (1.3)

support network forinformation officers

1.2.7 ensure computers at CPRs arefunctioning smoothly

Year 1/2 Smooth technical operation of CPRcomputer systems

Undertake concurrently withfollow-up training sessionsat CPRs

• ensure operating systems are functioningcorrectly and hard drives are in good shape• list and install necessary software on CPRcomputers (PWS, ProCite, anti-virus software,etc)• make sure Vietnamese fonts will displaycorrectly• determine technical support system for CPR

Personal Web Server isneeded to run the CHSLPRV web site CD-ROMand access its databases.Training on PWS will becovered in sub-activity 1.2.5

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Capacity 2 - Locate, collect and distribute resources to satisfy information needs of CPRs

ACTIVITY SUB-ACTIVITY TIMELINE MEASUREABLE OUTPUTS NOTES2.1 Develop regularsystem for CCPR to findrelevant materials thatCPRs want

2.1.1 evaluate collections and sources ofinformation resources

Year 1-5 A good list of libraries in Hanoi As capacity develops andlibrary of resourcesincreases, CPRs will be ableto find the location of manymaterials and request thematerials themselves

• make list of current sources of materials forCCPR: libraries in Hanoi, CHS, etc• review sources for materials listed in DrewBoshell's LPRV Internship Final Report• use this list as a first model report

2.1.2 visit sources, ask questions re: LPRVtopics, review materials at sources, ascertainaccessibility and confirm collection as a goodsource of information

Year 1-5 Numerous sources of qualityinformation resources that can beaccessed based on CPR informationneeds

Depository libraries: WorldBank, Asian Foundation.WHO has a list of them

• ask if libraries/sources have mailing lists thatCCPR can get on (news, new resources, etc)• get copies of materials or information onmaterials for input into CCPR ProCitedatabase• regularly ask any good sources ofinformation for new materials (depositorylibraries)• use World Bank services for literaturesearches• obtain assistance from librarian at VDIC• contact Canadian consultants in Vietnam(Kattie, Natasha, Georgina) for assistance ifnecessary

2.1.3 critically evaluate and synthesizematerials

Year 1-5 Library of useful informationresources at CCPR

Refer to information oninformation literacy forguidance

• understand issues such as bias, currency,intended audience, etc• learn about the difference between primaryand secondary sources

2.1.4 seek out other sources and collections ofmaterials

Year 1-2;ongoing

Expanded source of usefulinformation resources

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• ask if libraries/sources have mailing lists thatCCPR can get on (news, new resources, etc)• get copies of materials or info on materialsfor input into CCPR ProCite database• regularly ask any good sources ofinformation for new materials• keep record of materials found and where toguide future searches

2.1.5 CCPR to receive and respond to CPRinformation requests

Year 1-5 Effective communication systembetween CCPR and CPRs

• CCPR receives request for information fromCPR• CCPR searches for resources based onrequest• CCPR replies to CPR with list of suggestedmaterials within reasonable time (4 days?)• any materials sent to a CPR need to beaccompanied by the necessary ProCiteinformation (see sub-activity 3.1.1) forinclusion into CPR library database

2.1.6 create a system for the translation of coreresources

Year 2 Most valuable information resourcesavailable in both languages

• organize budget for translation of corematerials• organize panel to be responsible foridentifying and suggesting core resources• arrange for translation of recommendedmaterials• copy and distribute core materials to CPRsand CPR

2.2 Develop regularsystem for CPRs to findlocally generated orlocally relevantmaterials that theyand/or others want

2.2.1 create list of potential sources of locallygenerated and relevant materials near eachCPR

Year 2-5 A good list of libraries or othersources on local information

Use system used in activity2.1 to help CPRs find locallygenerated and relevantmaterials

• list libraries in local area that might haveuseful information• list other projects that might have libraries ofuseful information• list people who might have usefulinformation and/or materials

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2.2.2 visit sources, ask questions re: LPRVtopics, review materials at sources, ascertainaccessibility and confirm collection as a sourceof information

Year 1-2;ongoing

Numerous local sources of qualityinformation resources that can beaccessed based on CPR informationneeds

• ask if libraries/sources have mailing lists thatCCPR can get on (news, new resources, etc)• get copies of materials or information onmaterials for input into CCPR ProCitedatabase• regularly ask any good sources ofinformation for new materials• keep record of materials found and where toguide future searches

It is important to regularlyask libraries and othersources of information evenif on a mailing list.

2.2.3 continue to seek out additional sourcesand collections of materials

Year 2-5 Good knowledge of all developmentprojects in local area andcommunication with people involvedin these projects

• be aware of what projects are occurring inCPR province• ask any visitors to CPR if they have anymaterials for copying

Develop relationship withother development projects:make contact, explainresource library that LPRV iscreating, ask if project hasany materials they wish toshare, inform that LPRV iswilling to share informationon its resources in exchange

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Capacity 3 - Build ProCite formatted collections and share information resources between CPRs

ACTIVITY SUB-ACTIVITY TIMELINE MEASUREABLE OUTPUTS NOTES3.1 Develop ProCitecollection rules andprocedures

3.1.1 determine what information is needed tocompile an entry in a ProCite database (forLPRV network)

Year 1 A concise library cataloguing system

• need: author, title, date of publication,citation, number of pages, language,keywords, abstract, call #, location, link to fulltext (if available)• also insert name of CPR in Address/Availability (37) field

This information necessaryin communication betweenCCPR and CPRs whenrequesting and/or discussinginformation materials

3.1.2 determine roles and responsibilities forgathering and inputting data

Year 1 A precise division of responsibilities

• information officer responsible for inputtingdata into ProCite, maintaining database andsending to CCPR• person submitting resource to informationofficer needs to provide all the aboveinformation (see 3.1.1)• information officer should request assistancefrom CPR members in writing abstracts

Information officers shouldbe able to ask CPRmembers to help with writingabstracts on materials forwhich they not be familiarwith or not sufficientlyexperienced to assess.

3.2 Create a ProCitetraining manual

3.2.1 determine skills needed to manage aProCite database at CPR level

Year 1-2 Assessment of network team skilllevels with ProCite

• determine what fields are necessary toprovide the required information• determine the appropriate workformsneeded

3.2.2 design, write and layout ProCite trainingmaterials

Year 1-2 ProCite training manual

• determine how to lay out a Vietnameselanguage workform• translate ProCite training manual intoVietnamese have copies in both languagesavailable for information officers

3.3 Execute ProCitetraining for informationofficers

3.3.1 hold a training workshop for all informationofficers

Year 1/2 Increase in skills and standardworking procedures between allinformation officers

Hold concurrently withinformation officer trainingsession (see sub-activity1.2.5)

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• create agenda for ProCite training session• ensure all information officers develop andmanage ProCite databases in the same wayto ease compilation by CCPR later

3.3.2 hold follow-up training sessions with eachinformation officer at his or her CPR

Year 2 Increased confidence and skill levelof information officer through face-to-face interaction

See sub-activity 1.2.6 fordetails of follow-up sessions

• review skills and procedures learned duringtraining session• evaluate ProCite training session

3.4 Create, develop andmaintain a ProCitedatabase of libraryresources at each CPR

3.4.1 ensure each CPR has a copy of ProCiteand establish a ProCite database on acomputer at each CPR

Year 1;ongoing

Common database system formanaging information resources ateach CPR

• install ProCite on CPR computers• set up separate databases for English andVietnamese resources

3.4.2 create system and schedule to haveCPRs regularly update ProCite database withnew resources

Year 1 System for maintaining ProCitedatabases

• information officers should input newresources information into ProCite as soon aspossible after receipt and place in CPR library• review other CPRS' ProCite databases forduplicate entry to get record information• regularly back up ProCite databases on to afloppy disk

3.4.3 organize system to send CPR ProCitefiles to CCPR

Year 1-2 System for sharing informationresources

• once every 2 - 3 months, information officerwill email ProCite databases to CCPR• Procite databases are stored in thecomputer under Program Files - ProCite5 –Database• each database is made up of two parts: adatabase file (.pdt) and an index file (.pdx).Make sure both parts are sent to the CCPR

3.5 Develop andmaintain CPR ProCitedatabases at CCPR

3.5.1 collect and install ProCite databases fromCPRs on CCPR computer

Year 1 Database system for managinginformation resources same as thatused by CPRs

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• Procite databases are stored in thecomputer under Program Files - ProCite5 –Database• make sure both parts of the CPR databases(.pdt and .pdx) are stored in this folder

3.5.2 merge CPR ProCite databases and returnto CPRs

Year 2-5 Sharing of information resourcesusing ProCite

• copy database file on to a floppy disk or CD-ROM and return to CPRs as soon as possible

3.6 Share referencematerials online

3.6.1 set up online search engine of ProCitedatabases using Reference Web Poster

Year 2 System for sharing referecnematerials faster and further

• ensure server at NCSSH is able to handleProCite databases• confirm server at NCSSH will be able to runRWP• install Reference Web Poster on NCSSHserver• install CPR's ProCite files on server

Reference Web Poster maynot be the best system. Anew company out of Finlandis producing a more user-friendly software for sharingProCite databases online –research further (Jun 02)

3.5.4 inform CPRs of Internet address of mainProCite databases

Year 2 CPRs can access program-widedatabases online

• provide instructions on how to use ProCiteonline

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Capacity 4 - Use CPR collections to support/strengthen CPR activities and outputs

ACTIVITY SUB-ACTIVITY TIMELINE MEASUREABLE OUTPUTS NOTES4.1 Developconnections betweeninformation officers andCPR members aroundselected LPRV tasks ortopics

4.1.1 inform CPR members about the networkand how it can be used to support CPRactivities

Year 1 Program-wide knowledge by allLPRV participants of the purpose ofthe network and how it can supportmembers’ activities

• present network development report atInternational meeting• email 1-page outline of network developmentin Vietnamese to CPR directors, coordinatorsand information officers• email translated matrix to CPR memberswith a simple description of purpose ofnetwork, benefits of using it and how to use it.• information officer send follow-up email tohis/her CPR members describing resources ofthe CPR, the network and their role

Written requests may bepreferable over oralrequests which can bemisunderstood or forgotten

4.1.2 develop format for CPR members to makerequests for information

Year 1-2 CPR members know how they canaccess information through thenetwork

Some degree of initiative onthe part of the informationofficer will be necessary todetermine the best way forCPR members to providethem with their informationneeds.

• determine what is required information inorder for information officer to make a refinedsearch: subject of study, dates interested in,other materials used, languages, geographicrange…etc.

CPR member will need tosupply the informationofficer with as muchinformation as possible tohelp refine search

4.2 Train CPR membersto make requests andreceive materials andprovide feedback

4.2.1 provide training on process for requestingand receiving information

Year 2-3 CPR members have some formaltraining in using the network withincreased autonomy to accessnetwork on their own

Link to sub-activity 1.1.4 toincrease CPR members’independence

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• information officers make presentation atCPR meeting on the resources of the CPR,the network and their role• show CPR members how useful informationcan be obtained• CPR members can request information frominformation officers either by email, telephone,and visiting CPR

4.3 Create a contentoriented dialoguebetween informationofficers, developmentworker and LPRVmembers to effectivelyconnect CPR activitiesand outputs toinformation system

4.3.1 Engage CPR members in on-goingdialogue on information needs

Year 2-5 Communications between networkdevelopment team and CPRmembers about how they can bebest supported

4.4 Ensure informationofficers actively andregularly support CPRmembers in productionof a particular LPRVoutput or activity

4.4.1 develop philosophy, action points,measurables and a statistical record of activities

Year 2-5 CPR members have access to largernumber of information resources

ADB has an outline of this -Rob

• create project benefit monitoring withmonthly usage checklist: # of docs,email/searches done, new materials received,record of hardware and softwaremanagement, etc

These could be covered indetail in information officertraining session (1.2.5)

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Capacity 5 - Document CPR activities and organize outputs

ACTIVITY SUB-ACTIVITY TIMELINE MEASUREABLE OUTPUTS NOTES5.1 Develop a library ofLPRV outputs at CCPR

5.1.1 determine roles and responsibilities foroutputs collection at each CCPR

Year 1 A precise division of responsibilities

• determine where databases will be locatedon computers• determine who will update English outputsand who will update Vietnamese outputs

5.1.2 create title page template for LPRVoutputs

Year 1 Consistent format for outputs Included training in thisactivity in information officertraining session (1.2.5)

• define elements and define page• provide page for information officer trainingsession• communicate use of title page to all LPRVparticipants

5.1.3 create a library/database of LPRV outputsat CCPR

Year 1-5 Library of English and Vietnameselanguage outputs

English library originallymanaged by UBC beforetransfer in Year 5 to CCPR

• create a database in ProCite• fields: title, author, date, type, CPR,language, filename, abstract, keywords,callnumber• additional fields: activity, subject, year, topicarea• create separate database for Vietnameseoutputs

Type of output – links tooutput filing systemAdditional fields – thesefields used to link outputs toother databases in LPRVweb sites

5.2 Collect outputs atCCPR and input intodatabases

5.2.1 have all outputs from program sent to oneperson

Year 1-5 Simple system to make sure outputsare not lost

• LPRV participants send outputs (electronic)to one core Vietnamese person• print-only outputs mailed to core person• core person sends all outputs to personresponsible as designated in 5.1.1• non-Vietnamese produced outputs sent operson responsible as designated in 5.1.1• core person divides up English andVietnamese outputs for updating by person

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responsible as designated in 5.1.15.2.2 input information on outputs into ProCite Year 1-5 Databases containing detailed and

organized information on LPRVoutputs

• input information specified in 5.1.3 in Englishand Vietnamese ProCite databases• regularly back-up databases

5.2.3 each CPR can create a library/databaseof its own outputs

Year 2-5 Library of outputs at each CPR Some CPRs may createtheir own libraries of outputsbut to simplify procedure, inYear 5 LPRV decided toonly have the CCPR collectoutputs and manage mainProCite databases

• create a database in ProCite based onCCPR template• follow CCPR system for organizing andinputting outputs (5.1.2)

5.3 Create mechanismfor circulating andsharing outputs

5.3.1 collect print library of outputs at CCPRand at CPRs

Year 1-5 Accessible print library of resourcesat CCPR and CPRs

• CCPR ensure that they have a copy of everyoutput in their databases• input information for each output into therespective English or Vietnamese ProCitedatabase

5.3.2 distribute databases of LPRV outputs toCPRs

Year 1-5 Access for all CPR members to allLPRV outputs

See Notes for sub-activity5.1.1 Outputs can be madeaccessible to all LPRVmembers through a CD-ROM or on line usingReference Web Poster

• burn collected ProCite outputs and outputsdatabases on to the same CD-ROM as thereferences databases• send copies of CD-ROM to CPRs and toUBC• upload ProCite databases on to server foraccess online through Reference Web Poster

See Activity 3.5.2

See Activity 3.6.1 & Note

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Capacity 6 - Distribute results/outputs within the CPR networkACTIVITY SUB-ACTIVITY TIMELINE MEASUREABLE OUTPUTS NOTES

6.1 Create new websites at NCSSH to holdand publicize LPRVactivities and outputs

6.1.1 assess web development capabilities ofnetwork development team

Year 1-2 Assessment of web design skills,allocation of responsibilities andgroup working plan

• determine roles and responsibilities ofnetwork development team• determine web management capabilities ofnetwork development team• determine roles and responsibilities ofperson(s) to keep NCSSH web site updated

6.1.2 review existing VN web site(s): NCSSH,HEPR

Year 1 Gather ideas for designing web sites

• review content and layout of other VNlanguage web sites developed for LPRV

6.1.3 map objectives, design, layout andcontent of web sites

Year 1-2 Structured blueprint for an LPRVweb presence

• create flowchart of pages for web site• determine what information will go into theNCSSH web site

6.1.4 determine adaptations of web site forVietnamese use

Year 1-2 Understanding of differences in howVietnamese and non-Vietnameseuse the Internet and accessinformation online

• determine how Vietnamese may view websites differently than Canadians• work out how to have VN fonts displaycorrectly on CCPR and UBC web sites

6.1.5 create and organize content based ondesign (include list of links to sources of info)

Year 1-2 Management of content for web site

6.1.6 build and test NCSSH web site Year 1-2 Active LPRV web site6.1.7 inform all LPRV participants about newNCSSH web site

Year 2 All LPRV participants are aware ofLPRV web site

• email all LPRV participants with address ofnew VN language web site and briefdescription of contents

6.1.9 incorporate online search mechanism foraccessing ProCite files

Year 2 Online access to LPRV referencesand outputs

• install system to search for outputs

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6.2 Create new websites for each CPR

6.2.1 map objectives, design, layout andcontent of CPR web sites

Year 2 Structured blueprint for a webpresence for each CPR

Allows each CPR to presenttheir own work in their ownway

• create template for CPR web sites• determine what information should go on toCPR web sites

6.2.2 build and test CPR web sites Year 2 Active LPRV web site

• determine which CPRs can manage theirown web sites and which will requireassistance• CPRs put together their own web sitesbased on template• provide technical and design assistance toCPRs

6.2.3 inform all LPRV participants about newCPR web sites

Year 2 All LPRV participants, especiallymembers of other CPRs, are awareof each others web site

6.3 Build, maintain andupdate CHS-basedLPRV web site

6.3.1 map objectives, design, layout andcontent of CPR web sites

Year 1 Structured blueprint for an Englishlanguage web presence for LPRV

• create template for LPRV web site• determine what information should go on tothe web site

6.3.2 build and test web site Year 1 Active English language LPRV website

6.3.3 inform all LPRV participants about newCPR web sites

Year 1 All LPRV participants, especiallymembers of other CPRs, are awareof each others web site

6.3.4 regularly update to pages for calendar,outputs, references, graphics, training, partnersand participants

Year 1-5 Regularly updated source ofinformation for LPRV participants

• keep pages updated with information ofpractical use to CPRs and members• update specific ‘information pages’ of website

6.3.5 add detailed Activities page Year 2 Relevant updated information onLPRV activities

• information officers keep UBC updated onmajor activities at CPRs

6.3.6 add detailed pages on CPRs and CHS Year 2-3 Detailed information on CPRs

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• layout what information is needed on CPRs• request needed information from informationofficers and CPR members

6.3.7 keep web site updated with trainingopportunities for CPR members

Year 2;ongoing

Information on local andinternational training opportunities

• regularly contact CCPR and Canadians forinformation on new training opportunities

6.3.8 add GIS/Mapping section to web site Year 2-3 Detailed information of GIS activities6.3.9 set up question and answer (FAQ) pageon LPRV web site

Year 2-3 Place on web site for CPR memberwho may have specific questions

• review models on other web sites• organize sections and solicit questions andanswers from UBC faculty

6.3.10 link pages to new Vietnam-based LPRVweb site and CPR web sites

Year 2 Linked Canadian and Vietnameseweb sites

6.3.11 develop an effective copyright policy forall information resources

Year 2 Copyright policy to guide collectionand management of non-LPRVreference materials

(see JISC guidelines)May not provide full-text butonly links to full-text

• if necessary, obtain permission to have fullcopies of all non-LPRV reference materialscurrently on CHS web site

Needed to maintain properpublishing practices withother universities,organizations andacademics

6.4 Link CHS web siteto Access and ProCitedatabases

6.4.1 determine technical requirements to makedatabases accessible online

Year 2 Technical understanding of adatabase-driven web site

• determine database coding required (e.g.ASP, HTML, Visual Basic, Javascript, etc.)• determine server requirements andlimitations (e.g. security restrictions, firewalls,etc.)• determine cost and availability of technicalexpertise, including system support for life ofproject

Can a ProCite database bemanipulated with ASPcoding to link it to an Accessdatabase?

6.4.2 build Access databases of LPRV programinformation such as contact lists, activities, etc.

Year 2 Access may be the bestdatabases for thisinformation. Researchothers

• determine information needed and whatdatabases are needed• determine how information will be regularlyupdated and by whom

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6.4.3 design database network linking ProCiteand Access databases (if poss.)

Year 2 Infrastructure for a database-drivenweb site

• determine what LPRV program informationis to go where and how it is to be displayed• design and

6.4.4 build infrastructure for databases Year 2 Basic untested web site• build linking HTML pages• link LPRV program information held inAccess databases to web site

6.4.5 upload and test database driven web site Year 2-3 Functional database driven web site• troubleshoot problems

6.3.11 sort out use of VN fonts in ProCite andAccess databases

Year 2-3 Database-driven web site withfunctioning VN fonts displayed

See sub-activity 1.2.6

• explore benefits of new Unicode font system

6.5 Update and circulatefull version of CD-ROM

6.5.1 collect other databases (e.g. MekongInfo)for inclusion in CD-ROM

Year 2-5 CD-ROM is an alternativemethod of distributingresource materials and website information that resolvesthe problem of limitedInternet access in Vietnam

• search for online databases that can becopied in whole• develop system to view contents of otheronline databases on CD-ROM

6.5.2 ensure outputs and references updatedon CD-ROM

Year 2-5 CD-ROM of LPRV English web sitefor distribution to CPRs

• copy latest version of web site on to CD-ROM• make sure ProCite search using RWPfunctions on a CD-ROM

6.5.3 regularly send updated copies of CHSLPRV web site to NCSSH and CPRs

Year 2-5 CD-ROM distributed to CPRs CD produced 3 – 4 timesper year.

• copy UBC web site on to CD-ROM and testlinks• send to CCPR for redistribution to CPRs

6.5.4 install Personal Web Server (PWS) oneach CPR computer

Database-driven web site thatoperates from a CD-ROM

ASP code can only be runon a server. Microsoft’sPersonal Web Server is anapplication that allows a website with ASP coding tofunction by creating a virtualserver on the computer

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• send instructions on PWS to each CPR• provide assistance in setting up PWS• put installation and set-up instructions oneach LPRV CD-ROM• provide technical support during face-to-facevisits to CPRs (1.2.6)

6.4.4 collect and analyze feedback on CD-ROM Year 2-5 Feedback on CD-ROM usage byLPRV participants

• request feedback in email from informationofficers

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Capacity 7 - Enhance communications of network internally and externallyACTIVITY SUB-ACTIVITY TIMELINE MEASUREABLE OUTPUTS NOTES

7.1 Create andimplement participatorymonthly email bulletinsystem for LPRVnetwork

7.1.1 create outline of topic areas, columns,regular features etc

Year 1 Monthly news bulletin for LPR V

• sections include: highlights from CPRs andcommune projects; themed sections forgender and ethnicity; new references; newtraining opportunities; new policy docs fromVN government; other poverty reductionactivities in Vietnam• determine timing of issues• determine roles and responsibilities at CCPRfor editing, soliciting content, images, designand layout

7.1.2 communicate to CPRs and LPRVparticipants the purpose and objectives of aregular LPRV newsletter

Year 1 CPR member informed of purpose ofbulletin

7.1.3 solicit materials from CPRs Year 1-5 CPR contribution to bulletin• create format for information officers toprovide info on CPR activities• contact information officers for activities info

7.1.4 design and distribute bulletin Year 1-5 Accessible email bulletin A copy of the LPRV bulletincan be given to local andprovincial governmentoffices as well as povertyreduction offices at theprovincial and regional level,DOLISA, women’s unions,communes and peasants'unions

• compose email and translate intoVietnamese• identify recipients of newsletter and requestnumber of copies required• information officers to distribute copies tolocal people and organizations

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7.2 Develop subject-driven listserve forLPRV members andnetwork collaboratorsand connect to largerworld

7.2.1 identify subjects or themes at CPRs thatwould be of interest to CPR members

Year 2-5 List of themes that could bediscussed through listserves

Join existing listserves orcreate our own?May start list in cooperationwith another project ororganization.

• seek out existing Vietnamese lists• evaluate existing lists

7.2.2 provide training on the purpose, benefitsand technologies of email listserves

Year 2 CPR members have skills andinterest to take part in listserves

• discuss types of lists with Vern in Hanoi• put together information package on thepurpose and benefits of a list• survey CPR members for level of interest

7.2.3 set up list serves and notify LPRVparticipants; monitor and maintain listserves

Year 2 Online dialogue between LPRVparticipants

• inform LPRV participants on new list forLPRV and partners if present• determine roles and responsibilities formaintenance of list• choose topic to initiate discussion

7.3 Create genericPowerPointpresentation

7.3.1 determine information and content ofpresentations

Year 3 Beginning of compilation of lessonslearned

• determine deadline for completion ofpresentation and delivery to Dr. Quy• create outline of content to be put intopresentation• create template for CPR PowerPointpresentations

7.3.2 build and test presentations Year 3 PowerPoint presentations on LPRVprogram that can be customized forspecific audiences

• build PowerPoint and deliver for review andrevisions• revise presentation and deliver by deadline

See version 2 of UBC PPTfor example layout

7.3.3 assist CPRs to build their ownpresentations

Year 3-5 Customized VietnamesePowerPoints

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• assess PowerPoint skill level at CPRs• assist CPRs to create own PowerPointpresentations with focus on one commune

7.4 Enhancecommunications withinLPRV

7.4.1 update and distribute contact informationlist

Year 2-5 Increased communication betweenCPRs and confidence tocommunicate among CPR members

• information officers to send an updatedcontacts list containing name, email and roleof each CPR member to Andrew• update and distribute contact list to all CPRmembers• update contact list on web site

7.5 Build interactiveCD-ROM for LPRV

7.5.1 plan and layout CD-ROM based on LPRVPowerPoints

Year 4-5 Initial design for a CD-ROM

• plan design and content• gather content and design graphics

7.5.2 compile and build CD-ROM Year 5 Comprehensive interactive overviewof LPRV program

Details of CD-ROM not yetavailable

• build Beta version for testing and preview• build final version for delivery

7.6 Enhancecommunications andinformation sharingbeyond LPRV

7.6.1 determine what organizations in Hanoihave libraries and would be interested in LPRVoutputs

Year 2-4 Identification of similar programs toLPRV

• introduce organizations to LPRV web sites,reference libraries, outputs and CPRs• organize system to share knowledge andmarket LPRV as a source of knowledge

7.6.2 determine what outputs would be mostappropriate in English and Vietnamese andprovide printed and bound copies, andabstracts, to organizations

Year 2-5 Distribution of LPRV knowledge toorganizations and individuals

7.6.3 design marketing materials for LPRV Year 3-5 Distribution of LPRV materials in aneasy to read format

• design poster for LPRV• design colour brochure for LPRV• revised web site for simple transfer on toCD-ROM as part of marketing materials

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7.7 Provide support forpost-LPRV activities

7.7.1 display CPR project proposals Year 3-5 List of off-shoot projects initiatedthrough LPRV activities but notdirectly funded by LPRV

• collect proposals and ideas for futureprojects from CPRs• post on web sites and in email bulletin

7.7.2 display funding opportunities Year 3-5 List of funding opportunities forLPRV off-shoot projects

• collect funding proposal through Internetresearch and direct solicitation fromVietnamese and international agencies• create booklet for distribution to CPRs• post on web sites

25 June 2002