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Administration |
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1998 Annual Report
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 | PAHO new corporate e-mail system based in Exchange Server 5.5 and Outlook 97/98, Web access, POP3 and/or IMAP4 clients |
| File server and client/server server applications |
| Better and safer access to the Internet/Intranet |
| Direct server support from PAHO HQ via Internet |
| Better system management us-ing SMS |
In 1998 PAHO provided each field office, including CAREC, with one Compaq Proliant NT Server, which was stipulated to be used for PAHO corporate systems and applications only.
The new e-mail system (Exchange) necessitated a permanent, reliable and high bandwidth connection to the Internet. With this open connection to the Internet, World Wide Web access has been made available to all users on the CAREC LAN. A 64k dedicated leased line has been installed between CAREC and WOW.Net (the Internet Service Provider) and at the CAREC end the leased line is integrated with the LAN. With a setup such as this it will be possible and economically feasible for the PAHO/WHO Representation in Trinidad to access the Internet by dialing in to CAREC's router via the leased line. This proposal for cost sharing is currently under discussion between the two offices.
Preparation for conversion of the e-mail system from cc: Mail to Exchange server required detailed planning and execution of several user training and briefing sessions, CAREC-wide reconfiguration of workstations and network components and installation of software. This preparation greatly reduced the levels of dislocation experienced by users and the amount of system downtime. Final migration was performed in November without incident and all e-mail messages were successfully transferred.
Several members of staff received training in the use of the Office Management Information System (OMIS). This included current users and persons new to the system. Assistance was also provided to staff in use of the AMPES module for data entry of six-month work plans and progress reports.
Introductory training on the Internet, how it can be accessed and used, was contracted to NetServ Caribbean Limited. A total of sixty (60) users were trained and expressed satisfaction with the content and delivery of the course. The Human Resource Department was instrumental in the coordination of these sessions and has reported on this training in the Human Resource section of this report.
Training in Outlook 97 commenced in July as part of the advanced preparation for the changeover from cc: Mail to Outlook/ Exchange server. There was 90% coverage of training for the target audience of e-mail users.
Two major projects came on stream at CAREC in 1998. These projects were specifically related to Information Systems/Information Technology development. These were the World Bank funded Physician Based Sentinel Surveillance System (PBSSS) Project and the Public Health Laboratory Information System (PHLIS) Project, development of which was supported by the Walter Reed Army Institute of Research (WRAIR). The IS Unit provided multiple levels of support, by procuring all the hardware for the PBSSS project and advising on the specification of systems to be used to implement both projects.
As part of their commitment to Y2K compliance, PAHO provided US$50,600.00 in OTC funds for the acquisition of hardware, software and tools that were identified by the IS Unit as necessary for this purpose. These funds were completely utilized and all the identified systems have been acquired. These include:
| Centralised UPS for the Data Centre (servers) |
| 19 New Pentium II computers to replace non-compliant PCs |
| Network components that will bring all data communication up to 100 million bits per second |
| Tools for network and systems troubleshooting |
| Training kits and manuals in key IS/IT areas |
Discussions are ongoing towards achieving a structure for the Unit, which supports greater efficiency and achievement of the strategic goals for the area. A new position of Information Assistant was established and filled in 1998. However, efforts to recruit a Systems Analyst/Webmaster have been hampered by a shortage of suitably qualified and experienced applicants. In the absence of a Webmaster, the job of redesigning and maintaining the CAREC web site was outsourced to a local company. On completion of this contract it was decided that the site should be hosted in the US. Another Web services contractor was retained to have this done at PAIR.COM and to continue maintenance of the content of the site.
The Systems Administrator and the Assistant Systems Administrator participated in the Accelerated Microsoft Professional Certification in Microsoft NT4.0 at Knowlogy Corporation in Washington D.C.
Following these courses they attended a workshop on Installing, Configuring and Managing Microsoft Exchange Server 5.5 at PAHO Headquarters Washington D.C. which was conducted by the ACS department.
Provision of services to CAREC staff, member countries and other stakeholders continued despite the existing physical environmental factors which hampered development of Library and Information Services. Focus was placed on the provision of "just in time" value-added information and delivery and to help reduce the time spent by staff in accessing relevant information.
Collection development increased by a very small percentage compared with the previous year. Two new journal titles were added at year's end as a result of substantial contributions from project funding at the Centre. With new projects at the Centre some collection development was focused on relevant subject areas.
Training focused on the development of end-user services and was channeled via three group orientation sessions conducted throughout the year. As part of the development of user services a greater focus was placed on disseminating information online. This facility has also been extended to member countries with e-mail access. The Selective Dissemination of Information Service was extended to new project staff at the Centre
The Library maintained its collection of electronic databases despite a setback with the installation of the Medline database on Silver Platter. The National Library of Medicine PUBMED database available free on the Internet has been a tremendous facilitator. However, problems with frequent Internet disconnections earlier in the year hampered access to this service.
Internet use increased throughout the Centre. Further details are provided in the IS section of the report. One stand-alone user workstation in the Library has proven to be grossly inadequate and there was a need for placing time limits on workstation use by staff.
Database Management still remains a time consuming exercise in the attempt to maintain quality entries and an accurate representation and complete automation of the bibliographical collection of the Centre. The WINISIS software is underutilised bearing in mind its capabilities. Current in-house databases are being developed and accessed using the software. Implementation of an automated circulations system commenced at an exploratory level using a PAHO/BIREME developed package.
Technical assistance was provided to the PWR Belize and the Ministry of Health to review the National Health Library. The Librarian/Information Specialist and Systems Administrator continued to provide technical support and training for implementation of the Caribbean HIV/AIDS Telecommunication and Information Network (CATIN) in selected CAREC member countries.
A request from the BIREME/MEDCARIB network was made for the Librarian/ Information Specialist to demonstrate the MEDCARIB database at the meeting of the Commonwealth Caribbean Medical Research Council (CCMRC) held in Jamaica, April 1998. The Centre continued to participate in the MEDCARIB network and thirty additional CAREC publications were submitted for inclusion in the BIREME LILACS database .
The Librarian/Information Specialist attended the Regional Congress on Health Sciences Information held in Costa Rica in March, 1998 . A Presentation was made on the CATIN in the segment Technical Cooperation in member countries. The Librarian/Information Specialist participated on a course- Building the Medical Intranet Knowledge Centre at the Annual Meeting of the Medical Library Association held in May, 1998.
Requests sent to the Unit focused mainly on services for the dubbing of Audio-Visual material, and use of AV equipment for meetings and presentations. With the position of Audio Visual technician vacant, the majority of requests for AV services were outsourced during the period in review. Some resources have been expended on updating and proper archiving and storage of the Centre's historical photo collection and the organisation of the general AV collection. A database of the AV collection has been established.
A range of desktop publishing services was provided, from the production of the Centre's Annual Report to the production of posters and presentations for regional and international meetings. An upgrade of computer equipment and software has facilitated enhanced production of in-house materials and production of material for final output at external service bureaus. Some guidelines have been implemented for quality preparation and production of documents and posters gearing towards a more standardised approach for the production of documents at the Centre.
Nineteen ninety-eight has been another hectic and challenging year for Maintenance Services. CAREC's physical plant consists of several buildings of varying vintages and states of repair. In general, much of the existing facility is in need of extensive renovation or replacement and there is a critical shortage of space resulting from recent success in attracting extrabudgetary funding. Although funds were drawn down from the Building Fund, financing of badly needed renovations and upgrades has been problematic especially in light of decreased core funding. In addition to routine upkeep of the physical plant, under the supervision of the Maintenance Services four major projects were completed in 1998 at a total cost of approximately US$99,000. These were:
| Re-roofing and re-wiring of the building housing the Epidemiology Division, Public Health Intelligence Unit, Human Resource Department and Staff Centre |
| Extension of the Human Resource Department |
| Construction of a roof over the Insectary |
| Enclosure of the Insectary Building of the Entomology Laboratory |
| Re-designing and re-ducting of the air-conditioning system for the High Security (including Tuberculosis) Laboratories |
| Conversion of old Quarters (used for storage) into offices. |
However, by the end of the year, the Centre was facing yet another crisis caused by extensive leaking of the roof of the Administration and Laboratory Buildings. This has resulted in major disruptions in the operations of several laboratories and administrative offices. It is estimated that erection of a new roof could cost in excess of US$80,000.
| Replacement of the roof of the Administration and Laboratory buildings |
| Installation, testing and commissioning of the main switchgear at the electrical kiosk and upgrading of the electrical installation at all buildings on the compound |
| Completion of the renovation of the Servants' Quarters into offices |
| Renovation of the animal colony |
| Re-ducting of the air condition system at the Elisha Tikasingh Lecture Theatre and laboratory offices |
| Construction of new/ expanded accommodation for Information Services (including the Library). |
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Caribbean Epidemiology Centre Page last modified 09 August, 2000 |
