The 1995 Asia-Pacific POPIN Consultative Workshop, which was held from 6 to 9 June 1995 at Bangkok, was attended by 23 representatives of national population information centres and subregional networks. The participants were from Bangladesh, China, Fiji (representing Pacific-POPIN), India, Indonesia, Islamic Republic of Iran, Lao People's Democratic Republic, Malaysia, Maldives, Myanmar, Nepal, Pakistan, Philippines, Republic of Korea, Thailand and Viet Nam.
The objectives of the Workshop were to:
* Assess the extent to which the general goals and objectives of Asia-Pacific POPIN have been met and recommend ways and means to strengthen the Network in the future;
* Assess the development and current status of national POPIN centres and networks in countries, and recommend strategies and activities for continuing development of national POPINs within the context of the Asia-Pacific POPIN framework; and
* Review the surveys undertaken by the Regional POPIN Centre (ESCAP secretariat) and by the national POPINs during the past three years and propose recommendations for modifications/improvements.
The need for improving national capabilities in information handling is recognized by both the Bali Declaration on Population and Sustainable Development and the Programme of Action of the International Conference on Population and Development (ICPD). Both instruments call for the strengthening information and communication through activities such as the Consultative Workshop. These instruments also recognize the need to improve the knowledge base about population and related development issues to better integrate the formulation, implementation, monitoring and evaluation of policies and programmes relating to population and sustainable development and therefore call for the implementation of population information activities not only for these purposes but also to foster greater commitment to and support for integrated population and development strategies at all levels.
The Bali Declaration and the ICPD Programme of Action specifically mention the tremendous potential of print, audiovisual and electronic media, including computerized databases and networks such as POPIN and Asia-Pacific POPIN in enhancing information and experience exchange, and call for priority to be given to the strengthening of these channels as a means to help countries achieve mutually agreed upon targets and goals.
In this context, the Consultative Workshop enabled member organizations to consider ways of bringing about the balanced application of both traditional and modern information technology for the creation of innovative and cost-effective means to improve the quality of information services, products and IEC in countries of the region, and to improve the knowledge base about population and development through the dissemination and communication of primary data and information in both print and electronic forms. The Consultative Workshop adopted the following set of recommendations.
National POPIN networking
Recognizing the work of national POPINs and the progress they are achieving, the Workshop recommended that in-country networking be established or strengthened in order to share the benefits of participation in Asia-Pacific POPIN. The Workshop further recommended that national POPIN focal points enrol other organizations, including NGOs, as members, and that they fully utilize the services and support of UNFPA Country Offices and the relevant UNFPA Country Support Team (CST) serving their country, while providing information products and services to them.
Asia-Pacific POPIN, in collaboration with UNFPA, should introduce measures to increase awareness of the POPIN network at the national level, especially among policy makers and other potential beneficiaries of its services, in order to gain support and credibility from the Government for POPIN activities. These measures may include organizing orientation programmes on POPIN activities targeting policy makers, and the provision of timely, accurate, relevant repackaged information suitable to policy makers and involving policy makers in TCDC activities.
Asia-Pacific POPIN should establish a task force or some kind of mechanism to look into the problems of lagging POPINs and to design strategies to revitalize them.
Considering that one of the major objectives of networking is sharing information and sharing skills, Asia-Pacific POPIN should tap local resources as well as external resources for training.
The Workshop endorsed the draft project concepts being prepared as part of the Asia-Pacific Regional Population Programme for submission to UNFPA for funding during the period 1996-1999. However, the Workshop requested ESCAP to consider including activities aimed at assisting national POPINs in their efforts to promote income-generating activities as well as to "market" their products and services.
Subregional POPIN networking
In line with a recommendation emanating from the 1992 Consultative Workshop which encouraged the formation of subregional networks based on cooperation, collaboration and implementation of activities for the mutual benefit of all participating members, the present Workshop recommended a reconfiguration of Asia-Pacific POPIN into the following subregional networks:
* South Asia POPIN: Afghanistan, Bangladesh, India, Islamic Republic of Iran, Myanmar, Nepal, Pakistan and Sri Lanka.
* East and South-East Asia POPIN: China, Indonesia, Malaysia, Philippines, Republic of Korea, Thailand and Viet Nam.
* Pacific POPIN: Cook Islands, Fiji, Kiribati, Mal-dives, Papua New Guinea, Samoa, Solomon Islands, Tonga, Tuvalu and Vanuatu.
The Workshop agreed in principle that Maldives, in view of its characteristics, be admitted as a member country of the Pacific POPIN subregional network, subject to the formal acceptance by member countries, a process which should be facilitated by the Regional POPIN Coordinator.
To facilitate the implementation of the immediate and long-term objectives of East and South-East Asia POPIN, the Workshop recommended that the Malaysia POPIN be designated as Interim Coordinator for the initial consultative meeting of that subregional network.
The Workshop endorsed a strategy for South Asia POPIN development which would include, subject to the availability of resources, annual network management-cum-technical training workshops and TCDC exchanges.
The Workshop recommended that ESCAP and UNFPA be urged to continue their support of the activities of the reconfigured subregional networks.
Global and intersectoral POPIN networking
The Workshop endorsed the concept of intersectoral networking and encouraged all Asia-Pacific POPIN members to pursue actively such networking in relevant population and development sectors. Although some such networking is already in progress, e.g. with WHO-HELLIS, much more needs to be done to build real cooperation with networks in other sectors. The Workshop, therefore, recommended that Asia-Pacific POPIN should identify suitable modalities for improving and extending networking among regional, subregional and national networks dealing with issues relating to population, health and social welfare, among others.
The Workshop supported the policies of the global POPIN programme and its activities, especially in the areas of developing global directories of population experts, institutions and research, to be made available in CD-ROM form in Micro-ISIS format.
TCDC and training
The Workshop, in recognizing the value of TCDC exchanges, urged the expansion of TCDC activities within the framework of Asia-Pacific POPIN, and noted that:
(a) since not all national POPIN networks have participated in TCDC exchanges, a higher priority should be given to TCDC requests from centres and networks not previously participating in TCDC programmes;
(b) in order to maximize the benefits of TCDC, a training-of-trainers approach should be emphasized in future exchanges;
(c) an increasing proportion of funding to cover the cost of TCDC exchanges should come from national population programmes; and
(d) for better preparation of the programme by all parties concerned, which will contribute to making the programme more effective and beneficial, the requesting countries should provide clear objectives of and activities desired for the programme.
Recognizing the value of training for national POPIN centres, and the relevance and possibility of obtaining training from relatively more advanced POPIN focal points in the region, the Workshop recommended that training arrangements be made in consultation and cooperation with the POPINs, and if need be, the secretariat should provide assistance in such endeavours.
The Workshop recommended that Asia-Pacific POPIN study the feasibility of setting up an Asia-Pacific Training Centre, as proposed by China, while exploring the utilization of existing training facilities at International Institute for Population Sciences (IIPS) in India; National Family Planning Coordinating Board (BKKBN) in Indonesia; and National Institute of Population Research and Training (NIPORT) in Bangladesh in order to provide more systematic training courses on population information topics. The Workshop recommended that, for the TCDC workshop on information repackaging planned to be held in Sri Lanka in late 1995, the secretariat should explore the possibility of adding topics which would benefit new POPIN members, such as basics in information management, functions of POPIN centres, information networking and computerization.
Asia-Pacific POPIN Constitution
The Workshop adopted several amendments to the Asia-Pacific POPIN Constitution in order to clarify aspects such as the criteria for POPIN membership, the status of subregional POPINs, the responsibilities of the national POPIN focal points, and the organization of POPIN policy-making bodies, among other points.
Translation grants programme
The Workshop, recognizing the need, value and importance of the translation grants programme, recommended that the programme be continued, with the minimum sharing ratio being 1:1 for participating countries, and further recommended that non-focal points within the respective country be encouraged to participate in the programme.
The Workshop also recommended that the translation grants programme maintain flexibility in translating materials from English into national languages and vice-versa. It further recommended that established criteria be applied to the selection of the publications for translation.
Asia-Pacific POPIN Bulletin
Recognizing the effectiveness of the bulk redistribution system of the Asia-Pacific POPIN Bulletin through the national POPIN centres, the Workshop recommended continuation of this approach.
While accepting the principle that national POPIN centres should absorb the in-country mailing costs for redistribution of the Asia-Pacific POPIN Bulletin, the Workshop recommended that the secretariat consider exceptions on a case-by-case basis in those countries facing financial constraints.
Literature search services
The Workshop, recognizing the need for literature search services in the region, recommended that the POPLINE CD-ROM services be decentralized to national centres in the future, where facilities permit.
Recognizing the need for the exchange of bibliographic information among the POPIN centres, the Workshop recommended that the Regional POPIN Centre consider making available the EBIS/POPFILE database to the national centres, either in diskette or CD-ROM form. In view of the need to promote the utilization of bibliographic and abstracting services of the national POPIN centres and those from other computerized databases such as POPLINE, the Workshop recommended that national POPIN centres should publicize their services widely among potential users, as appropriate.
Communications
The Workshop recommended that the use of advanced information technologies including e-mail, telecommunications networking, and the use of CD-ROM should be promoted to facilitate efficient communications and better access, utilization and dissemination of population-related information.
Asia-Pacific POPIN should explore the possibility of distributing publications through electronic means such as on diskettes, CD-ROM and telecommunication networks including the Internet to save printing and mailing costs.
Asia-Pacific POPIN Directories
Recognizing that the new mode for seeking funds from UNFPA Country Offices to create/update directories has proven to be an effective way to increase cooperation between national POPINs and UNFPA Country Offices, the Workshop recommended that the national POPINs should continue to contact the UNFPA Country Office in their country for funds to conduct this activity.
The Workshop recommended the adoption of the revised set of guidelines prepared by the secretariat and called for their use as standard guidelines for the production of national directories.
POPIN network standards and guidelines
Considering the usefulness of the guidelines, Asia-Pacific POPIN should prepare a basic check-list or set of guidelines describing basic functions of POPIN centres which may not be staffed with trained information professionals. Preparation of guidelines for information management covering topics such as resource base development, organization of information and information-processing and retrieval, including classification, cataloguing and the application of subject terms, should be considered.
Asia-Pacific POPIN should explore the possibility of utilizing UNFPA resources and/or introducing grants within the framework of regional POPIN activities to develop such guidelines.
User survey
Taking the examples of the analysis of the readers' survey of the Asia-Pacific POPIN Bulletin and the user interest survey conducted by the Regional POPIN Centre, the Workshop recommended that national focal points conduct similar surveys and analyses by 1997 to assess the information needs of users within their respective country, the results of which should be shared with the national and regional POPIN centres for their use. The Workshop further recommended that additional statistical analysis should be done on the data collected in the user survey based on carefully selected samples.
The Workshop recommended that national subsets of the survey data obtained in the regional survey should be provided on diskette to national focal points upon request so that they can compare the data with locally conducted survey data.
The Workshop recommended that the survey form prepared by the Regional POPIN Centre in collaboration with the Workshop on Information Needs Assessment be accepted as the standard format for national surveys.
Relationships with CSTs and UNFPA Country Programmes
The Workshop recommended that those members of Asia-Pacific POPIN which have not already done so should contact the Country Support Team (CST) serving their area, and seek information on the types of expertise the CSTs can make available to them and under what conditions. Likewise each national population information centre should make known the services it can provide to the CSTs in view of their multidisciplinary character and varied information needs.
The Workshop recommended that members of Asia-Pacific POPIN keep the UNFPA Country Director serving their country informed of their needs so that he or she can arrange for funding through the Country Programme or arrange for assistance to be provided by the CST or ESCAP.
The Workshop recommended that publicity about the work of the CSTs and Country Directors serving Asia-Pacific POPIN member countries continue to be published in the Asia-Pacific POPIN Bulletin, and request that the CSTs provide information on a regular basis to the relevant national POPINs by adding them to the CSTs' mailing lists.
Asia-Pacific POPIN Network: A Profile
The Workshop recommended that in the profile/directory more emphasis be given to many different activities carried out by the secretariat on behalf of the Network members. While this description should not be a catalogue of individual activities, it should demonstrate the scope of work done over the past decade of Asia-Pacific POPIN's existence.
The Workshop recommended that member centres and networks make an effort to provide within one month illustrations (drawings, graphics etc.) which would be suitable for the cover of the profile/directory, with the best-looking and most appropriate being selected by the secretariat for the cover. Attractiveness of all illustrative material would be important since the profile/directory will be mounted on the Internet for potential access by 30 million users.
