SUMMARY OF THE STUDY

The study was conducted in two phases in the period of March 1995 to March 1996 and April 1996 to December 1996 The study employed three approaches to data collection to assess the use of electronic communication. The three approaches were complementary. They focused on who uses the service, how much it is used, what has been achieved by this users, what problems inhibit its gainful use and suggested improvements to the service.

Traffic data was collected from a Fidonet node and analysed to get the frequency of usage. This indicated how often users engaged in use of email especially in sending messages. The traffic data was also used to tabulate frequency of use as low, medium, high and very high to get the magnitude of usage. Basing on traffic data it was found that majority of users, in both phases of the study, were in the low usage range which was 0-10 messages sent a month and very few appeared in high usage range which was 61 and above messages sent in a month.

A baseline questionnaire was sent to users who were active in using email to fill. The questionnaire aimed at getting users, profile, their experience in use of computers and indeed electronic communication, what they used it for, and their achievements, constraints and/or their suggestions for improvements on the electronic communication.

It was found that most users of email were highly qualified professionals engaged in a variety of activities in different sectors both private and public (academic, research, self employed in business etc). The predominant indications were that email was used in academic/research work and for business. The major correspondences being sending and receiving personal messages. However, it is not clear whether these personal messages are of private nature or have educative and public value in them.

The e-mail users were by and large experienced computer users though it was indicated that some still had some problems with applications of new software such as the communication software. Majority composed, wrote and sent their messages themselves and a few used some one else to send. The email users were a variety of both indigenous Ugandans and foreigners and of both sexes. Ugandans formed a majority of users and male sex dominated the use of e-mail according to the findings.

Many facilities were being used on shared basis with an average of 5 users per point. A few were being used by single users. It seems that as the awareness of the use of e-mail increases the average number of users sharing at points will go up. The costs of email services were being met by the users organisations and projects with a few paying for the services themselves. Communication, was indicated as being predominantly outside the country and outside Africa to the countries abroad.

Most users had achieved a lot from the use of electronic communication ranging from being able to communicate easily and with more contacts made to ability to transmit massive documents over e-mail at minimal costs.

The constraints enumerated hinged mainly on the local facilities and equipment used such as fluctuating power supply, poor telephone lines connections and machine (modems) break down. There were also some constraints connected with lack of training in use of communication software and absence of tools like software manuals.

Suggestions for improvements also dwelt on the improvements in local facilities and ISP quick responses to users complaints in case of machine break down. The need to step up training in use of software and making manuals available was among the suggested improvements.

Interviews were conducted with some selected users to find out more information to supplement the baseline survey. Questions focused mainly on users activities, e-mail usage and improvements it brings to the individuals performance, problems related with use of email, advantages of e-mail over other means of communication and how so far the users were getting used to e-mail either with comfort and/or otherwise, were discussed with users. On the whole the users were comfortable with the user of e-mail despite some problems mainly of local nature. Many successful stories with the use of e-mail were cited. Advantages of the email usage over the other means were numerous. It was generally acknowledged that the use of electronic communication had brought some improvements in individual's tasks performance and output.

In conclusion, the use of electronic communication in Uganda is held high with a lot of excitement. A lot is acknowledged achieved in the short span it has been in use and a lot more expected as the connectivity spreads and more experience with the usage of the communication is gained in time. The major negative effect that can be gathered from observations is that, like any other new and and developmental services introduced in Uganda, it will be mainly a major towns event than a rural spread service. If this problem is addressed and corrected for the communication to benefit the rural majority it will be a great achievement and a great impact on development in the country.

1.0 INTRODUCTION

This report covers a project originally entitled "Impact of electronic communications on development in Africa", consonant with the overall theme of the program of the International Development Research Centre (IDRC), Canada through which it was supported. The research team felt that this title sounded too broad and ambitious with respect to the actual scope and outcome of the project. It thus decided to use the above main title for the final reports. In Africa, four countries were selected for this study namely, include Ethiopia, Senegal, Uganda and Zambia. This report covers the study in Uganda.

Data was collected, through a survey involving the users of the Mukla Fidonet Network, an electronic mail network which had a node at the Institute of Computer Science, Makerere University, Kampala, Uganda,. Initially (from 1/01/1995 up to 5/03/1995), the study involved collection and analysis of E-mail traffic data in order to understand the usage patterns and to draw samples for the study. This data is presented in Appendix 1(A).

2.0 OBJECTIVES OF THE STUDY

The general objective of the study was to assess the use, benefits and constraints of electronic communication and to test the possible impact of information on development so as to come up with indicators to measure this impact.

3. 0 SCOPE AND COVERAGE

Initially the study covered users of the Mukla Network (Fidonet technology) who were using E-mail services only, later it was broadened to include users of Full Internet services, a system which was introduced during the study period.

4. 0 CONTENT OF THE REPORT

This report covers the first phase of the study. It gives the methodology, the problems encountered during its implementation, the findings such as: uses and patterns of use, benefits and constraints of electronic communication. Finally, the report discusses the major findings and gives conclusion and recommendations. The study instruments such as the Questionnaires, and the Interview Guide are attached as Appendices together with the Implementation Schedule and Traffic data.

The report is closely related to the report on Phase Two of the same study which is presented separately.

5. 0 IMPLEMENTATION OF THE STUDY

In Uganda, a survey of the E-mail users was conducted to elicit important facts such as usage, benefits, problems and constraints. The study was conducted over a period of nearly two years (Jan 1995 - Dec 1996) and was divided into two phases. Implementation of the first phase ran from January 1995 - March 1996 while the second phase was implemented during April 1996 to December 1996. The questionnaire and Interview methods were used to collect information.

5.1 Baseline questionnaire

A detailed baseline questionnaire (Appendix 2(A) was sent out between March and December 1995, to collect information on the use of E-mail. During February and March 1996, a simplified Baseline questionnaire (Appendix 2(B)) and Internet Supplementation questionnaire (Appendix 4) were sent out to supplement the questionnaire sent out earlier and to capture information from Internet users, respectively.

Out of a total of 279 registered users, 164 active users were drawn and the questionnaire was administered to them. Most of the questionnaires were sent by Email, however 50 were hand carried to a sample (i.e. 50) of selected users who were also identified to participate in the Interviews. The criteria for selecting this sample is given in the section on interviews below while the Framework for the sample is given in Appendix 1 B.

The three groups of respondents to which the baseline questionnaire was dispatched are as follows:

5.1.1 The sample group of 50 E-mail users who were also selected for interviews. A total of 41 filled questionnaires were returned from this group.

5.1.2 Questionnaires were sent by E-mail to the rest of members of the original group of 164 active members, who were not included in the smaller sample of 50. From this group 9 questionnaires were returned.

5.1.3 Questionnaires were also sent by E-mail to all users registered with the MUKLA node by July 1995. From this group 14 questionnaires were returned. Altogether, 64 questionnaires were filled and returned giving a response rate of approximately 23%.

5.2 Interviews

A sample of 50 users indicated above was drawn according to the following criteria:

5.2.1 Type of organization namely; Government, Non-Governmental Organization (NGO), Inter-Governmental Organization (IGO), Private, Academic and Research

5.2.2 Level of use of E-mail rated as: Low, Medium, High, Very High

5.2.3 Accessibility of user for the Interview (i.e. the by phone, E-mail or physical visit)

It was not possible to carry out all the 50 interviews as envisaged. However a total of 38 interviews were carried out after administering the baseline questionnaire, i.e during March - December 1995 and February - March 1996 respectively. The Interview schedule is given in Appendix 3 while the distribution of the Interview sample is given in Table 1 below.

A draft report of the first phase was compiled during December 1995 - Jan 1996 while the final report was compiled during April 1996.

5.3 Problems encountered:

5.3.1 Introduction of Healthnet in 1991 was closely followed by introduction of Fidonet E-mail and introduction of the Internet in 1995.These fast developments made it difficult to retain the same users throughout the study period as users shifted from one system to another over a short period.

5.3.2 Limited funding could not allow for initial training of the researchers. It also restricted the ability of investigators to make repeated travel for Interviews, collect questionnaires, or hold group meetings with respondents.

5.3.3 Low response rates: Sending Questionnaires by E-mail could not guarantee responses despite follow up visits and remainders.

5.3.4 Inadequate/incomplete responses: the timing of the study was rather early as use of Electronic Communication Technology was still new in the country, hence the responses were often inadequate.

5.4.5 Although this research was designed as a part-time activity, it demanded more time than what was originally anticipated.

6.0 Findings from the baseline questionnaire: users and patterns of use of electronic communication:

6.1.1 All 64 baseline questionnaires received questionnaires had the respondents names and institutions.

6.1.2 Of the 64 respondents, 44(68.7%) were males and 20(31.3%) were female.

6.1.3 The age range was divided into two distinct groups of 30 years and below and, 31 years and above. Of these who stated their ages, 17(26.6%) were 30 years and below, 29(45.3%) were 31 years and above, while 18(28.1%) did not state their ages. This led to a suspicion that some people might have refused to return the questionnaire because there were some prohibitive questions such as that of age.

6.1.4 Respondents were categorized into two distinct groups; Ugandans and Foreigners, 29(45.3%) were Ugandans while 35(54.7%) were foreigners.

6.1.5 On users principal activities, respondents were put in three categories; Information officers/Librarians, Computer Scientists/Researchers, and any others which included several categories i.e. Administrators. 10(15.6%) of the respondents were Information Officers/Librarians, 18(28.1%) were Computer Scientists/Researchers, and 36(56.3%) were any others.

6.1.6 The question of employers was analyzed in five broad categories. The distribution of respondents in these categories is as shown in Table 2 below:

It was however observed that there was overlap between government and academic/research institutions as most of these institutions are government establishments. Most people in these institutions stated they were in government.

6.1.7 The following was the order of response as regards the respondents fluency in languages other than their mother tongues. In this question some respondents gave more than one answer. There were 73 responses of which 48(65.8%) spoke English, 8(10.9%) spoke French, 5(6.8%) spoke German, 1(1.4%) spoke Spanish and 11(15.1%) spoke others language. Other languages include:- Italian, Swahili, Portuguese, Russian and Chinese.

 

6.1.8 Table 3 below shows the distribution of responses to the question of registered users per point. The numbers considered per point are one to six and above, users per point.

Most respondents seem to be involved in academic activities, because many academic institutions are government establishments. As observed above there is an overlap between government, research and academic institutions.

6.1.10 Only 17 (27.9%) of the respondents had membership to professional groups, 44 (72.1%) are not members of any professional group and 3 (6.25%) of the respondents did not answer the question.

6.1.11 Respondents’ education

This question was not answered by all respondents as it was optional.

6.2.1 Frequency of use of E-mail:

The frequency considered for this study was in respect of the "sending messages". It was however, observed that the frequency of sending messages and that of receiving messages were almost equal. Details of E-mail Traffic data are given in Appendix 1.

The frequency distribution for the different ranges was: 2.4% for VERY HIGH, 4.9% for HIGH, 46.9% for MEDIUM, and 45.7% for LOW usage.

a) The respondents started using E-mail as shown in Table 5 below:

It was observed that many people started using E-mail in 1993 though it was introduced in 1991. There are two reasons for this. One is that it is by 1993 that it was widely used. The other is that awareness about electronic communication (E-mail) services has been slowly catching on. Sensitization has been done mainly through individual contacts.

a) On the question what methods users use to send messages by e-mail some users indicated more than one method thus there were 104 responses of which: 53(50.9%) were logging-in themselves, 27(26.0%) brought in ready processed documents on diskettes, 12(11.5%) gave hard copies to secretaries to type in the messages, 6(5.8%) dictated their messages to other persons who could type them in and 6(5.8%) used any others methods.

b) The rate of sending E-mail messages is categorized in four groups as follows:

 

PM = personal messages

AM= arranging meetings

MP = managing projects (MP)

ERI= exchange of research ideas

RTA = receiving technical advice

PTA= providing technical advice

PTA = providing technical advice

LS= literature searches

EDOC = exchanging documents

EXDB= exchange of databases

f) Regarding the destination of E-mail messages, respondents gave at least three responses which were tabulated according to percentage ranges as shown in Table 10 below:

In the majority of cases, E-mail is being used to communicate outside Africa or within Africa but outside the country (Uganda). Sixty-four (64) respondents answered the question on the destination of the information delivered via E-mail and, the following answers were obtained: outside Africa, 35 (54.7%), within Africa but outside the country 16 (25%), and within the country, 13 (20.3%)

g) The frequency of sending messages using different communication channels, Surface and Air mail, telephone and fax rank highest as alternative means of communication (to E-mail). Telex and travelling for documents are less important means.

Key:

SAM = Surface or Air Mail

Tel = Telephone,

Travel for Doc = Travel for Documents

h) The frequency by which E-mail has replaced different communication channels is given below as the % response and the corresponding number of responses.

In descending order, the frequency at which E-mail is replacing the traditional methods of communication is as follows: Surface and Air mail, fax, telephone, telex, delivering information on meetings and travelling for documents.

6.3.1 The study findings show that E-mail was contributing to the reduction of the information and communication budget as follows:

a) 12 (11.8%) of the respondents indicated that it was providing Electronic forms of Professional Journals and Newsletter's;

b) 8 (7.8%) indicated that it was reducing on the budget for books and related materials;

c) 39 (38.2%) indicated that it had reduced on the budget for telephone and fax services.

d) 31 (30.4%) said it had reduced on courier and postal fees ;

e) 10 (9.8%) indicated Local travel; while 2 (2.0%) indicated international travel.

6.3.2 The benefits of using E-mail were given in descending order of importance as: saving time, 41 (33.1%), improved professional productivity, 39(31.5%); improved quality of work, 23(18.3%) and less dependency on others for information, 11(11.2%).

6.3.3 The drawbacks were: it creates more dependency on others for information, 4(3.2%), it takes time to learn but gives no benefit, 3 (2.4%);

6.3.4 16 (33.3%) of the respondents gave success stories resulting from the use of E-mail. Several users gave stories that were similar. They are categorized and summarized below as follows :

a) Improved communication for most users in terms of saving time and convenience of using the E-mail facility.

b) Urgently needed information could be obtained very fast.

c) Reductions in communication costs by the majority of respondents through the use of E-mail which is substituting Fax and other communication services.

d) Organizations with head offices abroad, were using the E-mail services for fast communication.

e) Researchers were able to locate essential information from remote locations e.g. Universities abroad very fast. This is facilitating research activities and publication of papers.

f) Users are participating in active debates on topics of their interest through E-mail.

g) One International School had registered a 20% increase in the success of its students as a result of using information obtained from abroad using E-mail.

6.4.1 Technical limitations and the percentage of respondents who indicated 28(18.4%); frequent telephone breakdown, 34(22.4%); inadequate technical support, 30(19.7%); lack of adequate user manuals or instructions, 17 (11.2%); difficulties of using the system, 10(6.6%); and limited capability of E-mail software, 25(16.4%).

6.4.2 Major non-technical constraints were: difficulties in identifying information needs, 12(16.7%); lack of time, 20(27.8%); and lack of communicatees, 11 (15.3%). 29(40.3%) respondents indicated that this question was not applicable.

6.4.3 The limitations of disseminating information obtained via E-mail: lack of wide connectivity between people to whom the information would be relevant, 21(38.9%); lack of a communication budget, 8(14.8%); lack of paper, 6(11.1%); lack of photocopying facilities, 7(12.9%); lack of secretarial facilities, 4(7.4%); lack of printers, 3(5.5%); and 'others', 5(9.3%).

7.1 General Information

7.1.2. Activities that respondents identified as critical for the achievement of their institutional goals

7.1.3. There are various means through which respondents acquired E-mail addresses of partners:

7.2 Benefits

7.2.1 52.6% of the respondents had realized much improvement in communication since they got access to E-mail, however 47.4% said that they still had some communication problems despite having Email.

Over 60% use the service mainly for general correspondences, thus it has provided an alternative means of communication besides telephone, fax and postal services. For the majority, E-mail has made communication easy as it transfers huge documents at low costs in comparison with fax. E-mail was seen to have higher comparative communication advantages.

Users were acquiring and sending literature abroad via E-mail. One of these is an institute administrator was using E-mail to send students' theses abroad to external supervisors. Most communication partners and sources of information were abroad, rather than local.

7.2.2. 47.9% of the respondents had attained successes since getting access to email as indicated by the following multiple responses :

a) 43.5% were able to meet deadlines for proposals, meetings, travel arrangements and other activities;

b) 82.6% were able to communicate regularly with friends abroad;

c) 65.2% were able to obtain urgently needed information at short notice;

d) 13.9% were post-graduate students who had achieved fast communication with their supervisors/ examiners.

e) 21.7% were able to network and discuss with colleagues on topical and

urgent matters quickly;

f) 65.2% indicated clarity of received messages and reduction in requirements for printing paper, as well as easy storage of messages (soft copies).

g) 34.8% had experienced improvements in monitoring their projects (e.g Immunization.

h) 8.7% experienced improvements in time management and delivery of teaching materials. 4.3% were able to take advantage of differences between time zones for prompt delivery of messages.

7.2.3. Respondents gave multiple answers on how Electronic communication had contributed to the performance of their duties:

a) 73.7% achieved increased speed of communication and making of faster decisions;

b) 10.5% had speeded up implementation action;

c) 21% had achieved improvements in monitoring and management of their projects;

d) 78% had reduced on going to the post office or other offices to send faxes and receive messages

31.5% had enhanced quality of research and education through provision

of scientific literature;

f) 5.3% had improvements in the quality of their work because of improved consultation with peers (discussion groups; conferencing; bulletin boards; chat).

7.2.4. All respondents said that E-mail had advantage over other communication means available in the organization, giving several reasons as follows:

a) 13.1% of the respondents indicated that Email is more convenient when compared to fax as the sender can compose several messages off-line and send them later when the telephone line is secured;

b) 68.4% said E-mail was cheaper than fax and snail mail;

c) 94.7% said it was faster than ordinary (snail) mail;

d) 13.1% indicated that if undelivered, messages are returned;

e) 17.8% found Email convenient as messages could be composed, saved and later edited, and forwarded.

13.1% indicated that E-mail messages can be copied to many people at

the same time;

g) 5.2% respondents were able to store soft copies of messages.

h) 10.5% said that E-mail messages can be redirected to relevant people.

I) Journalists were able to contribute news to the Uganda network through

E-mail.

7.3 Constraints/Problems

7.3.3. Most respondents indicated that they face more than one problem while implementing their activities. These include:

7.3.2. Respondents gave the following as causes of communication-related problems:

a) 31.5% experienced poor telephone lines which slow down communication

b) 21.1% lacked adequate communication facilities (Telephone, Fax, E-mail).

c) 47.4% lacked adequate funding (for communication activities.)

7.3.3. Other problems which led to a slow down and difficulties in conducting businesses:

a) 45% respondents suggested increased budgets for communication activities;

b) 30% of the respondents proposed improvement of telephone lines;

c) 17.5% recommended installation and upgrading of telephone and fax; and

d) 7.5% opted for installation of Email Internet.

7.3.4. 18.4% of the respondents indicated that they were comfortable with the use of Email while 81.6% said that they were not very comfortable with the same.

7.3.5. Users gave the following as constraints hindering communication:

7.3.6. Constraints which lead to low usage of E-mail:

a. Lack of computer facilities among local users with whom information would be exchanged;

b. Lack of organized information which can be exchanged i.e local databases;

c. Insufficient equipment;

d. Lack of competence in using e-mail software due to lack of user training;

e. Lack of funds to subscribe for e-mail services (compared to other means of communication) as subscription is done irrespective of use or non-use of the service;

f. Delays in communicating with the node due to congestion of telephone lines.

g. 13.1% of the respondents had reduced on time spent on other activities as e-mail demands on users time to receive and reply to messages.

8.2 Interviews with Internet Service Providers

Contacts were made with Internet Service Providers in order to discuss with them matters related to electronic communication. There are two providers in Kampala. Several attempts were made before the right persons to provide the data could be obtained. Eventually one of the providers gave some data, but it was very difficult to get information from the second provider.

The company that provided data was established in April 1995 and provided some information on internet use traffic and a user market survey that had been conducted in August