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Summary Data: HSPLS provides library services across 7 islands in the State of Hawaii.
The Hawaii State Public Library System (HSPL) has more than 50 branches located
across seven (7) islands. Their mission is to provide Hawaii’s residents, in all
walks of life, and at each stage in their lives, with access to education, information,
programs and services, and to teach and nurture the love of reading and the habit
of life-long learning.
HSPLS had an archaic system for managing supply orders across their more than 50
State Branches. The existing solution involved a variety of manual and repetitive
tasks, combining manual delivery of Excel forms, multiple emails among participants,
version skew among documents and the need to print and markup the spreadsheets repeatedly.
The system was time-intensive, difficult to manage and used a lot of paper.
It was the goal of this project to automate, streamline, and optimize the system
in order to provide a “one-stop-service” location for Ordering staff members, as
well as other staff members that are the recipients or the suppliers of information.
Understanding the power of the SharePoint platform and because HSPLS was already
an active user of SharePoint, Synergy recommended leveraging their existing Web
infrastructure in order to architect the solution. With that decision made, Synergy
embarked on a series of requirements gathering sessions which gave us not only an
understanding for the existing processes, but a look into the culture of the organization
and sense of the required improvements.
The Synergy team then worked closely with the HSPLS team to define a functional
specification that defined the workflow process, the lists and libraries that would
be built, the required metadata columns and the views that would be required.
Once the specifications were signed off, Synergy proceeded to build out the solution
by creating the Ordering site, required lists and libraries and developing the various
workflows that were required.
The solution addressed both technical and cultural challenges by keeping list views
for data entry primarily in datasheet views in order to provide a familiar interface
for staff who were accustomed to doing tasks Excel spreadsheets.
The result was a “one-stop-service” with a user-friendly, intuitive solution that
automated manual steps and provided custom views based on user roles. Workflows
aggregated information and provided validations on ordering lists that previously
took many hours to complete with paper. All branches are now connected and have
visibility across the State ordering system.