« Back to Technology

Back Office Operations

Miami-Dade Public Library System

Innovation Leader: Georgina Del Valle, Automated Services Administrator, delvalleg@mdpls.org

Problem Statement

The Library wanted to automate back office business processes that, when automated, would allow staff to gain efficiencies and perform additional tasks. Library Staff was spending time manually gathering information for reports and monthly statistics when a system could be created to automatically create the reports and validate data entry thus
reducing data entry errors relating to manual entries and allowing staff additional time to perform detail reviews and corrections.

Innovation

Library staff submitted technology projects and upper management prioritized the list approximately four years ago. Since that time development staff has been executing from the project list and have automated the following back office processes:
  • Online Supply Ordering system – staff are able to enter orders and track the process of procurement and delivery while having their budget accounts updated making reconciliation a much easier process.
  • Maintenance Work Order system – this system allows staff to enter maintenance problems and requests for services and track the progress and closure of the requests including open work orders.
  • SMART Program system – this system assists the SMART manager to enter participant information and to track the progress.
  • Room Reservation system – this system is utilized by all branches with conference rooms to track requests and requestor information.
  • Monthly Statistics system – this system allows branch staff to enter information directly into the database instead of having the information emailed to one person for processing.

Progress

By automating a business process, the information is centrally located for viewing and reporting. The system is able to verify data entry values, inform staff of when there is a work order that needs to be addressed, and includes work flow for authorization. In the case of the Online Supply system, the order is authorized and when the purchase order information is entered, the system updates account allocations. This allows for secured and verified data to be stored. Staff spends less time on the reconciliation process and reports are easily produced.