Using Dashboard and Automated Scripts to Improve End-to-End Processes, From Ordering to Cataloguing

Abstract

NUS Libraries comprises eight libraries. The acquisitions and cataloguing functions are centralized in the Technical Services Unit. Over the years, the teams attempted to measure the performance of the operations. However, the procedures to generate the performance reports were tedious and lack timeliness. Nonetheless, these reports showed that it was necessary to improve ordering and cataloguing processes. The Ordering and Cataloguing Teams utilized database query and visualization tools to measure the performance and improve the processes. The teams construct dynamic queries and export ordering and cataloguing data from the ILS on hourly basis and use visualization to identify issues, make improvements and monitor the results. The improvements resulted in 89.4% of orders received and catalogued within 50 days. 99.1% of received titles were catalogued within 1 working day, well beyond the KPI of 90% within 2 working days. Productivity and output quality improved; 74 man-hours was saved every month and error rates was reduced. The processes were well controlled and the results are sustainable.