Purpose & Goals

This poster introduces approaches to automating regular dashboard updates, driven by the need to improve upon workflow processes that have traditionally been performed manually. Our objective was to refine the mechanism which updates the Assessment unit's essential dashboards that showcase our collections and services and to develop a workflow that efficiently manages the influx of ad hoc report requests. Through automation, we sought to shift librarians’ focus from labor-intensive tasks to more meaningful data analysis, thereby optimizing efficiency and increasing the depth of insights gained.

Design & Methodology

An investigation into the automation of report updating focused on two primary tools: Microsoft PowerAutomate and Alteryx. To explore how the individualized features of each of these tools may affect their capability to cater to differing needs, dataset sizes, and resources, this project was conducted at two different institutions: Duquesne University and the University of Pittsburgh. At Duquesne University, PowerAutomate was deployed to automate the updates of hourly head counts. This was crucial for a mid-sized institution like Duquesne, which needed to monitor library space usage for staffing and operational hours. Data was originally collected via a LibInsight web form, with student workers entering time and user numbers by floor. The library analytics team would then download and publish this data monthly via PowerBI. To address specific needs, such as monitoring usage trends during finals, the frequency of data updates was increased to once daily. The adoption of a new automation approach transformed this process by enabling the direct parsing of data from LibInsight into SharePoint spreadsheets, automating data cleaning, and subsequently refreshing PowerBI. This fully automated workflow significantly reduced the requirement for active effort and streamlined the update process, operating seamlessly without manual intervention. On the other hand, the University of Pittsburgh, which encompasses several regional libraries and centers, had interest in exploring a greater diversity of tools due to challenges faced due to existing user familiarity with the available software. This led to the exploration of new tools, including Alteryx, which was timely introduced to the institution and found to be promising for updating dashboard data. Our initial trials included parsing data from Alma Analytics via API, data cleaning, and automatically updating Tableau datasets. Despite the considerable effort required for the initial setup, this approach has greatly streamlined data processing and analysis.

Findings

The exploration of automation tools has not only illuminated their potential to enhance operational efficiency but also emphasized their profound impact on our comprehension and handling of data. The development of these automated workflows has led to a thoughtful reassessment of our daily data management practices, encompassing activities such as recording, collecting, parsing, manipulating, and disseminating data. The automation of these routine tasks positions librarians to potentially devote more time to data analysis, thereby fostering more informed decision-making and facilitating strategic advancements.

Action & Impact

This project is an ongoing endeavor to refine and enhance the automation workflows within library systems. While we have garnered some insightful findings and reflections, the nature of this project is evolutionary, with continuous improvements and adaptations based on emerging data and feedback.

Practical Implications & Value

Libraries across the spectrum employ comparable systems, tools, and methodologies for data sharing and management, making the dissemination of practical use cases of automation workflows highly beneficial. Sharing these can significantly aid those entrenched in data-related tasks who aim to reduce time spent on routine operations and enhance their analytical endeavors. The specific workflows utilized by the authors for this project will also be made available, fostering a culture of efficiency and innovation within the library community. By adopting and adapting these proven workflows, the library assessment community is better positioned to concentrate on strategic analysis and decision-making.