117 - Creating a Library's Strategic Planning Tool with Data Visualization Software

Background:

Many libraries engage in strategic planning to establish priorities and measure progress in meeting goals. The Samuel J. Wood Library, the academic health sciences library at Weill Cornell Medicine, created a tool to organize its strategic plan using low-cost data visualization software. For six years, the library, which uses the Balanced Scorecard strategic planning management system, employed a database hosted by an outside vendor to house its strategic plan. However, the cost became prohibitive, and the library experienced limitations in adapting the database to fit its needs. Library leadership sought an affordable and adaptable strategic planning tool.

Description:

The library utilized the expertise of several data-savvy librarians to develop a new strategic planning tool. Library faculty recommended using Microsoft Power BI, a free business analytics tool that is modifiable to specifications. A librarian created an initial demo version. Members of the Information and Technology Services (ITS) department helped build out the tool; then, a librarian created a finalized version. Feedback from leadership was given throughout the process. The strategic planning tool has two components: Microsoft SharePoint and Power BI. Library faculty and staff enter strategic planning updates in spreadsheets in SharePoint. The data source connects to and loads the data on the Power BI app which creates graphic representations. Library faculty and staff were given a demo of the tool at a meeting in late 2021, and the tool was launched in January 2022.

Conclusions:

Thanks to the efforts of technically skilled librarians and ITS employees, the library successfully created an internally maintained tool to organize its strategic plan. The decision to move from a hosted database to Power BI helps optimize the library’s budget. The library has access to SharePoint via an institutional subscription and pays a small monthly licensing fee for Power BI. As Power BI is modifiable and the tool will be maintained by a librarian, the library will have greater ability to adapt the tool to changing needs. The tool launched in January 2022, and faculty and staff are being trained to use it. Feedback will be collected via Qualtrics surveys to evaluate the user experience.