hawaii public library - virtualization

How Synergy Helped the Hawaiian State Public Library System Streamline Services with SharePoint Automation

HSPLS provides library services across 7 islands in the State of Hawaii.

OVERVIEW:

The Hawaii State Public Library System (HSPL) has more than 50 branches located across seven 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.

Goals / Challenges:

With more than 50 branches spread across seven Hawaiian islands, the Hawaiian State Public Library System (HSPLS) needed to streamline operations and eliminate the inefficiencies of paper-based processes. Staff were manually completing ordering and reporting tasks that took hours to finish—and lacked a centralized system that connected branches or enabled shared visibility across the state.

To improve service delivery and reduce operational overhead, HSPLS aimed to digitally transform their internal processes.

Key goals included:

• Automating manual and redundant steps in library workflows

• Eliminating reliance on paper-based systems

• Creating a “one-stop-service” that connected all branches and simplified operations

Solution/Approach:

Because HSPLS was already using SharePoint, Synergy proposed leveraging their existing infrastructure to design a cost-effective, intuitive solution tailored to their organizational culture.

The project began with in-depth requirements gathering to understand not only the existing processes, but also how staff worked and where improvements could have the greatest impact. Synergy then defined a functional specification covering workflows, site structures, metadata fields, and user roles.

To ensure ease of adoption, Synergy designed the solution to retain familiar elements—for example, using datasheet views for list entry, which closely mirrored the Excel spreadsheets staff were used to. Once the specs were finalized, Synergy built the new ordering portal, complete with SharePoint lists, libraries, and customized workflows to automate repetitive tasks and validate submissions.

Key solution components included:

• Full implementation of a SharePoint-based ordering system

• Design and deployment of custom workflows to automate time-consuming manual steps

• Centralized data views tailored to user roles across all branches

• A culturally sensitive approach using familiar UI patterns to boost adoption

“Working with the Hawaii Public Library gave us the opportunity to enhance their digital services and make information more accessible to the community. We're proud to have delivered a solution that aligns with their mission of public service and education.”

— Chris Bayot, Customer Lead, Synergy

The Results:

The new SharePoint-based system delivered immediate improvements in both efficiency and user experience. What once took hours using paper and spreadsheets is now managed with automated workflows and real-time visibility across branches. Staff now access a centralized platform that simplifies ordering and reduces administrative burden statewide.

Key outcomes include:

• A “one-stop-service” experience for ordering and documentation

• Significant time savings from automating manual, paper-based processes

• Seamless connectivity and statewide visibility across all library branches

• Reduced operating costs and simplified IT support

With Synergy’s support, HSPLS now operates a connected, responsive system that supports their mission to serve Hawaii’s diverse communities through learning, access, and innovation.

INDUSTRY	GEOGRAPHY	CONSULTING	software
State Sector/Public Services	USA	Training Services Nintex Workflow & Process Automation	Windows Server Hyper-V SharePoint

Ready to Modernize Public Service Operations?

At Synergy, we help public sector organizations like HSPLS transform internal workflows with powerful Microsoft-based automation solutions. Whether you’re replacing paper-based processes or scaling service delivery across locations, we’ll help you build smarter systems that work for your team—and your community.

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