Benchmarking Network

1. Benchmarking Network • Coming very SOON to your screen via MLANET ~ • THE premier of the ~ • MLA BENCHMARKING NETWORK • Don’t miss the excitement and the latest news !!

2. MLA BENCHMARKING NETWORK~Debuting Soon! Rosalind (Roz) Dudden, Chair, Benchmarking Network Outcomes Team AND resident benchmarking expert in Midcontinental Chapter (a BCE is to be appointed) Regina Lee, BCE, South Central Chapter Linda Garr Markwell, BCE, Southern Chapter

3. BENCHMARKING ? ? ? Benchmark ---WHY would I want do it ? ?

4. Determine your Worth…Communicate your Value—with Benchmarking Medical Library Association Benchmarking Implementation Taskforce October, 2001

5. Benchmarking Implementation Task Force • Debra (Debbie) Rand, Chair • Ruth Holst, MLA Board Liaison • Deborah Adams • Jacque Doyle • Rosalind Dudden • Cheryl Goodwin • Gretchen Hallerberg • Janice Kaplan • Michael Kronenfeld • Elizabeth Reid • James Shedlock • Bernie Todd-Smith • MLA Staff - Kate Corcoran

6. Why Benchmark ? • B Buy-outs • E Ernst & Young • N Negative earnings • C Competition • H High costs • M Managed care • A Accountants • R Return on investment • K Knowledge-based information

7. Give me a “B”, “E”, “N”, “C”, “H”, “M”, “A”, “R”, “K” ! ! E B … Wha..da..ya..got?? BENCHMARK SUCCESS!YEH!!!

8. Benchmarking IS: • a process used to determine and implement a “better way” to do a job; • a way to evaluate performance; • based on the belief that someone is doing some things better than you are! Improve your own performance: • find out how other organizations do things • adopt the best practices you find

9. Benchmarking is NOT • Counting comparing the count of resources of libraries (e.g., number of books in each library) comparing the number of completed processes (e.g., number of ILLs filled in each library) These activities have value, but they are NOT benchmarking.

10. Benchmarking doesinvolve comparibility • Makes resources and processes comparable between institutions • Number of librarians per number of medical staff • Number of books per total hospital employees • Institutional data is crucial for comparing • Patient discharges • Outpatient visits

11. Value of Benchmarking • Compare your library’s processes to other institutions. • Helps you justify expenditures for: • collection development • staffing • new services • infrastructure

12. MLA’s BenchmarkingNetwork Phase I - Beta Testing (Fall 99-Winter 00) • Determine “minimum” data set • Develop benchmarking screens in members-only area of MLANET • Open beta pages for data entry • Beta completed • Data/user comments analyzed • Benchmarking Chapter Educators (BCEs) training.

13. MLA’s BenchmarkingNetwork Phase II — Database live (FALL, 2001) • Open pages for full data collection (ANY MLA member may input hospital library’s data) • Develop report interface • Connect institutions with benchmarking partners

15. Report of Benchmarking Network Outcomes Team Rosalind (Roz) Dudden, Chair Benchmarking Network Outcomes Team, a Subcommittee of the Benchmarking Network Implementation Task Force

16. MLA Benchmarking Network A composite of the 73 libraries reporting Per Hospital Bed Size Averages for Technical Services

17. MLA Benchmarking Network A composite of the 73 libraries reporting Per Hospital Bed Size Averages for Public Services

18. MLA Benchmarking Network A composite of the 73 libraries reporting Per Library FTE Averages for Technical Services

19. MLA Benchmarking Network A composite of the 73 libraries reporting Per Library FTE Averages for Public Services - Pt 1

20. MLA Benchmarking Network A composite of the 73 libraries reporting Per Library FTE Averages for Public Services - Pt 2

21. MLA Benchmarking Network • Benchmarking Network Example # 3 • Will reducing journal backfiles solve the problem of a request for reduction in square feet of the library space? • Scenario • A hospital librarian has been asked to reduce the square footage of her library. She thinks one way would be to keep fewer years of back journals. • Question • How many years of print journals do other hospital libraries keep and how does this correlate with library square footage? • Strategy • Using the Benchmarking Network database, she uses the aggregate results to see how many years are kept in other libraries and their square footage. • Explanation • The data shows a variety of responses but gives the librarian some information to take back to her administrator.

22. MLA Benchmarking Network • Benchmarking Network Example # 3 • Will reducing journal backfiles solve the problem of a request for reduction in square feet of the library space?

23. MLA Benchmarking Network • Benchmarking Network Example # 3 • Will reducing journal backfiles solve the problem of a request for reduction in square feet of the library space?

24. MLA Benchmarking Network • Benchmarking Network Example # 5 • How many electronic journal subscriptions does a comparable hospital library purchase? • Scenario • Several physicians approached the library committee about the adequacy of the library's electronic journal collection. After some discussion about the problems involved, the committee asked the librarian to report on what other hospital libraries were doing in this area. They needed support to see if the administration should be approached for more funds to support this new technology. • Question • How many electronic journals did other hospitals purchase? • Strategy • Using the Benchmarking Network database, the librarian is able to finds several charts that show average number of electronic journal subscriptions. • Explanation • The librarian sees from the numbers what are compared to the size of her library and hospital. She is able to report to her committee where her library is compared to this average.

25. MLA Benchmarking Network • Benchmarking Network Example # 5 • How many electronic journal subscriptions does a comparable hospital library purchase? Number of electronic journals purchased byBed Size of Hospital

26. MLA Benchmarking Network • Benchmarking Network Example # 5 • How many electronic journal subscriptions does a comparable hospital library purchase? Number of electronic journals purchasedNumber ofFTEs in the Library

27. MLA Benchmarking Network • Benchmarking Network Example # 6 • What is average expenditure on monographs for a hospital library? • Scenario • A hospital librarian is concerned that her budget for print monographs has decreased significantly over the past few years. She is worried that the library may not be able to buy sufficient numbers of current books. • Question • What is the amount spent on print monographs in other hospital libraries of various sizes? • Strategy • Using the Benchmarking Network database aggregate results, she see the monograph expenditure for other hospital libraries in her size by beds or staff. • Explanation • Based on the the tables found on the Benchmarking Network, the hospital library was able to compare her expenditure with the amounts spent by hospitals of her size as well as others.

28. MLA Benchmarking Network • Benchmarking Network Example # 6 • What is average expenditure on monographs for a hospital library? Expenditure on Monographs:The Average Amount byBed Size of Hospital

29. MLA Benchmarking Network • Benchmarking Network Example # 6 • What is average expenditure on monographs for a hospital library? Expenditure on Monographs:The Average Amount byLibrary FTE

31. MLA’s BenchmarkingNetwork Phase III — Future Expansion • Link MLA benchmark data to other organizations’ data (e.g., AAHSL) • Expand benchmarking data for specialty libraries and services (e.g., consumer hlth) • Develop and provide formulae to serve as outcome measures • Develop criteria and list of institutions with “best practices”

32. Benchmarking Network • Need AT LEAST 278 MLA-member library profiles • Data from beta used only to test reliability. • Your data will change yearly, so you will want to update and re-enter data.

33. BENCHMARKING NETWORK How do I do it? • Visit www.mlanet.org/members/benchmark.html • Print out and complete the data worksheets • Enter worksheet data in questionnaires [you need your MLANET username (ID#) and password (e.g., 12345, MVI98765)] • When opening of the network is announced, begin entering your data. There will be an opening date and closing date for entering data.

34. BENCHMARKING NETWORK How long will it take? • Collect data for worksheets in advance • Enter data in online database (20-30 minutes)

35. Benchmarking Network What if I have questions? • Contact your local “BCEs”: Regina Lee, South Central Chapter Linda Garr Markwell, Southern Chapter • Contact Roz Dudden, Midcontinental (a BCE will be appointed for Midcontinental) • Contact Kate Corcoran, <corcoran@mlahq.org>

36. Benchmarking Network MYTH: Only INSTITUTIONAL MLA members will be allowed to enter data into the Benchmarking Network when it goes LIVE. WRONG!!!!!

37. Benchmarking Network MLA welcomes: personal AND institutionalMLA members to enter data into the Benchmarking Network

38. BENCHMARK NETWORK REMEMBER MLA NEEDS PARTICIPANTS: • we need AT LEAST 278 (which is 20% of each MLA Chapter) WE CAN DO THIS!!!

39. BENCHMARKING NETWORK • Top TEN Things to do: • #10. Read background materials on what is “benchmarking” on MLANET. • #9. Browse & read the benchmarking definitions provided on MLANET. • #8. Read through the entire survey tool prior to beginning. • #7. Identify all data that you can obtain from standard directories of statistical information, e.g. AHA Guide (bed count, outpatient visits) • #6. Find places in your hospital to provide the data identified on worksheet, e.g. Admitting Office, Medical Records, Medical Staff Office, Quality Management , or Planning, etc. • #5. If you do not collect data at all, have just begun, or do not have data in all the areas requested, extrapolate!. Gather a sample for 3 months and then multiply by 4 quarters….estimates are acceptable. • #4. Start collecting data NOW! It’s never too late. • #3.Collect & organize data before entering it online. Print the worksheet & definitions & use them together. • #2. You are NOT required to answer every question if you do not have the data. BUT! Do try to be as complete as possible so that the final product will be more useful to all participants. • #1. DO NOT GIVE UP! If you don’t understand a question or are confused, CONTACT your MLA Benchmarking Chapter Educator.

40. Give me a “B”, “E”, “N”, “C”, “H”, “M”, “A”, “R”, “K” ! ! E B … Wha..da..ya..got?? BENCHMARK SUCCESS !!!! YEH!!!

41. Benchmark Network B E N C H M A R K S U C C E S S ! !

42. B E N C H M A R K S U C C E S S ! ! BENCHMARK NETWORK YEH ! !