The Challenge: Manual Processes Strangling Growth

One of the prominent state libraries in the US faced a serious operational barrier: its process for issuing course access codes was entirely manual, and the team struggled to keep pace with increasing demand.

Thousands of professional development codes (necessary for certifications and self-paced learning) had to be issued one-by-one via email. Tracking was done across disconnected spreadsheets, leading to version control issues and no real-time visibility. Codes often ran out without warning, leaving users unable to access training when they needed it most.

Business Challenge: Manual Operations Limiting Scale and Responsiveness

As the scope of professional development expanded, the library encountered growing operational strain.

• Thousands of course access codes were distributed annually, yet the entire process relied on manual coordination.
• Administrative teams issued codes individually through email, tracked inventory across multiple spreadsheets, and verified eligibility through disconnected workflows. This approach exposed several critical risks.
• Staff spent a disproportionate amount of time on repetitive administrative tasks, while fragmented tracking caused frequent inconsistencies and limited visibility into real-time usage. Course codes often ran out without warning, preventing librarians from accessing required training when demand peaked.
• Manual verification extended fulfillment timelines into days, creating friction for time-sensitive certification needs.
• Security also became a growing concern. Without centralized controls or audit trails, unauthorized access to premium learning materials was difficult to prevent or trace.

As digital learning adoption accelerated, leadership recognized that the existing operating model could not support future growth. Expanding administrative headcount or restricting program availability would undermine the institution’s long-term objectives.

The Solution: Intelligent Automation Meets User-Centric Design

Infojini partnered with the library to design and implement a custom course code management platform that replaced fragmented processes with an integrated, automated system. The solution was built to balance operational control with ease of use, guided by three priorities: automation, security, and insight.

• Role-Based Operational Design A structured access model distributed responsibility without compromising governance. Super Administrators gained centralized visibility and control over configuration, thresholds, and reporting. Library Administrators managed code allocation at the local level within defined boundaries. End users accessed a secure self-service portal to request and receive codes instantly, eliminating email-driven workflows and reducing turnaround times.
• Proactive Inventory Threshold Management The platform introduced continuous monitoring of course code availability. Administrators could define inventory thresholds by course type, triggering automated alerts before shortages occurred. This capability shifted operations from reactive intervention to proactive planning and ensured uninterrupted access during periods of high demand.
• Dynamic Code Lifecycle Control Codes were managed dynamically rather than as static records. Administrators could activate or deactivate codes in real time to accommodate seasonal demand, policy changes, or vendor adjustments, all without technical intervention.
• Secure Authentication Framework A robust authentication layer ensured that only verified members of the library system could access codes. At the same time, a public-facing information portal preserved transparency and discoverability, balancing openness with control.
• Mobile-Responsive Experience Recognizing that library staff operate across varied environments, the platform delivered full functionality across desktop, tablet, and mobile devices. Approvals, requests, and management tasks could be completed during conferences, training sessions, or field outreach without workflow disruption.

The Impact: Real Transformation Across Every Metric.

Our solution approach delivered measurable improvements across operational efficiency, service delivery, and strategic planning.

• Administrative Capacity Reclaimed Automation significantly reduced the time spent on manual code distribution and verification. Staff capacity was redirected toward higher-value initiatives such as program planning, outreach, and librarian engagement.
• Accelerated Access to Learning Fulfillment timelines shifted from multi-day delays to immediate delivery. Librarians gained timely access to certifications and training programs, supporting career progression and service continuity.
• Comprehensive Usage Visibility Leadership gained real-time dashboards providing:
  • Active and available code counts across all courses
  • Usage patterns by location and timeframe
  • Predictive alerts to prevent shortages
  • Complete audit trails for compliance and reporting

  These insights enabled data-driven purchasing decisions and reduced unused inventory within the first year of operation.

• Strengthened Security and Accountability Following implementation, unauthorized access incidents were eliminated. Centralized authentication and detailed audit logs ensured transparency, traceability, and governance.
• Scalability Without Additional Headcount As participation in professional development programs expanded from 2,400 to over 7,200 users within two years, the platform scaled seamlessly. Increased demand was absorbed without expanding administrative teams.

Business Value Beyond Operational Efficiency

Beyond efficiency gains, the platform enabled a shift in how the library planned and governed professional development. Usage analytics informed future training investments, strengthened vendor negotiations through precise consumption data, and supported outcome reporting to stakeholders.

Most importantly, librarians experienced frictionless access to career-critical education. By removing administrative barriers, the system directly reinforced the organization’s mission to equip professionals with the skills needed to serve their communities effectively.

Key Outcomes at a Glance

• Automated workflows replaced manual distribution processes
• Immediate access eliminated multi-day fulfillment delays
• Real-time dashboards delivered operational transparency
• Centralized authentication improved security and compliance
• Scalable architecture supported tripled program participation
• Data-driven insights strengthened strategic planning

Looking to modernize complex operational workflows and unlock enterprise-scale efficiency? Let’s explore how intelligent automation can deliver measurable, long-term value.