Using Orgsync to Manage Your Department

Using Orgsync to Manage Your Department

June 28, 2013

Kenn Heller, Associate Director of Innovation and Assistant Dean of StudentsJason Zeck, Assistant Director of Competitive Sports and Assistant Dean of

Students

About UCLA Recreationo 70+ full-time staff, 800+ part-time staffo One Department consisting of 18 different

“units” such as competitive sports, marketing, aquatics, youth programs, facility operations, and human resources

o Using Orgsync for four years (primarily competitive sports unit at first), staff portal for less than one year, several units creating unit portals within the past year

What Are We Talking About?

Recreation Staff

Central Portal and

Other Departmen

t Portals

Why a Dept. Staff Portal?o An easy to access, singular point of reference for staff

to find information, communicate, and be informed of what is going on within the Department

o A central location to post information that allows for multiple people to author content without having to use a web centric content manager

o A great tool for promoting knowledge management and promotion of shared knowledge of departmental culture

o A singular calendar with meeting dates, training dates, and deadline

Who Is Using It?During the past year we managed to get:

67 full-time staff on board 450 part-time staff on board Staff portal is by invite only, limiting access to only

those that should have access 25 administrators who are actively adding content

to the staff portal 12 units/programs that have created their own

portals, plus 45 individuals club sports portals

What Has It Done For Us?It is still a work in progress, but since our rollout in October we:

Got a vast majority of full-time staff in the staff portal and a large number of part-time staff

Created a singular calendar with important dates and deadlines

In an effort to increase communication, created several online forms and enabled the notification function

In an effort to decrease the amount of paper we use, created online application processes

What Has It Done For Us? Provided a custom forum for unit staff to

communicate and share concerns with their supervisor and other staff members

Provided a central location for staff to find important policy and procedural information

Provided a central location for staff to access PDFs of Department and University forms

Created unit portals to assist individual units with the management of their area

Examples of Portals• Club Sports Participant• Instructional Programs Staff• FitWell Staff• Customer Relations• SLEAC – Student Leadership Excellence Advisory

Council• John Wooden Center Board of Governors• Recreation Marketing• Recreation Human Resources

Staff & Department DirectoryDepartment Staff Portal

Incident ReportDepartment Staff Portal

Summer Intern ApplicationDepartment Staff Portal

Special Event Highlight Page Club Sports Portal

University Vehicle and Cart Driver Policy Page Department Staff Portal

Staff Communication LogJWC Operations – Customer Relations Portal

Video ContestsClub Sports Portal

Pros• Central location for just about everything,

with the ability to limit access if needed• Variety of features to get different staff

members excited about using Orgsync• Portals and features are easy to set-up and

most features are customizable

Challenges• Getting staff onboard with Orgsync –

getting them past “it’s just another thing that I have to use”

• Keeping content updated – one gatekeeper?

• Giving users a reason to come back, especially part-time staff

Strategies Used or Learned• Develop an implementation strategy – only

enable certain features when there is content available

• Hold Orgsync 101 group and individual informational sessions for users – “hands-on” sessions are best!

• Work the many features of Orgsync into staff discussions (hey, did you know Orgsync can do that!)

• Make it available to everyone and allow for easy access – create a test portal so that staff can go in and try our the features

Questions