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