Using Orgsync to Manage Your Department June 28, 2013 Kenn Heller, Associate Director of Innovation and Assistant Dean of Students Jason Zeck, Assistant Director of Competitive Sports and Assistant Dean of Students

About UCLA Recreation o 70+ full-time staff, 800+ part-time staff o 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 Department 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 Directory Department Staff Portal

Incident Report Department Staff Portal

Summer Intern Application Department Staff Portal

Special Event Highlight Page Club Sports Portal

University Vehicle and Cart Driver Policy Page Department Staff Portal

Staff Communication Log JWC Operations – Customer Relations Portal

Video Contests Club 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