Club Sports Adopts Org Sync.....The Journey
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Club Sports has adopted Org Sync as a web based platform. It's been much like a Star Trek adventure, but we are seeing improved efficiencies in business operations and communication capabilities.
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Club Sports Adopts Org Sync.....The Journey
- 1. Club Sports A journey on the Starship Club Sports…..
- 2. The story of the PROCESS is a longer one. A story for another day, since in the process of change….
- 4. Club Sports Club Sports program supports the mission of the Erb Memorial Union by: Providing an athletic opportunity which supports social, physical and professional growth, which contributes to the overall educational package of students.
- 6. Win alot…
- 9. Club Sports 48 active clubs 1100 student participants 312 events (75% away) 280,000 miles driven in motor pool vehicles 68 destinations nationwide What does this kind and volume of activity produce??
- 11. Club Sports Operations Summary--1100+ member registration forms processed annually 200 events per year….with related forms 1000+ financial forms processed 200 vehicle request forms processed 100 facility request forms processed
- 12. What is ORG SYNC? OrgSync facilitates engagement by connecting your students to organizations, departments, and programs. It’s web-hosted platform creates an online community for your campus, and helps units across your institution improve communication, information sharing, collaboration and reporting with an online tool students want to use. (Org Sync)
- 14. Operational Impact…. 1. Manage our intake and workflow more efficiently. 2. Becoming a “paper-lesser” office. 3. Support students with easily accessible, and shareable resources. 4. Creating longer term capability to collect valuable assessment data (both operationally, and co-curricular reporting. ) But most importantly……
- 16. Student Experience…. 1. Communication Features 2. Helps us be more efficient and strategic in communication to students. 3. Event features post directly to Twitter and Facebook. 4. Creating more room for true learning.
- 18. Org Sync Feature Tour
- 19. Once a user creates an Org Sync profile…
- 20. UO has 2 “Umbrella Portals” UO’s 2 umbrella portals are listed on the left side of the Community Home page
- 21. “portals” Every club sport manages their own portal. Portal is a word used to describe the workspace each organization is provided in order to manage members, share content, and communicate with one another.
- 24. Back to the Community Home Page…
- 26. Club Sports Officer Portal-student view
- 27. FILE DEMO
- 28. From the Club Officer Portal…students can access files and forms… All features are accessible on on the left side of each portal
- 29. I want to learn the budget basics!
- 30. Easy to share files on social media and through email links!
- 32. Impact Our operations has moved to an electronic e-file system
- 33. FORM DEMO
- 34. Org Sync Feature 2---Forms—Student View
- 35. Org Sync Feature 2---Forms—Student View
- 36. Org Sync Feature 2---Forms—Student View
- 38. Org Sync Feature #2 -Forms—Admin View
- 39. Org Sync Feature # 2 Forms—Admin View
- 40. Org Sync Feature #2-Forms-Admin View
- 41. Student receives a customized message…
- 42. EVENTS DEMO
- 43. Org Sync Feature #3 -Events—Student View
- 44. Org Sync Feature #3 -Events—Student View
- 45. Org Sync Feature #3 -Events—Student View
- 47. Org Sync Feature #3 -Forms—Admin View
- 48. Org Sync Feature #3 -Forms—Admin View
- 49. Org Sync Feature #3 -Forms—Admin View
- 50. Org Sync Feature #3 -Forms—Admin View
- 51. Org Sync Feature #3 -Forms—Admin View
- 52. Events can be easily shared!
- 53. IMPACT Club Sports has created an event intake process. Club Sports is able to integrate a social media plan into our daily business operations.
- 54. IMPACT Students do not have to fill out paper forms. We don’t have to file forms.
- 55. Improved efficiency allows staff and students to: Spend more time focusing on leadership development, relationships, event planning,
- 56. But, it will be an easier move!! An emptier file cabinet will be easier to move during the renovation!
- 57. In summary, Org Sync is Providing Club Sports the ability to… 1. Make forms and resources electronically available online to students. 2. Manage internal workflow—intake and processing. 3. Align program operations that support longer term assessment capacity.
- 59. Takeaways--1. The journey doesn’t end. Org Sync is a constant with us. We continue to make mistakes, we continue to learn more about the capabilities of this system. But, overall, we have managed to successfully incorporate Org Sync into our daily business. 2. Please consider creating an account for yourself by signing up at www.OrgSync .com. 3. You are invited to “Join” the Club Sports Leadership” portal and fill out some forms to test it out! Don’t be shy, you won’t break it!
Editor's Notes
- Org Sync has been a huge culture shift in the Club Sports Program. There many stories to tell about this journey, so I’ll just be brief today and give you a glimpse . But the full story is a tale of cultural change and the trials and tribulations of planning, and implementing such change. Some of these chapters I’ll save for another day:How it has changed the way we do business with students. How it has changed how we communicate with students.How we manage workflow in our department.How our staff has changed our personal working styles to accommodate the incorporation of this new technology.
- As we have made this journey, there have been some ups and downs-“I hate paper forms I need to get rid of this” moments…. to….“Ah-ha…..Org Sync could really help solve this paper problem.” moments….to….3. “Oh my …I broke Org Sync!” moments….to…4. “Oh….lala…this is a nice feature I just discovered…how can we use this hmmm?” moment…to….5. “Oh my….this is not working for us” troubleshooting moments……to6. “Ok, we got this”…moments (these moments are becoming more consistent)
- What the heck does that mean?What are Club Sports? What the heck does this mean?To summarize…
- Club Sports play a lot.
- Club Sports win a lot.
- Club Sports drives around a lot
- Club Sports get injured.
- With all this activity, what does this kind and volume of activity produce???
- Paper, forms, and files. We are spending too much time teaching students how to fill out forms. Forms they’ll never need to fill outStaff is spending too much time filing and processing forms and maintaining files.
- To summarize, the issue, Club Sports has a lot of forms.How can we design a form process, intake process, review process, approval process, storage process to efficiently capture and store data without spending a lot of time and effort?
- The answer for us has been Org Sync.
- So far, the overall operational impact we are discovering is..Club Sports staff is able to manage our intake and workflow more efficiently.We are becoming a “paper-lesser” office. We’ve created an e-file system to replace many of our hard file storage.
- We can do our work from the beach!!!
- On the student end, with Org Sync’s communication features, we’ve been able to diversify our communication strategies. We are still exploring the communication features, but the hope is for us to be able to strategically communicate information to those in our community who specifically need it, so we aren’t overwhelming them with information that is irrelevant.
- It’s a learning curve for all, but students are catching on.
- The features are endless. But, I’ll give you a brief tour of the features we have made work successfully for our program so far….
- This is authenticated system. This has enabled us to post program waivers for electronic submission.Prior to using Org Sync, these waivers were paper forms. We would have to collect over 1000 paper forms, and store each year in binders. I would encourage you all to create a profiles and click around.This has enabled us to move our waiver process to Org Sync, instead of collecting hard paper forms.
- Umbrella portals allow you to create forms and files specifically for the organization that register with the umbrella.Example. I am an administrator on the club sports umbrella. We created a “Member Registration Form” from our umbrella, and was able to post it to all the clubs who registered as a club sport. ASUO groups, and others don’t see that form.
- Umbrella portals allow you to create forms and files specifically for the organization that register with the umbrella.Example. I am an administrator on the club sports umbrella. We created a “Member Registration Form” from our umbrella, and was able to post it to all the clubs who registered as a club sport. ASUO groups, and others don’t see that form.
- Let’s review---The Club Sports Umbrella portal is where all the operations business takes place.Club Sports staff (Stephanie, Shawn, and myself) are administrators of this umbrella. From here we design, post, forms to our club sports portals. From here we review forms being submitted from club sports portals.Hopefully I haven’t lost you yet!
- Portals are like the starfleet. Each club or member of the “Starfleet” has a portal that connects to the Umbrella (the USS Enterprise).
- Back to the story….Umbrella portals allow you to create forms and files specifically for the organization that register with the umbrella.Example. I am an administrator on the club sports umbrella. We created a “Member Registration Form” from our umbrella, and was able to post it to all the clubs who registered as a club sport. ASUO groups, and others don’t see that form.
- From there, users can navigate to a portal of their choice to find a club of interest…
- Let’s visit the Club Leadership portal.Through training, club officers have been educated that we store files and forms for them on this portal that they can access to do business with our office.
- Student have been educated that we post resources for them on the Club Leadership Portal. Club officer resources and forms are located off the Club Sports Leadership portal.
- Example—Using the files feature, we’ve loaded our Club Officer Manual onto the files. In hard copy form, this 100+ page document was an annual project, that wasn’t easy to read or access for Club Officers.With it available to students electronically, they can access answers to some of their questions by finding the relevant topic in Files.
- This feature has been helpful for students and our staff for advising purposes.Students can access the file themselves. Alternatively, if we feel that certain club officers may need additional information from our manual, we can easily share specific chapters using the “share” feature.
- File example.
- This feature has had various impacts. One has been to support our efforts to be a “paper lesser” department. Now that we are moving paper back and forth with students electronically, we have emptied many of our hard files and have created an e-file system on our UO server to store files.
- Forms has been another feature we have found helpful.Example---A club officer wants to submit a purchase request form to spend funds out of their account.
- By accessing the club officer portal, and clicking on “Forms,” a student sees a list of forms. These forms used to be “paper” and available in our office.With Org Sync, students can click on the form they need to access. In this example, let’s pretend a club officer wants to purchase some equipment…
- The club officer would fill out all the information about their intended purchase.Once the club officer hits “submit” the form goes to the Umbrella portal, where Clubhouse staff can review and assign the purchase a transaction # and determine an appropriate transaction method based on the nature of the transaction (Visa, purchase order, etc.)
- Let’s stop and review…The completed form is sent from the portal to the Club Sports Umbrella. In other words, it is “beamed from the star fleet to the Starship Enterprise” where Club Sports staff can review and process it.Internally, we’ve designed a workflow system, where staff takes ownership of certain forms to screen and move forward in the process..For example, I screen all event requests. Once screened and approved, a club officer moves on to complete applicable event forms. This would include motor pool request forms. Shawn manages the screening process for those form submissions.
- Back to the story…A club officer has submitted a purchase request. When a member of Clubhouse staff logs into Org Sync, to screen forms, Org Sync tells us what kind of forms we have waiting for us to review. In this example, I can see I have a purchase request form to review. I’m going to review it by clicking the form…
- I see that Men’s Water Polo has submitted a purchase request that still needs to be reviewed, so I am going to click on it.
- When I click, I open the request. I review the information. If all is “A-OK” I assign it a Purchase Authorization # and approve it. We use “purchase authorization” numbers to internally track our transactions. It’s a Club Sports operational step.
- Once approved, a student will get a customized message to educate them on next steps with the process.This has helped the staff communicate more effectively with club officers about the next step of the process.
- Events forms area little different, in that club officers can create events directly from their club’s portals. Let’s pretend I’m a Women’s Soccer Officer. I want to register an event with the Clubhouse. So, I visit my club’s portal and click “Events.”
- This will prompt a club officer to “Create an event.”
- By creating an event, the club officer completes the Club Sports Event Registration form that we have designed, using the Umbrella portal, to capture the information the program needs to screen events. The club officer submits the form.The information is submitted electronically to the………
- ….the Club Sports Umbrella portal (USS Enterprise), where it is reviewed, approved/denied/placed in pending status, by Club Sports Staff. Stephanie, Shawn and I create all forms files, and post messages for club leaders.
- Back to the story…From the Club Sports Umbrella portal (the USS Enterprise) this is what I see as an administrator.. I have 3 pending event requests to review. I decide to review the W. Soccer request. What do they want to do?.....
- When I review the event, I can approve it by publishing, hold in pending, or deny the event.Org Sync also gives me the option to message the submitter. This is especially helpful if I need to deny event, and provide the club officer more information about why the event was denied, and the additional information that is needed to approve the request.
- Once approved, the event shows up in umbrella portalcalender.
- The event feature makes it easy to connect to social media and push out event information. It allows people to RSVP. We have found this feature to be especially helpful when tracking attendance at club officer trainings. Attendance is downloadable (into an excel file). This is helping us automate and track attendance and participation numbers.
- Links to social media…
- We are using our twitter account more!
- Using the event feature on Org Sync has allowed us to create an event intake process. This process helps Club Sports staff to screen upcoming events and prepare to help club officers facilitate the details to make those events happen. Club Sports is better able to support clubs in their publicity efforts by using social media events to push information out through those outlets.
- On the student side, students don’t have to struggle with paper form.Students can access and submit forms outside of regular Clubhouse business hours.
- This improved efficiency allow student and staff less time on cumbersome paperwork and more time on learning other skills that they can take with them beyond their time at the University.What information do you showWhat information do you REFERENCEWhat responsibilities would be good for incoming officers to SHADOW YOU?
- Plus, with the renovation, it will be an easier move!!
- This makes the USS Enterprise staff pretty happy..
- Oh, and students seem to be happy too. But, most of our students now weren’t around pre-Org Sync. So, this has become the norm for doing business with the Club Sports Program. That’s a good feeling!