RoyalSync Presented by Matt Tarantino, Tricia Cummings, and Shannon Murphy Fennie Center for Student Engagement Student Formation & Campus Life The University of Scranton

Center for Student Engagement

Students needed: ● Easy way to get involved on campus ● Easy way to see events ● Track involvement and participation ● Stay up to date with club leaders ● A 24/7 way to do this ● Easy and intuitive

Too much paperwork! Had a form for: -Events -Travel -Technology -Food -Purchases +More

No Self Service Every student had to come to me for every question/ check progress of things. Non stop visits, s, calls, messages. Tricia’s Office

Reporting No way to see: # of club leaders # of events # of involved students # of involvement/service hours No way to show progress/improvement

Assessment Couldn’t improve program because entire day was consumed by paperwork and student visits!

What we looked at:

OrgSync creates an online community for campus that helps departments, programs, and all member-based organizations streamline processes and drive engagement. The platform reflects your institution’s unique structure and helps you connect and engage with the populations you serve, improves information sharing, minimizes paper usage, tracks co-curricular involvement, and allows you to generate reports on all data collected for annual reports and accreditation.

Benefits of OrgSync ● Extremely Flexible ● Not a pay by user system ● Integrates with existing systems ● Expandable ● User Friendly

OrgSync Implementation From Day 1

OrgSync’s start at Scranton ● Purchased May 2013 ● Only 1 Umbrella - Student Affairs ● Only available to Undergraduate Students b/c student fee. ● Implemented OrgSync in ~13 stages

Phase 1 - Pre Planning ● Cleared OS with campus administrators & IT ● Secured funding for OS ● Reviewed and determine addons we wanted ● Set Scranton OrgSync admin team - 5 of us ● Set loose training schedule and implementation timeline for fall launch.

Phase 2 - Admin Training ● Started training over the summer of 2013 ● Completed 5 training sessions with campus consultant ● Played and tested different modules and settings until we were familiar with OrgSync ● Determined what work needed to happen before launch

Phase 3 - Working with IT ● Setup & tested campus authentication (CAS) ● Setup & tested campus card swipe and readers ● Setup & tested clubs.scranton.edu web domain after PR approval ● Worked on website conversion from CMS to OS

Phase 4 - Backend Work ● Office staff created portals for 85 clubs and added name and profile pictures..not much! ● Decided on community branding, name.. RoyalCard, RoyalAir, RoyalDrive,...RoyalSync ● Worked on club website template to create a seamless but unique transition.

Phase 3 - Working with IT ● Setup & tested royalsync.scranton.edu redirect to RS/OS ● Setup Banner student data app for imports ● Made sure RoyalSync s were whitelisted on Outlook ● Setup - ● Met with University Systems to discuss maintenance/downtime. Started to feel real. ● Setup and readied link in campus portal, for a quick way into RoyalSync

Phase 5 - The Workflow ● Setup custom user profile ● Setup event form - several paper forms combined into one main e-form ● Converted/uploading paper forms to digital files/forms ● Determined processes that still needed to be on paper.

Phase 6 - Finishing Prep ● Took student’s feedback during Orientation and changed some things. ● Made sure everything was as ready to go as possible. ● Imported student data from Banner ● Added pictures to community home, featured offices, and more.

Phase 8 - Training ● Occured during first week of school only for leaders ● Held multiple sessions over 2 days with campus consultant: Thursday Afternoon & Night Friday Mid Day & Afternoon ● Various training times to accommodate all students (resident, commuters, local) and commitments (class, other)

DEMO Get ready to be impressed!

Get Sync’d ● Club Leaders vs. Students ● 6 week competition (4 tasks) ● Each week focused on different task ● Events, files, photos, etc. ● Goal was to portals more informative and vibrant ● Winner received $500 towards next year

Service Umbrella Center for Service & Social Justice

Possible add ons Look into making OrgSync even better by integrating different add ons including ● Room reservation ● API ● Card Swipe ● Authentication ● Budget Management System

Where can this go? Let’s make it campus wide!

Any Questions?

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