Project Highlight
Faculty & Staff Portal
Creating an indispensable tool that ensures consistency and efficiency in operations.
The Challenge
In March 2020, when the COVID-19 pandemic pushed the entirety of our operations online, our staff found themselves grappling with a surge of questions from faculty and fellow staff regarding administrative matters.
- Documents crucial for operations like onboarding, forms, and processes were scattered across different platforms including hard drives, PDFs, personal inboxes, and an existing Intranet.
- This Intranet was not only cumbersome to navigate for end-users, but also difficult to update for the staff. Consequently, it had been neglected for years.
- Staff shared these documents via email in the form of attachments and often they were outdated, adding to the confusion.
It was clear—a solution was needed.
Key skills deployed: internal communications, change management, stakeholder engagement, UX/UI
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The Process
Initiation & Planning: I began by presenting a proposal for a consolidated platform to the leadership. Securing their approval, we moved on to create a comprehensive project plan. This stage also involved a detailed review of existing processes and tools, and interviewing administrative managers. I was determined to identify pain points and areas of improvement.
Development & Collaboration: With the leadership’s approval, the next phase commenced with a collaboration with IT and other staff. Together we worked to bring the vision to life–a user-friendly platform that catered to the needs of our faculty and staff, and which improved operational efficiencies. I also made sure to involve key staff to revise and update the documents and processes, ensuring it was shaped by the very people who would use it.
Testing & Launch: Before the grand reveal, we tested the platform to refine reliability, security, and user experience. Finally, we launched the new Faculty & Staff portal through a virtual campaign due to COVID restrictions. Zoom presentations and targeted emails helped us introduce the portal to the users, explain its features, and address any queries.
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The Results
The new Faculty & Staff Portal, securely hidden behind the university login wall, became a centralized hub for documents for all faculty and staff in the department. While it was initially largely spurred by the challenges posed by the COVID-19 pandemic and the sudden shift to remote work, it continued to prove its value even as we returned to the office.
The Portal has cemented its position as an indispensable tool in the department’s operational infrastructure. The ease of access to vital documents and streamlined processes made everyday tasks more efficient for everyone.
Now, staff and faculty are more informed, engaged, and can easily navigate internal processes, marking a significant stride in the journey towards a more efficient work model fitting of the demands of today.