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IdeaWave Updates

Read about Updates to IdeaWave

Here you will find regular updates on past, present and future IdeaWave campaigns, crowdsourcing best practices, success stories, and SC-SPOC (Standing Committee on Service and People-Oriented Culture) strategic priorities related to IdeaWave.

Want to Run a Campaign?

IdeaWave is an innovation collaboration tool to share and develop ideas to improve the way we work at UC San Diego. Use the power of crowdsourcing to innovatively solve challenges, find solutions, improve processes, and enhance the work experience. Departments are encouraged to contact the Office of Operational Strategic Initiatives department at osi@ucsd.edu for opportunities to launch targeted campaigns in order to leverage the collective genius of UC San Diego to collaborate, innovate, and ultimately create change.

We look forward to seeing your ideas in future IdeaWave campaigns at UC San Diego!

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October/November 2016

As mentioned in the September IdeaWave update, the Office of Operational Strategic Initiatives hosted the Hype Innovation Forum in early November. Our program benefited a great deal from the sharing of innovation management across different industries and gathered ideas for improving and expanding our own crowdsourcing operations here at UC San Diego. Here are some pictures from the event as well as campaign updates below.

Progress on Past Campaigns:

Staff Performance Appraisals

A Human Resources project is well underway to address the top ideas and concepts that resulted from this campaign. Please visit the project’s dedicated Blink page, which includes an overview on what the project’s goals and scope includes, information on the teams and structure of the project, project documents, and coming soon, a detailed communication and change management plan. This project is based on the direct feedback received from participants in the IdeaWave campaign. It’s great to see progress being made on this past campaign and much research, time, and effort by subject matter experts is being contributed across all VC areas to ensure that we revise, simplify, and standardize the performance appraisal process and make it more meaningful to staff. At this time, the project only impacts non-represented staff and excludes the Health System.

Improve Our Commuting: Parking Options

One of the pilots that resulted from this campaign was the valet parking program. Recently, Transportation Services announced that the valet parking program was being extended from just faculty-use to now include staff and visitors as well. Visit this site for more details about the valet parking pilot program.

Improving the Staff Experience at UC San Diego

This campaign wrapped up this past summer and an analysis was produced to present to the sponsor, Chancellor Khosla. The Chancellor, who was very supportive of the campus’ ideas, encouraged movement toward executing many of the ideas including:

  • Staff Association Tailgate/Free Shirt and Sport Event,
  • Pet Insurance for employees, and
  • Allowing for an opt-in process on the Blink faculty/staff directory so that a professional photo can be uploaded next to an individual’s name. 

Optimizing Process and Technology for Event-Related Transactions at UC San Diego

Integrated Procure-to-Pay Solutions (IPPS) has been working on updating and enhancing a critical, event-related process that was initiated by IdeaWave. We’re happy to announce that the complete catering process, from start to finish, will be available in Marketplace the first week of January. Invoices related to catering will now be processed in Marketplace, just like all other Marketplace orders. Uploading catering invoices in MyEvents will no longer be required.

Before the launch, IPPS would like to invite you to an Open House to demo the new changes. 

There are two open-info sessions that will include a hands-on preview of the entire catering process. These will be hosted at Torrey Pines Center South in Training Room 400.

Anyone who places catering orders and those interested in learning more about the changes are welcome to attend. Please send questions or comments to aportlock@ucsd.edu

Current Campaigns:

Collective Impact as a Pathway to Reinvigorate Broadening Participation in STEM

This currently running campaign was the brainchild of the Graduate Division which received an award from NSF Includes to host a conference on the “collective impact to broaden participation in STEM” topic. IdeaWave is being used to shape the conference format and topics within the broader topic of STEM participation. This campaign is open to those that are interested in attending the conference including K-12, policy makers, community colleges, and many more. They also intend to run a campaign during the conference which UC San Diego will be hosting in January. And also, another campaign to keep the conversation going after the conference ends. This is a different approach to using IdeaWave and we’re pleased to see it being used in unique and innovative ways.

Generation Student

Our first ever student-only campaign sponsored by the Student Fee Advisory Committee (SFAC), which is primarily comprised of students, is in the initial phase of launching and will run for the rest of the academic year. The Committee is interested in hearing from their fellow students this year on how student fees should be spent. SFAC has committed to reviewing student idea submissions at their committee meetings as a standing agenda item.

Future Campaign:

Strategic Plan for Diversity Campaign

The Office of Equity, Diversity, and Inclusion is currently developing a UCSD Strategic Plan for Diversity in conjunction with stakeholders from across the entire UC San Diego campus and in the spirit of diversity of ideas and inclusiveness of opinions and thoughts, will use IdeaWave to gain additional perspectives from the campus on our future Diversity Plan. This all-campus campaign is planned for launch in late January and will be the first in a three-part series to provide feedback and refine our Strategic Plan for Diversity.

September 2016

September went by extremely quickly! A new school year is here, and in addition to our campaign updates below, we wanted to highlight that the Office of Operational Strategic Initiatives (OSI) will be hosting the Hype Innovation conference in La Jolla, CA on November 3. IdeaWave, which is managed by OSI, uses Hype Innovation as our platform tool. Hype helps organizations start and sustain their crowdsourcing efforts and their focus is on what is called the “back-end of innovation”, meaning that they help organizations focus on implementing ideas they have gathered. Currently, UC San Diego is Hype’s only higher education customer, and we are extremely proud to be hosting their innovation conference at Scripps Institution of Oceanography in November.

Progress on Past Campaigns

Campus Challenge to Reduce Administrative Burden

An Integrated Procure-to-Pay Solutions (IPPS) initiative recently kicked off to automate non-payroll onboarding and maintenance, which would create a single channel to onboard any type of non-payroll payee. This initiative is based off of the Automated system for adding new payees idea submitted during the Campus Challenge to Reduce Administrative Burden campaign in July 2015.

Improving Our Commute: Parking Options

Earlier this year, the Improving our Commute: Parking Options campaign resulted in many ideas to help alleviate the challenges with parking on campus. Resource Management & Planning, in conjunction with Transportation Services developed an overall strategy plan that included piloting some very innovative ideas such as on demand rides for faculty and valet parking.

From September 19 through December 9, faculty can now request a ride in real-time through an App called “Dispatchur”, or by calling (858)-534-4816. The locations, hours, and additional information can be found at the UC San Diego on demand rides website.

The valet parking pilot program, is also available through December 9, and costs $5 in parking lot P610 near Osler and Gilman Drive. For additional information go to the Valet Parking Pilot Program for Faculty website.

Current Campaigns

IdeaBox

IdeaBox is an “open” campaign. Unlike other campaigns that IdeaWave supports, it does not have an end date associated with idea submission. There are benefits to having an open suggestion box throughout the year that faculty, staff, and students, can submit their ideas and input into when an active campaign doesn't address their subject.

Recently two of the ideas that were submitted to IdeaBox by Judith McGilvray and Jay Rogers received Hot! status. Judith’s idea “Make Parking Equal” and the part of Jay’s idea that dealt with parking, were both reviewed by an SC-SPOC subcommittee and determined to be unique and not addressed within the Improve Our Commuting: Parking Options overall strategy plan. The plan outlines the themes and specific components needed to make that campaign visible in results that everyone should be seeing around campus. The subcommittee forwarded the ideas to Transportation Services to review and evaluate both of the ideas and consider them for inclusion into the plan.

The second part of Jay Roger’s idea dealt with healthcare costs here at UC San Diego for faculty and staff. This is currently being reviewed by the subcommittee. As more information becomes available, we will post it in IdeaWave, so be sure to “follow” this idea.

Professional Development at NCCI

This month we completed our first ever external/guest user campaign with a good turn-out in participation, where a total of nine professional development ideas were submitted. There were 220 invitees, and an 11% participation rate. We were impressed to see that external users seemed to enjoy participating in our IdeaWave crowdsourcing tool to share ideas with NCCI (Network for Change and Continuous Innovation) about how to create more professional development opportunities for members.

This campaign was particularly notable because it can be considered a “test-run” on how external/guest users outside of UC San Diego will interact with our crowdsourcing tool in future campaigns. We learned a lot through the process and are looking forward to reaching broader audiences to help facilitate innovation and collaboration beyond the bounds of our campus.

Future Campaigns

IdeaWave will be helping to launch several campaigns in the coming months, including one campaign which will help draw ideas from conference attendees on how to diversify and broaden participation in STEM. OSI is also working on using IdeaWave for grant proposal submissions, which would be a completely new and innovative way to use the crowdsourcing tool.

August 2016

Progress on Past Campaigns

Improving the Staff Experience at UC San Diego

The first ever staff only campaign wrapped up in July and the evaluation team which included, Amanda Chavez, Billiekai Boughton, Leeann Dolbeck, Kafele Khalfani, Helen Mout, Angela Song, Joanne Tolbert-Wells, and Ebonee Williams, met in early August. It was a very successful campaign with almost half of the ideas reaching Hot! status. The evaluation team spent the session discussing 26 idea submissions that would improve the staff experience at UC San Diego. Some of the ideas were either already in progress or require communication of current availability, including:

  • Staff Association Tailgate/Free Shirt and Sport Event
  • Pet Insurance for Employees
  • Gym Memberships/Health and Fitness Allowances

After the evaluation team met, a total of 13 ideas were recommended for quick win implementation, or to move forward with a concept team. The ideas that will require concept teams will need additional research and possibly partnership with other units to develop the business cases, and assess feasibility.

Amanda Chavez, Staff Association Chair, presented the campaign progress to SC-SPOC at the end of July for further feedback and input. The Office of Operational Strategic Initiatives prepared and delivered the final analysis report to the Staff Association Chair and it will be presented to the Campaign Sponsor, Chancellor Khosla, within the next few weeks.

Optimizing Process and Technology for Event-Related Transactions at UC San Diego

The Integrated Procure-to-Pay Solutions (IPPS) Re:Event project team has been working with business process partners and volunteers from across campus on the design of two major changes that focus on improving the campus client’s experience.

Moving the end-to-end catering process into Marketplace

In October/November 2016, invoices related to catering will be processed directly in Marketplace. Any special approvals related to those invoices will occur in Marketplace, instead of MyEvents.

Anyone interested in learning more is encouraged to attend the IPPS hosted in-person and online webinar information sessions in October. More information will be available soon from IPPS as they coordinate the details of the webinar.

Integrating MyEvents into MyPayments

In Spring of 2017, MyEvents functionality and fields will be translated into distinct payment types within MyPayments.

As the launch date approaches, IPPS will be hosting several in-person and online webinar sessions for these changes as well.

Staff Performance Appraisals

The project team has been established and the team will be kicking off in the next several weeks. The project team will start off by defining some foundational principles, focused on establishing consistency across VC areas, supervisor training for giving performance appraisals, and modifying the current rating system. An electronic solution may be part of the scope of this project, and feasibility will be determined over the course of the next several months

Future Campaigns

Professional Development at NCCI

The Office of Operational Strategic Initiatives attended the Network for Change and Continuous Innovation (NCCI): Higher Education’s Network for Change Leadership conference in Montreal in early July 2016 to present UC San Diego’s crowdsourcing program to other higher education entities worldwide. In order to provide our higher education colleagues with a glimpse into our innovation program, we are launching the first ever external/guest user campaign. This is our first step toward having partners outside of UC San Diego included in future IdeaWave campaigns. The campaign question will focus on what opportunities could NCCI offer to their members for growth in their professional development.

We’re looking forward to seeing the participation and interest from our guest invitees.

Jacobs School of Engineering Innovation Station

The Jacobs School of Engineering (JSOE) will be launching an open forum for all JSOE staff to submit process improvement ideas. By leveraging this innovative forum, JSOE will help consolidate and coordinate processes across their departments to streamline and provide efficiencies, as well as break down silos. 

July 2016

Progress on Past Campaigns

Working Together to Save Energy 

In June the evaluation team identified quick wins and concepts that will be further evaluated for possible inclusion in the upcoming publication of the UC San Diego Climate Action Plan. The completed campaign analysis report was then shared with VC Gary Matthews, Resource Management and Planning, this past month, and a team is currently working to draft an implementation plan that will serve as a roadmap for the quick wins. For the longer term concepts that will be included in the Climate Action Plan, a draft is expected to be completed around the end of this year.

Improving Our Commute: Parking Options

In early July feedback and current progress responses were posted on evaluated ideas in IdeaWave. The replies are intended to provide awareness to the campus on the goals of the communication plan and implementation timeline that was crafted by Resource Management & Planning (RMP) and Transportation Services, after receiving input from the evaluation team in late May. Please visit the Transportation Services website regularly to read updates and progress on parking and commuting options.

Current Campaign

Improving Staff Experience

On June 21, the Staff Association with sponsor Chancellor Khosla launched the “Improving Staff Experience” idea campaign to gather input from the career staff community at UC San Diego about ways the university can improve the staff experience with regards to representation, recognition, inclusiveness, and morale. The campaign concluded on Tuesday, July 19, with a total of 513 people actively participating in the campaign; 53 ideas were submitted, 395 comments were posted, and 1,806 votes have been cast. A total of 24 ideas hit HOT! Status. Popular ideas include:

  • Let’s make it personal! An idea based on making a photo of employees available on Blink so that staff can easily recognize each other.
  • Give the opportunity to donate your vacation to an important cause! This idea allows staff members to donate their vacation time to employees that want to go on an overseas or domestic trip to serve others in our local community or worldwide.
  • Campus Closure for winter holidays and forced vacation. Instead of requiring staff to use vacation time, the university should institute official paid holidays for the winter campus closure.
  • Health and fitness allowances; Free gym membership.

The evaluation team which includes Amanda Chavez, Billiekai Boughton, Leeann Dolbeck, Kafele Khalfani, Helen Mout, Angela Song, Joanne Tolbert-Wells, and Ebonee Williams, will meet on August 3. Progressed ideas will be reviewed by the Staff Association Executive Board and staff volunteers to determine what can be implemented by the Staff Association and which ideas necessitate partnerships with other campus units. The final campaign recommendations will be presented to Chancellor Khosla.

Future Campaign

Student Fee Advisory Committee Campaign Series

OSI is working with the Student Fee Advisory Committee to introduce a student-only campaign series to submit ideas and feedback on student fees. SFAC is charged with evaluating Student Fee Funded Units and making recommendations on allocations of the Student Fees that every student pays while attending UC San Diego. The campaign rollout is tentatively scheduled for the fall 2016 quarter.

June 2016

Progress on Past Campaigns

Hiring, Orienting, and Engaging the Campus Community

In Summer of 2015, the Office of Program Management and Business Integration (PMBI) partnered with the SC-SPOC to launch the “Hiring, Orienting, and Engaging the Campus Community” idea campaign in order to reaffirm the direction of the ONBOARDING project and to identify additional areas of opportunity. The goal of the project is to create a consistent, positive experience for both represented and non-represented new hires joining the Triton Family and to provide institutional benefits, which have been divided into four quadrants (also known as the 4Cs):

  • Connection to the University culture by understanding what UC employees value, such as education, culture and sense of community;
  • Compliance with State and Federal through the expert handling of new hire forms and processes;
  • Capacity by aligning the strengths and talents of our professional staff and optimizing our processes; and
  • Customer service experts to provide new employees with a streamlined, welcoming experience.

During the pilot phase, the ONBOARDING project resulted in an impressive 77% reduction in cycle time of pre-boarding new hires. Milestone solutions include:

  • Access to a welcome website that allows for SSO self-servicing to acquaint new hires with UC San Diego;
  • Reduction in manual processes through auto-indexing, auto-population and digital storage of forms;
  • A newly-automated Human Resources process workflow;
  • Increased compliance as a result of consistent forms and templates;
  • Online pre-boarding/orientation for new employees; and
  • New hires may select a preferred name for display in UC San Diego systems.

Additionally, congratulations to PMBI on winning the Excellence in Innovation First Runner-up Award for the ONBOARDING project at the 2016 Shared Services & Outsourcing Network (SSON) Conference in Orlando, Florida! The full project rollout is tentatively scheduled for later this year.

Staff Performance Appraisals

In February 2016, Campus Human Resources sought to gain staff insight into improving and enhancing the performance management process here at UC San Diego by evaluating ideas submitted to the Staff Performance Appraisals IdeaWave campaign. Over 34,000 employees were invited to participate in the campaign where 79 ideas, 140 comments, and 421 votes were submitted to help build upon the focused topics of process improvement and best practices, who should be involved in staff appraisals, and how performance feedback could be more meaningful to employees.

In response to the input received, we are pleased to report that the transition to a merit-based system of performance feedback for non-represented staff is complete. In addition, a project team is being assembled to review an integrated software solution to help ease the administrative burden of performance appraisals and streamline the entire process for managers and employees. Career progression and development of best practices training will also be developed to address the needs expressed in ideas relating to coaching, ongoing feedback, and consistency in evaluation criteria.

With the UC Path implementation on our campus’ horizon, we will incorporate a reassessment of the performance rating scales and opportunities for two-way or 360 evaluation components as part of that longer-term system and process solution.

Human Resources expects the interim electronic system solution to be in place for the next cycle of performance appraisals.  Human Resources like to thank all staff and faculty that participated in this campaign and are helping to make these critical enhancements to the performance appraisal process.

Improving Our Commute: Parking Options

Resource Management & Planning (RMP) met with Transportation Services in May to outline a communications plan and possible implementation timelines for initiatives inspired by the “Improving Our Commute: Parking Options” Campaign. The proposed initiatives fall into the following categories:

  • Transit Demand Management;
  • Offset Parking Impacts – Short Term; and
  • Communication, Collaboration and Information Sharing.

The progressed concepts are being used to inform a comprehensive parking strategy that will begin implementation Summer 2016. This campaign was the first in a series of campaigns related to transportation at UC San Diego. 

Working Together to Save Energy

On June 10, an evaluation team convened to review ideas that aligned with the campaign call-to-action and had at least 8 votes and 8 commenters, which include:

The evaluation team identified quick wins and concepts that will be further evaluated for possible inclusion in the UC San Diego Climate Action Plan update. Ideas centered on topics such as telecommuting/flex-scheduling and public transportation were omitted during the idea triage process as they are currently being addressed in concept teams from the Parking Options campaign.

Optimizing Process and Technology for Event-Related Transactions

The Integrated Procure-to-Pay Solutions (IPPS) Re:Event project team is currently working with business process partners and volunteers from across campus on the design for moving the end-to-end catering process into one tool and a significant remodel of the MyEvents tool. The design of these two major changes will fundamentally focus on improving the campus client’s experience. Many of the ideas submitted will be incorporated in the solutions that will be delivered to campus.  A project update meeting will take place in July; if you are interested in attending, please contact the project manager, Ana Portlock.

Current Campaigns

Improving Staff Experience

The Staff Association with sponsor Chancellor Khosla launched the “Improving Staff Experience” idea campaign on June 21, which is gathering input from the career staff community at UC San Diego. The goal of this campaign is to elicit feedback about ways the university can improve the staff experience with regards to representation, recognition, inclusiveness and morale. Career staff members may submit ideas through July 12 and continue to vote/comment until July 19. Top ideas will be reviewed by the Staff Association Executive Board and staff volunteers to determine what can be implemented by the Staff Association and which ideas necessitate partnerships with other campus units.

Future Campaigns

Student Fee Advisory Committee Campaign Series

OSI is partnering with the Student Fee Advisory Committee to introduce a student-only campaign series to submit ideas and feedback on student fees. SFAC is charged with evaluating Student Fee Funded Units and making recommendations on allocations of the Student Fees that every student pays while attending UC San Diego. The campaign rollout is tentatively scheduled for the fall 2016 quarter.

May 2016

Progress on Past Campaigns

Improve Our Commute: Parking Options

On Wednesday, May 11th, a group of representatives from faculty, staff, and student constituencies across campus convened to evaluate top-voted ideas submitted to the “Improving Our Commute: Parking Options” IdeaWave Campaign. In the coming weeks, ideas will be developed into business cases for future projects. Ideas that offer immediate relief during upcoming phases of construction will be considered priority.

Also noteworthy, ThisWeek@UCSanDiego published an article on May 19th which provides a detailed overview of changes coming to campus that will affect parking and commutes, including the addition of new parking lots and structures, changes to policies, valet service, and a new partnership with the Metropolitan Transit System (MTS). Please review the Transportation Services’ Parking Impacts FAQ page for additional information.

Working Together to Save Energy

The “Working Together to Save Energy” campaign closed on May 31st with 128 ideas, 226 comments and 680 votes cast. Popular idea themes include recycling, composting, pollution management, technological innovation, sustainable landscape and building design, alternative transportation and telecommuting/flex schedules. On June 10th, an evaluation team will meet to review popular ideas for possible inclusion in the UC San Diego Climate Action Plan update which supports our goal of becoming a carbon-neutral campus by 2025. 

Upcoming Campaigns

Improving Staff Experience

The UC San Diego Staff Association recently changed from a voluntary, paid membership to an opt-out membership that has been extended to all career staff employees.  On June 21st, San Diego Staff Association will launch the first staff-only “Improving Staff Experience” idea campaign. Career staff employees are encouraged to share ways the university can better support staff interests and make staff members feel more valued as contributing members of the campus community. The idea submission period will be open until July 12th; once the submission period is over, staff members will have one additional week to vote and comment on ideas.

April 2016

Progress on Past Campaigns

Campus Challenge to Reduce Administrative Burden

On April 14th, the Standing Committee on Service and People Oriented Culture (SC-SPOC) officially endorsed a solution presented by Integrated Procure-to-Pay Solutions (IPPS) for the Automated system for adding new payees idea submitted to the Campus Challenge to Reduce Administrative Burden campaign. The proposed solution leverages technology systems to automate non-payroll onboarding and maintenance, which would create a single channel to onboard any type of non-payroll payee. With this endorsement, SC-SPOC has recommended that the campus consider prioritizing this initiative by supporting it with resources and funding, if necessary.

Optimizing Process and Technology for Event-Related Transactions 

Additionally, the Optimizing Process and Technology for Event-Related Transactions campaign evaluation team identified the following ideas as quick wins or concepts that will be explored further in the Re:Event project.

Improve Our Commute: Parking Options

The “Improve Our Commute: Parking Options” idea campaign closed on April 25th. Over 1,000 members of the UC San Diego community participated in the campus-wide brainstorming effort. It is our largest, most successful IdeaWave campaign thus far with 369 submitted idea, 788 comments and 1,949 votes cast. Popular ideas include:

  • Review/evaluation of parking permits and price/flex parking spaces
  • Flexible/telecommuting
  • Ban freshman parking
  • Live counting spots
  • Free bus passes
  • SIO expedition way
  • Express shuttles/shuttle stop locations/dedicated shuttles
  • Increase parking structures/build underground parking structure for new buildings
  • Bike paths/commuter center w/shower/bike safety
  • Long term parking lots

In the coming weeks, the evaluation team will evaluate these ideas for feasibility and consider them for possible implementation. Since parking is a popular topic for the entire community, the evaluation team is comprised of constituencies from various departments and organizations across campus. Members of the evaluation team are listed below:

  • Todd Berven (Technical advisor/support to committee/Transportation Services)
  • Amanda Chavez (Staff Association/Human Resources)
  • Robert Clossin (Director Physical and Community Planning)
  • AVC Robert Crouch (Human Resources)
  • Eliud Escobedo (Transportation Services)
  • Lindsay Freeman (Graduate Student Association/Chemical Engineering)
  • Brian Gregory (Executive Director of Strategic Partnerships)
  • Professor Eric Halgren (Academic Senate/Radiology)
  • Ken Hall (SIO Operations)
  • Ashley Lucht (Contributor/Health Sciences Human Services)
  • Dean Bill McGinnis (Academic Affairs/Biological Sciences)
  • Professor Phil Roeder (SPOC Liaison/Council of Chairs/Political Sciences)
  • Jim Ruby (Technical advisor/support to committee/Transportation Services)

Current Campaigns

On May 2nd, the UC San Diego Sustainability Department and OSI are excited to announce the launch of the next IdeaWave campaign, “Working Together to Save Energy!” The goal is to become a carbon neutral campus by 2025. Students, staff and faculty are encouraged to share ideas about how the university can better support the campus community in using less energy on an individual basis, from the electricity used for powering electronics to how you get to, from, and around campus. The campaign is open for idea submission until May 23rd and voting/discussion is open until May 30th. An evaluation team will review popular ideas and comments for possible inclusion in the Climate Action Plan update scheduled for early next year.

Upcoming Campaigns

Tentatively scheduled for June, the UC San Diego Staff Association will team up with OSI  to run a staff-only IdeaWave campaign focused on ways the university can better meet the job expectations of incoming new staff hires and make existing staff members feel more valued as contributing members of the campus community. Keep an eye on this page for more updates next month!

March 2016

Progress on Past Campaigns

We are pleased that the Hiring, Orienting, and Engaging the Campus Community campaign has assisted the Office of Program Management and Business Integration in refining and confirming the deliverables of the ONBOARDING project. The goal of the ONBOARDING project is to create a consistent and positive experience for everyone joining the Triton Family while optimizing the current business process. The project is currently in the testing phase and pilot groups will begin utilizing the project solutions soon.

Integrated Procure-to-Pay Solutions (IPPS) is gearing up to launch the first phase of the Re:Event project, which is focused on refining the campus experience of managing event-related transactions. Ideas that were submitted to the Optimizing Process and Technology for Event-Related Transactions campaign are being used to confirm the direction of the project and to identify additional areas of opportunity. The objectives of the first project phase are as follows:

  • Reducing the number of touchpoints
  • Standardizing the process
  • Accelerating the workflow
  • Leveraging existing/new design element and technology

See the IPPS Re:Event Blink page to track the progress of the project.

Current Campaigns

OSI partnered with Transportation Services to launch the Parking Options idea campaign on March 28th, the first in a series of IdeaWave campaigns that address the challenges associated with commuting to, from, and around campus. Sponsored by VC Gary Matthews and spearheaded by Director Charles Kindred II, the Parking Options campaign is the first to invite the entire student body in the campus-wide brainstorming effort.  Students, faculty, and staff are encouraged to contribute constructive ideas and participate in discussions centered on popular parking topics such as proximity, availability, affordability, and policy. The conversation will help Transportation Services better understand the needs of the UC San Diego community and assist them in moving toward a more sustainable campus. The request period for new ideas closes on April 18th, at which point the community will have until April 25th to vote and comment on ideas. Check out our April update for information on the results of the campaign.

The IdeaBox campaign, which launched in early February, has already received some great input from faculty and staff. This ongoing campaign is designed to be a repository for miscellaneous ideas that are outside of the scope of current idea campaigns. When an idea achieves Hot! status, it is forwarded to SC-SPOC for evaluation and may serve as a premise for a future IdeaWave campaign.

Upcoming Campaigns

OSI met with Sustainability Director Sara McKinstry to discuss details for an upcoming IdeaWave campaign focused on ways the University can support students, staff, and faculty to reduce their individual energy use on and around campus. Tentatively scheduled for launch in May, popular ideas may be considered in the draft for the upcoming UC San Diego Climate Action Plan update scheduled for completion by late 2016.

February 2016

Progress on Past Campaigns

OSI met with AVC-HR, Robert Crouch and the Human Resources team on February 23rd to evaluate the top-voted ideas submitted to the Staff Performance Appraisal Process campaign. The campaign is directed at generating ideas about how to reduce administrative burden while creating a more efficient process to facilitate strong communication between the employee and supervisor during the performance appraisal process.  Recurring idea themes include converting to electronic processes, establishing consistent evaluation standards, rewards and recognition, and upward feedback. The Human Resources team is considering these ideas as they prepare to roll-out a new merit-based performance management program in April 2016.

The Optimizing Process and Technology for Event-Related Transactions at UC San Diego campaign, which focused on refining the campus experience with managing event-related transactions at UC San Diego, closed for ideation on February 10th. 37 ideas were submitted to the employee community for discussion and voting, all of which were reviewed by the Integrated Procure-to-pay Solutions evaluation team on February 16th. Top ideas included topics such as expedited vendor payments, Marketplace improvements, event planner certification, raising meal maximums, lowering catering delivery minimums, and extending deadlines. The team has already identified a few quick wins and advanced the other ideas to the concept phase of the campaign, where ideas will be built out and further developed.

Current Campaigns

On February 11th, we proudly launched the IdeaBox campaign at the request of the Standing Committee on Service and People-Oriented Administrative Culture (SC-SPOC). This ongoing campaign is designed to store ideas submitted by faculty and staff that could potentially turn into quick win initiatives, be moved to a future active campaign, or may serve as a catalyst for a new campaign. SPOC will periodically review Hot! ideas in order to shed light on critical issues to improve our university.

Upcoming Campaigns

Our next campaign that is tentatively scheduled for launch in late March will be the first in a series of campaigns centered on parking impacts resulting from the construction on and around campus. Faculty, staff, and students will be able to contribute constructive solutions that will ease frustration and result in both short and long-term initiatives to optimize the flow of traffic on campus. We are also excited to announce that this will be our first campus-wide campaign that includes the entire student body! We look forward to the unique perspective that students bring to our IdeaWave campaigns as well as the opportunity for students to interact with faculty and staff at all levels and across the entire campus.

January 2016

The beginning of this year is an exciting time as we kick off 2016 with new campaigns designed to identify solutions that will continue to advance our mission of being a student-centered, research-focused, service-oriented public university. We head into this year eager to bring the issues most important to you into IdeaWave and to see your ideas and input developed into deliberate action.

Recent Campaign Updates

Our first IdeaWave campaigns provided key insights, best practices, and topics for current and future campaigns for our crowdsourcing innovation tool. Through employee ideation and collaboration we have already created new initiatives and projects, enacted some quick wins, and seeded the IdeaWave tool with ideas to improve our campus. Read the 12/8/15 update for more information on our initial campaigns and their current progress.

In late November 2015, we launched a new campaign centered on streamlining and improving the Staff Performance Appraisal process. The campaign was sponsored by AVC-HR, Robert Crouch and closed on December 20th. The campaign received 79 ideas that garnered 134 comments and 421 votes. Ideas coalesced around certain themes, including an electronic review process, 360° evaluations, merit-based reviews, performance rating standardization, training in performance management, and focal (common date) review times.

The campaign evaluation team conducted an initial review of all the ideas and comments submitted to identify the ideas to advance to a more detailed evaluation for possible implementation. Be on the lookout for more campaign updates on this webpage and in the IdeaWave tool.

Our Next Campaign

Our next IdeaWave campaign launches on Wednesday, January 13th and is focused on refining the campus experience with managing event-related transactions at UC San Diego. The campaign is sponsored by Faye Mc Cullough, Director of Disbursements and Travel, Business and Financial Services, Ted Johnson, Associate Controller, Chief Procurement Officer and Cheryl Ross, Assistant Vice Chancellor/Controller. We look forward to innovative ideas and collaboration from faculty, staff, and student employees focused on improving processes and technology for event-related transactions in order to create more streamlined and efficient processes.

Want to Run a Campaign?

IdeaWave is an innovation collaboration tool to share and develop ideas to improve the way we work at UC San Diego. Use the power of crowdsourcing to innovatively solve challenges, find solutions, improve processes, and enhance the work experience. Departments are encouraged to contact the The Office of Operational Strategic Initiatives at osi@ucsd.edu for opportunities to launch targeted campaigns in order to leverage the collective genius of UC San Diego to collaborate, innovate, and ultimately create change.

We look forward to seeing your ideas in future IdeaWave campaigns at UC San Diego!

December 2015

Conversations in IdeaWave are a catalyst for future change. Ongoing campaigns are possible because our community members share and collaborate on a diverse range of ideas and those “conversations” actively inform departments and cross-functional project teams. Collaborations in IdeaWave create traction for a number of different outcomes: clarifying strategic priorities for various campus partners; shaping long-term initiatives; acting as a catalyst for shorter-term, “quick win” projects related to campus improvements; and identifying future IdeaWave campaigns. They also allow the community to share best practices and raise awareness on a wide range of topics.

The “pilot” IdeaWave campaigns launched in summer of 2015. These campaigns provided a multitude of perspectives that revealed some of the quick wins, long-term initiatives, and strategic imperatives that are most important to you. Here are some key outcomes of these campaigns:

SC-SPOC Strategic Priorities

Feedback in the pilot campaigns revealed a series of themes that will be further reviewed in 2016.

  • Reducing administrative burden
  • Increasing awareness of key policies
  • Supporting existing campus efforts aligned with Goal 5
  • Identifying and disseminating best practices
  • Improving the new hire experience
  • Improving employee retention

See Standing Committee on Service and People-Oriented Culture for more information.

Quick Wins and Longer Term Initiatives

Campaign sponsors and SC-SPOC are currently working to align projects that are already  underway with the input provided through the campaigns, ensure that your input informs those projects, and determine what is needed to move them forward to timely completion.

The summer 2015 IdeaWave campaigns brought forward many helpful suggestions for enhancements to systems or process modifications that would deliver significant time savings or improved satisfaction. Some examples that were quickly implemented or addressed:

Travel:

  • Some employees voiced a need to upload travel receipts via the Travel App. The Travel team quickly moved the travel receipts link to a more visible location in the Travel App.
  • An employee requested that the last four digits of a travel credit card be included in travel documentation for tracking purposes. The Travel team implemented the idea within two weeks of the submission.
  • Another employee requested that the travel lien, instituted in MyTravel when a trip is created, be lifted when the travel is cancelled. This enhancement was launched by the Travel team this fall, along with a second enhancement that will further improve MyTravel.
  • A graduate student employee requested access to a petty cash system and through commenters' feedback was directed to the existing process for using petty cash.

Marketplace:

  • An employee suggested that, for meetings under $350, the requirement for quotes and an iRequest for catering be removed. A response from the Marketplace team was quickly posted and the system was reprogrammed to allow up to $1,000 without a comparative quote, resulting in significant time savings for users.
  • Another employee requested a way to research campus catering costs in Marketplace. Through commenters’ feedback, the employee was educated on the best way to estimate campus catering costs using the current system.
  • Similarly an employee discussion about the difficulty of finding information about pending catering requests in Marketplace were addressed when a staff member contacted the idea submitter to better understand the issue and then through some minor system modifications alleviated the issue.

Supporting Initiatives that are Currently Underway

The Office of Program Management and Business Integration (PMBI) sponsored the Hiring, Orienting, and Engaging the Campus Community campaign, which was aimed at identifying ways to help new and recent hires be more engaged, informed, and productive members of the community.

As such, this campaign provided opportunities for collaboration and discussion for the ONBOARDING Project that is already underway. Prior to this campaign, PMBI made significant efforts to ensure the voice of the campus was heard throughout all project planning phases. This campaign successfully sparked further thoughtful feedback from faculty and staff related to the goals of the ONBOARDING Project. Primarily, feedback referred to the following common themes:

  • Simplicity of process
  • Time to productivity
  • Consolidation of information

The following ideas, discussed in the campaign, are included in the ONBOARDING Project:

  • First Day Access for New Hires
  • Single Form for New Hires
  • Online Orientation for New Employees
  • Boarding (Preboarding/Boarding/Reboarding)
  • Online Parking Permits
  • Respect people’s choices about how their name appears in UCSD systems

Please visit the ONBOARDING Project for more information on project updates.

Future Campaigns

It is important to note that these pilot campaigns also revealed important topics that need to be discussed in more detail, within their own campaign. For example, feedback from the pilot campaigns revealed that the staff evaluation process is an integral practice to Goal 5, and there are significant opportunities to increase awareness of existing policies and best practices related to evaluations, but also identify ways the current evaluation process can be more streamlined and effective to improve staff members’ experiences. We are excited to learn more during the current Staff Evaluation campaign being sponsored by AVC-HR, Robert Crouch!

Opening channels of communication

One of the most valuable outcomes from the pilot campaigns was the enhanced communication that occurred related to projects currently underway. Departments across UC San Diego now have the opportunity to communicate directly with their stakeholders about what departments are doing to anticipate and address needs of the community.

Departments are encouraged to contact the Office of Operational Strategic Initiatives for opportunities to launch targeted campaigns in order to leverage the collective genius of UC San Diego to collaborate, innovate, and ultimately create change.

November 2015

Participation in our pilot IdeaWave campaigns provided a multitude of perspectives on strategic imperatives related to campus improvements. The conversations in IdeaWave are a catalyst for future change; ongoing efforts are possible because our community members share and collaborate on a diverse range of ideas.

Collaboration in IdeaWave creates traction for both long-term initiatives and shorter-term, “quick win” projects, and it also allows the community to share various ongoing efforts that some users may not be familiar with. These current or completed initiatives and projects focus on the following:

  • Reducing administrative burden
  • Increasing awareness of key policies
  • Supporting existing campus efforts aligned with Goal 5
  • Identifying and disseminating best practices
  • Improving the new hire experience
  • Improving employee retention
The IdeaWave team is working with the campaign sponsors and SC-SPOC to understand what projects are already well underway and what is needed to move forward with quick wins.

It is important to note that these pilot campaigns also revealed important topics that need to be discussed in more detail, within its own campaign. For example, feedback from the pilot campaigns revealed that the staff evaluation process is an integral practice to Goal 5, and there are significant opportunities to increase awareness of existing policies and best practices related to evaluations, but also identify ways the current evaluation process can be more streamlined and effective to improve staff members’ experiences. This is something we are excited to learn more about during the current campaign!

There are many more success stories from the inaugural campaigns. See the updates in IdeaWave, Chancellor’s Blog and ThisWeek@UCSanDiego for more!

What’s Next?

The second round of campaigns have launched! All previously submitted ideas will be archived in IdeaWave and may be helpful to the upcoming campaigns when users search for similar ideas. Each idea has the potential to not only help one campaign, but contribute to future campaigns as users build new solutions and/or collaborate on similar ideas.

We look forward to seeing your ideas in future IdeaWave campaigns at UC San Diego!

August 2015

Participation within our first inaugural IdeaWave campaign provided a multitude of perspectives on how we can advance the service- and people- oriented culture on campus.  The success of our crowdsourcing efforts is possible because our community members shared and collaborated on a diverse range of ideas.  Included below is a summary of the activity across both idea campaigns. 

As we reflect on the contributions from our first idea campaigns, we are also assessing the best practices to repeat and studying how to improve IdeaWave.  All Hot! ideas graduated for evaluation by community votes are currently being reviewed.  In addition, for these two campaigns, we are reviewing all submitted ideas for potential benefit to campus and to learn how to best optimize the crowdsourcing process overall.   All submitted ideas will be archived in IdeaWave and will be helpful in future campaigns as respondents search for similar ideas.  Each idea has the potential to not only help one campaign, but to contribute to many more in the future, as participants build new solutions or collaborate on similar ideas.

We look forward to seeing your ideas and solutions in future IdeaWave campaigns at UC San Diego!

Campus Challenge to Reduce Administrative Burden

Hiring, Orienting, and Engaging the Campus Community

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