Organzation Manager - Enhancements

NEW ENHANCEMENTS TO ORGANIZATION MANAGER

Please know that we have made a few enhancements to the Organization Manager application which will allow maintainers to make certain changes to the organization listing without going through the HelpSU request process.

These enhancements include self-service options to:

  • include (or exclude) the organization listing in the Printed Directory
  • select the Printed Directory section in which to include the listing
  • select a Print Name for the organization
  • specify "See Also" and "Cross Reference" options
  • include any additional "Notes" with the Printed Directory listing

You'll find these self-service features within Organization Manager's Identifier Tab. The new options currently reflect your organization's most recent printed directory information, most likely from last year. If no updates are needed in the areas listed above, please leave the information as is.

Please submit questions or problems related to this change via HelpSU.

Quick Information

If you are new to this process, please read the following information:

Overview Of The Directory Update Process

For most departments, the process is this: the administrator responsible for maintaining the directory information

  1. reviews the current listings in Organization Manager http://org.stanford.edu,
  2. collects the changes to be made, and
  3. uses Organization Manager to make the changes.

Organization Manager ties department data to other official University data (such as faculty and staff directory information) and takes advantage of other directory information from individuals provided through StanfordYou. You may want to urge everyone in your department to check their StanfordYou directory information http://stanfordyou.stanford.edu, since it affects not just the organizational listings, but also their individual listings in the printed directory and in StanfordWho online. We recommend people check their listings annually at the start of Fall Quarter, prior to the directory update deadline.

Each department generally makes its own decisions about what and whom to include in the departmental listing - if you're not sure, look at what your department and other departments did in previous years and think about what might work well or better this year.

After the deadline for making changes, our group in Administrative Systems (part of Business Affairs) will generate the organizational listings for the blue and orange pages and provide them to the ASSU, the student group responsible for publishing the directory. They usually distribute the printed directory in January. All questions about distribution should be directed to the ASSU (directory@assu.stanford.edu).

This Year's Deadline for Updating Your Listing

If you want your changes to appear in the 2010-11 printed directory, the deadline is Monday, October 11, 5 pm. At that time, we will shut down the Organization Manager website so no further changes can be made while we generate the listings for the ASSU. Be sure to finish your updates before 5 pm! We urge you to start working on it soon - if you run into problems, we can give you better help sooner than later. For some people, the whole process takes 10 minutes or less; for others, it takes several hours. If you aren't sure what to expect, be sure to start as soon as you can.

Changes to Department Maintainers

Want someone else in your department to make the changes?

Go to Organization Manager http://org.stanford.edu, select your department, and click on the Maintainers tab. You can add or remove people from the list of maintainers from your department as appropriate. It's always good to have several people listed, for backup coverage. Be sure to talk to the person you want to do the maintaining; it's a good idea to forward this email to him or her as well.

If you're no longer in the department? Go to Organization Manager http://org.stanford.edu, select your department, and click on the Maintainers tab. You can remove yourself from the maintainers list there and you will no longer receive these emails. If you are the only maintainer listed, please work with your previous department to add a new maintainer before you delete yourself. If this is not possible, let us know via HelpSU HelpSU.

You should be a maintainer for your department but can't see your department's listing in Organization Manager? On the OrgInfo page check our list of maintainers and contact the person listed for your department - that person can add you as a maintainer. If you have any problems with that process (e.g., that person has left Stanford), tell us via HelpSU.

For More Information And Assistance

  1. Review the Organization Manager Help page to get information about how to accomplish basic tasks. (https://org.stanford.edu/orgapp_help.html)
  2. You'll find Frequently Asked Questions as well as deadline reminders and status updates on the OrgInfo page (http://orginfo.stanford.edu).
  3. Request help via HelpSU HelpSU - we'll answer questions as quickly as possible.