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The Problem
Struggled to track course related information across different platforms
UCLA Anderson had to migrate their learning management system (LMS) from Moodle over to Canvas.
The problem that Perry faced in his newly founded instructional design and learning experience team was that their processes were too inefficient and time-consuming.
His team struggled to track course information across the 200+ courses his educational institution had each quarter, and they had to manage all of that data via Google Sheets, which was not only time-consuming but also siloed.
Instead of advancing the curriculum, they were stuck migrating information manually via Google Sheets and Outlook.
When they were searching for a solution, not many project management solutions were willing to go through the third-party processes that an educational institution needs to go through to use a 3rd party solution.
A bit of legal context: Educational institutions like UCLA Anderson face restrictions in using project management tools like Airtable and SmartSuite due to compliance requirements with federal laws like FERPA, which protect student data privacy.
Perry and his team had to ensure that any third-party service provider adhered to strict contractual obligations and technical standards to safeguard personally identifiable information (PII) from educational records, as outlined by FERPA regulations.
Q1
The Solution
Automating all the grinding tasks with SmartSuite
SmartSuite emerged as the ideal solution for Perry and Margery not only because we accommodated the unique red tape and security protocols but also because they were able to automate a lot of their processes with SmartSuite’s no-code automation builder.
Our team maintained open communication with Perry for his unique use case, quickly addressed feature requests, and provided them with a user-friendly interface that simplified the product adoption for the tech-savvy faculty and staff champions.
Perry set up SmartSuite to be the one place for everybody in his team and faculty to have access to the course information.
Q2
The Results
250+ Automations, 200 hours per month time saved
As a result of setting up 250+ automations in SmartSuite, Perry reduced the required manual work from hundreds of hours down to minutes.
One of his tasks was to manually send out emails to course leaders, which took him about 2 working days; he now does it in about 15 minutes.
Perry was able to streamline a large range of their internal processes, such as FERPA compliance for teachers, improved cross-department collaboration, and turned SmartSuite into a central tool for operational efficiency.
Q3
Last year, we did a webinar with them, going over how they are leveraging SmartSuite to tackle information silos and enhance collaboration across diverse teams:
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