SHAREPOINT PORTAL PRESENTATION Information Technology Services Miami-Dade County Public Schools Agenda 9-12 Portal overview and demonstrations Vision for connecting the M-DCPS learning community Required infrastructure,
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Transcript SHAREPOINT PORTAL PRESENTATION Information Technology Services Miami-Dade County Public Schools Agenda 9-12 Portal overview and demonstrations Vision for connecting the M-DCPS learning community Required infrastructure,
SHAREPOINT PORTAL
PRESENTATION
Information Technology Services
Miami-Dade County Public Schools
Agenda
9-12
Portal overview and demonstrations
Vision for connecting the M-DCPS learning community
Required infrastructure, requirements and challenges
Costs and resources
How to build out the portal while at the same time gaining acceptance for funding
Roll out and training concerns
Cross department/district projects as a result of the portal and co-funding ops
(SES, Internship, Attendance Intervention, SPOT, F&R Lunch Form, Parent
Registration, Professional Development, briefings)
Future implementations – MIIS and QUAD A
Live Demo – if time permits
12-1Lunch
1-3 Break out session on data warehouse, infrastructure, customer support and
MCS
Welcome
City of Palm Beach Florida
Orange County Public Schools, Orlando, Florida
Hillsborough County Public Schools, Tampa, Florida
Duval County Public Schools, Jacksonville, Florida
Katrina Recovery District, New Orleans, Louisiana
Eli Lilly and Company
MDCPS Background
Fourth largest school district
333 public schools; 60 Charter schools
Serving 2,400 square miles
345,000 students
56,364 employees; 5,963 Charter employees
Services 180 different home languages
The Big Picture
The Vision
Have all users connected to all information at anytime
The Challenges
Giving our users access to their systems in one area
Providing our parents an easy and consistent way to
monitor their child’s progress
Tactical Objectives
Connect silo systems
Reduce paper-based systems
Increase parent involvement
Provide easy and consistent access to information
MDCPS Foundation
Active Directory Account and Auto Update
Password Synchronization
District Email
District wide Gradebook
Metro Ethernet to each remote site
Patch Management and Virus Protection
Data Warehouse
OLAP (On-line Analytical Processing tool)
Self Service for Technology Support
Leveraged Existing Microsoft Licensing and Experience
Implementation/Timeline
August 2007
District and Community
Deployment; Global Registration
System and Internship
Portal Lite
May 1, 2006
Enterprise Portal
November 2006 to April 2007
Infrastructure and Employee Portal
with Collaboration
Decision Making Process
Key
Criteria
Existing infrastructure and skill sets
Scalability
Technology partners and third party services
Flexibility
Rapid Development
Why
SharePoint?
Experience with Microsoft Products
Mature Microsoft Exchange Environment (ADS)
Successful Portal “Lite”
Established Personnel and Student Data Warehouse
Microsoft Platform throughout District
Good Partner Relationship with Microsoft
Build Cost
Portal
Lite – Utilizing SharePoint Services - $300,000
Enterprise
Portal – Utilizing MOSS 2007- $3.4 million
Hardware, software, services, and employee training
Single
Sign-on
Personalization
Collaboration
Workflow
Resources
Resources:
Miami-Dade
– 13 (Part Time)
2
SharePoint Administrators
2 Exchange Specialists
2 Database Administrators
1 Web Designer
4 Developers
2 Network Analyst
Microsoft
– Up to 10 Technical Staff (depending on phase
of deployment)
1
SharePoint Developer on site for 2 years
1 Project Manager on site during Enterprise deployment
Initial Infrastructure Build
Environment architecture and design
Security architecture and certificates
Hardware sizing and implementation
Active Directory Schema modifications
Database architecture and build
Data Warehouse interface and data
positioning
Development and Integration environments
Active Directory provisioning and
replication
Adoption
The Solution - www.dadeschools.net
Students
Parents
Employees
Community
My Site
Teacher Portal
Teacher/Studen
Drill Down
Test Scores
Absences
Homeroom Section
Birthdates
Student Achievement
Teacher
Portal
My Applications
Electronic Gradebook Application
Drill Down To The School Level
Equity and Access
Student Portal
Students can…
View their schedule/grades
E-Textbooks
Store documents
Teacher/Student Collaboration site
School announcements and events
Create your own “My-site” Coming soon
Many more resources
E-Textbook
Parent Portal Access
Login to Parent
Portal Using your
Existing Account
Create an
Account – First
Time Users
It’s the Process
Not the Technology
M-DCPS
Acceptable Use Policy
Read in detail
If you agree to
these terms,
Select Accept
Parent Portal
New Features
Student Schedule
Student Assignments
& Grades
Attendance
E-Textbooks
School Bus Information
Free and Reduced Meal
Application process
Ask A Question and
many more resources
Parent Internet Viewer
Flexible and Agile
Community Portal
Online
Application
processed
and reviewed
by District
Community
Service
Office
Rollout and Training
Conducted user groups (both instructional and non-instructional)
Developed from user groups wish lists of items
Produced audience based videos that provided information on how to
register and what will be seen
Created brief documentation for parents (tri-folds)
Developed suggested process for providing PIN numbers. This included
forms for parent verification with parent signature for schools to file, PIN
acceptance, and receipt of Internet AUP
Worked with the Parent Academy, participating in over 120 parent
registration workshops at schools, libraries, universities, and other public
places. These were held in the evenings and on weekends
Announced at all events, meetings, workshops, etc
Used District Email and Weekly Briefings
Conducted web casts for schools
Lessons Learned
Portal Lite
Over Estimating Services, Under Estimating Staff
Mapping and Establishing Environments Beforehand
Change Control in Place
Getting all Parts to Work Together
Limited best practice for MOSS as it as a new product
Deployment issues (test -> staging -> production)
No build process
Agile and Flexible
Attendance Intervention
SPOT
SES
PRR – Public Records Request
Weekly Briefing
Internship
Professional Development
RiverDeep
Attendance Intervention
The implementation of this application is based on board rule.
Students with 5 unexcused/unresolved absences in a semester course or
10 unexcused/unresolved absences in an annual course will have their
academic grade withheld.
The Intervention application allows the attendance review committee to
determine the appropriate intervention for a student and then to resolve
the absences so that the academic grade can be given.
Additional comments can be added at the bottom of the application to
reflect any special issues that were addressed at the meeting.
Through the application the attendance review committee will print a
letter for signature by the parent and student. The letter will also print in
Spanish or Haitian-Creole if the home language is one of these
languages.
The student and parent also are receive a message in their alert box on
their individual portals. When they click on the alert they are taken to a
summary page showing the attendance intervention.
Attendance Intervention
SPOTsuccess
This application was created in response to a need that the Superintendent saw to
recognize students for doing positive things in school. The SPOTsuccess application
allows staff at schools to recognize students that has taken positive action.
School personnel can recognize any student in their school by going into the portal
and selecting SPOTsuccess. There are nine core values to select from. Within each
core value a subgroup must be selected. The number of subgroups varies between
core values.
The principal approves the recognition on the principal approval screen.
Once approved the student and parent are notified in an alert box on their
individual portals. They can then click on the alert and se the congratulatory letter.
In addition the principal has the options of printing a congratulation letter, an award
certificate, and emailing the parent. They can all print SPOTsuccess stickers to hand
out to the students.
Letters are printed in English and a second language based on the home language.
Since December we have had 13,591 students recognized through the SPOTsuccess
application.
SPOTsuccess
SES-Supplemental Educational Services
If a child attends a school that has been identified by
the state as “in need of improvement” for two
consecutive years; and receives free-or-reduced price
lunch, they are eligible for free tutoring. The tutoring
is offered by state approved private providers in:
Reading
Language Arts
Mathematics
before and after school or Saturdays
SES-Supplemental Educational Services
Public Records Request (PRR)
Takes current paper referral system and makes it
electronic
Utilizes SharePoint Workflow (InfoPath) technology
Allows initial staff assigned to referral to add
appropriate staff
Tracks PRR for easy status check by Public Information
Office
Assigned staff can filter PRR by completed, open or by
specific date
Staff can assign delegates to manage when out of office
Notify assignee via email of pending/new PRR
Public Records Request
Weekly Briefings
Streamline and consolidate communications between
District staff and school site administrators
Eliminate conflicting due dates and meeting dates
Provide an efficiency tool that will enable principals to
focus more time on student achievement
Provide a cost-saving method by reducing paper use,
faxing, mailings and time spent on daily electronic mail
messages
Create a uniform organizational management system
Emphasize forward thinking, focusing on what is most
important for our students and schools with increased
efficiency and business productivity
Weekly Briefings
Internship
Businesses apply for portal account and role, submit internship
proposals, select/decline interns and submit mid-term and
final evaluations of student interns.
District Community Services staff approve/disapprove
business’ requests as internship providers.
Students apply for internship opportunities available to them
that are automatically posted to their portal based upon the
courses for which they are enrolled.
School site Internship Coordinators approve student requests
and queue up to ten students for interview with a business and
provide business information to approved students.
All functions are real-time in the portal and audiences receive
email notification in addition to portal screen information for
all actions and events related to an internship opportunity.
Internship
Professional Development
Provides management and monitoring of District teacher training provided
by specialists from Professional Development, School Operations and
Curriculum and Instruction departments.
Curriculum Specialists from all departments use their portal to take a Talent
Survey, the information from which is used to send the most qualified
specialist to serve schools requests for professional development.
Curriculum Specialists complete a Service Log on their portal with details of
the training provided including grade level, categories, specific skills, etc.
Dynamic monitoring reports are available to the District departments
displaying which regions and schools needed what type of training and retraining along with numerous reports on categories and specific skills
trained. Reporting also differentiates new teachers, specific grade levels,
educational background, etc. regarding recipients of PD.
Professional Development
RiverDeep
Third-party Instructional System integrated into the
Teacher portion of our portal using frame based
web parts and single signon (SSO).
Provides teachers access to standards based
curriculum and pacing guides in all subject areas.
Permits educators to develop and share their own
lesson plans.
Is integrated to other functions of the District
Learning Management System (LMS).
RiverDeep
What’s Next
QUAD A+
Authorizations disseminated by local administrator.
Network aware using Active Directory (AD).
Uses same principal process as traditional mainframe
process.
Maintains synchronization between mainframe and AD.
MIIS – Microsoft Identity Migration Server
Unified version of identity control
Direct communications with the data warehouse for updates.
Scheduled run times and decencies.
Relies on its own data base for identity control, allows cycle
time on its server versus the data warehouse.
What’s Next
ILM – Identity Lifecycle Manager
Boosts the ability of MIIS.
Ability to perform Federated trusts.
Secure management of smart cards and certificates.
Relies on its own data base for identity control, allows cycle time on its
server versus the data warehouse.
EXAAM
The first iteration of identity Control for MDCPS staff.
As the Data Warehouse (DW) matured so did the ability to create
security groups and distribution lists.
Developed some Exchange scripting which also created and enable Staff
mailboxes.
Parsed the control between this and Microsoft Identity Integration Server,
excluded Portal groups.
QUAD A+
What’s Next
Substitute System
Substitute teachers use Portal to enter their
availability (using a calendar), subject areas,
grade levels, school and region preferences, etc.
and to apply for specific substitute vacancies.
School sites use an Intranet web application to
post substitute vacancies, review available
substitutes, coordinate interviews and assign
substitutes to vacancies.
Email notifications and screen displays keep all
parties informed on open vacancies, vacancies
applied for, substitute selection, etc.
Future Implementations
Continue to increase adoption
If budget permits
Volunteer
Choice
Mentor
Scholarship Listing
Overview of Physical Solution
Infrastructure Overview
Active Directory Environment
Historically decentralized AD environment
Portal project coincided with AD migration project
DMZ forest was created for student and parent
accounts
Initially intended for web applications only
Now being rethought for network access
Infrastructure Overview
Load Balancer
Sharepoint Web 1
SQL Server Cluster 1
Sharepoint Web 2
SQL Server Cluster 2
Sharepoint Web 3
Sharepoint Web 4
SQL Server Cluster 3
Tape Library
Fiber attached SAN
Infrastructure Overview
Replication Topology
Bridgehead Site
8 DC’s
School Site
School
1 DC Site
School
1 DC Sites
1 DC
MIIS
343 Remote Sites
Data Warehouse
Mainframe
Infrastructure Overview
Registration Process
Student
Dependent on completion of the scheduling
process
Short timeframe to complete provisioning
Guardian
Information collected through a registration
process
Identifying guardians proved to be a
challenge
Infrastructure Overview
Dynamic Provisioning into AD
Guardians identified with a PIN and questions
about the student
Guardians linked to student as an attribute of
the AD user object
Password self-reset
M-Tech’s P-Synch software used
Users register challenge Q&A for self reset
Infrastructure Overview
Version 3 single sign-on (Web SSO) technology used for transparent access
to resources
Student
Gradebook
Food Services
Portal
Single Sign-On
Transportation
HR / Payroll
RiverDeep
E-Mail
An overlaying
system of session
tickets allow uses
to login once and
access disparate
applications
Infrastructure Overview
Backup Strategy
20 TB fiber channel SAN space allocated for the
portal
20 TB lower cost FATA drives allocated as a
staging area
Staging area is backed up nightly to a tape
library
Selected collaboration sites are kept on different
retention schedules
Q&A