Enterprise Sharepoint Portal


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Enterprise Sharepoint Portal

  1. 1. Information Technology ServicesMiami-Dade County Public Schools
  2. 2. AgendaFoundation ProjectsThe PlanAdoptionStudent AchievementEquity and AccessIt’s the Process; Not the TechnologyFlexible and AgileWhat’s Next?Lessons Learned
  3. 3. 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 $6 Billion Budget 40% Mobility
  4. 4. Foundation Projects - Software District Email Districtwide Curriculum Software Active Directory Migration Exchange Migration Patch Management and Virus Protection Districtwide Gradebook Business Intelligence Tool Password Synchronization Auto Update Active Directory Accounts Centralized Database and Network Self Service for Technology Support Leveraged Existing Microsoft Licensing Data Warehouse
  5. 5. Data Flow AIDS Nightly Active Directory Update via MIIS and EXAAM for Employee and Student Account ManagementMainframe ETL (400,000+)- Student, Class - Informatica Pkgs & Academic - Mainframe Extracts Gradebook- Testing - Transformation Nightly update to gradebook student, teacher, course,- Finance Processes etc. information- Human Resources - FTP- Payroll - DTS Pkgs- Supply & Distribution - Cleansing Processes Reporting Services- Work Order- Food Services- Textbook Nightly Refresh, Delta Only Cognos (Main) Primary Cognos production and developmentServer & External Data Warehouse environments- Edusoft Assessment - Staging Tables- Magellan Facilities - Operational Data Stores (ODS) Cognos (Portal)- Site Deficiences - Data Marts (Fact & Cognos instance for Portal running V3 Single- Student.Net Apps Dimension) Sign-on (SSO), web parts and intelligent linking.- Business.Net Apps- Transportation - Cubes ( Aggregation /Summary)- Budget SharePoint Portal Content driven from data warehouses. Transaction updates to application tables and mainframe systems. Data Transport Only Transaction Process
  6. 6. Cognos Metric Studio Main Metrics Studio List11/22/2011 6
  7. 7. Foundation Projects - Hardware  Dark Fiber – Native Mode Lan Interconnection (NMLI)  Caching Servers  Local Domain Controllers  1 Gig Backbone  Storage Area Network  Virtual Server Environment
  8. 8. Foundation Projects - Support District Administration School Board Principals Teachers Need Community Business Partners
  9. 9. Foundation Projects – Training Leveraged existing skill sets using .net, SQL and reporting services Mentoring Model using in-house and product experts
  10. 10. 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
  11. 11. Implementation/Timeline August 2007 District and Community Deployment; Global Registration System and Internship Enterprise Portal November 2006 to April 2007Portal Lite Infrastructure and Employee PortalMay 1, 2006 with Collaboration
  12. 12. Decision Making ProcessKey Criteria Existing infrastructure and skill sets Scalability Technology partners and third party services Flexibility Rapid DevelopmentWhy 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
  13. 13. 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
  14. 14. ResourcesResources:  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
  15. 15. 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
  16. 16. Adoption
  17. 17. The Solution - www.dadeschools.netStudents ParentsEmployees Community
  18. 18. Employee
  19. 19. My Site
  20. 20. Teacher Portal  Test ScoresTeacher/Studen  Absences Drill Down  Homeroom Section  Birthdates
  21. 21. Student Achievement
  22. 22. Teacher Portal
  23. 23. My Applications
  24. 24. Electronic Gradebook Application
  25. 25. Drill Down To The School Level
  26. 26. Equity and Access
  27. 27. Student PortalStudents can… View their schedule/grades E-Textbooks Store documents E-Textbook Teacher/Student Collaboration site School announcements and events Create your own “My-site” Coming soon Many more resources
  28. 28. It’s the ProcessNot the Technology !
  29. 29. 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
  30. 30. Parent Portal Registration Login to Parent Portal Using your Existing Account Create an Account – First Time Users
  31. 31. M-DCPS Acceptable Use Policy Read in detail If you agree to these terms, Select Accept
  32. 32. 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
  33. 33. Parent Internet Viewer
  34. 34. Flexible and Agile
  35. 35. Community Portal OnlineApplication processed andreviewed by DistrictCommunity Service Office
  36. 36. Flexible and Agile Attendance Intervention SPOT SES PRR – Public Records Request Weekly Briefing Internship Professional Development RiverDeep
  37. 37. 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.
  38. 38. Attendance Intervention
  39. 39. 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.
  40. 40. SPOTsuccess
  41. 41. SES-Supplemental Educational ServicesIf a child attends a school that has been identifiedby the state as “in need of improvement” for twoconsecutive years; and receives free-or-reducedprice lunch, they are eligible for free tutoring. Thetutoring is offered by state approved privateproviders in:  Reading  Language Arts  Mathematicsbefore and after school or Saturdays
  42. 42. SES-Supplemental Educational Services
  43. 43. 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
  44. 44. Public Records Request
  45. 45. 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
  46. 46. Weekly Briefings
  47. 47. 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.
  48. 48. Internship
  49. 49. 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 re-training 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.
  50. 50. Professional Development
  51. 51. Learning Village 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).
  52. 52. Learning Village
  53. 53. 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/ILM – Microsoft Identity Migration Server/Identity Lifecycle Management  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.
  54. 54. What’s Next ILM  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.
  55. 55. QUAD A+
  56. 56. 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.
  57. 57. Future Implementations Continue to increase adoption Student Scheduler If budget permits  Volunteer  Choice  Mentor  Scholarship Listing
  58. 58. 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
  59. 59. Q&A
  60. 60. Training Anytime Security Collaboration Infrastructure Enterprise Communication Social Inconsistent & Anywhere Management Systems Networking Information Support Anyone Data Anytime Security Collaboration Infrastructure Enterprise Communication Social InsufficientWarehouse Anywhere Management Systems Networking Usage Anyone Data Training Security Collaboration Infrastructure Enterprise Communication Social IncreasesWarehouse & Management Systems Networking Digital Divide Support Data Training Anytime Collaboration Infrastructure Enterprise Communication Social In proper UseWarehouse & Anywhere Management Systems Networking Support Anyone Data Training Anytime Security Infrastructure Enterprise Communication Social SiloedWarehouse & Anywhere Management Systems Networking Information Support Anyone Data Training Anytime Security Collaboration Enterprise Communication Social BusinessWarehouse & Anywhere Systems Networking Interruptions Support Anyone Data Training Anytime Security Collaboration Infrastructure Communication Social Higher CostsWarehouse & Anywhere Management Networking Support Anyone Data Training Anytime Security Collaboration Infrastructure Enterprise Social ConfusionWarehouse & Anywhere Management Systems Networking Support Anyone Data Training Anytime Security Collaboration Infrastructure Enterprise Communication DisengagedWarehouse & Anywhere Management Systems Users Support Anyone Data Training Anytime Security Collaboration Infrastructure Enterprise Communication Social High UserWarehouse & Anywhere Management Systems Networking Satisfaction Support Anyone
  61. 61. Overview of Solution & PerformanceManagement Vision Obtain an enterprise planning system that accommodates the zero-based budget model and interfaces to the District Strategic Planning System
  62. 62. Overview of Solution & Performance Management Vision Extend the use of business intelligence tools that permits educators and administration to monitor key performance indicators, create individual queries, perform ad-hoc reporting and perform real-time analysis, all in an easy to use, graphical web interface
  63. 63. Deployment August 2005 Deployment begins  Deployed Cognos 7 Business Intelligence in January 2006  Initially to 150 “Power Users” in departments such as School Operations, Curriculum and Instruction, Budgeting, Personnel, Performance Improvement, Data Analysis, Transportation, Capital Construction and Maintenance  Enterprise license now in place with over 50,000 authorized users to Cognos BI  Currently running 8.2, in process of upgrading to 8.3
  64. 64. Deployment June 2006  Cognos Connection was integrated to the District Portal Lite including single sign-on capability September 2006  Target for improvement (COMSTAT ) reports were developed February 2007  Implemented Cognos Budget Planning System integrated to the District Strategic Planning system August 2007  Cognos Metrics Studio was integrated into the District SharePoint Portal (Microsoft Office Sharepoint Server 2007)
  65. 65. Deployment December 2007  Cognos Enterprise Training package including combination of computer based training, curriculum development with District trainers and coupons for Cognos training January 2008  HR and Position Control Data Mart deployed April 2008  School Based Budget added to Cognos Budget Planning System and all school site users (800+) trained
  66. 66. Cognos Budget Planning
  67. 67. Cognos Budget Planning
  68. 68. Cognos Budget Planning
  69. 69. Cognos Budget Planning
  70. 70. Cognos Budget Planning
  71. 71. Cognos Metric Studio Drill in to a Specific Metric Main Metrics Studio List11/22/2011 71
  72. 72. Cognos Metric Studioa Drill from Drill in to Report into Specific Metric Student List Main Metrics Studio List11/22/2011 72
  73. 73. Cognos Metric Studioa Drill from Drill in to Report into Specific Metric Student List Drill to Student Main Metrics Profile: 3 Studio List years of Grades,Attendance, FCAT, Content, ESE …11/22/2011 73
  74. 74. Overview of Physical Solution
  75. 75. 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
  76. 76. Infrastructure Overview Load Balancer Sharepoint Web 1 Sharepoint Web 2 Sharepoint Web 3 Sharepoint Web 4SQL Server Cluster 1 SQL Server Cluster 2 SQL Server Cluster 3 Tape Library Fiber attached SAN
  77. 77. Infrastructure Overview Replication Topology Bridgehead Site School Site 8 DC’s School Site 1 DC School Sites 1 DC 1 DC MIIS 343 Remote SitesData Warehouse Mainframe
  78. 78. Infrastructure OverviewRegistration Process  Student  Dependent on completion of the scheduling process  Short timeframe to complete provisioningGuardian  Information collected through a registration process  Identifying guardians proved to be a challenge
  79. 79. Infrastructure OverviewDynamic Provisioning into AD  Guardians identified with a PIN and questions about the student  Guardians linked to student as an attribute of the AD user objectPassword self-reset  M-Tech’s P-Synch software used  Users register challenge Q&A for self reset
  80. 80. Infrastructure OverviewVersion 3 single sign-on (Web SSO) technology used fortransparent access to resources Student Food Services Gradebook An overlaying system of session Transportation Portal Single Sign-On RiverDeep tickets allow users to login once and access disparate HR / Payroll E-Mail applications
  81. 81. 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
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