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Drupal in the California K12 Business Office

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A case study showing the rationale for the selection of Drupal 7 as a platform to build small and medium business office productivity applications for the Kern County Superintendent of Schools in …

A case study showing the rationale for the selection of Drupal 7 as a platform to build small and medium business office productivity applications for the Kern County Superintendent of Schools in California. First presented at BADCamp October 27, 2013 by Erin Clerico (Drupal.org: erinclerico).

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  • 1. Case Study: Drupal in the K-12 Business Office by Erin Clerico drupal.org: erinclerico erin@clerico.com Monday, October 28, 13
  • 2. Monday, October 28, 13
  • 3. KCSOS Drupal in the K-12 Business Office • County Offices of Education: • Serve California K-12 school districts and the public • Save millions of dollars with centralized services and purchasing consortiums • The COE system facilitates the local control of schools in California drupal.org: erinclerico • erin@clerico.com Monday, October 28, 13
  • 4. KCSOS Drupal in the K-12 Business Office • Curriculum services • Special education classrooms • Court & Community Schools, Valley Oaks Charter School • CALM Zoo, Camp KEEP Cambria • New teacher mentoring and certification drupal.org: erinclerico • erin@clerico.com Monday, October 28, 13
  • 5. KCSOS Drupal in the K-12 Business Office • Business & Management services • District financial & accountability services • Payroll services • Training for new school administrators • Host several large Joint Powers Authority (JPA) purchasing consortiums drupal.org: erinclerico • erin@clerico.com Monday, October 28, 13
  • 6. Monday, October 28, 13
  • 7. Monday, October 28, 13
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  • 9. Monday, October 28, 13
  • 10. Monday, October 28, 13
  • 11. Monday, October 28, 13
  • 12. Monday, October 28, 13
  • 13. Software Categories Drupal in the K-12 Business Office • CMS, Facilitate communication • Track employee activity • Plan/track resource utilization • Enable and track dependent work-flows • Data warehouse drupal.org: erinclerico • erin@clerico.com Monday, October 28, 13
  • 14. Software in use Drupal in the K-12 Business Office • Most divisions currently have loads of vertical software in place to handle their primary mission • Some very good • ...and some veeery bad • Most not web enabled drupal.org: erinclerico • erin@clerico.com Monday, October 28, 13
  • 15. Vendor Solutions Drupal in the K-12 Business Office • Custom and Vertical Applications • Access & .NET based solutions • Microsoft dominates the mindshare of California K-12 business administrators • Developers of vertical solutions include many amateurs drupal.org: erinclerico • erin@clerico.com Monday, October 28, 13
  • 16. It’s (still) Alive! • Remote Desktop drupal.org: erinclerico • erin@clerico.com Monday, October 28, 13 Drupal in the K-12 Business Office
  • 17. Common Complaints Drupal in the K-12 Business Office • Not web enabled • Vendor non-responsive to feature requests • Horrible UI drupal.org: erinclerico • erin@clerico.com Monday, October 28, 13
  • 18. Software Gaps Drupal in the K-12 Business Office • Gaps in software functionality are filled with human hands drupal.org: erinclerico • erin@clerico.com Monday, October 28, 13
  • 19. Software Gaps Drupal in the K-12 Business Office • Gaps in software functionality are filled with human hands • Clipboards, card files, binders & staplers • Excel + Cut + Paste + Word + Print... drupal.org: erinclerico • erin@clerico.com Monday, October 28, 13
  • 20. Software Gaps Drupal in the K-12 Business Office • Users develop bad habits about storing data - many use their workstations or email boxes drupal.org: erinclerico • erin@clerico.com Monday, October 28, 13
  • 21. Software Gaps Drupal in the K-12 Business Office • Users develop bad habits about storing data - many use their workstations or email boxes • Results in data-loss and sometimes security issues drupal.org: erinclerico • erin@clerico.com Monday, October 28, 13
  • 22. Clunky Workflows Drupal in the K-12 Business Office • Admin staff is expensive • Data not captured in real-time • Data may not get backed up on local workstations • Retiring staff take knowledge of key processes with them drupal.org: erinclerico • erin@clerico.com Monday, October 28, 13
  • 23. Well Meaning Staff Drupal in the K-12 Business Office • Sometimes an application is developed by staff in Access or FileMaker Pro drupal.org: erinclerico • erin@clerico.com Monday, October 28, 13
  • 24. Well Meaning Staff Drupal in the K-12 Business Office • The need for streamlining operations combined with the promise of developing and controlling a process prompts ad-hoc development by existing staff drupal.org: erinclerico • erin@clerico.com Monday, October 28, 13
  • 25. Well Meaning Staff Drupal in the K-12 Business Office • Staff developed solutions lack any best practices and begin to decay as soon as they are launched drupal.org: erinclerico • erin@clerico.com Monday, October 28, 13
  • 26. Well Meaning Staff Drupal in the K-12 Business Office • An inefficient workflow soon becomes entrenched and critical drupal.org: erinclerico • erin@clerico.com Monday, October 28, 13
  • 27. Well Meaning Staff Drupal in the K-12 Business Office • Since there is no deployment strategy or continuous integration scheme the application becomes brittle and can’t be serviced easily drupal.org: erinclerico • erin@clerico.com Monday, October 28, 13
  • 28. Funding Leaks Drupal in the K-12 Business Office • Staff developed solutions have an continuously increasing cost • Difficult or impossible to alter as business requirements change requiring MORE manual labor costs • • • Huge potential for lost data Poor integration with related processes Add complexity to workstation migrations drupal.org: erinclerico • erin@clerico.com Monday, October 28, 13
  • 29. Why do it this way? Drupal in the K-12 Business Office • Division administrators get what they want when they want it drupal.org: erinclerico • erin@clerico.com Monday, October 28, 13
  • 30. Why do it this way? Drupal in the K-12 Business Office • Local control - direct staff have best understanding of needs and a better incentive to deliver solutions drupal.org: erinclerico • erin@clerico.com Monday, October 28, 13
  • 31. Why do it this way? Drupal in the K-12 Business Office • An ever-increasing workload against shrinking staffing levels drupal.org: erinclerico • erin@clerico.com Monday, October 28, 13
  • 32. Why do it this way? • Ignorance of the complexity of Drupal in the K-12 Business Office delivering secure, useful applications drupal.org: erinclerico • erin@clerico.com Monday, October 28, 13
  • 33. Monday, October 28, 13
  • 34. Common Complaints • Not web enabled drupal.org: erinclerico • erin@clerico.com Monday, October 28, 13 Drupal in the K-12 Business Office
  • 35. Common Complaints • Not web enabled • Platform dependent • • • Access Filemaker Pro FoxPro drupal.org: erinclerico • erin@clerico.com Monday, October 28, 13 Drupal in the K-12 Business Office
  • 36. Common Complaints Drupal in the K-12 Business Office • Not web enabled • Platform dependent • Not flexible - staff that built original solution has moved on drupal.org: erinclerico • erin@clerico.com Monday, October 28, 13
  • 37. Common Complaints Drupal in the K-12 Business Office • Not web enabled • Platform dependent • Not flexible - staff that built original solution has moved on • Holds up migrations to newer hardware, causes ‘VPS Sprawl’ drupal.org: erinclerico • erin@clerico.com Monday, October 28, 13
  • 38. Common Complaints Drupal in the K-12 Business Office • Not web enabled • Platform dependent • Not flexible - staff that built original solution has moved on • Holds up migrations to newer hardware, causes ‘VPS Sprawl’ • No development best practices drupal.org: erinclerico • erin@clerico.com Monday, October 28, 13
  • 39. Time to Reboot! Drupal in the K-12 Business Office • Stop wasting time and money on ineffective work-flows drupal.org: erinclerico • erin@clerico.com Monday, October 28, 13
  • 40. Time to Reboot! Drupal in the K-12 Business Office • Stop propping-up dead-end technologies and serve our customers better with high quality desktop and mobile web experiences drupal.org: erinclerico • erin@clerico.com Monday, October 28, 13
  • 41. Time to Reboot! Drupal in the K-12 Business Office • Stop putting up with systems that don’t interact with each other and provide our customers with a more seamless experience drupal.org: erinclerico • erin@clerico.com Monday, October 28, 13
  • 42. Time to Reboot! Drupal in the K-12 Business Office • Stop the institutional brain-drain by standardizing needed work-flows in to web enabled applications drupal.org: erinclerico • erin@clerico.com Monday, October 28, 13
  • 43. Strategic Goals Drupal in the K-12 Business Office • Better customer service and quality control drupal.org: erinclerico • erin@clerico.com Monday, October 28, 13
  • 44. Strategic Goals Drupal in the K-12 Business Office • Better customer service and quality control • Economical and timely delivery of software based tools for our customers drupal.org: erinclerico • erin@clerico.com Monday, October 28, 13
  • 45. Strategic Goals Drupal in the K-12 Business Office • Better customer service and quality control • Economical and timely delivery of software based tools for our customers • Fully embrace open standards - no platform dependance drupal.org: erinclerico • erin@clerico.com Monday, October 28, 13
  • 46. Strategic Goals Drupal in the K-12 Business Office • Better customer service and quality control • Economical and timely delivery of software based tools for our customers • Fully embrace open standards - no platform dependance • Deploy with a fully open source stack drupal.org: erinclerico • erin@clerico.com Monday, October 28, 13
  • 47. Strategic Goals Drupal in the K-12 Business Office • • Better customer service and quality control • Fully embrace open standards - no platform dependance and mobile friendly • • Deploy with a fully open source stack Economical and timely delivery of software based tools for our customers Promote the long-term health and flexibility of deployed solutions drupal.org: erinclerico • erin@clerico.com Monday, October 28, 13
  • 48. Tactical Plan Drupal in the K-12 Business Office • Select a web-based development platform • Develop engineering staff competence • Build a deployment platform • Multisite provisioning • Version control • Continuous integration drupal.org: erinclerico • erin@clerico.com Monday, October 28, 13
  • 49. Tactical Plan Drupal in the K-12 Business Office • Establish Agile development practices to manage and execute new projects drupal.org: erinclerico • erin@clerico.com Monday, October 28, 13
  • 50. Tactical Plan Drupal in the K-12 Business Office • Establish Agile development practices to manage and execute new projects • Re-invent cost-recovery methods to reflect the reality of on-going development and deployment investments drupal.org: erinclerico • erin@clerico.com Monday, October 28, 13
  • 51. Tactical Plan Drupal in the K-12 Business Office • Establish Agile development practices to manage and execute new projects • Re-invent cost-recovery methods to reflect the reality of on-going development and deployment investments • Engage in outreach to the broader organization to promote our services and adoption of Drupal as an office standard among the users and administrators drupal.org: erinclerico • erin@clerico.com Monday, October 28, 13
  • 52. Platform Selection Drupal in the K-12 Business Office • Evaluate popular web development platforms • Open Source • Built upon LAMP • Seasoned code base with active contributor community drupal.org: erinclerico • erin@clerico.com Monday, October 28, 13
  • 53. WordPress pros Drupal in the K-12 Business Office • Our web team uses it • Trillions and Trillions of users • Looks super-cool out of the box, little assembly required • Infinite number themes to choose from • Tons of click-to-install complete feature modules available drupal.org: erinclerico • erin@clerico.com Monday, October 28, 13
  • 54. WordPress pros Drupal in the K-12 Business Office • Mature, active code-base • Active community • WordPress plugins are largely plug and play for advertised capabilities • Some WordPress modules allow non- developers some custom capabilities to make work flows and schema drupal.org: erinclerico • erin@clerico.com Monday, October 28, 13
  • 55. WordPress cons Drupal in the K-12 Business Office • Sparse developer APIs as contrasted to competing platforms • Modules often duplicate low-level functions and interface code resulting in bloat and complexity in deployed sites drupal.org: erinclerico • erin@clerico.com Monday, October 28, 13
  • 56. WordPress cons Drupal in the K-12 Business Office • Modules space seemed untamed - too many pay-for-play solutions and other mischief baked in to contributed modules and themes • WordPress MU architecture and deployment seemed awkward drupal.org: erinclerico • erin@clerico.com Monday, October 28, 13
  • 57. Joomla • No drupal.org: erinclerico • erin@clerico.com Monday, October 28, 13 Drupal in the K-12 Business Office
  • 58. Ruby on Rails pros Drupal in the K-12 Business Office • The Ruby language • Sweet MVC organization of code • Thriving community and contrib space • Well documented drupal.org: erinclerico • erin@clerico.com Monday, October 28, 13
  • 59. Ruby on Rails cons Drupal in the K-12 Business Office • Deployment best practices always seemed a little murky • Not enough built-in standard services across the platform - way too much to do by hand with every project • No easy way to get less technical players involved in the process drupal.org: erinclerico • erin@clerico.com Monday, October 28, 13
  • 60. .NET Drupal in the K-12 Business Office • Not open source • Looks more like the past than the future • Promotes platform dependence drupal.org: erinclerico • erin@clerico.com Monday, October 28, 13
  • 61. Drupal pros Drupal in the K-12 Business Office • Rich and Powerful internal API structure for custom development • Many modules provide foundational functions that can be shared to build larger solutions more code sharing for: • • • Lighter deployments Better security Lego-like site building drupal.org: erinclerico • erin@clerico.com Monday, October 28, 13
  • 62. Drupal pros Drupal in the K-12 Business Office • Enterprise-class deployment model supports • Scaling • Replication of specific site configurations via Installation Profiles • Continuous integration and testing drupal.org: erinclerico • erin@clerico.com Monday, October 28, 13
  • 63. Drupal pros Drupal in the K-12 Business Office • Amazing community with regular, organized outreach to assist with staff development goals • Well developed and documented methods for non-developers, or ‘site builders’ to build amazing web-applications from off-the-shelf modules • • buildamodule.com drupalize.me drupal.org: erinclerico • erin@clerico.com Monday, October 28, 13
  • 64. Drupal pros • • • • • • • Great CMS capabilities Views Rules Context Module Drush Panels Aegir drupal.org: erinclerico • erin@clerico.com Monday, October 28, 13 Drupal in the K-12 Business Office
  • 65. DrupalCons • • • Antwerp: February 24-26 ’05, Belgium Portland: August 1-8 ’05, Oregon, USA Amsterdam: October 17-21 ’05, The Netherlands Drupal in the K-12 Business Office • San Francisco: April 19-21 ’10, California, USA • Copenhagen: August 23-27 ’10, Denmark • • • Chicago: March 7-10 ’11, Illinois, USA Munich: August 20-23 ’12, Germany • Vancouver: February 6-11 ’06 British Columbia, Canada • • Brussels: September 22-23 ’06, Belgium • • Barcelona: September 19-22 ’07, Spain • • Boston: March 3-6 ’08, Massachusetts, USA • • Szeged: August 27-30 ’08, Hungary Portland: May 20-24 ’13, Portland, Oregon, USA • • DC: March 4–7 ’09, D.C., USA Prague: September 23-27 ’13, Prague, Czech Republic Yahoo! Campus: March 22-23 ’07, Sunnyvale, California, USA London: August 22-26 ’11, England, UK Denver: March 20-22, ’12 Colorado, USA Sydney: February 6-9 ’13, Sydney, Australia drupal.org: erinclerico • erin@clerico.com Monday, October 28, 13
  • 66. Drupal cons Drupal in the K-12 Business Office • Steep learning curve • Requires assembly before play • Some key modules don’t receive the attention they should • Third-party documentation lingers past it’s expiration date for some key techniques. (community-maintained docs are better maintained) drupal.org: erinclerico • erin@clerico.com Monday, October 28, 13
  • 67. Hands Down! drupal.org: erinclerico • erin@clerico.com Monday, October 28, 13 Drupal in the K-12 Business Office
  • 68. Staff Development Drupal in the K-12 Business Office • Regularly attended Drupal meetups in the Los Angeles Area • groups.drupal.org/la drupal.org: erinclerico • erin@clerico.com Monday, October 28, 13
  • 69. Staff Development • Attended Drupal Camps • Drupal Camp LA • BADCamp drupal.org: erinclerico • erin@clerico.com Monday, October 28, 13 Drupal in the K-12 Business Office
  • 70. Staff Development Drupal in the K-12 Business Office • Used a subscription based Drupal learning site called buildmodule.com drupal.org: erinclerico • erin@clerico.com Monday, October 28, 13
  • 71. Drupal Deployment Drupal in the K-12 Business Office • Aegir based Drupal site management • Create and deploy new sites among multiple servers drupal.org: erinclerico • erin@clerico.com Monday, October 28, 13
  • 72. Drupal Deployment Drupal in the K-12 Business Office • Aegir based Drupal site management • Create and deploy new sites among multiple servers • Track sites through upgrades with rollback capabilities drupal.org: erinclerico • erin@clerico.com Monday, October 28, 13
  • 73. Drupal Deployment Drupal in the K-12 Business Office • Aegir based Drupal site management • Create and deploy new sites among multiple servers • Track sites through upgrades with rollback capabilities • Test un-released software and theme upgrades against current snapshots of live data drupal.org: erinclerico • erin@clerico.com Monday, October 28, 13
  • 74. Agile Development Drupal in the K-12 Business Office • Drupal allows for rapid builds of complex work flows and interfaces once a developer masters basic site building skills • Supports short release cycles and can lessen the pain of fixing bugs or adding features in planned releases drupal.org: erinclerico • erin@clerico.com Monday, October 28, 13
  • 75. Agile Development Drupal in the K-12 Business Office • Aegir deployment allows devs to post new development builds for inspection by stake holders more frequently • Catch changes and errors earlier in the build process drupal.org: erinclerico • erin@clerico.com Monday, October 28, 13
  • 76. Agile Development Drupal in the K-12 Business Office • Project management on our own Redmine server http://www.redmine.org/ drupal.org: erinclerico • erin@clerico.com Monday, October 28, 13
  • 77. Agile Development Drupal in the K-12 Business Office • Git version control • BitBucket.org • Private repos • Sandbox projects on Drupal.org • Someday may become real projects drupal.org: erinclerico • erin@clerico.com Monday, October 28, 13
  • 78. Cost Recovery Model Drupal in the K-12 Business Office • Aegir deployment allows economical deployment and management of multiple hosted solutions for our clients drupal.org: erinclerico • erin@clerico.com Monday, October 28, 13
  • 79. Cost Recovery Model Drupal in the K-12 Business Office • Aegir deployment allows economical deployment and management of multiple hosted solutions for our clients • Allows for a ‘software as a service’ billing model that covers hosting and development costs over the long-term drupal.org: erinclerico • erin@clerico.com Monday, October 28, 13
  • 80. Cost Recovery Model Drupal in the K-12 Business Office • Aegir deployment allows rapid deployment of developed solutions for new clients • Drupal site installation profiles allows outside agencies to become subscribers to solutions previously developed for internal clients drupal.org: erinclerico • erin@clerico.com Monday, October 28, 13
  • 81. Our First Project Drupal in the K-12 Business Office • Central Kitchen Ordering System • Kitchen manager was retiring • Position was being eliminated due to budget cuts • Big part of the job was taking in the orders from our school sites and entering the data into a spreadsheet drupal.org: erinclerico • erin@clerico.com Monday, October 28, 13
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  • 89. Organizational Buy-in Drupal in the K-12 Business Office • Presented our first project to our Technology Advisory Group • Basic Drupal goodness • SchoolMeal online ordering system drupal.org: erinclerico • erin@clerico.com Monday, October 28, 13
  • 90. Organizational Buy-in • Drupal Fridays! drupal.org: erinclerico • erin@clerico.com Monday, October 28, 13 Drupal in the K-12 Business Office
  • 91. New Projects Drupal in the K-12 Business Office • Asset Tracker • Tracks workstations and users for help desk techs drupal.org: erinclerico • erin@clerico.com Monday, October 28, 13
  • 92. New Projects Drupal in the K-12 Business Office • BusLogger • Track in-service spare busses • Track available substitute drivers & aides • Log actual driver, aide, bus number per route daily drupal.org: erinclerico • erin@clerico.com Monday, October 28, 13
  • 93. New Projects Drupal in the K-12 Business Office • Staff Tracker • Satisfies ‘fund accounting’ reporting needs when staff are payed from multiple programs or grants drupal.org: erinclerico • erin@clerico.com Monday, October 28, 13
  • 94. New Projects Drupal in the K-12 Business Office • Online Training • Short and simple compliance training • Complete one book, pass one quiz • Safety Training • Disaster Preparedness training • Sexual Harassment traning drupal.org: erinclerico • erin@clerico.com Monday, October 28, 13
  • 95. Skilled Drupal Workers Drupal in the K-12 Business Office • We have very few skilled Drupal site builders and developers available to us in the Bakersfield area drupal.org: erinclerico • erin@clerico.com Monday, October 28, 13
  • 96. Skilled Drupal Workers Drupal in the K-12 Business Office With a venue provided by the Kern County Superintendent of Schools the Bakersfield Drupal Users Group was established this in May of this year. drupal.org: erinclerico • erin@clerico.com Monday, October 28, 13
  • 97. Essential Tools • Modules for data-basey stuff • • • • • Views EVA Embed Views Views Filed View Entity, Entity Reference • Entity Reference Pre-Populate • • • • • Entity Token Rules Context Field Collection Auto Node Title (+ Token Tweaks!) drupal.org: erinclerico • erin@clerico.com Monday, October 28, 13 Drupal in the K-12 Business Office
  • 98. Essential Tools • User Interface/Theming • CKEditor • Field Group • Node form Settings • Zurb-Foundation • Zen • SASS/Compass drupal.org: erinclerico • erin@clerico.com Monday, October 28, 13 Drupal in the K-12 Business Office
  • 99. Essential Tools • Devel/Admin/Deploy • • • • • • • • Features + Strongarm Backup Migrate Feeds module Migrate Module Devel module Module Filter Admin Menu Coffee (the module!) • • • • • • • • • Module Filter SASS/Compass Vagrant Drush Site Profiles Aegir Jenkins (coming soon) Apache Solr Diet Coke drupal.org: erinclerico • erin@clerico.com Monday, October 28, 13 Drupal in the K-12 Business Office
  • 100. Essential Tools Drupal in the K-12 Business Office • Staff development • BuildAModule.com • groups.drupal.org • Drupal Camps/DrupalCons • Version control • BitBucket.org - private git hosting drupal.org: erinclerico • erin@clerico.com Monday, October 28, 13
  • 101. Thank you drupal.org: erinclerico • erin@clerico.com Monday, October 28, 13 Drupal in the K-12 Business Office

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