How To Achieve More With Share Point In An FE College
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How To Achieve More With Share Point In An FE College

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RSC Eastern event 3rd December 2009 presentation by Richard Gray of Parabola Software Ltd

RSC Eastern event 3rd December 2009 presentation by Richard Gray of Parabola Software Ltd

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  • These are my suggestions on how to achieve more based on my experience on working in the FE sector for 4 years with SharePoint. As well as helping you get greater benefits from SharePoint I’m hoping you might be inspired by some of the different uses of SharePoint we’ve seen.
  • Key features 3 virtual servers rather than a single server as this will perform better. The 3 servers are: Web/Query server handles the web front-end and query roles. The query server handles the search requests. Index Server SQL server Key features of this are: SQL server is a virtual server rather than a physical server The web and query servers are combined. The drawbacks of this architecture are: SQL is virtualised and uses a large share of CPU and memory Have 2 copies of the Index (1 on web/query and 1 on Index) Web and Query roles are competing for resources
  • Key features here are: Web Server and Query Server are separated SQL Server is on a pair of clustered physical servers Advantages over the previous simpler farm: Specific redundancy on SQL Server hardware – SQL Server will failover if one server fails SQL Server cannot hog resources in the virtual environment No contention between the web and query server Disadvantages Cost is much higher because we need more physical hardware
  • NLB – Network load balancing
  • This is an example of a how people need to change the way they work and the benefits
  • Add Security Groups to reflect college structure Active Directory should be synchronised with your college database(s) Parabola’s AD Sync product Remember – SharePoint part is about updating the User Profile directly (for data which won’t fit in AD)

How To Achieve More With Share Point In An FE College How To Achieve More With Share Point In An FE College Presentation Transcript

  • SharePoint in FE Best practice on how to achieve more
    • Richard Gray 3 rd December 2009
    • Agenda
    • Levels of SharePoint Maturity in FE
    • Benefits of SharePoint in FE
    • Prerequisites and Challenges
    • What you need to tackle
    • Using a Microsoft Partner
    Best practice on how to achieve more © 2009 Parabola Software Ltd
  • Levels of Maturity – SharePoint in FE © 2009 Parabola Software Ltd MLE Integrated Systems Automated business processes Document Library pilot WSS Level 2 Level 1 Level 3 Level 4
  • Level 1 © 2009 Parabola Software Ltd Document Collaboration My Sites For Staff Targeted News Wiki Sites Surveys Search Portal/Intranet 1
  • Level 2 © 2009 Parabola Software Ltd Student Collaboration Use Of Workflow External Access Excel Services Personalisation For Students Content Management Delegated 2
  • Level 3 © 2009 Parabola Software Ltd SQL Reporting Services In Integrated Mode Integration With Moodle People Directory/AD Integration Advanced Document Management Public Facing Web Site In SharePoint Transfer Of All Shared Filestore To SharePoint 3
  • Level 4 © 2009 Parabola Software Ltd Parental Access To SharePoint Employer / 3 rd Party Access Social Networking Within The College Online Course Registration And Payment Prospective Student Access Records Management 4
    • Agenda
    • Levels of SharePoint Maturity in FE
    • Benefits of SharePoint in FE
    • Prerequisites and Challenges
    • What you need to tackle
    • Using a Microsoft Partner
    Best practice on how to achieve more © 2009 Parabola Software Ltd
  • Benefits of SharePoint in FE © 2009 Parabola Software Ltd
  • Benefits - Students and Teaching Staff
      • Better basic information
        • knowing what’s going on
        • where to be
      • Online access outside of college
        • working from home
        • mobile devices
      • Collaborating better
        • with staff
        • other students
      • Social networking – being part of the community
      • Easier access to course information
        • ILPs
        • assignments
    © 2009 Parabola Software Ltd Students Teaching Staff Admin & Managers 3 rd Parties SharePoint in FE
  • Benefits - Admin Staff & Managers
    • Marketing of the college is easier and better
    • Improved collaboration with other staff
    • Improved publishing of reports/KPIs
    • Better communication with students/staff
    • Efficiency – automation of business processes, workflows, etc
    • Cost saving – less paperwork
    © 2009 Parabola Software Ltd Students Teaching Staff Admin & Managers 3 rd Parties SharePoint in FE
  • Benefits – 3 rd Parties
    • Employer access to student progress information
    • Parent access to student progress information
    • Employer access to training and course details
    • Prospective students
      • Understanding the courses and the college
      • Being able to network with other prospective students
    © 2009 Parabola Software Ltd Students Teaching Staff Admin & Managers 3 rd Parties SharePoint in FE
    • Agenda
    • Levels of SharePoint Maturity in FE
    • Benefits of SharePoint in FE
    • Prerequisites and Challenges
    • What you need to tackle
    • Using a Microsoft Partner
    Best practice on how to achieve more © 2009 Parabola Software Ltd
  • Prerequisites © 2009 Parabola Software Ltd
  • Project Challenges
    • Budget
    • Time
    • Internal resources
    • IT Strategy
    • Lack of integration
    © 2009 Parabola Software Ltd
    • Agenda
    • Levels of SharePoint Maturity in FE
    • Benefits of SharePoint in FE
    • Prerequisites and Challenges
    • What you need to tackle
    • Using a Microsoft Partner
    Best practice on how to achieve more © 2009 Parabola Software Ltd
  • What You Need To Tackle
    • Infrastructure
    • Changing the way people work
    • Creating interest
    • Information Structure Planning
    • Integration with Other Systems
    • Training and support
    © 2009 Parabola Software Ltd
  • 1. Infrastructure - Challenges
    • College networks have large peaks in demand during the working day
    • The requirement for SharePoint storage will grow significantly in the first 5 years
    • Once you go live, Staff and Students will be dependant upon the system – if SharePoint goes down it can seriously impact teaching
    • You must be able to back-up and restore easily
    © 2009 Parabola Software Ltd
  • 1. Infrastructure - Considerations
    • Capacity requirements – allow for growth
    • Performance
    • Resilience
    • Security
      • Access Control/threats
      • Back-up and disaster recovery
    • Scalability
    • Server Farm options
    • Virtual Servers
      • VM Ware v Hyper-V
    © 2009 Parabola Software Ltd
  • Small Farm – Virtual Servers © 2009 Parabola Software Ltd
  • Medium Capacity Farm – Physical And Virtual Servers © 2009 Parabola Software Ltd
  • High Capacity Farm © 2009 Parabola Software Ltd
  • 1. Infrastructure - Summary
    • Consider use of Virtual servers
    • You must meet the twin challenges of performance and resilience
    • Security a factor
    • You must plan for growth
    © 2009 Parabola Software Ltd
  • 2. Changing The Way People Work
    • New ways of working in Microsoft Office
    • The keys to implementing change successfully
      • Project approach
      • Senior management buy-in
      • Staff buy-in
      • Championing the cause
      • Realistic timescales
    © 2009 Parabola Software Ltd
  • Document Collaboration – Old Scenario © 2009 Parabola Software Ltd You create/update a Word document Reviewers update their own copy and add comments Each reviewer emails back their own version You receive 5 different Word documents You review and consolidate the 5 copies and apply feedback to the document Email copy to 5 reviewers
  • Document Collaboration – New Scenario (SharePoint) © 2009 Parabola Software Ltd Reviewers check-out, update and add comments to the document Each reviewer receives an email with a link to the document You check-out the document, review the updates and apply any feedback You create/update a Word document You start a collect feedback workflow for 5 reviewers You receive an email when the workflow completes
    • Benefits
    • 1 copy of the document
    • Less network traffic & storage
    • Time saving
    • Reviewers can see others’ updates
    © 2009 Parabola Software Ltd Document Collaboration – New Scenario (SharePoint)
  • 2. Changing The Way People Work - Summary
    • Explain the benefits to senior managers
    • Involve key people in the project
    • Communicate regularly with the whole college
    • Train and support people
    • Be patient and persistent
    • Some people may never change
    • You need people to champion the changes
    © 2009 Parabola Software Ltd
  • 3. Creating Interest A Professional Look And Good Content
    • Good SharePoint design
      • Keep it simple
      • Base it on existing collateral
      • The dangers of design by committee
      • Get some professional help
    • Good content
      • Delegate responsibility
      • Use Images
    © 2009 Parabola Software Ltd
  • Examples of College SharePoint Designs
    • Havering Sixth Form College Portal
    • Esher’s Web Site
    • Esher portals – continuity and simplicity
    • Oxford and Cherwell Valley College Portal
    © 2009 Parabola Software Ltd
  • Havering Sixth Form College © 2009 Parabola Software Ltd
  • Oxford & Cherwell Valley College Portal © 2009 Parabola Software Ltd
  • Oxford & Cherwell Valley College Portal © 2009 Parabola Software Ltd
  • Oxford & Cherwell Valley College Portal © 2009 Parabola Software Ltd
  • Oxford & Cherwell Valley College Portal © 2009 Parabola Software Ltd
  • 3. Creating Interest - Summary
    • A professional styling is important
    • Keep it simple and consistent
    • Content is more important that style
    © 2009 Parabola Software Ltd
  • 4. Information Structure Planning
    • How many portals should we have?
    • How should a portal be structured so that it is easy to browse and search?
    • Should we repeat the structure we are already familiar with in the Intranet or Shared network drive?
    • Should we use our organisational structure?
    © 2009 Parabola Software Ltd
  • 4. Portal Structure - Summary
    • More than 1 portal necessary
    • Ease of navigation is key
    • Authentication must be simple
    • Repeating existing structures is not necessarily the best solution
    © 2009 Parabola Software Ltd
  • 5. Integration With Other Systems
    • Active Directory
    • MIS – Unit-e, QL Agresso, Tribal
    • Student Records
    • Staff HR System
    • VLE e.g. Moodle
    © 2009 Parabola Software Ltd
  • AD Sync – Dynamic Updates Of Active Directory © 2009 Parabola Software Ltd
  • Benefits Of AD Integration
    • Time saving – particularly during enrolment
    • Reduces the overhead for SharePoint Administration
    • Enables AD to become the hub
      • E.g. Staff Directory
    © 2009 Parabola Software Ltd
  • Havering Sixth Form College © 2009 Parabola Software Ltd
  • Havering Sixth Form College © 2009 Parabola Software Ltd
  • Havering Sixth Form College © 2009 Parabola Software Ltd
  • Havering Sixth Form College © 2009 Parabola Software Ltd
  • Timetable Web Part © 2009 Parabola Software Ltd
  • OCVC – Attendance traffic lights © 2009 Parabola Software Ltd
  • 5. Integration With Other Systems - Summary
    • Integration of Active Directory with Student and Staff databases is of huge benefit to SharePoint
    • Integrating College databases makes SharePoint live as a Portal
    © 2009 Parabola Software Ltd
  • 6. Training And User Support
    • End user training
    • Admin training
    • Handover of Server support necessary
    • On-going support for end users
      • Help pages
      • How to Videos
    • Support contract for 3 rd level support is useful
    © 2009 Parabola Software Ltd
  • 6. Training And Support - Summary
    • Various types/levels of training required
    • Support for users in various forms
    • Build in-house expertise over time
    © 2009 Parabola Software Ltd
    • Agenda
    • Levels of SharePoint Maturity in FE
    • Benefits of SharePoint in FE
    • Prerequisites and Challenges
    • What you need to tackle
    • Using a Microsoft Partner
    Best practice on how to achieve more © 2009 Parabola Software Ltd
  • Using a Microsoft Partner For Professional Help
    • When to use a 3 rd party
    • One-time technical task
    • Professional skills/knowledge are not available in-house
      • E.g. Kerberos, XML Web Services
    • To overcome internal resistance
    • To facilitate an overarching project
    © 2009 Parabola Software Ltd
  • How To Get The Most From you Microsoft Partner
      • Take care with your selection
        • Use a Microsoft Gold Partner with the Information Solutions Worker Competency
        • Get references from other colleges
      • Start with a small project
      • Build a relationship based on trust and respect
        • Be open and honest – explain your requirements in detail
        • Deliver on your agreed actions
        • Meet regularly
        • Review and test all deliverables
      • Ensure you feel under control of costs at all times
      • Use their professional expertise for advise and guidance e.g. on strategic decisions
    © 2009 Parabola Software Ltd
  • Using Microsoft Partners - Summary
    • Use their technical expertise when appropriate
    • Outsiders can be useful to facilitate change
    • Take care selecting the right partner
    • Build a trusting relationship
    © 2009 Parabola Software Ltd
  • Finish Any Questions? © 2009 Parabola Software Ltd