Your SlideShare is downloading. ×
Pots pan final report
Upcoming SlideShare
Loading in...5
×

Thanks for flagging this SlideShare!

Oops! An error has occurred.

×
Saving this for later? Get the SlideShare app to save on your phone or tablet. Read anywhere, anytime – even offline.
Text the download link to your phone
Standard text messaging rates apply

Pots pan final report

314
views

Published on


0 Comments
0 Likes
Statistics
Notes
  • Be the first to comment

  • Be the first to like this

No Downloads
Views
Total Views
314
On Slideshare
0
From Embeds
0
Number of Embeds
0
Actions
Shares
0
Downloads
2
Comments
0
Likes
0
Embeds 0
No embeds

Report content
Flagged as inappropriate Flag as inappropriate
Flag as inappropriate

Select your reason for flagging this presentation as inappropriate.

Cancel
No notes for slide

Transcript

  • 1. Document title: Jisc PotsPan Project Final ReportLast updated: February 2013Project Document Cover SheetPotsPan Project Final Report Project InformationProject Acronym PotsPanProject Title Pilot of the SWANI Project Administrative NetworkStart Date 1st May 1012 End Date 30th April 2013Lead Institution Coleg Sir GârProject Director Dave HowellsProject Manager & Professor Tony Toolecontact details tony.toole@e-college.ac 07964894790 Coleg Sir Gâr, Graig Campus, Llanelli SA15 4DNPartner Institutions Pembrokeshire College, Swansea Metropolitan, JISC RSC WalesProject Web URL Project Website: http://potspan.pbworks.com/ Project Blog: http://potspan.blogspot.co.uk/Programme Name JISC e-Learning Embedding Benefits(and number)Programme Manager Rob Englebright Document NameDocument Final ReportTitleReporting May 2012 – April 2013PeriodAuthor(s) Tony Toole, Project Manager& projectroleDate February 2013 Filename PotsPan Final ReportURL http://potspan.pbworks.com/w/file/63770491/PotsPan%20Final%20Report.docxAccess Document History Version Date Commentsv1 19/02/2013 First Draft 1
  • 2. JISC PotsPan Project Final ReportJISC Project Final ReportProject name: Pilot of the SWANI Project administrative network (PotsPan)Author: Tony TooleContact: tony.toole@e-college.acDate: February 2013Contents Acknowledgements 2 1. Executive Summary 3 2. Background 4 3. Aims and Objectives 4 4. Methodology 4 5. Implementation 5 6. Outputs and Results 5 Case Study 1: Coleg Sir Gâr 6 Case Study 2: Pembrokeshire College 7 Case Study 3: Swansea Metropolitan 8 7. Outcomes 9 8. Conclusions and Recommendations 9 References and AppendicesAcknowledgementsThe PotsPan Project was funded by JISC as part of the e-Learning Embedding BenefitsProgramme. The project team would like to thank Rob Englebright, the ProgrammeManager, and staff at RSC Wales for their support and assistance. We would also like tothank all those in the WBL teams in the partner institutions and in particular, the excellentwork by Lewis Jones who built the digitised WBL administration system. 2
  • 3. JISC PotsPan Project Final Report1. Executive SummaryThe PotsPan (Pilot of the Swani Project administrative network) project was funded as partof the Jisc e-Learning Embedding Benefits Programme. The goal was to take the outcomesof the successful Swani (Secure Work-based learning through Networked Infrastructure)concept-proving project completed by Coleg Sir Gâr in 2012 and to pilot it more broadlyacross the regional partnership.The Jisc Swani Project created a digitised administrative and management documentationsystem for Work Based Learning in Wales that included a digital signature system thatsatisfied the audit requirements of the EU and the Welsh Government.The PotsPan project piloted the system with two of the partners in the Skills Academy WalesSouth Wales (SAWSW) WBL consortium and also evaluated the approach in a partnerUniversity for potential use in the administration of a new distance learning WBL programme.The purpose of the PotsPan project was to take what was a successful concept provingproject and develop it into a practical digitised WBL administrative system that would notonly satisfy the needs of the SWASW partnership, but would also be of value to otherinstitutions addressing similar issues.The broad aim of the PotsPan project was to implement the digitised online WBLadministrative system, created by the Swani project. The key objectives were to: Refine, update and test the WBL document management system to ensure it met the efficiency, usability and data consistency design requirements; Test and evaluate the system with cohorts of work based learners in the SAWSW partnership; Explore the use of digital pens and electronic signatures as part of the WBL programme audit arrangements; Contribute to the European debate about digitised document management and the use of electronic signatures for audit purposes.The outcomes of the PotsPan project led the project team to conclude that the work hadconfirmed the main benefits of administrative system digitisation: Digitisation of the administrative system eliminated the need for the repeated entry of core data and ensured data consistency; Digitisation made the entire administrative system available to programme managers at all times and from any location; The system delivered significant operational efficiencies, mainly from the avoidance of physically transporting learner files between different geographical locations.The overall conclusion was that the PotsPan project had achieved its primary goal ofexploiting the benefits of the original Swani project and demonstrating its value and viabilityin the practical administration and management of the work-based learning programme inSouth West Wales. Furthermore, it was felt that the benefits were transferable to otherprogrammes with similar needs and hence contributed positively to the Jisc e-LearningProgramme Embedding Benefits objectives. 3
  • 4. JISC PotsPan Project Final Report2. BackgroundThe JISC SWANI Project1 successfully created a digitised administrative and managementdocumentation system for Work Based Learning in Wales that included a digital signaturesystem that satisfied the audit requirements of the EU and the Welsh Government.The PotsPan project piloted the system with two of the partners in the Skills Academy WalesSouth Wales WBL consortium and also evaluated the approach in a partner University forpotential use in the administration of a new distance learning WBL programme.The purpose of the PotsPan project was to take what was a successful concept provingproject and develop it into a practical digitised WBL administrative system that would notonly satisfy the needs of the SWASW partnership, but would also be of value to otherinstitutions addressing similar issues. In that context it directly contributed to the objectivesof the e-Learning Embedding Benefits programme.3. Aims and ObjectivesThe broad aim of the PotsPan project was to implement the digitised online WBLadministrative system, created by the Swani project. The key objectives were to: Refine, update and test the WBL document management system to ensure it met the efficiency, usability and data consistency design requirements; Test and evaluate the system with cohorts of work based learners in the SAWSW partnership; Explore the use of digital pens and electronic signatures as part of the WBL programme audit arrangements; Contribute to the European debate about digitised document management and the use of electronic signatures for audit purposes.4. MethodologyThe PotsPan project methodology followed a straightforward testing and evaluation processthat began with a period of system refinement at Coleg Sir Gâr where the documentmanagement system was hosted. The web designer and the project manager workedtogether to test each of the system functions and the usability of each of the forms, includinghow effectively they shared common data fields.Workshops were held at both Coleg Sir Gâr and Pembrokeshire College with the WBLteams that would be testing the system in the field. Each team selected an appropriatecohort of work based learners and completed a testing and evaluation exercise that involvedcompleting all the digitised versions of the administrative documents in parallel withcompleting the existing paper based versions. Each exercise concluded with a comparisonof the two approached with the aim of judging the relative advantages in terms of efficiencyand effectiveness. These comparisons would be presented in the form of case studies.An additional exercise was carried out at Swansea Metropolitan where the use of electronicsignatures was explored. It was felt that this solution for document verification would beeventually accepted by the EU for audit purposes, but that was not the case currently. Theexercise at Swansea Met, being unconstrained by EU rules, was designed to take thatagenda forward by testing and evaluating current electronic signature technologies and theirappropriateness for educational administration, particularly in the distance learning context.1 http://www.jisc.ac.uk/whatwedo/programmes/elearning/swaniltig/swani.aspx 4
  • 5. JISC PotsPan Project Final Report5. ImplementationFollowing the usability testing exercise at Coleg Sir Gâr, the two partner cohorts for the WBLimplementation testing and evaluation were chosen and the process begun. The paperbased administration forms were completed as normal and were then transcribed onto thedigital system. The ease with which this was completed was noted, as was the potentialsaving in time with the sharing of common data fields.A perception at the outset was that there were administrative processes, particularly with theregistration of new learners, for example, where multiple forms were completed by hand thatcontained the same information in terms of learner name, address, NI number etc. Ananticipated benefit was that the digitised system would only require these data fields to beentered once, would ensure data consistency and, where editing was needed at a later date,the edits would automatically update all forms that used that data.The testing of electronic signature usage at Swansea Metropolitan was focussed on thedevelopment of a distance learning version of a WBL programme delivered to the armedforces in Germany. Of particular interest was the use of such signatures to verify theauthenticity of written assessment materials submitted online.The outcomes of the testing were recorded using a common case study template for ease ofcomparison. The outcomes were also shared on the project blog and wiki and werepresented for wider dissemination at ALT-C and at the JISC Online Conference 2012.6. Outputs and ResultsThe Outputs and Results for the JISC PotsPan project included an updated and tested WBLDocument Management System, a series of three Case Studies that detail the evaluationand testing of that system, and a project Blog that provides a narrative account of how theproject evolved. The final output was this report that provides an overall summary ofactivities, achievements and deliverables.The primary deliverable was the JOOMLA based document management system that wasoriginally developed during the Swani project. As a result of the PotsPan testing andevaluation activities the presentation of the documents was refined and the efficiency andconsistency of data sharing was improved. The system can be viewed athttp://sawsw.colegsirgar.ac.uk/.Examples of the documents and the way they are presented are shown on the project blogat http://potspan.blogspot.co.uk/ and are available for download from the project Wiki athttp://potspan.pbworks.com.There were three structured testing and evaluation exercises carried out as part of thePotsPan project. Two of them tested the document management system, and the use of thedigital pens for audit purposes, with selected WBL cohorts at two of the partner institutions.The third exercise explored the use of electronically signed documents, rather than digitalpens, in the administration of a work based distance learning programme at a third partnerinstitution.The outcomes are presented in the form of three case studies. Single page summaries areincluded below and the full case studies can be downloaded from the project Wiki. 5
  • 6. JISC PotsPan Project Final ReportCase Study 1: Coleg Sir GârThe evaluation at Coleg Sir Gâr involved a group of modern apprentices at the TATA steelplant in Llanelli and the digitised administrative system was carried out in parallel with theexisting paper based system and the outcomes compared.Summary{to be added}Conclusions{to be added}Full ReportThe full case study report can be viewed at: {to be added} 6
  • 7. JISC PotsPan Project Final ReportCase Study 2: Pembrokeshire CollegeThe evaluation at Pembrokeshire College also involved a group of {to be added} at {to beadded} and the digitised administrative system was carried out in parallel with the existingpaper based system and the outcomes compared.Summary{to be added}Conclusions{to be added}Full ReportThe full case study report can be viewed at: {to be added} 7
  • 8. JISC PotsPan Project Final ReportCase Study 3: Swansea MetropolitanThe evaluation at Swansea Metropolitan was different to the other partners in that it exploredthe use of electronic signatures for audit documents rather than digital pens.SummaryThe contribution to be made by Swansea Metropolitan University as a partner in the JISCPotsPan project was to pilot the use of digital signatures with management andadministrative documents in the context of its merger with University of Wales Trinity SaintDavid during the project period. The intention was to explore the benefits of electronicsignatures on documents that needed to be shared on multiple sites, particularly with regardto the delivery of work-based learning.The importance of this pilot exercise was that it was not constrained by the EU requirementfor hand written signatures that led to the use of digital pens for the other pilot exercises. Itwas therefore an opportunity to explore the use and effectiveness of secure electronicsignatures on documents and how they could be used to authenticate digitallycommunicated administrative paperwork.The basic features of a secure electronic signature system are that it should be able toconfirm ownership of the document, that the signatory was authorised to sign the documentand that the document has not been changed since the signature was applied. Typically thesystem will also identify the computer used to create the document and will verify the dateand time the signature was added.A further element of security in the systems accepted by international finance and commerceis the use of a third party Certification Authority (CA) that generates encrypted public andprivate key certificates. The private key certificate is held on the owners’ computer andensures that the encrypted data includes verification information that is recognised by thereceiving computer(s) with the public key. If any aspect of the document and signaturesecurity is not verified, then a ‘not valid’ alert will be shown.Both commercial and open source document creation applications are available that includethe ability to add secure electronic signatures to documents and provide CA services. Anobjective in the PotsPan project was to identify the most cost effective solution for theinstitutions and this case study shows how open source solutions are both available andeffective.The pilot exercise created and tested a series of documents with secure electronicsignatures. These documents were sent electronically as attachments and uploaded toinstitutional websites and were shown to retain the encrypted data confirming signature anddocument validity.ConclusionsIt was concluded that the work confirmed that electronic signatures that authenticateddigitally transmitted administrative documents were achievable in a cost effective way andthat met commercially accepted levels of verification and security. It is believed thatelectronic signatures will eventually become acceptable for EU audit purposes and allow afully digitised online administrative system to be implemented.Full ReportThe full case study report can be viewed at: http://www.slideshare.net/ttoole/pots-pan-case-study-swansea-met 8
  • 9. JISC PotsPan Project Final Report7. OutcomesIt is anticipated that the outcomes of the PotsPan project will have practical value, both forthe SAWSW WBL partnership, and for other groups looking for similar administrativeefficiencies using technology. However, there were certain compromises that needed to betaken for the project to achieve its objectives.The project took a pragmatic approach to the digitisation design, given the non-acceptanceby the EU of electronic signatures for audit purposes. Ideally, it would have prefered a fullyelectronic signature system to be accepted, but, given the current rules, it adopted the digitalpen as a compromise solution.This was not ideal as it still required paper versions of all the forms to be produced in orderfor them to be physically signed. It did allow, however, the entire system to be digitised whilststill satisfying EU requirements. This meant that the advantages of single data entry, dataconsistency and the ability for management to access the system online were achieved.This latter factor was perhaps one of the most important from a benefit point of view. Thepaper based system was managed by Training Advisors and the documentation distributedgeographically as a result. This was both a risk and made central management access todata very difficult.However, the goal of achieving an acceptable electronic signature solution remains. Theoutcomes of the PotsPan project are being disseminated with a view to contributing to andfurthering that debate. Presentations at Alt-C 2012 & the JISC Online Conference havebeen part of that agenda.8. Conclusions and RecommendationsThe outcomes of the PotsPan project led the project team to conclude that the work hadconfirmed the main benefits of administrative system digitisation: Digitisation of the administrative system eliminated the need for the repeated entry of core data and ensured data consistency; Digitisation made the entire administrative system available to programme managers at all times and from any location; The system delivered significant operational efficiencies, mainly from the avoidance of physically transporting learner files between different geographical locations.However, the requirement for physical signatures on audit documents compromised the fullrealisation of those benefits and the project team remained committed to advancing thedebate and argument for full electronic signature recognition for EU funded programmes.The overall conclusion was that the PotsPan project had achieved its primary goal ofexploiting the benefits of the original Swani project and demonstrating its value and viabilityin the practical administration and management of the work-based learning programme inSouth West Wales. Furthermore, it was felt that the benefits were transferable to otherprogrammes with similar needs and hence contributed positively to the Jisc e-LearningProgramme Embedding Benefits objectives.The recommendations arising from the project outcome included: Noting that not only was a digitised administrative system beneficial from an efficiency point of view, but also from a cost effective viewpoint: the document management system used by the PotsPan being open source; Noting also that there were open source electronic signature systems available that met standard international security and authentication requirements; Recommending that the current EU debate about the acceptability of electronic signatures be concluded, not only for educational audit purposes, but for advancing the wider free market goals of the union. 9
  • 10. JISC PotsPan Project Final Report 10
  • 11. JISC PotsPan Project Final ReportReferences and AppendicesAll the project documents and additional materials are referred to as links in the text of thisreport and/or are available on the project Wiki. For ease of access, the following links leaddirectly to the key project documents. 1. PotsPan project Wiki: http://potspan.pbworks.com 2. PotsPan project Blog: http://potspan.blogspot.co.uk 3. Project Management: http://potspan.pbworks.com/w/page/53357624/Project%20Management 4. The Digitised Administration System: http://potspan.pbworks.com/w/page/53357697/Digitised%20WBL%20Administration %20System 5. The Case Studies: http://potspan.pbworks.com/w/page/53357795/Project%20Deliverables 11

×