Best Practices in Role Management

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Presented at D2L's FUSION Users Conference in July 2005 in Madison, WI.

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Best Practices in Role Management

  1. 1. Best Practices in Role Management Changing needs and solutions Kyle Mackie Shawn Vance eLearning Program Manager Technical Support Manager
  2. 2. Role Management  Introductions  Definitions and Literature Review  The Slippery Slope  How’s, Who’s, Why’s of Role Creation  Recommendations/What to think about  Future directions in Role Management  New ideas brainstorming session
  3. 3. Quick intro – Kyle  eLearning Program Manager – Technical support team, development and maintenance of websites – Training Instructors on D2L platform tools – Creating Roles and assigning permissions
  4. 4. Quick intro – Shawn  Technical Support Manager – Manage day to day support operations – troubleshoot and assist with technical issues – Provide input to development/product management based on client feedback – Seeks ways to improve customer service ie) new 24/7 Support initiative.
  5. 5. Quick intro – Open Learning, UofG  www.open.uoguelph.ca  250+ DE courses  18,000 enrolments  9 org units  “legacy client”  do things a bit differently
  6. 6. Definitions  What is meant by role? – A role is comprised of a collection of security settings in the D2L system. Roles are applied to users at the orgUnit level. Users can have different roles and different orgUnits. Assigning permissions to a role dictates what the role will be able to see and do within the system. By default, organizations are set up with three roles: student, instructor and administrator.
  7. 7. Definitions  What is meant by role? (cont’d) – Organizations have full control over the roles in their system. For example, administrators may create a “Student Helpdesk” role for students who are responsible for the student helpdesk. This role may be similar to the role of a typical student, yet the helpdesk role will have more permissions surrounding sending out login information and unlocking student accounts.
  8. 8. Definitions  What is meant by permissions? – Permissions are rights or privileges that are organized by tool and granted/denied by OrgUnitType. A set of permissions define what a role can and cannot see and do within the D2L System.
  9. 9. Why are roles so friggin’ important?  If tools don’t work properly, it might be a permissions issue. (401 Not Authorized Errors)  Every school is different, every program is different  D2L’s tool is almost infinitely customizable BUT…
  10. 10. The slippery slope  Instructor  Coordinator  Teaching Assistant  TA without grades access  TA with read-only grades access  Instructor with access to quiz management  TA with access to quiz management  Guest instructor
  11. 11. The slipperier slope  Info Desk  Production and Info  Assignment Coordinator  Operations
  12. 12. The slipperiest slope  Importing users from different orgs  Different tools  Different configurations  Different needs  Cascading…forever
  13. 13. How roles are defined  Default settings  Customization options  Copying, naming
  14. 14. a million checkboxes…
  15. 15. …and not much sense
  16. 16. Who defines roles  Default settings  Administrative person/group – defining who gets to define roles – editing/viewing permissions – how information is shared among team  Keeping track – users in different orgs – descriptions, etc.
  17. 17. Why roles are defined  administrative needs  control versus freedom  institutional policies (privacy, AUP) especially grades, class list  individual whims  special circumstances (award submission)  new tools, new versions
  18. 18. Recommendations  Keep it simple  Dedicated staff for role management – NOTE: We recommend that only high-level administrators have access to the Manage Roles and Security tool.  Clear naming convention and description  Try to make new needs fit into existing structure, before creating new role  Clarify "wants" versus "needs“  Things are always changing
  19. 19. Recommendations - continued  uber org vs. multi orgs  copy roles to preserve originals when experimenting with different setups  new users -> plan out what roles you think you may need in advance  20 questions  test..re-test and test again – At orgHome and course offering level  Examine D2L release notes and consider impacts
  20. 20. The future – new ideas  Per user security settings (Windows-based permissions. User/group type)  Import/export and sharing roles  Select all  Set permissions for multiple roles/orgs  Diagnostic tool  Linked permissions – class list, IDs…  Easier to read screen layout? Suggestions?  Other ideas?
  21. 21. Questions?  Questions about Role Management?

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