Using a Hierarchy of Sites to Help Decentralise Administration<br />Dr Adam Marshall, The University of Oxford<br />
Topics<br />Overview of Oxford IT support model<br />Challenges<br />Approach<br />Hierarchy<br />Managing access<br />Adm...
First of all, some gratuitous photos of …<br />Oxford University<br />March 2010<br />European Sakai Conference – Valencia...
http://www.flickr.com/photos/oobrien/8908633/<br />
http://www.flickr.com/photos/james7/2854302338<br />
http://www.flickr.com/photos/marc_smith/4161801314<br />
http://www.flickr.com/photos/kshathriya/2274225022<br />
I will now talk about …<br />The Oxford IT Model<br />March 2010<br />European Sakai Conference – Valencia - Spain..<br />...
http://www.flickr.com/photos/fernando/36759033<br />
The lay of the land<br />There are 704 IT support staff:<br />38 colleges <br />6 permanent private halls<br />7 Divisions...
Sakai support<br />Small central team (3 people)<br />‘WebLearn’ Service manager; Learning technologist / trainer; Develop...
Now it’s time to hear about …<br />Challenges<br />March 2010<br />European Sakai Conference – Valencia - Spain..<br />12<...
http://www.flickr.com/photos/urtica/333048846/<br />
Requirements<br />A hierarchy of sites<br />Access for ‘large groups’<br />Local coordinators have ‘admin’ rights<br />Loc...
Local Coordinators Must<br />Be able to create new & copy existing sites<br />Place and move sites in the hierarchy<br />G...
Time to explain our …<br />Approach<br />March 2010<br />European Sakai Conference – Valencia - Spain..<br />16<br />
http://www.flickr.com/photos/matt_hintsa/2585707263/<br />
What we did<br />Project sites only<br />Arranged in hierarchy<br />Administration Sites (Cf  Admin Workspace)<br />One pe...
This is a hard word to spell …<br />Hierarchy<br />March 2010<br />European Sakai Conference – Valencia - Spain..<br />19<...
http://www.flickr.com/photos/25802865@N08/3178448986/<br />
Oxford Hierarchy<br />Welcome Page<br />Division<br />Department<br />Module<br />March 2010<br />21<br />European Sakai C...
Implementation<br />Used hierarchy service from Evaluations<br />Overlay hierarchy over pool of sites<br />No inheritance<...
Welcome Page<br />
Navigation<br />Welcome Page<br />Division<br />Department<br />Breadcrumb trail<br />March 2010<br />24<br />European Sak...
Tools<br />Create site<br />Bring site (a site can be in > 1 place)<br />Arrange (remove, swap)<br />Need:<br />Move / rem...
Issues<br />My Workspace is sidelined<br />Users expect inheritance (like our old VLE)<br />Users want ‘Search under here’...
Supplementary Tools<br />Find sites with ‘and visit’ patch<br />‘Search all my sites’ option<br />Grey-out unpublished sit...
Find Sites Tool<br />March 2010<br />28<br />European Sakai Conference – Valencia - Spain..<br />
Now some information about …<br />Managing Access<br />March 2010<br />European Sakai Conference – Valencia - Spain..<br /...
http://www.flickr.com/photos/10413717@N08/2804363062/<br />
Requirements<br />Easy assignment of .auth & .anon: ‘site.visit’<br />But prevent dangerous .anon<br />LDAP integration<br...
Site Info: Manage Access <br />March 2010<br />32<br />European Sakai Conference – Valencia - Spain..<br />
Site Info: Add Participants <br />March 2010<br />33<br />European Sakai Conference – Valencia - Spain..<br />
The moment you’ve all been waiting for …<br />Administration Sites<br />March 2010<br />European Sakai Conference – Valenc...
http://www.flickr.com/photos/mikesm/2463776436/<br />
Requirements<br />Administrator powers but,<br />Simpler<br />Safer<br />Constrained<br />Create sites<br />Manage hierarc...
How Admin Sites Work<br />Are said to manage other sites<br />Have three roles:<br />Admin  (Local WebLearn Coordinators)<...
Creating  a Site<br />
Admin Sites Managing Project Sites<br />= Admin site<br />= Project site<br />Welcome Page<br />Division<br />Department<b...
Site List and Roles<br />
Admin Site Roles<br />Admin<br />Can ‘maintain’ all sites<br />Can create new sites<br />= Project site<br />Member<br />=...
Management<br />We have drafted guidelines<br />Users must request ‘Admin Site’ <br />Sign to say “guidelines have been re...
And finally …<br />Issues<br />March 2010<br />European Sakai Conference – Valencia - Spain..<br />43<br />
http://www.flickr.com/photos/escapevelocity/2939147834<br />
Users Cause Most Problems!<br />March 2010<br />45<br />European Sakai Conference – Valencia - Spain..<br />
Common Problems<br />Users don’t read guidelines/documentation<br />Misunderstandings<br />A user gave .anon access to adm...
In Summary<br />Users like what we’ve done<br />But old VLE (Bodington) had same features<br />Seems to work well<br />Lot...
Let us now gaze into our crystal ball …<br />Future initiatives<br />March 2010<br />European Sakai Conference – Valencia ...
Photo: http://www.flickr.com/photos/circulating/2238715683/<br />
What’s Next? (1)<br />Smartphone interface<br />Uses JSON / SDATA & oAuth<br />Information summary<br />Tutorial sign-up (...
What’s Next? (2)<br />Groups store integration<br />Centrally stored ad-hoc groups <br />Will replace internal groups<br /...
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Oxford Un iversity's 'Devolved Administration and Hierarchy' Slides from Sakai 2011

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Admin sites

  1. 1. Using a Hierarchy of Sites to Help Decentralise Administration<br />Dr Adam Marshall, The University of Oxford<br />
  2. 2. Topics<br />Overview of Oxford IT support model<br />Challenges<br />Approach<br />Hierarchy<br />Managing access<br />Administration sites<br />Issues<br />Future initiatives<br />March 2010<br />2<br />European Sakai Conference – Valencia - Spain..<br />
  3. 3. First of all, some gratuitous photos of …<br />Oxford University<br />March 2010<br />European Sakai Conference – Valencia - Spain..<br />3<br />
  4. 4. http://www.flickr.com/photos/oobrien/8908633/<br />
  5. 5. http://www.flickr.com/photos/james7/2854302338<br />
  6. 6. http://www.flickr.com/photos/marc_smith/4161801314<br />
  7. 7. http://www.flickr.com/photos/kshathriya/2274225022<br />
  8. 8. I will now talk about …<br />The Oxford IT Model<br />March 2010<br />European Sakai Conference – Valencia - Spain..<br />8<br />
  9. 9. http://www.flickr.com/photos/fernando/36759033<br />
  10. 10. The lay of the land<br />There are 704 IT support staff:<br />38 colleges <br />6 permanent private halls<br />7 Divisions (4 academic)<br />193 departments<br />20,000 students<br />18,000 staff<br />March 2010<br />10<br />European Sakai Conference – Valencia - Spain..<br />
  11. 11. Sakai support<br />Small central team (3 people)<br />‘WebLearn’ Service manager; Learning technologist / trainer; Developer<br />Each unit has IT support staff (ITSS)<br />Each unit has Sakai administrators<br />Called ‘Local WebLearn Coordinators’<br />Create / setup / manage sites<br />First line of support<br />March 2010<br />11<br />European Sakai Conference – Valencia - Spain..<br />
  12. 12. Now it’s time to hear about …<br />Challenges<br />March 2010<br />European Sakai Conference – Valencia - Spain..<br />12<br />
  13. 13. http://www.flickr.com/photos/urtica/333048846/<br />
  14. 14. Requirements<br />A hierarchy of sites<br />Access for ‘large groups’<br />Local coordinators have ‘admin’ rights<br />Local coordinators can delegate rights<br />March 2010<br />14<br />European Sakai Conference – Valencia - Spain..<br />
  15. 15. Local Coordinators Must<br />Be able to create new & copy existing sites<br />Place and move sites in the hierarchy<br />Grant create rights to others<br />Have access to all a unit’s sites<br />Assign visit rights to:<br />.auth, .anon, ‘all staff’, ‘all students’, ….<br />Not do anything too dangerous!<br />March 2010<br />15<br />European Sakai Conference – Valencia - Spain..<br />
  16. 16. Time to explain our …<br />Approach<br />March 2010<br />European Sakai Conference – Valencia - Spain..<br />16<br />
  17. 17. http://www.flickr.com/photos/matt_hintsa/2585707263/<br />
  18. 18. What we did<br />Project sites only<br />Arranged in hierarchy<br />Administration Sites (Cf Admin Workspace)<br />One per unit<br />Participants have reduced ‘admin’ rights<br />Different roles<br />Improved ‘Manage Access’ page<br />March 2010<br />18<br />European Sakai Conference – Valencia - Spain..<br />
  19. 19. This is a hard word to spell …<br />Hierarchy<br />March 2010<br />European Sakai Conference – Valencia - Spain..<br />19<br />
  20. 20. http://www.flickr.com/photos/25802865@N08/3178448986/<br />
  21. 21. Oxford Hierarchy<br />Welcome Page<br />Division<br />Department<br />Module<br />March 2010<br />21<br />European Sakai Conference – Valencia - Spain..<br />
  22. 22. Implementation<br />Used hierarchy service from Evaluations<br />Overlay hierarchy over pool of sites<br />No inheritance<br />Only display sites user can visit<br />.auth / .anon sites can be in hierarchy<br />Use tabs as ‘breadcrumb trail’<br />New ‘hierarchy box’ under ‘tool list’<br />New ‘manage box’ under ‘hierarchy box’<br />March 2010<br />22<br />European Sakai Conference – Valencia - Spain..<br />
  23. 23. Welcome Page<br />
  24. 24. Navigation<br />Welcome Page<br />Division<br />Department<br />Breadcrumb trail<br />March 2010<br />24<br />European Sakai Conference – Valencia - Spain..<br />
  25. 25. Tools<br />Create site<br />Bring site (a site can be in > 1 place)<br />Arrange (remove, swap)<br />Need:<br />Move / remove tree<br />Copy tree<br />‘Primary location’<br />‘Sync instances’ – same sub-sites everywhere<br />March 2010<br />25<br />European Sakai Conference – Valencia - Spain..<br />
  26. 26. Issues<br />My Workspace is sidelined<br />Users expect inheritance (like our old VLE)<br />Users want ‘Search under here’<br />‘Active sites’ list has no context<br />Navigation if parent site is not visible<br />Can’t actually delete sites <br />Since no record is kept: too dangerous!<br />March 2010<br />26<br />European Sakai Conference – Valencia - Spain..<br />
  27. 27. Supplementary Tools<br />Find sites with ‘and visit’ patch<br />‘Search all my sites’ option<br />Grey-out unpublished sites<br />Improved access management (see later)<br />Administration sites plus tools (see later)<br />March 2010<br />27<br />European Sakai Conference – Valencia - Spain..<br />
  28. 28. Find Sites Tool<br />March 2010<br />28<br />European Sakai Conference – Valencia - Spain..<br />
  29. 29. Now some information about …<br />Managing Access<br />March 2010<br />European Sakai Conference – Valencia - Spain..<br />29<br />
  30. 30. http://www.flickr.com/photos/10413717@N08/2804363062/<br />
  31. 31. Requirements<br />Easy assignment of .auth & .anon: ‘site.visit’<br />But prevent dangerous .anon<br />LDAP integration<br />‘All Staff’ & ‘All students’: ‘site.visit’<br />Find sites (site-browser) tool<br />‘Auto-join’ patch (would be good!)<br />Reusable internal & ad-hoc groups (coming)<br />March 2010<br />31<br />European Sakai Conference – Valencia - Spain..<br />
  32. 32. Site Info: Manage Access <br />March 2010<br />32<br />European Sakai Conference – Valencia - Spain..<br />
  33. 33. Site Info: Add Participants <br />March 2010<br />33<br />European Sakai Conference – Valencia - Spain..<br />
  34. 34. The moment you’ve all been waiting for …<br />Administration Sites<br />March 2010<br />European Sakai Conference – Valencia - Spain..<br />34<br />
  35. 35. http://www.flickr.com/photos/mikesm/2463776436/<br />
  36. 36. Requirements<br />Administrator powers but,<br />Simpler<br />Safer<br />Constrained<br />Create sites<br />Manage hierarchy<br />‘Administrator’ access to unit’s hierarchy<br />A second level with less rights<br />‘Auditor’ access<br />
  37. 37. How Admin Sites Work<br />Are said to manage other sites<br />Have three roles:<br />Admin (Local WebLearn Coordinators)<br />Create sites in unit’s area <br />Visit admin site & add others<br />Automatically have ‘maintain’ rights is all managed sites<br />Member (Lecturers / Administration staff)<br />Create sites where maintainer<br />Audit (Internal / External auditors)<br />Visit and read rights <br />Admin Sites have dedicated tool: Site List<br />
  38. 38. Creating a Site<br />
  39. 39. Admin Sites Managing Project Sites<br />= Admin site<br />= Project site<br />Welcome Page<br />Division<br />Department<br />Module<br />March 2010<br />39<br />European Sakai Conference – Valencia - Spain..<br />
  40. 40. Site List and Roles<br />
  41. 41. Admin Site Roles<br />Admin<br />Can ‘maintain’ all sites<br />Can create new sites<br />= Project site<br />Member<br />= Admin site<br />Can create sites <br />where maintainer<br />Audit<br />Division<br />Can browse all sites<br />Department<br />Module<br />Maintain<br />European Sakai Conference – Valencia - Spain..<br />Barbie: http://www.flickr.com/photos/34281632@N03/4060738088/<br />March 2010<br />41<br />Mr Potato Head: http://www.flickr.com/photos/tinker-tailor/4264780554/<br />Action man: http://www.flickr.com/photos/tinker-tailor/4264099802/in/set-72157623183566430/<br />
  42. 42. Management<br />We have drafted guidelines<br />Users must request ‘Admin Site’ <br />Sign to say “guidelines have been read”<br />We keep public list of Local Coordinators<br />
  43. 43. And finally …<br />Issues<br />March 2010<br />European Sakai Conference – Valencia - Spain..<br />43<br />
  44. 44. http://www.flickr.com/photos/escapevelocity/2939147834<br />
  45. 45. Users Cause Most Problems!<br />March 2010<br />45<br />European Sakai Conference – Valencia - Spain..<br />
  46. 46. Common Problems<br />Users don’t read guidelines/documentation<br />Misunderstandings<br />A user gave .anon access to admin site. This made all managed sites .anon too. Whoops!<br />Departments don’t formulate a policy<br />No coherent approach – confused students<br />Too many sub-sites<br />Too few sub-sites!<br />
  47. 47. In Summary<br />Users like what we’ve done<br />But old VLE (Bodington) had same features<br />Seems to work well<br />Lots of user education needed<br />Need more tools<br />Merging process is very difficult (use Git)<br />Sakai 3 – arrgghh!!<br />
  48. 48. Let us now gaze into our crystal ball …<br />Future initiatives<br />March 2010<br />European Sakai Conference – Valencia - Spain..<br />48<br />
  49. 49. Photo: http://www.flickr.com/photos/circulating/2238715683/<br />
  50. 50. What’s Next? (1)<br />Smartphone interface<br />Uses JSON / SDATA & oAuth<br />Information summary<br />Tutorial sign-up (Yale)<br />Oxford podcasts<br />News tool with media player & feed browser<br />March 2010<br />50<br />European Sakai Conference – Valencia - Spain..<br />
  51. 51. What’s Next? (2)<br />Groups store integration<br />Centrally stored ad-hoc groups <br />Will replace internal groups<br />Evaluations tool<br />Extend Turnitin support<br />Sharepoint & Exchange interoperability!<br />March 2010<br />51<br />European Sakai Conference – Valencia - Spain..<br />

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