Smart Campus Portal Peter Yeadon

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Blueprint for rolling out SharePoint within a Higher Education Institution

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  • The University was developing a vision for a "Smart Campus". This vision separates out infrastructural requirements and focuses on these in order to determine what the organisation of the future will need to do just to keep pace with the rate of change: change in our students' expectation of us, change in technology, changes in the way we teach and learn. Our systems and processes will have to adapt to these changes if they are not to block progress and impede our goals. Replace queuing with e-connections.
  • We wanted SharePoint to do EVERYTHING. Left is about all our audiences. Bottom right about types of people we have. Top right (left half) is about data while right half is about people using that data (information) via the web platform. The arrow shows all the things we set out to do.
  • 4 horizontal slices – timeline in years DR is about speed of recovery, not just backup – how quickly does your portal need to be back up if it’s central to all your processes
  • “ Smart Campus” – marketing term but what does it mean – lots of things, different for different people Portal central to most if not all
  • LHS – to look at growth A sharepoint site can be small - figures for the number of sites are not as good as they look! RHS shows that whatever you set out to do you will end up doing more!
  • Info Architecture becomes very important. MOSS2007 restricts content to one SSP (Shared Service Provider) so any objective to use a single content repository across your entire web platform required a hand-built solution for content replication. You must know all your sources and all your destination points.
  • Profile information can be loaded directly or via a range of other data stores (see next) All parts of site can be separately audienced (self, everyone, team, other groups)
  • User info from ALL your systems – MS shop => Exchange, Active Directory but also several non-MS systems AD is just another source – main central store should be the UPS
  • Live@edu helps identity management but can get in the way of existing projects, eg the portal programme If you go for live@edu go for the full version of ILM, not the version with comes live@edu by default
  • Lean processes => should provide input to your portal programme
  • NB SEARCH !!!!!! Need permission from content owners before you go off and expose their documents to Search
  • Faceted Search is a technique for accessing a collection of information represented using a faceted classification , allowing users to explore by filtering available information. Faceted Search is also called faceted navigation or faceted browsing , is a technique for accessing a collection of information represented using a faceted classification , allowing users to explore by filtering available information. Faceted Classification is a system which allows the assignment of multiple classifications to an object, enabling the classifications to be ordered in multiple ways, rather than in a single, pre-determined, taxonomic order. Each facet typically corresponds to the possible values of a property common to a set of digital objects
  • Searching on people
  • Federated search so your search engine makes use of other search engines
  • Top 3 slices – portal project people will love: but need real projects to drive forward
  • Collaborative sites, eg Engineering & Computing – used to the idea, had equivalent systems for some time, happy for everyone to see everything Art & Design – particularly their own technical staff eg use for
  • Can YOU get your users to simplify their processes?
  • 2005 – separate pages run by separate servers running in cupboards around campus. External website used for internal audiences, service interrupts, all our problems out there for all to see. 2009 – several portals for different audiences. Using new technologies when they help, not just because they’re there. 2012 – many US HEs have effective identity management systems, in the UK not so much.
  • Fundamental if you want your portal to support your business as it moves forward
  • Smart Campus Portal Peter Yeadon

    1. 1. The Web Portal Platform - Enabling the Smart Campus of the Future Peter Yeadon Business IT Strategies Email: peter.yeadon@tiscali.co.uk
    2. 2. <ul><li>History and vision </li></ul><ul><li>2005 – review of processes and objectives </li></ul><ul><li>Face to face being replaced by e-connections </li></ul><ul><li>Personalise content and services </li></ul><ul><li>Student centred </li></ul><ul><li>“ Smart” campus and processes </li></ul><ul><li>Enterprising place to learn and work </li></ul><ul><li>Less bureaucracy </li></ul><ul><li>Connect all Schools, Staff and Students </li></ul>Need an Integrated Web Platform
    3. 3. Business Problems <ul><li>Information Overload </li></ul><ul><li>Misuse of emails </li></ul><ul><li>Business Information trapped in silos </li></ul><ul><li>Unknown version of a record or document </li></ul><ul><li>Inconsistent look and feel </li></ul><ul><li>Slow response to business and user needs </li></ul><ul><li>Costly custom development and maintenance </li></ul><ul><li>Poor content sharing inside and outside the organisation </li></ul><ul><li>Difficult to find the correct content, data and people </li></ul><ul><li>Increasing information management risk </li></ul>
    4. 4. Vision: A unified Web Platform All users & every user need consolidated in one environment
    5. 5. Infrastructure and environment Year 1 Year 2 Year 3 People and identity Search and applications Projects Build and Maintain Infrastructure for current and next version SharePoint ROADMAP - simplified Improve DR and Backup Personalisation and identity management Document & Record Management Support Business Process Improvement Management Information Student & Staff Portals & Marketing website Collaboration & portal-to-go
    6. 6. Smart Campus Digital forms Video streaming Room allocation Classroom technology Smart cards Single sign-on Lecture broadcasts Social networks Search Onboarding Business planning data COTS System integration Learning services News service Personalisation Video streaming Personal timetables Student transactions Self-service Scanning Process improvement Business intelligence Automation Dashboards
    7. 7. SharePoint – Growth <ul><li>After 12-18 months we could already … </li></ul><ul><li>Create staff intranets </li></ul><ul><ul><li>EC </li></ul></ul><ul><ul><li>CSAD </li></ul></ul><ul><li>Set up and monitor KPIs and simple BI, eg… </li></ul><ul><ul><li>for the Academic Exec site </li></ul></ul><ul><ul><li>Issue tracking </li></ul></ul><ul><li>Set up Business Process Management workfow/forms and applications, eg </li></ul><ul><ul><li>Expense Claims (pilot with Finance) </li></ul></ul><ul><ul><li>Process to assist performance assessment reviews </li></ul></ul><ul><ul><li>Marketing “Shop” for Branded Promotional Items </li></ul></ul><ul><ul><li>Event Management </li></ul></ul><ul><ul><li>Student Union e-Voting </li></ul></ul><ul><ul><li>Students Reps Nomination Process </li></ul></ul><ul><li>Search almost anything in digital form held in.. </li></ul><ul><ul><li>StaffNet, Marketing website and university portals </li></ul></ul><ul><ul><li>Staff intranets and the internet </li></ul></ul><ul><ul><li>Active Directory (ie people search) </li></ul></ul><ul><li>Provide students with shared sign-in between the Portal and the VLE </li></ul><ul><li>Create dual sites (collaboration/publication) wherever they add value, eg </li></ul><ul><ul><li>ICE </li></ul></ul><ul><ul><li>iCoCo </li></ul></ul><ul><li>Distinguish between staff , students and external identities </li></ul>Total After 1 year 2 years 2.5 to 3 years Sites 150 300 500-750 Portal sites 120 240 300-400 Collaborative sites 30 60 150-250 Local administrators 30 Over 50 Over 75 Local contributors 50 Over 150 Over 250 Avg. daily hits on Students Portal: term time 13K ~24K Maintain it Avg. daily hits on Students Portal: non-term time 7K ~11K Improve it Avg. daily hits on Marketing Website 7K Improve it Indexed items for search 80K 150K 250K – 500K Content size 10GB in 3 years 50GB in 6 months 250GB in 1 year
    8. 8. Business Process & BDC Integrate user profiles (Library, SRS, LOB apps) ILM Decommission DR farm Technical Governance MOPPS ? Lean Process Workflows Search fileshare, LOB systems Plan for v4 Staff Portal on MOSS 2007 – content & collaboration Alpha Student Portal on MOSS2007 - content Marketing Website - development and content MOSS Build 2 Marketing Website (courses) DPM for BU and DR Quest Recovery Mgr MOSS scaling-out; Performance, Security, Capacity MOSS Build 1 Single content repository Project Management (Project Server) My Sites for Staff SSO (Library, CMIS, HR) Personalisation - Profile Store Business Intelligence (reporting cubes) Search portals and Staffnet Workflow Pilot BI Ac Ex Student Portal on SPS2003 CU Portal migration Marketing Website on MOSS ICE iCoCo Phase 1 Infrastructure and environment Year 2 Year 3 Year 4 People and identity Search and applications Projects Phase 2 ? SP2 SP3 Data Protection Mgr Staff Portal prep BDSO Document and Records Management Test /Dev Environment Install SPS 2003 Farm Administration SharePoint ROADMAP - detailed Accessibility AKS SSO phase 1 My Site pilot Personalisation phase 1 BI pilot Federated Search (Yahoo..)
    9. 9. SharePoint infrastructure – Phase 1 Infrastructure After 6 mths (8 h/w components) Production Physical server farm SharePoint Server SPS2003 Windows SharePoint Services WSS v2 Development Test/Integration Backup Disaster Recovery Operations Applications and Functions After 24 mths (17 components) SCOM MOSS Farm – virtual front end and application servers SCOM, Quest Recovery Mgr, Data Protection Mgr Student Portal Student Portal Content Repository Marketing website Search Staff Portal Workflow/forms Collaborative sites FE FE AS DB DB DB FE FE AS AS DB DB DB DB VM VM
    10. 10. SharePoint Infrastructure – the Path Forward Infrastructure 24 months Production Physical SPS 2003 server farm PLUS Virtual MOSS2007 farm Development/ Test/Integration Backup Disaster Recovery Operations Applications and Functions Years 4-5 (64-bit architecture) SCOM, Quest Recovery Mgr, Data Protection Mgr Student Portal Content Repository Marketing website Search Staff Portal Workflow/forms Collaborative sites De-commission SPS 2003 server farm 30 months Virtual environment on physical blades AvePoint Replication DR Farm MOSS v4 Business Intelligence, Business Process Management, Project Server, Identity Lifecycle Manager, Identity Management, Performance Point Server CorasWorks FE FE AS DB DB FE FE AS AS DB DB DB DB FE FE DB DB DB
    11. 11. Information Architecture (1) <ul><li>Marketing Website </li></ul><ul><li>Staff Portal </li></ul><ul><li>Student Portal </li></ul><ul><li>Local Intranets </li></ul><ul><li>Fileshare </li></ul><ul><li>Replication of Content </li></ul><ul><li>Documents </li></ul><ul><li>Images </li></ul><ul><li>Event list </li></ul><ul><li>Reusable page content </li></ul><ul><li>etc </li></ul>Sources (Intranets) Registry Faculties Services Staging Area – Master Content Repository Destinations
    12. 12. Business Process & BDC Integrate user profiles (Library, SRS, LOB apps) ILM Decommission DR farm Technical Governance MOPPS ? Lean Process Workflows Search fileshare, LOB systems Plan for v4 Staff Portal on MOSS 2007 – content & collaboration Alpha Student Portal on MOSS2007 - content Marketing Website - development and content MOSS Build 2 Marketing Website (courses) DPM for BU and DR Quest Recovery Mgr MOSS scaling-out; Performance, Security, Capacity MOSS Build 1 Single content repository Project Management (Project Server) My Sites for Staff SSO (Library, CMIS, HR) Personalisation - Profile Store Business Intelligence (reporting cubes) Search portals and Staffnet Workflow Pilot BI Ac Ex Student Portal on SPS2003 CU Portal migration Marketing Website on MOSS ICE iCoCo Phase 1 Infrastructure and environment Year 2 Year 3 Years 4 People and identity Search and applications Projects Phase 2 ? SP2 SP3 Data Protection Mgr Staff Portal prep BDSO Document and Records Management Test /Dev Environment Install SPS 2003 Farm Administration SharePoint ROADMAP - detailed Accessibility AKS SSO phase 1 My Site pilot Personalisation phase 1 BI pilot Federated Search (Yahoo..)
    13. 13. MySites
    14. 14. User Profile & User Profile Stores Active Directory LDAP Stores Custom Stores
    15. 15. Identity Management
    16. 16. Business Process & BDC Integrate user profiles (Library, SRS, LOB apps) ILM Decommission DR farm Technical Governance MOPPS ? Lean Process Workflows Search fileshare, LOB systems Plan for v4 Staff Portal on MOSS 2007 – content & collaboration Alpha Student Portal on MOSS2007 - content Marketing Website - development and content MOSS Build 2 Marketing Website (courses) DPM for BU and DR Quest Recovery Mgr MOSS scaling-out; Performance, Security, Capacity MOSS Build 1 Single content repository Project Management (Project Server) My Sites for Staff SSO (Library, CMIS, HR) Personalisation - Profile Store Business Intelligence (reporting cubes) Search portals and Staffnet BI Ac Ex Student Portal on SPS2003 CU Portal migration Marketing Website on MOSS ICE iCoCo Phase 1 Infrastructure and environment Year 2 Year 3 Year 4 People and identity Search and applications Projects Phase 2 ? SP2 SP3 Data Protection Mgr Staff Portal prep BDSO Document and Records Management Test /Dev Environment Install SPS 2003 Farm Administration PORTAL ROADMAP - detailed Accessibility AKS SSO phase 1 My Site pilot Personalisation phase 1 BI pilot Federated Search (Yahoo..) Workflow Pilot
    17. 17. Integrated Search Service ‘a vision’
    18. 18. Information Architecture(2)
    19. 19. Faceted Search (one of numerous aspects)
    20. 20. People Search (1) View by relevance or social distance Refine results using various properties Search people outside the organization Personalized Search Advanced Customizable People Search Options Information Privacy Controlled
    21. 21. People Search (2) <ul><li>Not only find the person or people s/he knows but also find what that person has been working on, sites they are a member of plus a lot more. </li></ul><ul><li>We are talking about a search which doesn't only find explicit knowledge but also tacit knowledge </li></ul>
    22. 22. Business Process & BDC Integrate user profiles (Library, SRS, LOB apps) ILM Decommission DR farm Technical Governance MOPPS ? Lean Process Workflows Search fileshare, LOB systems Plan for v4 Staff Portal on MOSS 2007 – content & collaboration Alpha Student Portal on MOSS2007 - content Marketing Website - development and content MOSS Build 2 Marketing Website (courses) DPM for BU and DR Quest Recovery Mgr MOSS scaling-out; Performance, Security, Capacity MOSS Build 1 Single content repository Project Management (Project Server) My Sites for Staff SSO (Library, CMIS, HR) Personalisation - Profile Store Business Intelligence (reporting cubes) Search portals and Staffnet Workflow Pilot BI Ac Ex Student Portal on SPS2003 Migration Marketing Website on MOSS ICE iCoCo Phase 1 Infrastructure and environment Year 2 Year 3 Year 4 People and identity Search and applications Projects Phase 2 SP2 SP3 Data Protection Mgr Staff Portal prep BDSO Document and Records Management Test /Dev Environment Install SPS 2003 Farm Administration SharePoint ROADMAP - detailed Accessibility AKS SSO phase 1 My Site pilot Personalisation phase 1 BI pilot Federated Search (Yahoo..)
    23. 23. <ul><li>Recognise users as individuals with consistent privileges and security </li></ul><ul><li>applied across all systems (provided you start by logging into the portal) </li></ul><ul><li>Invoke single sign-on with all LOB applications, eg HR, Time-tabling, etc </li></ul><ul><li>Search Library systems from the portal(s) </li></ul><ul><li>Provide students with a personalised dashboard of all their transactions </li></ul><ul><li>Build workflows, eg for post-bid mobilisation, for course approval and for </li></ul><ul><li>general purchasing, plus support of Lean Process working group </li></ul><ul><li>recommendations (as appropriate) etc </li></ul><ul><li>Offer and build portals in support of bids </li></ul><ul><li>Enable My Sites for staff for enhanced community and efficiency </li></ul><ul><li>Introduce self-service applications via the portal(s) </li></ul><ul><li>Enhance management reporting cubes and dashboards </li></ul><ul><li>Personalise the portal information flow (avoid information overload) </li></ul><ul><li>Increase collaboration exponentially </li></ul><ul><li>Meet future demand and growth </li></ul><ul><li>NB: THESE ARE ALL CONSISTENT WITH SMART CAMPUS OBJECTIVES </li></ul>SharePoint ROADMAP – Year 3 onwards
    24. 24. STAFF PORTAL - Collaboration SharePoint Roadmap & Smart Campus Peter Yeadon, CPDU; Monday 19 th Jan 2009
    25. 25. STAFF PORTAL – Workflow Finance Pilot – Expense Claims
    26. 26. Finance Pilot – Expense Claims
    27. 27. STAFF PORTAL – KPI Tracking
    28. 28. Web Usage Trends
    29. 29. Governance
    30. 30. Evolution of a SharePoint Developer
    31. 31. Glossary <ul><li>EC – Faculty of Engineering & Computing </li></ul><ul><li>CSAD – Coventry School of Art & Design </li></ul><ul><li>KPI – Key Performance Indicators </li></ul><ul><li>BI – Business Intelligence </li></ul><ul><li>Staffnet – old staff intranet on old CMS </li></ul><ul><li>CMS – Content Management System </li></ul><ul><li>Active Directory – Microsoft’s primary store of user information </li></ul><ul><li>CU Portal – the Student Portal </li></ul><ul><li>CUOnline – Coventry University’s LMS </li></ul><ul><li>ICE – Institute of Creative Enterprise </li></ul><ul><li>iCoCo – Institute for Community Cohesion </li></ul><ul><li>MOSS – Microsoft Office SharePoint Server 2007 (version 3) </li></ul><ul><li>Data Protection Manager – a tool for backup and recovery </li></ul><ul><li>BU – business units </li></ul><ul><li>DR – disaster recovery </li></ul><ul><li>DR farm – a set of servers (virtual or otherwise) to enable the required DR functionality </li></ul><ul><li>Quest Recovery Manager – a tool to speed up recovery times </li></ul><ul><li>SPn – service pack n (software upgrade) </li></ul><ul><li>v4 – next version of SharePoint, now known to be called MOSS 2010 </li></ul><ul><li>SPS 2003 – version 2 of SharePoint. SharePoint Portal Server combines with WSS (Windows SharePoint Server) at version 2. </li></ul><ul><li>SSO – Single Sign On </li></ul><ul><li>CMIS – a timetabling system </li></ul><ul><li>HR – Human Resources, or a system needed by HR </li></ul><ul><li>ILM – Identity Lifecycle Manager </li></ul><ul><li>SRS – Student Record System </li></ul><ul><li>LOB – line of business </li></ul><ul><li>AKS – Accessibility Kit for SharePoint </li></ul><ul><li>BDC – Business Data Catalogue for importing data into MOSS </li></ul><ul><li>Ac Ex – Academic Executive </li></ul><ul><li>MOPPS – MS Office Performance Point Server (enterprise BI tool) </li></ul><ul><li>BDSO – Business Development Support Office </li></ul><ul><li>Alpha – alpha release of a (portal) solution </li></ul><ul><li>h/w – hardware </li></ul><ul><li>Avepoint replicator – 3 rd party tool for content replication </li></ul><ul><li>LDAP – Lightweight Directory Access Protocol (look it up!) </li></ul><ul><li>Live@edu – online email and storage for students (from Microsoft) </li></ul><ul><li>Pebblepad – an e-Portfolio system </li></ul><ul><li>BMS – Building Management System </li></ul><ul><li>RFP – Request for Proposal </li></ul><ul><li>RSS – Really Simply Syndication </li></ul><ul><li>Infopath – a Microsoft application for online forms and embedded intelligence. </li></ul>
    32. 32. Portal Strategy <ul><li>An extended version of this presentation (with a rather poor quality audio track) can be found on the post conference website of the 2009 HE Portal Conference hosted at Gettysburg College, US. (Wed, 3 rd June 2:15) </li></ul><ul><li>http://cnav.gettysburg.edu/portal/portal09/PostConference/wednesday.htm </li></ul>
    33. 33. Enabling the Smart Campus of the Future QUESTIONS? Peter Yeadon Business IT Strategies Email: peter.yeadon@tiscali.co.uk

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