Enterprise Portal Presentation New South Wales Australia MiamiDade

Enterprise Portal Presentation New South Wales Australia Miami-Dade County Public Schools

Welcome Debbie Karcher Chief Information Officer 2

Presentation MDCPS Background………………………. ……. . 4 The Big Picture……………………………. 5 Foundation Projects………………………. ……. 6 Implementation Timeline…………………. . …. ……… 8 Decision Making Process………………. . . ……………… 9 The Solution……………………. . …. 10 Student Achievement…………………………. . 14 The Learning Village……………………. . . …………. … 19 Equity and Access……………. . ………… 31 It’s the Process; Not the Technology…………………. . … 38 Agile and Flexible………………. . 41 Lessons Learned on the Portal………………. . . 45 Recent Portal Implementations…. ………………. 47 Portal Infrastructure and Build…. ………………. 57 Office Communicator Server……. …………………. … 61 3

MDCPS Background Fourth largest school district Over 340 public schools; over 80 Charter schools Serving 2, 400 square miles Over 300, 000 students Over 45, 000 employees; over 5, 000 Charter employees Services 180 different home languages Mobility rate – 27%

The Big Picture • The Vision Ø Have all users connected to all information at anytime • The Challenges Ø Schools under state sanction Ø Need to increase parental involvement Ø Giving our users access to their systems in one area Ø Providing our parents an easy and consistent way to monitor their child’s progress Ø Connect silo systems Ø Reduce paper-based systems 5

MDCPS Foundation • • • Active Directory Account and Auto Update – MIIS and ILM Password Synchronization – P-Synch District Email – Outlook Exchange District wide Gradebook – Global Scholar / Excelsior Metro Ethernet to each remote site Patch Management and Virus Protection – Big Fix and Sophos Data Warehouse – Microsoft SQL OLAP (On-line Analytical Processing tool) - Cognos Self Service for Technology Support - HEAT

MDCPS Foundation • • • District-wide federated library catalog -Destiny District-wide assessment tool – Edusoft District-wide instructional applications, including Riverdeep Destination Series Voyager Solo and Ticket to Read Jamestown Navigator Plato Learning Library Reference Databases-Groliers, SIRS, Gale, Facts on File, etc • District-wide test generator - Exam. View

Implementation/Timeline 2009 - 2010 Business Partners Food Service Live@Edu Links to Learning Teacher Assessment Portal Lite May 1, 2006 2007 - 2008 District and Community Enterprise Portal Deployment; Global 2006 - 2007 Registration Infrastructure and System Employee Portal with Collaboration 2008 - 2009 Attendance Volunteer Intervention SPOT Employee Self-Service SES Weekly Briefing SAP SOS Share. Point 2010 Internship Professional Development River. Deep Unified Communications (OCS) 8

Decision Making Process • Key Criteria Ø Existing infrastructure and skill sets Ø Scalability Ø Technology partners and third party services Ø Flexibility Ø Rapid Development • Why Share. Point? Ø Experience with Microsoft Products Ø Mature Microsoft Exchange Environment (ADS) Ø Successful Portal “Lite” Ø Established Personnel and Student Data Warehouse Ø Microsoft Platform throughout District Ø Good Partner Relationship with Microsoft 9

The Solution - www. dadeschools. net Students Parents Employees Community 10

Adoption 11

12

My Site 13

Student Achievement 14

Teacher Portal þ Teacher/Student Drill Down þ þ þ Test Scores Absences Homeroom Section Birthdates 15

Teacher Portal 16

My Applications 17

Electronic Gradebook Application 18

Learning Village 19

The Learning Village Vision To create a repository for all of the district’s digital resources, aligned to standards, and accessible from one point of entry 20

The Learning Village How did we set out to get there • Use local content-area experts to develop lesson plans linked to district resources • Require publishers of district adopted instructional materials to provide digital versions of ØLesson plans ØTextbooks ØAssessment items 21

The Learning Village Current Status • Approximately 10, 000 Lesson Plans Ø Organized by nine-week periods, grade levels, and subject areas • About 150 Digital Textbooks (student and teacher texts) Ø Linked and displayed by course codes • Roughly 25, 000 Assessment Items Ø Organized by grade and subject area, and subject area and standard 22

The Learning Village Lesson Plans Goals • Standardize instructional focus and pacing across subject areas and schools • Provide support to new and new to subject area or grade level teachers • Link activities within plans to other district instructional resources including Ø Riverdeep LMS Ø Gizmos Ø Online databases 23

The Learning Village Lesson Plans Approximately 10, 000 Lesson Plans (Grades K 12) Ø Reading Ø Mathematics Ø Science Ø Social Studies Ø Foreign Language Ø Life Skills (Art, Music, Education) Physical 24

The Learning Village 25

The Learning Village Digital Textbooks Advantages Ø Accessible from anyplace with Internet access Ø Offer interactive activities Ø Include audio (in some cases) Ø Reduce the need for students to carry home heavy textbooks Ø Single sign-on through the portal (teachers and students don’t need to establish accounts with every publisher for every text) 26

The Learning Village Digital Textbooks (both student and teacher editions) ØMathematics ØSocial Studies ØScience ØForeign Language ØIntensive Reading ØLanguage Arts(2010) 27

The Learning Village Assessment Items ØBoth publisher produced and customized items produced by ETS ØAccessible via Examview Test Generator ØAutomated creation of Edusoft answer sheet for scanning and scoring (Publish to Edusoft) 28

The Learning Village 2. 0 29

The Learning Village 2. 0 What’s Next? Learning Village 2. 0 imbedded in Microsoft Share. Point Portal will facilitate Pushing district-developed pacing guides and lesson plans by course codes to serve as an overlay to teacher created daily lesson plans Sharing of lesson plans/lesson plan components with students and parents Advanced searching and sharing capabilities 30

Equity and Access 31

Student Portal Students can… þ þ þ þ View their schedule/grades Links to Learning E-Textbooks Store documents Teacher/Student Collaboration site School announcements and events Create your own “My-site” Coming soon þ Many more resources 32

Student Portal Students can… þ Links to Learning 33

Student Portal Students can… þ Get Email 34

Parent Portal Access þ Login to Parent Portal Using your Existing Account þ Create an Account – First Time Users 35

Parent Portal New Features þ Student Schedule þ Student Assignments & Grades þ Attendance þ E-Textbooks þ School Bus Information þ Be a School Volunteer þ Ask A Question and many more resources 36

Parent Internet Viewer 37

It’s the Process Not the Technology 38

M-DCPS Acceptable Use Policy þ Read in detail If you agree to these terms, þ Select Accept þ e e n O Tim ly n O 39

Email Policy Employees & Students Student Email Policy Staff Email Policy

Agile and Flexible 41

Agile and Flexible Links-to-Learning Be a School Volunteer Supplemental Educational Services SES SPOT Success Weekly Briefings Internship Professional Development Learning Village Unified Communications – OCS 42

Community Portal þOnline Application processed and reviewed by District Community Service Office 43

Community Portal þBe a School Volunteer – Applicants are verified and possibly fingerprinted based on level of volunteering request 44

Lessons Learned on Portal Deployment 45

Lessons Learned • Portal Lite • Over Estimating Services, Under Estimating Staff • Over Estimating Community and Parents Technical Awareness • Mapping and Establishing Environments Beforehand • Change Control in Place • Getting all Parts to Work Together • Limited best practice for MOSS as it as a new product • Deployment issues (test -> staging -> 46

Recent Portal Implementations 47

SAP Employee Portal Single Sign from Share. Point Employee Portal Implementation Timeline: E-Recruiting – Live December 2009 Financial Systems - Live February 2010 Employee Self Service (Moving to SAP in January 2011) New Security Access (SAP Quad A) Basic security access will be automatically provided to certain positions in the district, this will streamline the sign-in process 48

Online Substitute System Employee Portal Substitute System – Presently Piloting Schools Can add, delete and assign a job as needed to a substitute Can view jobs by their assigned status Can search for a specific individual Can flag a particular substitute as a preferred selection Can view and export the substitutes contact information, last date worked, and the actual employee the substitute was covering Substitutes Can select the days and times they are available to work Can choose the school(s) or Region(s) they prefer Can search for open positions Can apply for any job that is available Can view all accepted positions 49

Principals Reports Employee Portal Principal Reports – Access to Active Student Reports including: Accountability Academic Achievement Attendance/Suspensions 50

Beyond the Walls Student Portal Links to Learning – Educational opportunities outside of the school house. Based on student performance, will provide links to educational software partners and specific Learning Path $3. 5 Million Broadband Stimulus Grant - “Get Connected – Go Global” ◦ Sustainable Broadband Adoption brings educational equity to vulnerable students/families. ◦ Provide technology tools and access to the internet, empowering these families to improve their quality of life as they bridge the digital divide. ◦ Marketing efforts will create awareness about educational benefits to “being connected” and the value of staying connected. ◦ Expanding Broadband Public Computer Center Capacity 51

Attendance Intervention Student Portal The implementation of this application is based on board rule. Students with 5 unexcused/unresolved absences in a semester course or 10 unexcused/unresolved absences in an annual course will have their academic grade withheld. The Intervention application allows the attendance review committee to determine the appropriate intervention for a student and then to resolve the absences so that the academic grade can be given. Additional comments can be added at the bottom of the application to reflect any special issues that were addressed at the meeting. Through the application the attendance review committee will print a letter for signature by the parent and student. The letter will also print in Spanish or Haitian-Creole if the home language is one of these languages. The student and parent also receive a message in their alert box on their individual portals. When they click on the alert they are taken to a summary page showing the attendance intervention. 52

SPOTsuccess Employee Portal Staff can recognize any students for doing positive things in school Nine core values to select from Principal approves the recognition on the principal approval screen Once approved the student and parent are notified in an alert box on their individual portals. They can then click on the alert and see the congratulatory letter Principal has the options of printing a congratulation letter, an award certificate, and emailing the parent. They can all print SPOTsuccess stickers to hand out to the students Letters are printed in English and a second language 53 based on the home language.

SES-Supplemental Educational Services Community and Employee Portal Eligibility: Attends a school that has been identified by the state as “in need of improvement” for two consecutive years Receives free-or-reduced price lunch Tutoring is offered by state approved private providers before and after school or Saturdays in: Reading Language Arts Mathematics 54

Internship Community, Student and Employee Portal Businesses apply for portal account and role, submit internship proposals, select/decline interns and submit midterm and final evaluations of student interns District Community Services staff approve/disapprove business’ requests as internship providers Internship opportunities available are automatically posted to their portal School site Internship Coordinators approve student requests and submit for up to 10 students for interview with a business Provide business information to approved students Functions are real-time in the portal Audiences receive email notification for all actions and 55

Professional Development Employee Portal Management and monitoring of District teacher training Use portal to take a Talent Survey Information is used to send the most qualified specialist to serve schools requests for professional development Curriculum Specialists complete a Service Log on their portal with details of the training provided Monitoring reports are available to the District departments displaying: Regions and schools needing training and re-training Numerous reports on categories and specific skills trained Reporting differentiates new teachers, specific grade levels, educational background, etc. 56

Portal Infrastructure and Build 57

Overview Active Directory Environment Historically decentralized AD environment Portal project coincided with AD migration project DMZ forest was created for student and are accounts Initially intended for web applications only Now being rethought for network access 58

Initial Infrastructure Build Environment architecture and design Security architecture and certificates Hardware sizing and implementation Active Directory Schema modifications Database architecture and build Data Warehouse interface and data positioning Development and Integration environments Active Directory provisioning and replication 59

Hardware 60

Replication Topology 61

Account Creation and Management Dynamic Provisioning into AD Guardians identified with a PIN and questions about the student Guardians linked to student as an attribute of the AD user object Password self-reset M-Tech’s P-Synch software used Users register challenge Q&A for self reset 62

Single Sign-On Version 3 single sign-on (Web SSO) technology used for transparent access to resources An overlaying system of session tickets allow uses to login once and access disparate applications 63

Storage and Backup Strategy 20 TB fiber channel SAN space allocated for the portal 20 TB lower cost FATA drives allocated as a staging area Staging area is backed up nightly to a tape library Selected collaboration sites are kept on different retention schedules 64

Build Cost • Portal Lite – Utilizing Share. Point Services $300, 000 • Enterprise Portal – Utilizing MOSS 2007 - $3. 4 million • Hardware, software, services, and employee training ØSingle Sign-on ØPersonalization ØCollaboration ØWorkflow 65

Resources to Implement • Miami-Dade – 13 (Part Time) Ø 2 Share. Point Administrators Ø 2 Exchange Specialists Ø 2 Database Administrators Ø 1 Web Designer Ø 4 Developers Ø 2 Network Analyst • Microsoft – Up to 10 Technical Staff (depending on phase of deployment) Ø 1 Share. Point Developer on site for 2 years Ø 1 Project Manager on site during Enterprise deployment 66

Resources to Maintain 2 System Administrators – handle all updating to environments 2 Exchange Specialists (Part time) 1 Database Administrator (Part time) 3. Net Developers 1 Network Analyst (Part time) 67

Office Communicator Server 68

Microsoft Live Meeting 2007 The District needed to reduce out of office travel time associated with meetings Solution had to be cost effective, scalable and easy to use 2007 began using a commercial software product. This usage showed administrative staff and schools that this delivery method would work Downside, very expensive - $12, 000 to $15, 000 per web cast. Consequently, due to budgetary concerns in 2008, all funding for the web cast tool was eliminated Microsoft recommends Live. Meeting; a windows-based meeting. Based on existing licensing already purchased, the use of Live. Meeting would mean no cost to the District Have successfully used the tool for many meetings chaired by Administration. Most recently, their desktop was shared with over 300 principals 69

Microsoft Live Meeting 2007 Travel less. Communicating and collaborating online saves time and money by meeting online and avoid all the hassles of business travel Increase productivity. Avoid downtime associated with getting to and from meetings Reduce costs. By conducting online meetings, online training, and online events Conduct trainings and large events. Large-scale training and events with hundreds or even thousands of participants. 70

Microsoft Live Meeting 2007 Collaborate in real time. Share, collaborate, and discuss projects in real time. Make critical decisions quickly, with all the stakeholders, regardless of geography. Simplify administration and deployment. Can easily enable everyone to conduct effective online meetings 71

Q&A 72