Enterprise Portal Presentation

1. Enterprise Portal Presentation Debbie Karcher, Chief Information Officer Miami-Dade County Public Schools

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%

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

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

6. 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 - ExamView

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

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

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

10. Adoption

12. My Site

13. Student Achievement

14. Teacher Portal • Test Scores • Absences • Homeroom Section • Birthdates Teacher/Student Drill Down

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 • Lesson plans • Textbooks • Assessment items

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

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

24. The Learning Village

25. The Learning Village Digital Textbooks Advantages • Accessible from anyplace with Internet access • Offer interactive activities • Include audio (in some cases) • Reduce the need for students to carry home heavy textbooks • 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) • Mathematics • Social Studies • Science • Foreign Language • Intensive Reading • Language Arts(2010)

27. The Learning Village Assessment Items • Both publisher produced and customized items produced by ETS • Accessible via Examview Test Generator • Automated 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 SharePoint 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… • 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 • Many more resources

32. Student Portal Students can… • Links to Learning

33. Student Portal Students can… • Get Email

34. Parent Portal Access • Login to Parent Portal Using your Existing Account • Create an Account – First Time Users

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

36. Parent Internet Viewer

37. It’s the ProcessNot the Technology

38. M-DCPSAcceptable Use Policy • Read in detail • If you agree to these terms, • Select Accept One Time Only

39. Email Policy Employees & Students Student Email Policy Staff Email Policy

40. 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 • Online Application processed and reviewed by District Community Service Office

43. Community Portal • Be 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 -> production) • No build process

46. Recent Portal Implementations

47. SAP • Employee Portal • Single Sign from SharePoint 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