SharePoint Portal Presentation

1. SharePoint Portal Presentation Information Technology Services Miami-Dade County Public Schools

2. Welcome • Raju Varanasi, GM Centre for Learning Innovation • NSW Dept of Education and Training, New South Wales Australia •  Andrew Thompson, Director Syllabus Development and Resources • Dept of Education and Training, Western Australia • Katrina Reynen, Director, Innovation and Next Practice • Dept of Education and Early Childhood Development, Victoria • Ross Treadwell, Assistant Director, Technology and Knowledge Management • Dept of Education and Children's Services,  South Australia • The School District of Palm Beach Florida

3. MDCPS Background • Fourth largest school district • 390 public schools; 80 Charter schools • Serving 2,400 square miles • 344,000 students • 56,364 employees; 5,963 Charter employees • Services 180 different home languages

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

5. MDCPS Foundation • Active Directory Account and Auto Update • Password Synchronization • District Email • District wide Gradebook • Metro Ethernet to each remote site • Patch Management and Virus Protection • Data Warehouse • OLAP (On-line Analytical Processing tool) • Self Service for Technology Support • Leveraged Existing Microsoft Licensing and Experience

6. Implementation/Timeline Portal LiteMay 1, 2006 August 2007 District and Community Deployment; Global Registration System and Internship Enterprise Portal November 2006 to April 2007 Infrastructure and Employee Portal with Collaboration

7. 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

8. Build Cost • Portal Lite – Utilizing SharePoint Services - $300,000 • Enterprise Portal – Utilizing MOSS 2007- $3.4 million • Hardware, software, services, and employee training • Single Sign-on • Personalization • Collaboration • Workflow

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

10. 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

11. Adoption

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

14. My Site

15. Teacher Portal • Test Scores • Absences • Homeroom Section • Birthdates Teacher/Studen Drill Down

16. Student Achievement

17. Teacher Portal

18. My Applications

19. Electronic Gradebook Application

20. Drill Down To The School Level

21. Equity and Access

22. Student Portal Students can… • View their schedule/grades • E-Textbooks • Store documents • Teacher/Student Collaboration site • School announcements and events • Create your own “My-site” Coming soon • Many more resources E-Textbook

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

24. It’s the ProcessNot the Technology

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

26. Parent Portal New Features • Student Schedule • Student Assignments & Grades • Attendance • E-Textbooks • School Bus Information • Free and Reduced Meal Application process • Ask A Question and many more resources

27. Parent Internet Viewer

28. Flexible and Agile

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

30. Lessons Learned • Portal Lite • Over Estimating Services, Under Estimating Staff • 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

31. Agile and Flexible • Attendance Intervention • SPOT • SES • Weekly Briefing • Internship • Professional Development • RiverDeep

32. Attendance Intervention • 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 are 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.

33. SPOTsuccess • This application was created in response to a need that the Superintendent saw to recognize students for doing positive things in school. The SPOTsuccess application allows staff at schools to recognize students that has taken positive action. • School personnel can recognize any student in their school by going into the portal and selecting SPOTsuccess. There are nine core values to select from. Within each core value a subgroup must be selected. The number of subgroups varies between core values. • The 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 se the congratulatory letter. • In addition the 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 based on the home language.

34. SES-Supplemental Educational Services If a child attends a school that has been identified by the state as “in need of improvement” for two consecutive years; and receives free-or-reduced price lunch, they are eligible for free tutoring. The tutoring is offered by state approved private providers in: • Reading • Language Arts • Mathematics before and after school or Saturdays

35. Internship • Businesses apply for portal account and role, submit internship proposals, select/decline interns and submit mid-term and final evaluations of student interns. • District Community Services staff approve/disapprove business’ requests as internship providers. • Students apply for internship opportunities available to them that are automatically posted to their portal. • School site Internship Coordinators approve student requests and queue up to ten students for interview with a business and provide business information to approved students. • All functions are real-time in the portal and audiences receive email notification in addition to portal screen information for all actions and events related to an internship opportunity.

36. Professional Development • Provides management and monitoring of District teacher training provided by specialists from Professional Development, School Operations and Curriculum and Instruction departments. • Curriculum Specialists from all departments use their portal to take a Talent Survey, the information from which 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 including grade level, categories, specific skills, etc. • Dynamic monitoring reports are available to the District departments displaying which regions and schools needed what type of training and re-training along with numerous reports on categories and specific skills trained. Reporting also differentiates new teachers, specific grade levels, educational background, etc. regarding recipients of PD.

37. What’s Next • Substitute System • Substitute teachers use Portal to enter their availability (using a calendar), subject areas, grade levels, school and region preferences, etc. and to apply for specific substitute vacancies. • School sites use an Intranet web application to post substitute vacancies, review available substitutes, coordinate interviews and assign substitutes to vacancies. • Email notifications and screen displays keep all parties informed on open vacancies, vacancies applied for, substitute selection, etc.

38. Future Implementations • Continue to increase adoption • If budget permits • Volunteer • Choice • Mentor • Scholarship Listing

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

40. Infrastructure Overview

41. Infrastructure Overview Replication Topology

42. Infrastructure Overview • 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

43. Infrastructure Overview • 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

44. Infrastructure Overview 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

45. Q & A