Download - Enterprise Sharepoint Portal

Information Technology Services

Miami-Dade County Public Schools

Agenda Foundation Projects

The Plan

Adoption

Student Achievement

Equity and Access

It’s the Process; Not the Technology

Flexible and Agile

What’s Next?

Lessons Learned

Fourth largest school district

333 public schools; 60 Charter schools

Serving 2,400 square miles

345,000 students

56,364 employees; 5,963 Charter employees

Services 180 different home languages

$6 Billion Budget

40% Mobility

MDCPS Background

Foundation Projects - Software District Email Districtwide Curriculum Software Active Directory Migration Exchange Migration Patch Management and Virus Protection Districtwide Gradebook Business Intelligence Tool Password Synchronization Auto Update Active Directory Accounts Centralized Database and Network Self Service for Technology Support Leveraged Existing Microsoft Licensing Data Warehouse

Data Flow

Mainframe

- Student, Class

& Academic

- Testing

- Finance

- Human Resources

- Payroll

- Supply & Distribution

- Work Order

- Food Services

- Textbook

Server & External

- Edusoft Assessment

- Magellan Facilities

- Site Deficiences

- Student.Net Apps

- Business.Net Apps

- Transportation

- Budget

ETL

- Informatica Pkgs

- Mainframe Extracts

- Transformation

Processes

- FTP

- DTS Pkgs

- Cleansing Processes

Data Warehouse

- Staging Tables

- Operational Data

Stores (ODS)

- Data Marts (Fact &

Dimension)

- Cubes ( Aggregation

/Summary)

AIDS

Nightly Active Directory Update via MIIS and EXAAM

for Employee and Student Account Management

(400,000+)

Gradebook

Nightly update to gradebook student, teacher, course,

etc. information

Reporting Services

Cognos (Portal)

Cognos instance for Portal running V3 Single

Sign-on (SSO), web parts and intelligent linking.

Cognos (Main)

Primary Cognos production and development

environments

SharePoint Portal

Content driven from data warehouses.

Transaction updates to application tables and

mainframe systems.

Nightly Refresh, Delta Only

Data Transport Only Transaction Process

11/22/2011 6

Cognos Metric Studio

Main Metrics Studio List

Foundation Projects - Hardware

Dark Fiber – Native Mode Lan Interconnection (NMLI)

Caching Servers

Local Domain Controllers

1 Gig Backbone

Storage Area Network

Virtual Server Environment

Foundation Projects - Support

District Administration

School Board

Principals

Teachers

Need

Community

Business Partners

Foundation Projects – Training

Leveraged existing skill sets using .net, SQL and reporting services

Mentoring Model using in-house and product experts

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

Implementation/Timeline

Portal Lite May 1, 2006

Enterprise Portal

November 2006 to April 2007 Infrastructure and Employee Portal

with Collaboration

August 2007 District and Community

Deployment; Global Registration System and

Internship

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

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

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

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

Adoption

Students

Employees Community

Parents

The Solution - www.dadeschools.net

Employee

My Site

Teacher/Studen

Drill Down

Test Scores

Absences

Homeroom Section

Birthdates

Teacher Portal

Student Achievement

Teacher Portal

My Applications

Electronic Gradebook Application

Drill Down To The School Level

Equity and Access

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

Student Portal

E-Textbook

It’s the Process Not the Technology !

Rollout and Training Conducted user groups (both instructional and non-instructional)

Developed from user groups wish lists of items

Produced audience based videos that provided information on how to register and what will be seen

Created brief documentation for parents (tri-folds)

Developed suggested process for providing PIN numbers. This included forms for parent verification with parent signature for schools to file, PIN acceptance, and receipt of Internet AUP

Worked with the Parent Academy, participating in over 120 parent registration workshops at schools, libraries, universities, and other public places. These were held in the evenings and on weekends

Announced at all events, meetings, workshops, etc

Used District Email and Weekly Briefings

Conducted web casts for schools

Login to Parent Portal Using your Existing Account

Create an Account – First Time Users

Parent Portal Registration

M-DCPS Acceptable Use Policy

Read in detail

If you agree to these terms,

Select Accept

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

Parent Portal

Parent Internet Viewer

Flexible and Agile

Online Application processed

and reviewed by

District Community

Service Office

Community Portal

Flexible and Agile Attendance Intervention

SPOT

SES

PRR – Public Records Request

Weekly Briefing

Internship

Professional Development

RiverDeep

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.

Attendance Intervention

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.

Since December we have had 13,591 students recognized through the SPOTsuccess application.

SPOTsuccess

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

SES-Supplemental Educational Services

Public Records Request (PRR) Takes current paper referral system and makes it

electronic

Utilizes SharePoint Workflow (InfoPath) technology

Allows initial staff assigned to referral to add appropriate staff

Tracks PRR for easy status check by Public Information Office

Assigned staff can filter PRR by completed, open or by specific date

Staff can assign delegates to manage when out of office

Notify assignee via email of pending/new PRR

Public Records Request

Weekly Briefings Streamline and consolidate communications between

District staff and school site administrators

Eliminate conflicting due dates and meeting dates

Provide an efficiency tool that will enable principals to focus more time on student achievement

Provide a cost-saving method by reducing paper use, faxing, mailings and time spent on daily electronic mail messages

Create a uniform organizational management system

Emphasize forward thinking, focusing on what is most important for our students and schools with increased efficiency and business productivity

Weekly Briefings

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 based upon the courses for which they are enrolled.

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.

Internship

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.

Professional Development

Learning Village Third-party Instructional System integrated into the

Teacher portion of our portal using frame based web parts and single signon (SSO).

Provides teachers access to standards based curriculum and pacing guides in all subject areas.

Permits educators to develop and share their own lesson plans.

Is integrated to other functions of the District Learning Management System (LMS).

Learning Village

What’s Next QUAD A+

Authorizations disseminated by local administrator.

Network aware using Active Directory (AD).

Uses same principal process as traditional mainframe process.

Maintains synchronization between mainframe and AD.

MIIS/ILM – Microsoft Identity Migration Server/Identity Lifecycle Management

Unified version of identity control

Direct communications with the data warehouse for updates.

Scheduled run times and decencies.

Relies on its own data base for identity control, allows cycle time on its server versus the data warehouse.

What’s Next ILM

Boosts the ability of MIIS.

Ability to perform Federated trusts.

Secure management of smart cards and certificates.

Relies on its own data base for identity control, allows cycle time on its server versus the data warehouse.

EXAAM

The first iteration of identity Control for MDCPS staff.

As the Data Warehouse (DW) matured so did the ability to create security groups and distribution lists.

Developed some Exchange scripting which also created and enable Staff mailboxes.

Parsed the control between this and Microsoft Identity Integration Server, excluded Portal groups.

QUAD A+

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.

Future Implementations

Continue to increase adoption

Student Scheduler

If budget permits

Volunteer Choice

Mentor

Scholarship Listing

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

Training &

Support

Anytime Anywhere

Anyone

Security Collaboration Infrastructure Management

Enterprise Systems

Communication Social Networking

Inconsistent Information

Data Warehouse

Anytime Anywhere

Anyone


Enterprise Systems


Insufficient Usage

Data Warehouse

Training &

Support


Enterprise Systems


Increases Digital Divide

Data Warehouse

Training &

Support

Anytime Anywhere

Anyone

Collaboration Infrastructure Management

Enterprise Systems


In proper Use

Data Warehouse

Training &

Support

Anytime Anywhere

Anyone

Security Infrastructure Management

Enterprise Systems


Siloed Information

Data Warehouse

Training &

Support

Anytime Anywhere

Anyone

Security Collaboration Enterprise Systems


Business Interruptions

Data Warehouse

Training &

Support

Anytime Anywhere

Anyone



Higher Costs

Data Warehouse

Training &

Support

Anytime Anywhere

Anyone


Enterprise Systems

Social Networking

Confusion

Data Warehouse

Training &

Support

Anytime Anywhere

Anyone


Enterprise Systems

Communication Disengaged Users

Data Warehouse

Training &

Support

Anytime Anywhere

Anyone


Enterprise Systems


High User Satisfaction

Obtain an enterprise planning system that accommodates the zero-based budget model and interfaces to the District Strategic Planning System

Overview of Solution & Performance

Management Vision

Overview of Solution & Performance Management Vision

Extend the use of business intelligence tools that

permits educators and administration to monitor key performance indicators, create individual queries, perform ad-hoc reporting and perform real-time analysis, all in an easy to use, graphical web interface

Deployment August 2005 Deployment begins Deployed Cognos 7 Business Intelligence in January

2006

Initially to 150 “Power Users” in departments such as School Operations, Curriculum and Instruction, Budgeting, Personnel, Performance Improvement, Data Analysis, Transportation, Capital Construction and Maintenance

Enterprise license now in place with over 50,000 authorized users to Cognos BI

Currently running 8.2, in process of upgrading to 8.3

Deployment

June 2006 Cognos Connection was integrated to the District Portal

Lite including single sign-on capability September 2006 Target for improvement (COMSTAT ) reports were

developed February 2007

Implemented Cognos Budget Planning System integrated to the District Strategic Planning system

August 2007 Cognos Metrics Studio was integrated into the District

SharePoint Portal (Microsoft Office Sharepoint Server 2007)

Deployment

December 2007 Cognos Enterprise Training package including combination of

computer based training, curriculum development with District trainers and coupons for Cognos training

January 2008 HR and Position Control Data Mart deployed

April 2008 School Based Budget added to Cognos Budget Planning System and

all school site users (800+) trained

Cognos Budget Planning

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Drill in to a Specific Metric

11/22/2011 72




Drill from Report into Student List

11/22/2011 73




Drill from Report into Student List

Drill to Student Profile: 3 years of Grades,

Attendance, FCAT,

Content, ESE …

Overview of Physical Solution

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


Sharepoint Web 1 Sharepoint Web 2 Sharepoint Web 3 Sharepoint Web 4

Load Balancer

SQL Server Cluster 1 SQL Server Cluster 2 SQL Server Cluster 3

Fiber attached SAN

Tape Library


Replication Topology

MIIS

Bridgehead Site8 DC’s

School Site1 DC

School Site1 DC

School Sites1 DC

343 Remote Sites

Data Warehouse

Mainframe

Infrastructure Overview Registration Process

Student

Dependent on completion of the scheduling process

Short timeframe to complete provisioning

Guardian

Information collected through a registration process

Identifying guardians proved to be a challenge

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



Portal

Single Sign-OnTransportation RiverDeep

Student

Gradebook

HR / Payroll E-Mail

Food Services

Version 3 single sign-on (Web SSO) technology used for

transparent access to resources

An overlaying

system of session

tickets allow

users to login

once and access

disparate

applications


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

Download - Enterprise Sharepoint Portal

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