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Information Technology Services Miami-Dade County Public Schools

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  • 1. Information Technology ServicesMiami-Dade County Public Schools

2. AgendaFoundation ProjectsThe PlanAdoptionStudent AchievementEquity and AccessIts the Process; Not the TechnologyFlexible and AgileWhats Next?Lessons Learned 3. MDCPS Background 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 4. 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 5. Data FlowAIDSNightly Active Directory Update via MIIS and EXAAMfor Employee and Student Account ManagementMainframe ETL (400,000+)- Student, Class- Informatica Pkgs & Academic - Mainframe ExtractsGradebook- Testing - TransformationNightly update to gradebook student, teacher, course,- FinanceProcessesetc. information- Human Resources - FTP- Payroll - DTS Pkgs- Supply & Distribution - Cleansing Processes Reporting Services- Work Order- Food Services- TextbookNightly Refresh, Delta Only Cognos (Main)Primary Cognos production and developmentServer & External Data Warehouseenvironments- Edusoft Assessment- Staging Tables- Magellan Facilities - Operational DataStores (ODS)Cognos (Portal)- Site Deficiences- Data Marts (Fact &Cognos instance for Portal running V3 Single- Student.Net AppsDimension)Sign-on (SSO), web parts and intelligent linking.- Business.Net Apps- Transportation- Cubes ( Aggregation/Summary)- Budget SharePoint Portal Content driven from data warehouses. Transaction updates to application tables and mainframe systems.Data Transport Only Transaction Process 6. Cognos Metric Studio Main Metrics StudioList11/22/2011 6 7. Foundation Projects - Hardware Dark Fiber Native Mode Lan Interconnection (NMLI) Caching Servers Local Domain Controllers 1 Gig Backbone Storage Area Network Virtual Server Environment 8. Foundation Projects - Support District Administration School Board Principals Teachers Need Community Business Partners 9. Foundation Projects Training Leveraged existing skill sets using .net,SQL and reporting services Mentoring Model using in-house andproduct experts 10. 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 childs progress Tactical Objectives Connect silo systems Reduce paper-based systems Increase parent involvement Provide easy and consistent access to information 11. Implementation/TimelineAugust 2007 District and CommunityDeployment; Global Registration System andInternship Enterprise PortalNovember 2006 to April 2007Portal Lite Infrastructure and Employee PortalMay 1, 2006with Collaboration 12. Decision Making ProcessKey Criteria Existing infrastructure and skill sets Scalability Technology partners and third party services Flexibility Rapid DevelopmentWhy 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 13. 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 14. ResourcesResources: 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 ofdeployment) 1 SharePoint Developer on site for 2 years 1 Project Manager on site during Enterprise deployment 15. 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 datapositioning Development and Integration environments Active Directory provisioning and replication 16. Adoption 17. The Solution - www.dadeschools.netStudents ParentsEmployeesCommunity 18. Employee 19. My Site 20. Teacher Portal Test ScoresTeacher/Studen AbsencesDrill Down Homeroom Section Birthdates 21. Student Achievement 22. Teacher Portal 23. My Applications 24. Electronic Gradebook Application 25. Drill Down To The School Level 26. Equity and Access 27. Student PortalStudents can View their schedule/grades E-Textbooks Store documents E-Textbook Teacher/Student Collaboration site School announcements and events Create your own My-site Comingsoon Many more resources 28. Its the ProcessNot the Technology ! 29. 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 howto register and what will be seen Created brief documentation for parents (tri-folds) Developed suggested process for providing PIN numbers. Thisincluded forms for parent verification with parent signature forschools to file, PIN acceptance, and receipt of Internet AUP Worked with the Parent Academy, participating in over 120 parentregistration workshops at schools, libraries, universities, and otherpublic 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 30. Parent Portal Registration Login to ParentPortal Usingyour ExistingAccount Create anAccount FirstTime Users 31. M-DCPSAcceptable Use Policy Read in detail If you agree tothese terms, Select Accept 32. Parent PortalNew Features Student Schedule Student Assignments& Grades Attendance E-Textbooks School Bus Information Free and Reduced MealApplication process Ask A Question andmany more resources 33. Parent Internet Viewer 34. Flexible and Agile 35. Community Portal OnlineApplication processedandreviewed byDistrictCommunityService Office 36. Flexible and Agile Attendance Intervention SPOT SES PRR Public Records Request Weekly Briefing Internship Professional Development RiverDeep 37. Attendance Intervention The implementation of this application is based on board rule. Students with 5 unexcused/unresolved absences in a semester course or 10unexcused/unresolved absences in an annual course will have theiracademic grade withheld. The Intervention application allows the attendance review committee todetermine the appropriate intervention for a student and then to resolvethe absences so that the academic grade can be given. Additional comments can be added at the bottom of the application toreflect any special issues that were addressed at the meeting. Through the application the attendance review committee will print a letterfor signature by the parent and student. The letter will also print in Spanishor 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 theirindividual portals. When they click on the alert they are taken to asummary page showing the attendance intervention. 38. Attendance Intervention 39. SPOTsuccess This application was created in response to a need that the Superintendent sawto recognize students for doing positive things in school. The SPOTsuccessapplication allows staff at schools to recognize students that has taken positiveaction. School personnel can recognize any student in their school by going into theportal and selecting SPOTsuccess. There are nine core values to select from.Within each core value a subgroup must be selected. The number of subgroupsvaries 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 theirindividual portals. They can then click on the alert and se the congratulatoryletter. In addition the principal has the options of printing a congratulation letter, anaward certificate, and emailing the parent. They can all print SPOTsuccessstickers to hand out to the students. Letters are printed in English and a second language based on the homelanguage. Since December we have had 13,591 students recognized through theSPOTsuccess application. 40. SPOTsuccess 41. SES-Supplemental Educational ServicesIf a child attends a school that has been identifiedby the state as in need of improvement for twoconsecutive years; and receives free-or-reducedprice lunch, they are eligible for free tutoring. Thetutoring is offered by state approved privateproviders in: Reading Language Arts Mathematicsbefore and after school or Saturdays 42. SES-Supplemental Educational Services 43. Public Records Request (PRR) Takes current paper referral system and makes itelectronic Utilizes SharePoint Workflow (InfoPath) technology Allows initial staff assigned to referral to add appropriatestaff Tracks PRR for easy status check by Public InformationOffice Assigned staff can filter PRR by completed, open or byspecific date Staff can assign delegates to manage when out of office Notify assignee via email of pending/new PRR 44. Public Records Request 45. Weekly Briefings Streamline and consolidate communications betweenDistrict staff and school site administrators Eliminate conflicting due dates and meeting dates Provide an efficiency tool that will enable principals tofocus more time on student achievement Provide a cost-saving method by reducing paper use,faxing, mailings and time spent on daily electronic mailmessages Create a uniform organizational management system Emphasize forward thinking, focusing on what is mostimportant for our students and schools with increasedefficiency and business productivity 46. Weekly Briefings 47. Internship Businesses apply for portal account and role, submit internshipproposals, select/decline interns and submit mid-term andfinal evaluations of student interns. District Community Services staff approve/disapprovebusiness requests as internship providers. Students apply for internship opportunities available to themthat are automatically posted to their portal based upon thecourses for which they are enrolled. School site Internship Coordinators approve student requestsand queue up to ten students for interview with a business andprovide business information to approved students. All functions are real-time in the portal and audiences receiveemail notification in addition to portal screen information forall actions and events related to an internship opportunity. 48. Internship 49. Professional Development Provides management and monitoring of District teachertraining provided by specialists from ProfessionalDevelopment, School Operations and Curriculum andInstruction departments. Curriculum Specialists from all departments use their portalto take a Talent Survey, the information from which is used tosend the most qualified specialist to serve schools requestsfor professional development. Curriculum Specialists complete a Service Log on their portalwith details of the training provided including grade level,categories, specific skills, etc. Dynamic monitoring reports are available to the Districtdepartments displaying which regions and schools neededwhat type of training and re-training along with numerousreports on categories and specific skills trained. Reportingalso differentiates new teachers, specific grade levels,educational background, etc. regarding recipients of PD. 50. Professional Development 51. Learning Village Third-party Instructional System integrated into theTeacher portion of our portal using frame based webparts and single signon (SSO). Provides teachers access to standards basedcurriculum and pacing guides in all subject areas. Permits educators to develop and share their ownlesson plans. Is integrated to other functions of the DistrictLearning Management System (LMS). 52. Learning Village 53. Whats Next QUAD A+ Authorizations disseminated by local administrator. Network aware using Active Directory (AD). Uses same principal process as traditional mainframeprocess. Maintains synchronization between mainframe and AD. MIIS/ILM Microsoft Identity Migration Server/IdentityLifecycle 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 cycletime on its server versus the data warehouse. 54. Whats 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. 55. QUAD A+ 56. Whats 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. 57. Future Implementations Continue to increase adoption Student Scheduler If budget permits Volunteer Choice Mentor Scholarship Listing 58. 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 59. Q&A 60. TrainingAnytime Security Collaboration Infrastructure Enterprise Communication Social Inconsistent & AnywhereManagementSystems Networking InformationSupport AnyoneDataAnytime Security Collaboration Infrastructure Enterprise Communication SocialInsufficientWarehouseAnywhereManagementSystems Networking UsageAnyoneDataTrainingSecurity Collaboration Infrastructure Enterprise Communication Social IncreasesWarehouse& ManagementSystems Networking Digital DivideSupportDataTrainingAnytimeCollaboration Infrastructure Enterprise Communication Social In proper UseWarehouse& AnywhereManagementSystems NetworkingSupport AnyoneDataTrainingAnytime Security Infrastructure Enterprise Communication SocialSiloedWarehouse& AnywhereManagementSystems Networking InformationSupport AnyoneDataTrainingAnytime Security CollaborationEnterprise Communication Social BusinessWarehouse& AnywhereSystems Networking InterruptionsSupport AnyoneDataTrainingAnytime Security Collaboration InfrastructureCommunication Social Higher CostsWarehouse& AnywhereManagementNetworkingSupport AnyoneDataTrainingAnytime Security Collaboration Infrastructure Enterprise SocialConfusionWarehouse& AnywhereManagementSystems NetworkingSupport AnyoneDataTrainingAnytime Security Collaboration Infrastructure Enterprise CommunicationDisengagedWarehouse& AnywhereManagementSystems UsersSupport AnyoneDataTrainingAnytime Security Collaboration Infrastructure Enterprise Communication SocialHigh UserWarehouse& AnywhereManagementSystems Networking SatisfactionSupport Anyone 61. Overview of Solution & PerformanceManagement Vision Obtain an enterprise planning systemthat accommodates the zero-basedbudget model and interfaces to theDistrict Strategic Planning System 62. Overview of Solution & PerformanceManagement 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 63. Deployment August 2005 Deployment begins Deployed Cognos 7 Business Intelligence in January2006 Initially to 150 Power Users in departments such asSchool Operations, Curriculum and Instruction,Budgeting, Personnel, Performance Improvement, DataAnalysis, Transportation, Capital Construction andMaintenance Enterprise license now in place with over 50,000authorized users to Cognos BI Currently running 8.2, in process of upgrading to 8.3 64. 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) 65. Deployment December 2007 Cognos Enterprise Training package including combination ofcomputer based training, curriculum development with Districttrainers 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 andall school site users (800+) trained 66. Cognos Budget Planning 67. Cognos Budget Planning 68. Cognos Budget Planning 69. Cognos Budget Planning 70. Cognos Budget Planning 71. Cognos Metric Studio Drill in to a Specific Metric Main MetricsStudio List11/22/2011 71 72. Cognos Metric Studioa Drill from Drill in to Report into Specific Metric Student List Main MetricsStudio List11/22/2011 72 73. Cognos Metric Studioa Drill from Drill in toReport into Specific MetricStudent List Drill toStudent Main Metrics Profile: 3Studio Listyears ofGrades,Attendance, FCAT, Content, ESE 11/22/201173 74. Overview of Physical Solution 75. Infrastructure Overview Active Directory Environment Historically decentralized AD environment Portal project coincided with AD migration project DMZ forest was created for student and parentaccounts Initially intended for web applications only Now being rethought for network access 76. Infrastructure OverviewLoad Balancer Sharepoint Web 1Sharepoint Web 2Sharepoint Web 3 Sharepoint Web 4SQL Server Cluster 1SQL Server Cluster 2 SQL Server Cluster 3Tape LibraryFiber attached SAN 77. Infrastructure Overview Replication Topology Bridgehead Site School Site 8 DCs School Site1 DC School Sites1 DC1 DC MIIS 343 Remote SitesData Warehouse Mainframe 78. Infrastructure OverviewRegistration Process Student Dependent on completion of the schedulingprocess Short timeframe to complete provisioningGuardian Information collected through a registrationprocess Identifying guardians proved to be a challenge 79. Infrastructure OverviewDynamic Provisioning into AD Guardians identified with a PIN and questions about the student Guardians linked to student as an attribute of the AD user objectPassword self-reset M-Techs P-Synch software used Users register challenge Q&A for self reset 80. Infrastructure OverviewVersion 3 single sign-on (Web SSO) technology used fortransparent access to resources StudentFood ServicesGradebookAn overlayingsystem of session Transportation Portal Single Sign-OnRiverDeeptickets allowusers to login once and accessdisparateHR / Payroll E-Mail applications 81. Infrastructure Overview Backup Strategy 20 TB fiber channel SAN space allocated for theportal 20 TB lower cost FATA drives allocated as astaging area Staging area is backed up nightly to a tape library Selected collaboration sites are kept on differentretention schedules