SHAREPOINT PORTAL PRESENTATIONInformation Technology ServicesMiami-Dade County Public Schools

Agenda9-12 Portal overview and demonstrationsVision for connecting the M-DCPS learning communityRequired infrastructure, requirements and challengesCosts and resourcesHow to build out the portal while at the same time gaining acceptance for fundingRoll out and training concernsCross department/district projects as a result of the portal and co-funding ops (SES, Internship, Attendance Intervention, SPOT, F&R Lunch Form, Parent Registration, Professional Development, briefings)Future implementations MIIS and QUAD ALive Demo if time permits12-1Lunch1-3 Break out session on data warehouse, infrastructure, customer support and MCS

WelcomeCity of Palm Beach FloridaOrange County Public Schools, Orlando, FloridaHillsborough County Public Schools, Tampa, FloridaDuval County Public Schools, Jacksonville, FloridaKatrina Recovery District, New Orleans, LouisianaEli Lilly and Company

Fourth largest school district333 public schools; 60 Charter schoolsServing 2,400 square miles345,000 students56,364 employees; 5,963 Charter employeesServices 180 different home languagesMDCPS Background

The Big PictureThe VisionHave all users connected to all information at anytimeThe ChallengesGiving our users access to their systems in one area Providing our parents an easy and consistent way tomonitor their childs progressTactical ObjectivesConnect silo systemsReduce paper-based systemsIncrease parent involvementProvide easy and consistent access to information

Active Directory Account and Auto UpdatePassword SynchronizationDistrict EmailDistrict wide GradebookMetro Ethernet to each remote sitePatch Management and Virus ProtectionData WarehouseOLAP (On-line Analytical Processing tool)Self Service for Technology SupportLeveraged Existing Microsoft Licensing and ExperienceMDCPS Foundation

Implementation/TimelinePortal Lite May 1, 2006Enterprise Portal November 2006 to April 2007Infrastructure and Employee Portal with CollaborationAugust 2007 District and Community Deployment; Global Registration System and Internship

Decision Making ProcessKey CriteriaExisting infrastructure and skill setsScalabilityTechnology partners and third party servicesFlexibilityRapid Development

Why SharePoint?Experience with Microsoft ProductsMature Microsoft Exchange Environment (ADS)Successful Portal Lite Established Personnel and Student Data WarehouseMicrosoft Platform throughout DistrictGood Partner Relationship with Microsoft

Build Cost

Portal Lite Utilizing SharePoint Services - $300,000Enterprise Portal Utilizing MOSS 2007- $3.4 millionHardware, software, services, and employee trainingSingle Sign-onPersonalizationCollaborationWorkflow

ResourcesResources:Miami-Dade 13 (Part Time)2 SharePoint Administrators 2 Exchange Specialists2 Database Administrators1 Web Designer4 Developers2 Network AnalystMicrosoft Up to 10 Technical Staff (depending on phase of deployment)1 SharePoint Developer on site for 2 years1 Project Manager on site during Enterprise deployment

Initial Infrastructure BuildEnvironment architecture and designSecurity architecture and certificatesHardware sizing and implementationActive Directory Schema modificationsDatabase architecture and buildData Warehouse interface and data positioningDevelopment and Integration environmentsActive Directory provisioning and replication

Adoption

The Solution - www.dadeschools.net

My Site

Teacher/StudenDrill DownTest ScoresAbsencesHomeroom SectionBirthdatesTeacher Portal

Student Achievement

TeacherPortal

My Applications

Electronic Gradebook Application

Drill Down To The School Level

Equity and Access

Students canView their schedule/gradesE-TextbooksStore documentsTeacher/Student Collaboration siteSchool announcements and eventsCreate your own My-site Coming soonMany more resourcesStudent PortalE-Textbook

Login to Parent Portal Using your Existing AccountCreate an Account First Time UsersParent Portal Access

Its the ProcessNot the Technology

M-DCPSAcceptable Use PolicyRead in detailIf you agree to these terms,Select Accept

One Time Only

New FeaturesStudent ScheduleStudent Assignments & GradesAttendanceE-TextbooksSchool Bus InformationFree and Reduced Meal Application processAsk A Question and many more resourcesParent Portal

Parent Internet Viewer

Flexible and Agile

Online Application processed and reviewed by District Community Service OfficeCommunity Portal

Rollout and TrainingConducted user groups (both instructional and non-instructional)Developed from user groups wish lists of itemsProduced audience based videos that provided information on how to register and what will be seenCreated 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 AUPWorked 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 weekendsAnnounced at all events, meetings, workshops, etcUsed District Email and Weekly BriefingsConducted web casts for schools

Lessons LearnedPortal LiteOver Estimating Services, Under Estimating StaffMapping and Establishing Environments BeforehandChange Control in PlaceGetting all Parts to Work TogetherLimited best practice for MOSS as it as a new productDeployment issues (test -> staging -> production)No build process

Agile and FlexibleAttendance InterventionSPOTSESPRR Public Records RequestWeekly BriefingInternshipProfessional DevelopmentRiverDeep

Attendance InterventionThe 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

SPOTsuccessThis 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 ServicesIf 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:ReadingLanguage ArtsMathematicsbefore and after school or Saturdays

SES-Supplemental Educational Services

Public Records Request (PRR)Takes current paper referral system and makes it electronicUtilizes SharePoint Workflow (InfoPath) technologyAllows initial staff assigned to referral to add appropriate staffTracks PRR for easy status check by Public Information OfficeAssigned staff can filter PRR by completed, open or by specific dateStaff can assign delegates to manage when out of officeNotify assignee via email of pending/new PRR

Public Records Request

Weekly BriefingsStreamline and consolidate communications between District staff and school site administratorsEliminate conflicting due dates and meeting datesProvide an efficiency tool that will enable principals to focus more time on student achievementProvide a cost-saving method by reducing paper use, faxing, mailings and time spent on daily electronic mail messagesCreate a uniform organizational management systemEmphasize forward thinking, focusing on what is most important for our students and schools with increased efficiency and business productivity

Weekly Briefings

InternshipBusinesses 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 DevelopmentProvides 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

RiverDeepThird-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).

RiverDeep

Whats NextQUAD 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 Microsoft Identity Migration ServerUnified version of identity controlDirect 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.

Whats NextILM Identity Lifecycle ManagerBoosts 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.EXAAMThe 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+

Whats NextSubstitute SystemSubstitute 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 adoptionIf budget permitsVolunteerChoice MentorScholarship Listing

Overview of Physical Solution

Infrastructure OverviewActive Directory EnvironmentHistorically decentralized AD environmentPortal project coincided with AD migration projectDMZ forest was created for student and parent accountsInitially intended for web applications onlyNow being rethought for network access

Infrastructure Overview

Infrastructure OverviewReplication Topology

Infrastructure OverviewRegistration ProcessStudentDependent on completion of the scheduling processShort timeframe to complete provisioningGuardianInformation collected through a registration processIdentifying guardians proved to be a challenge

Dynamic Provisioning into ADGuardians identified with a PIN and questions about the studentGuardians linked to student as an attribute of the AD user objectPassword self-resetM-Techs P-Synch software usedUsers register challenge Q&A for self reset

Infrastructure Overview

Infrastructure OverviewVersion 3 single sign-on (Web SSO) technology used for transparent access to resourcesAn overlaying system of session tickets allow uses to login once and access disparate applications

text

Portal Single Sign-On

Transportation

RiverDeep

Student Gradebook

E-Mail

HR / Payroll

Food Services

Infrastructure OverviewBackup Strategy20 TB fiber channel SAN space allocated for the portal20 TB lower cost FATA drives allocated as a staging areaStaging area is backed up nightly to a tape librarySelected collaboration sites are kept on different retention schedules

Q & A

**Declining enrollment - Declining enrollment ($97). Economic slowdown - State funding ($32.2). Total funding decrease from FY 05 to FY 08 ($341.2).**Technology accelerators, technology creatorPSYNCCognos**********************