SharePoint Portal Presentation

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SharePoint Portal Presentation

• Information Technology Services
• Miami-Dade County Public Schools

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Welcome

• Queensland Department of Education, Training and
  the Arts

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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

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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

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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

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Implementation/Timeline
August 2007 District and Community Deployment
Global Registration System and Internship
Enterprise Portal November 2006 to April
2007 Infrastructure and Employee Portal with
Collaboration

• Portal LiteMay 1, 2006

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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

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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

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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

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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

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Adoption
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The Solution - www.dadeschools.net
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(No Transcript)
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My Site
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Teacher Portal

• Test Scores
• Absences
• Homeroom Section
• Birthdates

Teacher/Studen Drill Down
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Student Achievement
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Teacher Portal
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My Applications
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Electronic Gradebook Application
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Drill Down To The School Level
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Equity and Access
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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
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Parent Portal Access

• Login to Parent Portal Using your Existing
  Account
• Create an Account First Time Users

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Its the ProcessNot the Technology
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M-DCPSAcceptable Use Policy

• Read in detail
• If you agree to these terms,
• Select Accept

One Time Only
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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

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Parent Internet Viewer
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Flexible and Agile
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Community Portal

• Online Application processed and reviewed by
  District Community Service Office

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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 -gt staging -gt production)
• No build process

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Agile and Flexible

• Attendance Intervention
• SPOT
• SES
• Weekly Briefing
• Internship
• Professional Development
• RiverDeep

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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.
  

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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.

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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

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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.

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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.

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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.

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Future Implementations

• Continue to increase adoption
• If budget permits
• Volunteer
• Choice
• Mentor
• Scholarship Listing

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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

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Infrastructure Overview
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Infrastructure Overview
Replication Topology
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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-Techs P-Synch software used
• Users register challenge QA for self reset

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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
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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

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Q A