SharePoint Portal Presentation

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

2. Agenda 9-12 Portal overview and demonstrations • Vision for connecting the MDCPS learning community • How to build out the portal while at the same time gaining acceptance for funding • Costs and resources • Required infrastructure, requirements and challenges • Portal Overview • Roll out and training best practices • Cross 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 A • Live Demo – if time permits 12-1 Lunch 1-2 MDCPS and MCS Portal Architecture Design Session

3. Welcome • Sarasota County School District, FL • Savannah-Chatham County Public School System, GA • Keller ISD, TX • Marian County School District, FL • Volusia County School District, FL • Palm Beach County School District, FL • Orange County School District, FL • Florida Department of Education

4. 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

5. 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

6. 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

7. 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

8. 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

9. 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

10. 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

11. 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

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. Teacher Portal

17. My Applications

18. Electronic Gradebook Application

19. Drill Down To The School Level

20. 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

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

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

23. 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

24. Parent Internet Viewer

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

26. 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

27. 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

28. Agile and Flexible • Attendance Intervention • SPOT • SES • PRR – Public Records Request • Weekly Briefing • Internship • Professional Development • RiverDeep

29. 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.

30. Attendance Intervention

31. 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.

32. SPOTsuccess

33. 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

34. SES-Supplemental Educational Services

35. 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

36. Public Records Request

37. 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

38. Weekly Briefings

39. 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.

40. Internship

41. 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.

42. Professional Development

43. RiverDeep • 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).

44. RiverDeep

45. 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 – Microsoft Identity Migration Server • 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.

46. What’s Next • ILM – Identity Lifecycle Manager • 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.

47. QUAD A+

48. 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.

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

50. Overview of Physical Solution