how to achieve more with share point in an fe college

SharePoint in FESharePoint in FE

Best practice on how to achieve moreBest practice on how to achieve more

Richard Gray3rd December 2009

AgendaLevels of SharePoint Maturity in FE

Benefits of SharePoint in FE

Prerequisites and Challenges

What you need to tackle

Using a Microsoft Partner


© 2009 Parabola Software Ltd

Levels of Maturity – SharePoint in FELevels of Maturity – SharePoint in FE


Level 2

Level 1

Level 3

Level 4MLEIntegrated SystemsAutomated business processes

Document Library pilot WSS

3

Level 1Level 1


Document CollaborationDocument Collaboration

My Sites My Sites For StaffFor Staff

Targeted NewsTargeted News

Wiki SitesWiki Sites

SurveysSurveys

SearchSearch

Portal/IntranetPortal/Intranet1

4

Level 2Level 2


Student CollaborationStudent Collaboration

Use Of WorkflowUse Of Workflow

External AccessExternal Access

Excel ServicesExcel Services

Personalisation For StudentsPersonalisation For Students

Content Management DelegatedContent Management Delegated

2

5

Level 3Level 3


SQL Reporting Services In Integrated ModeSQL Reporting Services In Integrated Mode

Integration With MoodleIntegration With Moodle

People Directory/AD IntegrationPeople Directory/AD Integration

Advanced Document ManagementAdvanced Document Management

Public Facing Web Site In SharePointPublic Facing Web Site In SharePoint

Transfer Of All Shared Filestore To SharePointTransfer Of All Shared Filestore To SharePoint

3

6

Level 4Level 4


Parental Access To SharePointParental Access To SharePoint

Employer / 3Employer / 3rdrd Party Access Party Access

Social Networking Within The College Social Networking Within The College

Online Course Registration And PaymentOnline Course Registration And Payment

Prospective Student AccessProspective Student Access

Records ManagementRecords Management

4

7

Benefits of SharePoint in FEBenefits of SharePoint in FE

© 2009 Parabola Software Ltd 9

Benefits - Students and Teaching StaffBenefits - Students and Teaching Staff

Better basic informationknowing what’s going on where to be

Online access outside of collegeworking from home mobile devices

Collaborating betterwith staffother students

Social networking – being part of the community

Easier access to course information ILPsassignments


StudentsStudentsTeaching Teaching

StaffStaff

Admin & Admin & ManagersManagers

33rdrd Parties Parties


10

Benefits - Admin Staff & ManagersBenefits - Admin Staff & Managers

Marketing of the college is easier and better

Improved collaboration with other staff

Improved publishing of reports/KPIs

Better communication with students/staff

Efficiency – automation of business processes, workflows, etc

Cost saving – less paperwork



StaffStaff




11

Benefits – 3Benefits – 3rdrd Parties Parties

Employer access to student progress information

Parent access to student progress information

Employer access to training and course details

Prospective students Understanding the courses and the college

Being able to network with other prospective students



StaffStaff




12

PrerequisitesPrerequisites


Project ChallengesProject Challenges

Budget

Time

Internal resources

IT Strategy

Lack of integration


What You Need To TackleWhat You Need To Tackle

1. Infrastructure

2. Changing the way people work

3. Creating interest

4. Information Structure Planning

5. Integration with Other Systems

6. Training and support


1. Infrastructure - Challenges1. Infrastructure - Challenges

College networks have large peaks in demand during the working day

The requirement for SharePoint storage will grow significantly in the first 5 years

Once you go live, Staff and Students will be dependant upon the system – if SharePoint goes down it can seriously impact teaching

You must be able to back-up and restore easily


1. Infrastructure - Considerations1. Infrastructure - Considerations

Capacity requirements – allow for growth

Performance

Resilience

SecurityAccess Control/threats

Back-up and disaster recovery

Scalability

Server Farm options

Virtual ServersVM Ware v Hyper-V


Small Farm – Virtual ServersSmall Farm – Virtual Servers


Network

IndexWeb/Query

SQL

Key

Virtual Physical

Key

Virtual Physical

20

Medium Capacity Farm – Physical And Virtual Medium Capacity Farm – Physical And Virtual ServersServers


Network

SQL Cluster

Web QueryIndex

Key

Virtual Physical

Key

Virtual Physical

21

High Capacity FarmHigh Capacity Farm


1. Infrastructure - Summary1. Infrastructure - Summary

Consider use of Virtual servers

You must meet the twin challenges of performance and resilience

Security a factor

You must plan for growth


2. Changing The Way People Work2. Changing The Way People Work

New ways of working in Microsoft Office

The keys to implementing change successfullyProject approach

Senior management buy-in

Staff buy-in

Championing the cause

Realistic timescales


Document Collaboration – Old ScenarioDocument Collaboration – Old Scenario


You You create/update create/update

a Word a Word documentdocument

Reviewers update Reviewers update their own copy and their own copy and

add commentsadd comments

Each reviewer Each reviewer emails back emails back

their own their own versionversion

You receive You receive

5 different 5 different Word Word

documentsdocuments

You review and You review and consolidate the consolidate the 5 copies and 5 copies and

apply feedback apply feedback to the documentto the document

Email copy to Email copy to 5 reviewers5 reviewers


Reviewers Reviewers check-out, update check-out, update

and add and add comments to the comments to the

documentdocument

Each reviewer Each reviewer receives an receives an

email with a link email with a link to the documentto the document

Document Collaboration – New Scenario (SharePoint)Document Collaboration – New Scenario (SharePoint)

You check-out You check-out the document, the document,

review the updates review the updates and apply any and apply any

feedbackfeedback

You You create/update create/update

a Word a Word documentdocument

You start a You start a collect feedbackcollect feedback

workflow for 5 workflow for 5 reviewersreviewers

You receive an You receive an email when the email when the

workflow completesworkflow completes

Benefits

1 copy of the document

Less network traffic & storage

Time saving

Reviewers can see others’ updates


Document Collaboration – New Scenario (SharePoint)Document Collaboration – New Scenario (SharePoint)

27

2. Changing The Way People Work - Summary2. Changing The Way People Work - Summary

Explain the benefits to senior managers

Involve key people in the project

Communicate regularly with the whole college

Train and support people

Be patient and persistent

Some people may never change

You need people to champion the changes


3. Creating Interest3. Creating InterestA Professional Look And Good ContentA Professional Look And Good Content

Good SharePoint designKeep it simple

Base it on existing collateral

The dangers of design by committee

Get some professional help

Good contentDelegate responsibility

Use Images


Examples of College SharePoint DesignsExamples of College SharePoint Designs

Havering Sixth Form College Portal

Esher’s Web Site

Esher portals – continuity and simplicity

Oxford and Cherwell Valley College Portal


Havering Sixth Form CollegeHavering Sixth Form College


Oxford & Cherwell Valley College PortalOxford & Cherwell Valley College Portal


3. Creating Interest - Summary3. Creating Interest - Summary

A professional styling is important

Keep it simple and consistent

Content is more important that style


4. Information Structure Planning4. Information Structure Planning

How many portals should we have?

How should a portal be structured so that it is easy to browse and search?

Should we repeat the structure we are already familiar with in the Intranet or Shared network drive?

Should we use our organisational structure?


4. Portal Structure - Summary4. Portal Structure - Summary

More than 1 portal necessary

Ease of navigation is key

Authentication must be simple

Repeating existing structures is not necessarily the best solution


5. Integration With Other Systems5. Integration With Other Systems

Active Directory

MIS – Unit-e, QL Agresso, Tribal

Student Records

Staff HR System

VLE e.g. Moodle


AD Sync – Dynamic Updates Of Active Directory AD Sync – Dynamic Updates Of Active Directory


Active DirectoryCollege Data

Exchange

SharePoint

AD Sync Process

40

Benefits Of AD IntegrationBenefits Of AD Integration

Time saving – particularly during enrolment

Reduces the overhead for SharePoint Administration

Enables AD to become the hubE.g. Staff Directory


Timetable Web PartTimetable Web Part


OCVC – Attendance traffic lightsOCVC – Attendance traffic lights


5. Integration With Other Systems - Summary5. Integration With Other Systems - Summary

Integration of Active Directory with Student and Staff databases is of huge benefit to SharePoint

Integrating College databases makes SharePoint live as a Portal


6. Training And User Support6. Training And User Support

End user training

Admin training

Handover of Server support necessary

On-going support for end users

Help pages

How to Videos

Support contract for 3rd level support is useful


6. Training And Support - Summary6. Training And Support - Summary

Various types/levels of training required

Support for users in various forms

Build in-house expertise over time


Using a Microsoft Partner For Professional HelpUsing a Microsoft Partner For Professional Help

When to use a 3rd party

One-time technical task

Professional skills/knowledge are not available in-house

E.g. Kerberos, XML Web Services

To overcome internal resistance

To facilitate an overarching project


How To Get The Most From you Microsoft PartnerHow To Get The Most From you Microsoft Partner

Take care with your selection

Use a Microsoft Gold Partner with the Information Solutions Worker Competency

Get references from other colleges

Start with a small project

Build a relationship based on trust and respect

Be open and honest – explain your requirements in detail

Deliver on your agreed actions

Meet regularly

Review and test all deliverables

Ensure you feel under control of costs at all times

Use their professional expertise for advise and guidance e.g. on strategic decisions


Using Microsoft Partners - SummaryUsing Microsoft Partners - Summary

Use their technical expertise when appropriate

Outsiders can be useful to facilitate change

Take care selecting the right partner

Build a trusting relationship


FinishFinish

Any Questions?


how to achieve more with share point in an fe college

Education

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levels of maturity sharepoint

fe prerequisites