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Information Technology Services
Miami-Dade County Public Schools
Agenda Foundation Projects
The Plan
Adoption
Student Achievement
Equity and Access
It’s the Process; Not the Technology
Flexible and Agile
What’s Next?
Lessons Learned
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
MDCPS Background
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
Data Flow
Mainframe
- Student, Class
& Academic
- Testing
- Finance
- Human Resources
- Payroll
- Supply & Distribution
- Work Order
- Food Services
- Textbook
Server & External
- Edusoft Assessment
- Magellan Facilities
- Site Deficiences
- Student.Net Apps
- Business.Net Apps
- Transportation
- Budget
ETL
- Informatica Pkgs
- Mainframe Extracts
- Transformation
Processes
- FTP
- DTS Pkgs
- Cleansing Processes
Data Warehouse
- Staging Tables
- Operational Data
Stores (ODS)
- Data Marts (Fact &
Dimension)
- Cubes ( Aggregation
/Summary)
AIDS
Nightly Active Directory Update via MIIS and EXAAM
for Employee and Student Account Management
(400,000+)
Gradebook
Nightly update to gradebook student, teacher, course,
etc. information
Reporting Services
Cognos (Portal)
Cognos instance for Portal running V3 Single
Sign-on (SSO), web parts and intelligent linking.
Cognos (Main)
Primary Cognos production and development
environments
SharePoint Portal
Content driven from data warehouses.
Transaction updates to application tables and
mainframe systems.
Nightly Refresh, Delta Only
Data Transport Only Transaction Process
11/22/2011 6
Cognos Metric Studio
Main Metrics Studio List
Foundation Projects - Hardware
Dark Fiber – Native Mode Lan Interconnection (NMLI)
Caching Servers
Local Domain Controllers
1 Gig Backbone
Storage Area Network
Virtual Server Environment
Foundation Projects - Support
District Administration
School Board
Principals
Teachers
Need
Community
Business Partners
Foundation Projects – Training
Leveraged existing skill sets using .net, SQL and reporting services
Mentoring Model using in-house and product experts
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
Implementation/Timeline
Portal Lite May 1, 2006
Enterprise Portal
November 2006 to April 2007 Infrastructure and Employee Portal
with Collaboration
August 2007 District and Community
Deployment; Global Registration System and
Internship
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
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
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
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
Adoption
Students
Employees Community
Parents
The Solution - www.dadeschools.net
Employee
My Site
Teacher/Studen
Drill Down
Test Scores
Absences
Homeroom Section
Birthdates
Teacher Portal
Student Achievement
Teacher Portal
My Applications
Electronic Gradebook Application
Drill Down To The School Level
Equity and Access
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
Student Portal
E-Textbook
It’s the Process Not the Technology !
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
Login to Parent Portal Using your Existing Account
Create an Account – First Time Users
Parent Portal Registration
M-DCPS Acceptable Use Policy
Read in detail
If you agree to these terms,
Select Accept
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
Parent Portal
Parent Internet Viewer
Flexible and Agile
Online Application processed
and reviewed by
District Community
Service Office
Community Portal
Flexible and Agile Attendance Intervention
SPOT
SES
PRR – Public Records Request
Weekly Briefing
Internship
Professional Development
RiverDeep
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.
Attendance Intervention
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.
SPOTsuccess
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
SES-Supplemental Educational Services
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
Public Records Request
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
Weekly Briefings
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.
Internship
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.
Professional Development
Learning Village 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).
Learning Village
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/ILM – Microsoft Identity Migration Server/Identity Lifecycle 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 cycle time on its server versus the data warehouse.
What’s 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.
QUAD A+
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.
Future Implementations
Continue to increase adoption
Student Scheduler
If budget permits
Volunteer Choice
Mentor
Scholarship Listing
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
Q & A
Training &
Support
Anytime Anywhere
Anyone
Security Collaboration Infrastructure Management
Enterprise Systems
Communication Social Networking
Inconsistent Information
Data Warehouse
Anytime Anywhere
Anyone
Security Collaboration Infrastructure Management
Enterprise Systems
Communication Social Networking
Insufficient Usage
Data Warehouse
Training &
Support
Security Collaboration Infrastructure Management
Enterprise Systems
Communication Social Networking
Increases Digital Divide
Data Warehouse
Training &
Support
Anytime Anywhere
Anyone
Collaboration Infrastructure Management
Enterprise Systems
Communication Social Networking
In proper Use
Data Warehouse
Training &
Support
Anytime Anywhere
Anyone
Security Infrastructure Management
Enterprise Systems
Communication Social Networking
Siloed Information
Data Warehouse
Training &
Support
Anytime Anywhere
Anyone
Security Collaboration Enterprise Systems
Communication Social Networking
Business Interruptions
Data Warehouse
Training &
Support
Anytime Anywhere
Anyone
Security Collaboration Infrastructure Management
Communication Social Networking
Higher Costs
Data Warehouse
Training &
Support
Anytime Anywhere
Anyone
Security Collaboration Infrastructure Management
Enterprise Systems
Social Networking
Confusion
Data Warehouse
Training &
Support
Anytime Anywhere
Anyone
Security Collaboration Infrastructure Management
Enterprise Systems
Communication Disengaged Users
Data Warehouse
Training &
Support
Anytime Anywhere
Anyone
Security Collaboration Infrastructure Management
Enterprise Systems
Communication Social Networking
High User Satisfaction
Obtain an enterprise planning system that accommodates the zero-based budget model and interfaces to the District Strategic Planning System
Overview of Solution & Performance
Management Vision
Overview of Solution & Performance Management 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
Deployment August 2005 Deployment begins Deployed Cognos 7 Business Intelligence in January
2006
Initially to 150 “Power Users” in departments such as School Operations, Curriculum and Instruction, Budgeting, Personnel, Performance Improvement, Data Analysis, Transportation, Capital Construction and Maintenance
Enterprise license now in place with over 50,000 authorized users to Cognos BI
Currently running 8.2, in process of upgrading to 8.3
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)
Deployment
December 2007 Cognos Enterprise Training package including combination of
computer based training, curriculum development with District trainers 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 and
all school site users (800+) trained
Cognos Budget Planning
Cognos Budget Planning
Cognos Budget Planning
Cognos Budget Planning
Cognos Budget Planning
11/22/2011 71
Cognos Metric Studio
Main Metrics Studio List
Drill in to a Specific Metric
11/22/2011 72
Cognos Metric Studio
Main Metrics Studio List
Drill in to a Specific Metric
Drill from Report into Student List
11/22/2011 73
Cognos Metric Studio
Main Metrics Studio List
Drill in to a Specific Metric
Drill from Report into Student List
Drill to Student Profile: 3 years of Grades,
Attendance, FCAT,
Content, ESE …
Overview of Physical Solution
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
Infrastructure Overview
Sharepoint Web 1 Sharepoint Web 2 Sharepoint Web 3 Sharepoint Web 4
Load Balancer
SQL Server Cluster 1 SQL Server Cluster 2 SQL Server Cluster 3
Fiber attached SAN
Tape Library
Infrastructure Overview
Replication Topology
MIIS
Bridgehead Site8 DC’s
School Site1 DC
School Site1 DC
School Sites1 DC
343 Remote Sites
Data Warehouse
Mainframe
Infrastructure Overview Registration Process
Student
Dependent on completion of the scheduling process
Short timeframe to complete provisioning
Guardian
Information collected through a registration process
Identifying guardians proved to be a challenge
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-Tech’s P-Synch software used
Users register challenge Q&A for self reset
Infrastructure Overview
Infrastructure Overview
Portal
Single Sign-OnTransportation RiverDeep
Student
Gradebook
HR / Payroll E-Mail
Food Services
Version 3 single sign-on (Web SSO) technology used for
transparent access to resources
An overlaying
system of session
tickets allow
users to login
once and access
disparate
applications
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