Enable Transformation Admin Guide v.2 With Covers (1)

Contents

Transforming Education Through the Internet www.frogasia.com | Facebook: FrogAsia | Twitter: @FrogAsia

Welcome to the Inspire & Enable Admin Guide! 1

Implementing Your VLE: An Overview 1

Outcomes: What You Can Achieve in 5 Weeks 2

Week-by-Week Overview 2

Your 5-Week Checklist 3

- Week 1: Admin Training 3

- Week 2: Populate the School Dashboard 4

- Week 3: Populate Calendars and School Documents 5

- Week 4: IDs – Verification, Groupings and Distribution 6

- Week 5: Groupings & Evaluation of Admin Tasks 7

Your Frog Team in School 8

Your Frog Team: Roles & Responsibilities 9

Support Channels 12

Conclusion 12

Appendices 13

- Appendix 1: ID Distribution Process 13

- Appendix 2: Sharing the Departmental Sites 14

- Appendix 3: 5 week checklist- Admin 15

- Appendix 4: LADAP Agenda 17

Welcome to the Inspire & Enable Admin Guide!


You have been chosen by your school to fulfill the role of Frog Admin, who will play a

key role in the set-up of the Frog VLE within your school.

As Frog Admin, you will be a specialist who will manage the VLE and provide technical

assistance to your fellow teachers.

As we believe that your role is crucial in the successful implementation of this project,

we at FrogAsia have created this guide to help you get started. This guide contains a

comprehensive, step-by-step plan that will guide you towards achieving basic VLE set-

up!

Implementing Your VLE: An Overview

In order to ensure the successful implementation of the Frog VLE, we have developed

an Implementation Roadmap that will enable your school to move from your current

stage to full VLE implementation over a period of 40 weeks:

This Frog Admin Guide encompasses the Inspire & Enable Stage, and focuses on the

first 5 weeks after your Admin Training.

The subsequent weeks in Inspire & Enable will be covered in the Frog VLE Guide.

Admin and VLE Training

(3 days)

Setting up your Frog VLE at school and

identifying your Frog Team

Inspire & Enable

(13 weeks)

Creating an infrastructure for success and

launching your Frog VLE within your school.

Empower

(13 weeks)

Empowering your teachers and students to

use the Frog VLE in teaching, learning and

extra-curricular activities.

Immerse

(14 weeks)

Using the Frog VLE to its full potential as a

central hub for all school communications,

teaching and learning and extra-curricular

activities.

1

Week 5

• Create grouping for sports and games

• Continue and complete all grouping

• Share departmental sites

• Admin Tasks completion checklist

Outcomes: What You Can Achieve in 5 Weeks

In the Inspire & Enable Stage, you will create an infrastructure for success and launch

your Frog VLE within your school. The following provides an overview of what you can

achieve within the next 5 weeks:

1. A fully populated and engaging School Dashboard.

2. A complete School Calendar for the next 3 months.

3. A Booking Calendar ready for use.

4. Departmental/Subject Sites created.

5. Departmental/Subject Sites shared with HODs/Subject Heads.

6. Teacher IDs distributed to all teachers.

Week 1

Admin Training

Week 2

• Populate School Dashboard

Week 3

• Populate School Calendar

• Edit and Update Booking Calendar

• Upload School Documents

• Add Calendars for HEM, Academic

and Co Curriculum

Week 4

• Verify teachers and students ID

• Distribute IDs to teachers

• Create grouping for uniform unit, clubs

and societies

Week-by-Week Overview


The above can be achieved by following a clear and manageable week-by-week

schedule for the next 5 weeks as shown below:

2

Week 1: Admin Training

To achieve the 5 weeks outcome, follow the week-by-week checklists below in order to

set up your VLE, train your staff and students, and encourage the use of Frog!

Your 5-Week Checklist

Admin Training aims to provide users with an understanding of the 1BestariNet project

and an overall understanding of the functionality of the Frog VLE, how to use the Admin

tools on the Frog VLE , how to create new groups and users as well as how to use Frog

CRM.

Editing the School Dashboard pages 3 – 6

Updating the School Notices pages 7 – 8

Creating and using the Calendar pages 9 – 10

Populating Booking Calendars pages 11 – 13

Sharing Departmental Sites pages 14 – 19

User Management pages 20 – 43

Analytics pages 44 – 51

The Support Channels pages 52- 67

Topic User Guide (Reference)

Transforming Education Through the Internet www.frogasia.com | Facebook: FrogAsia | Twitter: @FrogAsia 3


Week 2: Populate the School Dashboard

You created the first tab of your School Dashboard during your Admin Training in Week 1.

In Week 2, we take you through a day by day guide to populate your School Dashboard

Tasks Widgets User Guide

(Reference) Points

Populate School Dashboard

pages 3 – 6

50 points

Day 1 : Create Tab 2

Kata-kata Aluan Pengetua Media /Text 10

Day 2: Create Tab 3

Sejarah Sekolah Media /Text 10

Day 3: Create Tab 4

Visi & Misi Media/ Text

10

Day 4: Create Tab 5

Lagu Sekolah Media /Text

10

Day 5: Edit and Update

as necessary

10

4


Week 3: Populate Calendars and School Documents

Now that you have populated the School Dashboard, it’s time to update the School

Calendar with current and future events and to verify that you have included all the rooms

and resources available in school .

5

Tasks User Guide

Section Points

Populating Calendars and School

Documents 50 points

1. Populate School Calendar till end of

2012 pages 9- 10 10

2. Edit/Update Booking Calendar and

Upload School Documents pages 11- 13 10

3. Create Academic Calendar

pages 9 – 10

10

4. Create Student Affairs Calendar 10

5. Create Co curricular Calendar 10


Week 4: IDs – Verification, Groupings and Distribution

Now that you have created an engaging School Dashboard and populated your

Calendars, your VLE is ready to be used by all teachers and students! However, before we

do that, we need to ensure that all IDs are correct and ready to be used.

6

Tasks User Guide

Section Points

ID Verification, Grouping and Distribution 50

1. Check ALL Teacher IDs to ensure they

are correct 10

2. Check ALL Class groupings and ensure

all students have IDs

10

3. Create groupings for Uniform Units

pages 35 – 43

10

4. Create groupings for Clubs

and Societies 10

5. Distribute Teacher IDs 10


Week 5: Groupings & Evaluation of Admin Tasks

7

Tasks User Guide

Section Points

ID Verification, Grouping and Distribution 50

1. Create groupings for Sports and

Games

Pages 35 – 43

10

2. Create HEM groups 10

3. Create other groups 10

4. Share Departmental / Subject Panel

sites pages 14- 19 10

5. Admin Tasks Completion

Checklist 10

Congratulations!

You have successfully enabled the VLE for use in your school. Continue to update the

School Dashboard and Calendar so that users have a great experience when they login

to the VLE.


Your Frog Team in School

Senior Leadership Team (GPK)

Frog Coordinator

(Technical)

Head Frog Champions Frog Coordinator

(Admin)

Frog Champions (Teachers & Students)

As you achieve your goals through the weeks, your school will also create a Frog Team

within your own school to create processes and conduct activities for the

implementation of your VLE and to support your activities.

Please fill in the following positions – and you’ve got your School Frog Team!

Headteacher /

Principal

GPK:

PK HEM:

PK Koko:

HFC 1:

HFC 2:

HFC 3:

HFC 4:

8


Your Frog Team will consist of your Senior Leadership Team along with the selected

teachers and students, who will work together to build and introduce Frog to your

school. Each individual has key roles and responsibilities as shown below:

Your Frog Team: Roles & Responsibilities

1. Provides vision

2. Drives change

3. Raises awareness about Frog VLE

4. Understands capabilities

5. Forms the Frog Team

6. Plays the role of admin user in the school’s Self-Care Support Portal

Headteacher

1. Communicates vision to Head Frog Champion

2. Identifies goals (Roadmap)

3. Leads the school’s Frog Team

4. Implements Frog VLE Roadmap and monitor Frog VLE progress in school

5. Provides vision and focus for their section

6. Monitors in-house training (LDP) and enhance teachers competency

7. Plays the role of admin user in the school’s Self-Care Support Portal

Senior Leadership Team

9


1. Plays the role of an ICT specialist

2. Understands the Frog VLE system

3. Operates and solves technical problems (provides technical support) for teachers

and students

4. Manages user IDs and creates classes / groups in Frog VLE

5. Manages and update the School Dashboard

6. Manages and updates the School Calendar

7. Manages and uploads school documents into the VLE

8. Becomes the school’s contact person for the school’s Self-Care Support Portal

9. Coordinates internal training programme

Frog Admin

1. Determines and implements vision in school.

2. Generates ideas on Frog VLE implementation

3. Shares knowledge and encourage collaboration among teachers

4. Motivates teachers and students in school

5. Understands and promotes Frog and its benefits

6. Enhances teachers competency through internal training

Head Frog Champion (Teacher)

10


1. Develop interactive teaching and learning resources

2. Share resources with other teachers

3. Use the Frog VLE in teaching & learning

4. Use the Frog VLE for school administration

5. Help students to use the Frog VLE for student affairs and co-curricular activities

6. Provide activities that encourage independent learning

7. Promote the vision

8. Motivate Frog Student Champions

9. Allocate tasks to the Frog Student Champions

10. Coordinate communications with Frog Teacher Champions & with FrogAsia.

Frog Teacher Champions

1. Promote Frog and motivate fellow students to adopt and use the VLE.

2. Populate & update co-curricular Sites & Calendars

3. Plan & execute the training of selected students in Co-curricular groups before Frog

Buzz Launch

4. Plan & Execute Frog Buzz Week

5. Support Frog Teacher Champions in school-wide training

6. Serve as an informal support system in terms of VLE usage

7. Organise all Frog-related school competitions / campaigns /events

8. Document the progress of school competitions / campaigns / events by taking

pictures, writing articles etc.

Frog Student Champions

11

Support Channels

In implementing your Frog VLE, we at FrogAsia will be happy to support you and help

you achieve your goals. Please contact your designated Relationship Manager, or

contact FrogAsia support from any of the channels below:

018 799 8787

• Time: 7am to 10pm,

Monday to Friday.

• Agents answering

calls in Bahasa

Malaysia & English.

moesupport@

ytlcomms.my

Email us with your

school code and a full

description of the issue!

https://1bnselfcare.yes.

my

Login to our Self Care

Portal to create a

support ticket!

Conclusion

This is the end of the Admin Guide.

Don’t forget to check our Appendix section for suggested processes and great links!

We wish you the best of luck and many great moments as you journey with Frog!

Transforming Education Through the Internet www.frogasia.com | Facebook: FrogAsia | Twitter: @FrogAsia 12

Teachers

a. Receive own User ID

b. Receive class’ User IDs

c. Distribute IDs to students using

template.

Frog Admin

a. Download file containing User IDs and opens it

using the file password.

b. Retrieve the Frog Admin login details from the file.

c. Log in to the Frog VLE.

d. Download ID Distribution Template from

Community Site.

e. Copy and paste IDs into the ID Distribution

Template

f. Distribute IDs to all teachers using the template;

and

g. Share students’ IDs with the respective class

teacher to be distributed.

Appendix

In order to facilitate the achievement of your goals, we have created suggested

processes for ID Distribution to all teachers, as well as the creation and sharing of

Departmental Sites.


Appendix 1: ID Distribution Process

Students

Receive User ID

In order to enable all teachers and students to access the Frog VLE, Yes 4G and Google

services, all users must receive their own unique IDs.

The following process shows how the Frog Admin can oversee ID Distribution to

teachers, and manage ID distribution to students through their class teachers.

3 4

5

FrogAsia

Send encrypted file containing

school’s User IDs to Headteacher/

Principal through email

1

Headteacher/ Principal

a. Download the file containing the User IDs

b. Share file with the Frog Admin.

c. Share file password with Frog Admin

2

13


Appendix 2: Sharing the Departmental Sites

Departmental Sites must first be created by the Frog Admin, and then shared with the

relevant teachers who will build the Department Sites.

Follow the steps below to create and share Departmental Sites.

Preparation

a. Obtain list of all

subjects

b. Assign one teacher per

subject to build the

Subject Site

Download the Departmental Sites Template

a. Login as Admin

b. Click on Quick Launch > Sites

c. Click on ‘Get from MoE Repository’ button

d. Type in ‘Departmental Sites Template’

e. Single-click to download

Customise the Departmental

Sites Template

a. Double-click the Site you

have just downloaded to

open.

b. Click ‘Edit’.

c. Change the title to the

name of a subject.

d. Click ‘Save Changes’.

Share the Site

a. Click the ‘Share’ button on the Frog Bar.

b. Click the green ‘Share’ button.

c. Type in the name of the teacher assigned to

building the Site in the search bar.

d. Click on name from the drop-down list.

e. Click ‘Add’.

f. Edit the permissions by clicking the drop-down

box and click ‘Can edit & manage’.

g. Click ‘Share’.

Add the Site to Departmental Sites

a. Click on Quick Launch > Departmental Sites.

b. Click ‘Edit’.

c. Go to the Widgets tab and drag-and-drop a Site Link Widget to the page.

d. Double-click the widget on the page.

e. Type the name of the Site you have just created into the search bar.

f. Double-click the right result to create a link on this page.

g. Click ‘Save Changes’.

h. Close the Site Editor by clicking the [x] button.

Repeat steps 2-5 to create other

subjects.

Inform teachers that Subject Sites are ready

to be built.

1 2

3 4

5

6 7

14


Appendix 3: 5 Week Checklist- Admin

TASKS

STATUS

Done WIP Not

Done

Week 1 Admin Training

Week 2

Populate

School

Dashboard

Create Tab 2

Kata-kata Aluan Pengetua

Create Tab 3- Sejarah Sekolah

Create Tab 4 -Visi & Misi

Create Tab 5 -Lagu Sekolah

Fill up the Frog Team name list.

Week 3

Calendars

Populate School Calendar till end of

2012

Edit/Update Booking Calendar

and Upload School Documents

Create Academic Calendar

Create HEM Calendar

Create Co-Curricular Calendar

15


Appendix 3: 5 Week Checklist- Admin

TASKS

STATUS

Done WIP Not

Done

Week 4

IDs-

Verification,

Groupings and

Distribution

Check All Teacher IDs to ensure they

are correct

Check All Class groupings and ensure

all students have IDs

Create groupings for Uniform Unit

Create groupings for Clubs and

Societies

Distribute Teacher IDs

Week 5

Groupings &

evaluation of

Admin Tasks

Create groupings for Sports and

Games

Create HEM groups

Create other groups

Share Departmental/Subject Panel

Sites

Admin Tasks Completion Checklist

16


Appendix 4- LADAP Agenda

Topic Duration

1 VLE Walkthrough

Frog Bar & Quick Launch

30 minutes

2 Personal Dashboard

(Widgets: Media, External Link,

Calendar, Embed Website, Time, Text,

Notes)

20 minutes

3 Personal Calendar

Populate personal calendar and

invitation for an event

20 minutes

4 Booking Calendar

Booking equipment and rooms

15 minutes

5 Forum

Create forum topics

15 minutes

6 Get connected on Community

Site

Create forum topics on Connect tab

30 minutes

7 My Documents

Create folder and add files

15 minutes

8 Lesson Resources

Create folder and add files

15 minutes

9 Getting template from Moe

Repository

20 minutes

Total 180 minutes

17

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