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A Sakai and OpenSyllabus Pilot at HEC Montréal

A Sakai and OpenSyllabus Pilot at HEC Montréal. Martin Montminy , Functional analyst, HEC Montréal Rémi Saïas, Developer / ScrumMaster, HEC Montréal. Presentation Plan. What is OpenSyllabus? Two pilots are better then one! Winter pilot Summer pilot Lessons learned Next step: deployment.

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A Sakai and OpenSyllabus Pilot at HEC Montréal

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  1. A Sakai and OpenSyllabus Pilot at HEC Montréal Martin Montminy , Functional analyst, HEC Montréal Rémi Saïas, Developer / ScrumMaster, HEC Montréal 2010 Sakai Conference - Denver, Colorado, U.S.A.

  2. Presentation Plan • What is OpenSyllabus? • Two pilots are better then one! • Winter pilot • Summer pilot • Lessons learned • Next step: deployment 2010 Sakai Conference - Denver, Colorado, U.S.A.

  3. What is OpenSyllabus 2010 Sakai Conference - Denver, Colorado, U.S.A. • Structured Hierarchical Course Outline (or Syllabus) Editor • Integrated into Sakai environment and works with other Sakai tools. • Successor of ZoneCours (first generation syllabus editor at HEC). • Collaboration tool: • Between teachers and students; • Between teachers; • Within the institution: registrar, department, library.

  4. Open Syllabus

  5. Open Syllabus

  6. OpenSyllabus in Sakai – Big Picture Sakai • Institution Academic System • (PeopleSoft) • List of courses • List of sections • List of students • Schedule • Location • … Resources In house integration – Available connectors does not support our version of PeopleSoft Assignment Course Management OpenSyllabus Entitypicker for othertools Citations 2010 Sakai Conference - Denver, Colorado, U.S.A.

  7. Hierarchical CO example • Course Introduction • Contact Information • Learning Material • Assessments • Lectures • Lecture 1 • … • Lecture 10 Economics 101 Generic course outline from Coordinator Economics 101 Section B course outline from Section B’s teacher Reuse Reuse • Course Introduction • Contact Information • Learning Material • Assessments • Lectures • Lecture 1 • … • Lecture 11 • Course Introduction • Contact Information • Learning Material • Assessments • Lectures • Lecture 1 • … • Lecture 12 Economics 101 Section A course outline from Section A’s teacher 2010 Sakai Conference - Denver, Colorado, U.S.A.

  8. Hierarchical CO example • Lecture 1 • Description • Coordinator’s description • Objectives • Coordinator’s objectives • Lecture 1 • Description • Coordinator’s description Teacher’s description • Objectives • Coordinator’s objectives • Teacher’s objectives Coordinator • Lecture 1 • Description • Teacher’s description • Objectives • Teacher’s objectives Merge of coordinator’s and Teacher’s course outlines Teacher Section A Student Section A 2010 Sakai Conference - Denver, Colorado, U.S.A.

  9. Presentation Plan • What is OpenSyllabus? • Two pilots are better then one! • Winter pilot • Summer pilot • Lessons learned • Next step: production 2010 Sakai Conference - Denver, Colorado, U.S.A.

  10. Winter Pilot’s Objectives 2010 Sakai Conference - Denver, Colorado, U.S.A. • Objectives related to the environment (Sakai + OpenSyllabus) • Collect feedback from different classes of user: instructors, secretaries, students. • Identify bugs and improvement opportunities. • Public relation objectives: • Gave the application visibility in all departments by finding one instructors to use it in the context of its course. • Other Objectives • Evaluate training needs and communication needs. • Show the community that OpenSyllabus can be used in real context.

  11. Winter Pilot’s Statistics • 11 courses(3 coordinated)/16 sections • All instructors and secretaries were volunteer to participate. • 13 instructors and approximately 600 students. • Each department had at least one course. • All groups used OpenSyllabus with integration with Resources and Citations. • 3 groups used the integration with Assignment. 2010 Sakai Conference - Denver, Colorado, U.S.A.

  12. Winter Pilot’s Strategy Pre-pilot Careful planning Training and documentation Migration of existing syllabi During pilot Proactive support (2 lines of support) On demand training After pilot Postmortem meeting with instructors and secretaries Survey students of the pilot 2010 Sakai Conference - Denver, Colorado, U.S.A.

  13. Winter Pilot’s Problems • Emails avalanche • Documents added to Syllabus • Students cannot access documents located in parent Syllabi • Students cannot access documents with special characters “( )” or “[ ]” • Problems with browser cache (blank page) • Problems with new wireless network configuration on campus 2010 Sakai Conference - Denver, Colorado, U.S.A.

  14. Winter Pilot’s Feedback Postmortem meeting with instructors • 9 out of 13 were present • Feedback was strongly positive Strengths mentioned: • Ease of use • Performance (compared to current system) • Team behind the pilot (development, training, support) Improvement opportunities • User interface: too many scrollbars, font problems, size of windows • Feedback missing on certain tasks • Need to work on available rubrics in OpenSyllabus 2010 Sakai Conference - Denver, Colorado, U.S.A.

  15. Winter Pilot’s Feedback Student survey • 168 responses / 600 participants • Incentive: 3 prices of 100$ 2010 Sakai Conference - Denver, Colorado, U.S.A.

  16. Student survey – Technical problems 2010 Sakai Conference - Denver, Colorado, U.S.A.

  17. Student survey – support &documentation • Most cited reason: • Not necessary because easy to use, intuitive 2010 Sakai Conference - Denver, Colorado, U.S.A.

  18. Bibliographic References • We strongly believe this is a key feature of OpenSyllabus and we were disappointed by the results but: • Authors (instructors, secretaries) and librarians sees it as a major improvement in quality and productivity. • Our pilot had only bachelor’s degree students. • It was a goal to use that feature to bring the student in the library because it was a known problem that students (B.A.A) rarely go to the library. • We’ll have to try harder 2010Sakai Conference - Denver, Colorado, U.S.A.

  19. OpenSyllabus vs ZoneCours • Most cited answer in commentary: • Not different enough from ZoneCours • Interface needs to be improved 2010Sakai Conference - Denver, Colorado, U.S.A.

  20. Overall Appreciation 2010Sakai Conference - Denver, Colorado, U.S.A.

  21. Winter Pilot’s Feedback - Conclusion Instructors: • Very satisfied • Big improvement • Better performance • Ease of use and more functionalities Students: • Moderately satisfied • No major gain for them • Will see the benefit when more tools will be available and used to change their learning experience. 2010Sakai Conference - Denver, Colorado, U.S.A.

  22. Summer Pilot’s Objectives 2010 Sakai Conference - Denver, Colorado, U.S.A. Same as winter’s pilot plus: • Training • Train all 44 secretaries: creation of syllabi from scratch. • Train level 1 and 2 support team with secretaries. • Test new features and improvements: • Automated creation and update (instructors and students) of course site based on data coming from institution academic system (PeopleSoft). • Revamped User Interface. • Test performance of application and infrastructure • Increase load on application. • Increase volume of data: number of sites, documents, etc. • In parallel with migration of syllabi from old system for fall.

  23. Summer Pilot’s Statistics • 40 courses/53 sections (10 coordinated) • All secretaries had to participate and selected a course in collaboration with their department and the instructors. • 53 instructors and approximately 2600 students • Each department had multiple courses in the pilot. • All groups used OpenSyllabus with integration with Resources and Citations • 1 or 2 groups used the integration with Assignment. 2010 Sakai Conference - Denver, Colorado, U.S.A.

  24. Summer Pilot’s Status • From May 6 to June 23 • Problems encountered so far • Some students and instructors not having access to their sites • Updates to membership to course site / synchronization with academic system (PeopleSoft) • Access to document in parent syllabi • Other isolated problems • Majority of problems occurred at the beginning • Very quiet since 2010 Sakai Conference - Denver, Colorado, U.S.A.

  25. Lessons learned • Careful planning paid off. • Take care of your pilot participants, they are your ambassadors. • Two pilots approach gave us the opportunity to start earlier, learn and adjust. • Start non-functional(performance, volume, etc.) testing early. • Design carefully and test thoroughly all interfaces with Sakai tools and core. This is where we had most of our problems. • Make sure your support team has all the training and tools (e.g. become user) to diagnose the problems. • Need to define promote the use of best practices. 2010 Sakai Conference - Denver, Colorado, U.S.A.

  26. What’s next? 2010 Sakai Conference - Denver, Colorado, U.S.A. Staged deployment starting in September 10th Sakai Conference - Boston, MA, U.S.A.

  27. To Learn More… 2010 Sakai Conference - Denver, Colorado, U.S.A. • Presentationsthisafternoon • 3:25 Chasm Creek A: Open Syllabus in Sakai 2.6: Up and Running! • See us at the technicaldemonstrationsWednesday night • Watch the OSYL videoathttp://vimeo.com/12495226 • Try OpenSyllabus athttp://osyltest.hec.ca • Confluence: http://tinyurl.com/opensyllabus

  28. Questions? 2010 Sakai Conference - Denver, Colorado, U.S.A.

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