Enterprise Portal Presentation

1. Enterprise Portal Presentation Miami-Dade County Public Schools

2. Welcome Debbie Karcher Chief Information Officer Sylvia Diaz Director, Instructional Technology

3. MDCPS Background • Fourth largest school district • 390 public schools; 80 Charter schools • Serving 2,400 square miles • 344,000 students • 56,364 employees; 5,963 Charter employees • Services 180 different home languages • Mobility rate – 35%

4. The Big Picture • The Vision • Have all users connected to all information at anytime • The Challenges • Schools under state sanction • Increase parent involvement • Giving our users access to their systems in one area • Providing our parents an easy and consistent way to monitor their child’s progress • Connect silo systems • Reduce paper-based systems • Provide easy and consistent access to information

5. MDCPS Foundation • Active Directory Account and Auto Update – MIIS and ILM • Password Synchronization – P-Synch • District Email – Outlook Exchange • District wide Gradebook – Pinnacle / Excelsior • Metro Ethernet to each remote site • Patch Management and Virus Protection – Big Fix and Sophos • Data Warehouse – Microsoft SQL • OLAP (On-line Analytical Processing tool) - Cognos • Self Service for Technology Support - HEAT

6. MDCPS Foundation • District-wide federated library catalog -Destiny • District-wide assessment tool – Edusoft • District-wide instructional applications, including Riverdeep Destination Series Voyager Solo and Ticket to Read Jamestown Navigator Plato Learning Library Reference Databases-Groliers, SIRS, Gale, Facts on File, etc • District-wide test generator - ExamView

7. Implementation/Timeline Portal LiteMay 1, 2006 • August 2007 - August 2008 • Attendance • Intervention • SPOT • SES • Weekly Briefing • Internship • Professional Development • RiverDeep • Unified Communications (OCS) August 2007 District and Community Deployment; Global Registration System and 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. Students Parents Employees Community The Solution - www.dadeschools.net

10. Adoption

12. My Site

13. Student Achievement

14. Teacher Portal • Test Scores • Absences • Homeroom Section • Birthdates Teacher/Student Drill Down

15. Teacher Portal

16. My Applications

17. Electronic Gradebook Application

18. The Learning Village Vision To create a repository for all of the district’s digital resources, aligned to standards, and accessible from one point of entry

19. The Learning Village How did we set out to get there • Use local content-area experts to develop lesson plans linked to district resources • Require publishers of district adopted instructional materials to provide digital versions of • Lesson plans • Textbooks • Assessment items

20. The Learning Village Current Status • Approximately 10,000 Lesson Plans • Organized by nine-week periods, grade levels, and subject areas • About 150 Digital Textbooks (student and teacher texts) • Linked and displayed by course codes • Roughly 25,000 Assessment Items • Organized by grade and subject area, and subject area and standard

21. The Learning Village Lesson Plans Goals • Standardize instructional focus and pacing across subject areas and schools • Provide support to new and new to subject area or grade level teachers • Link activities within plans to other district instructional resources including • RiverdeepLMS • Gizmos • Online databases

22. The Learning Village Lesson Plans Approximately 10,000 Lesson Plans (Grades K-12) • Reading • Mathematics • Science • Social Studies • Foreign Language • Life Skills (Art, Music, Physical Education)

23. The Learning Village Digital Textbooks

24. The Learning Village Digital Textbooks Advantages • Accessible from anyplace with Internet access • Offer interactive activities • Include audio (in some cases) • Reduce the need for students to carry home heavy textbooks • Single sign-on through the portal (teachers and students don’t need to establish accounts with every publisher for every text)

25. The Learning Village Digital Textbooks (both student and teacher editions) • Mathematics • Social Studies • Science • Foreign Language • Intensive Reading • Language Arts(2010)

26. The Learning Village Assessment Items • Both publisher produced and customized items produced by ETS • Accessible via Examview Test Generator • Automated creation of Edusoft answer sheet for scanning and scoring (Publish to Edusoft)

27. The Learning Village 2.0

28. The Learning Village 2.0 What’s Next? Learning Village 2.0 imbedded in Microsoft SharePoint Portal will facilitate • Pushing district-developed pacing guides and lesson plans by course codes to serve as an overlay to teacher created daily lesson plans • Sharing of lesson plans/lesson plan components with students and parents • Advanced searching and sharing capabilities

29. Equity and Access

30. 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

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

32. 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

33. Parent Internet Viewer

34. It’s the ProcessNot the Technology

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

36. Flexible and Agile

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

38. Agile and Flexible • Attendance Intervention • SPOT • SES • Weekly Briefing • Internship • Professional Development • RiverDeep • Unified Communications – OCS • Success Academy

39. 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

40. Office Communicator Server

41. Microsoft Live Meeting 2007 • The District needed to reduce out of office travel time associated with meetings • Solution had to be cost effective, scalable and easy to use • 2007 began using a commercial software product. This usage showed administrative staff and schools that this delivery method would work • Downside, very expensive - $12,000 to $15,000 per web cast. Consequently, due to budgetary concerns in 2008, all funding for the web cast tool was eliminated • Microsoft recommends LiveMeeting; a windows-based meeting. Based on existing licensing already purchased, the use of LiveMeeting would mean no cost to the District • Have successfully used the tool for many meetings chaired by Administration. Most recently, their desktop was shared with over 300 principals

42. Microsoft Live Meeting 2007 • Travel less. Communicating and collaborating online saves time and money by meeting online and avoid all the hassles of business travel • Increase productivity. Avoid downtime associated with getting to and from meetings • Reduce costs. By conducting online meetings, online training, and online events • Conduct trainings and large events. Large-scale training and events with hundreds or even thousands of participants.

43. Microsoft Live Meeting 2007 • Collaborate in real time. Share, collaborate, and discuss projects in real time. Make critical decisions quickly, with all the stakeholders, regardless of geography. • Simplify administration and deployment. Can easily enable everyone to conduct effective online meetings

44. 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.

45. Q & A

46. 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.

47. 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.

48. 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

49. 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. • 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.

50. 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.