drupal in the california k12 business office
DESCRIPTION
A case study showing the rationale for the selection of Drupal 7 as a platform to build small and medium business office productivity applications for the Kern County Superintendent of Schools in California. First presented at BADCamp October 27, 2013 by Erin Clerico (Drupal.org: erinclerico).TRANSCRIPT
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Case Study:
Drupal in the K-12 Business Office
by Erin Clericodrupal.org: erinclerico
Monday, October 28, 13
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Monday, October 28, 13
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Drupal in theK-12 Business Office
drupal.org: erinclerico • [email protected]
• County Offices of Education:
• Serve California K-12 school districts and the public
• Save millions of dollars with centralized services and purchasing consortiums
• The COE system facilitates the local control of schools in California
KCSOS
Monday, October 28, 13
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Drupal in theK-12 Business Office
drupal.org: erinclerico • [email protected]
• Curriculum services
• Special education classrooms
• Court & Community Schools, Valley Oaks Charter School
• CALM Zoo, Camp KEEP Cambria
• New teacher mentoring and certification
KCSOS
Monday, October 28, 13
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Drupal in theK-12 Business Office
drupal.org: erinclerico • [email protected]
• Business & Management services
• District financial & accountability services
• Payroll services
• Training for new school administrators
• Host several large Joint Powers Authority (JPA) purchasing consortiums
KCSOS
Monday, October 28, 13
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Monday, October 28, 13
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Monday, October 28, 13
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Monday, October 28, 13
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Monday, October 28, 13
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Monday, October 28, 13
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Monday, October 28, 13
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Monday, October 28, 13
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Drupal in theK-12 Business Office
drupal.org: erinclerico • [email protected]
Software Categories
• CMS, Facilitate communication
• Track employee activity
• Plan/track resource utilization
• Enable and track dependent work-flows
• Data warehouse
Monday, October 28, 13
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Drupal in theK-12 Business Office
drupal.org: erinclerico • [email protected]
Software in use
• Most divisions currently have loads of vertical software in place to handle their primary mission
• Some very good
• ...and some veeery bad
• Most not web enabled
Monday, October 28, 13
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Drupal in theK-12 Business Office
drupal.org: erinclerico • [email protected]
Vendor Solutions
• Custom and Vertical Applications
• Access & .NET based solutions
• Microsoft dominates the mindshare of California K-12 business administrators
• Developers of vertical solutions include many amateurs
Monday, October 28, 13
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Drupal in theK-12 Business Office
drupal.org: erinclerico • [email protected]
It’s (still) Alive!
• Remote Desktop
Monday, October 28, 13
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Drupal in theK-12 Business Office
drupal.org: erinclerico • [email protected]
Common Complaints
• Not web enabled
• Vendor non-responsive to feature requests
• Horrible UI
Monday, October 28, 13
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Drupal in theK-12 Business Office
drupal.org: erinclerico • [email protected]
Software Gaps
• Gaps in software functionality are filled with human hands
Monday, October 28, 13
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Drupal in theK-12 Business Office
drupal.org: erinclerico • [email protected]
Software Gaps
• Gaps in software functionality are filled with human hands
• Clipboards, card files, binders & staplers
• Excel + Cut + Paste + Word + Print...
Monday, October 28, 13
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Drupal in theK-12 Business Office
drupal.org: erinclerico • [email protected]
Software Gaps
• Users develop bad habits about storing data - many use their workstations or email boxes
Monday, October 28, 13
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Drupal in theK-12 Business Office
drupal.org: erinclerico • [email protected]
Software Gaps
• Users develop bad habits about storing data - many use their workstations or email boxes
• Results in data-loss and sometimes security issues
Monday, October 28, 13
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Drupal in theK-12 Business Office
drupal.org: erinclerico • [email protected]
Clunky Workflows
• Admin staff is expensive
• Data not captured in real-time
• Data may not get backed up on local workstations
• Retiring staff take knowledge of key processes with them
Monday, October 28, 13
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Drupal in theK-12 Business Office
drupal.org: erinclerico • [email protected]
Well Meaning Staff
• Sometimes an application is developed by staff in Access or FileMaker Pro
Monday, October 28, 13
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Drupal in theK-12 Business Office
drupal.org: erinclerico • [email protected]
Well Meaning Staff
• The need for streamlining operations combined with the promise of developing and controlling a process prompts ad-hoc development by existing staff
Monday, October 28, 13
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Drupal in theK-12 Business Office
drupal.org: erinclerico • [email protected]
Well Meaning Staff
• Staff developed solutions lack any best practices and begin to decay as soon as they are launched
Monday, October 28, 13
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Drupal in theK-12 Business Office
drupal.org: erinclerico • [email protected]
Well Meaning Staff
• An inefficient workflow soon becomes entrenched and critical
Monday, October 28, 13
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Drupal in theK-12 Business Office
drupal.org: erinclerico • [email protected]
Well Meaning Staff
• Since there is no deployment strategy or continuous integration scheme the application becomes brittle and can’t be serviced easily
Monday, October 28, 13
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Drupal in theK-12 Business Office
drupal.org: erinclerico • [email protected]
Funding Leaks
• Staff developed solutions have an continuously increasing cost
• Difficult or impossible to alter as business requirements change requiring MORE manual labor costs
• Huge potential for lost data
• Poor integration with related processes
• Add complexity to workstation migrations
Monday, October 28, 13
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Drupal in theK-12 Business Office
drupal.org: erinclerico • [email protected]
Why do it this way?
• Division administrators get what they want when they want it
Monday, October 28, 13
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Drupal in theK-12 Business Office
drupal.org: erinclerico • [email protected]
Why do it this way?
• Local control - direct staff have best understanding of needs and a better incentive to deliver solutions
Monday, October 28, 13
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Drupal in theK-12 Business Office
drupal.org: erinclerico • [email protected]
Why do it this way?
• An ever-increasing workload against shrinking staffing levels
Monday, October 28, 13
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Drupal in theK-12 Business Office
drupal.org: erinclerico • [email protected]
Why do it this way?
• Ignorance of the complexity of delivering secure, useful applications
Monday, October 28, 13
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Monday, October 28, 13
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Drupal in theK-12 Business Office
drupal.org: erinclerico • [email protected]
Common Complaints
• Not web enabled
Monday, October 28, 13
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Drupal in theK-12 Business Office
drupal.org: erinclerico • [email protected]
Common Complaints
• Not web enabled
• Platform dependent
• Access
• Filemaker Pro
• FoxPro
Monday, October 28, 13
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Drupal in theK-12 Business Office
drupal.org: erinclerico • [email protected]
Common Complaints
• Not web enabled
• Platform dependent
• Not flexible - staff that built original solution has moved on
Monday, October 28, 13
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Drupal in theK-12 Business Office
drupal.org: erinclerico • [email protected]
Common Complaints
• Not web enabled
• Platform dependent
• Not flexible - staff that built original solution has moved on
• Holds up migrations to newer hardware, causes ‘VPS Sprawl’
Monday, October 28, 13
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Drupal in theK-12 Business Office
drupal.org: erinclerico • [email protected]
Common Complaints
• Not web enabled
• Platform dependent
• Not flexible - staff that built original solution has moved on
• Holds up migrations to newer hardware, causes ‘VPS Sprawl’
• No development best practices
Monday, October 28, 13
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Drupal in theK-12 Business Office
drupal.org: erinclerico • [email protected]
Time to Reboot!
• Stop wasting time and money on ineffective work-flows
Monday, October 28, 13
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Drupal in theK-12 Business Office
drupal.org: erinclerico • [email protected]
Time to Reboot!
• Stop propping-up dead-end technologies and serve our customers better with high quality desktop and mobile web experiences
Monday, October 28, 13
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Drupal in theK-12 Business Office
drupal.org: erinclerico • [email protected]
Time to Reboot!
• Stop putting up with systems that don’t interact with each other and provide our customers with a more seamless experience
Monday, October 28, 13
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Drupal in theK-12 Business Office
drupal.org: erinclerico • [email protected]
Time to Reboot!
• Stop the institutional brain-drain by standardizing needed work-flows in to web enabled applications
Monday, October 28, 13
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Drupal in theK-12 Business Office
drupal.org: erinclerico • [email protected]
Strategic Goals
• Better customer service and quality control
Monday, October 28, 13
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Drupal in theK-12 Business Office
drupal.org: erinclerico • [email protected]
Strategic Goals
• Better customer service and quality control
• Economical and timely delivery of software based tools for our customers
Monday, October 28, 13
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Drupal in theK-12 Business Office
drupal.org: erinclerico • [email protected]
Strategic Goals
• Better customer service and quality control
• Economical and timely delivery of software based tools for our customers
• Fully embrace open standards - no platform dependance
Monday, October 28, 13
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Drupal in theK-12 Business Office
drupal.org: erinclerico • [email protected]
Strategic Goals
• Better customer service and quality control
• Economical and timely delivery of software based tools for our customers
• Fully embrace open standards - no platform dependance
• Deploy with a fully open source stack
Monday, October 28, 13
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Drupal in theK-12 Business Office
drupal.org: erinclerico • [email protected]
Strategic Goals
• Better customer service and quality control
• Economical and timely delivery of software based tools for our customers
• Fully embrace open standards - no platform dependance and mobile friendly
• Deploy with a fully open source stack
• Promote the long-term health and flexibility of deployed solutions
Monday, October 28, 13
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Drupal in theK-12 Business Office
drupal.org: erinclerico • [email protected]
Tactical Plan
• Select a web-based development platform
• Develop engineering staff competence
• Build a deployment platform
• Multisite provisioning
• Version control
• Continuous integration
Monday, October 28, 13
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Drupal in theK-12 Business Office
drupal.org: erinclerico • [email protected]
Tactical Plan
• Establish Agile development practices to manage and execute new projects
Monday, October 28, 13
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Drupal in theK-12 Business Office
drupal.org: erinclerico • [email protected]
Tactical Plan
• Establish Agile development practices to manage and execute new projects
• Re-invent cost-recovery methods to reflect the reality of on-going development and deployment investments
Monday, October 28, 13
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Drupal in theK-12 Business Office
drupal.org: erinclerico • [email protected]
Tactical Plan
• Establish Agile development practices to manage and execute new projects
• Re-invent cost-recovery methods to reflect the reality of on-going development and deployment investments
• Engage in outreach to the broader organization to promote our services and adoption of Drupal as an office standard among the users and administrators
Monday, October 28, 13
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Drupal in theK-12 Business Office
drupal.org: erinclerico • [email protected]
Platform Selection
• Evaluate popular web development platforms
• Open Source
• Built upon LAMP
• Seasoned code base with active contributor community
Monday, October 28, 13
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Drupal in theK-12 Business Office
drupal.org: erinclerico • [email protected]
WordPress pros
• Our web team uses it
• Trillions and Trillions of users
• Looks super-cool out of the box, little assembly required
• Infinite number themes to choose from
• Tons of click-to-install complete feature modules available
Monday, October 28, 13
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Drupal in theK-12 Business Office
drupal.org: erinclerico • [email protected]
WordPress pros
• Mature, active code-base
• Active community
• WordPress plugins are largely plug and play for advertised capabilities
• Some WordPress modules allow non-developers some custom capabilities to make work flows and schema
Monday, October 28, 13
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Drupal in theK-12 Business Office
drupal.org: erinclerico • [email protected]
WordPress cons
• Sparse developer APIs as contrasted to competing platforms
• Modules often duplicate low-level functions and interface code resulting in bloat and complexity in deployed sites
Monday, October 28, 13
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Drupal in theK-12 Business Office
drupal.org: erinclerico • [email protected]
WordPress cons
• Modules space seemed untamed - too many pay-for-play solutions and other mischief baked in to contributed modules and themes
• WordPress MU architecture and deployment seemed awkward
Monday, October 28, 13
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Drupal in theK-12 Business Office
drupal.org: erinclerico • [email protected]
Joomla
• No
Monday, October 28, 13
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Drupal in theK-12 Business Office
drupal.org: erinclerico • [email protected]
Ruby on Rails pros
• The Ruby language
• Sweet MVC organization of code
• Thriving community and contrib space
• Well documented
Monday, October 28, 13
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Drupal in theK-12 Business Office
drupal.org: erinclerico • [email protected]
Ruby on Rails cons
• Deployment best practices always seemed a little murky
• Not enough built-in standard services across the platform - way too much to do by hand with every project
• No easy way to get less technical players involved in the process
Monday, October 28, 13
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Drupal in theK-12 Business Office
drupal.org: erinclerico • [email protected]
.NET
• Not open source
• Looks more like the past than the future
• Promotes platform dependence
Monday, October 28, 13
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Drupal in theK-12 Business Office
drupal.org: erinclerico • [email protected]
Drupal pros
• Rich and Powerful internal API structure for custom development
• Many modules provide foundational functions that can be shared to build larger solutions - more code sharing for:
• Lighter deployments
• Better security
• Lego-like site building
Monday, October 28, 13
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Drupal in theK-12 Business Office
drupal.org: erinclerico • [email protected]
Drupal pros
• Enterprise-class deployment model supports
• Scaling
• Replication of specific site configurations via Installation Profiles
• Continuous integration and testing
Monday, October 28, 13
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Drupal in theK-12 Business Office
drupal.org: erinclerico • [email protected]
Drupal pros
• Amazing community with regular, organized outreach to assist with staff development goals
• Well developed and documented methods for non-developers, or ‘site builders’ to build amazing web-applications from off-the-shelf modules
• buildamodule.com
• drupalize.me
Monday, October 28, 13
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Drupal in theK-12 Business Office
drupal.org: erinclerico • [email protected]
Drupal pros
• Great CMS capabilities
• Views
• Rules
• Context Module
• Drush
• Panels
• Aegir
Monday, October 28, 13
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Drupal in theK-12 Business Office
drupal.org: erinclerico • [email protected]
DrupalCons
• Antwerp: February 24-26 ’05, Belgium
• Portland: August 1-8 ’05, Oregon, USA
• Amsterdam: October 17-21 ’05, The Netherlands
• Vancouver: February 6-11 ’06 British Columbia, Canada
• Brussels: September 22-23 ’06, Belgium
• Yahoo! Campus: March 22-23 ’07, Sunnyvale, California, USA
• Barcelona: September 19-22 ’07, Spain
• Boston: March 3-6 ’08, Massachusetts, USA
• Szeged: August 27-30 ’08, Hungary
• DC: March 4–7 ’09, D.C., USA
• San Francisco: April 19-21 ’10, California, USA
• Copenhagen: August 23-27 ’10, Denmark
• Chicago: March 7-10 ’11, Illinois, USA
• London: August 22-26 ’11, England, UK
• Denver: March 20-22, ’12 Colorado, USA
• Munich: August 20-23 ’12, Germany
• Sydney: February 6-9 ’13, Sydney, Australia
• Portland: May 20-24 ’13, Portland, Oregon, USA
• Prague: September 23-27 ’13, Prague, Czech Republic
Monday, October 28, 13
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Drupal in theK-12 Business Office
drupal.org: erinclerico • [email protected]
Drupal cons
• Steep learning curve
• Requires assembly before play
• Some key modules don’t receive the attention they should
• Third-party documentation lingers past it’s expiration date for some key techniques. (community-maintained docs are better maintained)
Monday, October 28, 13
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Drupal in theK-12 Business Office
drupal.org: erinclerico • [email protected]
Hands Down!
Monday, October 28, 13
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Drupal in theK-12 Business Office
drupal.org: erinclerico • [email protected]
Staff Development
• Regularly attended Drupal meetups in the Los Angeles Area
• groups.drupal.org/la
Monday, October 28, 13
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Drupal in theK-12 Business Office
drupal.org: erinclerico • [email protected]
Staff Development
• Attended Drupal Camps
• Drupal Camp LA
• BADCamp
Monday, October 28, 13
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Drupal in theK-12 Business Office
drupal.org: erinclerico • [email protected]
Staff Development
• Used a subscription based Drupal learning site called buildmodule.com
Monday, October 28, 13
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Drupal in theK-12 Business Office
drupal.org: erinclerico • [email protected]
Drupal Deployment
• Aegir based Drupal site management
• Create and deploy new sites among multiple servers
Monday, October 28, 13
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Drupal in theK-12 Business Office
drupal.org: erinclerico • [email protected]
Drupal Deployment
• Aegir based Drupal site management
• Create and deploy new sites among multiple servers
• Track sites through upgrades with rollback capabilities
Monday, October 28, 13
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Drupal in theK-12 Business Office
drupal.org: erinclerico • [email protected]
Drupal Deployment
• Aegir based Drupal site management
• Create and deploy new sites among multiple servers
• Track sites through upgrades with rollback capabilities
• Test un-released software and theme upgrades against current snapshots of live data
Monday, October 28, 13
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Drupal in theK-12 Business Office
drupal.org: erinclerico • [email protected]
Agile Development
• Drupal allows for rapid builds of complex work flows and interfaces once a developer masters basic site building skills
• Supports short release cycles and can lessen the pain of fixing bugs or adding features in planned releases
Monday, October 28, 13
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Drupal in theK-12 Business Office
drupal.org: erinclerico • [email protected]
Agile Development
• Aegir deployment allows devs to post new development builds for inspection by stake holders more frequently
• Catch changes and errors earlier in the build process
Monday, October 28, 13
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Drupal in theK-12 Business Office
drupal.org: erinclerico • [email protected]
Agile Development
• Project management on our own Redmine server
http://www.redmine.org/
Monday, October 28, 13
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Drupal in theK-12 Business Office
drupal.org: erinclerico • [email protected]
Agile Development
• Git version control
• BitBucket.org
• Private repos
• Sandbox projects on Drupal.org
• Someday may become real projects
Monday, October 28, 13
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Drupal in theK-12 Business Office
drupal.org: erinclerico • [email protected]
Cost Recovery Model
• Aegir deployment allows economical deployment and management of multiple hosted solutions for our clients
Monday, October 28, 13
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Drupal in theK-12 Business Office
drupal.org: erinclerico • [email protected]
Cost Recovery Model
• Aegir deployment allows economical deployment and management of multiple hosted solutions for our clients
• Allows for a ‘software as a service’ billing model that covers hosting and development costs over the long-term
Monday, October 28, 13
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Drupal in theK-12 Business Office
drupal.org: erinclerico • [email protected]
Cost Recovery Model
• Aegir deployment allows rapid deployment of developed solutions for new clients
• Drupal site installation profiles allows outside agencies to become subscribers to solutions previously developed for internal clients
Monday, October 28, 13
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Drupal in theK-12 Business Office
drupal.org: erinclerico • [email protected]
Our First Project
• Central Kitchen Ordering System
• Kitchen manager was retiring
• Position was being eliminated due to budget cuts
• Big part of the job was taking in the orders from our school sites and entering the data into a spreadsheet
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Monday, October 28, 13
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Drupal in theK-12 Business Office
drupal.org: erinclerico • [email protected]
Organizational Buy-in
• Presented our first project to our Technology Advisory Group
• Basic Drupal goodness
• SchoolMeal online ordering system
Monday, October 28, 13
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Drupal in theK-12 Business Office
drupal.org: erinclerico • [email protected]
Organizational Buy-in
• Drupal Fridays!
Monday, October 28, 13
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Drupal in theK-12 Business Office
drupal.org: erinclerico • [email protected]
New Projects
• Asset Tracker
• Tracks workstations and users for help desk techs
Monday, October 28, 13
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Drupal in theK-12 Business Office
drupal.org: erinclerico • [email protected]
New Projects
• BusLogger
• Track in-service spare busses
• Track available substitute drivers & aides
• Log actual driver, aide, bus number per route daily
Monday, October 28, 13
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Drupal in theK-12 Business Office
drupal.org: erinclerico • [email protected]
New Projects
• Staff Tracker
• Satisfies ‘fund accounting’ reporting needs when staff are payed from multiple programs or grants
Monday, October 28, 13
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Drupal in theK-12 Business Office
drupal.org: erinclerico • [email protected]
New Projects
• Online Training
• Short and simple compliance training
• Complete one book, pass one quiz
• Safety Training
• Disaster Preparedness training
• Sexual Harassment traning
Monday, October 28, 13
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Drupal in theK-12 Business Office
drupal.org: erinclerico • [email protected]
Skilled Drupal Workers
• We have very few skilled Drupal site builders and developers available to us in the Bakersfield area
Monday, October 28, 13
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Drupal in theK-12 Business Office
drupal.org: erinclerico • [email protected]
Skilled Drupal Workers
With a venue provided by the Kern County Superintendent of Schools the Bakersfield Drupal Users Group was established this in May of this year.
Monday, October 28, 13
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Drupal in theK-12 Business Office
drupal.org: erinclerico • [email protected]
Essential Tools
• Modules for data-basey stuff
• Views
• EVA
• Embed Views
• Views Filed View
• Entity, Entity Reference
• Entity Reference Pre-Populate
• Entity Token
• Rules
• Context
• Field Collection
• Auto Node Title (+ Token Tweaks!)
Monday, October 28, 13
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Drupal in theK-12 Business Office
drupal.org: erinclerico • [email protected]
Essential Tools
• User Interface/Theming
• CKEditor
• Field Group
• Node form Settings
• Zurb-Foundation
• Zen
• SASS/Compass
Monday, October 28, 13
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Drupal in theK-12 Business Office
drupal.org: erinclerico • [email protected]
Essential Tools
• Devel/Admin/Deploy
• Features + Strongarm
• Backup Migrate
• Feeds module
• Migrate Module
• Devel module
• Module Filter
• Admin Menu
• Coffee (the module!)
• Module Filter
• SASS/Compass
• Vagrant
• Drush
• Site Profiles
• Aegir
• Jenkins (coming soon)
• Apache Solr
• Diet Coke
Monday, October 28, 13
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Drupal in theK-12 Business Office
drupal.org: erinclerico • [email protected]
Essential Tools
• Staff development
• BuildAModule.com
• groups.drupal.org
• Drupal Camps/DrupalCons
• Version control
• BitBucket.org - private git hosting
Monday, October 28, 13
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Drupal in theK-12 Business Office
drupal.org: erinclerico • [email protected]
Thank you
Monday, October 28, 13