the web portal platform - enabling the smart campus of the future

The Web Portal Platform - Enabling the Smart Campus of

the Future

Peter YeadonBusiness IT Strategies

Email: [email protected]

History and vision

• 2005 – review of processes and objectives

• Face to face being replaced by e-connections• Personalise content and services

• Student centred• “Smart” campus and processes• Enterprising place to learn and work• Less bureaucracy• Connect all Schools, Staff and Students

Need an Integrated Web Platform

Business Problems

• Information Overload• Misuse of emails• Business Information trapped in silos• Unknown version of a record or document• Inconsistent look and feel• Slow response to business and user needs• Costly custom development and maintenance• Poor content sharing inside and outside the organisation• Difficult to find the correct content, data and people• Increasing information management risk

Vision: A unified Web Platform

All users & every user need consolidated in one environment

Infrastructure and environment

Year 1 Year 2 Year 3

People and identity

Search and applications

Projects

Build and Maintain Infrastructure for current and next version

SharePoint ROADMAP - simplified

Improve DR and Backup

Personalisation and identity management

Document & Record Management

Support Business Process Improvement

Management Information

Student & Staff Portals & Marketing website

Collaboration & portal-to-go

Smart Campus

Digital forms

Video streaming

Room allocation

Classroom technology

Smart cards

Single sign-on

Lecture broadcasts

Social networks

Search Onboarding

Business planning data COTS System

integration

Learning services

News service

PersonalisationVideo

streamingPersonal

timetablesStudent

transactions Self-service

ScanningProcess

improvement

Business intelligence Automation Dashboards

SharePoint – GrowthTotal After 1 year 2 years 2.5 to 3 years

Sites 150 300 500-750

Portal sites 120 240 300-400

Collaborative sites

30 60 150-250

Local administrators

30 Over 50 Over 75

Local contributors

50 Over 150 Over 250

Avg. daily hits on Students Portal: term time

13K ~24K Maintain it

Avg. daily hits on Students Portal: non-term time

7K ~11K Improve it

Avg. daily hits on Marketing Website

7K Improve it

Indexed items for search

80K 150K 250K – 500K

Content size 10GB in 3 years 50GB in 6 months

250GB in 1 year

After 12-18 months we could already …• Create staff intranets

– EC– CSAD

• Set up and monitor KPIs and simple BI, eg…– for the Academic Exec site– Issue tracking

• Set up Business Process Management workfow/forms and applications, eg– Expense Claims (pilot with Finance)– Process to assist performance assessment reviews– Marketing “Shop” for Branded Promotional Items– Event Management– Student Union e-Voting– Students Reps Nomination Process

• Search almost anything in digital form held in..– StaffNet, Marketing website and university portals– Staff intranets and the internet– Active Directory (ie people search)

• Provide students with shared sign-in between the Portal and the VLE

• Create dual sites (collaboration/publication) wherever they add value, eg– ICE – iCoCo

• Distinguish between staff , students and external identities

Business Process & BDC

Integrate user profiles (Library, SRS, LOB apps)ILM

Decommission

DR farm

Technical Governance

MOPPS ?

Lean Process Workflows

Search fileshare, LOB systems

Plan for v4

Staff Portal on MOSS 2007 – content & collaborationAlpha

Student Portal on MOSS2007 - content

Marketing Website - development and content

MOSS Build 2

Marketing Website (courses)

DPM for BU and DR

Quest Recovery Mgr

MOSS scaling-out; Performance, Security, Capacity

MOSS Build 1

Single content repository Project Management (Project Server)

My Sites for Staff

SSO (Library, CMIS, HR)

Personalisation - Profile Store

Business Intelligence (reporting cubes)

Search portals and Staffnet

Workflow Pilot

BI Ac Ex

Student Portal on SPS2003 CU Portal migration

Marketing Website on MOSS

ICE

iCoCo Phase 1



People and identity


Projects

Phase 2 ?

SP2 SP3

Data Protection Mgr

Staff Portal prep

BDSO

Document and Records Management

Test /Dev Environment

Install

SPS 2003 Farm Administration

SharePoint ROADMAP - detailed

Accessibility AKS

SSO phase 1

My Site pilot

Personalisation phase 1

BI pilot

Federated Search (Yahoo..)

SharePoint infrastructure – Phase 1

Infrastructure

After 6 mths (8 h/w components)

FE FE

AS

DB DB

DB

FE FE

AS AS

DB DB

DB

DB

Production Physical server farm SharePoint Server SPS2003 Windows SharePoint Services WSS v2

Development

Test/Integration

VM

Backup

Disaster Recovery

Operations

Applications and Functions

After 24 mths (17 components)

VM

SCOM

MOSS Farm – virtual front end and application servers

SCOM, Quest Recovery Mgr, Data Protection Mgr

Student Portal Student Portal Content RepositoryMarketing website SearchStaff Portal Workflow/formsCollaborative sites

SharePoint Infrastructure – the Path Forward

Infrastructure

24 months

FE FE

AS

DB DB

FE FE

AS AS

DB DB

DB

DB

FE FE

DB DB

DB

Production Physical SPS 2003 server farm PLUS Virtual MOSS2007 farm

Development/Test/Integration

Backup

Disaster Recovery

Operations

Applications and Functions

Years 4-5(64-bit architecture)

SCOM, Quest Recovery Mgr,Data Protection Mgr

Student Portal Content RepositoryMarketing website SearchStaff Portal Workflow/formsCollaborative sites

De-commissionSPS 2003 server farm

30 months

Virtual environment on physical blades

AvePoint Replication

DR Farm

MOSS v4

Business Intelligence, Business Process Management, Project Server, Identity Lifecycle Manager, Identity

Management, Performance Point Server

CorasWorks

Information Architecture (1)Marketing WebsiteStaff PortalStudent PortalLocal IntranetsFileshare

Replication of Content• Documents• Images• Event list• Reusable page content• etc

Sources(Intranets)

RegistryFaculties

Services

Staging Area – Master Content Repository

Destinations



Decommission

DR farm


MOPPS ?



Plan for v4




MOSS Build 2


DPM for BU and DR

Quest Recovery Mgr


MOSS Build 1


My Sites for Staff





Workflow Pilot

BI Ac Ex



ICE

iCoCo Phase 1


Year 2 Year 3 Years 4

People and identity


Projects

Phase 2 ?

SP2 SP3

Data Protection Mgr

Staff Portal prep

BDSO



Install



Accessibility AKS

SSO phase 1

My Site pilot


BI pilot


MySites

User Profile & User Profile Stores

Active Directory LDAP Stores

Custom Stores

Identity Management



Decommission

DR farm


MOPPS ?



Plan for v4




MOSS Build 2


DPM for BU and DR

Quest Recovery Mgr


MOSS Build 1


My Sites for Staff





BI Ac Ex



ICE

iCoCo Phase 1



People and identity


Projects

Phase 2 ?

SP2 SP3

Data Protection Mgr

Staff Portal prep

BDSO



Install


PORTAL ROADMAP - detailed

Accessibility AKS

SSO phase 1

My Site pilot


BI pilot


Workflow Pilot

Integrated Search Service ‘a vision’

Information Architecture(2)

Faceted Search (one of numerous aspects)

People Search (1)

View by relevance or social distance

Refine results using various properties

Search people outside the organization

Personalized Search

Advanced Customizable People

Search Options

Information Privacy Controlled

People Search (2)Not only find the person or people s/he knows but also find what that person has been working on, sites they are a member of plus a lot more.

We are talking about a search which doesn't only find explicit knowledge but also tacit knowledge



Decommission

DR farm


MOPPS ?



Plan for v4




MOSS Build 2


DPM for BU and DR

Quest Recovery Mgr


MOSS Build 1


My Sites for Staff





Workflow Pilot

BI Ac Ex

Student Portal on SPS2003 Migration


ICE

iCoCo Phase 1



People and identity


Projects

Phase 2

SP2 SP3

Data Protection Mgr

Staff Portal prep

BDSO



Install



Accessibility AKS

SSO phase 1

My Site pilot


BI pilot


• Recognise users as individuals with consistent privileges and security applied across all systems (provided you start by logging into the portal)• Invoke single sign-on with all LOB applications, eg HR, Time-tabling, etc• Search Library systems from the portal(s)• Provide students with a personalised dashboard of all their transactions• Build workflows, eg for post-bid mobilisation, for course approval and for general purchasing, plus support of Lean Process working group recommendations (as appropriate) etc• Offer and build portals in support of bids• Enable My Sites for staff for enhanced community and efficiency• Introduce self-service applications via the portal(s)• Enhance management reporting cubes and dashboards• Personalise the portal information flow (avoid information overload)• Increase collaboration exponentially• Meet future demand and growth

NB: THESE ARE ALL CONSISTENT WITH SMART CAMPUS OBJECTIVES

SharePoint ROADMAP – Year 3 onwards

STAFF PORTAL - Collaboration

SharePoint Roadmap & Smart Campus Peter Yeadon, CPDU; Monday 19th Jan 2009

STAFF PORTAL – WorkflowFinance Pilot – Expense Claims

Finance Pilot – Expense Claims

STAFF PORTAL – KPI Tracking

Web Usage Trends

Governance

Evolution of a SharePoint Developer

• EC – Faculty of Engineering & Computing• CSAD – Coventry School of Art & Design• KPI – Key Performance Indicators• BI – Business Intelligence• Staffnet – old staff intranet on old CMS• CMS – Content Management System• Active Directory – Microsoft’s primary store of user information• CU Portal – the Student Portal• CUOnline – Coventry University’s LMS• ICE – Institute of Creative Enterprise• iCoCo – Institute for Community Cohesion• MOSS – Microsoft Office SharePoint Server 2007 (version 3)• Data Protection Manager – a tool for backup and recovery• BU – business units• DR – disaster recovery• DR farm – a set of servers (virtual or otherwise) to enable the required DR functionality• Quest Recovery Manager – a tool to speed up recovery times• SPn – service pack n (software upgrade)• v4 – next version of SharePoint, now known to be called MOSS 2010

• SPS 2003 – version 2 of SharePoint. SharePoint Portal Server combines with WSS (Windows SharePoint Server) at version 2.• SSO – Single Sign On• CMIS – a timetabling system• HR – Human Resources, or a system needed by HR• ILM – Identity Lifecycle Manager• SRS – Student Record System• LOB – line of business• AKS – Accessibility Kit for SharePoint• BDC – Business Data Catalogue for importing data into MOSS• Ac Ex – Academic Executive• MOPPS – MS Office Performance Point Server (enterprise BI tool)• BDSO – Business Development Support Office• Alpha – alpha release of a (portal) solution• h/w – hardware• Avepoint replicator – 3rd party tool for content replication• LDAP – Lightweight Directory Access Protocol (look it up!)• Live@edu – online email and storage for students (from Microsoft)• Pebblepad – an e-Portfolio system• BMS – Building Management System• RFP – Request for Proposal• RSS – Really Simply Syndication• Infopath – a Microsoft application for online forms and embedded intelligence.

Glossary

Portal Strategy

An extended version of this presentation (with a rather poor quality audio track) can be found on the post conference website of the 2009 HE Portal Conference hosted at Gettysburg College, US. (Wed, 3rd June 2:15)

http://cnav.gettysburg.edu/portal/portal09/PostConference/wednesday.htm

Enabling the Smart Campus of the Future

QUESTIONS?

Peter YeadonBusiness IT Strategies

Email: [email protected]

the web portal platform - enabling the smart campus of the future

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