The Web Portal Platform - Enabling the Smart Campus of the Future
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The document outlines a strategic vision for implementing a unified web portal platform to create a smart campus environment at Coventry University, emphasizing integrated services, personalization, and collaboration among students and staff. It details the business problems being addressed, including information overload and silos, along with a roadmap for developing and enhancing the portal over multiple years. Key components discussed include identity management, business process improvements, and the use of SharePoint to facilitate this transformation.
The Web Portal Platform - Enabling the Smart Campus of the Future
- 1. The Web Portal Platform - Enabling the Smart Campus of the Future Peter Yeadon Business IT Strategies Email: peter.yeadon@tiscali.co.uk
- 2. 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
- 3. 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
- 4. Vision: A unified Web Platform All users & every user need consolidated in one environment
- 5. 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
- 6. 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 Personalisation Video streaming Personal timetables Student transactions Self-service Scanning Process improvement Business intelligence Automation Dashboards
- 7. SharePoint – Growth 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 Total 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
- 8. 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 & collaboration Alpha 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 Infrastructure and environment Year 2 Year 3 Year 4 People and identity Search and applications 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..)
- 9. SharePoint infrastructure – Phase 1 Infrastructure After 6 mths (8 h/w components) Production Physical server farm SharePoint Server SPS2003 Windows SharePoint Services WSS v2 Development Test/Integration Backup Disaster Recovery Operations Applications and Functions After 24 mths (17 components) SCOM MOSS Farm – virtual front end and application servers SCOM, Quest Recovery Mgr, Data Protection Mgr Student Portal Student Portal Content Repository Marketing website Search Staff Portal Workflow/forms Collaborative sites FE FE AS DB DB DB FE FE AS AS DB DB DB DB VM VM
- 10. SharePoint Infrastructure – the Path Forward Infrastructure 24 months 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 Repository Marketing website Search Staff Portal Workflow/forms Collaborative sites De-commission SPS 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 FE FE AS DB DB FE FE AS AS DB DB DB DB FE FE DB DB DB
- 11. Information Architecture (1) Marketing Website Staff Portal Student Portal Local Intranets Fileshare Replication of Content Documents Images Event list Reusable page content etc Sources (Intranets) Registry Faculties Services Staging Area – Master Content Repository Destinations
- 12. 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 & collaboration Alpha 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 Infrastructure and environment Year 2 Year 3 Years 4 People and identity Search and applications 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..)
- 13. MySites
- 14. User Profile & User Profile Stores Active Directory LDAP Stores Custom Stores
- 16. 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 & collaboration Alpha 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 BI Ac Ex Student Portal on SPS2003 CU Portal migration Marketing Website on MOSS ICE iCoCo Phase 1 Infrastructure and environment Year 2 Year 3 Year 4 People and identity Search and applications Projects Phase 2 ? SP2 SP3 Data Protection Mgr Staff Portal prep BDSO Document and Records Management Test /Dev Environment Install SPS 2003 Farm Administration PORTAL ROADMAP - detailed Accessibility AKS SSO phase 1 My Site pilot Personalisation phase 1 BI pilot Federated Search (Yahoo..) Workflow Pilot
- 17. Integrated Search Service ‘a vision’
- 19. Faceted Search (one of numerous aspects)
- 20. 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
- 21. 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
- 22. 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 & collaboration Alpha 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 Migration Marketing Website on MOSS ICE iCoCo Phase 1 Infrastructure and environment Year 2 Year 3 Year 4 People and identity Search and applications 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..)
- 23. 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
- 24. STAFF PORTAL - Collaboration SharePoint Roadmap & Smart Campus Peter Yeadon, CPDU; Monday 19 th Jan 2009
- 25. STAFF PORTAL – Workflow Finance Pilot – Expense Claims
- 26. Finance Pilot – Expense Claims
- 27. STAFF PORTAL – KPI Tracking
- 28. Web Usage Trends
- 29. Governance
- 30. Evolution of a SharePoint Developer
- 31. Glossary 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 – 3 rd 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.
- 32. 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, 3 rd June 2:15) http://cnav.gettysburg.edu/portal/portal09/PostConference/wednesday.htm
- 33. Enabling the Smart Campus of the Future QUESTIONS? Peter Yeadon Business IT Strategies Email: peter.yeadon@tiscali.co.uk
Editor's Notes
- #7: “ Smart Campus” – marketing term but what does it mean – lots of things, different for different people Portal central to most if not all
- #8: LHS – to look at growth A sharepoint site can be small - figures for the number of sites are not as good as they look! RHS shows that whatever you set out to do you will end up doing more!