Digital Education on Sharepoint at Trinity Grammar School

This slide decks shows Trinity Grammar's journey with Synergy on Microsoft SharePoint.

1. Digital Education at Trinity Grammar School Ben Creamer Synergy Evan Hughes Trinity Grammar School

2. Ben Creamer ANZ Regional Manager, Synergy IT Specialist and trainer for 20 years SharePoint Business Consultant

3. Synergy – SharePoint Consulting and Training

4. Evan Hughes Director of ICT, Trinity Grammar School 27 Years Education IT/ICT experience Mathematics and Computing Studies Teacher for 12 years Technical Project Lead - TNet

5. School Background - Trinity Grammar School L argest Anglican Boys day and boarding School in NSW Enviable reputation and tradition for serving the educational needs of boys and young men since 1913. Outstanding academic results, a caring pastoral program and an emphasis on both traditional and community sports. M ulti-campus environment in Summer Hill and Strathfield ( Syd ) Over 2000 students, ~500 staff and ~1800 families, and a large community of alumni and ‘friends ’

6. Project Background - Trinity Grammar School MS Svrs and clients and ~100 Mac clients IT staff of 7 managing equipment and technical systems Library component housed textbooks (PDF and executable) and other resources ” executable content required locally installed components ” “no clear governance strategy as it had grown through interest or necessity” Intranet - Internal website, forms and shared resources with limited granularity, centralised content mgmt Resources - Network shared drives Not readily accessible externally (VPN) Not easily Searchable Minimal Collaboration

7. Trinity – Project Goals Single Information repository and Consistent Interface Easier Administrative Management of Students Provide Digital Classroom / Portal / Collaboration space Allow access for Staff, Students, Parents and Alumni Provide Doc Mgmt on a common File System Decentralise Content Management – Intranet updates Improve search capabilities throughout the school

8. Trinity – Project Approach Researched other schools / previous solutions Findings showed an LMS and CMS required LMS - Moodle CMS - Joomla, MOODLE; CMS100, MS SharePoint Researched viability of solutions Project team performed Requirements Analysis – 12 meetings over 8 days with all stakeholders Wireframes were then produced to show concepts

9. Project Details Initially SharePoint was only implemented as a CMS Integration with Denbigh SIS/SMS was established During implementation school direction changed iPads to be allocated to Yr 12 and teachers TNet – Launched in Term 4, 2010 on MS SharePoint 2010 Further improvements made and larger release in 2011

10. TNet Homepage – SP2010

11. TNet Portal TNet - Trinity SharePoint Intranet and Portal Sections of TNet Home / Links Admin (Staff / Students) Collaboration– Extra Curricular Teamsites – Staff & faculty sites Virtual Classrooms Mysites / EOL / GSR Parent Portal – Online Reports

12. TNet Collaboration

13. Virtual Classrooms – SP 2010

14. Virtual Classroom Provisioning 1000+ required - Automated PS driven process created Queries information from Denbigh. Exports to an Middle Tier SQL DB Create SP VC Sites Creates and manages AD security Applies customisations Maint Script – Adds / Del’s students from AD (2am) Maint Script 2 – Checks for new VC’s to be created (4am)

15. Virtual Classrooms and iPad Challenges Most students have iPad’s iPads cannot upload files without 3 rd party apps Incoming email and content organiser as a solution iPads = ATT00001.htm file from email attachment Classroom sites have:- Content organiser enabled. Drop off library email enabled with classcode Content organiser rule moves attachment to the Drop Box Files starting with ‘ATT0’ are moved to a ‘Delete Signature’ site. Information management policy in the ‘Delete Signature’ site deletes the ATT00001.htm files

16. Virtual Classrooms – Content Organiser

17. Virtual Classroom - Drop Box Requirements To allow student’s to electronically submit assignments and homework items . Students should not see the content from other students Once submitted students cannot modify their content . Teachers can modify all content to “Mark” assessments

18. Virtual Classroom - Drop Box Solution Each Classroom has a ‘Drop Box’ document library Solution developed to modify perms on files Event handler fires on itemCreated and itemCheckedIn events Breaks permission inheritance / Remove all permissions Grants subsite owners full control Grants the creator read access Thus teachers can mark / modify the submission and students have read only access to only the files they submit. Limited impact of item level permissions as classroom sites are recreated each year and limited number of files uploaded

19. Virtual Classroom - Drop Box permission script

20. Parent portal – Separate Web Application Parents can download student reports / parent data View an aggregated list of homework and announcements (Jnr School) Download students EOL and GSR docs ( Jnr School ) Business data list web part and external content type used to display the report in the portal . Most customised section of TNET

21. Parent Portal – Online Reports

22. SharePoint 2013 Upgrade – Feb 2014

23. TNet User Experience – Design Goals Multiple device support, especially iPads but including all others. Will need to support a future BYOD model Multiple resolutions / Multiple browser types Visually appealing Incorporate the Trinity ‘look’ with core colours

24. Branding and Responsive Web Design

25. SP 2013 Responsive Design Process Wire framing Draft mock-up

26. TNet Homepage Design

27. TNet Homepage Design 2

28. TNet Tablet Design Tablet

29. TNet Phone Design

30. Desktop/Tablet navigation Phone navigation

31. Virtual Classroom – SP 2013

32. The Road Ahead… Incorporating forms and workflow Enabling data integration to the forms and workflow from and to key databases Incorporating Office 365 OneDrive storage Expanding the functionality of the parent portal Extending TNet to service the Alumni and Community groups

33. Lessons Learned / Reflection Set Realistic Expectations when scoping the project Small wins and build on that success Take the staff with you / involve all participants Education is different to corporate Collaboration has improved greatly Services provided to students / parents improved

34. Questions ?

35. Contact Details – Ben Creamer Email [email protected] Phone [phone] LinkedIn au.linkedin.com/pub/ben-creamer/2/453/969 /