Hwb+ Summer Rollover Guide

Transcription

1 Help File Hwb+ Summer Rollover Guide Customising My Gadgets 1 H-HWB-008 v1.0

2 This page is intentionally left blank Hwb+ Summer Rollover 2 H-HWB-401

3 CONTENTS Introduction... 4 Overview... 5 Provisioning (Full details are in Section 1 of this guide.)... 5 Class sites / data migration... 5 Further Advice... 5 Rollover Process Flowchart... 6 Section 1: User Provisioning... 7 Connect Tool... 7 How it works:... 7 Considerations:... 7 Schools Provision Own Users Using Web Parts... 7 How it works:... 7 Managing the User Credential List on the Admin Site... 8 Section 2: Data Migration... 9 Section 3: Request for staff school move Appendix A: Exporting Content Exporting Files or Folders from a Picture or Document library Exporting items from lists Copying Wiki Page Exporting Blog posts and comments Appendix B: Guide to Export Grades Introduction To Customising Secondary gadgets Primary Schools Making Changes TABLES Table 1: Data Migration Table 2: Data Migration Files Stored in Sites or OneDrive Table 3: Data Migration Assignment Data in Class Sites Hwb+ Summer Rollover 3 H-HWB-401

4 INTRODUCTION LP+ has provided this guide for school Digital Champions to communicate to teachers and students how they can provision their new users for the new academic year, create new classes and allocate users to them and migrate any data that is necessary. There are three sections: Section 1 of the document refers to user provisioning for the new academic year - please contact Hwb+ Support Desk if you are unsure of the most appropriate option for your user provisioning. Section 2 of this document handles issues related to data migration. This section of the document works on the principles of user scenarios. The reader of the guide should select which scenario applies to different user groups and issue the relevant guidance for migration of the various data types: Files (stored within specific platform areas) Assignments Stored in Class Sites (managed through SLK) Information is provided for three scenarios: 1. Users moving to a different class within the same school The following guidance and associated actions will ensure that learners moving between classes or year groups will still be able to access their , files and assignment data in the new academic year. 2. Users moving to a different school/local authority The following guidance and associated actions will ensure that learners or staff moving to a different school, will still be able to access their , files and assignment data after their move. 3. Users moving to a different school/organization outside of Hwb+ The following guidance and associated actions will offer continuity of provision and access to files and assignment data for learners moving to a different school or organisation, outside of Hwb+. On request, a user guide can be made available to help users download data from their Hwb+ sites. Section 3 of the document refers to the identities of any staff that are moving between Hwb+ schools in the same or different Local Authorities. This table should be filled in and returned in conjunction with any other table on the system. NOTE: FOR STAFF MAILBOXES YOU WILL NEED TO NOTIFY THE SUPPORT DESK SHOULD A STAFF MOVE SCHOOLS AND THE SCHOOL WISHES THAT THEY RETAIN THE MAILBOX. YOU CAN PERMANENTLY DELETE OR ARCHIVE STAFF MAILS IF USING OUTLOOK CLIENT. PLEASE SEE SECTION 3 FOR MORE DETAILS. FOR STUDENT MAILBOXES THEY WILL BE AUTOMATICALLY MOVE BETWEEN SCHOOLS IN THE SAME LOCAL AUTHORITY. Should you have any queries about the process, please do not hesitate to contact the Hwb+ Support Desk is always available to provide advice and assistance where it can and is available via: Support Web Portal: Tel: supportdesk@hwbsupport.net Hwb+ Summer Rollover 4 H-HWB-401

5 OVERVIEW Before the Summer Rollover the follower areas need to be considered When does your schools complete the year end? Have all new classes been set up and learners allocated? Are changes being made to class or subject names? Do all existing and new staff have Staff Codes unique to your school? Have all learners been given a UPN? (N.B. UPN is not transferred to Learning Possibilities, but is an essential part of creating the hashed UniqueID) How much historic work do you wish to retain or transfer to any new class / subject? This work can begin prior to the Summer Rollover. Once these checks are complete you can then continue with the provisioning. Provisioning (Full details are in Section 1 of this guide.) Most schools will have the Connect Tool (CT) set up by their Local Authority (LA) to run on a regular schedule. This can be run manually if you are ready before the next scheduled task and you would need to contact your LA to confirm when it could be run, or whether you can run it yourself. N.B. updated classes and class membership will not be fully provisioned until 1 st September, when your MIS usually unlocks this data. New users will appear in the User Credentials List on the Admin area of your site. If members of staff are leaving your school to move to another school within your LA then please also refer to Section 3. Class sites / data migration Depending on changes your school has made to the names of classes or subjects then new sites may have been created. E.G. if a year 5 class last year was called Badgers on the MIS, but this year is called Squirrels then a new class site called Squirrels will be created. The old class site will still be available to Digital Champions but the schools will have to consider whether old class sites are archived (and content removed) or whether they move content to the new site. When users move classes or move schools then consideration needs to be taken about access to class / subject / custom sites, their files on OneDrive and their Hwbmail account. Full details are in Section 2 of this guide. If content needs to be exported for archive purpose, or for re-adding to a new class / subject sites then details can be found in Appendix A. If grades need to be exported from SharePoint Learning Kit (SLK) then details can be found in Appendix B. Further Advice We recommend you complete a full review of changes to your MIS to understand how it may affect your Hwb+ site next year. We also recommend that you read the entirety of this document for full advice and guidance. A flowchart is provided below to assist with the rollover process. Hwb+ Summer Rollover 5 H-HWB-401

6 ROLLOVER PROCESS FLOWCHART Start: Rollover process Has the Connect Tool been configured and scheduled to run? No Configure and schedule to run the Connect Tool. Stage: 1 LA/school responsibility Yes Stage: 2 LA/school responsibility Ensure usual year end procedure is undertaken in MIS. Stage: 3 LP Connect Tool Connect Tool runs according to the scheduled task (stage 1). Stage: 4 LP Connect Tool Class or subject sites and users created Any change of class or subject names in MIS? Yes Digital Champions or teacher responsible for migration as required Stage: 5 School responsibility No Secondary school? Yes See SLK section in LP rollover guide Stage: 6 School responsibility No Stage: 7 LA/school responsibility Connect Tool logs checked for any errors End: Rollover process Hwb+ Summer Rollover 6 H-HWB-401

7 SECTION 1: USER PROVISIONING Learners and staff joining Hwb+ or moving to a new class/year group will need to be provisioned. The provisioning process is important as it ensures that: Users have the correct permissions on the Hwb+ platform Users are provisioned into the correct classes Teachers and learners have the correct relationships with each other The provisioning process also carries out data integrity checks to ensure users are uniquely identified and accounts have been correctly created. The process allows reports to be auto-generated and available for the Connect Tool Administrator to allow data checking/cleansing. NOTE: ALL NEW USER CREDENTIALS CAN NOW BE FOUND IN THE ADMIN AREA, IN THE USER CREDENTIALS LIST OF YOUR PLATFORM. HWB+ SUPPORT DESK DOES NOT COLLATE USERNAMES AND PASSWORDS FOR SECURITY REASONS. WE CAN HOWEVER RESET BULK USER PASSWORDS ON REQUEST AND CAN BE SCHEDULED. THE SCHOOL DIGITAL CHAMPION WOULD BE RESPONSIBLE TO MANAGE THE USER CREDENTIAL LIST IN THE ADMIN SITE. To provision new users for the beginning of the academic year, schools have two options: Connect Tool Changes to MIS systems are frequent throughout the year and manually updating this information is both time consuming, laborious and often results in mistakes caused by human error. With the Connect Tool, as your MIS system updates, so will your Hwb+ platform keeping you informed of changes as they happen. HOW IT WORKS: The Connect tool is installed on a local machine at the school or centrally via the Local Authority. It then automatically extracts users details from your MIS system based on when the schedule is set to run. These users details are then sent to Hwb+ with the information that the accounts are created or updated. The process is highly secure and runs in the background. It does not impact the use of the platform. NOTE: CLASSES AND CLASS RELATIONSHIPS CANNOT BE RUN UNTIL 1 ST SEPTEMBER, WHEN YOUR MIS UNLOCKS THIS DATA. Instructions for the MIS tools, and the download location, is available for LA staff from the Hwb+ support desk or through Manage Engine link here. Please ensure you install the relevant Connect Tool dependent on your school type and MIS system. CONSIDERATIONS: Any student who already has an Hwb+ account and moves between Hwb+ schools within their Local Authorities will be added to your school and you will be notified in a log from which school they have moved from. Schools Provision Own Users Using Web Parts Some schools wish to retain control of student data and opt to provision users directly. T h e A d m i n a r e a o n y o u r Hwb+ s i t e has b e e n provided with web parts that allow the creation of users the Hwb+ platform. HOW IT WORKS: The school decides when their MIS data is ready to be exported into the provisioning tool. The school would manually run a report based on the schema provided by Hwb+ Support which will produce csv files. These csv files can then be uploaded via the admin webparts on the admin site of the platform. This runs a 10 minute process which will provision users, classes and class relationships. Considerations: Hwb+ Summer Rollover 7 H-HWB-401

8 When your data is ready you can process it yourself You will need to run reports and provision users every time a new user is required or a user changes groups You will need some MIS and Hwb+ administration knowledge NOTE FOR ALL OPTIONS LEAVERS WILL NOT BE IDENTIFIED OR DELETED IN THE USER CREDENTIAL LIST. LAS/SCHOOLS WILL NEED TO CONTACT THE HWB+ SUPPORT DESK TO CONFIRM PERMANENT DELETION OF ANY USERS WHO HAVE LEFT THE EMPLOYMENT OF THEIR LA/SCHOOL AND NO LONGER NEEDING ACCESS TO THEIR HWB+ SITE. THESE LEAVERS WILL NEED TO CONSIDER THE MIGRATION OPTIONS IDENTIFIED IN THIS DOCUMENT. Managing the User Credential List on the Admin Site In order to manage your users, please see the accompanying document Managing and Maintaining the User Credentials List link here Please note only a school administrator has full control to manage the user credentials list. Hwb+ Summer Rollover 8 H-HWB-401

9 SECTION 2: DATA MIGRATION TABLE 1: DATA MIGRATION Description Actions Required Hwb Support Actions Same school/different class Users will still be able to access their when provisioned to new classes. No action required. Archiving of old should be considered. We will ensure that data follows the user and is accessible through the relevant areas of Hwb+. The connect tool will identify which students have moved schools within Hwb+ and LA/School to notify Hwb support desk of staff movement. New school in Hwb+ allocate these n e w s t u d e n t s to your school so that their mailbox will follow them. Staff movers will need to be submitted by the LA/School and scheduled to be moved by the support desk. Their mailboxes will follow them to their new school if this action is completed. Archiving of old should be considered. NOTE: The existing mailbox and its contents will follow the user to their new school. Any confidential data relating to the school held by that account should be destroyed or passed to the relevant person taking over the role by the account holder when necessary. We will ensure that data follows the user and is accessible through the relevant areas of Hwb+. Archiving of old should be considered. Action required by school site administrator, Staff Users and Student Users. New school outside Hwb+ Hwb+ Student leavers need to arrange archiving of any mail. Staff will need to arrange archiving of any mail If using Exchange Online, Staff/Students will need to forward all Hwb+ mail which they wish to retain to their new mail account. If using Outlook Client, Staff/Students Hwb+ Support will provide end user support as necessary. will be able to save mails to a.pst file and upload as required to their new mail account. We also recommend that the user does the same with all contacts. Hwb+ Summer Rollover 9 H-HWB-401

10 TABLE 2: DATA MIGRATION FILES STORED IN SITES OR ONEDRIVE Files Stored in Sites or OneDrive Description What we Require What we will do Same school/different class Users will still be able to access their files when provisioned to new classes. OneDrive will remain No action required. Archiving of old files should be considered. Hwb+ Support will provide end user support as necessary. with the o365 account If a user is moving to a new Hwb+ school, then relevant user files should No action required if files stored in OneDrive be stored in the users Archiving of old files should OneDrive. be considered. New school in Hwb+ NOTE: Any custom permissions that have been given to users who are moving between Action required by school site administrator and users. Leavers will need to upload relevant files to Hwb+ Support will provide end user support as necessary. schools in your school platform will be kept unless physically removed by a site administrator their OneDrive. Remove any custom permissions given to users that have left. Action required by school site administrator and Users. New school outside Hwb+ Files will need to be downloaded from Hwb+ and OneDrive and migrated by the end user. All users will need to download local copies of their files from Hwb+ and OneDrive using the guide provided. Hwb+ Support will provide end user support as necessary. Students leaving Education in Wales will lose access to OneDrive. Hwb+ Summer Rollover 10 H-HWB-401

11 TABLE 3: DATA MIGRATION ASSIGNMENT DATA IN CLASS SITES Assignment Data in Class Sites Same school/different class Description What we Require What we will do Some teachers use class sites to access SLK and manage student assignments including distribution, tracking, return, etc. In this situation, grades and the assignments themselves are stored within class sites. When students move class, their access to class sites will naturally need to change and therefore action is required if students are to retain the permissions to access old grades and assignments. Action required by school site administrator. School site administrators will need to issue instructions to change permissions on class sites if they do not want users to access previous class data. NOT delete class sites or assignments. We will ensure that students and teachers retain read access to any previous class sites and to historical assignment data as they progress to the NB: School site administrators should next academic year group. Action required by school site administrator and teachers. New school in Hwb+ Some teachers use class sites to access SLK and to manage student assignments including distribution, tracking, return, etc. In this situation, grades and the assignments themselves are stored within class sites. When a student moves school, their access to class sites will be removed and therefore action is required if grades and assignments are to be migrated. Grades Grade data associated with assignments will need to be exported. School site administrators will need to issue instructions for export of grades to teachers. Teachers will need to export grades for individual students using the guide provided. This data should then be provided to students for upload OneDrive. NB: School site administrators should NOT delete class sites which contain data to be migrated. Hwb+ Support will provide end user support as necessary. Hwb+ Summer Rollover 11 H-HWB-401

12 Assignment Data in Class Sites Description What we Require What we will do Action required by school site administrator and teachers. Some teachers use class sites to access SLK and to manage student assignments including distribution, tracking, return, etc. Grades Grade data associated with assignments will need to be exported. In this situation, grades and the School site administrators will need assignments themselves are stored New school outside Hwb+ to issue instructions for export of within class sites. grades to teachers. When a student leaves Hwb+, their access to class sites will be removed and therefore action is required if grades and assignments are to be migrated. Teachers will need to export grades for individual students using the guide provided. This data should then be provided to students. NB: School site administrators should NOT delete class sites which contain data to be migrated. Hwb+ Support will provide end user support as necessary. Hwb+ Summer Rollover 12 H-HWB-401

13 SECTION 3: REQUEST FOR STAFF SCHOOL MOVE To grant permission to move a staff member s Hwb account to a new school please send this completed table to the Service Desk (supportdesk@hwbsupport.net) from the school account of the Headteacher of the school the teacher is leaving. This takes approx. 5 days to complete from raising the request to ensure that O365 mailbox and settings are fully updated. Staff member s name Former School Name Former School DfES Number (7 digits) (NB this can usually be found via mylocalschool.wales.gov.uk) Former Account Username New School Name New School DfES Number (7 digits) New account username New school Staff Code (usually staff initials for unique ID in MIS) New School Employee Number As Headteacher of (please insert school name) school, I hereby give permission for the above account to be moved. Headteacher Name: Date: NB. Please do not include any passwords in any written communications. Service Desk servicedesk.hwbsupport.net supportdesk@hwbsupport.net Tel: Hwb+ Summer Rollover 13 H-HWB-401

14 Please remember to perform the following for any movers:- Have their user admin rights removed (including Site Collection Admin) this needs to be requested by from a school account to supportdesk@hwbsupport.net 1. Ensure their permissions are removed from all sites. Add to your schools URL by adding the following after the school name /_layouts/people.aspx?membershipgroupid=0&filterfield1=contenttype&filtervalue1=per son for example rshipgroupid=0&filterfield1=contenttype&filtervalue1=person a) You will now see a list of all users on your site in batches of 30. You can either find the user by scrolling using the left and right arrows on the bottom of the page. You can also hover the title name and click the drop down you will see a list off the users. b) Once you find the user you would like to delete tick the check box on the left of the name. c) To delete drop down the actions button and click delete users from site collection Hwb+ Summer Rollover 14 H-HWB-401

15 APPENDIX A: EXPORTING CONTENT 1 Exporting Files or Folders from a Picture or Document library How to save files/folders in a document/picture library to a local network folder (on your computer/network) 1. Navigate to the document library. Bring up the Library Tools ribbon by clicking on the right hand side of the document library s title, as below FIGURE 1 EXPORTING FROM A DOCUMENT LIBRARY 2. In Library Tools click Library, this will bring up the library ribbon, as shown below. Click Open with Explorer. FIGURE 2 OPEN WITH EXPLORER 3. This will display a pop up requesting the user to allow access to open the content, to avoid this from reoccurring the user can select the check box option to not show the warning program again. The user must click on the Allow button to view the files. Hwb+ Summer Rollover 15 H-HWB-401

16 FIGURE 3 INTERNET EXPLORER SECURITY 4. Create a new folder locally for you to save the work in a centralised area, for example within the documents library, select the New Folder button from the top menu bar as displayed below. FIGURE 4 CREATE A FOLDER 5. Select all files and folders you would like to export, drag and drop the items onto the new folder created in step 4. FIGURE 5 EXPORT FILES Hwb+ Summer Rollover 16 H-HWB-401

17 Note: You will need to complete these steps for all libraries you wish to move data from. Windows Explorer view requires the client machine to have installed as a minimum the Windows XP SP2 operating system and Internet Explorer 7 or a higher version. Original assignments should be left to preserve SLK meta data. 2 Exporting items from lists How to export list items details into an Excel spreadsheet. 1. Navigate to the list you would like to export items from. 2. Show the library ribbon by clicking Library under List Tools and click Export to Excel. FIGURE 6 EXPORT TO EXCEL 3. On clicking Export to Excel a pop up will appear which will ask you to save or open. Click Save, this will bring up another pop up, below; choose the location and click Save. The file must be saved in an area where it can be easily found. Hwb+ Summer Rollover 17 H-HWB-401

18 FIGURE 7 SAVE FILES 4. Double click this file to open, a pop up box will prompt you a security message, click Enable. FIGURE 8 MICROSOFT SECURITY NOTICE 5. A screen requesting authentication will appear type in the username and password you use to log onto the platform and click Log On. The list will open with Excel, Office 2003 or above is required. Hwb+ Summer Rollover 18 H-HWB-401

19 FIGURE 9 HWB AUTHENTICATION LOGIN FIGURE 10 EXPORTED LIST Note: Ensure you export from the view that contains all the information you require. Hwb+ Summer Rollover 19 H-HWB-401

20 3 Copying Wiki Page How to copy information saved on a wiki site to a document. 1. Navigate to the Wiki page you would like to copy. 2. Click on Page, click Edit from the top ribbon. FIGURE 11 EDIT WIKI 3. When you are in edit mode, highlight the content area you wish to copy, then select Ctrl and C keys simultaneously to copy the content. FIGURE 12 COPY WIKI Hwb+ Summer Rollover 20 H-HWB-401

21 4. Open a Word document and paste the content by clicking Ctrl and V keys simultaneously. Save the word document. FIGURE 13 WIKI TEXT Note: References to images & links will be lost but you can export images from picture library as per section Exporting Blog posts and comments How to export information stored within a blog site to an Excel spreadsheet. 1. Navigate to your blog pages, Under Blog Tools select the Manage posts or Managing Comments, below example is for managing posts but the steps are the same for both post and comments. Hwb+ Summer Rollover 21 H-HWB-401

22 FIGURE 14 EXPORTING BLOG 2. A list view of all the blogs alongside the blog properties will be displayed as below: FIGURE 15 BLOG PROPERTIES 3. Select the required blog lists which needs to be exported by ticking the check boxes on the right of the document. The same steps as before must then be applied to export the blog post, by selecting the List tab from the top ribbon and selecting Export to Excel. The Blog posts will then be exported to an Excel sheet. Hwb+ Summer Rollover 22 H-HWB-401

23 FIGURE 16 EXPORT TO EXCEL Should the user wish to export the body of the Blog, the following steps must be taken: 4. Show the library ribbon by clicking Library under List Tools and click Modify View. 5. The Blog properties view will be displayed with a list of all the column names. The user can click on the Body check box to include the Body of the blog within the list view or any of the other available columns they wish to be displayed. Hwb+ Summer Rollover 23 H-HWB-401

24 6. The user must scroll down and click the OK button to save the changes. This will modify the list view as below and allow the user to export the Blog with the body text as done in steps 1-3. Hwb+ Summer Rollover 24 H-HWB-401

25 APPENDIX B: GUIDE TO EXPORT GRADES 1. The teacher can export submitted assignments by clicking on the Grade icon for any particular subject from the Subjects Page within the Overview tab. FIGURE 17 GRADEBOOK 2. The teacher can filter the results by Year or/and Class by ticking the required checkbox and clicking on the Submit button. This will provide the teacher with a grid list of all the assignments alongside the grades and any comments which have been associated per assignment within the view. (Refer to Fig 18 Assignment grades). 3. The teacher can view each student within that particular subject Year or Class alongside all the grades obtained for each assignment as demonstrated in the example below: Hwb+ Summer Rollover 25 H-HWB-401

26 FIGURE 18 ASSIGNMENT GRADES FIGURE 19 DOWNLOAD LINK FOR EXPORT Hwb+ Summer Rollover 26 H-HWB-401

27 4. By clicking on the Download link, the assignments which have been filtered above can be exported to Excel. 5. The following pop up message will appear once Download has been clicked. The user has the option to Open, Save or Cancel the export. 6. On click of Open, the file will be opened in Excel displaying each Class, Student, Assignment, and grade. A sample extract below: FIGURE 20 EXPORTED GRADES Note: The Assignments List webpart will display the assignemt information for the current academic year 1. INTRODUCTION TO CUSTOMISING SECONDARY GADGETS Customizing the gadgets which are available on Hwb+ can be done with a few easy steps. This guide explains how you can add or remove gadgets (or links) to web-based content / tools for specific groups of users. The screen layouts and images in this document do not include the surrounding framework in which they are placed and are for illustrative purposes only. 2. PRIMARY SCHOOLS Gadgets for Primary Schools are currently globally controlled. Any customisations would need to be Hwb+ Summer Rollover 27 H-HWB-401

28 requested via WG. 3. MAKING CHANGES Once an admin user logs into their Hwb+ platform they are directed to the Home page of their secondary site. At the bottom of the Home page, users can see the webpart which will allow them to navigate to gadgets. The gadgets shown are displayed according to the Group setting for that particular gadget in the LP4GadgetConfig list. For secondary schools, there will be no gadgets populated. These will need to be created and assigned by the digital champion for the school. To change the gadgets which are visible on the gadgets web part view, an admin user who has the permission to this site must click on Site Actions > View All Site Content. Under the Lists table, there is a library called LPGadgetConfig. These gadgets are labelled gadget1 to gadget10. A maximum of 10 gadgets can be added to the site. The titles of these gadgets should not be modified, as this would affect the functionality of this web part. Hwb+ Summer Rollover 28 H-HWB-401

29 To activate or disable a gadget the user must click on the required gadget, the following options window will pop up on a separate window: The Title of the gadget will be gadget1, gadget 2, etc. As previously mentioned, these will have to remain the same title. The Href is the URL or web address of where you want the gadget to point to, for example, if you created a google gadget, you would set the Href to The Target value controls how the link opens. If nothing is entered here then it opens in the current window. If you set it to _blank then it would open in a new window. The Group is the SharePoint groups who will have access to that gadget. These are separated by a comma. There should be no spaces between the commas and the SharePoint groups. Copy the name of Hwb+ Summer Rollover 29 H-HWB-401

30 the groups from the Site Permissions list. The following groups control the following users in a school: Owners are the admin users this would appear as <school number> Home Owners Members are the staff users this would appear as <school number> Home Members Visitors are the student users this would appear as <school number> Home Visitors The images need to be 104 pixels in width and 102 pixels in height. It is best to upload these as pngs so that they have a small file size. If you want any text to display with the gadget, you will need to place it in this image. The image name will need to be the same as the title for the gadget, e.g. if you create a google gadget as gadget1, the image will need to be stored as gadget1. The images for the gadgets are stored in the following locations: English: g/ Welsh: g/ Support Web Portal: Tel: supportdesk@hwbsupport.net Hwb+ Summer Rollover 30 H-HWB-401