QM Systems Overview: A 360° Perspective 2011 © MarylandOnline, Inc., All rights reserved.

Agenda  Overview of QM’s key internal and external systems  QM Systems – Internal/External Inputs & Data Flows  Alfresco Document Management System  Drupal – QM Public Website  QM Data Internal Uses  MyQM – External Uses  Training Registration System Processes  CRMS – (Course Review Management System)  Moodle – QM Online Classroom

System Links  Alfresco:  Drupal:  QM Data: *  MyQM: *  CRMS: *  Moodle:  QM Google Mail:  K-12 Systems: QM Data: * MyQM: * CRMS: * Moodle:

QM Staff Internal Inputs Staff upload documents to Alfresco. Website content is created and published in Drupal. Enterprise data is entered into QM Data: o Institutions o Individuals o Training Types / Sessions o Subscriptions o Internal Tickets/Tasks Courses are cloned in Moodle. Courses are authored / developed in SoftChalk.

QM User External Inputs Users complete some web forms, comment on posts, participate in discussion forums (public and within organic groups) in Drupal. Individuals update contact information and peer reviewer information in MyQM. Course review applications, faculty developer worksheets, and course reviews are completed in the CRMS. Participants complete course work and facilitators grade work in Moodle.

QM Systems Data Flow Documents loaded to Alfresco are shared with others on Drupal. Data entered in QM Data by staff and through systems are shared with users in MyQM. Users update profiles in MyQM and changes are reflected in QM Data. Course reviews started in the CRMS update records in QM Data and MyQM. Training registration begins with a QM Data / MyQM account. Registration details automatically sync to Moodle. Training history is updated in QM Data and MyQM when facilitators log rosters/completions (in MyQM). Course completion certificates and course review certificates/logos available in MyQM. Users log in to MyQM to access private content in Drupal (organic groups).

Alfresco: Document Management System QM uses Alfresco Share to store and organize internal documents that are used by staff. Alfresco Share Sites are used by functional and project teams to collaborate. The Alfresco Share Dashboard is shown below and can be customized to display all personal Alfresco items at a glance.

Alfresco: Document Management System The Quality Matters Program Team Site is for all staff and includes a shared Calendar for resource scheduling. All Share Sites include the Site Dashboard (shown below), Wiki, Blog, Document Library, Calendar, Links, Discussions, Data Lists, and Members. Membership to a Share Site is through Invites sent by a Site Manager. Each member of a Share Site is assigned privileges specific to their role on that Site: Manager, Collaborator, Contributor, Consumer. Both staff AND external users can be members of a Share Site.

Alfresco: Document Management System Documents are stored in the Share Site’s Document Library, inside subject-specific folders. Uploading Documents: Firefox or Chrome Editing Documents Online: Internet Explorer (coming soon!) Edit Offline / Upload New Version Start Workflow – Need a Document Reviewed? Start a review with other users.

Drupal: QM Public Website QM’s Public Website Developed in Drupal* Primary Source of Information for Institutions New to QM Content is Open for Public Access Login Required to Post Comments, Participate in Discussion Forums Login is Independent of Other QM Systems *Drupal is an open-source content management platform powering millions of websites and applications. It is free, flexible, robust and constantly being improved by hundreds of thousands of passionate people from all over the world.

Drupal: QM Public Website Block: Group of links or other content – can appear on all or select pages and to all or select users QM Community Login: Required for Staff to Edit Content; Other Users to Post Comments – NOT connected to MyQM Login – but Can Be the Same Site Keyword Search Primary Links Example of “Story” Content Type The navigation menu is provided by Drupal and is the main interactive menu for any site. It is usually the only menu that contains personalized links for authenticated users, and is often not even visible to anonymous users.

Drupal: QM Public Website Admin Toolbar Types of Content Staff Can Add to the Site

Drupal: QM Public Website Navigation Menu for Logged In User Administration Menu Create Content

QM Data: Enterprise Information Center QM staff use QM Data to manage all enterprise information pertaining to operations. Only staff have access to QM Data. System is used primarily for data entry, tickets/tasking, and reporting. Also used to research subscriber questions, store subscriber documents, for biling, and to generate training s. Houses “shared” data used by multiple functional teams. Master Database of Institutions, Individuals, Subscriptions, Course Reviews, Online and F2F Training Types / Sessions / Activity K-12 Data Stored in K12.qmprogram.org/qmdata * Individuals and institutions may have records in both the Higher Ed and K-12 QM Data systems as they are independent.

QM Data: Enterprise Information Center Enterprise Dashboard Stats Quick Links Navigation to Functional Data Areas

QM Data: Enterprise Information Center Search Institutions Search Individuals

QM Data: Enterprise Information Center

MyQM: User Portal All Individuals in QM Data have MyQM accounts (includes anyone who has taken a QM training). Most do not know their account details. They select ‘Need an Account?’ and use the system to retrieve their login information. ‘Forgot Password’ sends the MyQM password to the address on record. Support is generally not needed – automated account retrieval system.

MyQM: User Portal 1.When creating an account, user enters the address on file with QM. If is found, the system sends an to the user with account information. 2.If is not found, the user may try again or may continue to sign up for a new account. 3.Users are screened before creating new accounts to prevent duplicates. 4.If screening successful, users are permitted to create a new account

MyQM: User Portal Users update their contact information, peer reviewer information, change their MyQM password, retrieve their Moodle password, and apply to become a peer reviewer. The tools area includes conferencing information for Master Reviewers, a link to the CRMS, and links to Drupal Organic Groups based on Role. F2F Trainers Log their Sessions Online Facilitators Submit Completion Reports All users can see their QM activity – real-time training registration and history and course review history. IRs can see QM activity for every institution for which they represent

MyQM: User Portal Sample Individuals Report The Individuals Report is the most popular report for IRs as it shows all QM activity by person for their institution. Lead IRs have the same report available in a consolidated format for all institutions within their group.

CRMS: Course Review Management System  Beginning November 15, 2010, all new course reviews (Internal, Subscriber Managed, and QM Managed) are managed through the CRMS.  Stages of a Review: 1) Course Review Application Submitted 2) Application Processed / Approved 3) Faculty Worksheet Completed 4) Reviewers Assigned 5) Review Completed 6) Faculty Response Form Completed 7) Amendment Process If Necessary 8) Certificate / Logo Available (MyQM) All Stages Completed Inside the CRMS – Fully Online / Automated

CRMS: Course Review Management System Same login as MyQM IR completes Course Review Application Faculty Developer completes Faculty Worksheet Reviewers complete Reviewer Worksheet Faculty Developer completes Faculty Response Form Chair and Faculty Developer complete Amendment Form (if needed) Each stage in the review is automated and data flow back to QM Data for internal review management s at each stage alert the review team, IR, faculty developer to action required. Certificates and logos for recognized courses in MyQM

Training Registration System Prior to registering for training, QM staff create the training session in QM Data. This populates the online course calendar visible to registrants. Registration begins when the system searches QM Data for the individual participant. MyQM accounts are created (by the system) when an individual record is added to QM Data. This happens during the training registration process.

Training Registration System Once registered, the training record is automatically available in MyQM (for the participant and the IR) and QM Data (for QM Staff). The registration record is automatically synchronized (within 15 minutes) to the QM Learning Management System (Moodle). Any changes to a course registration must be made by QM staff in QM Data. Any billing implications of the change need to be brought to the Comptroller’s attention through a ticket.

Moodle: Learning Management System QM Data transfers each training registration to Moodle every 15 minutes. Moodle does three things: Creates the user account (participant or facilitator) if it does not already exist. Creates the course shell (an empty course placeholder record) if it does not already exist. Enrolls the user into the course specified in the training registration.

Moodle: Learning Management System Moodle is the open-source, online learning management system where QM facilitators deliver online courses. Login is required to access all courses. Both participants’ and facilitators’ logins are stored in QM Data and synchronized to Moodle. Participants can change their addresses and Moodle passwords in Moodle and the change will synchronize back to QM Data. They cannot, however make the changes in MyQM if they are currently enrolled in a course. Participants receive login information to Moodle (to access their courses) by when QM staff send the ‘Welcome ’ and ‘Your Course Begins Today ’ in QM Data.

April 2011 Quality systems rely on YOU! Quality systems rely on YOU!