Management Update

Purpose

To review and coordinate the progress of the IAT Website & Online Services Project at senior management level and make/approve required decisions and actions.

Attendees

John McFadyen, Phillip Rutherford, Mohammed Al Nayedi

Agenda

Item	Activity
1	Review & update on current progress of all project initiatives. (a) Confirm scope of all project activities and how they fit into overall strategic ICT plans. >project list >online systems (b) Discuss project management and communication. Establish regular Directorate management meetings if desired. >project communication & groups (c) Review and finalise project plans and timeframes. >all project plans
2	Progress new IAT website. (a) Overview of new website development plans & activities. >website plan outline >website project (b) Summary of feedback and reviews of existing sites and organisation needs. >feedback & reviews (c) Discuss involvement of staff and required resources. >website resources (d) Establish desired formal project team meetings. >website project groups (e) Discuss key issues & alternatives and make decisions. >key issues (f) Run through examples and approve finalized requirements and priorities. >requirement scope (g) Confirm recommended approach to development (system choice, setup arrangements, prototype creation). >website plan >emirates skills
3	Progress new IAT intranet. (a) Overview of new intranet development plans & activities. >intranet plan outline >intranet project (b) Summary of feedback and review of existing intranet usage and needs. >feedback & reviews (c) Discuss involvement of staff and required resources. >intranet resources (d) Establish Dept representatives and formal project team meetings. >intranet project groups (e) Discuss key issues & alternatives and make decisions. >key issues (f) Run through examples and approve finalized requirements and priorities. >requirement scope (g) Confirm recommended approach to development (system choice, setup arrangements, prototype creation). >intranet project
4	Summarise Agreed Actions & Outcomes. (a) See IAT Website decision summary below. (b) See Intranet decision summary below.

IAT Website Approved Decisions

1. Confirm website plan, timeframes and project management.
2. Define target audiences and level of information & services to be delivered. Resolve key issues & alternatives.
3. Identify current & future staff involvement for design, development, content sourcing/creation & ownership/maintenance, online service provision & website administration and support.
4. Approve requirements scope & priorities.
5. Confirm development approach (system, setup & prototype creation).
6. Confirm roles and interface with associated websites (e.g. VEDC) and other online systems (new Intranet).

Intranet Approved Decisions

1. Confirm intranet plan, timeframes and project management.
2. Define extent of information & services to be delivered. Resolve key issues & alternatives.
3. Identify current & future staff involvement for design, development, content sourcing/creation & ownership/maintenance, online service provision & administration and support.
4. Approve requirements scope & priorities.
5. Confirm development approach (system choice, setup arrangements, sharepoint test site creation).
6. Confirm roles and interface with other systems. E.g. Business systems (HR, Finance, student data), IAT website, other external sites.

Summary of Progress, Conclusions & Agreed Approach

1. All project plans inclusive of timeframes and intended activities have been finalized and published.

2. Reviews and analysis of current and desired website, intranet and online service usage have essentially concluded. The new website, intranet and online services will be developed to replace the existing systems and deliver effective solutions for the identified target audiences and extended information/service needs that will be delivered online.

3. The requirement scopes for the new IAT website and new intranet have been completed with priorities assigned, feasibility noted and recommendations made (e.g. to develop or not; evaluate usage during prototype; deliver through another system).

4. An open invitation for staff involvement has identified several (mostly teachers and not in Dubai) with an interest in contributing their experience and skills when time & location permits. The graphic designer in Dubai (Ismail Ghareeb) is also actively participating. However, it is likely that all near-term development work for websites, the intranet and other web-based services/tools (e.g. online applications, e-learning) will depend on the Project Consultant (Adrian). However, this is a temporary position and future staffing for development (e.g. extension/customization), professional content creation, administration, support & training should be planned and resourced.

Formal allocations of responsibility for dept/school representation & liaison; content sourcing, creation, ownership & maintenance; and online service provision (contact points, administering forms, updating directories, etc) should commence ASAP during the prototype development.

5. Any formal groups & meetings desired for project management, progress reporting, decision-making and consultation/reference should be established early during prototype development by senior management. Informal consultation, liaison and progress updating will continue through the blog, email and ad hoc meetings. It is highly recommended that a formal group for the intranet project be established with representatives from all departments/functions & schools.

6. Principles and guidelines covering all the online systems to be developed as part of this project have been created. This online systems overview indicates what systems are being developed, for which purposes, and how they will interact and be accessed.

7. Given agreement on requirements and system purposes, development will commence on prototypes for the new IAT website and intranet. These prototypes will be developed in flexible systems to allow ongoing refinement of live, working models. Priorities for both the new website and intranet are being identified to ensure these are the first aspects addressed in the prototype development.

Website Design Principles

The elements of effective website design which will be used to develop the new IAT website are outlined below (reference source) with conclusions about what they imply for IAT's new site design.

Content

Content is the information provided on the site - including text, sound, animation and video. Good content should be engaging, relevant, and appropriate for the audience. You can tell it's been developed for the Web because it's clear and concise and it works in the medium.

Structure and Navigation

Structure and navigation refers to the framework of a site, the organization of content, the prioritization of information, and the method in which you move through the site. Sites with good structure and navigation are consistent, intuitive and transparent. They allow you to form a mental model of the information provided, where to find things, and what to expect when you click. Good navigation gets you where you want to go quickly and offers easy access to the breadth and depth of the site's content.

Visual Design

Visual design is the appearance of the site. Good visual design is high quality, appropriate, and relevant for the audience and the message it is supporting. Visual design should be consistent in overall "feel" but also customized within individual spaces when the site is serving distinct, multiple audiences.

Functionality

Functionality is the use of technology on the site. Good functionality means the site works effectively in using contemporary website capability to provide information and services. It should load quickly and work regardless of the user's system or browser. The design and implementation of technology should be as intuitive as possible and enhance the typical user's experience and satisfaction - not the developer's.

Interactivity

Interactivity is the way that a site allows and encourages you to do something on it. Good interactivity facilitates the engagement of users by: (1) making content & services more engaging and interesting, (2) facilitating participation by users - whether getting in touch (enquiries), providing their input (polls, feedback) or obtaining services (forms & applications, directories, payments, etc).

Overall Experience

The overall experience encompasses content, structure & navigation, visual design, functionality, and interactivity, but it also includes the intangibles. The quality of the overall experience determines how long people stay on a site, whether they make an enquiry or participate, if they'll come back or refer the site to others, and, most importantly, whether they obtained what they were looking for.

Implications for new IAT website

> The visual design and interface of the new site should be re-created in an attractive and professional way that meets contemporary expectations.

> IAT needs to determine the main target audiences for its website. E.g. (1) prospective students and their parents, (2) prospective staff & partner organisations, (3) existing students & staff, (4) government, GHQ & community stakeholders.

> Information & service needs for these users that will be met through the new website to be fully identified. This will determine the scope & amount of detail to be made available on the website and also delineate between information to be provided on the website and the new intranet. E.g. For current staff.

> The content and functionality for delivering the required information and services on the new site needs to be created & developed in effective ways. Content cannot be simply copied from existing documents or sources. Delivering services online should also be done in effective ways - e.g. not just linking to a Word doc form but creating online forms that can be submitted directly through the site.

> For the information and services on the new site to accurately and effectively service site users, all content and services need to be connected with the relevant IAT organisation areas. E.g. Enquiries and applications from prospective staff with HR. Enquiries and applications from students/parents will connect with who? (a centralised point or a position in each School?)

> The structure & navigation of the site must: (1) make it extremely simple for all users to find the area, content & service of interest; (2) allow for a considerable amount of content to be made available without the site being confusing or overwhelming through efficient organisation & hierarchies; (3) enable the site to expand in scope as IAT grows while maintaining an effective structure; (4) allow re-use of content and services in separate areas or ways without creating duplication.

Emirates Skills Demo!

The Emirates Skills site prototype is now available online for review. >> View Demo Site

While a simple site, it serves as a pilot for the new IAT site, allowing an early, practical demonstration of the type of functionality that will be made available in the new IAT website and how it will work.

Please take a look and add your feedback. Note, the site (including design and content) is still undergoing refinement.

You will find examples of contemporary presentation, dynamic images and news, interactive content, photo galleries and events listing among other things.

Contact Details

Ismail Ghareeb. Graphic Design. Email: ismail.ghareeb@iat.ac.ae

Adrian Lobo. Web Development. Email: adrian.lobo@iat.ac.ae

Current IAT e-learning Activity

In developing new e-learning initiatives & solutions, it's important for us to identify all existing uses of technology for teaching and learning at any school or program in IAT. These existing examples will be very valuable in generating ideas & discussion and making sure that the new solutions developed support these needs.

Many of these examples will be online and we will link to them here. However, other electronic resources (e.g. multimedia, desktop applications, etc) should also be listed here.

Websites, Blogs & Wikis

> Omar's EFL site - used for teaching English by Omar Al Nousri at Al Ain.

> Al Ain GHQ Wiki - GHQ Global English

> Al Ain IAT Rocks blog - a simple tool for students to think, reflect and interact in English.

> IAT 10.07 web journal - allows students to post their reflections about the class on an individual page during the program and receive feedback from the teacher.

> Stewart's ICT site - contains material for Dubai ICT classes and photos.

Learning Management Systems (e.g. Moodle)

> Metwally's Moodle classroom - interactive tools & learning in an online environment

Online Video, Audio, Pictures & Multimedia

>

Desktop Applications & Resources

E.g. language programs, presentations, media.

>

Al Ain Technology PD Sessions

There has been a strong consensus on the need for professional development activities as part of this project and the first (pilot) organised sessions are intended to be held at the Al Ain campus every two weeks. The initial session is scheduled for 3:10pm in the Library on the 28th of Feb.

Objectives

> To develop a core group of staff (mostly teachers) at a campus who will subsequently be able to drive and facilitate the effective use of technology for teaching & learning more broadly in the school and among teaching staff.

> Enabling teaching staff to actively participate in the evaluation, selection, design & implementation of technology deployed by IAT to support teaching and learning.

> Using practical pilot intitiatives to identify and address many of the specific challenges and issues relating to the usage of technology for teaching & learning at IAT. E.g. How do we make the tools we use engaging and appropriate to the type of students and program at each IAT school? Can we ensure that all students have the skills & access to participate?

The PD/Workshop Program

> Is intended to be structured with a schedule of activities and outcomes developed.

> Will be focused on practical activities with online tools, "sandboxes" and demo systems set up and made available.

> Should identify and trial desired/suggested learning resources & tools.

Participants

> Murray Grant. Al Ain Coordinator. Email: murray.grant@iat.ac.ae
> Adrian Lobo. Technology Facilitator. Email: adrian.lobo@iat.ac.ae

Teaching Staff: Elmetwally Elmenshawy, Kamal Ben Selama, Kevin Carillo, Omar Al Nousri, Shikha Dhanak, Ismail Fayed, Walid Shawish

Schedule

Session	Agenda
1 - 28th Feb	- Assemble group and introduce participants - Discuss ideas and form consensus on program aims & structure - Identify issues/challenges to be tackled or resolved through program (e.g. large variation in tech-savviness of students and teachers) Actions: (a) Teachers to provide specific requests & suggestions for program (b) Adrian to come up with recommended tools and solutions to trial
2 - 21st Mar	- Review & confirm suggested ideas & recommended solutions to explore - Provide overview of access to tools & solutions - Discuss how participants will proceed in their exploration & usage Tools / Resources (1) Wikis: About, Comparison, WS, PB, WP Education References: EW TH (2) Blogs: About, B2, WP, EB (3) e-Portfolios: About, Dig, Ref: Wip, EPL, (4) Rich Media Usage (Pics, Video): BS, FL, EPN, WS, (5) Finding Free Content (Media): About, WM, YCC, (6) Complete LMS: ATutor, Features, Hosting, Content, (7) Teaching & Learning Tools (e.g. Quizzes): 4t, EL, KS, QB, OP, CF, FE, (8) Learning Resources: Curriculum - TL, DF, Ed Websites - HSW, WP, BBC, Organise by subject - English, Maths, Science, IT, Vocational English: BBC, Science: BBC, BF, Social Science: BBC, Maths: BBCS, (9) Public Community Sites: WH, AN, EH, Actions: (a) Explore chosen tools and commence individual projects (b) Contribute examples and input for common projects (c) Homework reading: CL, LT, (d) Adrian to provide support & advice for all activities (e) Teachers to prepare initial demos on projects for next session
3 - 17th April	- Discuss and settle on all pilot projects - Review demos of new projects - Decide on how these projects will be progressed between sessions Draft Project List (1) Wikis for Teachers: Kevin Carillo - (2) Wikis for Classes: Omar Al Nousri - GHQ English (3) e-Portfolios: Tools - Edublogs, Wikis. Who? (4) Blogs for teachers or classes. Who? Ex 1, Ex 2 (5) Discover & use suitable online education resources. Who? TL, DF, HSW, WP, BBC, ML (6) Choose and utilise Web-based Teaching & Learning tools. Who? 4t, EL, KS, QB, OP, CF, FE (7) Find and integrate rich media content. Who? PO, WM, IA, PA, PI, WS, PB, YC (8) Implement a Learning Management System. Who? Suggested tool: Moodle
4
5

New VEDC Website

The Vocational Education Development Centre (VEDC) - in Shahama, Abu Dhabi - is a part of IAT that is currently jointly run with the Armed Forces General Headquarters (GHQ). It was established to provide an alternative, vocationally-focused education program for Emirati teenage boys.

VEDC has already initiated a project to develop its own website for its unique programs & activities. However, now that the broader IAT website redevelopment project has commenced, the VEDC initiative will be aligned so that the new VEDC site will have a consistent IAT presentation and be cohesively linked to the main IAT website.

Discussions about VEDC's online requirements and to align all future IAT websites are planned for the 4th or 5th of March at VEDC in Abu Dhabi. Please contact the IAT staff below if you have an interest in this initiative.

Project Contacts

> Karam Al Lawand. IT Lead Teacher. Email: karam.allawand@iat.ac.ae
> Keith Shaw. Email: keith.shaw@iat.ac.ae
> Adrian Lobo. Email: adrian.lobo@iat.ac.ae

Intranet Requirements

Please add your ideas and requirements for the new intranet project as comments to this post, which will be used to update the table below. Alternatively, you can email them to adrian.lobo@iat.ac.ae. The aim is to have all key requirements listed and prioritised here by the 4th of March, so that solution analysis & recommendation can take place.

Notes on Table
1. Any examples are generally listed in order from least sophisticated to most sophisticated.
2. "Requestor" is listed only if unique to a specific person/area.
3. "Difficulty" refers to the complexity of development.
4. "Analyst Recommendation" indicates the suggested approach by the Project Consultant (Adrian).

Requirements for the New Intranet

Requirement / Idea	Examples / Details	Requestor	Priority	Diffic.	Analyst Recom.	Approved Outcome
Content
Profiles, structure, directory, who's who and chart of all parts of Directorate & IAT org			High	Low	Develop
Profiles, main activities & and directory for all Campuses			High	Low	Develop
Outlines & updates about all IAT projects			High	Low	Develop
All HR information for staff to be available - applications, getting settled, policies & procedures, what happens when you leave, etc			High	Low	Develop
All Finance info, forms, policies			High	Low	Develop
All I.T. info..			High	Low	Develop
All Operations info..			High	Low	Develop
All Professional Development info..			Medium	Low	Develop
Best practice sharing area			Medium	Low	Develop
News, announcements & updates			High	Low	Develop
All required forms & letters to be available electronically			High	Medium	Develop
Services
Contacts directory for all IAT Depts, Schools & Projects			High	Low	Develop
Calendar & Events listing			Medium	Low	Develop
Contact/Enquiry details or form for all Depts & Areas			High	Low	Develop
"Ask the Managing Director" enquiry form			High	Low	Develop
General complaints/feedback form			High	Low	Develop
Ability to store & share all types of files in organised groups			High	Low	Develop
Can effectively collaborate on shared documents & activities			Medium	Medium	Develop & Evaluate
Organised discussion forums including classifieds system			Medium	Low	Develop
News & announcements areas for Depts, teams & Schools			High	Low	Develop
Project or Team management areas & tools			Medium	Medium	Develop & Evaluate
Staff messaging & chat service			Low	Medium	Not required
Shared & requested task management facilities			Medium	Medium	Develop & Evaluate
Teaching & Learning spaces to be available to all Schools and teachers			Low	Medium	Use separate e-learning tools
Interface & Usability
Web-based portal interface that acts as gateway to all info & services for staff.			High	Low	Develop
Simple login & permissions system to provide secure access & customized "views"			High	Medium	Develop
Structure to facilitate easy navigation & finding of required info			High	Low	Develop
Other Functionality & Capability
Ability to easily search all content & files			High	Low	Develop
Direct integration with MS Office applications			High	Low	Develop
Seamless interface with IAT website, internet sites & both internal & external online services			High	Medium	Develop
Accessible remotely through internet			High	Low	Develop
Can utilise multimedia - pictures, video, Flash, etc.			Medium	Medium	Develop
Ability to support multiple languages & translations			High	Medium	Develop
Administration & Usage
System is easy & intuitive to use with no intensive support or training requirements			High	Medium	Develop
Simple, web or desktop based content creation, editing & publishing			High	Low	Develop
Enables content re-use, approval & auto-publishing			Medium	Low	Develop
Sophisticated site usage & monitoring tools			Medium	Low	Develop
Can readily identify and manage old or unused content or areas			Medium	Low	Develop
Dynamic content management. E.g. Latest news/events modules.			Medium	Low	Develop