Online Communications and Systems Integration
By: Angelo Otterbein
Most schools use multiple systems to manage information, such as directories, attendance, grades, classes, registration, alumni and fundraising data, and more. Increasingly, school communities expect this information to be available on a school’s Web site.
Because this data often exists in software systems without a Web interface, school administrators must move this data into Web-based systems while maintaining it in another system. Though an entirely new system with a Web interface is sometimes an option, most schools need to maximize the return on investments made in software already in place by implementing systems integration strategies to share information among these systems and use the best aspects of each.
Data Equals Communications
School databases contain information about school communities that can be used to drive communication with current and prospective families, faculty and staff, and alumni. Whether constituents are logging into password-protected Web pages, registering for classes, participating in discussion boards, commenting on blogs, or receiving e-newsletters, information in school databases is where many communications originate.
Where to Begin
Schools with multiple systems should begin any integration process by understanding the types of data that can and should be shared. There is also usually more than one option available to share data.
Though the work can be highly technical, the goal is simple – streamlined operations and an enhanced online user experience for the entire school community.
Data Typically Shared
Below is a list of the major types of data shared between systems:
• Events and other calendar data
• Athletics – schedules, scores, opponents, directions
• Usernames and passwords
• Directory data – geographic and other information about parents, faculty, staff, and alumni
• Academic data – classes, enrollment, grades
The Power of Web 2.0
Web 2.0 technologies allow data to move between systems at very low, or even no, cost. Really Simple Syndication (“RSS”) feeds allow you to publish information directly to a user’s computer. iCalendar feeds allow the same functionality with events, so you can put your events into your users’ personal Outlook, Yahoo Mail, or Google gmail calendar. Podcasts appear in iTunes, and Twitter feeds pull from multiple users. Facebook moves data from “wall-to-wall” and connects millions of people every day.
All of these tools are becoming a part of your users’ daily existence. Since data integration essentially is communication, leveraging browser-based tools is often the most efficient path to information sharing.
The Importance of “Clean” Data
Clean data means one record for each individual and consistent and standardized fields between individuals. Since most schools maintain multiple databases and have had multiple people maintaining those databases over time, few schools actually have clean data.
Prior to undertaking data integration, it is important to identify, consolidate, and “clean” the information in your systems of record. As a rule, information in a system of record is the most accurate because, unlike an online directory that can be updated by constituents directly, changes to it are verified by school staff.
Considerations for Integration
Any database integration effort will require school staff time and school technical expertise. The following is a summary to-do list that sets the stage for integration across multiple systems:
• Determine systems of record for each data set
• Develop standardized data entry procedures and clean the data
• Develop standardized data exports
When NOT to Integrate
For schools with more modest enrollments and/or online activity, data can be refreshed on a schedule through manual import/export of data. Even without programmatic integration, data still should be as clean as possible. Your Web provider should consult with you and help set the stage for these data transfers.
Eliminating Double-Entry
Most commonly, schools find they need to enter event data in more than one system. For calendars, because many schools use Microsoft Exchange or another standards-based system, they can take advantage of low-cost integration options of these systems. For sports leagues, an athletic director can manage team, roster, game schedules, and more in a league system and have it automatically populate athletic areas on your Web site.
Modern Integration with Web Services
Increasingly, providers of school software systems, especially those with Web interfaces, need to consult with schools to provide not only technical integration tools but also knowledgeable guidance on the best approach for integration between systems.
Proprietary Application Programming Interfaces (“APIs “) are becoming outmoded, and most modern Web-based systems now use Web Services, which leverage standards-based protocols to streamline systems integration. Web services can be used to allow schools to keep only one set of usernames and passwords using Shared Authentication (also called Single Sign-On) and also to share complete datasets between systems.
Shared Authentication/Single Sign-On
Single Sign-On allows different products to recognize the same user and password so that only a single set of usernames and passwords needs to be maintained. Using this can be a cost-effective way to provide access to multiple systems without having to actually share data between them. Done well, users can move between systems in a Web browser, perhaps not even realizing they are using multiple systems.
For example, a parent can log into a Web site and customize their landing page to receive the information most relevant to their children with classes, sports teams, calendars, and news automatically aggregated for them based on their saved preferences. From there, they can be provided links to a Web-based student information system. The benefit of this approach is that the only data that needs to be shared between systems is the username and password.
Directory Data Integration
Web services can also be used to send data between systems securely and automatically. These require initial setup, but, once established, updates can run automatically on a regular schedule, typically at night.
For schools with large amounts of data, this is a significant advantage because it saves time and increases accuracy. Change reports can also be generated and sent to school administrators, so that they can be aware of what is happening behind the scenes. For the foreseeable future, these data exchange Web services will be the keystone of data integration.
Your systems providers, whether they are developing Web sites or student information systems, should have a commitment to helping you to move information between systems. A successful communications plan relies on up-to-date data in an age where many communications have moved online.
Schools with multiple systems should begin to explore modern integration methods as a means of streamlining operations, enhancing the school community’s access to information, and providing a better online experience for their users. Wherever possible, standards-based tools and methodologies should be used to ensure reliability, ease of use, and long-term return on investment.
Angelo Otterbein is president of Silverpoint.net, which provides Web solutions for schools.
Product Roundup
EduConnect
EduConnect offers a complete, affordable solution for your school management system and parent information portal. Their solution includes a comprehensive student information system with modules for school data, attendance, report cards, tuition, lunch, discipline, and school calendar; Web-based grade books that integrate with their student information system to produce report cards and progress reports; teacher and class Web pages; and an online school portal with access for parents to student progress reports, attendance, homework, and class & school news.
www.eduk12.net
Administrator’s Plus from Rediker Software
Rediker Software’s student information system, Administrator’s Plus, serves thousands of schools worldwide. Administrator’s Plus offers unsurpassed technical support and features such as powerful report writers, integrated e-mail, e-portfolios, ID cards, skills-based report cards, student information on PDAs, a powerful schedule builder, school-to-home communication, and more, all designed to have a positive impact on student achievement. You can have Administrator’s Plus delivered over the Web or run it on your network.
www.rediker.com
NetSupport Notify 2.0
The need for mass alerts is greater than ever. Severe weather. Violent crimes. Water main breaks. Gas leaks. All of these scenarios may occur instantly. The question is, will organizations be prepared to communicate urgent news before it's too late? New NetSupport Notify 2.0 desktop alert software enables critical notifications to be sent directly to computer monitors, ensuring that the targeted recipients see the alert and react quickly. It provides secure alerting communications for both administrators and end-users of the system. The Desktop Alert system ensures that when an alert is published, it is seen by those who need to see it.
www.netsupport-inc.com
SmartDraw
SmartDraw is an affordable graphics software that makes it easy to communicate complex ideas with clear, understandable graphics. With templates for flowcharts, newsletters, financial documents and more, SmartDraw is one tool that makes it easier to run any institution. School administrators can use SmartDraw software to chart admission information or graduation rates, or create compelling presentations for prospective students and parents. It can also help teachers provide visual aids for the toughest subjects. And, SmartDraw works seamlessly with Microsoft Word, PowerPoint and Excel.
www.smartdraw.com
Blackbaud
Blackbaud has announced the integration between Sphere, an industry-leading online marketing and fundraising tool set produced by its Kintera division, with The Raiser’s Edge, Blackbaud’s fundraising management solution. By leveraging a single, powerful system that combines the high-touch fundraising software solutions offered by Blackbaud with the online constituent acquisition tools of Sphere, nonprofit organizations that rely heavily on high-volume online acquisition, marketing, and engagement will also be able to operate more efficiently and manage constituent relationships more effectively.
www.blackbaud.com
Study Island
Study Island is a Web-based program that allows educators to view student progress with real-time reports, differentiate instruction, and strengthen the parent-school connection. Affordability, ease-of-use, and customer support are a few of the reasons why the company is growing with more than 400 new schools a month. More than 8.1 million students in 17,000 schools use Study Island’s online programs for standards-based assessment, practice, and instruction. All programs are built from the ground up, using each state’s unique learning standards.
www.studyisland.com
