Syncplicity Solutions for Higher Education
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This document discusses how Syncplicity can be used as a solution to address common challenges in higher education around content sharing and collaboration. It provides an overview of 4 key use cases: 1) Professor-student academic content sharing to enable collaborative access to course materials, 2) Secure collaborative research to manage intellectual property during research projects, 3) Student information privacy to securely share sensitive student records in compliance with regulations, and 4) Alumni communication to maintain engagement with graduates. The proposed solution involves implementing the Syncplicity platform and a custom University Sync Portal to automate workflows and integrate with existing student information and document management systems.
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Syncplicity Solutions for Higher Education
- 1. SYNCPLICITY SOLUTIONS FOR HIGHER EDUCATION COMMUNICATE.COLLABORATE.EDUCATE. Karim Y. Rizkallah, Staff Presales Consultant EMC CONFIDENTIAL—INTERNAL USE ONLY 1
- 2. This slide deck provides an overview on several Higher Education Use Cases where Syncplicity can be a candidate solution to bring value through more efficient information sharing between students, professors and university staff. EMC CONFIDENTIAL—INTERNAL USE ONLY 2
- 3. THE NEEDS TO MANAGE CONTENT IN HIGHER EDUCATION Universities would like to: Enhance Student Services, Speed up Processes and Improve Collaboration Campus wide But are faced with these challenges… • Scattered information sources with no single point of truth • Reliance on paper based decision making • Inability to automate content centric processes • Possible leakage of student sensitive information • Too many ad-hoc collaboration tools • Inexistence of a consolidated medium for sharing information and experiences between various communities EMC CONFIDENTIAL—INTERNAL USE ONLY 3
- 4. Educational CONTENT Alumni Applicant Admission Forms Graduation Diplomas Medical Certificates Personal Records Academic Records Assignments Learning Materials Certificates Newsletters Announcements Job Postings CV’s Student EMC CONFIDENTIAL—INTERNAL USE ONLY 4
- 5. Higher Education Stakeholders Requirements • Take Online Assignments • Access to Progress Reports • Securely Share Personal Information • Self-Service Capabilities • Grade Reports • Information Sharing with other Parents • Exchange Student Information with other Universities Students Parents Professors Staff • Upload assignments and lecture materials and handouts • Collaboratively work on researches • Enter marks /results and produce reports EMC CONFIDENTIAL—INTERNAL USE ONLY • Enable Inter-Faculty Information Sharing "• Apply Regulatory Policies on Student Data • Disseminate new course materials to professors and protect Intellectual Property 5
- 6. The University Syncplicity Portal A Reference Architecture UNIVERSITY SYNC PORTAL CONTENT UPLOAD FOLDER DEFINITION TEMPLATING CONTEXT- BASED PERMISSIONS Students BRANDING USAGE REPORTS Parents Professors NOTIFICATIONS POLICY SETTING Staff SYNCPLICITY " AUTHENTICATION BYOD SUPPORT EMC CONFIDENTIAL—INTERNAL USE ONLY NEWS FEEDS VERSION MANAGEMENT 6
- 7. The University Syncplicity Portal The University Sync Portal is a custom built web application which aims at: Build sync folder structure for classrooms on the fly based on templates Enable professor to ―assign‖ students to folders Automatically synchronize folders to students upon their enrollment from a Student Information System Automatically revoke student access after his " completion of a course Allow for UI Branding from university to another EMC CONFIDENTIAL—INTERNAL USE ONLY 7
- 8. USE CASE #1 Professor – Student Academic Content Sharing EMC CONFIDENTIAL—INTERNAL USE ONLY 8
- 9. Professor - Student Academic Content Sharing Focus on Collaborative Sharing using Syncplicity Materials are the backbone of a course. Syncplicity allows Professors to create shared areas with Students to share Course Folders, Assignments, Tests/Quizzes … Enables students to view content from different devices including iPad’s and Android tablets while supporting the university’s BYOD policies Materials can be available only during a student’s attendance to a course EMC CONFIDENTIAL—INTERNAL USE ONLY 9
- 10. Use Case Scenario - Anthropology 101 - STUDENT WORK COURSE INITIATION STUDENT PROVISIONING any time during the - At course, professor uploads Professor sees - Upon enrollment students materials prenew populated folder structure are automatically added to - Student responses with some basic content Syncplicity folder automatically pushed to Professor adds - Content is pushed to their his lectures professor materials devices - Professor is able to see a usage report GRANULAR SECURITY COURSE RETENTION Professor may elect to avail - Academic materials created certain collateral to specific during the lifetime of this students; such as special aid instance of the course are materials for weak students or automatically retained and different quizzes to different some folders are wiped students from student devices. VIDEOS HANDOUTS QUIZZES LECTURES ASSIGMENT Course Start EMC CONFIDENTIAL—INTERNAL USE ONLY SPEACIAL AID COURSE FOLDER Course End 10
- 11. Solution Components Syncplicity Business or Enterprise Edition University Sync Portal EMC CONFIDENTIAL—INTERNAL USE ONLY 11
- 12. SOLUTION MOCKUP EMC CONFIDENTIAL—INTERNALCorporation. © Copyright 2012 EMC USE ONLY All rights reserved. 12 12
- 13. USE CASE #2 Secure Collaborative Research EMC CONFIDENTIAL—INTERNAL USE ONLY 13
- 14. Secure Collaborative Research Focus on Information Privacy Problem – Obtaining critical research funding is competitive usually underwritten by private and public grants – Requires an environment that promotes team collaboration and content management – Need to capture, manage, share and secure vast amounts of content throughout the research lifecycle – Requires the existence of a project-centric view of research activities – Research director must ensure that information assets are made available to stakeholders while ensuring that the intellectual property is protected Syncplicity Solution – Capture, manage, share and publish research information in a collaborative manner – Secure intellectual property " – Provide a collaborative environment – As a project reaches key milestones information assets must be made available to stakeholders EMC CONFIDENTIAL—INTERNAL USE ONLY 14
- 15. Use Case Scenario - xCP PROCESSES (Optional) Research Subject Approval Consent + Subject Safety Forms IP Acceptance + Distribution of Income Approval of Publishing + Conference Participation AGREE ON RESEARCH TOPIC INSTITUTIONAL REVIEW BOARD APPROVAL DISSEMINATION (RESEARCH RESULTS) SECURE RESEARCH PORTAL LITERATURE COLLECTION AND REVIEW RESEARCH DESIGN EMC CONFIDENTIAL—INTERNAL USE ONLY External Research Participants DATA COLLECTION & ANALYSIS 15
- 16. Solution Components Syncplicity Business or Enterprise Edition University Sync Portal Upsell Opportunities: Information Rights Management Documentum xCP EMC CONFIDENTIAL—INTERNAL USE ONLY 16
- 17. USE CASE #3 Student Information Privacy EMC CONFIDENTIAL—INTERNAL USE ONLY 17
- 18. Protecting Students' Academic Privacy Securing Students Records from Public Sharing In US: Family Educational Rights and Privacy Act (FERPA) In EU: Data Protection Directive (DPD) Directive 95/46/EC Federal statute designed to assure students' access to their own educational records and to protect their privacy. While documents are managed through normal security mechanisms, records cannot be shared securely and can be leaked. The Syncplictiy solution allows the seamless sharing of records on a student level. Information Rights Management allows the control of records against unethical leakage. EMC CONFIDENTIAL—INTERNAL USE ONLY 18
- 19. Use Case Scenario • • • • Transcripts Language proficiency documents Proof of Residency Medical Certificates APPLICATION • • • Prior Diplomas Official Transcripts Proof of ID CONTINUED EDUCATION • • • • • ADMISSION Graduation Certificates Statement of Purpose Curriculum Vitae GMAT Birth Certificates • Curriculum Vitae References Newsletters Donation confirmation • • • • • • • Academic Certificate Graduation Statement Diploma Supplements • • FINANCE INFORMATION LIFECYCLE EXCHANGE PROGRESSION GRADUATION STUDENT EMC CONFIDENTIAL—INTERNAL USE ONLY STUDENT ALUMINI Financial Aid Forms Tax Returns Award Letters EXAMS • • Grade Reports Past Exam Papers • • • Progress Reports Time Tables Parents Communications LIFECYCLE 19
- 20. Solution Components Syncplicity Business or Enterprise Edition University Sync Portal Upsell Opportunities: Information Rights Management Documentum Repository D2 EMC CONFIDENTIAL—INTERNAL USE ONLY 20
- 21. USE CASE #4 Alumni Communication EMC CONFIDENTIAL—INTERNAL USE ONLY 21
- 22. Alumni Communication Keeping in Touch with Students and University A lot of universities have alumni programs that aim at: Provide communication about events, job postings, employment fairs against a subscription fee Raise donations as needed to contribute to certain goals of the educational department Promote new initiatives run by universities To achieve this, Alumni Relations in Universities need to understand what alumni want in order to developing a strong communication plan to turn graduates to active alumni. EMC CONFIDENTIAL—INTERNAL USE ONLY 22
- 23. Use Case Scenario ALUMNI COMMUNICATION PORTAL JOB POSTS NEWS SOCIAL EVENT ANNOUNCEMENT OFFERS DONATION REQUESTS UNIVERSITY – ALUMNI RELATIONS COMMUNICATION OBJECTIVES Avoid sending everything to everyone - Multi-Channel Communication - Minimize Communication Costs NEWS ALUMNI - CLASS OF 2000 NEW JOB OPENING - EMC CONFIDENTIAL—INTERNAL USE ONLY - “Follow” Subjects of Interest Newsfeeds Notification Preferences Alumni Inter-communication 23
- 24. Solution Components Syncplicity Business or Enterprise Edition University Sync Portal EMC CONFIDENTIAL—INTERNAL USE ONLY 24
- 26. SYNC CLIENTS EXISTING SYSTEMS UNIVERSITY SYNC PORTAL Content Upload Folder Definition Templating Permissions Branding Usage Reports Notifications Policies Put/Get Sync User Directories CONTROL API’S FILE ACCESS /SYNCE API’S Folder Mgmt. Provisioning Sync Authentication University Portals Existing DMS SYNCPLICITY News Feeds Student Information Systems Version Management Encryption Storage Management STORAGE On-Prem EMC Cloud INFRASTRUCTURE (OPTIONAL) DCMT Platform DCMT xCP " IRM SOLUTION ARCHITECTURE EMC CONFIDENTIAL—INTERNAL USE ONLY 26
- 27. Integration Scenarios Several integration scenarios with Higher Education applications, namely the Student Information System: – Lookup Predefined Course Names from SIS – Lookup Student Names per Faculty eligible to enroll in a course – Securely expose student documents in SIS via shared sync folders – Display Student Sync folders from SIS SelfService UI’s EMC CONFIDENTIAL—INTERNAL USE ONLY 27
- 28. Integration Scenario - Grades Approval Syncplicity – xCP – Student Information System Lock Grades Web Services Process Trigger Documentum xCP Student Information System Professor Submit Grades Report inside Course Folder on Syncplicity Rejection - Grades Approved - Update Academic History Academic History Module EMC CONFIDENTIAL—INTERNAL USE ONLY Dean - Approve/De cline Faculty Head - Approve/Decli ne 28
- 29. EMC CONFIDENTIAL—INTERNAL USE ONLY 29
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- Every organization uses information to drive their business forward.Whether you use information - to make aircraft safer and more efficient or - to research and develop the next wonder drug or - to make better decisions on how to invest a clients money or - to identify natural resources