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IRELAND & UK
                                MOODLEMOOT
                                       2012

                         Daniel McSweeney
                               & Kyle Goslin
                    Institute of Technology
                            Blanchardstown
                                      Dublin



IRELAND & UK MOODLEMOOT 2012
IRELAND & UK MOODLEMOOT 2012
SOME BACKGROUND

•   Commenced VLE usage with Web CT in 2003.

•   That was a mistake.

•   Began using Moodle 1.3 in 2004.

•   Used on one distance education course.

•   Small number of staff

•   Began promoting for use on all courses


IRELAND & UK MOODLEMOOT 2012
TYPICAL GROWTH AND
CHANGE
•   Initially all student accounts created via CSV.

•   Staff accounts created on request.

•   Courses created on request.

•   This was fine while numbers using moodle were low.




IRELAND & UK MOODLEMOOT 2012
THE CRUNCH

•   By 2007 almost 55% of academic in the institution were
    using moodle.

•   Managing over 1000 students.


•   Hundreds of module requests at the start of each
    semester.


•   Trying to convince IT services to integrate ‘novelty system’
    with core IT functions.

•   Managing my teaching load.

IRELAND & UK MOODLEMOOT 2012
“THE POPULARITY OF THE VLE WENT FROM
CULT TO MAINSTREAM OVERNIGHT AND WE
WERE NOT READY”


“STAFF (INCLUDING MANAGEMENT) WERE
UNAWARE OF THE PRESSURES OF KEEPING
THE VLE RUNNING AND EVERYONE HAPPY”



“WE ARE TRAPPED IN A LOOP. WE KNOW
WHAT WE NEED TO DO BUT DON’T HAVE
THE TIME TO STOP AND DO IT!”


IRELAND & UK MOODLEMOOT 2012
THINGS CAN ONLY GET
BETTER?
•   2008 we integrated with LDAP for automatic student
    account creation.

•   Made a significant difference.

•   Examined integration with ‘Banner’ based on
    experiences of other colleges.

•   We ran into a classic problem.




IRELAND & UK MOODLEMOOT 2012
THE MISMATCH


•   Mismatches between real world and IT representation

•   Students enrolled in courses before IT system updated

•   Students locked out of courses for admin reasons but
    attending class

•   Staff assigned modules before IT system is updated

•   Common modules a problem.


IRELAND & UK MOODLEMOOT 2012
COURSE REQUESTS

•   One of biggest issues is handling course requests.

•   In absence of system requests were originally accepted
    via email.

•   Typical semester – January 2006 (two week period)
    •   212 unique module requests via email in January
    •   Almost 30% required a clarification email response which
        in return would result in responses from staff.
    •   280+ responses emails sent by admin
        •   Module enrolment key
        •   Other module details



IRELAND & UK MOODLEMOOT 2012
MANUAL WORKFLOW
      OPTIMUM EXPERIENCE
 1.    Read request email (30 seconds)
 2.    Log into moodle and go to create new course screen (30 seconds)
 3.    Enter new course details (30 seconds)
 4.    Assign lecturer to course (30 seconds)
 5.    Create email for user with course details and send (30 seconds)



3 minutes and 30 seconds for a manual request from start to finish

Multiply this by 300 requests per semester!


      IRELAND & UK MOODLEMOOT 2012
MANUAL WORKFLOW
NIGHTMARE EXPERIENCE
1.  Read request email (30 seconds)
2.  Respond to request asking for clarification (60 seconds)
3.  Read clarification (30 seconds)
4.  Log into moodle and go to create new course screen (30 seconds)
5.  Enter new course details (30 seconds)
6.  Realise that course already exists (10 seconds or grinding teeth)
7.  Send email asking for next action (90 seconds)
8.  Read clarification (30 seconds)
9.  Send mail to module owner that another lecturer is now delivering
    module (30 seconds)
10. Read handover email (30 seconds)
11. Assign new lecturer to existing course (30 seconds)
12. Create email for user with course details and send (30 seconds)

•    Almost 7 minutes (on a very good day) for one request
IRELAND & UK MOODLEMOOT 2012
HOW DID I GET HERE?




IRELAND & UK MOODLEMOOT 2012
COURSE REQUESTS – NEXT STEP
– FORM BASED REQUESTS

•   Used google form to gather data

    •   Structured requests
    •   Separate from email account
    •   Easier to manage and share


•   Did not eliminate the process of manually creating
    courses for staff or sending response mails.

•   Helped reduce ‘fuzzy’ requests!



IRELAND & UK MOODLEMOOT 2012
THE MOODLE COURSE
REQUEST FEATURE - CORE
•   We examined the internal moodle request form
    •   Shortname
    •   Fullname
    •   Other details


•   Several problems
    •   ‘Fuzzy’. It allows users too much freedom in the
        structuring of their request data
    •   Does not allow for confirmation mail customization etc.
    •   Lacks communication and management facilities for
        request management.



IRELAND & UK MOODLEMOOT 2012
OUR REQUIREMENTS FOR A
SOLUTION
•   Part of moodle – we wanted to avoid ‘another IT system’ for
    academics. Had to be a block or module.

•   Structured data for requests

•   Automated course creation on course approval – “click a button”

•   Automated communication emails sent to requestor and admin

•   Highly customisable – request process and communications

•   Easy to use

•   Sharable with community – not just for our needs



IRELAND & UK MOODLEMOOT 2012
OUR IMPLEMENTATION


•   Created Course Manager block
•   Can be added anywhere on site.
•   Available on github now for download and testing.
•   Recommend for production sites!




                                     DEMO


IRELAND & UK MOODLEMOOT 2012
THE ADVANTAGES

•   Request form easy to find for academics
•   Requests can be structured to suit needs
•   All information gathered in one place
•   Can approve courses in seconds
•   Course automatically created on approval
•   Emails automatically sent when courses created
•   History of requests
•   Easy to use
•   Easy to configure
•   Massive time saver. A process that took almost 4 minutes
    per request has been replaced by one that takes under 30
    seconds per request.


IRELAND & UK MOODLEMOOT 2012
NEXT STEPS


•   Moodle 2 release

•   Reporting

•   Allow user to choose catalog location at request time

•   Invoke backup and resets for existing courses during
    handoff

•   Allow users to be assigned to a course approved (divide
    up workload among multiple admins)

IRELAND & UK MOODLEMOOT 2012
http://www.moodleprojects.com/

https://github.com/Kylegoslin/Course-Manager-Block-for-Moodle




  IRELAND & UK MOODLEMOOT 2012
QUESTIONS?




IRELAND & UK MOODLEMOOT 2012

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Developing the course manager module for the management of course requests

  • 1. IRELAND & UK MOODLEMOOT 2012 Daniel McSweeney & Kyle Goslin Institute of Technology Blanchardstown Dublin IRELAND & UK MOODLEMOOT 2012
  • 2. IRELAND & UK MOODLEMOOT 2012
  • 3. SOME BACKGROUND • Commenced VLE usage with Web CT in 2003. • That was a mistake. • Began using Moodle 1.3 in 2004. • Used on one distance education course. • Small number of staff • Began promoting for use on all courses IRELAND & UK MOODLEMOOT 2012
  • 4. TYPICAL GROWTH AND CHANGE • Initially all student accounts created via CSV. • Staff accounts created on request. • Courses created on request. • This was fine while numbers using moodle were low. IRELAND & UK MOODLEMOOT 2012
  • 5. THE CRUNCH • By 2007 almost 55% of academic in the institution were using moodle. • Managing over 1000 students. • Hundreds of module requests at the start of each semester. • Trying to convince IT services to integrate ‘novelty system’ with core IT functions. • Managing my teaching load. IRELAND & UK MOODLEMOOT 2012
  • 6. “THE POPULARITY OF THE VLE WENT FROM CULT TO MAINSTREAM OVERNIGHT AND WE WERE NOT READY” “STAFF (INCLUDING MANAGEMENT) WERE UNAWARE OF THE PRESSURES OF KEEPING THE VLE RUNNING AND EVERYONE HAPPY” “WE ARE TRAPPED IN A LOOP. WE KNOW WHAT WE NEED TO DO BUT DON’T HAVE THE TIME TO STOP AND DO IT!” IRELAND & UK MOODLEMOOT 2012
  • 7. THINGS CAN ONLY GET BETTER? • 2008 we integrated with LDAP for automatic student account creation. • Made a significant difference. • Examined integration with ‘Banner’ based on experiences of other colleges. • We ran into a classic problem. IRELAND & UK MOODLEMOOT 2012
  • 8. THE MISMATCH • Mismatches between real world and IT representation • Students enrolled in courses before IT system updated • Students locked out of courses for admin reasons but attending class • Staff assigned modules before IT system is updated • Common modules a problem. IRELAND & UK MOODLEMOOT 2012
  • 9. COURSE REQUESTS • One of biggest issues is handling course requests. • In absence of system requests were originally accepted via email. • Typical semester – January 2006 (two week period) • 212 unique module requests via email in January • Almost 30% required a clarification email response which in return would result in responses from staff. • 280+ responses emails sent by admin • Module enrolment key • Other module details IRELAND & UK MOODLEMOOT 2012
  • 10. MANUAL WORKFLOW OPTIMUM EXPERIENCE 1. Read request email (30 seconds) 2. Log into moodle and go to create new course screen (30 seconds) 3. Enter new course details (30 seconds) 4. Assign lecturer to course (30 seconds) 5. Create email for user with course details and send (30 seconds) 3 minutes and 30 seconds for a manual request from start to finish Multiply this by 300 requests per semester! IRELAND & UK MOODLEMOOT 2012
  • 11. MANUAL WORKFLOW NIGHTMARE EXPERIENCE 1. Read request email (30 seconds) 2. Respond to request asking for clarification (60 seconds) 3. Read clarification (30 seconds) 4. Log into moodle and go to create new course screen (30 seconds) 5. Enter new course details (30 seconds) 6. Realise that course already exists (10 seconds or grinding teeth) 7. Send email asking for next action (90 seconds) 8. Read clarification (30 seconds) 9. Send mail to module owner that another lecturer is now delivering module (30 seconds) 10. Read handover email (30 seconds) 11. Assign new lecturer to existing course (30 seconds) 12. Create email for user with course details and send (30 seconds) • Almost 7 minutes (on a very good day) for one request IRELAND & UK MOODLEMOOT 2012
  • 12. HOW DID I GET HERE? IRELAND & UK MOODLEMOOT 2012
  • 13. COURSE REQUESTS – NEXT STEP – FORM BASED REQUESTS • Used google form to gather data • Structured requests • Separate from email account • Easier to manage and share • Did not eliminate the process of manually creating courses for staff or sending response mails. • Helped reduce ‘fuzzy’ requests! IRELAND & UK MOODLEMOOT 2012
  • 14. THE MOODLE COURSE REQUEST FEATURE - CORE • We examined the internal moodle request form • Shortname • Fullname • Other details • Several problems • ‘Fuzzy’. It allows users too much freedom in the structuring of their request data • Does not allow for confirmation mail customization etc. • Lacks communication and management facilities for request management. IRELAND & UK MOODLEMOOT 2012
  • 15. OUR REQUIREMENTS FOR A SOLUTION • Part of moodle – we wanted to avoid ‘another IT system’ for academics. Had to be a block or module. • Structured data for requests • Automated course creation on course approval – “click a button” • Automated communication emails sent to requestor and admin • Highly customisable – request process and communications • Easy to use • Sharable with community – not just for our needs IRELAND & UK MOODLEMOOT 2012
  • 16. OUR IMPLEMENTATION • Created Course Manager block • Can be added anywhere on site. • Available on github now for download and testing. • Recommend for production sites! DEMO IRELAND & UK MOODLEMOOT 2012
  • 17. THE ADVANTAGES • Request form easy to find for academics • Requests can be structured to suit needs • All information gathered in one place • Can approve courses in seconds • Course automatically created on approval • Emails automatically sent when courses created • History of requests • Easy to use • Easy to configure • Massive time saver. A process that took almost 4 minutes per request has been replaced by one that takes under 30 seconds per request. IRELAND & UK MOODLEMOOT 2012
  • 18. NEXT STEPS • Moodle 2 release • Reporting • Allow user to choose catalog location at request time • Invoke backup and resets for existing courses during handoff • Allow users to be assigned to a course approved (divide up workload among multiple admins) IRELAND & UK MOODLEMOOT 2012
  • 20. QUESTIONS? IRELAND & UK MOODLEMOOT 2012