ROEWebsiteSpecs_6-7-12x - Monroe-Randolph Regional ...

plumpbustlingInternet and Web Development

Dec 4, 2013 (3 years and 6 months ago)

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Monroe
-
Randolph Regional Office of Education


107 East Mill


Waterloo IL 62298



(618) 939
-
5650


kdavis@roe45.org

Regional Office of Education

Website Design Specifications


Development Platform:
Joomla 2.5

Template:
Rocket Theme already purchased, Modifications Required

Browser
Compatibility
:
All major browsers and incuding IE 7+,
Firefox 3.6+

, and Chrome 16+.
Considering
mobile accessibility for some content such as directory, registration, and news
; iOs & Android
.

Organizati
onal Structure

(Relationships For

Our Office
)

1.

Regional Office of Education (ROE)


There are 44 others in the state. We may have user
accounts for
staff in other offices as we will create modules that they may use. There will be defined groups that
may have access to certain portions/extensions with the site.

2.

Monroe
-
Randolph ROE (our office)


ha
s two locations with staff for the

differe
nt programs/services
we provide.
Staff may serve in more than one program/service.

3.

Schools in Monroe
-
Randolph



we do not frequently have new schools and programs. However, there
may be times we will need to remove a school or add one. We may even have dis
tricts consolidate in
the future. Although there will be users of our site that will be from schools outside our ROE region.

a.

Public


All public schools are organized by districts with districts having schools. Some districts
have 1 school some have 5 sch
ools. Some districts have all schools in one building (address) and
some have multiple addresses. The district is run by the Superintendent. The schools are run by
principals. Some Superintendents are also principals.

One superintendent for each district.

ROE
representative oversee all public
and private
school in the county
.

b.

Private


Private schools do not have districts or multiple schools. They are run by a principal.
They do not have Superintendents, but
they are the single point of contact for their
entire
association, much like a superintendent.
No
district office in specific.

c.

Cooperatives


There are

schools that
provide a

cooperative programs that behave like districts.
For example we have the Perandoe Special Education
District which is a
cooperative agency that is
supported by all the public school districts.

They have a comparable district office and they have a
school. We also have Beck Area Career Center and Red Brick Alternative School.


Monroe
-
Randolph Regional Office of Education


107 East Mill


Waterloo IL 62298



(618) 939
-
5650


kdavis@roe45.org

d.

Groups and Sub Groups
-

We will be creating grou
ps and subgroups of users that will interact with
modules. Some those include. Superintendents, Principals, Private School Principals, Teachers by
Subjects they teach and by grade levels they teach.

4.

Illinois Association of Regional Superintendents of Scho
ols (IARSS)

The collections of ROEs throughout
Illinois belong to this association. Our office is active with several committees in the association,
particularly the Certification Committee, Professional Development Committee, and Enterprise
Committee.
We

will be developing some modules for the association’s use as a proof of concept to
develop a full feature website for IARSS.
There are 44 ROEs in Illinois and each office belongs to IARSS.
IARSS has 9
-
12 committees. Some of the more active is the Certific
ation Committee and Professional
Development Committe
e.

Features

(Extensions
, Components and Modules
)

1.

Directory
-

Currently we provide a paper directory that lists all the schools, administrators, boards of
education, teachers, etc. We need to simplify this process but there
are issues with making this
database driven and paper generated. One problem is getting the
schools to provide us current
directory information and keeping track of this. We will need to have a considerable discussion on this,
but it is a very important feature. Below are some of the immediate directory information we need to
provide. These shoul
d be searchable.
(alpha ordering if not specified)

Database driven dir
ectory
structure, dynamic pages where applicable eg. School information.


a.

ROE Staff


This may be easier to be a static page we modify as needed Listing

our staff by
office or by program. Each program, however, will have its own webpage. Some programs will
have additional access to modules.
(50)

b.

Districts


Listing of all Districts and their schools. Provides primary contact information
including the name

of the Superintendent and Principals with links to website.
(9)

c.

Schools


Listing of all schools grouped as either public or private containing primary contact
information. They should have a link to the directory information for the district.
(41)

d.

Legis
lative


Contact information regarding legislators. This can be a static page as they
probably will not have user accounts.
(4)

e.

Support Services


This will be a list of service providers that may be of assistance to the
community. These may be governmental

or not
-
for profit. We need create tags to help
categorize these by services they provide. They probably will not have accounts on the system
Monroe
-
Randolph Regional Office of Education


107 East Mill


Waterloo IL 62298



(618) 939
-
5650


kdavis@roe45.org

so we may consider this being static as well, but the page may become long.
(100
s
)
.
These
services
should be

able
to be sorted/grouped by categories, otherwise listed in

alpha order.

2.

Library


Use as a shopping cart system

(library check in and out items with due dates)

with no cost on
items.
The
Cooperative

library is available only to the schools in our region. We ar
e eliminating the
majority of our items. We will be keeping some for check
-
out and do not have a lot of activity. Probably
a dozen per year. We need to re
-
categorize and renumber our items for better search capabilities. We
will also be storing the items i
n multiple locations and need to know where the item is before it is
delivered. If needed we will provide a page listing all items available and they may email the request.
Our official
Cooperative

Library as this is required by
law

and
will be a
collection of web
-
based
references and resources that we will provide descriptions, links,

documents,

etc. This should be
searchable.
Some resource categories will require account to access.

Presently we have 3000 items in
the library, but we will be disma
ntling the library and keep only about 50 items. Only educators from
Monroe and Randolph counties are able to borrow the items.
Access to check
-
out library items should
be automatic for educators in the region. There is no monetary transaction for library
use.
Should this
system become too expensive to create we will run a static page with a

contact form to request items
and have a request form to order.

3.

Resources



Resources are u
sually files such as PowerPoint
, Word, Excel, PDFs and links to other
website
s. We want and need to categorize our resou
rces and use keywords and tags.
Resources should
be categorized and searchable.

4.

Registration

System
(Event Booking)

-

The registration system is expected to be the most powerful
and robust system we will need. We anticipate this being the most used portion of our website.
At
some point we anticipate collecting payments online. Right now, most of the time the registrati
on is
completed by entering a Purchase Order Number or Check Number

and

users to print a registration
form
to submit

with payment.
The system should be able to generate Invoices, allow for us to contact
registrants and to auto reply registrants. We will ha
ve several “programs” on our website that will use
the registration system and it needs to be branded for that program. There will be multiple users with
access to the registration system, but that may be provided by a specific event and not all events. WE

need to be able to download the users registered for an event. Also, we would like to use the
registration system for people to RSVP for meetings.
Events may be free or have a cost. We will accept
purchase orders or check numbers. No credit card process a
t this time.
The number of registrants may
be limited for specific events.

Monroe
-
Randolph Regional Office of Education


107 East Mill


Waterloo IL 62298



(618) 939
-
5650


kdavis@roe45.org

5.

News/Articles

Currently we publish a monthly newsletter which contains individual articles and an
events calendar. W
e

would like to continue to provide an electronic copy of our


Bi
-
County Brief”
continuing, b
ut we would like to consider organizing news and information differently. For example,
instead of categorizing or grouping our articles by Month, it may be better to organize them by topics.
Some of the topics would be:
Traini
ng and Workshops
, Meetings, Legislative, Certification, Student
Programs
, Grants Opportunities, Curriculum & Instruction,
State Board. The news should be searchable
and probably have keywords and tags as well as a date range for searching. We need to have
on the
homepage an alerts section which will link to articles.

Articles may include images, audio, video
(YouTube), and photo galleries as needed.
Articles shall be searchable

including a search by category
.

6.

Task Manager

The task manager allows us to
easily identify who has completed a task and who has
not. For example, all districts have several annual reports to file with our office and school
s

also have
requirements for filing reports
. I would like to list these entities and have a visual check
-
list

for them so
that when it is completed, the ROE can note its completion. In addition, each task will be defined and
have supporting documents (files) that may be linked to from the task list. Example
http://www.edseek.org/mdrone/compliance
-
2011
-
12
. This could be done with an article page that we
update
.

Under consideration if this requires registered user group authentication.

a.

District Requirements


b.

School Requirement

7.

Services


Services and p
rograms may be as simple as a single page of text that may have some of its
related news articles listed.
Services may be added and delete on a regular bases. We would like a
collection of articles related to each of the areas.

Some of the programs will in
clude:

a.

Student Services
-

This will be a static page (dynamically editable, but no modules needed to be
incorporated, listing the student services we provide

(Law Day, Art du Jour, Art Festival, Young
Authors, Spelling Bee,
Workers Permit,
etc.)

b.

General Ed
ucation

Diploma (GED)



Static Page

c.

Bus Driver Training



Static Page

d.

Background Checks



Static Page

e.

Compliance
/Legal



S
tatic page.

May have link to Task Manager
#7 above

f.

Health and Life Safety



Static
Page

Monroe
-
Randolph Regional Office of Education


107 East Mill


Waterloo IL 62298



(618) 939
-
5650


kdavis@roe45.org

g.

Truancy


Static Page

h.

Certification


See #8

i.

Professional Development



See #9

8.

Certification



Articles will have sub
-
categories (some shown) and needs to be searchable.

Categories
will be added. Certification will have resources associated with categories. This could be links provided.

i.

Applying for
Certificate

ii.

Certificate Renewal

iii.

Endorsements

iv.

Highly Qualified

v.

Forms

vi.

Resources

9.

Professional
Growth Learning



Static Page

(Article Lists?)

that will link to other
categories
through
sub
-
navigation. Examples include
Math Connections refer
http://www.mathconnections.org, Common
Core, Induction and Mentoring, Technology
.

Some common functionality will be its own
calendar of
events, news, registrations, resources, tasks, multimedia gallery, and possibly forums
.

The categories
highlighted in y
ellow are the main curriculum that needs to listed on the main page. When user click on
each link we will take them to virtual sub
-
site
(domain name will remain the same)

within the ROE
framework
.

Admin must have easy interface to create more sub
-
sites like

this. The admin also must
have
the ability

to select/de
-
select the features for each sub
-
site in the green highlighted section
. We
can also think of options to choose templates, colors

etc
. the URL structure can be
www.roe45.org/mathconnections

or www.mat
hconnections.roe45.org, for example.

10.

Forums
-

Some grant programs may use this. The ROE would like a private one

for ROE staff
, the
threads will based on the programs we offer. Not all programs will use this.
The public forum
s for
professional development

can be seen by anyone but the private one can be seen only by the
registered users. Each
Professional

Learning Programs

can set its own groups for the forum.

11.

Calendar of Events (Google Calendars)

-

Will have link view of activities in the registration sys
tem,
dates from each program and for registered ROE users that ability to see ROE employee’s Google
calendars. For public users there will be some calendar events listed that may link to an article,
registration, or other page such as Bus Driver Training
.
ROE
staff needs

their own shared calendar
Monroe
-
Randolph Regional Office of Education


107 East Mill


Waterloo IL 62298



(618) 939
-
5650


kdavis@roe45.org

viewable by all staff.

People within the private network should be able to see
each other

calendar
which they have currently in
Google
. ROE has
Google

institutional

account and email
accounts and

we
will have to cl
osely analyze and see if we can use any
Google

API throughout the application
. We need
assistance in using and integrating our Google Institution Account with our office for email,
calendaring, shared contacts, APIs, etc.

12.

Job Board

(
Considering

separate branded site within system)

-

Posting of Job Opening by Districts,
Schools, Businesses

within Region. Users may post resumes but this is not critical, only if it exists within
the Job Board module.

R
efer the current job board and we need to allow

each school to post their own
job board, also business can post their listing on the site
.

13.

Certification



Publically, this will have content like
Professional Learning
. Privately it will become a full
feature website for collaborative work. This will nee
d to be discussed as it will be used by our Illinois
Association of Regional Superintendents of Schools (IARSS). We would like to archive documents,
digitize certification manual (re
-
organization needed), create shared content so others may i
-
frame or
pull

data, etc.

We may consider a social site for this, but I am not certain.

a.

Certification

for office

(Public)

(See Module #8
)

b.


Certification

(Private)

will have articles for ROE use only that also includes use of a document
archive
system (#14)

14.

Document Management System


There are two immediate applications for a document management
system. One, we would like to scan to PDF all our certification files. Each certified educator in our
region has a file that contains multiple documents. We want to

create a searchable system to organize
by name and/or

Eductor
ID an individual

s file(s). We would also like to keep an ongoing record of
interactions with the individual.

Another document conversion would be our records of workshops.
This should be search
able by Name and Date of the session. In both systems, the content of the files
need not be searchable, just the organization of the documents. Finally, we would like to maintain
documents for districts that we collect annually.

15.

Media Gallery


Contains
Photos, Videos, and Audio postings

with brief description.

16.

About Us



Static page that will probably include a site map and description of all our services. This
would be a page that may have subpages such as Mission,
History, Link to
Contact Us, etc.

Monroe
-
Randolph Regional Office of Education


107 East Mill


Waterloo IL 62298



(618) 939
-
5650


kdavis@roe45.org

17.

Con
tact Us



Display contact information and form for contacting office and includes data from the
directory for the ROE Staff

if database driven
.

Form will need to be protected from bots.
We could use
a form generator extension if needed to customize the rec
ipient as that may change frequently.

18.

Facebook



integrate
Facebook

posts on our site and linking to our
Facebook

page.


19.

Connecting Conference

(Maybe a separate site

and separate bid

or may be integrated within ROE
website
)



The conference is professional development for
ROE staff. It requires use of the registration
system and to have a strong user profile system. I am considering that we
use Jom
-
Social and that this
site will look and feel completely different from the ROE’
s website. However, it would be ideal if I can
manage this with the same backend and use the same modules. Users of the Connecting Conference
would l
ike to have a user directory that contains photos, areas of expertise (searchable categories), job
responsi
bilities, etc. These users will need to register for a conference that we hold twice a year. It
would be good that we have a professional development calendar and resources for users to share.

This may be satisfied with Jom
-
Social, but I need to also integ
rate our registration system. I am not
opposed to another database instance of Joomla for the Connecting Conference if required. I have to
provide some folks access to part of the registration system. User rights in the registration system
needs to be very

granular. Right now our current site allows us to contact registered users, unpaid
conference participants, and users who have not registered for the conference. This is an important
feature. Again, maybe a fusion of JomSocial and the Registration system
would be a possibility. The
connecting conference has its own domain
www.connectingconference.org
. T
his is a conference for
people to come together for le
arning and networking. We have two

conf
erences

a year. A basic
registration system
may work here
. People who arrange these conf
erences

should be given access to
the system to see people who are registering
and to download the registrations and track payments,
etc. The payment right now is through chec
k and manual entry of payment receipt. Registered users
should have a searchable profile that is a private directory. (Ex: M
ember
s

of the site can register for
the conf
erence

and also search the directory

of users. An example of a turnkey system (not Jooml
a, but
a paid service) is ww.regonline.com
. The current site is located at
www.connectingconference.org


20.

Con
stant Contact or Group
Mail
-

We would like to be able to contact groups of users. We currently do
not use constant contact but would like to develop under the assumption we will unless there is a
Joomla version of the same/similar service. For our Connecting Conference we will need t
o have
administrative users able to contact groups.

Miscellaneous Thoughts

Monroe
-
Randolph Regional Office of Education


107 East Mill


Waterloo IL 62298



(618) 939
-
5650


kdavis@roe45.org

1.

With multiple modules that use a variety of different extensions, is user management going to be
simplified or will we ne
ed accounts within each module?

2.

The bid for this project ne
eds to separate out t
he Connecting Conference Module.

Joomla Extensions

These extensions are ones I have found that may or may not be applicable for our website. I am simply
providing them as they appear to meet our needs so that we will not need custom d
evelopment
but only
modification. We would like to maintain documentation of all incorporated modules in the website.

1.

Jobs


Job Basic

2.

Registration


Event Registration?

3.

Forms


4.

Library

5.

Contact Manager

6.

JomSocial for Connecting Conference
?

7.

Multimedia A
r
ticles


K2, K2AutoFacebook?

8.

Others


FlexiContent?

9.

Group Mail

10.

ACY Mailing



for mailing groups

(this is similar to constant contact)

11.

Gcalendar

12.

k2

13.

JCE editor

We have purchased the RocketTheme

templates for Joomla 2.5 It comes with several modules integrated.