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Fuel for Project Registers

posted Jul 16, 2009, 7:46 AM by Unknown user   [ updated Jul 17, 2009, 6:18 AM by Eddie Woo ]

H1.1: Explain the nature and function of the intranet in the context of the school.

Nature

The intranet is a multimedia and communications system with the goals of:
  • Engages student learning.
  • Empowers better teaching practice.
  • Enriches school life.
It consists of four sections which are Central, Faculties, Co-curricular and Staff. The participants are mainly the apocalipticDESIGN team for the Faculties Section. Mr Woo is responsible for the entire intranet. For co-curricular activities, those who are responsible for each group (such as Cadets) have the ablity to update members on any new developments. The end users are the students, teachers, and basically anyone who has access to the intranet and benefits from its use. ApocalipticDESIGN members, though participants for their own portfolios are also end users for other people's portfolios. The people in the environment would be those who don't necessarily benefit from using the system but can still contribute data.
 
As explained in the rest of this post, all seven information processes occur with data/information such as photos and resources being exchanged. Technology required include computers and web browsers. 
 

Function

In the context of the school, the intranet informs students and teachers of events around the school. This is shown by the updates on the central page to alert others about updates to the intranet. Individidual pages such as within faculties and for the co-curricular groups will allow the people who are in charge of those to edit pages if they haveaccounts. 
 
The intranet, via Google Sites, allows the abilitity to have attachments to pages or make pages into "file cabinets" so that files such as past papers and resouces may be uploaded, allowing convenient (and environmentally friendly) access to everyone in the school.
 
Additionally, the intranet is a good way for experiences of activities such as excursions to be shared because photos and recounts can be put onto the site by anyone who has rights to create these pages. Those who have access to the intranet can read about past and future events they can look forward to.
 
As a form of communication between all the people in the system, day sheets, and newsletters can also be accessed on the intranet. Staff can now also submit daysheet entries via the intranet to communicate with students across the school.
 

H1.2: Identify instances of the 7 processes undertaken by various participants, end users and people in the environment within this information system.

Collecting

  • Participants - Collecting is performed when obtaining content for the intranet, such as scanning past papers, filming videos or extracting data from other sources.
  • End users - Files are collected by end users when they download files such as past papers and syllabuses off the intranet.
  • People in the environment - They probably collected data for themselves beforehand and coincidentally, the partcipants wanted them too and collected them themselves.

Organising

  • Participants - When preparing content for the intranet, particpants most likely had to compress data (for example to be able to attach files with the limit imposed by Google Sites) or convert to different file formats for more convenient displaying process, especially if some formats are able to be played by a wider range of programs.
  • End users - After collecting, end users may want to organised what they have for their own purposesb such as compression due to lack of storage space.

Analysing

  • Participants - Adding metadata to files or for example, when using Google Analytics as a tool to help effective development of the site, the use of graphical representation so that patterns and trends can be easily spotted.
  • End users - Seaching using the search site function in the top right corner of the intranet for anything of interest.

Processing

  • Participants - Participants must constantly edit data, such as altering text or putting rounded corners on images so the product is suitable for appearing on the intranet.
  • End users - End users may collect data then process it for personal use, such as if they use an excursion photo, crop it and put it in an assignment.

Storing and Retrieving

  • Participants - They constantly store files they are working on prior to uplading and retrieve them the next time they work on it or retrieving just before uploading.
  • End users - They will store files they download before retrieving to look at again, such as syllabuses or past papers.

Transmitting and Receiving

  • Participants - This occurs when participants upload files.
  • End users - Occurs when end users download files.

Displaying 

  • Participants - The intranet is displayed on the monitors of participants' computers or sound may be displayed via speakers.
  • End users - Thesame which happens for participants is also true for end users.

H2.2: Explain how the intranet is a solution for an identified need, with reference to all 7 processes.

Collecing

Teachers and other participants such as apocalipticDESIGN can scan past papers and answers for the intranet into electronic form to save paper, take photos of excursions and share them with the rest of the school and collect a wide variety of other infomative content to help the community gain knowledge about events and school life.

Organising

Organising is mostly done by participants for ease of use by end users. This is particularly true when compressing files so that end users can download files faster, hence making the content more accessible. For example, photos are in the form of .jpg which is compressed and the ability to access it will help enrich school life when sharing visual experiences of events.

Analysing

Sharing resources needs to be made a convenient process with minimal confusion with all the files that are on the intranet. Therefore, we need to add descriptions for files and label them in a coherent way so that end users can download resources for learning.

Processing

Up-to-date information can accurately be made available if the intranet is always updated (processed) to bring news or to make adjustments to existing content (such as statistics).

Storing and Retrieving

The intranet's ability is store all the files and content through Google is what allows the content to be made available for the initial three goals of the intranet. Otherwise, if nothing was on the intranet, it wouldn't be of much use.

Transmitting and receiving

Students can download past papers and resources and study in their own time when they feel it is necessary. This is one of the major benefits of the intranet and removes the confusion and annoyance of organising past papers to give to students and make sure they are handed back. Participants can upload such resources (transmitting) to end users to download (receiving).

Displaying

For end users, it is the part where they can utilise the past papers and resources they have downloaded. They may wish to see photos, listen to interviews, look at or print solutions, and much more, thanks to the intranet.

H3.1: Evaluate and discuss the current/potential effect of the intranet on (a) individual students, (b) the school population (staff and students alike), and (c) the JRAHS information environment.

Individual students

Individual students will have more convenient access to resources and will gain an insight into some of the other events happening around the school. They will be able to have access to resources and past papers at home unlike the old intranet which could only be accessed at school. This way, they can work at home and find information when they need it as opposed to waiting to get to school to access it. The current intranet also has more content in general so hopefully students will find more of what they need.
 
For those who are in extra-curricular groups, they can now get their updates from repective pages without the hassle of finding out when or where the next meeting is or what is happening. For example, the cadets unit has also made some forms avaible too, so that students can simply download another if they
 

School population

The school population will become more informed and organised because the students, who form a majority of it, have benefited from ways described previously. When looking at co-curricular groups, they can communicate more effectively with all the members at once.

Teachers, because of the intranet, can also communicate with students and employ better teaching practices such as the SRP system now in place with time stamped diary entries to ensure students are working effectively on their projects.

The availability of the newsletter is another tool now availble on the intranet, which saves paper and allows the school population to be informed.
 

JRAHS information environment

The JRAHS information environment my provide the data and is not necessarily affected by the intranet. However, if they contribute data, they will probably have to spend time to allow participants to collect it, e.g. filming them. Although most of the people apocalipticDESIGN had contact with were from the school and since they have accounts, are also end users once they log in. 
 

H4.1: What emerging information needs is James Ruse likely to face in the next 5, 20 and 50 years? How will the intranet meet these needs?

Five years

  • Heavy usage of the intranet will results because in five years, all the students will have laptops. They will probably require more of their files via the intranet.Therefore the intranet will probably need to fit in more content dedicated for teachers to upload their files for their classes. Students can then also work on group projects during class and at home since everyone has a laptop.
  • Evidently, the trend is now to make everything somehow digital such as the advent of digital cameras. Currently, the school's permission notes and forms are on paper, but soon they will become electronic. The intranet can allow the files to be uploaded onto a page as .doc and students can fill them out and send it to the appropriate place. However, there is an issue if a signature is required, in five years time, we will still probably have to print out the form for signatures until an adequate system is put into place to verify digital parent signatures.
 

20 years

  • Five years may be a bit early, but in 20 years time, everything we do at school will probably become electronic. All of our files will be saved onto the internet rather than on our computers so that if the computer crashes, files will not be lost. The intranet could provide such services too on a bigger scale or offer the option of connecting with wherever our files are stored so that students can do all their school work, no matter what subject, through the  intranet.
  • In 20 years time, there will probably be more ergon, and convenient to use device which allows access to the intranet. Currently, mobile phones, by using WAP, have allows access to the intranet. However, these forms of hardware are not necessarily as widespread nowadays. However, in the future, they will probably become part of everyone's lives for very affodable prices with projectors so that we can see more clearly.
 

50 years 

  • By that time, we'll probably be able to have lessons at home and connect with teachers via the internet. The intranet could be a sort of "middle-man" between the teacher and student. Unless by 50 years we'll have holograms so that we can have lessons in class, but at home.
 

H6.1: Based on your answer to the H4.1 question, propose a solution for the 2010 apocalipticDesign team to develop and implement next year.

I think that next year, we could focus on making more processes within the school electronic. Such as actually start to have permission notes accessible on the intranet for everything. Permission notes could even be signed and sent back to the school via the intranet. This would save the school printing extra copies and wasting paper because students can print it themselves, get it signed, then had it into the accounts office. If possible, students could scan their permission notes in and send it securely to some sort of location expecially set up for this. However, because it is only next year, it seems too soon for digital parent signatures and such (although this would ensure authenticity).
 

H7.1: Explain the management techniques used during this project.

Project prospectus

This is more or less like a plan for our project. It included personnel, objectives, timeline and available resources. With a project prospectus, we were able to keep on track to accomplish the three goals, organise time efficiently and ensure that it was possible to carry out the ideas we had by keeping a record of resources we had.
 

Gantt chart

The Gantt chart helps us to keep on track so that all the tasks we are required to do can be completed on time to ensure the final product is complete and not rushed. It is a good way to see parts within each stage for a more detailed outline of what needs to be done. Graphical representation of deadlines is easily interpreted for effective time management.
 

Feedback

Feedback from others is an important way for improving the system. Additional opinions can offer different points of view and comments from the users who are the main audience of the product are crucial during development so that the project may be suited to their needs (which is the point of creating the intranet).
 

Register

The project register has been used so that apocalipticDESIGN members can view their own progress and so that Mr Woo, who is overseeing the whole project can make sure members of the team are making headway. The project prospectus helps to keep track of what we are up to as well as how we accomplished everything. The procedures which we follow should be recorded so that, for example, if we are attempting to solve a problem with something that doesn't work, we can go back and check up what was done. It is also a good way to keep all our documentation together for more convenient access.
 

H7.2: Create your project register Repository - an index of all your project register posts.

Project register can be found here.
 
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