Syncplicity Solutions for Higher Education

EMC CONFIDENTIAL—INTERNAL USE ONLY 1

SYNCPLICITY SOLUTIONS FOR HIGHER EDUCATIONCOMMUNICATE.COLLABORATE.EDUCATE.

Karim Y. Rizkallah,Staff Presales Consultant


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.


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


CONTENTEducational

NewslettersAnnouncementsJob PostingsCV’s

ApplicantAdmission FormsGraduation DiplomasMedical CertificatesPersonal Records

Academic RecordsAssignmentsLearning MaterialsCertificates

Student

Alumni


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Higher Education Stakeholders Requirements

Students

Professors

Parents

Staff

• 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

• Upload assignments and lecture materials and handouts

• Collaboratively work on researches

• Enter marks /results and produce reports

• Enable Inter-Faculty Information Sharing

• Apply Regulatory Policies on Student Data• Disseminate new course

materials to professors and protect Intellectual Property


"

The University Syncplicity PortalA Reference Architecture

Students

Professors

Parents

Staff

UNIVERSITY SYNC PORTAL

CONTENT UPLOAD FOLDER DEFINITION

TEMPLATING CONTEXT- BASEDPERMISSIONS

BRANDING USAGE REPORTS

NOTIFICATIONS POLICY SETTING

AUTHENTICATION NEWS FEEDS

BYOD SUPPORT VERSION MANAGEMENT

SYNCPLICITY


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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


USE CASE #1Professor – Student Academic Content Sharing


Professor - Student Academic Content SharingFocus 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


Use Case Scenario

CourseStart

CourseEnd

COURSE INITIATION

- Professor sees pre-populated folder structure with some basic content

- Professor adds his lectures materials

STUDENT PROVISIONING

- Upon enrollment students are automatically added to Syncplicity folder

- Content is pushed to their devices

Anth

ropolo

gy 1

01

STUDENT WORK- At any time during the

course, professor uploads new materials

- Student responses automatically pushed to professor

- Professor is able to see a usage report

LECTURES

HANDOUTS

VIDEOS

ASSIGMENT

QUIZZES

SPEACIAL AID

GRANULAR SECURITY

- Professor may elect to avail certain collateral to specific students; such as special aid materials for weak students or different quizzes to different students

COURSE RETENTION

- Academic materials created during the lifetime of this instance of the course are automatically retained and some folders are wiped from student devices.

COURSEFOLDER


Solution Components

Syncplicity Business or Enterprise Edition

University Sync Portal


SOLUTION MOCKUP

© Copyright 2012 EMC Corporation. All rights reserved. 12


USE CASE #2Secure CollaborativeResearch


"

Secure Collaborative ResearchFocus 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


Use Case Scenario

SECURERESEARCH

PORTAL

AGREE ON RESEARCH TOPIC

LITERATURE COLLECTION AND

REVIEW

RESEARCH DESIGN External Research

ParticipantsDATA

COLLECTION & ANALYSIS

DISSEMINATION(RESEARCH RESULTS)

INSTITUTIONAL REVIEW BOARD

APPROVAL

xCP PROCESSES (Optional)- Research Subject Approval- Consent + Subject Safety Forms- IP Acceptance + Distribution of

Income- Approval of Publishing +

Conference Participation


Solution Components



Upsell Opportunities:

Information Rights Management

Documentum xCP


USE CASE #3Student InformationPrivacy


Protecting Students' Academic PrivacySecuring Students Records from Public Sharing

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.

In EU: Data Protection Directive (DPD)Directive 95/46/EC

In US: Family Educational Rights and Privacy Act (FERPA)


LIFECYCLE

Use Case Scenario

STUDENTINFORMATION

EXCHANGE

ADMISSION

FINANCE

PROGRESSION

EXAMS

GRADUATION

ALUMINI

CONTINUED EDUCATION

APPLICATION

STUDENT LIFECYCLE

• Transcripts • Language proficiency

documents• Proof of Residency• Medical Certificates

• Graduation Certificates• Statement of Purpose• Curriculum Vitae• GMAT• Birth Certificates

• Financial Aid Forms

• Tax Returns • Award Letters

• Progress Reports• Time Tables• Parents

Communications

• Grade Reports• Past Exam Papers

• Academic Certificate• Graduation Statement• Diploma Supplements

• Curriculum Vitae• References• Newsletters• Donation

confirmation

• Prior Diplomas• Official Transcripts• Proof of ID


Solution Components



Upsell Opportunities:

Information Rights Management

Documentum Repository

D2


USE CASE #4Alumni Communication


Alumni CommunicationKeeping 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.


Use Case Scenario

UNIVERSITY – ALUMNI RELATIONS

ALU

MN

I - CLA

SS O

F 2000

NEW JOB OPENING

OFFERS

NEWS

JOB POSTS

ALUMNICOMMUNICATION

PORTAL

COMMUNICATION OBJECTIVES- Avoid sending everything to

everyone- Multi-Channel Communication- Minimize Communication Costs

- “Follow” Subjects of Interest- Newsfeeds- Notification Preferences- Alumni Inter-communication

SOCIAL EVENT ANNOUNCEMENT

NEWS

DONATION REQUESTS


Solution Components




SOLUTION ARCHITECTURE


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SOLUTION ARCHITECTURE

News Feeds

Content Upload

Version Management

EncryptionStorage

Management

FILE ACCESS /SYNCE API’S CONTROL API’S

Put/Get Sync Provisio-ning

FolderMgmt.Sync

Authenti-cation

SYNCPLICITY

DCMT Platform DCMT xCP IRM

INFRASTRUCTURE (OPTIONAL)

Folder Definition

Templa-ting

Permiss-ions

BrandingUsage

ReportsNotificat-

ionsPolicies

UNIVERSITY SYNC PORTAL

Student Information

Systems

University Portals

Existing DMS

User Directories

SYNCCLIENTS

EXISTINGSYSTEMS

STORAGE

On-Prem EMC Cloud


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 Self-Service

UI’s


Integration Scenario - Grades ApprovalSyncplicity – xCP – Student Information System

Student Information System

ProfessorSubmit Grades Report inside Course Folder on Syncplicity

Web Services Process Trigger

Documentum xCP

Faculty Head- Approve/

Decline

Dean- Approve/

Decline

- Grades Approved- Update

Academic History

Rejection

Lock Grades

Academic HistoryModule
