Plans for EduStream >> Plan

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Plan
Osman Parada

Version: 1
Group: 2009 - 2010
Type: District Program Review
Last Modified On: 5/5/2010 2:49:57 PM
Last Modified By: Andrew Chang
State: Submitted (Draft)
State By: Andrew Chang

Instructions

1. Mission

  1. Assume the reader knows nothing about your unit. Please describe concisely its mission.

Deliver quality accessible educational content online by employing best practices in technology.

2. Description

  1. Please describe concisely the following characteristics of your unit. Feel free to use both narrative and quantitative information.
    1. Purpose
    2. Functions or services
    3. Clientele(s)
    4. Value of your services to the clientele(s), the Colleges, and the District
    5. Organizational structure and number of personnel by function
    6. Annual budget by object code for the last three years
    7. Hours of operation, location, and other pertinent service characteristics
    8. Significant changes, if any, since the last program review

The purpose of the EduStream is to serve SBCCD and the other 108 California Community Colleges with quality education digital media. EduStream provides functions and services such as:

A. Digital Repository- Provides a centralized resources to preserve all institutional content.

B. Live Streaming-Enhances the student learning experience and provides the District with a communication platform to market services.

C. Video-on-Demand- EduStream currently has a collection of over 3000 video clips including learning objects that can be used by instructors to enhance online courses.

D. Encoding and Trans-coding of media- EduStream has implemented this service to help the District re-purpose all content into a streaming format.

E. Content Hosting- EduStream provides the District with storage and archiving capabilities of digital content.

Our clienteles include Colleges and Universities across the United States. EduStream services are used by Faculty, staff and students of those aforementioned institutions. We also provide services to third party content providers whom we partner with to provide proprietary content to our end users. EduStream provides a valuable service to the San Bernardino Community College District as well as it's many other sister districts throughout California by procuring quality education digital media and providing a distribution platform to enable viewing and downloading of said media.

EduStream is a state program that is based out of San Bernardino Community College District. Dr. Glen Kuck is the Executive Director and under him are Yvette Tram (Web Developer), Osman Parada (Senior Technology Support Specialist) and Andrew Chang (Senior Technology Support Specialist).

Staff hours are from 8am-5pm PST. We are located in San Bernardino, California at the Annex of the San Bernardino Community College District. Our services are 24/7 based, such as the live streaming and the video-on-demand. Help Desk requests are answered during normal operating hours and are addressed in the order they are received.

EduStream has been in operations for little over a year so our budget only reflects that particular time period. The object and budget for the last fiscal year and this fiscal year have been included in the supporting documentation.

3. Outcomes and Other Measures of Effectiveness

  1. Identify at least one essential measure of effectiveness for each major operation of the unit. (See Effectiveness Measurement Guidelines and Examples.)
  2. Include at least one baseline measure or measure of progress on a well-defined outcome.
  3. Include at least one measure showing effectiveness in responding to the Colleges’ needs.
  4. For each measure, identify the assessment method you used.
  5. Please summarize the results of the measures you have applied. If results showing trends over time are available, please report them.

Effectiveness Measure A:

To increase awareness of EduStream services and to establish a meaningful relationship with faculty and staff of San Bernardino Valley College and Crafton Hills College and District offices.

Measure:

Amount of faculty and staff using EduStream in their online courses

Assessment Methods:

EduStream staff lead training workshops and surveys
 

Effectiveness Measure B:

Sign on all California Community Colleges.

Measure:

Number of additional colleges signed on annually.  Currently EduStream has 46 California Community Colleges onboard and another 132 non-CCC entities onboard.

Assessment Method: Number of institutions signed-on within one fiscal year

 

Effectiveness Measure C:

Procure additional proprietary content

Measure:

Number of additional relationships with content providers. Our target is to double our content provider relationships within 12 months.  We currently host content primarily for one content vendor.

 

Assessment Method:

Track contracts with additional providers and compare the total annually with the numbers as of November 15, 2009 (The Baseline number).

 

Effectiveness Measure D:

To accomplish the capability to search through a remote library archive through the EduStream portal (deep web search)

Measure:

The ability to link and search online-based library servers at the rate of 2 per year.  As of the writing of this report, EduStream does not have any federated search ability.

Assessment Method:

The number of remote library archives we are able to access annually in comparison with the previous fiscal year.

4. External Opportunities and Challenges

  1. Describe any external opportunities that might lead to unit improvement over the next three to five years.
  2. Describe any external challenges (e.g., legal requirements, budgetary constraints) that might limit operations or improvement over the next three to five years.

 

External Opportunities: Availability of additional grant monies, increased memberships, collaboration opportunities with CENIC and other higher education institutions for a centralized datacenter that will provide disaster recovery or primary site location services at a much reduced cost.

For the SBCCD colleges, the opportunity to interact with faculty and staff to create meaningful relationships is much easier.  This will help increase the chance for collaboration between EduStream and local faculty/staff to increase the quality of online educational services to students.  The district itself will also benefit from any goodwill EduStream generates in its local, state and nationwide strategic relationships.

 

External Challenges: Finding additional revenue sources (Grant Funding, Revenue model).  Need of a resource that can write successful grants, and additional personnel.  Within the next few years, the grant EduStream is running on will be up for renewal from the state so getting the grant renewed will be a possible challenge.   

For local colleges, Faculty/staff often have busy schedules that limit the amount of time they can dedicate to training workshops so getting them trained on how to use EduStream will be a challenge.  Getting faculty/staff to adopt a new technology tool that they can integrate into their learning strategy.

5. Analysis and Evaluation

  1. Analyze the implications of the assessment results and external factors for your unit.
  2. In light of your analysis, what are your unit’s main strengths?
  3. In light of your analysis, what are your unit’s main weaknesses?

a.  The rate that EduStream is signing up new members is well ahead of expected results.  The word of mouth phenomenon plus higher exposure via conferences and shows have lead to multiple inquiries from institutions across the state regarding memberships.  The repository has grown in the last year to included over 3000+ clips and learning objects.  There are also additional content not yet added to the repository that is awaiting captioning for ADA compliance.

b.  Our main strengths come from the fact that we are a state funded program through the CCCCO.  This means that we are able to develop and offer a free product to our target audience.  This in turn helps the adoption and acceptance rate amongst our audience because they can see a valuable tool that is being offered to them free of charge.  Other strengths include our ability to work with other state programs in collaboration.  Using and combining the strengths of various partners we can market, develop, and maintain EduStream without necessarily having to spend significant funds.  In light of the recent declines in the economy, these collaborations become all the more important to combine resources and save where we can.

c.  Ironically one of our main weaknesses is also one of our strengths.  Being a state run program, we are susceptible to the financial woes of the state.  With the potential for possible downsizing of funds, funding for EduStream has been cut by 8-10% for the following fiscal year. 

6. Three-to-Five Year Vision

  1. Describe your unit as you would like it to be three to five years from now.

a. All SBCCD faculty/staff using EduStream

b. Creating an EduStream environment dedicated to students and faculty of SBCCD

c. SBVC and Crafton Hills using EduStream for content preservation

d. Provide classroom lecture capture and redistribution services to students.

e. All California Community Colleges signed on

f. Double current non- California Community College memberships

g. Additional revenue sources from higher educational institutions outside of the CCC's

h. EduStream is involved in other state projects such as student portfolios

i. Fully staffed with employees to work on various state projects under the EduStream umbrella

j. A repository with videos that cover a broad spectrum of educational topics

k. Networking equipment housed at a CENIC hosted data center for cost savings

7. Impact on the Colleges and the District

  1. Describe the most significant relationships with other District operations and College operations.
    1. What major impact does your unit have on them?
    2. .What major impact do they have on your unit?
  2. How do your mission, vision, and goals contribute to the Board Imperatives and the District and/or College mission, vision, strategic directions, and/or goals?

Most Significant relationships

Both colleges within SBCCD uses EduStream for their online course offerings.  Crafton Hills and San Bernardino Valley College uses EduStream in their Blackboard course.  SBVC also hosts the hardware, and provides the site and the internet connection to which EduStream depends on.

What major impact does your unit have on them?

  A. Enhance online courses

  B. Engage students and increase collaboration

  C. Central content hosting entity for all CCC ‘s opening the door for additional grant funding

  D. Preservation of all institution content

What major impact do they have on your unit?

A.  User testing groups consisting of faculty and staff members from both colleges are used to test EduStream and its continually updated features.  These include functionalities such as advanced search, learning objects and bookmarks.

B.  EduStream's uptime is dependent upon SBCCD's network; therefore any interruption to their network will cause a small interruption to ours.  It is small because EduStream does employ a mirrored site that can pick up web traffic if the primary site goes down.

How do your mission, vision, and goals contribute to the Board Imperatives and the District and/or College mission, vision, strategic directions, and/or goals?

According to the website, the mission for SBCCD is "to promote the discovery and application of knowledge, the acquisition of skills, and the development of intellect and character in a manner that prepares students to contribute effectively and ethically as citizens of a rapidly changing and increasingly technological world."  The direction and mission of EduStream lines up very well with that.  We try to promote knowledge and education through the use of latest technology.  EduStream strives to continually improve how we serve our customers by offering them new tools, maximum uptime and easy access to educational materials. 

8. Other Pertinent Information

  1. Include here any other information you regard as necessary for a full understanding of your unit.

None at this time

9. Goals, Objectives, Action Plans, and Resource Requests

  1. Goals (with priority rank) over the next three years
  2. Objectives (with priority rank) under each Goal
  3. Principal Activities under each Objective, if available
  4. Timeline for completion of each Activity or Objective
  5. Person responsible for ensuring completion of each Activity or Objective
  6. Progress on or achievement of a given Goal or Objective does not necessarily require additional resources. For Goals and Objectives that do require resources, enter the following information:
    1. Resources required to achieve Goals and Objectives over the next three years, with description and rationale for each
    2. Identification of associated Goals or Objectives
    3. Type of Resource
      1. Expenditure Category
      2. One-time/Ongoing
    4. Estimated annual cost (or savings) for the next three years
  • 1 - Goal - Deliver quality accessible educational content

    To improve the quality and the accessibility of content on EduStream by making the content ADA compliant, finding methods to deliver the content reliably to end users and making the content easy to access for end users.

    Priority Rank:
    1
    Objectives:
    • 1.1 - Objective - AFB Compliance review

      Develop agreement with the American Foundation for the Blind (AFB) to conduct a ground up review of EduStream for ADA Compliance.

      Priority Rank:
      1
      Start Date:
      05/25/2009
      End Date:
      09/30/2010
      Responsible Person:
      Yvette Tram,Trelisa Glazaov
      Strategic Direction:
      None
      Impact Type:
      -- Pick One --
      Resource Requests:
      • 1.1.r1 - AFB
        Description

        A review of the EduStream site by the American Foundation for the Blind

        Rationale

        Want to ensure the navigation and the build-out of the EduStream website is accessible to people with handicaps such as blindness.

        Resource Type:
        One-time
        Expenditure Category:
        Services
    • 1.2 - Objective - New infrastructure build out

      Complete the build-out of EduStream’s Infrastructure and co-location.

      Priority Rank:
      1
      Start Date:
      05/28/2009
      End Date:
      05/25/2010
      Responsible Person:
      Andy Chang, Osman Parada
      Strategic Direction:
      None
      Impact Type:
      -- Pick One --
      Resource Requests:
      • 1.2.r1 - Infrastructure
        Description

        To build-out a redundant infrastructure to house the EduStream platform

        Rationale

        Want to create an infrastructure that has a disaster recovery site out of state in case of disastrous events in California, EduStream can still be accessible.

        Resource Type:
        Ongoing
        Expenditure Category:
        Equipment
    • 1.3 - Objective - Expand availability of quality accessible content

      Manage and expand repository library with ADA compliant, higher–ed academic appropriate content.

      Priority Rank:
      1
      Start Date:
      05/29/2009
      End Date:
      09/30/2010
      Responsible Person:
      Osman Parada, Andrew Chang
      Strategic Direction:
      None
      Impact Type:
      -- Pick One --
    • 1.4 - Objective - Ability to brand locally

      Develop the capability for institutions to locally brand the look and feel of EduStream

      Priority Rank:
      4
      Start Date:
      01/01/2010
      End Date:
      06/30/2010
      Responsible Person:
      Yvette Tram
      Strategic Direction:
      None
      Impact Type:
      -- Pick One --
    • 1.5 - Objective - EduStream Help Desk

      Develop and deploy a Centralized Help Desk for EduStream that includes Service Level Agreements

      Priority Rank:
      3
      Start Date:
      01/01/2010
      End Date:
      06/29/2010
      Responsible Person:
      Osman Parada
      Strategic Direction:
      None
      Impact Type:
      -- Pick One --
      Resource Requests:
      • 1.5.r1 - Help Desk
        Description
        Rationale
        Resource Type:
        Ongoing
        Expenditure Category:
        Services
    • 1.6 - Objective - Test User Group

      Establish a user test group for new features developed and deployed on EduStream’s test environment prior to going into production

      Priority Rank:
      4
      Start Date:
      01/01/2010
      End Date:
      06/30/2010
      Responsible Person:
      Osman Parada
      Strategic Direction:
      None
      Impact Type:
      -- Pick One --
      Resource Requests:
      • 1.6.r1 - Test Group
        Description

        A group of faculty and staff from SBCCD to evaluate and use EduStream

        Rationale

        To get feedback from our customers as to the use and feel of EduStream.  Provides the staff valuable information to continue the improvement and evolution of the platform

        Resource Type:
        Ongoing
        Expenditure Category:
        Personnel
    • 1.7 - Objective - Alternate authentication methods

      Research and develop standards compatibility within EduStream for authentication

      Priority Rank:
      1
      Start Date:
      01/01/2010
      End Date:
      06/30/2010
      Responsible Person:
      Andy Chang
      Strategic Direction:
      None
      Impact Type:
      -- Pick One --
      Resource Requests:
      • 1.7.r1 - Authentication
        Description
        Rationale
        Resource Type:
        Ongoing
        Expenditure Category:
        Software
    • 1.8 - Objective - Deep Web Search (Federated Search)

      Research and develop EduStream’s federated search capabilities. Be able to perform federated search across three repositories (single database or collection of databases)

      Priority Rank:
      3
      Start Date:
      01/01/2010
      End Date:
      06/30/2010
      Responsible Person:
      Yvette Tram
      Strategic Direction:
      None
      Impact Type:
      -- Pick One --
      Resource Requests:
      • 1.8.r1 - Deep web search
        Description

        Enable EduStream to search other repositories and vice versa

        Rationale
        Resource Type:
        Ongoing
        Expenditure Category:
        Personnel
    • 1.9 - Objective - Encoding to various formats

      Research and encode, as appropriate, EduStream’s content in varying formats to enable maximum portability

      Priority Rank:
      2
      Start Date:
      01/01/2010
      End Date:
      06/30/2010
      Responsible Person:
      Osman Parada
      Strategic Direction:
      None
      Impact Type:
      -- Pick One --
      Resource Requests:
      • 1.9.r1 - Encoding Formats
        Description
        Rationale
        Resource Type:
        Ongoing
        Expenditure Category:
        Personnel
  • 2 - Goal - Deploy EduStream locally, statewide and nationally

    Fully deploy EduStream to institutions nationwide

    Priority Rank:
    1
    Objectives:
    • 2.1 - Objective - Legal documents/contracts

      Signing of appropriate legal document by instiutions and SBCCD's Board of Trustees

      Priority Rank:
      1
      Start Date:
      07/01/2009
      End Date:
      06/30/2013
      Responsible Person:
      Osman Parada
      Strategic Direction:
      None
      Impact Type:
      -- Pick One --
      Resource Requests:
      • 2.1.r1 - Contracts
        Description
        Rationale
        Resource Type:
        Ongoing
        Expenditure Category:
        Personnel
    • 2.2 - Objective - Training

      To train institution faculty/staff/site administrators on how to use EduStream

      Priority Rank:
      1
      Start Date:
      01/01/2009
      End Date:
      06/30/2013
      Responsible Person:
      Osman Parada
      Strategic Direction:
      None
      Impact Type:
      -- Pick One --
    • 2.3 - Objective - Hosting services with CCCTC and CENIC

      Develop working relationship with the CCC Technology Center for the hosting and development of services for the CCCs, including e-portfolios, general hosting services, programming, etc

      Priority Rank:
      1
      Start Date:
      01/01/2010
      End Date:
      06/30/2013
      Responsible Person:
      Andy Chang
      Strategic Direction:
      None
      Impact Type:
      -- Pick One --
      Resource Requests:
      • 2.3.r1 - Community Hosting
        Description
        Rationale
        Resource Type:
        Ongoing
        Expenditure Category:
        Facilities
    • 2.4 - Objective - Reporting and Metrics capability

      Expand EduStream’s reporting capabilities on usage and other metrics based on member institution and partner needs.

      Priority Rank:
      2
      Start Date:
      01/01/2010
      End Date:
      06/30/2010
      Responsible Person:
      Yvette Tram
      Strategic Direction:
      None
      Impact Type:
      -- Pick One --
  • 3 - Goal - Acquire additional accessible content

    Explore new content vendors and review their content for possible addition to the EduStream repository.
     

    Priority Rank:
    2
    Objectives:
    • 3.1 - Objective - ADA compliant content

      Manage and expand repository library with ADA compliant, higher–ed academic appropriate content

      Priority Rank:
      1
      Start Date:
      01/01/2009
      End Date:
      06/30/2013
      Responsible Person:
      Osman, Andy , Yvette
      Strategic Direction:
      None
      Impact Type:
      -- Pick One --
      Resource Requests:
      • 3.1.r1 - ADA Content
        Description
        Rationale
        Resource Type:
        Ongoing
        Expenditure Category:
        Services
    • 3.2 - Objective - Non-proprietary content

      Develop new instance of EduStream focused on non-proprietary content

      Priority Rank:
      3
      Start Date:
      01/01/2010
      End Date:
      06/30/2010
      Responsible Person:
      Yvette, Osman, Andy
      Strategic Direction:
      None
      Impact Type:
      -- Pick One --
      Resource Requests:
      • 3.2.r1 - Student Environment
        Description
        Rationale
        Resource Type:
        Ongoing
        Expenditure Category:
        Personnel
    • 3.9 - Objective - Ingestion Formats

      Enable EduStream to be able to ingest content from any digital format

      Priority Rank:
      4
      Start Date:
      01/01/2010
      End Date:
      06/30/2010
      Responsible Person:
      Yvette Tram
      Strategic Direction:
      None
      Impact Type:
      -- Pick One --
      Resource Requests:
      • 3.9.r1 - Ingestion
        Description
        Rationale
        Resource Type:
        Ongoing
        Expenditure Category:
        Software

10. Progress Report on Last Cycle's Goals, Objectives, and Actions

  1. Estimate progress to date on each of the last cycle’s Goals, Objectives, and Activities.
  2. Any uncompleted Goals, Objectives, and Activities that are still important should appear in the Goals, Objectives, and Action Plans section above.

a. 

To increase awareness of EduStream services and to establish a meaningful relationship with faculty and staff of San Bernardino Valley College and Crafton Hills College and District offices.

EduStream is hosting workshops on a weekly basis for the local colleges.  The athletics department is using the service to stream out football games.  Faculty are using the educational media in their online courses.

Sign on all California Community Colleges

EduStream has been pushing out it's platform for about 9 months now and in that time, we have gotten 35 CCC's onboard with 12 additional CCC's in the process of signing paperwork

Procure additional proprietary content

We are currently in talks with at least 3 different content vendors to add additional media to EduStream's repository.  EduStream currently uses 1 primary content vendor which is Dallas Telelearning.

To accomplish the capability to search through a remote library archive through the EduStream portal (deep web search)

There is currently a Request for Proposal (RFP) being put together by the EduStream staff which will address the deep web search functionality as well as modules in popular Content management systems.  We hope to get the RFP put together and out for bid before summer 2010.

11. Process and Participants

  1. Describe briefly the main steps of the process that produced this report.
  2. List the name and function of each participant in that process.
  3. Include as many members of the unit as possible in the preparation and/or review of this document. It should not be the product of the manager alone or of a small proportion of unit members.
  4. Describe the plan for future assessment cycles, particularly if not all measures were applied in current cycle.

a. 

Meeting with team members to discuss and develop the project review.  Meetings occur bi-monthly on an on-going basis. 

b.

Dr. Glen Kuck = Executive Director of DETS and EduStream.  Provided overall leadership and instruction for the team to follow

Yvette Tram, Osman Parada, Andrew Chang = Edustream Staff.  According to the directives set by Dr. Kuck, developed the report that contained the objectives and other measures.

c.

The entire team as it is currently participated in the creation of this report

d.

All measures in the current cycle were applied and for future cycles, we will revise the assessments based upon what we have completed in the first cycle.

12. Supporting Documents

There are no supporting documents for this plan.