best practices in role management
DESCRIPTION
Presented at D2L's FUSION Users Conference in July 2005 in Madison, WI.TRANSCRIPT
Best Practices in Role Management
Changing needs and solutions
Kyle MackieeLearning Program Manager
Shawn VanceTechnical Support Manager
Role Management
Introductions Definitions and Literature Review The Slippery Slope How’s, Who’s, Why’s of Role Creation Recommendations/What to think about Future directions in Role Management New ideas brainstorming session
Quick intro – Kyle
eLearning Program Manager– Technical support team, development and
maintenance of websites– Training Instructors on D2L platform tools– Creating Roles and assigning permissions
Quick intro – Shawn
Technical Support Manager– Manage day to day support operations– troubleshoot and assist with technical issues– Provide input to development/product
management based on client feedback– Seeks ways to improve customer service ie) new
24/7 Support initiative.
Quick intro – Open Learning, UofG
www.open.uoguelph.ca 250+ DE courses 18,000 enrolments 9 org units “legacy client” do things a bit differently
Definitions
What is meant by role?– A role is comprised of a collection of security
settings in the D2L system. Roles are applied to users at the orgUnit level. Users can have different roles and different orgUnits. Assigning permissions to a role dictates what the role will be able to see and do within the system. By default, organizations are set up with three roles: student, instructor and administrator.
Definitions
What is meant by role? (cont’d)– Organizations have full control over the roles in
their system. For example, administrators may create a “Student Helpdesk” role for students who are responsible for the student helpdesk. This role may be similar to the role of a typical student, yet the helpdesk role will have more permissions surrounding sending out login information and unlocking student accounts.
Definitions
What is meant by permissions?– Permissions are rights or privileges that are
organized by tool and granted/denied by OrgUnitType. A set of permissions define what a role can and cannot see and do within the D2L System.
Why are roles so friggin’ important?
If tools don’t work properly, it might be a permissions issue. (401 Not Authorized Errors)
Every school is different, every program is different
D2L’s tool is almost infinitely customizable
BUT…
The slippery slope
Instructor Coordinator Teaching Assistant TA without grades access TA with read-only grades access Instructor with access to quiz management TA with access to quiz management Guest instructor
The slipperier slope
Info Desk Production and Info Assignment Coordinator Operations
The slipperiest slope
Importing users from different orgs Different tools Different configurations Different needs Cascading…forever
How roles are defined
Default settings Customization options Copying, naming
a million checkboxes…
…and not much sense
Who defines roles
Default settings Administrative person/group
– defining who gets to define roles– editing/viewing permissions– how information is shared among team
Keeping track– users in different orgs– descriptions, etc.
Why roles are defined
administrative needs control versus freedom institutional policies (privacy, AUP) especially
grades, class list individual whims special circumstances (award submission) new tools, new versions
Recommendations
Keep it simple Dedicated staff for role management
– NOTE: We recommend that only high-level administrators have access to the Manage Roles and Security tool.
Clear naming convention and description Try to make new needs fit into existing structure,
before creating new role Clarify "wants" versus "needs“ Things are always changing
Recommendations - continued
uber org vs. multi orgs copy roles to preserve originals when experimenting
with different setups new users -> plan out what roles you think you may
need in advance 20 questions test..re-test and test again
– At orgHome and course offering level Examine D2L release notes and consider impacts
The future – new ideas
Per user security settings (Windows-based permissions. User/group type)
Import/export and sharing roles Select all Set permissions for multiple roles/orgs Diagnostic tool Linked permissions – class list, IDs… Easier to read screen layout? Suggestions? Other ideas?
Questions?
Questions about Role Management?