Google Docs - Connecticut Association of School Business Officials

4/20/15 Carol LaRow
Presenter
April 23, 2015
Carol LaRow
Background Information
  Teacher, 33 years, Niskayuna Central Schools
  Apple Distinguished Educator
  Smithsonian Laureate
  Google Certified Trainer
  Google Certified Teacher
  Google Apps For Education K-12, Regional Leader
  Feature presenter – national & statewide conferences
  Keynote addresses – conferences & school districts
  Staff development – travel throughout U. S.
Carol LaRow, Google Cer4fied Trainer 1 4/20/15 Link to Resource Page
Tools Online
Tools Offline
Link to Resource Page
Handouts
Carol LaRow, Google Cer4fied Trainer 2 4/20/15 Presentation Content
• What Is
GAFE ?
• Benefits
School
Business
Officials
Teachers and
Students
Demo with
Audience
Participation
GAFE - Overview
•  Modified version of Google tools
•  FREE, high quality software
•  Saves districts money
•  Software stays current
•  Collaborate “within” a safe setting What is it? Carol LaRow, Google Cer4fied Trainer 3 4/20/15   Separate from Google’s regular consumer tools
  Made especially for education
  Closed environment for schools
  No advertising
  A product for your entire organization
  Transforms how you do business
  Communicate more efficiently
  Collaborate with others in your organization
  Reduces the need for school servers
  Frees up technical support staff
  Easy setup - no software or hardware to install
  WEB based – nothing to image or update
Carol LaRow, Google Cer4fied Trainer 4 4/20/15   Manage users & applications with one admin panel
  Administer from anywhere
  Seamless compatibility across devices, browsers, & platforms
  Automatic updates & virus protection
  Sharing of same tools throughout the district
  Share files and communicate faster
  District owns its data
  Unlimited storage
  Security   Support 24/7
  Plus, it really works!
  Every file uploaded to Google DRIVE is
encrypted . . .
•  From your device to Google
•  In transit among Google Data Centers
•  While your data is on Google servers
Carol LaRow, Google Cer4fied Trainer 5 4/20/15   Security centers employ critical features:
• User data distributed across many computers in different locations
• Multiple backups of data
• Security teams on duty 24/7
  Google Apps & Data Centers are:
  SSAE 16 & ISAE 3402 Type II - audited
  ISO 27001 certified
  COPPA compliant
  Complies with FERPA
  Registered with US-EU Safe Harbor Agreement
  Meets standards for educational institutions
Carol LaRow, Google Cer4fied Trainer 6 4/20/15   Google signed the “Student Privacy Pledge”
• 
• 
• 
• 
no use of student personal information
comprehensive security standards
strict limits on data retention
no advertising
  Districts retain and archive emails & chats
  For eDiscovery compliance needs
  Can place legal holds on users & content
  Included for free
Carol LaRow, Google Cer4fied Trainer 7 4/20/15   No need to purchase new servers   Eliminates need for Microsoft Office licenses
  Gmail – save email costs for staff and students
  Spam and filtering security
  Free archiving
  Support Staff and IT Department time
Control Panel For GAFE
Carol LaRow, Google Cer4fied Trainer 8 4/20/15 Administration Adds & Manages Users
Carol LaRow, Google Cer4fied Trainer 9 4/20/15 District Administration Determines Levels Of Control
Carol LaRow, Google Cer4fied Trainer 10 4/20/15 Additional
customization
Over 40 million teachers and students using GAFE 72 of the top 100 universities
are using Google Apps.
Carol LaRow, Google Cer4fied Trainer 11 4/20/15 How Might School Business Officials Use The Tools?
Google Docs
Part Of Google DRIVE
Google Docs
Work Individually
Carol LaRow, Google Cer4fied Trainer 12 4/20/15 •  Online editing tools
•  Increase efficiency
Google Docs
Or, Work With Collaborators
Google Docs
Share With Collaborators
Collaborators can
type in “real time”
while online
Ron
Carol LaRow, Google Cer4fied Trainer 13 4/20/15 Chat With Collaborators
Assistant Superintendent
For Business
Financial Officer
Or, Work Asynchronously
Collaborators can
leave comments
Carol LaRow, Google Cer4fied Trainer 14 4/20/15 Documents can
be shared with
key people before
final drafts are due
You Can Check Revisions That Collaborators Make
Revision history:
•  earlier versions
•  see who made edits
Just Click A Button
Carol LaRow, Google Cer4fied Trainer 15 4/20/15 Publish Your Document as a WEB Page
Online
Carol LaRow, Google Cer4fied Trainer 16 4/20/15 District Office
Share Files
nt
orta
Imp iles
F
Share With Specific Groups
nt
orta
Imp iles
F
Staff
School Business Officials
Resources
BOE
State
Mandates
Board
Presentations
Surveys
Committees
Budgets
Administration
Carol LaRow, Google Cer4fied Trainer 17 4/20/15 Google Sheets
Part Of Google DRIVE
Spreadsheet
Spreadsheets
  Stay in touch with other school officials
  Instant communication, no matter where you are
  Communicate/edit during planning – saves time
  Share ideas and “what-if” scenarios before meetings
When doing final budget, can import to Excel, for more powerful functions
Tech Reorganization
•  Can have conversations
back and forth
•  Do “what if” scenarios
•  Helpful in planning stages
Carol LaRow, Google Cer4fied Trainer 18 4/20/15 Tech Reorganization
•  Chat in real time
•  Or, view conversation thread
•  Cell notes
Tech Reorganization
Revision history
Budget Worksheet
Share With Other
Administrators
Carol LaRow, Google Cer4fied Trainer 19 4/20/15 Add Ons
Scripts That Enhance What You Can Do
Add-Ons
AutoCrat
Online
AutoCrat Add-On
 Takes Spreadsheet data and merges into a Doc
 Generates a customized Doc or PDF
 Can send email message, with attached Doc, to recipients
 Saves cost of 3rd party software (ADOBE) to do the same thing
Carol LaRow, Google Cer4fied Trainer 20 4/20/15 Ideas For Uses
  Retirement costs calculations
  District-wide emergency plans
  Facilities management   Managing surplus assets
  Expenditures across district departments
  Synchronizing district goals and resources
  Technology and infrastructure purchasing
More On Webpage
More Ideas Listed On
Presenter’s Webpage
Google Forms
Carol LaRow, Google Cer4fied Trainer 21 4/20/15 What is a Google FORM?
  Part of the Google DRIVE tool
  Users answer questions in browsers
  Google aggregates responses in spreadsheets
  Respondents will not need a Google account
A Sample Form
Facilities Request
Form
Forms – Sample Answers on Spreadsheet
Edit Mode
Carol LaRow, Google Cer4fied Trainer 22 4/20/15 Google Forms – Summary Page
Summary
Online
Add-Ons
Also Work With Forms
Google Form  Spreadsheet  Merge
Form Mule Add-On
 Takes Spreadsheet data and generates email messages
 Sends a customized email message to recipients
 Keeps appropriate people in the loop of information
 Can use “triggers”
Carol LaRow, Google Cer4fied Trainer 23 4/20/15 Google Form
•  Mileage Claim Form
•  District Personnel Fill Out
Corresponding Spreadsheet
•  Spreadsheet shared with:
•  Building Principal
•  Business Office
•  Clerk
•  Superintendent
Resulting Email Sent
Carol LaRow, Google Cer4fied Trainer 24 4/20/15 Handouts Online
On Carol’s Webpage
http://www.carollarow.com
Ed Tech Page
Link to Resource Page
Tools Online
Tools Offline
Webpage For You
Click on, “CASBO Conference”
Resources Online
Carol LaRow, Google Cer4fied Trainer 25 4/20/15 Webpage For CASBO
Resources Online
Google Forms - Handout
Contact Information
Webpage:
Email:
Phone:
Carol LaRow, Google Cer4fied Trainer 26