What is the system supporting Moodle operation? A case study from Jichi Medical University on distributing operational load through outsourcing
As Moodle usage expands, the required responses change, and areas requiring expertise increase, such as server management, version upgrades, and ensuring compatibility with plugins.
At Jichi Medical University as well, as utilization progressed step by step, situations requiring specialized knowledge increased, making it difficult to continue operating under the conventional system.
This article introduces the efforts to organize the high-load areas and build an operational system while incorporating support from Human Science to stably operate and maintain Moodle.
Jichi Medical University
Medical Education Center Yoshikazu Asada
- Implementation and Operation Support
- Improvements
- : Moodle Operation Support
- Improvement Measures
- : ‒ Operation support including server management
‒ Plugin development support
‒ Version upgrade support
Customer Requests
―― Please tell us about the background of Moodle introduction.
Within the flow of e-learning utilization on campus, Moodle was introduced led by some faculty members. Initially, its use was limited in scope, but as education became more digitalized, the functions and usage in academic affairs expanded, and gradually its use on campus progressed.
After the introduction, as its reputation gradually spread, rather than fixing the usage methods, we took an approach of gradually organizing the operation through actual use.
―― Were there any differences between the initial expectations and the actual operational situation?
The use within the campus rapidly progressed through the COVID-19 pandemic. As usage expanded, the requirements for Moodle operation also changed significantly.
For example, with the shift to real-time classes, considerations such as simultaneous connections and ensuring stable operation became important, leading to a change from an operation focused mainly on content delivery to one that emphasizes the overall system stability.
Moreover, in the course of operation, not only did the workload increase, but situations requiring judgment on "which responses should be prioritized" and "how far the impact would extend" also increased. Especially during the academic term, it was necessary to respond appropriately within limited time, making the burden of decision-making an unavoidable factor.
Furthermore, the impact of version upgrades was significant, requiring not only updates to the Moodle core but also updates and compatibility checks for the plugins (add-ons) in use. These are not one-time considerations but ongoing factors that contributed to increasing operational complexity.
Amid these overlapping circumstances, we began to feel that continuing to handle the entire operation, including server management and update responses, solely within the campus had limitations in terms of manpower and knowledge.
Selection Reasons
―― Please tell us the reasons for deciding to entrust operation to Human Science.
Actually, we had a history of asking Human Science to manage the Totara server used at our university hospital, and we thought it was natural to centralize operations in the same place. Another reason for this decision was that having a clear scope of responsibility is better than dispersing operations.
Also, within operations, areas such as server management and version upgrade support require not only handling tasks but also proceeding with consideration of the overall impact. Therefore, we thought it was more appropriate to entrust these areas to those with specialized management knowledge.
―― Are there any points you have felt were good while progressing with the operation?
I have a certain level of technical knowledge myself, but I cannot cover everything. In that context, I feel it is significant to gain new insights and be able to have more specialized discussions.
Also, since the content I consult on is concretely organized in terms of feasibility and how to proceed, I am able to move forward while compensating for my weak points. As a result, I feel that operational improvements are being made within a manageable scope.
Even in situations requiring technical judgment, because they understand the background and I can consult with them, being able to organize the priority of responses and the scope of impact together is one of the aspects I especially appreciate.
Related Services >> Moodle Implementation Support and Operation Services
Key Points of the Proposal
①Centralized Operation Including Server Management
By centralizing server management, which tends to be a high-load area within Moodle operations, we have built a stable operational foundation. We have also ensured flexibility to accommodate changes in usage scale.
②Flexible Support Accompanying Moodle Operation
We respond on a consultation basis to issues and requests, first organizing operational policies according to the situation. We provide support on the premise of continuously reviewing the operation itself.
③Load Distribution by Segmentation of Operational Areas
By organizing the operations handled internally and those outsourced externally, we have established a system that maintains operational quality while reducing the burden on the staff in charge.
Customer Feedback from Clients
―― What are the benefits of outsourcing operations to Human Science?
As the scale of operations expanded, being able to entrust certain areas, including server management and infrastructure, has significantly helped distribute the overall workload.
This has created an environment where faculty members can focus on creating teaching materials and lesson planning, enabling operations to be managed by dividing roles.
―― Please tell us about the changes in operations.
By clearly defining the scope of responsibilities for high-load operations such as version upgrades and troubleshooting, the overall approach has been streamlined.
In particular, being able to consistently consult on operations, including plugin update management, has made it easier to respond with consideration of the impacts. As a result, the uncertain aspects of operations have decreased, and we feel that it has been able to continue in a stable state.
When it became necessary to respond to real-time classes during the COVID-19 pandemic, we were able to proceed smoothly by consulting on server scaling and additional measures.
Also, for the version upgrades conducted about once a year, the process includes backup acquisition and rollback measures. There were cases where rollback was necessary due to compatibility with the server, but I believe it would have been difficult to handle all these responses solely within the institution.
Having an external contractor like Human Science, who can be entrusted with specialized tasks, ensures a system that can respond appropriately in emergencies, which also contributes to a sense of security in daily operations.
―― How do you feel about our company's support?
The communication is smooth, and because you respond based on the given premises, we can proceed with confidence. It is also helpful that you understand our situation and background without needing repeated explanations, allowing us to minimize confirmation exchanges as we move forward. Your supportive response during troubles also builds a sense of trust.
Related Services
>>Moodle Implementation and Operation Services
Related Materials
>>Introduction to Moodle Guide
>>Moodle Implementation and Operation Guide
