Achieving Stable Operation through Integration and Continuous Support of Different Moodle Versions

Kansai Medical Academy Educational Corporation Kansai Medical University

General Affairs Department, Information Systems Office

Service Used: Moodle Operation Support

Background of Implementation

Our university did not have a system for students to submit assignments such as reports, so we decided to introduce Moodle. The trigger was the COVID-19 pandemic. The timing coincided with the availability of national COVID-19 countermeasure subsidies, which was also one of the reasons.

At that time, there was no Information Systems Office, and the Academic Affairs Division was advancing the implementation. With no staff knowledgeable about the system, they commissioned a vendor who could provide support for the subsidy, and the Academic Affairs Division staff, using Moodle for the first time, were proceeding with operations by trial and error.

At our university, two different versions of the Moodle environment were coexisting. Among the six departments, one used Moodle 4.1, while the other five used Moodle 3.9. This made management complicated and created inefficiencies in operation, so there was a desire to eventually integrate them.

Initially, the person in charge of Moodle operations was effectively a single individual in the Academic Affairs Division. During the review of the operational structure, an Information Systems Office was established, and operations began to be carried out in collaboration with the Academic Affairs Division. Creating an environment that could sustain operations within this limited structure was also a challenge.

Also, after building the server, when we asked the server construction vendor at the time about Moodle, we were unable to get satisfactory answers, and maintenance support could not keep up, resulting in a situation where no version upgrades had been carried out for three years.

Reasons for Choosing Human Science

While researching Moodle, the person in charge at the time found Human Science, an official partner, on their website. I heard that when they inquired before signing the contract, they received very attentive support.

At first, when we consulted about switching from CLEVAS (lecture video distribution platform) to another video distribution system, among the multiple options available, they proposed Vimeo, which is compatible with our current environment. I felt they had knowledge not only about Moodle but also about servers and the surrounding environment, which made me think they were trustworthy.

Implementation Effects

The integration of the two Moodle environments was carried out smoothly, which was a great help. Although operation and maintenance had been complicated, the integration centralized management, enabling more efficient operation.

After switching from CLEVAS (lecture video distribution platform) to Vimeo, the most noticeable effect was on costs. I learned for the first time through their proposal that there is a system that operates on a separate server from Moodle and can be used without setting up a server. As a result, we were able to operate on a single server and significantly reduce expenses.

After the integration and entering the operational phase, we consulted with Human Science Co., Ltd., and they also handled the integration with Microsoft accounts, SAML authentication, and data linkage with the university's core system related to course registration. We are currently using it very comfortably.

By switching video integration to Vimeo and achieving integration with Moodle, it has become possible to use the system smoothly, and there are almost no inquiries.

Evaluation of Human Science Co., Ltd.

The people at Human Science generally respond quickly, which has been a great help. Since our university often deals with companies that have headquarters or branches in the Kansai region and holds many face-to-face meetings, we initially had some concerns about follow-up support from a company located only in Tokyo in the Kanto region. However, thanks to their quick responses, we have been able to inquire with confidence, and because of their careful support, we no longer feel any of the initial concerns or sense of distance.

We are also very grateful that they respond to detailed operational consultations even after implementation. Since some companies do not provide thorough support once a project ends, the fact that they continue to offer support after implementation is a major attraction.

There were concerns that operations might become difficult during the long-term absence of the Moodle administrator, but during the actual period when the administrator was absent, the staff at Human Science responded sincerely, allowing us to handle everything smoothly. The operation of Moodle has been very stable, and its convenience has also improved.

From the perspective of the Information Systems Office, the greatest help is that even after implementation, they continue to provide attentive support down to the finer details in operational aspects. Being able to consult with them on problem-solving even after entering the operational phase, along with their quick response, are what I believe to be the attractive points of Human Science.

Therefore, we are able to respond promptly to inquiries from students and faculty, which leads to smooth operations within the university.

Future Outlook

We would like to proceed with linking faculty and staff Microsoft accounts. We aim to create a learning environment that is easy to use for both faculty and students to further enhance convenience.

From the Person in Charge at Human Science

At Kansai Medical University, in addition to integrating two Moodle environments, we have also handled consultations necessary during the operational phase, such as data linkage with the core system. Going forward, we will continue to provide consultations tailored to the situation regarding considerations for linking faculty and staff Microsoft accounts, attendance management, AI utilization, and more.