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CYCLES: What Every WEAVEonline Administrator Should Know Kristin Rice Director of Member Support & Development Management.

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Presentation on theme: "CYCLES: What Every WEAVEonline Administrator Should Know Kristin Rice Director of Member Support & Development Management."— Presentation transcript:

1 CYCLES: What Every WEAVEonline Administrator Should Know Kristin Rice Director of Member Support & Development Management

2 During this session: Terminology –Data Elements –ID Numbers –Lifespans –Enhanced Cycle Functionality New Cycle Creation –What happens in Admin Tools –What happens in Assessment Orphan Tools and the Lifespan Manager Common Pitfalls

3 Terminology: Data Element We use the phrase data element to refer to: –Mission/Purpose Statements –Goals –Outcomes/Objectives –Measures –Achievement Targets –Action Plans, etc.

4 Terminology: ID Numbers ID Numbers are visible to WEAVEonline Administrators via a rollover for: –Entities –Goals –Outcomes/Objectives –Measures –Targets ID Numbers are unique ID Numbers are the same for a data elements entire lifespan

5 Terminology: Lifespans Lifespans control in which cycles a data element is active using: –Established in Cycle –Active Through Cycle Lifespans control if a data element will be copied into a new cycle Select the last cycle in which that Data Element should be Active OR Select Keep Active if this Data Element should be copied into new cycles

6 Terminology : Lifespans Lifespans are like taffy: A B C It is the same piece of taffy, same ID#, and should be the same general idea/theme within the data element

7 Lifespans: Admin Tools Entities General Education/Core Curriculum Institutional Priorities Strategic Plans Standards & Standards Sets Analysis Questions Annual Report Sections Local News (Start/End dates, not effected by cycles)

8 Lifespans: Assessment Mission Goals Outcomes/Objectives Measures Targets Findings (single cycle lifespan) Action Plans Documents

9 Lifespan: Example 1 I have three cycles: If I create an Outcome/Objective that was Established in A and is set to Keep Active This Outcome/Objective will exist in: When a new cycle is created, it will automatically be copied from the most recent cycle (C) into a newly created cycle (D) This Outcome/Objective will have the same ID number in all cycles

10 Lifespan: Example 2 I have three cycles: I need to create an Entity that was established in the prior cycle (B), will be in the current cycle (C), and will be in future cycles: Once saved, this Entity will now exist in*: When a new cycle is created, it will automatically be copied from the most recent cycle (C) into a newly created cycle (D) This Entity will have the same ID number in all cycles

11 Terminology: Enhanced Cycle Functionality Edits made in one cycle are NOT automatically reflected in other existing cycles Small changes, edits, tweaks are therefore accurate to the cycle in which they were made This preserves the data so that the wording/naming is accurately reflected in each cycle The Cycle Text Viewer can be used to review wording in all cycles

12 Enhanced Cycle Functionality: Example

13 Copy Edits Forward On the Assessment Tab: If you edit a Data Element in one cycle and you want this identical change made in other subsequent editable cycles you can use the Copy Edits Forward functionality Admin Tools: This feature does not exist in Admin Tools

14 Enhanced Cycle Functionality: Admin Tools Entities* General Education/Core Curriculum* Institutional Priorities* Strategic Plans* Standards* Analysis Questions* Annual Report Sections* * Enhanced Cycle Functionality

15 Enhanced Cycle Functionality: Assessment Mission* Goals* Outcomes/Objectives* Measures* Targets* Findings Action Plans* Documents * Enhanced Cycle Functionality

16 Creating a New Cycle Before creating a new cycle – Review & Plan ! A new cycle: –Cannot be deleted –Start/End Dates must not overlap –The Cycle Display is what users will see –Cycles cannot be rearranged chronologically –New cycles cannot precede existing cycles chronologically

17 Creating a New Cycle Click on Add New Cycle Enter Details Press Save

18 Cycles WEAVEonline Administrators choose which cycle should be the current cycle for their institution

19 What Happens when a New Cycle is Created?

20 New Cycle: Admin Tools Entities: –All existing entities that have their lifespan set to Keep Active will be stretched from the most recent cycle into the new cycle –If an entity is added to an earlier cycle and is set to Keep Active it will automatically populate into all existing cycles –After the cycle is added, edits made to an entity in any cycle are NOT made to that entity in any other cycle (Enhanced Cycle Functionality)

21 New Cycle: Admin Tools Entities: –Cycles are meant to be added when needed –If you have several future cycles and an entitys name is edited in the current cycle, this change will need to be made in every future cycle –If an entitys placement in the tree changes in the current cycle, you may drag/drop or cut/paste this entity to its new position, this change will need to be made in every future cycle –Use the cycle text viewer to view the ID#, name, and parent for the entity in all cycles.

22 New Cycle: Admin Tools Entity Tree Editing Tip –If you will be making large scale/restructuring changes to your entity tree: 1.Print the entity tree for each existing cycle 2.Mark editing/placement changes on the printout 3.Make edits to entity names in all appropriate cycles within the application 4.Re-parent all child entities prior to ending the lifespan of a parent entity 5.Move entities into correct placement in tree

23 New Cycle: Admin Tools –Each data element in these areas have a lifespan –These areas have Enhanced Cycle Functionality –Edits made in one cycle STAY in that cycle –Use the magnifying glass to see the wording over all existing cycles –When a new cycle is created, all data elements that were set to Keep Active will be stretched into the new cycle –When editing a data element, the edit stays in the cycle where the edit was made –Use the Cycle Text Viewer to see the wording in different cycles General Education* Strategic Plans* Institutional Priorities* Standards* Analysis Questions* Annual Report Sections*

24 New Cycle: Assessment –All data elements that are set to Keep Active are copied from the most recent cycle into the new cycle –If a data element is added to an older cycle and is set to Keep Active it will automatically populate into all of the cycles in its lifespan –From this point forward, edits made to a data element in one cycle are NOT automatically made to that data element in any other cycle (Enhanced Cycle Functionality) Mission * Goals * Outcomes/Objectives * Measures * Targets * Action Plans *

25 New Cycle: Assessment Mission/Purpose –An entity can only have one Mission/Purpose per cycle –You may edit an existing mission or choose to alter its lifespan Targets –Can only have one per cycle per Measure/Objective pair –You may edit or choose to alter its lifespan –If you wish to see Findings from prior years (trend data) then you would choose to edit as opposed to altering the lifespan Findings –You must have a Target before you can enter a Finding –Can only have one Finding per Measure/Objective pair –Findings exist in only one cycle

26 New Cycle: Assessment When a new cycle is created, the following are automatically copied into that new cycle: –Numbering for Goals, Outcomes/Objectives and Measures –Associations of Outcomes/Objectives with General Education/Core Curriculum elements, Strategic Plans, Institutional Priorities, and Standards –Relationships for Outcomes/Objectives, Measures and Goals –Relationships between a Measure/Objective pair and its Achievement Targets and Action Plans –Connections with Documents

27 New Cycle: Assessment If a user is working out of sequence (not in the most recent/newest cycle) and makes a change to: –Associations ( ASSOCIATIONS between and Outcome/Objective and Goals, Standards, Strategic Plans, General Education/Core Curriculum, Institutional Priorities and RELATIONSHIPS between Measure- Outcome/Objective pairs and Targets and Action Plans) –Connections (Documents) Those changes can be brought forward into a cycle using:

28 New Cycle: Example 1 Cycle C is created In the prior cycle (B) a user adds a document that is set to Keep Active and connects that document to an existing O/O that is also set to Keep Active The document and the O/O have lifespans and therefore exists in cycles B and C But, the connections between the document and the O/O only exist in the prior cycle (B) The document ( ) can be copied into the new cycle by navigating to cycle C and clicking on:

29 New Cycle: Example 1 Associations, Relationships & Connections are added using check boxes –Associations of Outcomes/Objectives with General Education/Core Curriculum elements, Strategic Plans, Institutional Priorities, and Standards –Relationships for Outcomes/Objectives, Measures and Goals –Relationships between a Measure/Objective pair and its Achievement Targets and Action Plans –Connections with Documents These check box choices get copied into NEW cycles automatically But if a user is working out of sequence, these need to be PULLED forward using

30 New Cycle: Assessment If a user is working out of sequence (not in the most recent/newest cycle) and makes a change to: –Data Elements (Mission, Goals, Outcomes/Objectives, Measures, Achievement Targets, and Action Plans) These changes can be pushed forward into other subsequent editable cycles using Copy Edits Forward

31 Lifespan Manager The purpose of the Lifespan Manager is to allow WEAVEonline Administrators the ability to review lifespan data and relationships within entities The Lifespan Manager is accessed through three different paths: –Via Admin Tools> Orphan Tools> Orphan Index –Via Admin Tools> Orphan Tools> Lifespan Manager –Via Assessment Pages > Lifespan Manager button This tool is currently just for WEAVEonline Administrators WEAVEonline Administrators can use this tool to align data, fix orphans, and view text in multiple cycles

32 Lifespan Manager Example of aligned data Please view the Orphan Tools Webinar (Online Learning Community) and/or the Orphan Tools Tutorial (Help > FAQs and Other Info) for more details.

33 Lifespan Manager Use the Lifespan Manager to review wording in all cycles The Cycle Text Viewer can also be utilized

34 Common Pitfalls Pitfall Example# 1: Changing the Theme/Meaning/Idea of a Data Element that exists in multiple cycles Editing the wording of an existing data element (ex. O/O) into a completely different idea so that it no longer resembles what existed in prior cycles Then editing the lifespan

35 Pitfall Example #1 Original O/O Changing the Theme of a Data Element

36 Pitfall Example #1 (continued) Changing the Lifespan : –Removes this data element from 2008-2009 –Removes all records of the original wording of this Outcome/Objective If you were to extend the lifespan back to 2008-2009, all wording would be copied from 2009-2010

37 Pitfall #1 Synopsis In this scenario: –A Data Element had one underlying ID number, but after editing had more than one theme/concept –This can then lead to users making further and more drastic changes such as changing the data elements Lifespan –The consequences can be: Loss of wording specific to a cycle(s) Creation of Orphaned Relationships, Targets and Findings (see next example)

38 Common Pitfalls Example 2: Changing the Lifespan/Orphaning Data Editing the Established in Cycle or Active through Cycle dates without regard to data that exists in those cycles and thereby creating orphans

39 Pitfall Example #2 Original Data

40 Pitfall Example #2 Original Data in the lifespan manager

41 Pitfall Example #2 (continued) Original Data Schematically

42 Pitfall Example #2 (continued) If the lifespan of the Objective is altered

43 Pitfall Example #2 (continued) Original Data in the lifespan manager

44 Pitfall Example #2 (continued) If the lifespan of the Objective is altered

45 Pitfall Example #2 (continued) If the lifespan of the Measure is altered

46 Pitfall Example #2 (continued) If the M/O Relationship is removed

47 Pitfall Example #2 (continued) If the M/O Relationship is removed

48 Pitfall Example #2 (continued) If the lifespan of the Target is altered

49 Pitfall #2 Synopsis Anytime the lifespan of an Objective, Measure, or Target is altered, there is a potential to orphan data Anytime a relationship between a Measure- Outcome/Objective pair is removed, there is a potential to orphan data A warning exists in the application as well as in the Adding/Editing Data in a New Cycle document

50 Pitfall #2 Synopsis Despite warnings…. users still change the Established in Dates of data elements It is hoped that WOAs will be able to choose to either show/hide the Established in Date to their users via a setting

51 Pitfall #2 Synopsis To prevent orphans, users should work in the following order: 1.Remove un-needed Findings 2.Alter the lifespan of Targets 3.Remove M--O/O relationships 4.Alter lifespans of Measures 5.Alter lifespans of Objectives The following warning exists in the Adding/Editing Data in a New Cycle document NOTE: Do not change the Established in Cycle without first reviewing related data that may be affected. Please ask your WEAVEonline Administrator if you have questions. WEAVEonline Administrators can find and fix orphans via Orphan Tools

52 For More Information: Help > FAQs and Other Info > Cycle Primer Help > Getting Started > Adding & Editing in a New Cycle Help > FAQs and Other Info > Orphan Tutorial Orphan Tools Webinar Encore Training - EVERY MONTH (2 nd Friday) Contact Support support@weaveonline.com or 1-877-219-7353


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