Presentation on theme: "CYCLES: What Every WEAVEonline Administrator Should Know"— Presentation transcript:
1 CYCLES: What Every WEAVEonline Administrator Should Know Kristin RiceDirector of Member Support & Development Management
2 During this session: Terminology Data Elements ID Numbers Lifespans Enhanced Cycle FunctionalityNew Cycle CreationWhat happens in Admin ToolsWhat happens in AssessmentOrphan Tools and the Lifespan ManagerCommon Pitfalls
3 Terminology: Data Element We use the phrase ‘data element’ to refer to:Mission/Purpose StatementsGoalsOutcomes/ObjectivesMeasuresAchievement TargetsAction Plans, etc.
4 Terminology: ID Numbers ID Numbers are visible to WEAVEonline Administrators via a rollover for:EntitiesGoalsOutcomes/ObjectivesMeasuresTargetsID Numbers are uniqueID Numbers are the same for a data element’s entire lifespan
5 Terminology: Lifespans Lifespans control in which cycles a data element is active using:Established in CycleActive Through CycleLifespans control if a data element will be copied into a new cycleSelect the last cycle in which that Data Element should be Active ORSelect ‘Keep Active’ if this Data Element should be copied into new cycles
6 Terminology : Lifespans Lifespans are like taffy:A B CIt is the same piece of taffy, same ID#, and should be the same general idea/theme within the data element
7 Lifespans: Admin Tools EntitiesGeneral Education/Core CurriculumInstitutional PrioritiesStrategic PlansStandards & Standards SetsAnalysis QuestionsAnnual Report SectionsLocal News (Start/End dates, not effected by cycles)Lifespans apply to several areas – this first list applies to items the WOA has access to; almost all of these also have lifespans (local news has dates).
8 Lifespans: Assessment MissionGoalsOutcomes/ObjectivesMeasuresTargetsFindings (single cycle lifespan)Action PlansDocumentsThese data elements on the assessment tab (that users enter) also have lifespans.
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 cyclesSmall changes, edits, tweaks are therefore accurate to the cycle in which they were madeThis preserves the data so that the wording/naming is accurately reflected in each cycleThe Cycle Text Viewer can be used to review wording in all cycles
13 Copy Edits ForwardOn 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 functionalityAdmin Tools: This feature does not exist in Admin Tools
16 Creating a New Cycle Before creating a new cycle – Review & Plan! Cannot be deletedStart/End Dates must not overlapThe Cycle Display is what users will seeCycles cannot be rearranged chronologicallyNew cycles cannot precede existing cycles chronologically
17 Creating a New CycleClick on Add New CycleEnter DetailsPress ‘Save’
18 CyclesWEAVEonline Administrators choose which cycle should be the ‘current’ cycle for their institution
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 cycleIf an entity is added to an earlier cycle and is set to ‘Keep Active’ it will automatically populate into all existing cyclesAfter 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 neededIf you have several future cycles and an entity’s name is edited in the current cycle, this change will need to be made in every future cycleIf an entity’s 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 cycleUse 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:Print the entity tree for each existing cycleMark editing/placement changes on the printoutMake edits to entity names in all appropriate cycles within the applicationRe-parent all child entities prior to ending the lifespan of a parent entityMove entities into correct placement in tree
23 New Cycle: Admin Tools General Education* Standards* Strategic Plans* Analysis Questions*Institutional Priorities*Annual Report Sections*Each data element in these areas have a lifespanThese areas have Enhanced Cycle FunctionalityEdits made in one cycle STAY in that cycleUse the magnifying glass to see the wording over all existing cyclesWhen a new cycle is created, all data elements that were set to ‘Keep Active’ will be stretched into the new cycleWhen editing a data element, the edit stays in the cycle where the edit was madeUse the Cycle Text Viewer to see the wording in different cycles
24 New Cycle: Assessment Mission* Measures* Goals* Targets* Outcomes/Objectives*Action Plans*All data elements that are set to ‘Keep Active’ are copied from the most recent cycle into the new cycleIf 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 lifespanFrom 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)
25 New Cycle: Assessment Mission/Purpose Targets Findings An entity can only have one Mission/Purpose per cycleYou may edit an existing mission or choose to alter its lifespanTargetsCan only have one per cycle per Measure/Objective pairYou may edit or choose to alter its lifespanIf you wish to see Findings from prior years (trend data) then you would choose to edit as opposed to altering the lifespanFindingsYou must have a Target before you can enter a FindingCan only have one Finding per Measure/Objective pairFindings exist in only one cycleA word about deleting. Deleting – only WOA/EA can do this. We often get questions about why; deleting an item if different that altering a lifespan. When changing a lifespan, we are only changing where the data exists – even if alter such that it disappears from the Asumm screen/reports, it still exists in the database (often as an orphan, more on that soon). However, deleting removes the data permanently from the database forever – there is rarely a way to recover it.A scenario: someone is working in a new cycle and has decided they don’t want to work on ouctome 1 this year (they’ve been working on it for 5 years). Rather than edit the lifespan so that it is retired in the previous cycle, they delete. The outcome and all of it’s data (FINDINGS) are gone in ALL cycles and cannot be recovered. It is for this reason the delete button is not throughout the application for all users.
26 New Cycle: AssessmentWhen a new cycle is created, the following are automatically copied into that new cycle:Numbering for Goals, Outcomes/Objectives and MeasuresAssociations of Outcomes/Objectives with General Education/Core Curriculum elements, Strategic Plans, Institutional Priorities, and StandardsRelationships for Outcomes/Objectives, Measures and GoalsRelationships between a Measure/Objective pair and its Achievement Targets and Action PlansConnections with Documents
27 New Cycle: AssessmentIf 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 CBut, 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 1Associations, Relationships & Connections are added using check boxesAssociations of Outcomes/Objectives with General Education/Core Curriculum elements, Strategic Plans, Institutional Priorities, and StandardsRelationships for Outcomes/Objectives, Measures and GoalsRelationships between a Measure/Objective pair and its Achievement Targets and Action PlansConnections with DocumentsThese check box choices get copied into NEW cycles automaticallyBut if a user is working out of sequence, these need to be PULLED forward using
30 New Cycle: AssessmentIf 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 ManagerThe purpose of the Lifespan Manager is to allow WEAVEonline Administrators the ability to review lifespan data and relationships within entitiesThe Lifespan Manager is accessed through three different paths:Via Admin Tools> Orphan Tools> Orphan IndexVia Admin Tools> Orphan Tools> Lifespan ManagerVia Assessment Pages > Lifespan Manager buttonThis tool is currently just for WEAVEonline AdministratorsWEAVEonline 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 ManagerUse the Lifespan Manager to review wording in all cyclesThe Cycle Text Viewer can also be utilized
34 Common PitfallsPitfall Example# 1: Changing the Theme/Meaning/Idea of a Data Element that exists in multiple cyclesEditing 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 cyclesThen editing the lifespan
35 Pitfall Example #1Original O/OChanging the Theme of a Data Element
36 Pitfall Example #1 (continued) Changing the Lifespan :Removes this data element fromRemoves all records of the original wording of this Outcome/ObjectiveIf you were to extend the lifespan back to , all wording would be copied from
37 Pitfall #1 Synopsis In this scenario: A Data Element had one underlying ID number, but after editing had more than one theme/conceptThis can then lead to users making further and more drastic changes such as changing the data element’s LifespanThe 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
40 Pitfall Example #2Original 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 SynopsisAnytime the lifespan of an Objective, Measure, or Target is altered, there is a potential to orphan dataAnytime a relationship between a Measure-Outcome/Objective pair is removed, there is a potential to orphan dataA warning exists in the application as well as in the ‘Adding/Editing Data in a New Cycle’ document
50 Pitfall #2 SynopsisDespite warnings…. users still change the ‘Established in Dates’ of data elementsIt 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 SynopsisTo prevent orphans, users should work in the following order:Remove un-needed FindingsAlter the lifespan of TargetsRemove M--O/O relationshipsAlter lifespans of MeasuresAlter lifespans of ObjectivesThe following warning exists in the ‘Adding/Editing Data in a New Cycle’ documentNOTE: 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 CycleHelp > FAQs and Other Info > Orphan TutorialOrphan Tools WebinarEncore Training - EVERY MONTH (2nd Friday)Contact Supportor