Data Synchronization With Moodle

2012-05-11T16:07:57Z

Replaced content with "This document has been moved to [http://wiki.centre.edu/its-i/index.php/Data_Synchronization Internal Documentation]."

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−	~~=Data Synchronization With Moodle=~~	+	This document has been moved to [http://wiki.centre.edu/its-i/index.php/Data_Synchronization Internal Documentation].
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−	In order to synchronize Moodle with Registrar data, data files are produced from the administrative database, Jenzabar CX and processed by a PowerShell script to create Active Directory entries, placing Library staff, instructors and students in roles within courses.	+
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−	~~==Production of Data Files==~~	+
−	Three data files are produced by three ace reports. These reports are located in /opt/carsi/modules/common/reports and are named CNTRMoodleStudent, CNTRLibraryMoodle and CNTRMoodleInstructor. Each report has ~~a corresponding script located in /opt/carsi/modules/common/scripts. There is also a CNTRMoodleReminder script that will remind administrators of the Moodle system~~ to change the default course category in preparation for the creation of new courses prior to the new term starting. The WI and SP (Centre Term and Spring Term) courses are treated as a combined course category.	+
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−	~~==Timing of Data Production==~~	+
−	Courses, registrations and instructors are reported as early as 90 days prior to the beginning of the term and continue to report registration any registration activity that takes place (adds, drops, etc.) through the last drop/~~add date, recorded in the academic calendar. These dates are maintained by the Registrar.~~	+
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−	~~Students required to take Biology~~/~~Chemistry Safety testing are generated at 1:35 a~~.m. Student data for all classes is produced from Jenzabar CX daily at 1:50 a.m. in order to closely match the 3:00 a.m. processing by PowerShell. This data processing takes several hours. This reduces the delay between registration activity and changes in Moodle. Upperclassmen may add or drop classes from online registration, which means such activity may take place well outside of Registrar office hours.	+
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−	~~Instructor data files are produced at 1:46 a.m.~~	+
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−	A list of currently cross-listed sections (they meet in the same room, with the same instructor at the same time) is generated at 2:19 p.m. and is later used to combine cross-listed sections in the Instructor and Student files.	+
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−	~~==Possible Issues==~~	+
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−	Possible issues have been identified with timing, length of processing and online registration timestamps. Keeping the delay between data production and processing into AD as short as possible should keep delays in data migration short to non-existent. Currently, the data would be reported within 24 hours, at most. The additional hours of processing might add an additional few hours, but changes would still be migrated, at latest, after one full business day. As the FA 2009 trial progresses, it might be necessary to assess whether more frequent updates are practical or necessary.	+
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−	Another possible issue to watch for are online registration timestamps. A student may add and drop a course in less than a minute online, resulting in two registration records (reg_rec) with identical date and time stamps. I believe the data sweep will be able to handle this, however, as registration records are sorted by course work number, date and time from earliest to latest, and also by status in descending order, so drops would be last processed. I think that if a student adds, drops, then re-adds the class, it should result in a separate course work number, which will fall last in the sorting order. If any add-drop-add problems arise, the sorting may need to be reviewed.	+
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−	Another issue that has caused some confusion is the fact that students may not appear to be registered for a course, despite being in the upload file and the appropriate AD group. We have discovered that students may not appear to be in the class until they have logged into the system at least once. Even then, some registration activity may not be reflected to admins and instructors until the student logs in again.	+
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−	~~==Preparing For a New Term==~~	+
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−	~~Before the courses begin populating a new term, it's necessary to create a new Course Category and make it the default. This change should NOT be made while the current~~/~~previous term is still being reported to Moodle.~~	+
−	The data sync process begins reporting courses for an upcoming term 120 days before the term starts and continues through 3 days past the add/drop date. Class rosters being set except for withdrawals or suspensions, there is no further need to report course memberships. There is an automated email reminder that will be sent to Shane Wilson and Stacie Yates for a two week period before the courses will be created for this upcoming term. This Course Category change should ONLY be made during this "non-~~reporting" window, after the add~~/~~drop, but before the upcoming term begins reporting~~.	+
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−	~~To do so, log in to courses.centre.edu as the "admin" user. The password, if needed, is stored in the Password Vault database.~~	+
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−	~~To create the new Course Category, look for Site Administration, click on Courses... then Add~~/~~Edit Courses. You should see a list of existing course categories, as well as buttons below them to create new courses and new course categories.~~	+
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−	~~[[Image:AddingCourseCategory.jpg~~]]	+
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−	~~Give the new Course Category an appropriate name (such as Spring 2010 or Fall 2010) and save it~~. ~~NOTE: Centre Term courses and Spring Courses are treated as a unit. It may be clearer for users to create a category called "Centre Term and Spring 2010", for example.~~	+
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−	~~Now, under Courses, click Enrolments. Look for the LDAP entry and click the Edit link to the right of it.~~	+
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−	~~[[Image:EditingEnrolments.jpg]]~~	+
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−	~~Scroll to the bottom of the page, into the Automatic Course Creation Settings.~~	+
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−	~~One of the settings will be enrol_ldap_category. Choose the newly created Course Category and Save.~~	+
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−	~~[[Image:ChangeCourseCategory.jpg]]~~	+

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2012-05-10T19:01:37Z

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	*[[Portal:DesktopSupport\|Desktop Support]]		*[[Portal:DesktopSupport\|Desktop Support]]
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	*[[Portal:DesktopSupport\|Desktop Support]]		*[[Portal:DesktopSupport\|Desktop Support]]
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	*[[Portal:Policies\|Policies]]		*[[Portal:Policies\|Policies]]

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Data Synchronization With Moodle

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