Annual Tasks for
WEAVEonline Administrators
Kristin Rice
Director of Member Implementation & Support
During this Session
Annual Tasks for WEAVEonline Admins
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Review Users
Update the Entity Tree
Check Associational Elements
Consider Application Updates
Clean-up Orphans
Update Settings
Create a New Cycle
Plan Trainings
Attend Admin Tools/Fundamentals Refreshers
Assess the Assessment Process
Request Consulting
Review Users
Who is/is not using the application?
Who no longer needs access?
Who needs access?
Are the roles correct for the users?
Who are the current WEAVEonline
Admins and Entity Admins?
Can any of this review/updating be
delegated?
Review Users: Hints
Update the Entity Tree
Do any existing entities need to change
from:
– Assessed / Non-assessed?
– Use Goals/ Do not use Goals?
Does your tree accurately reflect your
campus for the coming year?
– Edit entity names
– Add new entities
– Curtail lifespan of ended/cut entities
– Reorganization
Entity Tree: Hints
Entity Tree: Hints
Reorganization Hints
– Print the entity tree
– Reorganize entities in the cycle in which the
change occurs
– Moving an entity (cut/paste or drag/drop) brings
along the subordinate entities
– Deleting an entity is permanent in every cycle –
there is an explicit warning!
– REMEMBER: Entities have lifespans
and
the Entity Tree has Enhanced Cycle
Functionality
What do taffy and a football
have to do with
WEAVEonline?
The next few slides are from the webinar ‘Cycles: What Every WEAVEonline
Administrator Should Know’ and can be found within the Learning Community
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 an Entity, an Objective, a Measure, etc.
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
Enhanced Cycle Functionality
Check Associational Elements
Are the elements within the following areas
up-to-date?
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Strategic Plans
Institutional Priorities
General Education/Core Curriculum
Standards
Will you choose to edit an existing Standards
Set or take new version off the shelf?
Pros/Cons of ‘starting from scratch’
Associational Elements: Hints
Remember Enhanced Cycle Functionality
Use the magnifying glass to review edits in all
cycles for each data element
If editing lifespans, edit Subordinate Entities
First
Admin Tools does NOT have copy edit forward
functionality. Therefore you might need to wait
until new cycle is added before you update.
Associational Elements: Hints
Scenario 1: New Standards Set on Shelf
– Once taken off the shelf, Standards Sets are
yours to edit and maintain
– OPTION 1. If the Standards have only
changed slightly…
•You may choose to edit the items manually.
•Ending those that no longer persist with the same
theme or editing those where the theme of the
element persists but the wording changes.
•This method ensures that any associations from a
prior cycle are maintained.
Associational Elements: Hints
OPTION 2 – If the Standards are drastically
different and/or you do not want to make edits
manually:
– then you can take a new set off the shelf in
the cycle in which you first want them
available to your users (the established in date).
– The older list of Standards will need to have
each Standards’ lifespan edited so that it
last shows in the cycle prior to the new set.*
Associational Elements: Hints
Scenario 2: New Strategic Plan
– If no wording matches – Start Over*
– If the wording is hard to match up between
old and new – Start Over*
– If it there are a few associational areas that
you want to maintain – Edit
WEAVEonline Updates
What enhancements have been made to
the software?
– Action Plans have additional fields
– Search tab in main navigation toolbar
– Report descriptions have a ‘rollover’
Should others be alerted?
Will any materials need to be updated
prior to trainings?
Updates: Hints
Notification is sent to WEAVEonline
Administrators of record:
– Update us with changes for this email list
– Save/Print/File the attachments - they
expire!
See Help > FAQs and Other Info >
Release Notes for a complete list of
enhancements
Clean-up Orphans
Review existing orphans on your campus
To learn about orphans: Help > FAQs and Other
Info > Orphan Tools Tutorial (webinar also)
Decide if you need to confer with entity ‘owners’
Is there a common theme to orphans that have
been created?
– Would Custom Instructions help?
– Would preventing users from changing the
‘Established in Cycle’ dropdown help?
Train users about editing ‘from the bottom, up’
Clean-up Orphans: Hints
Use the Index: Admin Tools > Orphan
Tools > Orphan Index
» This list includes only entities
WITH orphans
» Clicking on the entity names
shows all Measures/Objectives
with orphans in that entity
» Clicking on the M/O hyperlink
takes you to the Lifespan
Manager
» Often fixing one orphans, fixes
others
Clean-up Orphans: Hints
Green is not always the correct solution!
Know when you need to ask the ‘owner’
Review, then fix, then explain to the
‘owner’ (if necessary)
Clean-up Orphans: Hints
This one is not so clear cut
– Does M6 still resemble what it was when it was
related to O2?
– We can certainly ‘fix’ the orphans, but will the
‘owner’ just un-fix? Does it solve the issue?
?
Clean-up Orphans: Hints
Know how to create orphans on purpose
Clean-up Orphans: Hints
Know how to achieve the same end
result but without creating orphans
Always
delete from
the
BOTTOM
UP!
THEN
change
lifespans!
Clean-up Orphans: Hints
If you see the same type of orphan over
and over:
– Try to determine why users are doing this
•Is misinformation circulating?
– Use the Adding/Editing in a New Cycle
document as a starting place for your own
customized directions
– Consider using a Setting (behavior/custom
instruction) to assist
Consider a New Cycle
But First… Is it a good time:
– Determine if the majority of your campus has
completed their work in the current cycle
– Review documents & webinars on cycles
– Run the Orphan Index
– Find & correct Orphans
– Discuss with other WEAVEonline Administrators
– Prepare your faculty and staff
– Plan your strategy regarding making prior cycles
ineditable
New Cycle: Hints
Run the DES reports to get a birds-eye view:
NO
NO
Maybe
New Cycle: Hints
Run the Audit reports to see what is
missing
Test your assumptions! Create a
demonstration entity and practice:
– Changing lifespans
– Copying edits forward
– Perfecting your knowledge of
– Creating & resolving orphans
New Cycle: Hints
Train your users BEFORE you create a
new cycle
Share Adding/Editing in a New Cycle
Review Editable/Externally Viewable
Cycle Start/End dates do not determine
when cycles are created
Update Settings
Are there Settings you wish to add/adjust?
– Labels
•Terminology throughout the application including
– Behaviors
•Specific changes to the way the application
behaves
– Custom Instructions
•Your own instructions/reminders within the
application
Settings: Hints
Locating Settings
– Admin Tools > Settings
– Expand page to fullest
– User the Browser’s Find (control ‘f’) to
locate a term
•‘Outcomes’
•‘Node’
•‘Local’
– Use the Settings handouts in the Learning
Community
Settings: Hints
Favorite Ideas
– Get buy-in by having Deans/Department Chairs
choose their language
– Use the Custom Instruction ‘Show/Expand Prompt’
for a quick reminder:
• Remember to press 'Save' at the bottom of the page if you
add/edit any associations. Do not click ‘Cancel’.
– Prevent users from editing the ‘Established in
Cycle’ selection
•During creation, option is there
•Less orphans
•Search for ‘Established’ in Settings
Settings: Hints
Association Behavior
– Search for ‘node’ in Settings
Settings Option:
(any node selectable)
Default
(only ‘leaf’ nodes selectable)
Assess the Assessment
Process
Consider an entity in WEAVEonline to
assess the Assessment Process
– What are the Objectives of the process?
– How will you Measure?
– How can the process be improved?
Get feedback from your users
Ask other members for advice
Attend Encore Sessions
Admin Tools
– From Logging in to Local News
– Every Second Friday, 10-12 Eastern
Assessment & Reports
– From Missions to Document Management
– From the DAR to Annual Special Reporting
– Every fourth Friday, 10-12 Eastern
Reminders sent via the Learning
Community Forum (Google Group)
Plan Trainings
Plan out your year of trainings
– Timing: Ease users to the finish line or all
at once
– Offer incentives: Grants, Food, one-on-one
support
– Who: New faculty/staff, everyone
– What: Assessment, data management,
closing the loop
– Local News: Plan out reminders and
notifications in Local News!
Support & Consulting
Contact Support if you have questions
Request assistance on Orphans/Settings
– We are happy to walk you through examples
Use the optional training sessions
– Up to 3 hours of complimentary web training
– Topic of your choice (Campus Implementation,
Mapping, Closing the Loop, etc.)
Need More? WEAVE offers Consulting!
– Strategic Planning
– Project Management
- Accreditation Preparation
- Change Management
Contact Us
Support
– 8:30-5pm Eastern M-F
– Email: support@weaveonline.com
– Phone: 1-877-219-7353
Consulting
– http://www.weaveonline.com/consulting/
– Email: info@weaveonline.com