Introducing Orphan Tools
The Orphan Index & Lifespan Manager
Welcome!
• About today’s session
• Questions
– There will be two Q&A periods during the
session.
– Submit your questions via the ‘Ask a
question’ section of your of GoToWebinar
dialog box.
Special Thanks
Stephanie Dowler – Kent State University
Beverly Hall – Fayetteville Technical Community College
John Kalb – Southern Methodist University
Jill Redden - Mountain State University
About Orphans
• An orphan is the result of misaligned data
• It exists within the application, but cannot be
seen by users (including WEAVEonline Administrators)
• Why are orphans an issue?
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–
–
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Data can ‘reappear’ (when relationships are restored)
Data can show up unannounced (in Reports)
Orphaned data can make reports inaccurate (DES)
Orphans can prevent changes to an element’s
lifespan’ (especially with Achievement Targets)
Some Terminology
• Data Elements
(Outcomes/Objectives,
Measures, Achievement
Targets, Findings)
• Relationships
(between Measures and
Outcomes/Objectives)
• Lifespan
(how long those data
elements are active)
So, how is an Orphan created?
WEAVEonline has given its users
great flexibility to adjust lifespans
and remove relationships… which
can lead to orphans
Simplified Orphan Scenario
07-08
08-09
M1/Obj 1
M1/Obj 1
Objective 1
Objective 2
Objective 3
Measure 1
M1/Obj 1
AT
Finding
07-08
08-09
07-08
Simplified Orphan Scenario
07-08
Objective 1
XXXXXXXXXXXXXX
If the Objective’s life
span is limited, what
happens to the
Relationship, the
Achievement Target
and the Findings
Objective 2
Objective 3
Measure 1
M1/Obj 1
M1/Obj 1
08-09
M1/Obj 1
AT
Finding
07-08
08-09
07-08
?
Ways to create orphans
Edit the lifespan of an Outcome/Objective
Edit the lifespan of a Measure
Edit the lifespan of an Achievement Target
Remove relationships
What does an orphan
look like?
• Nothing!! You cannot see them on the Assessment
Summary page.
• You may see orphaned data within reports (extra
findings or targets)
• You may have orphaned data giving false information
in the Data Entry Status Reports
• Orphaned data may also show up when former
connections (between a Measure and an
Outcome/Objective) are rejoined
So, what does this mean to me?
• As a WEAVEonline Administrator, accuracy
comes from having no orphans!!
• Using these new tools will allow you to
review/fix orphans for your campus!!
• And, this tool provides an excellent
visualization for how data exists over cycles –
training possibilities!!
How to Fix Orphans
WEAVEonline has developed Orphan Tools
• Orphan Index – A tool for the WEAVEonline
Administrator to see a list of all entities with
orphans. Drill down to exact areas and fix using
the Lifespan Manager.
• Lifespan Manager – An entity specific tool that
shows the lifespan of Outcome/Objectives,
Measures, and Achievement Targets as well as
Relationships.
Orphan Index
• Located within Admin Tools >
Orphan Tools
• Allows WEAVEonline
Administrators to quickly find all
entities that have orphans
• Allows for drilling down via an
entity to an exact Measure or
Outcome/Objective data
element
• Drill down again to view and fix
using the Lifespan Manager
Using the Orphan Index
Navigate to Admin Tools > Orphan Tools > Orphan Index
Using the Orphan Index
• Click ‘Show Latest List’
• A list of all entities with Orphans
will be generated with the counts
shown in red above
• Clicking on an entity will reveal
the Measures and
Outcomes/Objectives that have
orphans
• Clicking again will take you to the
Lifespan Manager where you can
review/fix orphans for those
particular Measures or
Objectives
Lifespan Manager
• The purpose of the Lifespan
Manager is to allow WEAVEonline
Administrators to review lifespan
data and relationships for entities.
• WEAVEonline Administrators can
use this tool to align data, fix
orphans, and view text in multiple
cycles
Lifespan Manager
• The Lifespan Manager is
accessed via three different
paths:
1.
1. Via the Orphan Index (Admin
Tools > Orphan Tools > Orphan
Index) when a specific Objective
or Measure with an Orphan is
selected
2. Via Admin Tools> Orphan Tools>
Lifespan Manager
2.
3. Via Assessment > Assessment
Summary page (Goals,
Outcomes/Objectives, Measures
& Findings) using the Lifespan
Manager button
3.
Lifespan Manager
Entering via Options:
2.2. Via Admin Tools> Orphan Tools>
Lifespan Manager
3.3. Via Assessment > Assessment
Summary page (Goals,
Outcomes/Objectives, Measures
& Findings) using the Lifespan
Manager button
Make selections following the steps:
Use the radio buttons to choose if
you want the Measure or the
Outcome/Objective to be the primary
focus (at the top) of the Lifespan Manager
Use the drop down selections to
choose which Measure or
Outcomes/Objective specifically should be
the primary focus
Lifespan Manager
• Once the Lifespan Manager is generated, it can be
used to:
– Resolve orphans
– Restore relationships
– Review and/or edit the lifespan of data elements
(Outcomes/Objectives, Measures, Targets)
– Review the wording for Outcomes/Objectives, Measures, and Targets
between cycles
– Move findings between cycles
– Remove findings/targets (deletion of findings/targets is permanent and
should be discussed with an entity representative prior to completing
this action)
Lifespan Manager Preview
Let’s Look at Some Examples
Example of aligned data
Misaligned Measure /
Missing Relationships
Misaligned Measure /
Missing Relationships
Misaligned Measure, Target,
and relationship
Misaligned Measure, Target,
and relationship
Questions?
and then…
Let’s go take a look!
Cautions
• Consult before making significant changes
• Deletions of Findings and Achievement Targets
are permanent
• Deleting an Achievement Target deletes that
Target in every year in which it was active
• When editing a lifespan of a data element, be
aware that wording in cycles can be different and
therefore lost if the edit is made in error
Questions?
Submit them via the ‘Ask a
question’ section of your of
GoToWebinar dialog box.
What’s Next
• Try out the Orphan Tools
• Login to a ‘Lab’ Session if you have
questions
– Wednesday, July 7th from 2 - 5 pm Eastern
– Thursday, July 8th from 10am – 2pm Eastern
• Details to be shared shortly
• Future plans for Orphan Tools
The End
Remember to contact support via
phone (1-877-219-7357) or email
(support@weaveonline.com)
if you have questions!