ELIS 1.9 Manual

Organizational Clusters

Adding Clusters

To create or edit a cluster, go to the Program Administration block and select Users > Manage Clusters. To add a new cluster, select the Add Cluster button.

Add cluster button

Adding a cluster:
Adding a cluster
  1. Cluster name and description - Both of these entries are shown in the list of clusters on the Manage Cluster screen. The cluster name became a required field in ELIS 1.8.8.
  2. User association - User association to a cluster can be done either automatically, or manually. To assign users to a cluster automatically, you can select Moodle custom profile fields to automatically assign users (for instance all Math students to a Math cluster, or all Administrator trainees to an Administrator trainee cluster). Clusters can be assigned off of one profile field or a combination of two. If clusters will be populated manually, these settings should be left to their defaults. Also, if the profile field names or default values are modified, you should re-open the cluster and save changes to update the field names.
  3. Cluster classification - Site administrators can classify organizational clusters into categories that match their function, for example top level clusters might be an Organization, while sub-clusters might be a unit, division, school, or department.
  4. Associated Group - If the corresponding configuration setting for Cluster Group Settings is activated (in Program Administration/Admin/Configuration) then Moodle groups in courses and on the site level are automatically created for each cluster, and cluster users are auto-enrolled in the groups when they are enrolled via ELIS into the Moodle course.
  5. Cluster Theme - Different clusters can have different themes, and there is also a theme priority. For example, the Sales department might have it's own theme, that overrides the corporate theme, due to it having a higher priority. When you are done with the settings, select the Save changes button.
  6. Cluster Display Settings - This controls the display order of clusters in the Program Administration block. The higher the number the higher the cluster will be displayed in the block menu tree. For example, if there are clusters with display priorities of 0-5, then cluster 0 would be at the bottom and cluster 5 would be at the top. The default entry is 0. This setting was added in ELIS 1.8.7.

Adding Sub-Clusters

Once a cluster has been created, sub-clusters can be added by going to the Sub-clusters tab of the cluster. Sub-clusters can only be created by accessing the Sub-clusters tab of an existing cluster. Once on the Sub-clusters tab, follow the same steps for adding a regular cluster, start by selecting the Add Cluster button. The following cluster, ACME Corp, has four sub-clusters added already.

Sub-clusters tab

Sub-clusters can be accessed from the "Sub-cluster" tab of the parent cluster or the Program Administration block can be configured to display clusters and their sub-clusters. The settings to configure the Program Admin block are located in the Program Administration block > Admin > Configuration > Program Administration Block Settings.

Program Admin block

If a cluster with sub-clusters is deleted, then ELIS will ask if you want to convert the sub-clusters to top level clusters or delete them.

Auto-Associating Users to Clusters

Users can be auto-associated to clusters by associating Moodle profile fields with the cluster. The following example demonstrates auto-association for a sub-cluster:
  1. The cluster is associated to the Moodle profile field Project Management Level.
  2. The cluster is associated with a specific value for a profile field. This is a menu of choices profile field and the value assigned to this cluster is "PM1". Users assigned the PM1 value for the Project Management Level profile field will be automatically assigned to this cluster. If this was a text input profile field there would be a text box instead of a menu of choices, or if it was a boolean profile field there would be a checkbox.
  3. Each cluster can be auto-associated with 2 profile field values. This cluster is not using the second option. If a cluster is associated with 2 profile field values, then users would need to be assigned both profile field values to be automatically assigned to the cluster.
Cluster auto association with profile fields

Assigning Users to Clusters Manually

To assign users to the cluster manually, go to the Users tab, then select the Assign users link at the bottom of the page. A window will appear with users that can be added to the cluster. The automatically assigned users in the example were auto-associated to the cluster with the profile field settings in the previous example.

Cluster assign users link

Select the Assign users link to view a list of users that can be assigned to the cluster. Use the Select all checkbox to assign all available users to the cluster. Use the checkbox next to each users name to assign a user/users to the cluster.

Assign users screen for a cluster

The next image shows the end of the user list. The end of the page shows how many total users have been selected and how many of those selected are from this page if the list is multiple pages. There is a checkbox that allows you to show the selected items only, as shown in the next image. You can also select to enable auto-enroll to classes in tracks and whether the selected users are cluster leaders or not.

Assign users screen of cluster

Selecting the "Show selected items only" checkbox opens a similar screen with the selected users only.

Selected users screen:
Assign users screen of cluster

Select the submit button to finish assigning the selected users to the cluster.

Cluster Users tab

Curricula and tracks can also be added to the cluster. Select the Curricula or Track tabs across the top of the screen, use the drop down menu to add them.

Editing Clusters

Cluster icons on the Manage Clusters screen
  1. Clusters can be edited by clicking on the pencil tool, this opens back up the editing screen for changing names, associations, etc.
  2. Lists tracks associated to the cluster on the Tracks tab.
  3. Lists users assigned to the cluster on the Users tab.
  4. Lists curricula associated to the cluster on the Curricula tab.
  5. Deletes the cluster.
Note that while currently clusters can be assigned to curriculum, it is recommended practice to assign clusters to tracks.

Summary: Clusters are a powerful tool for managing groups of users on a Moodle site.