ELIS 2013 Manual

ELIS Data Hub 2

Batch Importing Course Info.

The Course fields tab is where you can edit the import parameters for Program, Track, Class Instance, Course description, and User Set properties. All five of these items can be processed on the same csv file, but to help explain these items each one will be explained individually in the docs. To access the field mapping go to the Administration block > Site Administration > Plugins > Local plugins > Data Hub plugins > Version 1 ELIS import > Field mapping > Course fields tab.

On the course properties mapping table, we can map the key names in Data Hub to the names of values in the import file. The following properties can currently be set for ELIS course information on the Course properties mapping table. You only need to remap data entered here if your export file has different names in it, for instance if your legacy system used a field named 'courseid' instead of 'idnumber', then the correct field name would need to be entered in the properties map.

The course field mapping table includes fields for programs, tracks, class instances, course descriptions, and user sets. On this page we will just be covering course information. The following pages cover the other instances.

Course fields tab

Course fields mapping table page 2
  1. The tabs at the top indicate which fields we are editing - in this example the Course Fields.
  2. IP enables you to enter new values for these fields to match the values in your export file. For example if your backend system calls the username the uname, you can map the Moodle field username to uname here. The most common use here is to remap profile field values.
  3. All ELIS custom fields are included in the User and Course properties mapping tables. New values can be entered for custom fields the same way as standard fields.
  4. Save changes to save your changes and put them into effect.

If you make changes to any property values, be sure to select the Save changes button.

The following table has the standard course fields that can be included in course import files. ELIS custom fields can be included as well.

action: The action field is always required. The available actions are create, update, and delete.
context:
This is always a required field. Enter 'course' in the context field when importing course information. The context field is telling the system what is being added. The other available entries are class, track, curriculum, and cluster.
idnumber: The course idnumber is a required field for course creation.
name: The course name is a required field for course creation.
code: The course code.
syllabus: Enter a course description.
lengthdescription: Enter a length description. For example, days, weeks, months, semesters, etc.
length: The course duration.
credits: The credits for completing the course.
completion_grade: Enter a number from 0 to 100.
cost: The cost of the course.
version: The course version.
assignment:
This assigns the course to a program/curriculum. A course may be assigned to more than one program/curriculum by entering it in more than one row.
link:
This is the shortname of the Moodle course that should be used as a template for classes created off of the ELIS course.

The required fields for courses are:
  1. action
  2. context
  3. idnumber
  4. name
Note: The Action column should always be first in the file.

The required fields for updating or deleting courses are:
  1. action
  2. context
  3. idnumber

Data Hub Actions


ELIS Data Hub tells ELIS what needs to be done with imported data via the Actions column. The sample csv file below illustrates this function:
Image of course csv file

In the image of the course file above:
  • The course with name Scaffolding Safety is being created. It is linked to the Moodle course with shortname scaffoldingsafety, meaning that is the Moodle course template attached to this course. The course has also been assigned to the OSHA Program.
  • The course Electrical Safety is being created.
  • The course with idnumber electricalsafety is being updated with a version number.
  • The course is being deleted.
In the example above the course in row 5 has to be created, and so do the program and the two Moodle template courses before the file will be processed successfully.

Select this link to download the file in the previous image.

*csv files can be created in many systems and by automated processes.


The following example is a course file with all 5 course contexts being added. We have only covered the course context so far - the next couple of pages cover the other 4 contexts that can be included in the course file.

Image of course csv file

Select this link to download the file in the previous image.

Note: The two Moodle template courses identified in the course "link" field have to be added to the site before the file will run successfully. To run the file without adding Moodle template courses delete the four values in the "link" column.


Importing/Processing Data Hub Files


ELIS Data Hub import files can be scheduled to automatically process or can be manually processed. Import files should be scheduled to process in most instances, docs for scheduling imports are at this link. Manual processing should be used for testing small files only. Manual processing is currently limited to 28 seconds of processing time in our standard Data Hub installs. Scheduled processing will continue imports on subsequent cron runs when processing takes to long, manual processing does not do this.

The sample file being used here is simple enough to process manually. To manually process files go to the Administration block > Site Administration > Plugins > Local plugins > Data Hub plugins > Manage Plugins. Under the Import Plugins section go to the Version 1 ELIS import row and select the "Go" link in the Run manually column.

Manually run job link

Select the "Choose a file" button. Select a file to process and then select the Run Now button.

Manually run job screen

Once the file is processed there will be a brief log message stating whether or not the file import was successful.

A complete log of all actions is kept in the logs file, as well as (optionally) emailed to an address or addresses each time the Data Hub script runs. Logs can be accessed from the Administration block > Site Administration > Reports > Data Hub logs link.

For information about scheduling imports to automatically process go to this page Importing/Processing files.