ELIS 2014 Manual

ELIS Data Hub 2

Batch Export of Completion Information

Data Hub can export final grade information (number and/or letter grades) in csv format. This can be imported to an SIS/ERP record keeping program (Banner, Peoplesoft, SAP, etc.). What is provided by Data Hub is a regularly exported csv file with either incremental data (grades changed/updated since the previous export) or a full export of all grade data on the system. Custom user profile fields can be added to this export.

For a record to be included in the export:
  • a program management user (ELIS user) must exist
  • that user must be enrolled in a class instance and have an enrollment status of "Passed".
Access export settings by going to the Administration > Site Administration > Plugins > Local plugins > Data Hub plugins > Version 1 ELIS export. The screen in the following image will be shown.

Data Hub export setings
  1. Export path: This is the file location where scheduled exports are stored.
  2. Export filename: The name of the export file, enable timestamp to make it unique.
  3. Timestamp export file: This gives each export file a unique time stamp. If this isn't selected then the previous export file will be replaced when a new export file is processed.
  4. Log file location: This is where log files are stored. Use SFTP to access the file location.
  5. Email notification: Enter the email addresses of users that should receive export log files.
  6. Enable non-incremental export: Include all historical data in manual exports.
  7. Time delta for incremental manual export: The time delta specifies how far back the manual export includes data from.
Export files show course data for users in a CSV format. The export files include the following data:
  • first name
  • last name
  • username
  • user idnumber
  • course description idnumber
  • start date
  • end date
  • status
  • grade
  • letter grade
Data Hub versions 2.4.1.1+ and 2.3.1.9+ have the capability to add additional fields to the export file. In prior versions only ELIS custom user fields could be added to the export. The new user interface to configure version 1 export fields is shown in the next image. To open the screen go to the Administration block > Site Administration > Plugins > Local plugins > Data Hub plugins > Version 1 ELIS export > Field Mapping.

The screen has three columns:
  1. Field Categories: This column shows the different categories. When a category is selected the available fields for that category are listed in the Available Fields column.
  2. Available Fields: This column shows the fields for each category. ELIS custom fields will be listed below the standard fields. Drag and drop fields from this column to the Active Fields column to add the field to the export.
  3. Active Fields: This column shows the additional fields that will be added to the export file. To change the name of a field for the export file select the Set Custom Name link to open a text box where the new name can be entered. To change the order of fields drag and drop the field to a new location. Use the X icon on the right hand side of the box to delete the field from the Active Fields column.

Select the Save changes button on the bottom left hand side of the screen to save any changes made.

Export field map
The UI for adding ELIS custom user fields in prior versions of Data Hub is shown below. ELIS custom user fields can be added to the export file by going to the Settings block > Site Administration > Plugins > Blocks > Data Hub plugins > Version 1 ELIS export > Field Mapping. The Project Management Level custom user field has been added to the export file. The column header for the custom profile field in the export file can be edited once the profile field has been added.

Export field mapping

Export files can be run manually or can be scheduled to run automatically. To schedule an export to automatically run go to the Administration block > Site Administration > Plugins > Local plugins > Data Hub plugins > Manage plugins. Under the Export Plugins section Version 1 ELIS export row select the "Manage" link under the Schedule column.

Export manage schedule link

Then select the "New Job" button.

New job button for exports

Enter the Label and Period for the job. The example in the next image has the period set for one day. So this export will run one day from the time this job is created and then it will run once every day at about the same time. If you only want the scheduled job to run once it needs to be deleted after it has run.

Scheduling Data Hub export

There are new scheduling features for Data Hub in ELIS 2.7.7.0+ and ELIS 2.8.5.0+. Data Hub now has an advanced scheduling option, the same type used for scheduling ELIS reports.

There are two steps to schedule a Data Hub job with the new improvements. The first step is to enter a Label for the job.

Data Hub schedule step 1
Step 2 sets when the job runs. There are two options, advanced scheduling and basic period scheduling. Basic period scheduling is the type of scheduling used in ELIS versions prior to 2.7.7.0 and 2.8.5.0. Advanced scheduling is the new feature shown below.

There are two types of recurrence settings for advanced scheduling, simple and calendar. Select which one you will be using as shown in the next image. Each recurrence has different settings, so the settings will change depending on which recurrence you select.

Data Hub schedule step 2 simple recurrence
  1. Select this to run the report once a day indefinitely.
  2. Select this to run the report once a day until the date selected.
  3. Select this to run the report a certain number of times at one of four intervals - minutes, hours, days, or months. In the example shown in the image above this setting will run the report once a day for 7 days.
Calendar recurrence settings allow specific days of the week or month to be selected and specific months can also be selected.

Data Hub schedule step 2 calendar recurrence
  1. End date: Select the date when the report should stop running. Select the Enable checkbox to enter an end date.
  2. Time: Use the drop downs to enter the time. The hours drop down uses a 24 hour format. For example, 16:55 is 04:55 PM.
  3. Days: select whether the report runs every day, only on specific week days, or specific month days.
    • If week days is selected, select which days.
    • If Month days is selected, enter a number for the day of the month the report should run. For example, 15 for the 15th.. If the report should run on more than one month day, enter day numbers separated by commas.
  4. Months: Select the months in which the report runs. For example, if the report is scheduled to run on January and July only, and the Month days is set to 15, then it runs on January 15 and July 15. If the report was set to run every Friday (in the Week Days) then it would run every Friday in July and January.
Select the Save button at the bottom of the page to save the new job.

Files from scheduled exports are saved in the Export path, which is displayed in the Administration > Site Administration > Plugins > Local plugins > Data Hub plugins > Version 1 ELIS export link. The following image is showing scheduled jobs.

Scheduled exports

To run a export file manually go to the Administration block > Site Administration > Plugins > Local plugins > Data Hub plugins > Manage plugins. Under the Export Plugins section select the "Go" link in the Run manually column.

Data Hub manage plugins screen

Then select the Run Now button. The file will be presented for download. If the file takes to long to run then the file will be saved in the Export path (displayed on the Version 1 ELIS export settings screen).

The following image shows an example of an export file. In the ELIS export, each row of data represents one completed class enrollment.

Image of export file

This file is displaying completion information for all users that have completed a course description. If a user is in multiple courses, each course will have a separate row in the file.

Select this link to download the file shown in the example above.