IIPS-Fall 2006 Colleague, WebAdvisor, CampusCruiser & Blackboard IntegrationPresenters:Cape Fear CC

Joel Brubaker, Colleague Admin Christina Heikkila, WebMaster

Things to Keep in Mind

Integrating Colleague’s WebAdvisor, CampusCruiser interface and Blackboard interface into your campus workflow is no easy task.

The following represents over two years of decision making, custom programming, some trial and error and some luck. Keep it simple, start small and slowly add to it.

Overview

Decision Making Define Business Rules for

Accounts Colleague Setup in CORE WebAdvisor User Accounts CampusCruiser Integration Blackboard Snapshot Generator Blackboard Snapshot Tool Envision Process Handler

Decision Making Determine naming convention

Have a roll out plan Consider timing of rollout if switching

usernames; summer, between terms

Are there laws affecting use of SSN?

Standardization – reduces work load of IT by allowing full automation

Decision Making - CFCC

CFCC changed from disparate names to a standard naming convention for all constituents

This did away with the, “I want my name to be this, that, the other.”

Rollout of the change occurred between Summer and Fall 2005.

Decision Making – CFCC

A CFCC USERNAME is generated on the following fields:

Data Element Name – PERSON FileFIRST.NAME......................: |Joseph|MIDDLE.NAME.....................: |Thomas|LAST.NAME.......................: |Smith|ID..............................: |0073891|

Creating a CFCC username of: jtsmith91

When there is a duplicate Colleague will auto append a counter digit from CORE>PID8 NEXT.LOGINID.COUNTER (jtsmith911)

FirstInitial+MiddleInitial+LastName+Last Two Digits of ID

Decision Making – CFCC

Problem – Initial Passwords We didn’t like the choices for

initial passwords

No effective/secure way to deliver random password option to the account holder

Solution – Random Pin & LDAP

Define Business Rules For Account Creation

“Students” Term Based

APPLICANTS APP.START.TERM

S

STUDENTS STU.TERMS

Term ranges define the active/inactive status of the WebAdvisor Accounts

Students with an application start term or students with registration activity in the term range have a Web account activated.

Term rotation is one year in length. CFCC students have their accounts remain active until the end of the following term.

Summer term is excluded.

Define Business Rules For Account Creation

Faculty/Staff Position Based

HRPER HRP.PERPOS.END.DA

TE

Faculty/Staff have a WebAdvisor account anytime the POSS screen has a position without an end date.

Due to the nature of information available on the web, Faculty/Staff do NOT have a grace period like students.

Define Business Rules For Account Creation

With this business model in place, SAVEDLISTS are generated with select statements going through the logic of above.

3 Sets of lists are created for each ‘group’

Full Sets

New accounts to create

Accounts to remove

(Ascii File X2WL)

Define Business Rules For Account Creation

Savedlists

Applicants

Students Fac-Staff

FullList

WEB.DMUI.APPL

Use Screen DMIU

WEB.DMIS.STUDENT

Use Screen DMIS

WEB.DMIU.FACSTAFF

Use Screen DMIU

NewAccts

WEB.DMIU.APPL.ADD

Use Screen DMIU

WEB.DMIS.STUDENT.ADD

Use Screen DMIS

WEB.DMIU.FACSTAFF.ADD

Use Screen DMIU

RemoveAccts

WEB.DDRU.WEBUSER

Use Screen DDRU

WEB.DMRS.STUDENT

Use Screen DMRS

WEB.DDRU.FACSTAFF

Use Screen DDRU

Define Business Rules For Account Creation

The WebAdvisor account

is what drives

everything else!

Colleague Setup in CORE

XS.CALC.LOGIN.ID.X810

(Mint Package X810.CALC.LOGIN.ID)

Colleague Setup in CORE

Because the pin is

a random number,

the user must use

our password reset

Web page to settheir initialpassword. https://reg.cfcc.edu/ResetPassword/

Colleague Setup in CORE

Note about the Random Pin Option Is the Initial Password for

WebAdvisor The same random pin also

populates the TREG (Telephone Registration PIN).

CFCC randomly generates new TREG pins prior to the start of each semesters registration.

Communications Management (CC) is used to email notification to students of their TREG/TRAC pin numbers. The student email address used is CampusCruiser.

It should be noted, the initial setup of the WebAdvisor account sets the TREG pin. From that point forward, TREG is not affected by any WebAdvisor information.

How It All Ties Together

Batch Updates occur on a schedule you set (Data updates from Colleague to Third Party)

EDX Updates occur in real-time (Data updates from Colleague to Third Party)

Portal communications occur in real-time (Reading or Writing Data to Colleague

How It All Ties Together

CampusCruiser Blackboard

EDX

EDX

Batch Update

Batch Update

Portal

COLLEAGUE DATADMI Username

Address

Leave BalancesSchedule

Grades

AR BalanceTranscripts

Communication MgmtTotal compensation

Academic InfoBudget

WebAdvisor

PowerView

SAValet

UI

WebAdvisor User AccountsAdding/Removing Users with Savedlists

DMIS/DMRS – Students DMIU/DDRU – Faculty/Staff & Applicants

Use the appropriate screen for each group. This helps ensure accidents don’t happen.

DMIS/DMRS will only work against ID numbers from STUDENTS.

DMIU/DDRU will only work against ID numbers from PERSON.

CampusCruiser Integration Use the same lists from the Web

side for account creations in CC

Apply extra logic for the Faculty-Staff lists to break out faculty and staff into different groups

CFCC expires old accounts for 1 year

After 1 year, expired accounts deleted

CampusCruiser IntegrationNote:

CFCC only integrates CC with batch mode. EDX integration caused data privacy issues.

All examples that follow are batch integration, not EDX.

CampusCruiser Integration

Savedlists

Students Faculty Staff Applicants

FullList

CC.STUDENT

Screen USRW

CC.FACULTY

Screen USRW

CC.EMPLOYEE

Screen USRW

None

NewAccts

CC.STUDENT.ADD

Screen USRW

CC.FACULTY.ADD

Screen USRW

CC.EMPLOYEE.ADD

Screen USRW

None

ExpireAccts

CC.STUDENT.REM

List used in X2WL

CC.FACSTAFF.REM

List used in X2WL

None

Accounts expired one year: CC.TEMP.DELETE -- list

List created in X2WL

CampusCruiser IntegrationAdding Users

CampusCruiser IntegrationClasses

Only Active Course Sections

CampusCruiser IntegrationCCFT

USRW/CLSW update the IP… work files when run.

Daily CCFT transfers the information populated in the IP… work files for users, classes etc. to CampusCruiser.

Blackboard Snapshot GeneratorSnapshot selection based

on:

Smart Coding of Section Numbers IN…, DY…, NY…, LRNGLAB Use of ASCI comments for non standard

sections

Subject Based Online Tutoring Specific Subjects (ACC, ENG, MAT)

Blackboard Snapshot Generator

(Mint Package X810.BBSECT)

Blackboard Snapshot Generator

The Snapshot generator creates the above files and ftp’s them to your intermediate snapshot server.

Blackboard Snapshot Tool

Blackboard integration optionsMethods of integration with Colleague: Batch uploads (Bb Basic method)

Simple to use, but not automated, no other choice with Bb Basic

Event-driven API (real-time) Extra $$$$, lower adoption rate

Snapshot (like batch but more powerful) Can be automated, community support,

more functionality than batch uploads

Why snapshot??

Command-line: can automate Controller gives you logic: e.g.

combining courses, dupl. enrollment

Mass operations: disable, purge Great for ASP hosted, since no

db: e.g. turn on/off courses Change usernames – can’t do

that with GUI or batch

What can snapshot do? Users: create users, disable users,

set/change username, email, roles Courses: create shells, copy courses

from templates, make (un)available, set course dates, remove courses

Enrollment: enroll/unenroll students, set availability

Faculty assignment: same as enrollment

Organizations: (Community System) same features as above for courses

DSKs: Data Source Keys

Groups of things: users, courses, enrollments – think about sets to operate on en masse (like change settings, disable, purge)

CFCC DSKs: User DSKs:

Students Faculty

Enrollment, course DSKs by semester: 2006SP 2006SU 2006FA

CFCC Daily Blackboard Snapshot Colleague scripts create feed files, ftp

to snapshot machine (Snapshot Generator)

User prep: create email if not already in feed

Enrollment prep: change format of course ID, handle alt course sites, combined courses, courses to skip, duplicate enrollment, dropped students, block no-shows

Snapshot runs and pushes db updates History is kept of all feeds

Snapshot architecture

Envision Process Handler (EPH) Everything we’ve covered up to this point,

the EPH handles daily for CFCC*

Think of EPH as cron for Colleague

Allows jobs to finish in succession rather than basing a job on a start time

Can turn it off while doing maintenance

*Except for CCFT

EPH covered in Datatel’s “Runtime Administration 4.7.1” docSee presentation from SEDUG 2005 on EPH for code and procedures.

Envision Process Handler (EPH)

Important!!! Review daily the jobs that EPH runs for problems.

Any EPH procedure that produces a report, we send to a printer but “HOLD” for review.

CFCC uses EasySpooler/ EasyClient GUI to review jobs each morning.

Envision Process Handler (EPH)

DAILY

WEEKLY

Q & A

Custom Software/ProceduresCustom Login ID CORE>WUIP

Word Doc - Web-CampusCruiser Login Specs.doc

MINT Package - x810.calc.login.id.tar

Account List Creation -- VOC PAWord Doc with PA for SAVEDLISTS - X2WL

Blackboard Extract – X2BB screenWord Doc - BlackBoard Extract Specs.doc

MINT Package - x810.bbsect.tar

Envision Process Handler (EPH)PowerPoint - SEDUG Envision Process Handler.ppt

Custom Software/ProceduresAll Software Available at: www.cfcc.edu/share

For use as-is.

Login: seadevil

Password: available at session

De-MINT’ing a tar packageThis process extracts items in a MINT package and integrates them into your

Envision software.

1. Transfer the tar file to your UNIX /tmp directory

X810.calc.login.id.tar

2. View tar file with tar tvf. Then expand the tar file tar xvf

tar xvf x810.calc.login.id.tar

3. Note the directory name and appl.VOC. You’ll use the ToolKit for application the mint package is delivering: TM CORE, TM ST, TM HR etc. ls /tmp

800 Sep 25 10:36 x810.calc.login.id

60416 Sep 25 10:37 x810.calc.login.id.tar

ls x810.calc.login.id

CORE.INSERTS CORE.VOC GEN_LOGIN.ID VOC

CORE.PRCS.DEF CREATE_LOGIN.ID LOAD_LOGIN.ID

CORE.SUBROUTINES DUMP_LOGIN.ID MOVEINFO

De-MINT’ing a tar package4. Go to the test17 release account and create a TMP VOC item that points

to the directory created by the tar xvf command.

AE VOC TMP

1: DIR

2: /tmp/x810.calc.login.id

3: D_VOC

LIST TMP -- You should get the same items as if you did a ls at the UNIX level.

LIST TMP VOC

CORE.INSERTS

CORE.PRCS.DEF

CORE.SUBROUTINES

CORE.VOC

MOVEINFO

LOAD_LOGIN.ID

DUMP_LOGIN.ID

CREATE_LOGIN.ID

GEN_LOGIN.ID

De-MINT’ing a tar package5. COPY The CREATE, LOAD & GEN recrods from TMP to VOC in the release account. (Will always start with CREATE/LOAD/GEN, however end part will vary with MINT package)

COPY FROM TMP TO VOC CREATE_LOGIN.ID

COPY FROM TMP TO VOC LOAD_LOGIN.ID

COPY FROM TMP TO VOC GEN_LOGIN.ID

6. Run the PA’s just copied in the same order: CREATE, LOAD, GEN

If prompted for a “Device Number to Load from” use the UNIX path to the /tmp directory for the mint package.

/tmp/x810.calc.login.id

SOFTWARE IS NOW INSTALLED IN THE RELEASE ACCOUNT!!

It must be pushed down to the MAIN account

De-MINT’ing a tar package7. In the test release account type TM ‘appl’

Appl is the application associated with the mint package appl.VOC delivered

8. Push the new software down to the main account. MLIV (ignore screen name Move from Test to Live)

Application Being Copied: must match the Application you’re in

Live Remote to Copy to: will be coltest

Report, Copy or Both, B- Both

Paragraph Name: take default

Clean Up after Run? Yes

Record Definitions: Use the Move Definition record associated with this package. It should be similar in name to the tar package.

Save out. If successful, you can go to the coltest account and see the new screen, software, etc.

Once fully tested and you’re happy, repeat steps 4 – 8 substituting live17 and collive in place of test17 and coltest.