Introducing Orphan Tools The Orphan Index & Lifespan Manager

1. Introducing Orphan Tools The Orphan Index & Lifespan Manager

2. 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.

3. Special Thanks Stephanie Dowler – Kent State University Beverly Hall – Fayetteville Technical Community College John Kalb – Southern Methodist University Jill Redden - Mountain State University

4. 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? • 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)

5. Some Terminology • Data Elements (Outcomes/Objectives, Measures, Achievement Targets, Findings) • Relationships (between Measures and Outcomes/Objectives) • Lifespan (how long those data elements are active)

6. So, how is an Orphan created? WEAVEonline has given its users great flexibility to adjust lifespans and remove relationships… which can lead to orphans

7. M1/Obj 1 M1/Obj 1 M1/Obj 1 Simplified Orphan Scenario 07-08 08-09 Objective 1 Objective 2 Objective 3 Measure 1 AT Finding 08-09 07-08 07-08

8. M1/Obj 1 M1/Obj 1 M1/Obj 1 Simplified Orphan Scenario 07-08 08-09 Objective 1 Objective 2 Objective 3 Measure 1 AT Finding XXXXXXXXXXXXXX If the Objective’s life span is limited, what happens to the Relationship, the Achievement Target and the Findings ? 08-09 07-08 07-08

9. 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

10. 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

11. 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!!

12. 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.

13. 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

14. Using the Orphan Index Navigate to Admin Tools > Orphan Tools > Orphan Index

15. 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

16. 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

17. Lifespan Manager • The Lifespan Manager is accessed via three different paths: • Via the Orphan Index (Admin Tools > Orphan Tools > Orphan Index) when a specific Objective or Measure with an Orphan is selected • Via Admin Tools> Orphan Tools> Lifespan Manager • Via Assessment > Assessment Summary page (Goals, Outcomes/Objectives, Measures & Findings) using the Lifespan Manager button 1. 2. 3.

18. Lifespan Manager Entering via Options: • Via Admin Tools> Orphan Tools> Lifespan Manager • Via Assessment > Assessment Summary page (Goals, Outcomes/Objectives, Measures & Findings) using the Lifespan Manager button Make selections following the steps: • Step 1: 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 • Step 2: Use the drop down selections to choose which Measure or Outcomes/Objective specifically should be the primary focus 2. 3.

19. 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)

20. Lifespan Manager Preview

21. Let’s Look at Some Examples

22. Example of aligned data

23. Misaligned Measure / Missing Relationships

24. Misaligned Measure / Missing Relationships

25. Misaligned Measure, Target, and relationship

26. Misaligned Measure, Target, and relationship

27. Questions?and then…Let’s go take a look!

28. 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

29. Questions? Submit them via the ‘Ask a question’ section of your of GoToWebinar dialog box.

30. 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

31. The End Remember to contact support via phone (1-877-219-7357) or email (support@weaveonline.com) if you have questions!