Overview of the 25Live Data Preparation and Export Process
A 25Live data manager is best qualified to oversee the tasks described below: the preparation of 25Live data, location and event search creation, and the export of 25Live data that will later be uploaded to an X25 snapshot.
The data manager might perform these tasks in collaboration with data analysts, planners, or other X25 users to determine the precise data required for analysis.
How Exported Data Is Used by X25
When you export data from 25Live for analysis in X25, you are essentially making a copy, or “taking a snapshot,” of the selected data at a point in time. Although it can be filtered in X25 for reporting and analysis on subsets of the overall data, the data is not changed in X25 and is never returned to 25Live. The metaphor of the snapshot holds true in that the data snapshots are stored in their X25 project location, where they remain unaltered and frozen in time—just like your family box of snapshots!
The Data Preparation and Export Process
Preparing 25Live Data For Export
X25 analysis uses certain location, event, and organization data that may not already exist in your Series25 database. Some additional data preparation may, therefore, be required before you can export data.
- If it doesn’t already exist, create an organization for the office on your campus responsible for central scheduling.
- Enter values in X25 custom attribute fields.
Identifying Your Central Scheduling Organization
You may not have an organization defined in 25Live for the Registrar’s Office or other campus organization that manages central scheduling (if this applies to your campus). If you don't, you must create one in the 25Live Administration Utility.
This organization needs to exist in 25Live so you can use it to define the X25 custom attribute for the “owner organization” of rooms owned in common (called the “controlling organization” in X25). You’ll select this organization when you set the parameters for the X25 export.
Providing Values for X25-Specific Custom Attributes
You need to provide values for the X25 location and organization custom attributes you want uploaded to X25. These special X25 custom attributes were created in 25Live when CollegeNET personnel upgraded your Series25 environment to include X25, but you must set appropriate values for them.
In some or all cases, you may already have defined your own custom attributes for data used by X25. For example, you might already have a “Building” attribute on your locations. In such cases, you don’t have to re-enter those attribute values.
The custom attributes exported to X25 are described below. Some of the fields are optional, but the more data X25 has to work with, the more value X25 users can get from analysis results, now and in the future. We recommend you provide as much data as possible.
|To export this information to X25...||Define values for these custom attributes...||Req'd?||Data type||Example|
The building the location occupies
The organization with primary responsibility for the location
The room use code, as defined in the PEFICM *
The area—the net assignable square feet (NASF)—of the location
The floor number
X25 Owner Organization
X25 Room Use Code
X25 Assignable Area
X25 Floor Number
The CIP Code for the department, defined by the NCES and listed in PEFICM **
X25 CIP Code
* PEFICM is the Postsecondary Education Facilities Inventory and Classification Manual.
(See http://nces.ed.gov/pubsearch/pubsinfo.asp?pubid=2006160 for the 2006 edition; find room use codes on pages 45 - 46 of the PDF file.)
** A CIP code value is an option that may be used for academic organizations (see below)—including “X25 College” organizations that also sponsor events or own/control space. (Legal CIP code values are listed in the Classification of Instructional Programs: 2000 Edition.)
Guidelines for Entering X25 Custom Attributes
- As indicated in the table above, several location custom attributes are required. All locations selected for export must have a value defined for all their required custom attributes or the export aborts.
- If a location has no X25 Owner Organization defined, the export does not abort. Instead, the organization specified as the Central Scheduling Office is exported as the “owner” for that location.
- The X25 export looks for a valid CIP code value to export the organizations with an organization type specified as “Academic” during the export setup. You may choose to provide these CIP code values during data preparation, or not.
- X25 does not currently use CIP codes, and it may not be useful for your school to track CIP codes in the Series25 database. If you choose not to provide CIP codes, a message is displayed when you export data to X25 indicating that those values are missing from your academic organizations. If you see this message, you can simply click OK to direct the export to replace all invalid or missing CIP codes with “00.0000."
For Best Reporting Results
Adhere to these data entry conventions when specifying custom attribute values:
- For custom attributes with a “String” data type, be sure to enforce the same data entry convention—whatever you choose—consistently. For example, a building entered for one location as Gore Hall should be two words, initial caps, throughout, and never GoreHall or Gore hall; PIX CENTRAL LIBRARY would always be three words, all caps; and so on.
- Remember to specify the X25 Owner Organization for locations that are controlled by a department or other non-centralized organization. For locations that don’t have a value defined for this custom attribute, export processing uses the organization you identify as the Central Scheduling Office in the X25 Export form.
X25 lets users filter supply and demand by each organization’s college affiliation, a quick way to include in the data set all the rooms controlled by the organizations within a college, and/or all the classes/events sponsored by those organizations.
- Before you can specify the “X25 College” affiliation for an organization to be exported, the college must have its own organization in 25Live.
- Organizations are exported based on their control of location or sponsorship of events included in the export. If a college also controls location or sponsors events, it is exported to X25 both as a college and as an organization (in the appropriate file for each).
Additional Data Setup Tips
In the interest of getting the most valuable results from X25 data analysis, have your 25Live data managers and schedulers follow these recommendations:
- Use location preferences to find rooms for assignment. For example, rather than requesting a room by name, specify the required features in that room. (X25 considers location preferences defined both in the event/class reservation and in a sponsoring organization.)
- Wherever possible, provide a head count value in the reservations for events/classes you’ll be exporting.
- For best results in the accurate export of enrollment values for classes, we recommend you capture the Registered Head Count value via the Series25 LYNX Interface. To learn more about exporting head counts, see "Use the best head count for your needs" tip below.
- Import individual section preferences (room feature and partition requests) from the SIS into 25Live, so they’re available in 25Live as event location preferences.
- Keep your 25Live organization location preferences current.
- Make your 25Live location feature and campus partition names self-explanatory, so they’re easily understood by X25 analysts/users who may not be familiar with 25Live scheduling practices. Many X25 reports can be filtered for specific features and/or partitions (as well as owner/controller organizations and buildings).
- Make sure locations have a default fill ratio defined, if appropriate.
- Be sure building names are meaningful to your X25 user community, and are specified consistently for each location’s X25 Building attribute (for example, don’t type “Jones Hall” for one location and “JONES HALL” for another). Try to keep building names fairly short, so they’re easy to read in X25 graphical reports.
Use the best headcount for your needs
The export process lets you retrieve a head count for X25 “enrollment” values from the Expected Head Count of the event or the Registered Head Count of the event. You may elect to use either of these fields as the source of X25 enrollment data during export, depending on what you want to analyze and where you are in your business process for the time frame under examination.
Determine which of the following options best serves your needs at the time of export:
Use this option to export the expected head count value. If the field contains zero or NULL, the exported enrollment is zero.
- Registered (Zero Or Greater), Expected
The Registered head count is exported unless the field is NULL. If NULL, whatever is in the Expected head count field is exported.
Events exported with a head count value of zero (0) or NULL will have a zero enrollment in their equivalent X25 meetings and will not be considered for most report output (except room utilization, if location is assigned).
Creating Searches to Select the Data for Export
The X25 export parameters require a saved location search and a saved event search to specify the locations and events/classes to export. For your first export, you need to create, save, and test these two searches in 25Live Pro before you can perform the export. For information on creating and saving searches, see Searching for Events, Locations, Organizations, Resources, and Contacts .
Each time you export data, you need to determine whether you will use existing searches or create and test new ones. This decision depends on the X25 planners/analysts, who may want to:
- See updated snapshots for the same data, in which case you’ll use existing searches, or
- Analyze a new set of data, in which case you’ll create and test new searches for the export.
How the Searches Are Used to Select Data
25Live exports all the locations returned by the saved location search that have values for the required X25 custom attributes, whether or not the locations are assigned to any of the events/classes returned by the event search. On the other hand, 25Live exports by default only the classes/events returned by the event search whose assigned locations are included in the location search results.
During the export setup, however, you can elect to include in the export events returned by the event search that:
- Have no location assigned (useful for projecting demand for a future, unassigned term)
- Aren't booked into any of the rooms returned by the location search (to get an accurate “demand” picture, even if events/classes had to be assigned to unconventional locations)
When you choose either of the above export options, the data will show up on more than just that one report. When you select both of the options above, the additional events are considered only for X25 supply and demand reports.
Search Creation Tips
- Thoroughly test the location and event searches before you use them to export data. Be sure the searches run in a reasonable amount of time and return the data required for meaningful analysis in X25.
- Set up your search criteria to select event/class data by its cabinet/folder context rather than using actual dates.
- The event search is used to help identify the events/classes to include in the export. Once an event is identified for export, all the occurrences for that event are exported without further evaluation—for example, any specific dates that might have been defined in the search criteria are ignored.
- Star the saved searches for easy selection during the X25 export setup.
Your data may vary from the default
Your Series25 database administrator may have made “under the hood” changes to use existing data values to define required X25 custom attributes. For example, you might already have had a “Building” attribute on your locations that is now being used to define the required X25 Building value. In such a case, you need to rebuild the portion of any existing saved searches that uses the Building custom attribute to ensure 25Live uses the correct internal ID for that attribute.
Exporting 25Live Data
You use the Export to X25 page in the 25Live Administration Utility to set the options to tell 25Live which data to export and then run the export. Running the export creates a .zip file in the directory you specify for later upload to an X25 snapshot. The export may take awhile depending on the amount of data you’re exporting. You won’t be able to use the 25Live Administration Utility while the export is in progress, although other users can continue to use it.
Accessing the Export to X25 Page and Setting Export Options
- Log into the 25Live Administration Utility.
- Choose Events > X25 Export.
- Set up the export by specifying the options described below.
If you have to quit the 25live Administration Utility after you’ve set options but before you’ve performed the export, your setup will be lost. 25Live saves only the latest export option settings between user sessions, and the options are not saved until you actually run the export.
The information below shows how you would complete the options on the Export to X25 page in preparation for the export of Summer Semester Arts classes. You would probably use essentially the same set of data options to generate any future export data for additional snapshots in the same X25 project.
Event Search (required)
- Select the saved Event search you want to use for this export.
- Designate whether you want to export all the events returned from the search or only a sample week.
- If you selected “sample week,” enter (or use the calendar control to select) the beginning date of that week.
Location Search (required)
Select the Location search you want to use for this export.
Central Scheduling Office (required)
Select the organization assigned during data preparation as the owner/controller of centrally scheduled rooms on your campus in the location “X25 Owner Organization” custom attribute.
Locations being exported without the owner organization attribute defined are assigned the organization you specify here.
Head Count Order
- Choose the event head count value/selection order. Only one head count value is included in each exported event.
- Check “Sum cross-listed head counts” if you want the export process to combine head count totals for cross-listed classes.
Export event occurrences if...
Check “No location is assigned” to include events returned by the specified event search that have no location assigned.
Check “Assigned location is not in location search” to include events returned by the specified event search whose assigned location is not included in the specified location search results.
Events included here are evaluated as demand only by X25 reports showing supply and demand.
Export file destination (required)
Don't change the directory path in this field. Contact your CollegeNET Account Manager if you have questions.
Event Type Mapping
- Click the “Edit” link in the Event Type Mapping area.
- For each 25Live event type, select the broad X25 event type on the right that the 25Live event type should be mapped to.
Events with 25Live event type mapped to Credit Courses, Non-Credit Courses, Course-Related, or Continuing Education are “classes” in X25. Events with a 25Live event type mapped to Student Activity or Administrative are “events” in X25. Events with a non-mapped 25Live event type are automatically mapped to the “Other” X25 event type.
Organization Type Mapping
- Click the “Edit” link in the Organization Type Mapping area.
- For each 25Live organization type, select the broad X25 organization type on the right that the 25Live organization type should be mapped to.
Organizations with a non-mapped 25Live organization type are automatically mapped to the “Other” X25 organization type.
Keep a record of your export options
Be sure to jot down your option settings for use later when taking additional snapshots of the same data. The export details are added to the snapshot when it’s created in X25 and can be viewed for the snapshot, but you’ll probably want to keep your own record of the export.
Running the Export
When you’re satisfied with your option settings, you’re ready to run the export. If the destination .zip file already exists, be sure it’s closed before you run the export.
On the Export to X25 page, click Export to generate the .zip file.
- The system lets you know if any of the export data is missing required custom attribute values.
- You can’t continue with the export until all locations returned from your searches have the required X25 custom attributes defined.
- The organizations selected for export are those associated with an event or a location being exported. Export processing looks for a valid CIP code value for organizations with an “Academic” organization type (as specified in the export options). If you’ve chosen not to use CIP codes—see Guidelines for entering X25 custom attributes—you can simply click OK in response to the related error message and continue the export.
- Event occurrences cancelled by the scheduler or overridden by 25Live “Exclude Dates” constraints are not included in the export.
- When the export process is complete, a message displays a list of the data items exported and how many of each.
- Your export options are automatically saved during the export, so they’ll be displayed the next time you open the Export to X25 page.
How 25Live events show up in X25 reports
An event exported from 25Live and subsequently uploaded into your X25 environment is known in X25 as a “class” or an “event,” depending on the X25 event type it’s exported with (see Event Type Mapping above). Each occurrence of the 25Live event is an X25 “meeting.” You can export a single week’s worth of data at a time, or an entire term or semester. In X25 analysis, data is always examined a week at a time (for the specified “reporting week”), and can be filtered in a number of ways; for example, to report on only the activities for specified days of the week and only the rooms with specified features and the classes and/or events placed in those rooms.
A 25Live event with a weekly occurrence pattern of MW 8:00 to 8:50 a.m. becomes one class (the export event type is Credit Course) and two meetings in an X25 reporting week that includes the event days and times (unless an occurrence was canceled or overridden by a 25Live date constraint). The imported class and meetings may or may not be considered for a particular X25 analysis run, depending on which filters were selected in the export options.