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TRANSCRIPT
Who is this presentation aimed at?
● Those without a rollover procedure.
● Those without the skills or resources to hack databases and write web services.
● Those looking for a low cost core solution.
Building a strategy
● What are your business objectives?
● How much does it cost? - time/hardware/storage
● Does it form part of a wider IT strategy?
● Which stakeholders need to be involved?
Defining a process
● Which method works best for you?
● How will you identify rollover courses?
● Which courses still need access?
● Will there be downtime?
What organisations currently do?
Clone a new Moodle instance each year
Backup a course then reset
Clone a course and archive
Cloned Moodle
Advantages● An exact replica● A live environment● Can be done relatively
quickly ● No tutor involvement
Disadvantages● Another server to
maintain● Another Moodle to
upgrade, patch & backup● Requires another URL ● Requires a server for each
year (3yr+ server cycle)● Requires downtime
Backup a course and reset
Advantages● Can be done by tutors.● Single course instance.● Can be done ad-hoc.● No downtime.
Disadvantages● Old instance is not live.● Courses need individually
restoring for access.● Linear & Manual Process.● Backup courses may fall
behind Moodle version upgrades.
Clone a course and archive
Advantages● Legacy course is archived
yet still accessible.● New course is populated
for the start of term.● Requires one Moodle
server instance.● No downtime.● No restore process when
access is required.
Disadvantages● Linear & Manual Process.● Makes existing Moodle
site (slightly) larger.
Before you start
● You must be able to identify which courses you are rolling over.
● Work closely with your MIS team.● Export as much data from MIS as possible. ● Create your course archive folders in
advance.
Step 1Archive your legacy courses to a new folder
Step 2Suspend current users on legacy course
Step 3Create new courses and restore content
Step 4Enrol your new users onto the new courses
4-step process
Step 1 - Archive legacy courses
Move the course to an archived category
(WARNING: Category must already exist)
Old Category Structure
- Science - Maths- English
New Category Structure
- Science - Maths- English- 2015 Courses
- Science- Maths- English
Create a CSV File - category must exist!
shortname rename fullname category_path
algebra algebra2015 Algebra 2015 Courses / Maths
statistics statistics2015 Statistics 2015 Courses / Maths
geometry geometry2015 Geometry 2015 Courses / Maths
biology biology2015 Biology 2015 Courses / Science
physics physics2015 Physics 2015 Courses / Science
Upload it via: Site administration > Courses > Upload Courses
Upload it via: Site administration > Courses > Upload Courses
For help with uploading courses: https://docs.moodle.org/29/en/Upload_courses
Note: It is also possible to use the command-line tool
admin/tool/uploadcourse/cli/uploadcourse.php.
Step 1Archive your legacy courses to a new folder
Step 2Suspend current users on legacy course
Step 3Create new courses and restore content
Step 4Enrol your new users onto the new courses
Step 2
Create a User CSV file
username course1 enrolstatus1
[email protected] physics2015 1
[email protected] statistics2015 1
[email protected] biology2015 1
[email protected] geometry2015 1
[email protected] algebra2015 1
Upload it via: Site administration > Users > Accounts > Upload Users
Step 1Archive your legacy courses to a new folder
Step 2Suspend current users on legacy course
Step 3Create new courses and restore content
Step 4Enrol your new users onto the new courses
Step 3
Create a course CSV
shortname fullname category_path templatecourse
algebra Algebra Maths algebra2015
statistics Statistics Maths statistics2015
geometry Geometry Maths geometry2015
biology Biology Science biology2015
physics Physics Science physics2015
Upload it via: Site administration > Courses > Upload Courses
Step 1Archive your legacy courses to a new folder
Step 2Suspend current users on legacy course
Step 3Create new courses and restore content
Step 4Enrol your new users onto the new courses
Step 4
Enrol your new learners
● Continue to use you existing enrolment methods (Manual/Self-enrolment/CSV/Database)
● Or use this as an opportunity to devise a new enrollment procedure
For help with uploading users: https://docs.moodle.org/29/en/Upload_users
Step 1Archive your legacy courses to a new folder
Step 2Suspend current users on legacy course
Step 3Create new courses and restore content
Step 4Enrol your new users onto the new courses
Review of the 4-step process
Pitfalls
● Your success is dependent on the quality of your data
● Course Categories must be created prior● It is still a large undertaking that requires
planning● The Moodle part is easy - getting the course
data is difficult● The smaller the organisation the easier this is
Tips
● Tackle this in smaller stages● Consider one department at a time● Plan it first (map out the process)● Pull the data from a central source (MIS)● Can be a staggered approach and last
minute changes can be accommodated also.
Some guidelines
● The task is easier if Moodle matches your current MIS data (i.e course codes)
● Create a checklist to ensure you know what data to ask for prior
● Do the heavy lifting in MIS and export as CSV files.
● Flowchart your procedure
Some useful links
http://www.somerandomthoughts.com/blog/2012/09/14/end-of-year-rollover/
https://docs.moodle.org/29/en/Year-end_procedures