Important
Note: This chapter is for instructional
purposes only and will help you when you are ready
to configure Manage IT! for your campus. For the training
exercises, configuration was already performed for
you specifically (and only) for training purposes.
The following instructions assume fundamental knowledge of Macintosh
or Windows environments and will not be as basic as the previous sections.
This section is applicable to lab administrators and technology experts.
I.
Import
The Manage IT! database contains detailed student information that is
frequently imported from other programs or databases that already exist.
This section shows the most common method of adjusting the current database
to quickly import the information into Manage IT!. Use of an intermediate
spreadsheet program such as Microsoft Excel or ClarisWorks is recommended,
so that data can be correctly formatted for the import.
Lesson:
Exporting and Formatting Existing Data
Export data from an existing database and save the file to your desktop
or hard drive. If possible, you may export only the required data listed
below. Open the data file using your spreadsheet program. Adjust the
data by adding, deleting or moving columns to resemble the following:
Only the First Name, Last Name, and Student # Fields are required to
contain information. For the easiest import, you will still create
all the columns above, leaving the blank spaces in the columns where
no data exists.
Save
the file to a floppy disk, selecting ASCII Text (Text Only),
Tab Delimited when prompted.
Lesson:
Importing the Saved File
Click on the Utilities tab, then the Import sub-tab.
Within the Custom Imports box, click once on the Students button.
Manage IT! will perform a backup.Your Import Window should now resemble
the following:
If the right side of the screen does not list the same fields as are
on the left [aside from (Skip)], click once on the All button
to list all the fields that will be imported .Click once on the Preview button
near the top right corner (magnifying glass) to access the browser.
Use this browser to find the data file that was created previously
and saved to the floppy disk. You may need to insert the floppy disk
if you have switched computers.
The
Preview Window will resemble the following:
Verify the data and its alignment by using the arrow left and arrow right
buttons at the bottom left corner of the Preview Window. The information
you plan to import should match its column heading from the list
on the right.
Note: Make
sure there is no additional “hidden” import
field by clicking just below the last line in the list
on the left side of this preview screen. If the row highlights,
you must select <Skip> from the pop-up menu above
the list on the right side to make sure that this empty
field is skipped when importing.
When
the data and the data fields have been verified and match
correctly, click once on the Copy button.
You will now be returned to the Import Window. If your
first line of data to be imported contains the column headings,
make sure to “x” the box next to “Skip
First Record” to avoid importing incorrect data.
Click
once on the Import button, and the import
process will begin.
Access
the Student Info window and check that
the data has imported correctly.
II.
Export
Using the three sections within the Export tab in Manage IT!, you are
able to export student information, student history, and instructor information.
Lesson:
Export History
Click once on the Utilities tab, then on the Export sub-tab.
Click once on the History tab. Select the class EBC_Crabapple
Students from the Classes pull-down menu. A list of titles will
appear in the Titles window. This list will include
all titles worked by any student in the list.
Click
on a title to show all of the Assignments in the “Assignments” window
that have been worked for that title by any student in
your list. (You can select multiple titles.) Click on an
Assignment to select the data from that Assignment for
export. (You can select multiple Assignments.) You can
also sort the history at four levels of detail in the “Sort
By” section. This is discussed in detail in the manual.
You can format the data for either spreadsheets (such as
Excel, Claris Works, etc.) or for reporting tools. Select
which format you need by selecting the appropriate radio
button in the “Format” section, and click on
Export.
III.
Promote
The promotion feature in Manage IT! can be used to update student information
by changing the grade level for several students at one time.
Lesson:
Select a Promotion Group
Click once on the Utilities tab, then on the Promote sub-tab.
Click once on the Search button at the bottom left corner.
Select a group of students using the search feature described earlier
in the Reports section of the Manage IT! training Manual.
Lesson:
Omit Students from the Promotion List
Hold the command key (Macintosh) or control key (Windows) and click once
to highlight each student that will not be promoted within the list.
Click once to place an “X” in the box next to the text “Do
Not Promote/Demote Selected Students”.
Lesson:
Promote Students
Click once on the Promote 1 Grade button. Manage IT! will
perform a backup. The selected students will automatically be promoted
to the next grade level.
Student
accounts may be deleted if the account and its history
will no longer be needed. This is accomplished by selecting Delete
Students Promoted Past Grade____ and typing in
a grade.
Lesson:
Delete Student Accounts
Select the group of students to be deleted using the Search feature.
Click once to place an “X” in the box next to the text “Delete
Students Promoted Past Grade:”
In the
box to the right of the text, enter a number that corresponds
to one grade level above the grade level of the students
that will be deleted. For example, enter “9” to
delete students in the 8th Grade when the promotion feature
is activated.
Click
once on the Promote 1 Grade button. Manage
IT! will perform a backup. The student account and
all history for each student in the list should now be
deleted.
III.
Backup and Recovery
Using this feature you can make specific decisions about when and where
to back up your Manage IT! data. If your data file becomes corrupted,
it is important to have a backup file to recover from in order to avoid
losing student data. For more information and details about Backup and
Recovery, please see your Manage IT! manual.
Lesson:
Back Up Your Data
Click on the Backup/Recovery tab. To enable the automatic
backup process, the first thing you must do is create an SS_Backups folder
in which your backups will be stored. We recommend that this folder be
on a different physical hard drive than the one on which Manage IT! is
hosted. Click
on the Create button. You will be asked to show Manage
IT! where to put this new folder.
There
are four kinds of backups: a Regular backup, a Long-Term
backup, an Archival backup, and a Manual backup. The only
difference between these different types is the length
of time that they are stored by Manage IT!. You control
the duration of time that these backups are kept and how
many of each kind are kept by entering the number of days
and the number of copies in the spaces below the SS_Backups
path.
Perform
an immediate backup by clicking on the Perform
a One-Time Special Backup Now button at the bottom
of the screen. Manage IT! will ask you for a location to
copy the datafile and create a backup there.
Lesson:
Recover Your Data File
To recover your datafile from the most recent backup, simply click on
the Restore From Most Recent Backup button. To recover
from any other data file back up, select that datafile from the “Available
Data Files” list and click on Restore From Selected Data
File. With either option, you will have to quit and restart
Manage IT!.
