About Core Data

The Campus Labs platform enables institutions to collect, manage and report on data useful for accreditation, student success, and teaching and learning. The platform is offered to end-users as a software as a service (SaaS) web application, accessible via any modern web browser. The platform can, should, and in some cases, must be integrated into existing institutional data infrastructure to gain the most benefit from its capabilities through methods outlined in this document.

Core Data

The core data exchange process enables an institution to send basic, large data sets to the Campus Labs platform in order to establish user accounts and baseline user information that will be used for data insight and reporting. There are three sets of data that Campus Labs considers Core Data:

  1. Accounts
  2. Course Data
  3. Demographics

The data will need to be extracted from your institution’s SIS or Data Warehouse and transferred in a .csv format to Campus Labs in the central repository known as Core Data Management.  From Core Data, the data will be pushed to all of the tools in the Campus Labs platform being utilized by your institution.   

Data_Extract.pngResource Roles

Role Resource Source Responsibilities
Data Manager(s) Institution This role will be responsible for acquiring the required data and transferring it to Campus Labs.  They will be the primary contact from the institution for the Campus Labs Technical Team.  The person in this role must have a thorough understanding of the selected exchange type(sFTP, API or Manual) as well as have access and familiarity with the SIS/ERP/Data Warehouse from which the data will be extracted from.  This role will also be responsible for communicating risk from the institution to the Campus Labs team.  This would include any risk or change to the expected timeline, and any relevant information that could affect the success of the implementation.
Consultant Campus Labs This role will be responsible for managing communication between the Data Manager, Technical Implementation Team and other stakeholders at the institution.  As well as ensuring that the data transferred meets the needs of the campus.  This role will also communicate risks and needed changes to the timeline.
Technical Implementation Specialist Campus Labs This role will be responsible for working with the Data Manager to transfer knowledge specific to the Core Data process.  For initial transfers, this role will assist the Data Manager in data validation and troubleshooting errors.  This role will also be responsible for working with the institution to set expectations and an estimated timeline for the implementation.

 

Data Transfer Methods

Scheduled file import via Secure File Transport Protocol (sFTP)

(Recommended Data Transfer Method)

This data transfer method allows institutions to send large data sets to the platform by saving .CSV "flat" files containing data for Accounts, Courses, and Demographics into a Campus Labs hosted directory via a sFTP connection.  The institution must provide the data in the file format indicated by Campus Labs along with a manifest file (.done file) which indicates to the platform that the data file is complete and ready to be imported. Once the data and manifest files are saved to the directory, the platform processes the file and incorporates the information into its data set. Any errors are displayed via a web interface accessible by the Campus Data Manager.

 

Web service & API endpoints

A more advanced method, requiring proficient campus IT professionals, which allows both bulk and individual field loading of data to the platform via secure, scheduled transactions over the internet. Each data type endpoint offers the ability to create, retrieve, and update the data. This additional, fine-toothed control of each data type offers institutions ultimate flexibility in the delivery and management of Core Data in the platform.  

Manual file uploads

This method requires a user to import the data via a web interface (Data Management site). This method is the most limited in terms of flexibility and is generally reserved as a last resort if the more robust options are not possible.

Data Management Site

The Data Management site is the site your Data Manager(s) will use to manually upload, review errors (from manual and automated imports), and validate data.  The site will be made available to the identified Data Manager(s) after your first technical meeting with Campus Labs.  

This site is divided into three areas; importing data, exporting data and exploring your data.

 Data_Management.png

 

 

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