Problems and solutions
Issues have been analysed in a structured way using the HEI characteristics mentioned earlier. They are presented here marked in order of significance, using a simple traffic light colour scheme.
Problem |
Potential solution |
References |
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Number of courses |
We don’t know how many courses we offer, and our courses data sets are extremely variable. | Review and model the processes that you use for managing course advertising information from ‘create a course’ to ‘course no longer offered’; you may find the XIM template useful.. Consider creating a single catalogue that will aggregate all your courses data. |
XIM template Multiple Source Aggregation Model |
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Number of courses |
We have many hundreds of courses, and it is therefore difficult to manage the course advertising information and correspondingly difficult to pick an intervention point for implementing XCRI. | Review and model the processes that you use for managing course advertising information from ‘create a course’ to ‘course no longer offered’; you may find the XIM template useful. Intervention point should be at the first point after significant aggregation of the data into a single store. |
XIM template |
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Number of courses |
We have very few courses / HE courses, so XCRI implementation is a sledge hammer to crack a nut. | In-house capability may be expensive; use external consultants or other 3rd party to manage the outputs. |
Outsourcing Model |
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Complexity of provision |
Our course structures are very complex and may be difficult to map to XCRI. | Ask the XCRI Support Project for help; there are XCRI experts who may be able to assist with transformation and mapping. | |
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Number of sources |
We have a great many decentralised sources with no links between them. | This is a significant issue for XCRI readiness. If the sources include the majority of your course advertising data, you will need to carry out preliminary work in each source, so that you can aggregate them; at the minimum, you should introduce common course identifiers, and you should consider changing data structures so that they are compatible between sources. The XCRI data structure should be a suitable model. |
Multiple Source Aggregation Model |
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Number of sources |
We have a number of sources, but we have common IDs and some integration. | Use the Multiple Source Aggregation Model. Also consider whether to move towards a content management system for all sources. | Multiple Source Aggregation Model |
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Quality of authoring |
Our quality of authoring is poor. | XCRI implementation may give you an opportunity to change how your authors do their work. Consider providing a new data entry system that will feed your XCRI outputs. Using web technologies, such systems are not necessarily expensive ‘off-the-shelf’ or built in-house. | BoXCRIP - Bolton XCRI Project; lead HEI, University of Bolton |
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Improvements in data quality, especially if they form part of a process improvement strategy, can be presented as a ‘quick win’ for an XCRI implementation. | |||
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Data structures |
Our data analysis is poor, so it is very difficult for us to map to XCRI successfully. | With live systems it can be problematic to change data structures, because it places them in jeopardy. For an initial XCRI implementation, it may be best to create a new data store with data structures that reflect the XCRI model and import data into the new store. This has the advantage of reducing the dependencies between the XCRI implementation and other components of the courses information management system. Subsequently a full integration of the new system with the old one, or an entire replacement system, can be planned. |
BoXCRIP - Bolton XCRI Project; lead HEI, University of Bolton XCRI@MMU; lead HEI, Manchester Metropolitan University |
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Data structures |
We have two (or more) systems with very different data structures (for example MIS and marketing), reflecting their different purposes. | If the two systems have common identifiers, then it may not be problematic to link them together. If they do not, then significant work will be required to match records between them. This is typically carried out by a combination of automatic matching between fields and manual (‘eyeball’) matching. |
XCRI@MMU; lead HEI, Manchester Metropolitan University Multiple Source Aggregation Model |
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Data structures |
Much of our data is inaccurate, and some fields are used for purposes not originally intended. | With extensive legacy systems feeding websites, MIS systems, curriculum management, and student records, this is a common problem. As long as there has been a consistent approach to the data in the fields, the data can still be used for XCRI purposes. If fields have ad hoc data in them that cannot be automatically analysed and split into components (parsed), then manual correction of the data would be required. | |
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Update frequency |
We only update our internal course advertising data annually. | This is not a problem for XCRI implementation, though it is becoming increasingly rare as more immediate web technologies become expected by learners. | |
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Audit trail |
We have no audit trail information. | This is a common problem with course advertising information, particularly with institutions that rely on annual updates. XCRI outputs containing whole data sets can still be output, as there is no mandatory requirement for updating information in XCRI. However, third party data collecting organisations will usually want to receive updated information, rather than whole data sets each time. Most modern database systems have facilities to permit audit trails for date/time and responsible member of staff at field and record level. For your own quality control purposes and for XCRI purposes, it is worth developing a good quality audit trail process. |
Potential models using XCRI BoXCRIP - Bolton XCRI Project; lead HEI, University of Bolton |
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Centralisation |
How do we integrate existing systems? | Identify common IDs and structures, bearing in mind that these frequently do not have the same names in different systems; you may find the XIM template useful as an information gathering tool. Examine the data content of likely looking fields to ensure a good level of understanding of where links might exist. |
XIM template Integrated Content Management Model Multiple Source Aggregation Model |
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Centralisation |
How do we integrate XCRI with existing systems? | Focus on business needs not technical perfection. Always plan for data re-use by providing data services using XCRI for all systems containing courses data. Consider using software solutions adopted by other institutions. | |
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Process capability |
We have a very ad hoc process for exporting data to data collecting organisations and would like to improve it. | Review your course advertising information management processes and document them; you may find the XIM template useful. Investigate process improvement. Consider implementing one of the XCRI implementation models. | XIM template |
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Process capability |
We have an annual cycle and refresh all the data. How do we do updates? | Review content management processes and document them; you may find the XIM template useful. Implement an audit trail in your information store. |
XIM template Potential models using XCRI |
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Technical capability |
We don’t have sufficient technical expertise in relevant technologies. | The XCRI Support Project, other XCRI projects and practitioners are there to help. Refer to the XCRI website as a first port of call. There is a wiki with large amount of information and links to other sources. There is also an XCRI forum, so if you have a question, post it there. There now exists a significant group of technical experts in service oriented and interoperability technologies in general and XCRI in particular. |
XCRI wiki XCRI forum |
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Organisational context |
The institution is re-organising the department, its courses, everything! | Use small scale projects for incremental gains. Otherwise it might be better to put off XCRI implementation till re-organisation has been completed. Plan for delays. There may be potential in using XCRI format as a common means of exporting courses data for import into a new merged system. Refer to the XCRI mini project reports. |
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Organisational context |
How do we get (and keep) stakeholder engagement? | Establish regular, high quality communications; find champions and use them! Deliver ‘quick wins’ to promote the cause; for example, can departmental websites use XCRI feeds as a data source? |
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Organisational context |
We have other projects that cut across course advertising information! | Eliminate or reduce inter-project dependencies. Actively manage risks. |
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Resources |
What resources do I need? And how can I get them and keep them? | Use the XIM template to review your XCRI readiness and the Beginners’ Guide to help look at the steps you might need. Identify key stakeholders in your institution and get their buy-in |
XIM template A Two Page Guide to Implementing XCRI-CAP |
