Table of contents

History of bulk adds

• Chemistry IT use to refresh all accounts within our DreamSpark subscription annually, well before Oct. 15th, 8:00 AM.
• Since about 2016 or 2017 we have instead just done ad hoc adds, due to low demands.

Adding just one NetID

• There are three options:

Chemistry IT staff manually does it

Chemistry IT staff: Use the LastPass account "MS Imagine (was DreamSpark) ELMS Admin".

• In addition to our credentials, the account number (100080785) can prove helpful if web page times out and you don't want to get "magic" sign-in URL. :-)
  • Both magic URL and account number in the notes of the LastPass entry, 'natch.
• Step-by-step details from ELMs on a dedicate page, below. And don't forget to assign the ad hoc add to the appropriate group!
  
  • Ad hoc add via ELM for MS Imagine

User initiates request and we approve it

Don't know why but sometimes one can't find their registration to approve it within ELMS. So we end up having to use the "We manually do it" anyway!

For ad hoc adding folks individually, instruct individual to follow these instructions and then follow up on the request auto-generated by that process:

• Add your NetID to CCB's DreamSpark

Do an ad hoc add to the appropriate group.

We do a bulk import, to include the person making the request

Lately (as of 5/17/2018), we've instead just been doing this on a per-person, ad hoc basis.

It's all in the timing, our spare cycles and motivations.

Update our record of uploaded people.

• CCB enrollment list for DreamSpark

Process to refresh all our enrolled NetIDs

Step 1: Collect NetIDs to enroll (and to replace currently enrolled NetIDs)

Summary: Create list of eligible NetID-based email address from ChemIT's "people" data process.

Specifics: By late September, get current people info from Kevin Ashman, which included new grads.

• Create  "CCBpeople_20xx-yy-zz" file, per usual "people" process.

Compile all information into a new fiscal year's "DreamSpark_source_data_MON-20xx" Excel file, located:

• R:\Chem IT\Software & Licensing\DreamSpark, Microsoft\DreamSpark ELMS uploads\

Delete undergrad employees, non-Researcher (most staff), and most "non-paying" (N/C) Chemistry folks from the list.

Step 2: Replace enrolled NetIDs

Log into ELMS console via the "Administration" link in the upper-right of this page:

• https://e5.onthehub.com/WebStore/Security/Signin.aspx?ws=00096070-810a-e311-93f3-b8ca3a5db7a1&vsro=8&action=signout&JSEnabled=1
• Account number (if times out): 100080785

On the left, click on "Users" => "User Imports".

• Review prior imports.
• Click on "Import New Batch".

Copy the data from Step 1 (above), using the following naming convention for the import, where YYYY is the year and MO is the month number:

• Our groupings => Dreamspark's groupings
• Faculty import YYYY-MO => Faculty
• Graduate student import YYYY-MO => Students
• Research staff import YYYY-MO => Staff
• ChemIT import YYYY-MO => Lab Installers

Set expiration date ("User Verification Expiry Date") of Oct. 15th, 8:00 AM (so problems which get detected on this date, after this time, can be fixed during that same work day).

• Note: If the 15th falls on a weekend, set for the following Monday. Example:
  
  • 2017-10-16

Paste in email addresses ONLY.

Set the Notifications as follows, paying strict attention to non-defaults:

• Select the "Remove/deactivate existing users not included in import" option. (Not selected by default)
• De-select the "Send notifications to new accounts or reactivated accounts with email addresses" option. (Selected by default)
• (And leave the "Receive Progress Notification(s)" option selected.)

Review imports done to confirm success and numbers, at "Users" => "User Imports".

Update our record of uploaded people.

• CCB enrollment list for DreamSpark