Importing Data

1. Importing Data from Text Files
2. Preparing Learner Profile 2.0 Data for Import into LP3
3. Importing Learner Profile 2.0 Student Information, Students and Groups, Observables and Qualifier Sets into LP3
4. Importing Learner Profile 2.0 Courses and Lessons into LP3
5. Importing Learner Profile 2.0 Observations into LP3
6. Importing Observable Sets
   

1. Importing Data from Text Files

You can import data from a tab- or comma-delimited text document. A properly formatted document should have the fields of each record separated by a comma or tab, and each record separated by carriage return. For example, a document containing importable student names might look like this:

John,Jacob,Smith,87766,01/14/86
Lisa,Marie,Marconi,73673,04/13/87

You can see that the fields (first name, middle name, last name, student ID, date of birth) are each separated by a comma, and that there is a hard return between the two students. To import this document, follow these steps:

1. Choose IMPORT... from the File menu.
2. In the window that appears, select the tab- or comma-delimited text document containing the data you want to import.
3. Select "Comma- or Tab-delimited" on the next screen and click NEXT.
4. On the record preview screen, select the type of data you are importing from the Component drop-down menu. Then match the fields in the file you are importing (on the left) with the appropriate label using the drop-down menus to the right.
5. Use the NEXT RECORD and PREVIOUS RECORD buttons to preview additional records to ensure that the fields and labels are matched properly.
6. Click IMPORT when you are ready to import the data from this document. Once the importing process has finished, the types and number of records imported are displayed in the Import Results window.

NOTES:

• If the text document was exported from Excel or another program, the first record in the document may contain the names of the fields (e.g., "Last Name"), rather than actual data (e.g, "Smith"). You can elect not to import this record by checking the box "Do not import the first record because it contains field names, not data."
• Observables will not be imported if an identical observable already exists in the destination observable set. If the observable is identical to another observable in the database but belongs to a different observable set, the observable will be imported successfully.

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2.Preparing Learner Profile 2.0 Data for Importing into Learner Profile 3.0
Learner Profile 2.0 users may wish to import some of their Learner Profile 2.0 data into Learner Profile 3.0. The following table shows the types of Learner Profile 2.0 data that can be imported into Learner Profile 3.0, and explains how to export this information using Learner Profile 2.0.

Learner Profile 2.0 Importable Data	Learner Profile 2.0 Exporting Instructions
Student Information	Macintosh: Choose "Easy Export Data" from the File menu. Select "Student Information" and click OK. If you wish to export only the student names, select "Student Names" instead. Name the file and click Save. All students and student information will be exported. Windows: Choose "Export Database" from the File menu. Select the table named "TStudent" and click OK. Select all fields except the first field, "StudentID".   An easy way to do this is to first click on the field "FirstName," then scroll all the way down to the bottom, then while holding down the SHIFT key and click on the field "T30 (misc)". If you wish to export only the student names, just select the fields "FirstName" and "LastName". Click the "ADD->" button, then click Export. Name the file and click OK to save. All students and student information will be exported.
Group and Students	Macintosh: Choose "Easy Export Data" from the File menu. Select "Student Groups" and click OK. Name the file and click Save. All groups and students in the database will be exported. Windows: Click on the Groups button at the bottom of the screen. Choose "Easy Export Groups" from the File menu. Name the file and click OK to save. All groups and students in the database will be exported.
Observables and Qualifier Sets	Macintosh: Choose "Easy Export Data" from the File menu. Select "Observables" and click OK. Name the file and click Save.   All observables and their qualifier sets in the current account will be exported. Windows: Click on the Observables button at the bottom of the screen. Choose "Easy Export Observables" from the File menu. Name the file and click OK to save.   All observables and their qualifier sets in the current account will be exported.
Observations	Macintosh: Follow the Macintosh steps for exporting Groups and Students and/or Student Information. Follow the steps for exporting Observables and Qualifier Sets. Choose "Easy Export Data" from the File menu. Select "Observation Data" and click OK. Select the Observation Data you wish to export and click OK. Name this file and click Save.   The observation data will be exported. You now have the three files necessary for importing observations into Learner Profile 3.0. Windows: Follow the Windows steps for exporting Groups and Students and/or Student Information. Follow the steps for exporting Observables and Qualifier Sets. Choose "Easy Export Observation Data" from the File menu. Select the Observation Data you wish to export and click Export. Name this file and click OK to save.   The observation data will be exported. You now have the three files necessary for importing observations into Learner Profile 3.0.
Lessons/Courses	Macintosh Choose "Easy Export Data" from the File menu. Select "Courses/Lessons" and click OK. Name the file and click Save.   All courses and lessons in the current account will be exported. Windows: Click on the Observables button at the bottom of the screen. Choose "Easy Export Observables" from the File menu. Name the file and click OK to save.   All observables and their qualifier sets in the current account will be exported. NOTE FOR WINDOWS USERS: If lessons being exported from Learner Profile 2.0 contain carriage returns within the text of the Objectives, Materials, or Activities fields, you will need to edit the document once you have exported it.   Using a text editor, search the document for instances of carriage returns in these areas, delete them, and save the document.   Failure to remove the carriage returns will cause the lessons to be incorrectly imported into Learner Profile 3.0.

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3. Importing Student Information, Students and Groups, Observables and Qualifier Sets

To import student information, students and groups, or observables and qualfier sets from Learner Profile 2.0 into Learner Profile 3.0, follow these steps (see separate instructions for importing lessons and observations):

1. Choose IMPORTfrom the File menu.
2. In the window that appears, select the exported Learner Profile 2.0 document you want to import and click OPEN.
3. You will be prompted to select either Learner Profile 2.0 or Tab-Delimited. Select Learner Profile 2.0, then click NEXT.
4. On the next screen, choose the type of Learner Profile 2.0 components that you are importing and click Preview.

1. On the Preview Records screen, you should see the type of data you are importing selected in the component drop-down menu.   Verify that this is correct.   Now make sure the fields in the file you are importing (on the left) match the fields of the database (on the right).   If the fields are not correctly matched, you can adjust them by clicking on the field in the right column and selecting the appropriate field from the drop-down menu.

Use the Next Recordand Previous Recordbuttons to preview several records to ensure that the fields are correctly matched.

Click Importwhen you are ready to import the data from this document.   Once the importing process has finished, the types and number of records imported are displayed in the Import Results window.

NOTE: If you import observables and qualifier sets from Learner Profile 2.0, and the qualifier sets are not already in Learner Profile 3.0, you will need to manually add the qualifiers to these qualifier sets (they are not exported by Learner Profile 2.0).   For example, let's say that you have imported an observable that uses the qualifier set "Y/N."   If the qualifier set "Y/N" does not currently exist in the database, it will be created as "##Y/N##"  (the "#" symbols are added as a reminder that this qualifier set needs to have qualifiers added to it). Follow these steps to edit the qualifier set:

1. Go to the Observation tab and click on Set Up Qualifiers. Select the qualifier set "##Y/N##"
2. In the Qualifier column, add the qualifiers "Yes" and "No."   Add qualifier values to the qualifiers if desired.
3. In the Qualifier Set field, edit the name of "##Y/N##" so that it reads "Y/N."

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4. Importing Courses and Lessons

Courses and lessons created in Learner Profile 2.0 roughly translate into Learner Profile 3.0 folders and lesson plans.   They can be imported by following these steps:

1. Follow the steps for exporting courses and lessons in the Exporting Data from Learner Profile 2.0 table.
2. In Learner Profile 3.0, Choose "Import..."from the File menu.
3. You will be prompted to select either Learner Profile 2.0 or Tab-Delimited. Select Tab-Delimited, then click NEXT.
4. On the Preview Records screen, select Lesson Plans from the component drop-down menu.
5. On this same screen, match the fields on the right as follows:
   a.    Folder Name (the folder in Learner Profile 3.0 will act as the "Course" that was used in Learner Profile 2.0)
   b.    Lesson Plan Name
   c.     Start Date
   d.    End Date
   e.    Lesson (the "Lesson" in Learner Profile 3.0 serves as the "Materials" that were used in Learner Profile 2.0.   You may wish to modify this information once the lesson has been imported)
   f.      Activities
   
6. Use the Next Recordand Previous Recordbuttons to preview several records to ensure that the fields are correctly matched.
7. Click Importwhen you are ready to import the data from this document.   Once the importing process has finished, the types and number of records imported are displayed in the Import Results window.

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5.  Importing Observations

To import observations made using Learner Profile 2.0 into Learner Profile 3.0, it is important to follow these steps.

1. Follow the steps for exporting observations in the Exporting Data from Learner Profile 2.0 table.
2. Import the exported Students file into Learner Profile 3.0 following the steps outlined above. If you have already imported students from Learner Profile 2.0 into your Learner Profile 3.0 database, you can skip this step.
3. Import the exported Observables and Qualifier Sets file into Leaner Profile 3.0. If you have already imported observables and qualifier sets from Learner Profile 2.0 into your Learner Profile 3.0 database, go to step 5.
4. Where necessary, add qualifiers to the imported qualifiers sets which have been marked with “#” symbols (see Note above).
5. Import the exported Observations file into Learner Profile 3.0.

6. Importing Observable Sets

Learner Profile 2.0 does not provide an automated way to export the data required to create observable sets in Learner Profile 3.0. However, when you import Learner Profile 2.0 observables and qualifier sets, you will have the opportunity to select or create an observable set into which you can import these observables.

NOTE: If you have purchased supplemental Learner Profile 2.0 observable sets from Sunburst, you can import these into Learner Profile 3.0 by selecting Learner Profile 2.0 as the file type, and then choosing "Observable, Qualifier Set, and Observable Set" on the "Select LP2 Data Type" screen.

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