Are you Managed Hosted or Self Hosted?
For Managed Hosted, you could get that data from the MH Insight Report on user counts and also from OpenDB reports with a query for example.
Let me know if you need further clarification on the above.
Toni, we are not Managed Hosted. We are hosting on our own servers.
Thanks much for clarifying this.
You or someone from your IT team should be able to query to obtain a users reports and sort by active and disabled users, if you need that, too.
Tony, I was told by BB (when we were trying to wrap our arms around this) that active users are defined as those with active enrollments. It has nothing to do with whether the account is disabled or not. We are managed hosting, so not sure if that's different.
Gail Watson and mat chaudhry,
Sorry for any confusion and great points. i see that the issue the active enrollments related to licensing. If you query all users, you should see details.
Per the Insight Report Active Users are defined as the Total number of unique AVAILABLE and ENABLED users enrolled in at least one AVAILABLE and ENABLED course in the Blackboard Learning System. The ASP Services team uses this definition to determine the required number of service units for your institution's ASP environment. This method of determining Active Users is different than what is used in the Administrator panel.
I am unsure on changing the status to expired or completed automatically. This could vary for say a student depending on whether the student is finished in a course versus completed their program. We have a process where students and instructor are unavailable in a course (not disabled) for different a certain amount of time after a course competes for most of our campuses. We haven't yet had much of a problem with this process.
I am sure others can contribute as to how they handle licensing on the self hosting side to see if they have an automated process.
Mat, the first thing you need to do is get your license. You may not have a problem. If you do have a problem, then you should probably implement a process of archiving and deleting completed courses after a specified amount of time - perhaps do this once or twice a year? Then you can do a user search on the system tab periodically for users who have no enrollments. Get that list and delete those accounts. Since you are a business and not a university, it is much easier to manage. Hopefully you won't have to think in terms of "graduates." I've been in that world and it can be messy...
That's a great call to obtain the number first and the fact that he does not have to deal with the length we have to keep our archived courses on file in higher ed may make it easier as you said. You can also search for system created accounts to verify manual accounts that you might be able to remove as well if they have no enrollments and are no longer needed for testing.
Sometimes the student preview users might be coming through on a list for example as well in case your instructors are keeping the data. i am not indicating to remove; I am just mentioning that they pull up on some of our reports with OpenDB.
Toni, we put Blackboard's feet to the fire on preview users. Supposedly they don't count.
Right, they shouldn't count but they pull over in user reporting and often need to be filtered out.
Another concern or a filter are manually created users like Deans that might have TA access to old courses or we have custom Librarian roles. We typically note those users for future reference.
By making a course "Unavailable" are you making enrolled users in that course "Unavailable". In other words you don't need to go into each User account to make it Unavailable. Can your verify?
Do you currently run reports from the GUI on our courses or on the back end or a do you pull your data to be able to analyze it? Do you have a SIS team that you work with to pull in users, courses, and memberships?
Our courses remain available but or users are all unavailable with an exception to faculty that are made available only by request. We have a script that runs from our SIS, Banner, to Learn that "removes" all students as unavailable from the courses a few weeks and the course ends. The only issue (not a licensing issue) is that their data affect prior term reporting.
I hope that helps understand about automating the process.
Mat, not sure if you got an answer to the question on availability. Making a course unavailable certainly does NOT make any of the users unavailable. It is standard practice to keep a course unavailable during the time that enrollments dribble in. On the first scheduled day of the course it becomes available and all students can then access content at the same time. Same for the end. After all is complete and final grades are settled, it can be made unavailable again. The access to unavailable courses is a course role privilege you can turn on or off for staff type roles: instructor, course builder, etc.
I had replied to mat chaudhry but thanks for clarifying; and looking for roles with 0 enrollments.
We have our faculty make their courses available but our online courses have start and end days with the start 3 day prior but we do make our students unavailable and a few weeks after the courses end most students are considered unavailable and inactive in their courses after a few weeks via a script from our SIS, Banner.
I think a BtBb case would be good to get a report if needed of more specifics, too. Note, we have received different info over the years as to what counts for availability versus actual enrollment but certainly the course availability itself does not count. It does mention per MH that they need to be both AVAILABLE and ENABLED to be considered active.
We already got the licenses, our user base is over 50,000 but only few of them will be enrolled in a given time. Our problem is to make sure we don't over commit the license when taking new courses. For instance, we have 25 course are going on right now with 250 users enrolled in the various courses. We have several requests for new courses. We will grow quickly in few months and it would be hard for us to predict how many license are available in the future when course new courses and old courses are going in tandem.
Thank you Toni. I am sure other users will contribute their experiences with us.
Toni, We want to know how many accounts are available for us to use. If necessary we will make accounts unavailable. I am wondering there must be a report that tells you:
1- Total number of license in use (active)
I am hoping there is a setting that makes a license Unavailable automatically after course is expired or completed.
Put in a behind blackboard ticket. They might be able to get you that information since you are self hosted, but if not, they should be able to give you the sql to get it yourself. On the system tab, you can search users for with greater than 0 enrollments and you should approximate the answer yourself. You will need to sort by status to get an idea of how many are disabled/unavailable. Those will not count. It's a bit of work to get through thata, so it will be much easier if Bb gives you a query.
This is a conversation to have with your Blackboard Account Executive. There are many different licensing models at Blackboard for Learn and what might constitute "active users" for Managed Hosting is probably not the same metric that is being used for your license agreement.
If you need assistance in connecting with your Blackboard Account Executive, please feel free to contact me (email@example.com)
Thanks for responding to this case for mat chaudhry .
It makes sense to define what this is before even running reports on users as to what would define his active users and licensing options.
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