error_outline Advice and recommendations in this article are applicable for bigger implementations of Ans, for example for a whole department or institution.
We strive to make our implementation as transparent as possible for our customers. This overview provides more information about our implementation vision, approach and expected activities. We believe that clear communication should be central to the implementation. We aim to do this by closely collaborating with our customers as much as possible and by providing clear documentation.
We often see two ways of implementing: in multiple phases or a big-bang. With a phased approach, the implementation is gradual, with users starting with Ans per study or faculty. With a big-bang approach, the entire department or school switches to Ans at once. The big-bang approach significantly reduces the implementation period. The preference for a particular approach depends on the customer's needs. Both methods have their advantages and disadvantages but are not determining factors for the success of an implementation.
Overview
We usually divide the implementation into six milestones. Each milestone involves different stakeholders from Ans and the customer. Some milestones have to be completed before another one can start and some are implemented at the same time as shown in the overview. The different milestones are further explained in the corresponding milestones sections. These are:
- Kick-off & planning
- Set up
- Integrations
- Migration
- Training
- Adoption & acceptation
Kick-off & planning
Introduction
The implementation usually starts with the kick-off of the project teams. The various project team members have the opportunity to meet and clarify the different roles of the people involved. Here, agreements are made on the frequency of project team meetings. It is also important to agree on a plan of action and finalise contractual matters as soon as possible. This will make it possible to work towards the start of the setup as quickly as possible.
Kick-off
The following points are usually discussed during the kick-off:
- Getting to know Ans and our customer's project teams
- Going through feedback on tender documents
- Fine-tuning the implementation plan
- Establishing follow-up meetings
- Establishing weekly project team meetings
- Plan kick-off integration, training and migration teams
- Discuss finalisation of contractual matters
Set-up
Introduction
After the kick-off, it is a good idea to start setting up the platform as soon as possible. The project team and administrators first receive basic training to get to know the platform better. Following this training, we encourage the administrators to get to know the platform further and carry out initial tests ahead of the administrator training. Prior to the administrator training, we recommend using our setup template to start thinking about certain setup choices. This template will be shared by the trainer after the basic training. Based on the information provided, we will further discuss the setup options during the administrator training. In doing so, we advise on the impact the settings will have on usage and the assessment process. After this, the administrators are able to make a draft design. This is further developed in consultation and configured within the platform by the administrators. This includes decisions on study and course structures, rights and roles and the construction of question banks.
Sometimes Ans is already (partly) in use at an institution or study programme. In this case, we assume that the existing environment is continued. On explicit request, a new environment can be created but the old one will be lost. It is not possible to have two production environments within one institution. In both cases, we recommend reconsidering the setup choices. It is important to communicate any changes well with current users. After all, they may lose or gain certain rights, which will impact the way they work in Ans. If required, we are happy to provide tailor-made advice on the impact of design choices for your institution.
Template
For an overview of the settings, you can use the setup template provided by the trainer. It is intended as a tool for making an initial inventory of the desired settings. It can also be used to ask specific questions about the setup to Ans' trainer or project manager. On this basis, the administrator implements the settings in the platform. These settings should be applied separately per environment.
Integrations
Introduction
As well as setting up the platform, we recommend getting to work on integrations as soon as possible. By integration, we mean linking external software applications or databases outside Ans. This aims to automate processes and extend functionalities. These integrations are usually first tested on the stage environment before being deployed on the production environment.
These integrations can be divided into two types:
- API integrations
- Standard integrations ('built-in' integrations configurable in Ans)
API integrations
Ans has its own API that can be used to set up communication between, for instance, timetabling software or the SIS (Student Information System) and Ans. This ensures that a lot of work can be automated and data only needs to be adjusted in one place. We therefore strongly recommend implementing these integrations in order to process employee, student, subject and test data automatically as much as possible, among other things. It may generate extra work during the implementation, but it ensures sustainable and robust data management in the application landscape in the long term. Automatic archiving to an external database can also be set up through the API. Our API documentation can be found here. For more articles describing the use of our API, click here.
Standard integrations
In addition to API integrations, standard integrations are also available with external software such as: LMS, proctoring software, text-to-speech software, Single Sign-On, lockdown browser software and print to scan services. We call these standard integrations. These integrations are developed and maintained by Ans itself. An overview of our integrations can be found here.
Maintenance
We are in close contact with the other software developers. This means we know when updates are being deployed and can adjust our integrations accordingly. We keep these integrations as up-to-date as possible, provided no changes interfere with current integrations. If they do, a message is shared with users stating how long the user has to implement the new version of the integration. This is in most cases a period of six months. Additional time can be offered if needed. During this period, we provide support to implement the integration in both the old and new way.
Integration process
Prior to the integration process, agreements are made during the implementation kick-off. Among other things, the method of data exchange and deadlines are discussed here. This ensures that a clear working method is agreed upon in advance. An example of the integration process is shown below:
Step |
Description |
Responsible |
1 |
Kick-off meeting with stakeholders
|
Customer & Ans |
2 |
Determine a plan of action:
|
Customer & Ans |
3 |
Start development and testing technical integrations (stage.ans.app)
|
Customer |
4 |
Feedback/questions
|
Customer & Ans |
5 |
Further roll-out testing integrations (stage.ans.app)
|
Customer |
6 |
Feedback/questions
|
Customer & Ans |
7 |
Finalise integrations (ans.app)
|
Customer |
8 |
Acceptance (ans.app)
|
Customer & Ans |
Migration
Introduction
An important part of a successful implementation is migrating questions from previous systems. The goal is to retain as much data as possible in order to minimise double work for teachers. We strongly recommend importing the exercise data in QTI 2.1 into the platform. Metadata, such as tags and objectives, can be imported via .CSV. This is done through the API. Ans plays a supporting role in this phase by processing feedback on the import tool, improving its functionality and providing support and advice when necessary.
To ensure that the final migration runs smoothly, we recommend beginning with a trial migration well in advance. This ensures that any migration issues are quickly uncovered. In addition, it gives us time to implement improvements. We recommend using a representative dataset in this test migration to test a large part of the question types and attachments such as media files. In addition, it is recommended that all departments within the organisation are included in this. We often see that working methods, and therefore the data, can vary significantly from one department to another despite using the same question types. For example, using domains, learning objectives, tags and other metadata.
Example: One department uses domains to group learning objectives. The other department describes the learning objectives at the domain level. In such a case, there is a difference in the application of the same type of data and this can cause issues during migration.
Once a test migration has been carried out, there is an opportunity to provide feedback that we can use to improve the import functionality.
QTI and other import formats
Ans supports importing questions in QTI version 2.1. Next to that, we provide several other import formats such as QML, XML and CSV. For more information on all our import capabilities, click here.
Media files
Media files can be included with the import. When there is a reference to a file in a query, for example through an <img> tag with a src, Ans searches the imported zip file for the media file the src points to.
Example:
<img src”folder1/folder2/image.png” class="" style="height: 686px; width: 896px">
Ans looks in the zip file for folder1, in there for folder2 and in there for image.png. The dimensions of the image are also taken into account.
It is necessary that the reference matches the actual file location. If the image is not found, Ans puts the text 'missing image' where the image should be, along with the location it searched for in the imported file.
Successful import example
Unsuccessful import example
Example migration Ans
To supply additional query data, a CSV file can be supplied. An example file can be provided if desired. The example contains the itemID in the first column (must be equal to the itemID of the QTI/QML file). Next, columns can be created with additional information. For example, assignments, domains, learning objectives and tags. This data can be entered as follows:
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Assignments
When items have to be added to question bank assignment(s), a column called 'Assignments' can be created for this purpose. Then, for each exercise, it can be indicated in which assignment the exercise should be placed. This is done using the following format: [assignment1,assignment2]. The names assignment1 and assignment2 can of course be chosen freely. Ans creates these assignment(s) and places the exercise in these specific assignments. Data is always placed in square brackets and separated by commas.
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Domains and learning objectives
Learning objectives in Ans consist of a domain and a learning objective. The user can add the columns 'Domain' and 'Learning objective'. For each task, the domain and learning objective can then be entered in the appropriate columns.
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Additional tags
An assignment can contain many tags. A separate column can be created in the CSV file for each unique tag. The name of the column is the 'Key' and for each statement, the 'Value' can then be specified. When a column with 'Chapter' is created, the chapter can be specified for each value. For example, '12b: cardiovascular system'.
Migrating using the API
Using the API when importing is highly recommended because of the large amount of data that may be imported. The API can automate this process, greatly reducing manual work and the likelihood of human error.
Create or find a question bank to perform the import on. Send a request to the import of this question bank. You will receive the background job to which to upload the file. Then change the status of the background job to 'pending' to start the import. The questions will now be imported.
To add metadata such as tags and domains, other endpoints of the API can be used by requesting queries and returning this extra data along with them.
Migration process
An example overview of the migration process is shown below:
Step |
Description |
Responsible |
1 |
Kick-off meeting with stakeholders
|
Customer & Ans |
2 |
Determine an internal plan of action. Topics that could be included in the plan are:
|
Customer |
3 |
Execution of trial migration (including metadata)
|
Customer & Ans |
4 |
Checking content and providing feedback
|
Customer |
5 |
Implementing improvements (if necessary)
|
Ans |
6 |
Trial migration with improvements (if necessary)
|
Customer |
7 |
Execute migration
|
Customer & Ans |
8 |
Content check
|
Customer |
9 |
Connect users
|
Customer & Ans |
Migration tips
Tip 1: be critical
Be critical with the current data and think about what you want and don’t want to migrate.
Tip 2: filter what you’re not using
Create an overview of the data and check the last time it was used. If the data has not been used in the last few years, filter it out because it might not be used in the future.
Tip 3: keep the old system live
If you don’t want to take the risk of not having access to the old data, we recommend keeping the old system live for a year.
Tip 4: avoid double data
It can be that several users have the same questions in different question banks. Find possibilities to merge double data.
Tip 5: avoiding compatibility issues
It is advisable to perform a practice migration in which a diverse selection of questions is used. These questions should contain unique features to ensure that this kind of question is imported correctly. Think of different question types, the use of images and different settings within question types. Additionally, this will greatly reduce the amount of questions that need to be checked after migrating, if done correctly, because the import of these unique cases have already been validated.
Training
Introduction
During our training sessions, we give participants the tools to work independently with Ans. Our training vision focuses on interaction and discussion. We believe in an approach tailored to our users. Ans is used by more than 50 institutions in various countries, so we have a lot of experience in training our users. We have different types of training programmes for this purpose, split up per target group (see table). This allows us to train different people within an organisation in a way that matches the role they will have in Ans. We, therefore, choose a training method that appeals to multiple learning styles and matches the users' needs.
Training methodology
We offer live training, which can be delivered both online and on-site. We prefer this form of training because it allows for questions to be asked during a training and encourages discussion. The training can also be recorded for users who could not attend the training. It can also be used as reference material after the training. A training is often followed by a walk-in session to answer any last questions the users may have. We also have online manuals available that can be gone through independently. These manuals explain how the functionalities within Ans work and how best to use them. The combination of training and self-study is an effective way to quickly find your way around Ans.
In addition to these training forms, we often apply the train-the-trainer approach. This involves training a number of key users that will be able to train other colleagues. This approach ensures that training is provided by the users who know the institution or department best. Also, using the train-the-trainer approach, knowledge is transferred in the most efficient way. This way, the training can be tailored to the situation of the target group. This sustainable form of training also has the advantage that new users can be trained during the operational phase within the organisation and can immediately start working in Ans.
The training sessions are requested and planned with our project manager. A complete overview of our training offer can be found below. In most implementations, a basic training is sufficient to get started with Ans. However, it may sometimes be desirable to organise additional in-depth training sessions. These can be organised in consultation with the project manager.
Training type |
For who? |
Duration |
Description |
Basic training |
All users |
3 hours |
The basic training covers the overall assessment process from creating exercises to improving a question bank based on the assessment analysis. You are guided through the platform so that you get to know the basic functionalities of the platform. |
Administrator training |
Administrators Project team members |
2.5 hours |
Administrator training focuses on the setup and management capabilities of the platform. In this training, we go deeper into the functionalities for administrators and give advice on the options for setting up the platform. |
Train-the-trainer |
Administrators Key users |
2.5 hours |
The train-the-trainer session is an extended version of the basic training and focuses more on in-depth platform and advice from Ans. You will learn how to train other users in Ans. |
Ans has created a training series where all basic functionalities of the platform are explained. The training consists of six separate videos to guide you through the entire assessment process. Watch the videos here.
Adoption & acceptation
Introduction
The final milestone in the implementation process is usually the adoption and acceptance of Ans. Here, we see adoption as the successful adoption of Ans by the institution. Acceptance is a procedure by which the implementation of Ans is officially accepted by our customer.
Adoption
Successful adoption of Ans lies largely with the teachers. It is very important that the teachers can work well in the platform as they are the end-users. To give the teachers a good start, we first make sure, together with the administrators and the project team, that the platform is set up correctly. We also recommend migrating the test data before the teachers are trained. This allows them to start working with their own material immediately.
We also often see key users being appointed and trained within institutions to support the teachers. They are usually also responsible for training teachers within their own department or faculty. Sometimes it can be beneficial for adoption to organise key user meetings during the implementation. This way, the needs of teachers and key users can be identified by the administrators. These can then be taken to the project team meeting. Finally, we also regularly see communication advisers appointed to ensure that internal communication runs smoothly. They can inform employees on time about upcoming changes and expected activities.
Acceptance
The implementation of Ans is completed through formal acceptance. Here, the institution accepts that the project team has delivered a successful implementation. The platform has been set up, the integrations are in place, the data has been migrated and all employees have been sufficiently trained. After formal acceptance of the implementation, the operational phase of the contract begins. In this process, agreements on service during the implementation phase are often defined in the Service Level Agreement (SLA).
Environments
Introduction
We offer multiple Ans environments built for different purposes. Which environment is used depends on the purpose. All extra environments (outside of the production environment) are only included for campus plan customers. For more information please visit our pricing page.
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Production environment
https://ans.app
The production environment is the working environment for regular use. In this environment, assignments are taken and study results are stored. We recommend that our customers only use this environment for normal use. For performing tests, we recommend the stage environment.
The release cycle is once every four weeks. Updates are always made available on the stage environment two weeks in advance to allow users to prepare.
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Education environment
https://edu.ans.app
The education environment is specific for training purposes to test functionalities and for getting used to Ans. This environment is mainly used by new employees to get to know the platform during training sessions. Thus, we ensure that the production environment is not polluted with training materials. The data in the education environment is not transferred to the production environment.
The release cycle is once every four weeks, just like the production environment. The education environment is an exact copy of the production environment.
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Stage environment
https://stage.ans.app
The staging environment is mainly intended as a test environment for new functionalities, settings and integrations. During the implementation, this environment will mainly be used together with the education environment to get to know the platform and test its use. This environment is mainly used by administrators, IT specialists and key users. Among other things, they can use it to try out beta features, test settings and carry out trial migrations. Here administrators can create a mock-up for the final setup design. The environment is designed to prevent contamination in the production environment. All data in the stage environment will therefore not be transferred to the production environment.
The release cycle is once every four weeks with a two-week difference from the production environment. This is because all new functionalities are made available in this environment at least two weeks in advance before they are implemented in the production environment. This gives our users the opportunity to test them before going live.
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Development environment
https://dev.ans.app
This environment is used internally at Ans as a test environment.
Collaboration
Introduction
During the implementation, collaboration is very important. That is why we like to be in close contact with our customers in order to make quick adjustments when necessary. To do so, we often use an Agile* project management methodology, with weekly meetings between Ans and our customers.
Project team
For these meetings, a project team is composed of project managers and experts from Ans and our customer. These may include functional specialists, migration specialists, administrators, key users, communication specialists and educational experts.
In our experience, our customers' project management often takes place with the help of an internal project team and a steering group. We often coordinate with the project leader or the entire project team on a regular basis, depending on our customer's requirements. The project leader then coordinates internally with the steering committee. This way, there are clear lines of communication and close contact between Ans and our customer is possible.
In addition, we try to ensure that the experts from our customers and Ans are in direct contact for each milestone. We have dedicated email addresses for our expert teams (integrations, migrations, training) which will be shared during the kick-off.
*Our project managers can work with various project management methodologies such as PRINCE2, Lean and Agile. The appropriate methodology is always determined in consultation with our customers.
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