Tutorial 1; Multi-Section Class List

Transcription

1 Tutorial 1; Multi-Section Class List Data Warehouse Services Feb 2008 Tutorial 1; Multi-Section Class List Page1 1 Data Warehouse Services

2 Introduction This manual was created as a Tutorial to help guide you through the basics of SADM using BRIO a reporting tool. The manual will show you how to create a query as well as simple reports, pivot reports and exporting to a Excel spreadsheet. The intent is to use this manual as a hands on class as well as a self taught online tutorial. Please follow each step in the order presented for a good result. (assumes you have authorized BRIO access.) If you have any questions, please feel free to contact the helpdesk. (860)

3 After you log into STUDENT DATAMART (SADM) web site you will use BRIO you will see the following screen. To start the tutorial, from the left side --click on Student Datamart then to log in, click on the blue box in the center that says Go to Student Administration Datamart reports -- this starts BRIO. Then login (assume you have been setup and are authorized) 3

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5 You will then see the following menu -- BRIO menu select your report -- click on Click on Student Admin Data Mart Click on Sample SADM Reports 5

6 Almost there ---- Finally click on Report Template (ODS_CURRENT) You are now in BRIO the UCONN standard Reporting tool that you will use in this tutorial. The report will open up, and you should see the documentation, this is our standard. The purpose is to provide the user( you) a description of the report and any changes made (by who and when). Because this is a tutorial we will ignore this page for now. 6

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8 We are going to do a little house cleaning (also good stuff to know later). We want you to focus on what we are teaching you, so we are going to hide a couple of sections before we start. So these are the sections we will hide and how it s done. Click on the bottom section (to the right) it says R LOAD DATE, when you do, you should see this screen. 8

9 Then at the top click VIEW and a pop down menu will appear, click on Hide Section now the R LOAD DATE is gone. Click here Now --- Use the same process and hide the Q LOAD DATE Que section also. Now you are ready to follow this tutorial, and the correct screens will be presented. 9

10 Query: A set of statements which specify the criteria, based on which the data is retrieved from the database. Sample Query in SQL SELECT * FROM CC_PERSONAL_DIM WHERE PERS_NAME = SMITH,JOHN The same query in BRIO Required Data Criteria Table 10

11 Create a report of Students enrolled in a multi-section class. Include their section number in the report. Step 1 Obtain personal information using EMPLID Step 1.1: Review the query page. Query Page Request Line Query Section Limit Line Results Section Tables Tip! Click on the Request, Limits and Sort hyperlinks to turn the related lines on and off. 11

12 Step 1.2: Rename the Q SADM Query Section to Q Class Roster. Click Right click- select Rename section Select Query section and click on rename section 12

13 Step 1.3: Similarly rename the R Results Section to R Class Roster. Step 1.4: Set Query Options. Select Query Query Options Click Query and then Query Options 13

14 Select Return Unique Rows and Return First 100 Rows. Select the options 14

15 Step 1.5: Selecting the required Table. Scroll down the list of tables and double click on the desired table. The table will then be added to the query section. Here select CC PERSONAL DIM Sections have been renamed Table is added 15

16 Step 1.6: Specify the required fields. Select the Pers Emplid, Pers Primary Last Name and Pers Primary First Name fields, right click and select Add Selected Items Adds the fields you require Step 1.7: Specify the selection criteria. Right click on the field, on which the criteria will be defined. Select Limit. Here it is Pers Emplid. 16

17 17 Fields are added to the request line

18 Enter the criteria in the pop up box as shown. Here use Column Name Condition Criteria 18

19 Step 1.8: Next step is to process the Query you have built. On the toolbar click Process Current Click Process Current Tip! Move your cursor over the process button and the default process type will be displayed. 19

20 The query results are displayed, as shown below The query results are displayed 20

21 Step 2: Obtain NetID information Step 2.1: Add the table UC CC PERSONAL DIM to the query palette. You should be able to see the auto join The join Auto-Join is a term we use to join (connect or link) two or more tables together automatically. BRIO s default is to automatically join tables when they have a field with the same name in each table. In this example we have two tables with Pers Empid field in each hence BRIO links them automatically. You can always delete the join or change the default so no table links are automatically joined, hence you would add them yourself if needed. 21

22 Tip! Right-click on the join line and select properties to view the types of joins that are available. In most cases the default join (simple) will suffice. 22

23 Step 2.2: Add UC Pers NetID to the request line. Step 2.3: On the request line, right click on UC Pers NetId and select Properties Functions String Functions Lower Reference Uc Cc Personal Dim Uc Pers Netid. Click properties 23

24 24 Select Functions, then the options as shown

25 25 Select Reference, then the options shown

26 26 It will display your selections

27 Step 2.4: Process the query. The results will be as shown Results are shown in lower case Tip! Save your document after completing a unit of work to guard against failures such as power outages etc. Tip! You can set the default location of your saved files by clicking on Tools Options Program Options File Locations. 27

28 Step 3 Obtain enrollment information limited to enrolled students Step 3.1: Remove the limit from Pers Emplid. Right click on the Pers Emplid on the Limit line and click remove 28

29 Step 3.2: Add the table REC ENROLLMENT FACT to the query palette. Step 3.3: Add Enrl Status Reason Ldesc field to the Limit line. The condition is Enrl Status Ldesc=Enrolled. Step 3.4: Join Pers Emplid and Enrl Emplid. To do this, select Pers Emplid in the CC Personal Dim table and drag it over Enrl Emplid, in the Rec Enrollment Fact Table. The query palette should look as shown below. The join on Pers Emplid and Enrl Emplid Auto join on Pers Emplid Tip! Sdesc fields values may not be unique. If in doubt, use Ldesc fields. 29

30 Tip! Limit boxes give you the option of entering a custom value or showing you current values. Use a custom value if your limit value is not current or when showing current values is time consuming. Tip! You can always join fields with the same name and in most cases fields with like names. 30

31 Step 3.5: Process the query. The results will be displayed as shown 31

32 Step 4 Obtain class information limited by term, subject, catalog number, class section and class type Step 4.1: Add the Rec Class Dim table to the query pallete and join with Rec Enrollment Fact using Class Sid. Tip! Rec Class Dim detail is at the section level and not the class level. 32

33 Step 4.2: Add Class Term Cd field to the request line. Step 4.3: Add Class Subject Cd, Class Catalog Number, Class Section and Class Instructor Name fields to the request line. Step 4.4: Add Class Term Cd field to the Limit line. Set the limit as Step 4.5: Add the following fields and limits to the limit line, Class Subject Cd=ECON, Class Catalog Nbr = 112. use Show Values to assign limit. Your query palette should look like this 33

34 Tip! Always show values when setting a limit on Catalog Number. The field has an unusual format. 34

35 Step 4.6: Process the query. Your results section will look like this 35

36 Step 5 Build query with variable limits Step 5.1: Right click Class Term Cd on the limit line and select variable limit. 36

37 Step 5.2: Add Class Section to the Limit line. Step 5.3: Set variable limits for Class Subject Cd, Class Catalog Nbr and Class Section. Your query palette will look like this Tip! Set a default value for the variable limit. 37

38 Step 5.4: Process the query. * Note pick any value as a default. Your results will look like this. 38

39 Next we will export to Excel. Step 5.5: Export to Excel. Click File Export Section save as excel 39

40 Excel 2.1 or higher is supported by BRIO for importing data (in) and exporting data(out). This is handy if you need information for other applications. 40

41 Next we will create a report out of our results Step 5.6: Click on Portrait Report to view Report section. Table Dimensions Report Group 1 Table Facts 41

42 Step 5.7: Rename section to Class Roster. Step 5.8: Expand the Q class roster and R class roster fields. Step 5.9: Drag the following fields to the Report Group1 Class term Cd, Class Subject Cd and Class Catalog Nbr. Step 5.10: Drag the following fields to Table Dimensions Pers Emplid, Pers Primary Last Name, Pers Primary First Name, Uc Pers Netid, Class Section and Class Instructor Name. Your report should look like this 42

43 Step 5.11: Rename Scheduling Office text to Registrar s Office. Step 5.12: Rename Type Header Row 2 Here text to Multi- Section Class Roster. Tip! Click View Zoom to see more or less of the report. Tip! Double-Click the Pers Emplid row divider to ree up room for Class Instructor Name 43

44 Next we will create a Pivot table by Class Catalog Number and Class Section Step 5.13: Select the Q Class Roster section, click Insert and select New Pivot. Picture Update!: Click on the related Query section before inserting new pivot. 44

45 Step 5.14: Rename the Pivot Section to P Class Roster. Side Labels Top Labels Facts 45

46 Step 5.15: Expand R Class Roster. Step 5.16: Drag Class Subject Cd to Side Labels. Step 5.17: Drag Class Term Cd, Class Catalog Nbr and Class Section to side labels. Step 5.18: Drag Pers Emplid to Facts. Step 5.19: Right click on Pers Emplid and select Data Functions Count, to view a count for each column. 46

47 Picture Update!: Do not drag UC_Pers_Netid to Facts. 47

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