11/07 11/08/ /5/2012 Software Technology, Inc. Thomas Murphy

Transcription

1 0 Alabama INFOCUS Webinar 11/07 11/08/ /5/2012 Software Technology, Inc. Thomas Murphy 0

2 Alabama INFOCUS Webinar OBJECTIVES: Tabular Report Introduce customers to the basics of building reports with a mixture of basic and advanced features.. Data Source o Data Objects o Calculated Fields o Sorting o Parameters Table Setup o Table Columns o Col Configuration o Flat Table Grouping o Table Settings Report Settings o Style File Settings o Saving o Preview Steps to Reproduce: Add Report Select Tabular Report with Header and Pres s OK Select or Modify Data Source Add/Remove tab: Select following data objects: o Enrollment Transaction o Academic Session o Student o Grade Level

3 While selecting and modifying the data source, the report builder may preview the selected data by clicking on Preview Select Date button. When finished previewing the data, best to choose the Close button. If Select and Continue is selected, look for the Modify Data Source button on the bottom left of screen to get back to selecting or modifying the data source. Calculated Columns STUDENT LAST FIRST NAME Click New Name: LastFirstName Text: Concatenate o String1: Student.LastName o String2: Student.FirstName Test o Notice Last Name and First Name are together To add a comma and space between last and first name in the Definition o Place cursor after the + o Key in:, + Single Quote( )Comma(,)Space( ) Single Quote( )Plus Sign(+) ( «Student».«Last Name» +', ' +«Student».«First Name» ) Click Test Click Save Sort tab Calculated columns added in this location are limited to this report only and are not available for use by other reports. The calculated columns will have to be created for each report. The calculated column Student Last First Name is created because the report users wanted to see the student s last and first name in one column without the student s middle name. If calculated fields are not used anywhere in the report at the time of saving, INFOCUS will delete the calculated field. Add columns o Student.School o Grade Level.Sequence o Student.Name The Sort tab controls the default the date will initially appear on the report. When the report is generated, the end user has no control how the report is initially sorted.

4 Add Data Columns Column Tables tab Student.School Student.Grade Level Calculated Field.Student Name Student.Birth Date Student.Ethnicity Student.Gender The columns can be added one at a time by double clicking on the column name. Also, columns can be added by highlighting one or more columns and click on the right arrow. The order the columns appear on the table can be set by clicking one or more columns and clicking the up and down arrows. At this point, the report is ready to preview. Click on the magnifying glass icon at the top of screen or under the File tab at the top of the report builder screen. It is recommended to preview the report as often as possible to see how the changed options affect the report. Edit the Columns Column Configuration tab Change the Header descriptions o Grade Level to GL o LastFirstName to Student o Birth Date to DOB Check the all Sortable option and then remove from Birth Date (optional). The column order can be changed on this tab as well. Click on the 8 dots on the far left and drag to the new position. The Sortable option on this screen allows the end user to change the order of the data after the report has been generated. The end user will click on the column header to change the sorting. Advance Column Configuration Column Configuration tab Click Show All Attributes Summary Add a summary row that calculates an aggregate value for the column. For example, add a count of # of students in the Enrolled Status column.

5 Click on the Summary icon in the LastFirstName column Select Add an Aggregate Label: Total Students Aggregate: Count Format: Integer Press OK Go to the last page to see the summary Width The table columns may be too narrow by default. Modify the width to increase column width to make the table easier to read or to eliminate word wrapping. The values are in pixels will require trial and error before becoming comfortable on setting up the report. Enter the following value: o School: 200 o Grade Level: 100 o LastFirstName: 200 o Birth Date: 100 o Ethnicity: 200 o Gender: 100 Alignment The alignment for text within each column can be set to Left, Right or Center Change the following columns alignment to Center o LastFirstName o Birth Date o Ethnicity Below is a screen shot of what the Column Configuration screen should look like.

6 Filter tab Add a Parameter o Column: Enrollment Transaction.Enrollment Action Class o Operator: In List o Values: E R Don t forget to use the Search (magnifying class) to select the correct values. o Called a non ask parameter because the report builder is not asking the end user to input any values. OK Add a Parameter o And o Column: Enrollment Transaction.Reported Date o Operator: Less than or equal to o Value: Pre defined Date Today o Ask in Report: check o Caption: Count Date o Control Type: Date o In a new line o Called an ask parameter because input is required from the end user before the report can be ran.

7 OK Add a Parameter o AND o Column: Enrollment Transaction.Enrollment End Date o Operator: Greater than or equal to o Value: Input Filter Count Date o In a new line OK Click one time on the Right arrow for this parameter Add a Parameter o OR o Column: Enrollment Transaction.Enrollment End Date o Operator: Is Null o Next to previous parameter OK Click two times on the Right arrow for this parameter Add a Parameter o And o Column: AcadSession.Start Date o Operator: Less than or equal to o Value: Input Filter Count Date o In a new line OK Add a Parameter o And o Column: AcadSession.End Date o Operator: Greater than or equal to o Value: Input Filter Count Date o Next to previous parameter OK Press Ok to continue Detailed explanation is on the last page of the guide.

8 Setting up Grouped Flat table A grouped flat table is comparable to looking at a spreadsheet using Excel or Open Office. Grouping tab Select Group Flat Table Add 1st layer based on the Student s school Click Add Grouping Layer Move Student.School to the right Press OK Add 2 nd layer based on Student s grade level and gender Click on Add Grouping Layer Move Student.Grade Level and Student.Gender to the right o The order the columns are grouped determines the order the columns appear in the table. Add aggregates for both groupings Click on the Edit Layer icon for the 1 st layer Click on Show All Attributes Add an Aggregate Column o Column : Student.School o Aggregate Function: Count o Label: Total Insert a page break between groups on PDF export: Check Press OK Click on the Edit Layer icon for the 2nd layer Add an Aggregate Column o Column : Student.Grade Level o Aggregate Function: Count o Label: Total Press OK

9 Table Settings tab Title: Enrolled Student Listing Rows Per Page: 25 Change the settings under this tab to see the cause and effect on the report. These options will either enhance to the report or do nothing for the report. Add Export Options to report INSERT TAB Click on Exports icon Check some or all options Export the report to PDF, Word and Excel to see how the various formats handle paging. FILE TAB Save Optional Settings Header tab Date: Check Time: Check SETTINGS TAB Style Choose any style o The one in the sample is Professional. The Settings tab will allow the report builder to change the size and orientation of the printed paper. Also, the visual style of the report can be modified to make it easier to read. FILE TAB Save Report Name: Student Listing Report Description: Optional Report Expiration Date: Optional Destination Folder Type: Personal or Shared o This option is viewable only by users with Maintain INFOCUS rights Folder: Select a folder that is already created to help organized reports

10 The Report Expiration option allows the report builder to enter a date where the report is no longer valid. The report will not be deleted; the end users will not be able to view the report. The Destination Folder Type allows the members of groups with Maintain INFOCUS rights to store reports either in the personal folder for their use only or in the Shared folder for all users. Remember that users with Maintain INFOCUS rights have access to all reports including reports in other users personal folders. This allows those maintain users to assist other report builders without requiring username and passwords.

11 OBJECTIVES: Crosstab Report Introduce customers to organizing and copying reports as well as creating a crosstab report. o o o o o Copy Report Rename Report Modify Existing Report Crosstab Configuration o Header Values o Label Values o Values Column Multiple Label Values Steps to Reproduce Browse to the location where Tabular report is created. Select the report Click on Copy button Report Name: Crosstab report Description: Optional Folder: Optional o The folder will default to where the selected report is located Hover over the action icon and select Modify Open the Data Source by clicking on Modify Data Source Report Layout Remove Table report object

12 Add Crosstab INSERT TAB Crosstab Modify Data Source Filter tab Delete Enrollment Transaction.Enrollment Action Class parameter Anatomy of a Crosstab Header Values 2. Label Values 3. Values Column 3 Crosstab Configuration tab The crosstab configuration sets up the crosstab table to display the data in a meaningful way. Header Values Column: Enrollment Transaction.Action Class o The header values column is the column that provides the unique values in the header (top) row. Label Values Column: Student.School o The label values column is the data column that provides the unique values in the right column. Values Column: o The Values column is the data that is being aggregated. In this sample, the number of records is based on a count of Student.Age. In an attendance report, the total may be the sum of the Daily Absence.Absence Value. o Column: Student.Age o Aggregate Function: Count Crosstab Settings tab Title: Enrollment Count (optional) Rows Per Page: 25 (optional) INSERT TAB

13 Header Exports Exports Options tab Export to PDF: Check Send Report by PDF and Check SETTINGS TAB Style This report uses the Professional Style FILE TAB Save Report Name: Crosstab Sample Report Description: Optional Report Expiration Date: Optional Destination Folder Type: Personal or Shared o This option is viewable only by users with Maintain INFOCUS rights Folder: Select a folder that is already created to help organized reports Add Additional Label Values Layers Crosstab Configuration Click Show All Attributes Click Add a Layer in the Label Values Column section Column: Student.Grade Level Header: GL OK Notice that the school names are now hyper links. The end user will click on the school name to see the grade level break downs. Add Summary Row The summary row is a row that contains the aggregate of each header value. In this sample, the summary row is the total students in each lunch status. The summary row will applicable to each layer that the end user is looking at. Crosstab Configuration Summary Row section Include: Check

14 Caption: Total by Enroll Status Aggregate Function: Sum Format: Integer Add Summary Column The summary column is a column that contains the aggregate of each label value. In this sample, the summary column is the total students in each school or grade level, depending on the layer the end user is looking at. Crosstab Configuration Summary Column section Include: Check Caption: Total by School/GL Aggregate Function: Sum Format: Integer FILE TAB Save

15 OBJECTIVES: Modify crosstab report so that multiple Label Values Columns are displayed. EXTRA CREDIT Advance Crosstab Report How to represent a text value as a numeric value in a calculated column. Use the calculated column to create extra Label Values Columns. Steps to Reproduce Browse to the location where Crosstab report is created. Select the report Click on Copy button Report Name: Advanced Crosstab report Description: Optional Folder: Optional o The folder will default to where the selected report is located Hover over the action icon and select Modify

16 Open the Data Source by clicking on Modify Data Source Select or Modify Data Source Calculated Columns MALE Click New Name: Male Definition: CASE WHEN «Student».«Gender» = Male THEN 1 ELSE 0 END Click Test Click Save FEMALE Click New Name: Male Definition: CASE WHEN «Student».«Gender» = Female THEN 1 ELSE 0 END Click Test Click Save Calculated columns added in this location are limited to this report only and are not available for use by other reports. The calculated columns will have to be created for each report. INFOCUS requires numeric fields to be used as label value columns. The calculated columns Male and Female convert the text values of Male and Female to represent a numeric 1 or 0. 1 means the student is and 0 means the student is not. The crosstab will sum up all values in each calculated column to get a final number of female and male students. Add Additional Value Columns Crosstab Configuration Click Add Extra Value Columns in the Values Column section Aggregate Function: Sum Column: Calculated Field.Female Header: Female OK Click Add Extra Value Columns in the Values Column section Aggregate Function: Sum

17 Column: Calculated Field.Male Header: Male OK Resort the Columns by moving Age to the last position Edit Age and clear the Header field. The Values Column section should look like the screen shot below:

18 Explanation of parameters This is discusses the logic behind the parameters and will only be discussed in class if time allows. Skip down to the Heat Map Settings tab section to continue building the report. 1) Return all students who have enrollment or re enrollment transactions 2) Return all students who are currently enrolled on the count date a. Where enrollment start date is on or before the count date b. Where enrollment end date is on or after the count date (for students who have withdrawn) c. OR Enrollment end date is blank because the student never withdrew from school (Currently enrolled) 3) Return only records in the academic sessions that occur on the count date. 1) Return all students who have enrollment or re enrollment transactions a. The enrollment record must have an enrollment action class of E or R. E is enrolled and R is Re enrolled. b. The logic is return all enrollment records where the action class is in the list of E and R c. Therefore the parameter is: Enrollment Transaction.Action Class In List (E,R) 2) Return all students who are currently enrolled on the count date a. What is wanted is where the enrollment start date begins before or on b. Do not include students who are withdrawn on the withdrawal date i. Students who have withdrawn will have an end date on the same record. If this is the case, only return the records where the end date occurs after or on the count date. ii. This will filter out the students who are withdrawn on the count date c. However, most students never withdraw will not have an end date. d. The logic is to return all records where: i. The Enrollment Start Date is Less than or equal to count date ii. AND (Enrollment End Date is Greater than or equal to count date iii. OR Enrollment End Date Is Null) 1. Grouping the withdrawn and the currently enrolled requirements is required because a student will never be withdrawn AND enrolled on any one count date at one school.

19 e. Parameter is: (Enrollment Transaction.Start Date Less than or equal to Count Date AND (Enrollment Transaction.End Date Greater than or equal to Count Date OR Enrollment Transaction.End Date is Null)) 3) Only return the students enrolled in the academic sessions that occur on the count date. a. The report user will only want to pull data from the academic sessions that occur on the count date b. The logic is to return all records where: i. The Academic Session Start Date is Less than or equal to count date ii. AND Academic Session End Date is Greater than or equal to count date c. Parameter is: (Academic Session.Start Date Less than or equal to Count Date AND Academic Session.End Date Greater than or equal to Count Date)