mydevelopment Reporting in Training Admin

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1 mydevelopment Reporting in Training Admin Find out how to configure and run reports on training statistics and completion of curricula with the option to save reports and schedule reports to run at a specific time in the future. Contents mydevelopment Reporting in Training Admin... 1 Navigating to Training Admin... 2 Navigating within Training Admin > Reports... 3 Understanding what Divisional Data you see in Training Admin... 4 Understanding Reporting Output Formats... 4 Understanding your Reporting Options... 4 Understanding how to Filter Your Report... 5 Understanding how to Run, Save or Schedule your Report... 5 Running a Report Immediately... 5 Saving a Report... 6 Accessing a Saved Report... 6 Running a Report at a Later Time or on a Recurring Basis... 7 Ability to re-configure and re-run reporting options... 7 Report Examples: Reporting on Courses... 8 Course Status... 8 Course Status Report (CSV)... 8 Course Status Group by Users Reporting on Courses Completed by Users within a given Time Period Registration Status (CSV) Report Examples - Reporting on Curricula Curriculum Course Status Curriculum Course Status (CSV) Curriculum Status User Curriculum Status Summary (CSV) User Curriculum Status Group By User Appendices Appendix 1a: Configuring the selection of users to report against Appendix 1b: Configuring the selection of curricula to report against If you discover other useful reports in Training Admin > Reports then please feedback to Jan McIntyre in the BBC Academy Business Systems Training 1

2 Navigating to Training Admin Log in to mydevelopment Click on the Main Navigation menu and select Admin Centre In the Admin Centre screen click on Training and select Training Administration Click on the star to add Training Administration as a shortcut to My Favourites in the Admin Centre Business Systems Training 2

3 Navigating within Training Admin > Reports Depending on your permissions you may see different reports/information available. In Training Admin, on the Main Navigation bar click on Reports Ensure you tick all the Category options on the left-hand side and select Submit Click the symbol beside any Course Category to show all the reporting options available Business Systems Training 3

4 Click on More to view a full description of the report Select the report you want to run from the Reports list or from the Search function If you wish to choose a different report then you will need to click back on Reports, do not use the back arrow as you will get an error, and then you will need to exit and re-enter Training Admin Understanding what Divisional Data you see in Training Admin The data that you see in Training Admin is governed by your overall access permissions for Training Admin e.g. Academy staff may see all divisions and all user types whereas a Mandatory Training Admin in Studios may see Studios Staff only Any selection you make on the User Filter screen works within your existing permissions for Training Admin so if you set Division Description on the User Filter screen to select BBC Studios but you only have rights to see TV then your report will be empty as you do not have access permissions to see the data you have selected Understanding Reporting Output Formats Some reports can be output in a number of different formats If you select Report Format as CSV (if available) then this will export the report to Excel If you select Report Format as HTML (if available) then this will display as a web-page If you select Report Format as PDF (if available) then this will display as a PDF which you can save, print and Understanding your Reporting Options Each report format has Business Systems Training 4

5 Header information which you can complete to improve the report display Filtering options to specify the criteria you wish to report against Options to run the report, save the report format, or schedule the report for future delivery Understanding how to Filter Your Report It is advisable to select criteria as otherwise the report will take a long time to run or you may not get any matching results Enter the report criteria in the Search box or by clicking on any of the blue filter icons When filtering, enter search criteria Select the criteria you would like to use and then Click on Add to Filter Click on Submit Filter Your filter selection will display on the course configuration page To clear the selection, select the white filter at any time Understanding how to Run, Save or Schedule your Report Running a Report Immediately Click on Run Report You can then choose to Open or Save the report Business Systems Training 5

6 Saving a Report On the Run Reports page click on Save Report Enter a Report ID and a Description Click on Submit to save the report in your Saved Reports list Accessing a Saved Report In Training Administration, on the Main Navigation bar click on Reports Click on the Saved Reports tab Click on Run to run the report with the saved report criteria Business Systems Training 6

7 Running a Report at a Later Time or on a Recurring Basis Click on Schedule Job Select the checkbox for the option you require: Run This Job Immediately: to run the report straight away Schedule This Job To Be Executed On: to run the report at a specific time in the future Schedule This Job To Recur: to set the report to run at set intervals Select when you want the report to run If you want to be notified by once the report is run you can select the Notify via upon completion check box, check and confirm the address is correct and select the Report if you want a copy of the report to be ed to you Click on Finish to set the report to run on the scheduled date If you have not received the report as scheduled then remember to check your Junk Items Ability to re-configure and re-run reporting options When you run a report, the report opens in a new tab The original tab with the Report Configuration is still open enabling you to reset some of the report requirements save or schedule a report already produced You can re-run the report as many times as you wish from the same browser window each report always opens in a new tab leaving the Report Configuration tab still open. Business Systems Training 7

8 Report Examples: Reporting on Courses Course Status The only difference between this report and the Course Status Group by Users report is one provides the ability to group by user OR by curriculum (even though both lists what curriculum is assigned to each user and their curriculum status) Course Status reports enable you to report on courses that have been completed by a specified user group within a specified date range. You can report on individual courses, a group of courses or all courses. This will not show you completions from curriculas. Course Status Report (CSV) Use this report to find out how many users completed a course (online, virtual or face-to-face) within a given date range. You can configure the report for a specific division, sub-division, team or group of SAP numbers for a specific course or selection of courses for a specific time period Tips for effective reporting if you need to manipulate the data then choose the CSV report format the Reports; Course Status Group by Courses / Users output to HTML only In Training Admin, on the Main Navigation bar click on Reports Click on Course Status Select Course Status (CSV) Business Systems Training 8

9 Specifying Your Report Criteria Leave the User field blank to report on all users Choose the type of training course from the Course field We need then to filter this to report for a specific course/courses, select the blue filter for ID You can then add any additional criteria in for the course In this example, we are going to search by Course Title, change to Contains, type in Excel Click on Submit Criteria Business Systems Training 9

10 You can then select the course/courses you want to report on Click on Add to Filter, your selection will appear at the top of the screen Click on Submit Filter Blue and white filters will appear to confirm you have added Criteria You could add in dates if you want to report by e.g. all of 2016 Business Systems Training 10

11 Click on Run Report Your report will then be generated and you can select either; Open to edit now or Save for later You can then manipulate the data in Excel, add filters, etc. Click on File, Save As to save your workbook and ensure you choose to save as an excel workbook.xlsx format Business Systems Training 11

12 Course Status Group by Users Reporting on Courses Completed by Users within a given Time Period You can configure the report for a specific division, sub-division, team or group of SAP numbers for a selection of courses or all courses (not restricted to mandatory courses) from, to or between dates specified Tips for effective reporting this reports all COURSES completed regardless of whether they have been assigned or any related curriculum has been assigned ensure you select the correct user/users if you forget to set the User ID dropdown to Any when you paste in concatenated SAP numbers then the report will be empty you can additionally save the report or schedule the report for future delivery the output will display data only within the divisions which you have access to in Training Admin In Training Admin, on the Main Navigation bar click on Reports Click on Course Status Select Course Status Group by Users Business Systems Training 12

13 Specifying Your Report Criteria and Generating Your Report 1. Set Report Format to PDF 2. Tick Page break Between Records if you want each user to start on a new page 3. Select the users for your report see Appendix 1a or leave unchanged to select all users within the divisions to which you have access 4. Select the courses that you want to report against or leave unchanged to select all courses 5. Select the dates that you want to report from, until or between 6. Select Run Report OR 7. Select Schedule Job (to deliver the report at a later date and time) OR 8. Save Report Business Systems Training 13

14 Registration Status (CSV) The Registration Status report returns, for sessions and users, a detailed list of registration information including registration dates and times, enrolment numbers, trainers, and session details. You can configure the report for a specific division, sub-division, team or group of SAP numbers for a specific course or selection of courses In Training Admin, on the Main Navigation bar click on Reports Click on Registration Status Select Registration Status (CSV) Specifying Your Report Criteria and Generating Your Report On the next screen you need to add the criteria in, for example, if we wanted to search for a specific course e.g. Media Law, and all future sessions Business Systems Training 14

15 To select a particular session, on the report configuration screen, select the blue filter In the title field add Media into the criteria field for Session It is important also to note the Start Date After field, leaving this as the default will report on only FUTURE sessions, change this if you need to report on sessions that have already taken place From the search results, tick the sessions you require and then click on Add to Filter Then click on Submit Filter Click on Run Report You can then open the Excel report; this will provide you with the session dates, any delegates booked on, trainer name, etc. Business Systems Training 15

16 Report Examples - Reporting on Curricula Curriculum Course Status Curriculum Course Status reports enable you to quickly report the completion status for each assigned curricula for a group of users with overdue/validity information Curriculum Course Status (CSV) The user Curriculum Status report returns, the curriculum assigned to each user and their curriculum status, and if applicable, the number of days remaining before required retraining to keep the curriculum current. You can then use Excel to manipulate the data to find out; Headline stats for completion against each curriculum for the chosen area Who needs to complete which course/s to achieve completion on the curriculum for the chosen area You can configure the report for a specific division, sub-division, team or group of SAP numbers for a selection of curricula or all curricula Tips for effective reporting if you have not assigned curricula the report will be empty ensure you select the correct user/users if you forget to set the User ID dropdown to Any when you paste in concatenated SAP numbers then the report will be empty there are two screens where you can choose User Status to be Active or Both make sure your selections are consistent you can additionally save the report or schedule the report for future delivery the output will display data only within the divisions which you have access to in Training Admin In Training Admin, on the Main Navigation bar click on Reports Click on Curriculum Course Status Select Curriculum Course Status (CSV) Business Systems Training 16

17 Specifying Your Report Criteria and Generating Your Report Set Report Format to CSV Select the users for your report see Appendix 1a or leave unchanged to select all users within the divisions to which you have access Change the User Status to display reports for Active, Not Active or All Users (Both) Select the curricula that you want to report against see Appendix 1b or leave unchanged to select all curricula Select Run Report OR Select Schedule Job (to deliver the report at a later date and time) OR Save Report Business Systems Training 17

18 Click on Run report To save the file, you will need to Select Save As and change the file format Excel Workbook.xlsx Example of Report data in Excel Supporting Training You may find the Excel Taster Pivot Tables course useful to learn how to manipulate the data in the output report effectively. This is a virtual course you can attend from your desk Business Systems Training 18

19 Curriculum Status Curriculum Status reports enable you to report the completion status for each assigned curricula for a group of users with overdue/validity information in a variety of useful formats and the ability to group by user or by curriculum User Curriculum Status Summary (CSV) This report will output a list of the completion status for each assigned curricula for a group of users. The data is grouped by Curricula In Training Admin, on the Main Navigation bar click on Reports Click on Curriculum Status Select User Curriculum Status Summary (CSV) Ensure you select the following; User Curriculum (leave blank to report on all) Status change to Both to see completed and not completed Curricula Business Systems Training 19

20 User Curriculum Status Group By User This report will list the curriculum status by user in PDF/HTML format You can configure the report: for a specific division, sub-division, team or group of SAP numbers for a selection of curricula or all curricula to show completed training only, training outstanding only or all training to show each user s information on a new page Tips for effective reporting the report has a page limit of 300 pages so will not report for very large groups of employees e.g. for 350 employees if you tick to show each user s information on a new page if you have not assigned curricula the report will be empty if you forget to set the User ID dropdown to Any when you paste in concatenated SAP numbers then the report will be empty there are two screens where you can choose User Status to be Active or Both make sure your selections are consistent you can additionally save the report or schedule the report for future delivery the output will display data only within the divisions which you have access to in Training Admin In Training Admin, on the Main Navigation bar click on Reports Click on Curriculum Status Select User Curriculum Status Group By User Select your criteria Business Systems Training 20

21 Specifying Your Report Criteria and Generating Your Report 1. Set Report Format to PDF 2. Tick Page Break Between Reports if you want each user to start on a new page 3. Select the users for your report see Appendix 1a or leave unchanged to select all users within the divisions to which you have access 4. Toggle if you want to display reports for Active, Not Active or Both for all Users 5. Select the curricula that you want to report against see Appendix 1b or leave unchanged to select all curricula 6. Toggle if you want to show training which is Completed, Not Completed or Both 7. Select Run Report OR 8. Select Schedule Job (to deliver the report at a later date and time) OR 9. Save Report Business Systems Training 21

22 Sample Reporting Output the Completed Status of each assigned curricula is displayed a negative number for days remaining indicates the course is overdue by that period a positive number for days remaining indicates the course is valid for that period you can select that the report starts a new page for each user this report is especially useful for providing a one-page mandatory training summary for each employee in a team e.g. to give a production manager a training summary for each member of the production team Business Systems Training 22

23 Appendices Appendix 1a: Configuring the selection of users to report against You can select the group of users to report against in a number of ways: by division, by sub-division or team by employee status or contract type by any other criteria on the User Filter screen adding SAP numbers one at a time inputing a concatenated list of SAP numbers for a team or departments read the Helpcard Concatenation. This means that you can select a specific group of staff and freelancers and work around the SAP restriction that freelancers are held in the area of first engagement. any selection works within your existing permissions for Training Admin so if you set Division Description to select BBC Studios but you only have rights to see TV then your report will be empty Tips for easy reporting maintain an up-to-date list of SAP numbers (with names and roles) for the staff and freelancers in your team, area or department Selecting Your User Base On the report configuration screen, select the blue filter A Users Filter Screen will appear beside Users 1. To input a list of concatenated list of SAP numbers, change the User ID dropdown to Any and paste in the prepared list of SAP numbers separated by commas read the Helpcard Concatenation 2. Toggle the User Status buttons to Active, Not Active or Both 3. To select a type of employee (e.g. staff) to report against select the blue filter beside Employee Groups 4. To report against one or more divisions select the blue filter beside Division Description 5. To report against a subdivision or team ID select the blue filter beside any Sub-Division or Team selection criteria 6. If any of these options do not display or to report against a criteria not displayed select Add/Remove Criteria to customise the screen Business Systems Training 23

24 Confirming Your Selection When you have selected all your criteria 7. Select Submit Criteria OR 8. Select Search to review your selection and edit if you wish 9. Select Submit Filter Your selection will be indicated on the report configuration screen To clear the selection, select the white filter at any time. Business Systems Training 24

25 Appendix 1b: Configuring the selection of curricula to report against On the report configuration screen, select the blue filter beside Curriculum A search screen will open. Press Search to display all available curricula A list of curricula will appear 1. Tick all the curricula you wish to report against 2. Select Add to Filter 3. Select Submit Filter Your selection will be indicated on the report configuration screen: To clear the selection, select the white filter at any time. Business Systems Training 25