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2 isams Reporting User Guide Copyright 2013 an unpublished work by isams Independent Ltd. All right reserved. Copyright Copyright 2013 isams Independent Ltd. All right reserved. All rights reserved. No part of this publication may be reproduced, transcribed, transmitted, stored in a retrieval system or translated into any language, in any form or by any means mechanical, manual, electronic, magnetic, chemical, optical, including photocopying or otherwise without the prior written permission of isams Independent Ltd. Confidentiality This document is the property of isams Independent Ltd, and is provided on the understanding that its use will be confined to the officers of your company and that no part of its contents will be disclosed to third parties without the prior written consent of isams Independent Ltd. This online publication is to be returned to isams Independent Ltd when it is no longer required for the agreed purpose. Version History Document version Date Description / reason for modifications Version January 2013 Release of isams Reporting Module Acknowledgements isams Independent Ltd respectfully acknowledge all trademarks, trade names and other unique identification symbols, whether implied or explicit, used within this document. isams Independent Ltd. 9 Talavera Court Darnell Way Moulton Park Northampton NN3 6RW Tel: Fax: sales@isams.co.uk Web: This guide was written and produced for isams by: Armada 6 West Court, Saxon Business Park Stoke Prior Bromsgrove B60 4AD Tel: Web: 2 January 2013

3 isams Reporting User Guide Contents Contents About This Guide... 6 Explanation of Symbols... 7 Typefaces... 7 Chapter 1: Before You Start Reporting... 9 Before You Start Reporting Getting Started with Reporting Configuring Reports Manager Chapter 2: Getting Started with Report Cycles Cycle Manager Overview Create a Report Cycle Activate and Deactivate a Report Cycle Using the Noticeboard Getting Started with Input Report Templates Input Report Templates Overview Create an Input Report Template Setup Grading in a Report Template Setup Results in a Report Template Setup Positions in a Report Template Setup Comments in a Report Template Setup General Comments in a Report Template Setup Proof Reading Options in a Report Template Setup Writer Options in a Report Template Setting Up Report Types Setting Up Report Types Setting Up Head Teacher Reports Allocating Reports to Cycles Add an Allocation Order Allocations Add an Exclusion Order Exclusions Chapter 3: Managing Report Cycles Report Cycle Statistics Editing a Report Cycle Deleting a Report Cycle Managing Allocations and Exclusions Editing Allocations Deleting Allocations January

4 Contents isams Reporting User Guide Editing Exclusions Deleting Exclusions Chapter 4: Managing Input Report Templates Editing an Input Report Template Copying an Input Report Template Deleting an Input Report Template Chapter 5: Using the Online Assessment System Online Assessment System Overview Step 1: Writing an Assessment Step 2: Writing an Assessment Preview Assessments View Previous Assessments Download Assessments to Excel Upload Assessments to isams Chapter 6: Using the Reports Wizard Reports Wizard Overview Step 1: Writing a Report Step 2: Writing a Report Using the Statement Bank Preview Reports View Previous Reports Download Reports to Excel Upload Reports to isams Chapter 7: Common Problems in Reporting Resolving Problems in Reporting Removing Unwanted Reports Reviewing Missing Reports Chapter 8: Printing Reports Report Printing Overview Review Reports in a Matrix Managing Grade Matrix Templates Printing Reports Downloading Reports to Portals Create a Schedule Run a Schedule Edit a Schedule Delete a Schedule January 2013

5 isams Reporting User Guide Contents Analysing Reports Index January

6 About This Guide isams Reporting User Guide About This Guide Use the four Reporting Modules to configure, write and manage reports for pupils. This guide provides information required by users and administrators of the Reporting Modules. This guide contains the following chapters: Chapter 1: Before You Start Reporting. This chapter, for administrators, runs through the associated modules which must be setup correctly before you start using the Reporting Modules. You are also shown how configure the Reports Manager for use. See page 9. Chapter 2: Getting Started with Report Cycles. Administrators must use the Reports Manager Module to configure Report Cycles before the Reporting Modules can be used. Report Cycles are the periods of time in which reports are written. Administrators must also setup Input Report Templates and Report Types to be completed by different users within the same Report Cycle. For example, subject teachers, form tutors and the Head Teacher can write a separate report for each pupil. Pupils must also be allocated to Report Types (assessments or reports) before reports can be written. See page 15. Chapter 3: Managing Report Cycles explains how administrators can edit and delete Report Cycles. Also edit which pupils are allocated or excluded from Report Cycles. See page 59. Chapter 4: Managing Input Report Templates explains how administrators can edit and delete Input Report Templates. See page 69. Chapter 5: Using the Online Assessment System explains how users can write concise reports for pupils. See page 77. Chapter 6: Using Reports Wizard explains how users can write full reports for pupils. Users can also add grades or comments to existing reports. See page 93. Chapter 7: Common Problems in Reporting. This chapter provides solutions for problems users and administrators may encounter when using the Reporting Modules. See page 111. Chapter 8: Printing Reports explains how to use Report Printing to print and download completed pupil reports in a range of formats. Choose to print reports individually or in bulk. You can also publish reports on the Parent and Pupil Portals. See page January 2013

7 isams Reporting User Guide About This Guide Explanation of Symbols The following symbols are used in this guide: Note a point that needs particular attention or further information that may be of interest. Tip a handy hint that may provide a useful alternative or save time. Typefaces Caution proceeding with a course of action may result in a risk, e.g. wasting your time or potential problems with the operation of your system. The following typefaces are used throughout this manual: This typeface (italic) is used to represent cross-references within the manual and important and useful additional information in the form of notes, tips and warnings. This typeface (bold) is used to represent information displayed on the screen, such as button and web page names. This typeface (underlined) is used to represent hyperlinks to external websites or addresses. January

8 About This Guide isams Reporting User Guide 8 January 2013

9 isams Reporting User Guide Before You Start Reporting Chapter 1: Before You Start Reporting January

10 Before You Start Reporting isams Reporting User Guide Before You Start Reporting Before you start working with the Reporting Modules you must ensure that a number of associated modules are setup correctly. These associated modules hold information which is directly linked to the Reporting Modules. If the linked modules are not fully functional the Reporting Modules will not operate as expected. The modules which are linked to the Reporting Modules are listed below: Module Teaching Manager School Manager Student Manager Ensure that the following is setup before using the Reporting Modules Subjects names and subject teachers. Set names and set lists of students. Form names, form tutors and form lists of pupils. House names, Housemasters and house lists of pupils. Year groups and year tutors. Student names, ensuring that each student is allocated to a year group, form, house and tutor. Once the associated modules are setup you can start using the Reporting Modules. See Getting Started with Reporting, page 10, for more information. If you have to make changes to any of the associated modules, you may experience problems when using the Reporting Modules. See Resolving Problems in Reporting, page 112, for more information. Getting Started with Reporting Follow the steps below in the Reports Manager Module and start writing reports: 1. Configure the Reports Manager Module. See Configuring Reports Manager, page 10, for more information. 2. Create Report Cycles. See Create a Report Cycle, page 17, for more information. 3. Create Noticeboard messages for report writers, if required. See Using the Noticeboard, page 21, for more information. 4. Create Input Report Templates. See Create an Input Report Template, page 26, for more information. 5. Create descriptions for different Report Types. This assists report writers by providing an explanation of the reports they need to write. Also set up the access for Head Teacher Reports. See Setting Up Report Types, page 47, for more information. 6. Allocate Reports to each Report Cycle and activate Report Cycles. See Add an Allocation, page 51, for more information. Once you have followed these steps, you are ready to start writing reports using the Online Assessment System or Reports Wizard. Configuring Reports Manager Use the Configuration tab in the Reports Manager Module to setup the use of selected functions in the Reporting Modules. 10 January 2013

11 isams Reporting User Guide Before You Start Reporting Three Configuration options are available in the right hand menu of the Configuration tab: Module Configuration. Use to make selected functions available in the Cycle Manager tab of the Reports Manager Module. View as Other. Restrict user access to reports written by other report writers. For example, you may only want your Deputy Head to view reports written by Heads of Year. Online Assessment System. Use to setup display functions in the Online Assessment System Module. Each of these options is explained further below: Module Configuration To setup functions in the Cycle Manager tab of the Reports Manager Module, follow the steps below: 1. Click Module Configuration in the right hand menu. The Configuration screen is displayed. An example is shown below: 2. Use the drop down lists available to select: The Delete function to be available in the Cycle Manager tab. Removing this function ensures that reports are not accidently deleted. Deleting a Report Cycle which has been used also deletes any reports associated with it. A warning message to display when writing reports in the Reports Wizard. This reminds users that they do not need to sign off in the comments box when writing reports as their name is automatically displayed on reports when they are saved. Select No if report comments are being written by multiple users and you want each user to sign off at the end of their comments. 3. Click Save Configuration to save changes. Click Reload Configuration to reload the last saved changes. January

12 Before You Start Reporting isams Reporting User Guide View as Other To restrict user access to reports written by other report writers, follow the steps below: 1. Select View as Other in the right hand menu. The Configuration screen is displayed. An example is shown below: 2. Check the Restrict View as Other box. Leave this box unchecked for all users to have unrestricted access to all reports. 3. Click Change Permissions to display the Report Type Permissions window. An example is shown below: 4. Click on a User or User Group. Use to move your selection to View as Other Authors. Hold Ctrl to make multiple selections. 12 January 2013

13 isams Reporting User Guide Before You Start Reporting 5. Use to remove a selected User or User Group from View as Other Authors. 6. Click Save & Close once you have setup the permissions as required. Online Assessment System To setup display functions in the Online Assessment System Module, follow the steps below: 1. Select Online Assessment System from the right hand menu. The Configuration screen is displayed. An example is shown below: 2. Select to display incomplete reports as blue or green when saved. It is recommended that you select Blue Status here so that incomplete reports are highlighted blue to distinguish them from complete reports, which are highlighted green. 3. Use the drop down list available to setup the procedure to be applied when Grade Limits have been exceeded in a report group: Prevent Saving Reports. Reports cannot be not saved when Grade Limits have been exceeded. Warning Only. A warning is displayed when Grade Limits have been exceeded. You are able to override the Grade Limits setup in the Report Template. 4. Click Save Configuration to save changes. Click Reload Configuration to reload the last saved changes. January

14 Before You Start Reporting isams Reporting User Guide 14 January 2013

15 isams Reporting User Guide Getting Started with Report Cycles Chapter 2: Getting Started with Report Cycles January

16 Getting Started with Report Cycles isams Reporting User Guide Cycle Manager Overview Use the Cycle Manager tab in the Reports Manager Module to setup Report Cycles. Report Cycles are the periods of time in which reports are written. For example, setup a Report Cycle for each term or month. Create as many Report Cycles as you require, these can overlap if necessary. Allocate reports from different sources to a single Report Cycle. For example, in the Report Cycle of 'Summer Reports' allocate Subject Reports and Form Tutor Reports. This enables all the required reports to be written within the same cycle, making it easier to monitor the report writing process in your establishment. An example of the Report and Assessment Cycles screen is shown below, this is displayed when you select the Cycle Manager tab: Report Cycles are listed by academic year and colour coded to identify activation status: Red = An active Assessment Cycle. Grey = An active Report Cycle. White = An inactive Report or Assessment Cycle. The columns available in the Report and Assessment Cycle screen are explained below: Column Explanation Missing Click to list how many reports still need to be completed for the selected Report Cycle. See Reviewing Missing Reports, page 115, for more information. Stats HTM Click to view statistics for the selected Report Cycle. Use this to see who has written the most reports and when reports are written. See Report Cycle Statistics, page 60, for more information. T/Rpts The total number of reports written in each Report Cycle. This helps to identify the Report Cycles which are being used. 16 January 2013

17 isams Reporting User Guide Getting Started with Report Cycles Column Active Report Type Explanation identifies the Report Cycle as active. identifies the Report Cycle as inactive. Lists the Report Type associated with the Report Cycle. All the reports within each Report Cycle must be the same type, either Report or Assessment. The reports for this cycle can be viewed by all staff in the Pupil Profiles Module. The reports for this cycle can be viewed in the Student Portal. The reports for this cycle can be viewed in the Parent Portal. Edit Edit Allocations Delete Click to edit Report Cycle properties. Do not edit a Report Cycle which is in use. See Editing a Report Cycle, page 61, for more information. Click to allocate Report Types to each Report Cycle. See Add an Allocation, page 51, for more information. This button is only available when a Report Cycle is inactive. Delete Report Cycles which are not required. Deleting a Report Cycle which has been used also deletes all the reports within the cycle. See Deleting a Report Cycle, page 64, for more information. See Create a Report Cycle, page 17, to start using Report and Assessment Cycles. Create a Report Cycle To create a Report Cycle, follow the steps below: 1. In the Reports Manager Module select the Cycle Manager tab. January

18 Getting Started with Report Cycles isams Reporting User Guide The Reports and Assessment Cycles screen is displayed. An example is shown below: 2. Click in the top left of the screen. The Add New Cycle window is displayed. An example is shown below: 18 January 2013

19 isams Reporting User Guide Getting Started with Report Cycles 3. Complete the fields displayed in the Core Information section: Field Report Name Short Name Report Year Report Term Report Type Single Report Report Activation Explanation Enter a clear and concise name for the Report Cycle. It recommended that you use the term and year in the Report Name. This is displayed throughout the Reporting Modules. Enter a clear short name for the Report Cycle. This is used throughout the Reporting Modules to identify the report when space is limited. Select an academic year for the Report Cycle. Report Cycles are listed by academic year in the Cycle Manager tab. Your selection does not restrict when the Report Cycle can be used. Select a term for the Report Cycle. This is for administration purposes only, your selection does not restrict when the Report Cycle can be used. Keep reports for each term in a separate Report Cycle for clarity. Select Report for the Report Cycle to be used in the Reports Wizard Module. Use this for full written reports. Select Assessment for the Report Cycle to be used in the Online Assessment System Module. Use this for concise assessments of grades. Check the box if only the primary teacher for a subject is to write reports. Primary teachers are selected in the Teaching Manager Module when a subject is setup. Leave this box unchecked if you want all teachers associated with a subject to write reports. This may be useful when you have multiple teachers teaching different aspects of the curriculum in a single subject. For example, you may have an athletics coach and a cricket coach teaching in PE and you want both teachers to write assessment reports for pupils. Single Report only applies to reports for subjects. Check the box for the Report Cycle to be active, users can start writing reports in an active cycle. Uncheck the box if you want to amend the Report Cycle. 4. Check the boxes in Processing Tools to enable reports to be written in Excel. This is useful for times when users have no access to isams. Partial reports can be downloaded into Excel for completion. The completed report can be uploaded into isams. The download and upload tools are only available in Subject Reports. January

20 Getting Started with Report Cycles isams Reporting User Guide 5. Select a Previous Cycle from the drop down list. This field is optional and only applies to full Reports. The Report Cycle you select: Can be viewed when you are writing reports. This is useful for comparing previous report results and comments for a pupil. Can be included on printed reports. This is useful for displaying a pupil's progress and goal achievements over time. 6. Use the drop down lists to complete Date Information for the Report Cycle. The dates you select are for information only, your selection does not restrict when the Report Cycle can be used: Start Date/End Date. The dates you select are used in Report Statistics. Printing Date. The date you select is displayed on the printed versions of reports. This is useful if reports are due to be printed after the end of term. You may want to set a Printing Date of the last day of term to appear on reports, for consistency. 7. Check the boxes in Publication Options to select where the reports in this Report Cycle can be viewed. The 'staff only' Publication Option allows staff access to reports via the Pupil Profiles Module. 8. Click Save & Close. You can now add a notice to the Report Cycle. See Using the Noticeboard, page 21, for more information. Activate and Deactivate a Report Cycle Activate a Report Cycle to start using it for report writing. Do this once Report Types and Report Templates have been allocated to the Report Cycle. Deactivate a Report Cycle before editing it. To change the activation status of a Report Cycle, follow the steps below: 1. In the Reports Manager Module, select the Cycle Manager tab. 2. Click Edit in your selected Report Cycle. 20 January 2013

21 isams Reporting User Guide Getting Started with Report Cycles The Cycle Information window is displayed. An example is shown below: 3. Either: Check the Report Activation box to activate the Report Cycle. -or- Uncheck the Report Activation box to deactivate the Report Cycle. 4. Click Save & Close. Using the Noticeboard The Report Cycle is highlighted red (Assessment) or grey (Report) to identify it as active. The Report Cycle is can now be used for report writing. Use the Noticeboard tab in the Reports Manager Module to create and manage messages for report writers. These messages, or Report Notices, are displayed in the Reports Wizard Module and the Online Assessment System Module when a Reports Cycle is selected. January

22 Getting Started with Report Cycles isams Reporting User Guide Report Notices are useful for communicating report writing deadlines to teachers. Create as many Report Notices as you require. You can choose to edit or delete Report Notices once they have been created. Create a Report Notice To create a Report Notice, follow the steps below: 1. In the Reports Manager Module, select the Noticeboard tab. 2. Click in the top left of the Report Noticeboard screen. The Create Notice window is displayed. An example is shown below: 3. Select a Publishing Date. The Report Notice starts to display on this date. 4. Select an Archive Date. The Report Notice is removed from display on this date. 5. Use the check boxes available to select where you want to display this Report Notice. 6. Enter a clear and concise Notice Title. This is displayed when a Reports Cycle is selected in the report writing modules. 7. Write the message that you want to display to report writers. 8. Click Save & Close. The Report Notice is listed in the Report Noticeboard screen. 22 January 2013

23 isams Reporting User Guide Getting Started with Report Cycles An example of where the Report Notice is displayed in the Reports Wizard Module is shown below: Edit a Report Notice To edit the properties of a Report Notice, follow the steps below: 1. In the Reports Manager Module, select the Noticeboard tab. The Report Noticeboard screen is displayed. An example is shown below: 2. Select the Report Notice that you want to edit and click Edit Notice Properties. January

24 Getting Started with Report Cycles isams Reporting User Guide The Edit Notice window is displayed. An example is shown below: 3. Edit the Publishing Date. The Report Notice starts to display on this date. 4. Edit an Archive Date. The Report Notice is removed from display on this date. 5. Use the check boxes available to select where you want to display this Report Notice. 6. Edit the Notice Title. This is displayed when a Reports Cycle is selected in the report writing modules. 7. Edit the message that you want to display to report writers. 8. Click Save & Close. Delete a Report Notice To delete a Report Notice, follow the steps below: 1. In the Reports Manager Module, select the Noticeboard tab. The Report Noticeboard screen is displayed. 2. Select the Report Notice that you want to edit and click Delete Notice. You are prompted Are you sure you want to delete this notice item? 3. Select Yes. The Report Notice is removed from the Report Noticeboard screen and the reporting modules it is linked to. Getting Started with Input Report Templates Input Report Templates Overview Use the Templates tab in the Reports Manager Module to create and manage Input Report Templates. Input Report Templates are used to produce reports in the report writing modules. 24 January 2013

25 isams Reporting User Guide Getting Started with Report Cycles Each report written in isams is based on an Input Report Template to ensure uniformity and clarity. All the Input Report Templates you create are listed alphabetically in the Reports Template screen. It is recommended that Input Report Templates are reused in each Report Cycle to ensure consistency in report writing over time. An example of the Reports Template screen is shown below, this is displayed when you select the Templates tab: Columns in the Report Templates screen list template properties, these are explained in the table below: Column Grades Results Positions Explanation The number of grading elements listed in the template. When you write a report you must award this number of grades to a pupil. The number of results which can be allocated to a pupil in the report. This refers to the results a pupil has achieved in a test. The number of positions which can be allocated to a pupil in the report. This would usually refer to the grading position a pupil has achieved in a test. Comments The number of comments boxes available in the template. You may want to prompt users to write separate comments on each of the grades and results listed in the report. Used The amount of times the template has been used. This is useful to see those templates which are not used and may be deleted. Create different Input Report Templates for Assessments and Reports for each of the various report writers. Create as many Input Report Templates as you require. For example, create a 'Music Assessment Report' template to ensure that all music reports written in the Online Assessment System Module are written in the same format. See Create an Input Report Template, page 26, for more information. January

26 Getting Started with Report Cycles isams Reporting User Guide Select different functions to be available in each of your Input Report Templates. For example, setup the grading terms to be used in an Assessment and the length of comments to be written by teachers. Some functions are only applicable to reports written in the Reports Wizard while other functions are only available in the Online Assessment System Module. Once you have created Input Report Templates you can allocate them to Report Types in your Report Cycles. See Add an Allocation, page 51, for more information. When you use the Reports Printing Module you can select an Output Report Template. An Output Report Template is setup for you by isams and determines the layout of the printed and downloaded reports which you send to parents. Create an Input Report Template To create an Input Report Template, follow the steps below: 1. In the Reports Manager Module, select the Templates tab. The Report Templates screen is displayed. An example is shown below: 2. Click in the top left of the screen. The Report Template window is displayed. A number of tabs are available to work through to setup the template: 26 January 2013

27 isams Reporting User Guide Getting Started with Report Cycles 3. Select the General tab. An example is shown below: 4. Enter a clear and concise name for the template. This is listed when you allocate templates to Report Types in the Report Cycle. It is recommended that the Template Name clearly identifies the Report Type it is to be used with, Report or Assessment. 5. Enter a description for the template. Use this field to detail where the template is to be used. This information is only displayed when viewing template details in the Template tab. 6. Work through the drop down lists available, these are explained in the table below: Option View Previous Reports View Header Use this to... Enabled previous reports to be displayed directly from the report writing screen. This is useful for comparing reports from other subject teachers or previous terms. Select Disabled for confidential reports. Select Enabled to apply a header bar to the Previous Reports Preview window. Users can select which reports they want to view. Select Disabled to restrict access to previous reports to just the Report Types currently being used. For example, only previous Form Tutor Reports can be viewed if you are currently writing Form Tutor Reports. This is not available for Assessment reports. January

28 Getting Started with Report Cycles isams Reporting User Guide Option View Current Report Show Print Preview Show Print Preview of All Show Report Header Reports in Options Panel Use this to... Leave Disabled, this function is not in use. Select Enabled to display the icon when writing reports. Click the icon to preview the current report. Enabling this option allows you to review several pupil reports at the same time in separate windows. This saves time if you want to review reports before printing. This is not available for Assessment reports. Select Enabled to preview all reports written to date for the Report Type you are working in. Select Enabled for the Print Preview pages of reports to display the reporting teacher name, date and Report Type/subject. Select Disabled if you want to save space when using the Print Preview option. The Report Header is displayed (even if set to Disable) when you are viewing a Print Preview for multiple subjects. This helps to identify the different subjects that each report has been written for. Select Enabled to view previous reports in the Options Panel. The Options Panel is available when writing reports. This is not available for Assessment reports. An example of where your selections are displayed when writing reports is shown below: 28 January 2013

29 isams Reporting User Guide Getting Started with Report Cycles An example of how previous reports are displayed is shown below: An example of how current reports are displayed is shown below: January

30 Getting Started with Report Cycles isams Reporting User Guide An example of where previous reports are displayed in the Options Panel is shown below: 7. Use the drop down lists available to select columns of information to display when writing reports. These are explained in the table below: Option Show SEN Flag Show Report Stage Show Student Form Show Tutor Show Academic House Show Boarding House Use this to... Display the pupil's SEN status, if applicable. This is useful to have to hand when writing reports. Display the writing progress of the report. This is indicated by an icon. This is not available for Assessment reports. Display the pupil's form when writing reports. This is not available for Assessment reports. Display the pupil's form tutor when writing reports. This is not available for Assessment reports. Display the pupil's academic house when writing reports. This is not available for Assessment reports. Display the pupil's boarding house when writing reports. This is not available for Assessment reports. 30 January 2013

31 isams Reporting User Guide Getting Started with Report Cycles Option Show Year Show DoB Show Report Totals Use this to... Display the pupil's year group when writing reports. This is not available for Assessment reports. Display the pupil's date of birth when writing reports. This is not available for Assessment reports. Disable this option at all times. Enabling this option has a detrimental impact on the speed at which the Reporting Modules operate. This is not available for Assessment reports. An example of where your selections are displayed when writing reports is shown below: 8. You are now ready to setup the other tabs available in the template: Setup Grading in a Report Template, page 32. Use the Grading tab to setup the grades which can be awarded to pupils in reports. Setup Results in a Report Template, page 35. Use the Results tab to setup the assessment or exam results field in pupil reports. Setup Positions in a Report Template, page 37. This refers to the grading position a pupil has achieved in a test. Setup Comments in a Report Template, page 39. Use comments fields to write detailed reports for individual pupils. Setup General Comments in a Report Template, page 41. Write a General Comment which displays on all reports written using this template. This is useful for writing curriculum information on subject reports. Setup Proof Reading Options in a Report Template, page 42. Setup proof reading access for users of the template. Setup Writer Options in a Report Template, page 45. Writer Options are the functions available in reports; these include report status settings and the spell check feature. January

32 Getting Started with Report Cycles isams Reporting User Guide Setup Grading in a Report Template Use the Grading tab in the Report Template window to setup the grades which can be awarded to pupils in reports. An example of the Grading tab is shown below: Grades are listed as Grading Elements in the Grading tab. Setup as many Grading Elements as you require. For example, setup compulsory Grading Elements for effort and attainment so that both must be selected when reports are written. 32 January 2013

33 isams Reporting User Guide Getting Started with Report Cycles An example of where your selections are displayed when writing reports is shown below: To setup Grading, follow the steps below: 1. Enter a Grading Caption for the Grading Option. This identifies the grading section of the report. 2. Check the boxes available in the Grading Options section: Show the number of elements. This box must be checked for Grading to work. Show the past grades summary. Past grades are shown on reports. This option does not work in Assessment Reports. Expand the past grades summary. Set the past grades summary to expand, by default, when you open a report. This option does not work in Assessment Reports. 3. Click Add Grade to display the Create Grading Element section of the Grading tab. 4. Enter a clear and concise Grading Name, for example 'Effort Grade'. This is displayed throughout the Reporting Modules, it is also displayed on printed reports. 5. Enter the Grading Options which can be awarded to pupils. Separate the options with symbol. For example, enter '1@2@3@4@5' to select a grade between 1 and 5 for effort when writing reports. January

34 Getting Started with Report Cycles isams Reporting User Guide 6. Either: Enter a Default Grade, this is optional. This grade is awarded to pupils by default. Be aware that using a Default Grade may result in the wrong grades being awarded to pupils, in error. -or- a) Check Grading Required, this is optional. Awarding a grade is compulsory when writing reports. b) Enter an Error Message. This is displayed if no grade has been selected at the point a report is saved. 7. Check Show as Radio List, this is optional. This displays each grade as a radio button, rather than a drop down list. This option does not work in Assessment Reports. 8. Check Set Grade Limits, this is optional. Enter percentage values to limit the use of grades in report groups. For example, limit the use of the effort grade '1' to 10% by entering '10' in the appropriate field. Only 10% of the pupils in the report group you are working in can be awarded a '1'. Empty fields in Grade Limits are completed for you, splitting the remaining grades equally. Enter '0' to allocate a selected grade freely. An example of where Grade Limits are displayed when writing reports is shown below: 9. Leave Set Transpose Values unchecked. The Tracking Manager Module is used to transpose grades, if required. 10. Click Save Element. 11. Either: Click -or- Save & Close. Select another tab to work with. 34 January 2013

35 isams Reporting User Guide Getting Started with Report Cycles Setup Results in a Report Template Use the Results tab in the Report Template to setup the assessment or exam results field in pupil reports. An example of the Results tab is shown below: Results fields are listed as Result Elements. Setup as many Result Elements as you require. For example, setup compulsory Result Elements for coursework and exam. When users write reports they must enter results in these fields. January

36 Getting Started with Report Cycles isams Reporting User Guide An example of where your selections are displayed when writing reports is shown below: To setup Results, follow the steps below: 1. Enter a Result Caption for the Result Option. This identifies the results section of the report. 2. Check the boxes available in the Result Options section: Show the number of elements. This box must be checked for Results to work. Show the past results summary. Past results are shown on reports. This option does not work in Assessment Reports. Expand the past results summary. Set the past results summary to expand, by default, when you open a report. This option does not work in Assessment Reports. 3. Click Add Result to display the Create Result Element section. 4. Enter a clear and concise Result Name, for example 'Exam Result'. This is displayed throughout the Reporting Modules, it is also displayed on printed reports. 5. Check the Numeric Only box if you want numerical results to be used in reports. 6. Check the Result Required box, this is optional. Users must enter a result when writing reports. 36 January 2013

37 isams Reporting User Guide Getting Started with Report Cycles 7. Enter an Error Message to display when no result has been used in the report. This field is only displayed when you check the Result Required box. 8. Click Save Element. 9. Either: Click -or- Save & Close. Select another tab to setup. Setup Positions in a Report Template Use the Positions tab in the Report Template to setup a position field in reports. This refers to the ranking position of a pupil in their form or set. An example is shown below: Position fields are listed as Position Elements. Setup as many Position Elements as you require. For example, setup compulsory Position Elements for positions in the form group and position in the year group. When users write reports they must enter a position in these fields. January

38 Getting Started with Report Cycles isams Reporting User Guide An example of where your selections are displayed when writing reports is shown below: To setup Positions, follow the steps below: 1. Enter a Position Caption for the Position Option. This identifies the position section of the report. 2. Check the boxes available in the Position Options section: Show the number of elements. This box must be checked for Positions to work. Show the past position summary. Past positions are shown on reports. This option does not work in Assessment Reports. Expand the past position summary. Set the past positions summary to expand, by default, when you open a report. This option does not work in Assessment Reports. 3. Click Add Position to display the Create Position Element section. 4. Enter a clear and concise Position Name, for example 'Form Position'. This is displayed throughout the Reporting Modules, it is also displayed on printed reports. 5. Check the Position Required box, this is optional. Users must enter a position when writing reports. 38 January 2013

39 isams Reporting User Guide Getting Started with Report Cycles 6. Enter an Error Message to display when no position has been used in the report. This field is only displayed when you check the Position Required box. 7. Click Save Element. 8. Either: Click -or- Save & Close. Select another tab to setup. Setup Comments in a Report Template Use the Comments tab in the Report Template to setup a comment field in reports. Use comments fields to write detailed reports for individual pupils. An example is shown below: Comments fields are listed as Comment Elements. Setup as many Comments Elements as you require. Choose to limit the number of characters used in each comment field, if required. January

40 Getting Started with Report Cycles isams Reporting User Guide An example of where your selections are displayed when writing reports is shown below: To setup Comments, follow the steps below: 1. Enter a Comment Caption for the Comment Option. This identifies the Comment section of the report. 2. Check the boxes available in the Comment Options section: Show the number of elements. This box must be checked for Comments to work. Show the past comment summary. Past comments are shown on reports. This option does not work in Assessment Reports. Expand the past comment summary. Set the past positions summary to expand, by default, when you open a report. This option does not work in Assessment Reports. 3. Click Add Comment to display the Create Comment Element section. 4. Enter a clear and concise Comment Name, for example 'Form Tutor's Comment'. This is displayed throughout the Reporting Modules, it is also displayed on printed reports. 5. Either: a) Check the Enter Restrictions box. Use this to limit the number of characters used for the comment. b) Enter the enforced minimum and maximum number of characters for the comment in the boxes displayed. -or- a) Check the Enter Length Advice box. Use this to recommend the number of characters used for the comment. b) Enter the advised minimum and maximum number of characters for the comment in the boxes displayed. 6. Use the Comments Height box to enter the height, in pixels, of the comment field in reports. 40 January 2013

41 isams Reporting User Guide Getting Started with Report Cycles 7. Check the Private box to flag up comments as private when you are printing reports. This is optional and does not block any view of the comment. 8. Check the Comment Required box to make comments are compulsory when writing reports. This is optional. 9. Enter an Error Message to display when no comment has been written in the report. This field is only displayed when you check the Comment Required box. 10. Use the drop down list to select a Font for the comment. An example of your selection is displayed for you. The font you select is only displayed when writing reports. 11. Click Save Element. The Comment Element is listed in the Input Report Template. 12. Either: Click -or- Save & Close. Select another tab to setup. Setup General Comments in a Report Template Use the General Comments tab in the Report Template to write a comment to display on all reports written using this template. This is useful for writing curriculum information on subject reports. An example of the General Comments tab is shown below: An example of how General Comments are displayed in reports is shown below: To setup General Comments, follow the steps below: January

42 Getting Started with Report Cycles isams Reporting User Guide 1. Check the box to activate the General Comments reports. This displays a comments bar when writing reports in the Reports Wizard Module and the Online Assessment System Module. 2. Leave the default Comment Name of 'General Comment' unchanged. 3. Enter a Comment Link Name. This is displayed in the comments bar as a link to the General Comments window. 4. Enter an Edit Link Name. This replaces Comment Link Name in the comments bar once General Comments have been used for the first time. 5. Enter a Description to display in the comments bar. Use this to briefly elaborate on what is to be written in the General Comments window. 6. Check the box if the you want the use of General Comments to be compulsory. This is indicated in the comments bar by under the Comment Link Name. An example of how your selections are displayed when writing reports is shown below: 7. Either: Click -or- Save & Close. Select another tab to setup. Setup Proof Reading Options in a Report Template Use the Proof Reading tab in the Report Template window to setup selected users with proof reading access to reports. Select the report status that users can access reports for proof reading and setup the use of comments by proof readers. For example, setup a 'Form Tutor' template with proof reading access to incomplete subject reports and a 'Head of Year' template with access to complete form tutor and subject reports. When a form tutor accesses pupil reports all the subject reports for the selected Report Cycle are displayed at the top of the Report Writer window. Proof Reading is not available in Assessment Reports. Proof readers can only edit comments, not grades, in reports. 42 January 2013

43 isams Reporting User Guide Getting Started with Report Cycles An example of the Proof Reading tab is shown below: An example of how Proof Reading Options are displayed when writing reports is shown below: January

44 Getting Started with Report Cycles isams Reporting User Guide To setup proof reading access, follow the steps below: 1. Select the Proof Reading Status that you want to apply to the template: Button Disable access Read-only access Read-only access and can flag reports Edit and modify access Select to... Disable the proof reading function. Additional sections are not displayed in the Proof Reading tab if this button is selected. Allow the proof reader to view other reports. This is useful for checking complete reports before they are printed. Allow the proof reader to view other reports and flag them. This is useful if you want to discuss the content of reports with other users. Allow the proof reader to change the status of a report and add comments, if required. An additional section is displayed in the Proof Reading tab if this button is selected. 2. Use the check boxes listed in Proof Reading Options to select the status of the reports you want to proof read (Draft, Incomplete or Complete). You can select more than one report status, if required. 3. Check the box available to Colour Code reports. Reports of each status are highlighted a different colour. Check this box if you have chosen to proof read reports of more than one status. This helps to determine the status of the reports you are proof reading: Red = Draft. Blue = Incomplete. Green = Complete. 4. Use the Proof Reading Options box to select the reports that the proof reader can access: Hold Ctrl to make multiple selections. It is recommended that you select all of the reports listed. 5. Check the box to Allow change status for proof read reports. This allows you to change the status of a report. This is only displayed if you have chosen Edit and modify access and must be used with caution. Colour coded buttons are displayed on reports to change the status. The colour coding used is the same as colour coded reports, listed above. 6. Select the status that a report can be changed to (Draft, Incomplete or Complete). 7. Check the box to Allow comments for status change. This allows you to write your reasons for the status change. This is not available if a report has been marked as complete by the proof reader. 44 January 2013

45 isams Reporting User Guide Getting Started with Report Cycles 8. Check the Use box. The status change comments are automatically e- mailed to the original report writer. 9. Either: Click -or- Save & Close. Select another tab to setup. Setup Writer Options in a Report Template Use the Writer tab in Report Template window to setup selected features in the reports when using this template. These features include the report status settings and a spell check. Setup report status settings so that reports can be marked as draft, incomplete and complete reports. An example of the Writer tab is shown below: January

46 Getting Started with Report Cycles isams Reporting User Guide An example of how your selections are displayed in the Report Writer is shown below: To setup Report Writer features, follow the steps below: 1. Select the Report Writer Options you want to apply to the template: Options View Previous Reports Use Spell Checker Suppress spell checker Explanation Select Enabled to display a pupil's previous reports in the Options Panel. This is useful for quick comparisons with old reports. This option only applies to the Reports Module Wizard. Select Enabled to use the spell check feature in reports. This is useful for correcting spelling errors in comments boxes. Check the box to switch off the automated spell check feature. Uncheck the box and all reports are automatically spell checked when saved. This option only applies to the Reports Module Wizard. 46 January 2013

47 isams Reporting User Guide Getting Started with Report Cycles Options Use Font- Resizer Use Pupil ID card Use Statement Bank Explanation Select Enabled and you can toggle between a large and standard sized font in comments boxes. This option only applies to the Reports Module Wizard. Select Enabled to display Student Details in the Options Panel. You may find it useful to have pupil school information, such as form group and academic house, to hand. This option only applies to the Reports Module Wizard. Select Enabled to start using a list of standard comments in the reports. This option only applies to the Reports Module Wizard. 2. Enable or Disable each of the Report Status Options (Draft, Incomplete, or Complete) to suit you. For example, you may prefer subject teachers to only save an incomplete version of reports before they are proof read by form tutors. This option only applies to the Reports Module Wizard. 3. Select a status to be selected by default when you write a report. The status must be enabled for the default button to work. This option only applies to the Reports Module Wizard. 4. Change Caption used to describe the status, this is optional. Use a clear and concise term. 5. Check the box Protect document when this status is active. This prevents the editing of reports that are marked as complete. Proof readers can still edit complete reports. This option only applies to the Reports Module Wizard. 6. Either: Click -or- Save & Close. Select another tab to setup. Setting Up Report Types Setting Up Report Types The two main Report Types in a Report Cycle are Assessment and Report. Use Assessments for concise grading assessments and Reports for more detailed reports. These two main Report Types are filtered further in their respective modules by the report writers who use them. Different types of report writers use a corresponding Report Type. For example, subject teachers write Subject Reports and form tutors write Form Tutor Reports. The Report Types used are listed in the Report Types screen. January

48 Getting Started with Report Cycles isams Reporting User Guide Use the Report Types screen in the Reports Manager Module to: Edit the identification of Report Types. Choose to edit the name, icon and description used for Report Types. For example, you may prefer to list House Master Reports as 'House Reports'. It is not possible to create or delete any of the Report Types listed in the Report Types screen. Setup the access permission for the Head Teacher Report. See Setting Up Head Teacher Reports, page 50, for more information. An example of the Report Types screen is shown below: Use Activity Reports instead of Music, Games and Extra Curricular Reports. These individual Report Types are no longer in use. Use Student Comments for pupils to generate a self assessment report in the Pupil Portal. To edit Report Types, follow the steps below: 1. Select the Report Types tab in the Reports Manager Module. The Report Types screen is displayed. 2. Click in your selected Report Type. The Edit Report Type screen is displayed. 48 January 2013

49 isams Reporting User Guide Getting Started with Report Cycles An example of the Edit Report Type screen is shown below: 3. Edit the fields displayed in the Report Type Details section, as required: Field Report Type Name Explanation You cannot edit this field. Description Enter a description for the Report Type. This is for information only; it is displayed in the Reports Type screen. Type Image Use the drop down list to select an icon to represent the Report Type. Your selection is displayed in the Online Assessment System Module and Reports Wizard Module when writing reports. Tab Name Report Name Use a clear and concise name to save space. This is displayed on the corresponding tab to identify the Report Type in the Online Assessment System Module and Reports Wizard Module. Use a clear and concise name to identify the Report Type. This is for information only; it is displayed in the Reports Type screen. You cannot edit the selections in the Report Selection Options section. 4. Click Save & Close. January

50 Getting Started with Report Cycles isams Reporting User Guide The amended Report Type is displayed in the Report Types screen and the report writing modules. An example of where your selections are displayed in the Online Assessment System Module is shown below: You are now ready to allocate these Report Types to each Report Cycle you create. See Add an Allocation, page 51, for more information. Setting Up Head Teacher Reports Use the Report Types tab in the Reports Manager Module to setup the access to Head Teacher Reports. It is important that access for both writing and viewing Head Teacher Reports is controlled to safe guard confidentiality. Only the users you select can view or write Head Teacher Reports. To setup access, follow the steps below: 1. In the Reports Manager Module, select the Report Types tab. The Report Types screen is displayed. An example of the Report Types screen is shown below: 2. Click in Head Teacher Reports to display the Report Type Permissions window. 50 January 2013

51 isams Reporting User Guide Getting Started with Report Cycles An example of the Report Type Permissions window is shown below: 3. Click on a User or User Group. Use to move your selection to Head Teacher Reports Authors. Hold Ctrl to make multiple selections. 4. Use to remove a selected User or User Group from Head Teacher Reports Authors. 5. Click Save & Close once you have setup the permissions as required. Allocating Reports to Cycles Add an Allocation Use the Edit Allocations function in the Cycle Manager screen to allocate pupils to each Report Type used in your Report Cycle. You must allocate pupils before reports can be written. Also select the Input Report Templates which are to be used in the Report Cycle. Select a different Input Report Template for each group of pupils allocated to a Report Type, if required. For example, allocate Form Tutor Report to the Report Cycle. Select to filter pupils by 'Form', choose the form groups that you want to include and select the 'Form Tutor' template to write reports for these pupils. Add another allocation selecting 'All Students' and select a different template for this group of pupils. January

52 Getting Started with Report Cycles isams Reporting User Guide Form tutors must write pupil reports for the selected forms using the 'Form Tutor' template and write all other form reports using the other template. The Report Cycle must be inactive before you add allocations. See Activate and Deactivate a Report Cycle, page 20, for help with this. To add an allocation, follow the steps below: 1. In the Reports Manager Module, select the Cycle Manager tab. 2. Click Edit Allocations in your selected Report Cycle and select a Report Type tab to work with. The Manage Allocations window is displayed. Each Report Type has a corresponding tab in the window: The groups of pupils allocated to each Report Type and the Input Report Templates to be used are listed in the Manage Allocations window. An example of the Manage Allocations window is shown below: Use the Activity tab for music, games and extra curricular. These individual Report Types are no longer in use. 3. Click. The Create Allocation Type window is displayed. 52 January 2013

53 isams Reporting User Guide Getting Started with Report Cycles An example of the Create Allocation Type window is shown below: 4. Use Allocation Type to filter the pupils allocated to the report. The selections listed depend on the tab you are working in. For example, in the Form tab the selection includes 'All Pupils', 'Year' and 'Form'. 5. Use the additional field displayed to select pupils to allocate to the report. The name and content of this field is dependant on your selection in Allocation Type, for example selecting 'Form' displays a list of form groups in this field. Hold Ctrl to make multiple selections. This additional field is not displayed when you select 'All Pupils' in Allocation Type. 6. Enter Participation Dates. These fields are only displayed in the Activity tab. Select the dates that pupils have taken part in an activity. For example, select the dates of 1 October 2012 and 31 October 2012 for rugby and only pupils who have taken part in rugby between these dates are listed in reports. 7. Allocate an Input Report Template to the report using the Report Template drop down list. Ensure that you select an Input Report Template appropriate to the Report Cycle you are working in. For example, select a 'Form assessment' template when writing Assessment reports for a form. This ensures that functions reports operate as expected. 8. Select dates that the report can be used, this is optional. This restricts the use of the Input Report Template. An error message is displayed If you attempt to write reports for pupils outside of these dates. 9. Click Save & Close and add more allocations, if required. You can choose to exclude pupils, or groups of pupils, from the report if required. See Add an Exclusion, page 55, for more information. You can now activate the Report Cycle for use. See Activate and Deactivate a Report Cycle, page 20, for more information. January

54 Getting Started with Report Cycles isams Reporting User Guide Order Allocations The order that allocations are listed in each Report Type influences the Input Report Template that is applied to pupil reports. Change the order that pupil allocations are listed in each Report Type. This is useful if you are using different Input Report Templates for each pupil allocation in the Report Type. List the allocation with the least number of pupils first to ensure that Input Report Templates are setup as expected. For example, list a selected form first and choose an Input Report Template to be used for that form. List 'All Students' second and select the Input Report Template to be used for all other pupils. If, in this example, 'All Students' is listed first the same Input Report Template is used for all pupil reports. Pupils in the form which is listed second are already captured in the 'All Students' allocation so do not have a different Input Report Template applied to their reports. Bear in mind the following: The Report Cycle must be inactive before you change the order of allocations. See Activate and Deactivate a Report Cycle, page 20, for help with this. Editing a Report Cycle which has been used affects all the reports within the cycle. To change the order of allocations, follow the steps below, 1. In the Reports Manager Module, select the Cycle Manager tab. 2. Click Edit Allocations in your selected Report Cycle and select a Report Type tab to work with. The Manage Allocations window is displayed. An example is shown below: 3. Click. 54 January 2013

55 isams Reporting User Guide Getting Started with Report Cycles The Arrange Modules window is displayed, an example is shown below: 4. Click on an allocation to move it and use the arrows to change the order displayed. In the example shown a different Input Report Template has been selected for 'Form - Y10-x' than is used for all other pupils. Listing 'Form - Y10-x' first ensures that the selected Input Report Template is used for the pupils in that form. 5. Click Save & Close. Add an Exclusion Exclude selected pupils or groups of pupils from reports. This is useful if you want to write reports for all pupils, except selected a year group. To add an exclusion, follow the steps below: 1. In the Reports Manager Module, select the Cycle Manager tab. 2. Click Edit Allocations in your selected Report Cycle and select a Report Type tab to work with. The Manage Allocations window is displayed. The groups of pupils allocated to each Report Type and the Input Report Templates to be used are listed. January

56 Getting Started with Report Cycles isams Reporting User Guide An example of the Manage Allocations window is shown below: 3.. The Create Exclusion Type window is displayed. An example is shown below: 4. Use Exclusion Type to filter the pupils excluded from the report. The selections listed depend on the tab you are working in. For example, in the Form tab the selection includes 'Year', 'Form' and 'Pupils'. 56 January 2013

57 isams Reporting User Guide Getting Started with Report Cycles 5. Use the additional field displayed to select pupils to exclude from the report. The name and content of this field is dependant on your selection in Exclusion Type, for example selecting 'Year' displays a list of year groups in this field. Hold Ctrl to make multiple selections. 6. Use the Valid From/To fields to select dates that the exclusion applies. These fields are not in use at all times. 7. Click Save & Close and select another tab to work with, if required. You can now activate the Report Cycle for use. See Activate and Deactivate a Report Cycle, page 20, for more information. Order Exclusions Change the order that pupil exclusions are listed in each Report Type. This has no influence on the Report Template or pupils listed in a Report Cycle. You may want to ensure that exclusions are listed in alphabetical or year group order, for clarity. Bear in mind the following: The Report Cycle must be inactive before you change the order of allocations. See Activate and Deactivate a Report Cycle, page 20, for help with this. Editing a Report Cycle which has been used affects all the reports within the cycle. To change the order of exclusions, follow the steps below, 1. In the Reports Manager Module, select the Cycle Manager tab. 2. Click Edit Allocations in your selected Report Cycle and select a Report Type tab to work with. January

58 Getting Started with Report Cycles isams Reporting User Guide The Manage Allocations window is displayed. An example is shown below: 3. Click. The Arrange Modules window is displayed, an example is shown below: 4. Click on an allocation to move it and use the arrows to change the order displayed. 5. Click Save & Close. 58 January 2013

59 isams Reporting User Guide Managing Report Cycles Chapter 3: Managing Report Cycles January

60 Managing Report Cycles isams Reporting User Guide Report Cycle Statistics View detailed report writing statistics for a select Report Cycle. This function provides a useful breakdown of who has written reports and the time periods reports have been written in. Statistics are compared to the previous Report Cycle to help you to identify trends. To view Report Statistics, follow the steps below: 1. Select the Cycle Manager tab in the Reports Manager Module. The Report and Assessment Cycle screen is displayed. An example is shown below: 2. Click in your selected Report Cycle. The Report Statistics window is displayed. An example is shown below: 3. Scroll through the window to view the report in full. 4. Click Print Report if you want a hard copy of Report Statistics. 5. Click Close Window to return to the Report and Assessment Cycle screen. 60 January 2013

61 isams Reporting User Guide Managing Report Cycles Editing a Report Cycle Edit the properties of a Report Cycle, if required. It is not recommended that this is done once a Report Cycle is active and in use. Editing a Report Cycle which is in use can change all of the reports within the cycle. It is important that a Report Cycle is marked inactive before it is edited. To edit a Report Cycle, follow the steps below: 1. In the Reports Manager Module, select the Cycle Manager tab. The Report and Assessment Cycle screen is displayed. An example is shown below: 2. Click Edit in your selected Report Cycle. January

62 Managing Report Cycles isams Reporting User Guide The Cycle Information window is displayed. An example is shown below: 3. Uncheck the Report Activation box. Any reports which are in the process of being written in the Report Cycle are lost at this stage. 4. Edit the fields displayed in the Core Information section: Field Report Name Short Name Explanation Enter a clear and concise name for the Report Cycle. This is displayed throughout the Reporting Modules. Enter a clear short name for the Report Cycle. This is used throughout the Reporting Modules to identify the report when space is limited. 62 January 2013

63 isams Reporting User Guide Managing Report Cycles Field Report Year Report Term Report Type Single Report Explanation Select an academic year for the Report Cycle. Report Cycles are listed by academic year in the Cycle Manager tab. Your selection does not restrict when the Report Cycle can be used. Select a term for the Report Cycle. This is for administration purposes only, your selection does not restrict when the Report Cycle can be used. Keep reports for each term in a separate Report Cycle for clarity. Select Report for the Report Cycle to be used in the Reports Wizard Module. Use this for full written reports. Select Assessment for the Report Cycle to be used in the Online Assessment System Module. Use this for concise assessments of grades. Check the box if only the primary teacher for a subject is to write reports. Primary teachers are selected in the Teaching Manager Module when a subject is setup. Leave this box unchecked if you want all teachers associated with a subject to write reports. This may be useful when you have multiple teachers teaching different aspects of the curriculum in a single subject. For example, you may have an athletics coach and a cricket coach teaching in PE and you want both teachers to write assessment reports for pupils. Single Report only applies to reports for subjects. 5. Check the boxes in Processing Tools to enable reports to be written in Excel. This is useful for times when users have no access to isams. Partial reports can be downloaded into Excel for completion. The completed report can be uploaded into isams. 6. Select a Previous Cycle from the drop down list. This field is optional and only applies to full Reports. The Report Cycle you select: Can be viewed when you are writing reports. This is useful for comparing previous report results and comments for a pupil. Can be included on printed reports. This is useful for displaying a pupil's progress and goal achievements over time. 7. Use the drop down lists to complete Date Information for the Report Cycle. The dates you select are for information only, your selection does not restrict when the Report Cycle can be used: Start Date/End Date. The dates you select are used in Report Statistics. Printing Date. The date you select is displayed on the printed versions of reports. This is useful if reports are due to be printed after the end of term. You may want to set a Printing Date of the last day of term to appear on reports, for consistency. 8. Check the boxes in Publication Options to select where the reports in this Report Cycle can be viewed. The 'staff only' Publication Option allows staff access to reports via the Pupil Profiles Module. 9. Click Save & Close. January

64 Managing Report Cycles isams Reporting User Guide Deleting a Report Cycle Delete a Report Cycle if it has been setup in error. Do not delete a Report Cycle which has been used as all the reports written in the cycle will also be deleted. To delete a Report Cycle, follow the steps below: 1. In the Reports Manager Module, select the Cycle Manager tab. The Report and Assessment Cycle screen is displayed. An example is shown below: 2. Click Edit in your selected Report Cycle. 3. Uncheck the Report Activation box. 4. Click Save & Close. 5. Click Delete in your selected Report Cycle. You are prompted Are you sure you want to delete this report cycle? 6. Select Yes. The Report Cycle is deleted. Managing Allocations and Exclusions Editing Allocations Choose to edit the allocations of Report Types and Input Report Templates in a Report Cycle. You may want to do this change the dates that an Input Report Template is available. It is not recommended that this is done once a Report Cycle is in use. Editing an active Report Cycle affects all the reports within the cycle. To edit allocations in a Report Cycle, follow the steps below: 1. In the Reports Manager Module, select the Cycle Manager tab and deactivate your selected Report Cycle, if applicable. Inactivate Report Cycles are marked white in the Report and Assessment Cycles screen. See Activate and Deactivate a Report Cycle, page 20, for help with this. 2. Click Edit Allocations in your selected Report Cycle. The Manage Allocations window is displayed. Each Report Type has a corresponding tab in the window. The groups of pupils allocated to each Report Type and the Input Report Templates to be used are listed. An example of the Manage Allocations window is shown below: 64 January 2013

65 isams Reporting User Guide Managing Report Cycles 3. Click in your selected allocation. The Edit Report Type window is displayed. An example is shown below: 4. Use Allocation Type to filter the pupils allocated to the report. The selections listed depend on the tab you are working in. For example, in the Form tab the selection includes 'All Pupils', 'Year' and 'Form'. 5. Use the additional field displayed to select pupils to allocate to the report. The name and content of this field is dependant on your selection in Allocation Type, January

66 Managing Report Cycles isams Reporting User Guide for example selecting 'Form' displays a list of form groups in this field. Hold Ctrl to make multiple selections. This additional field is not displayed when you select 'All Pupils' in Allocation Type. 6. Enter Participation Dates. These fields are only displayed in the Activities tab. Select the dates that pupils have taken part in an activity. For example, select the dates of 1 October 2012 and 31 October 2012 for rugby and only pupils who have taken part in rugby between these dates are listed in reports. 7. Allocate an Input Report Template to the report using the Report Template drop down list. Ensure that you select an Input Report Template appropriate to the Report Cycle you are working in. For example, select an Input Report Template suitable for use in the Online Assessment System Module for Report Cycles listed as Assessment. This ensures that functions in the Input Report Template operate as expected. 8. Select dates that the report can be used, this is optional. This restricts the use of the Input Report Template. An error message is displayed if you attempt to write reports for pupils outside of these dates. 9. Click Save & Close and select another tab to work with, if required. You can choose to edit the exclusions from the report, if required. See Editing Exclusions, page 66, for more information. You can now activate the Report Cycle for use. See Activate and Deactivate a Report Cycle, page 20, for more information. Deleting Allocations Choose to delete allocations of Report Types and Input Report Templates in a Report Cycle. This is a useful housekeeping function. Do not remove any allocations which have been used. Removing allocations which have been used causes reports to also be deleted. To delete allocations, follow the steps below: 1. In the Reports Manager Module, select the Cycle Manager tab and deactivate your selected Report Cycle, if applicable. Inactivate Report Cycles are marked white in the Report and Assessment Cycles screen. See Activate and Deactivate a Report Cycle, page 20, for help with this. 2. Click Edit Allocations in your selected Report Cycle. The Manage Allocations window is displayed. 3. Click in your selected allocation. You are prompted Are you sure you wish to delete this allocation? 4. Select Yes. The allocation is removed from the Report Cycle. 5. Click Close Window. Editing Exclusions Choose to edit the exclusion of selected pupils or groups of pupils from reports. It is not recommended that this is done once a Report Cycle is in use. Editing an active Report Cycle affects all the reports within the cycle. To edit exclusions, follow the steps below: 66 January 2013

67 isams Reporting User Guide Managing Report Cycles 1. In the Reports Manager Module, select the Cycle Manager tab. 2. Click Edit Allocations in your selected Report Cycle and select a Report Type tab to work with. The Manage Allocations window is displayed. 3. Click in your selected exclusion. The Edit Exclusion Type window is displayed. An example is shown below: 4. Use Exclusion Type to filter the pupils excluded from the report. The selections listed depend on the tab you are working in. For example, in the Form tab the selection includes 'Year', 'Form' and 'Pupils'. 5. Use the additional field displayed to select pupils to exclude from the report. The name and content of this field is dependant on your selection in Exclusion Type, for example selecting 'Year' displays a list of year groups in this field. Hold Ctrl to make multiple selections. 6. Use the Valid From/To fields to select dates that the exclusion applies. These fields are not in use at all times. 7. Click Save & Close and select another tab to work with, if required. You can now activate the Report Cycle for use. See Activate and Deactivate a Report Cycle, page 20, for more information. Deleting Exclusions Choose to delete the exclusion of selected pupils or groups of pupils from reports. This is a useful housekeeping function. It is not recommended that this is done once a Report Cycle is in use. Editing an active Report Cycle affects all the reports within the cycle. To delete exclusions, follow the steps below: 1. In the Reports Manager Module, select the Cycle Manager tab and deactivate your selected Report Cycle, if applicable. Inactivate Report Cycles are marked white in the Report and Assessment Cycles screen. See Activate and Deactivate a Report Cycle, page 20, for help with this. January

68 Managing Report Cycles isams Reporting User Guide 2. Click Edit Allocations in your selected Report Cycle. The Manage Allocations window is displayed. 3. Click in your selected exclusion. You are prompted Are you sure you wish to delete this allocation? 4. Select Yes. The exclusion is removed from the Report Cycle. 5. Click Close Window. 68 January 2013

69 isams Reporting User Guide Managing Input Report Templates Chapter 4: Managing Input Report Templates January

70 Managing Input Report Templates isams Reporting User Guide Editing an Input Report Template Choose to edit the properties of an Input Report Template before it has been used, if required. Editing an Input Report Template once it has been used can lead to inconsistencies in your reports. You may prefer to copy an Input Report Template and edit the copy if the template is already in use. Also consider the layout of printed reports if you are changing the fields in a Report Template. Contact the Help Desk if the changes you make to Report Templates are likely to affect the layout printed reports. To edit a Report Template, follow the steps below: 1. In the Reports Manager Module, select the Templates tab. The Report Templates screen is displayed. The number of times an Input Report Template has been used is listed. Do not edit an Input Report Template which has been used. 2. Click Edit Template in your selected Report Template. The Report Template window is displayed. A number of tabs are available to work through to: 3. Select the General tab. An example is shown below: 4. Enter a clear and concise name for the template. This is listed when you allocate templates to Report Types in the Report Cycle. It is recommended that the Template Name clearly identifies the Report Type it is to be used with, Report or Assessment. 5. Enter a description for the template. Use this field to detail where the template is to be used. This information is only displayed when viewing template details in the Template tab. 70 January 2013

71 isams Reporting User Guide Managing Input Report Templates 6. Work through the drop down lists available, these are explained in the table below: Option View Previous Reports View Header View Current Report Show Print Preview Show Print Preview of All Show Report Header Reports in Options Panel Use this to... Enabled previous reports to be displayed directly from the report writing screen. This is useful for comparing reports from other subject teachers or previous terms. Select Disabled for confidential reports. Select Enabled to apply a header bar to the Previous Reports Preview window. Users can select which reports they want to view. Select Disabled to restrict access to previous reports to just the Report Types currently being used. For example, only previous Form Tutor Reports can be viewed if you are currently writing Form Tutor Reports. This is not available for Assessment reports. Leave Disabled, this function is not in use. Select Enabled to display the icon when writing reports. Click the icon to preview the current report. Enabling this option allows you to review several pupil reports at the same time in separate windows. This saves time if you want to review reports before printing. This is not available for Assessment reports. Select Enabled to preview all reports written to date for the Report Type you are working in. Select Enabled for the Print Preview pages of reports to display the reporting teacher name, date and Report Type/subject. Select Disabled if you want to save space when using the Print Preview option. The Report Header is displayed (even if set to Disable) when you are viewing a Print Preview for multiple subjects. This helps to identify the different subjects that each report has been written for. Select Enabled to view previous reports in the Options Panel. The Options Panel is available when writing reports. This is not available for Assessment reports. January

72 Managing Input Report Templates isams Reporting User Guide An example of where your selections are displayed when writing reports is shown below: An example of how previous reports are displayed is shown below: 72 January 2013

73 isams Reporting User Guide Managing Input Report Templates An example of how current reports are displayed is shown below: An example of where previous reports are displayed in the Options Panel is shown below: 7. Use the drop down lists available to select columns of information to display when writing reports. These are explained in the table below: Option Show SEN Flag Show Report Stage Show Student Form Use this to... Display the pupil's SEN status, if applicable. This is useful to have to hand when writing reports. Display the writing progress of the report. This is indicated by an icon. This is not available for Assessment reports. Display the pupil's form when writing reports. This is not available for Assessment reports. January

74 Managing Input Report Templates isams Reporting User Guide Option Show Tutor Show Academic House Show Boarding House Show Year Show DoB Show Report Totals Use this to... Display the pupil's form tutor when writing reports. This is not available for Assessment reports. Display the pupil's academic house when writing reports. This is not available for Assessment reports. Display the pupil's boarding house when writing reports. This is not available for Assessment reports. Display the pupil's year group when writing reports. This is not available for Assessment reports. Display the pupil's date of birth when writing reports. This is not available for Assessment reports. Disable this option at all times. Enabling this option has a detrimental impact on the speed at which the Reporting Modules operate. This is not available for Assessment reports. An example of where your selections are displayed when writing reports is shown below: 8. You are now ready to edit the other tabs available in the template: Setup Grading in a Report Template, page 32. Use the Grading tab to setup the grades which can be awarded to pupils in reports. Setup Results in a Report Template, page 35. Use the Results tab to setup the assessment or exam results field in pupil reports. Setup Positions in a Report Template, page 37. This refers to the grading position a pupil has achieved in a test. Setup Comments in a Report Template, page 39. Use comments fields to write detailed reports for individual pupils. 74 January 2013

75 isams Reporting User Guide Managing Input Report Templates Setup General Comments in a Report Template, page 41. Write a General Comment which displays on all reports written using this template. This is useful for writing curriculum information on subject reports. Setup Proof Reading Options in a Report Template, page 42. Setup proof reading access for users of the template. Setup Writer Options in a Report Template, page 45. Writer Options are the functions available in reports, these include report status settings and the spell check feature. Copying an Input Report Template Copying an existing Input Report Template saves time reproducing a duplicate or similar of an original Input Report Template. Also use this function instead of editing an Input Report Template which is already in use. Edit the copied Input Report Template instead to prevent inconsistencies in reports. To copy a Report Template, follow the steps below: 1. In the Reports Manager Module, select the Templates tab. The Report Templates screen is displayed. 2. Click Copy Template in your selected Input Report Template. The Template Information window is displayed, an example is shown below: 3. Change the Template Name, if required. 4. Click Save & Close. The copied Input Report Template is displayed in the Report Template screen. You can now edit the copied Input Report Template, if required. See Editing an Input Report Template, page 70, for more information. Deleting an Input Report Template Delete an Input Report Template, which is not required, from the Reporting Modules. This is a useful housekeeping function. Do not remove any Input Report Templates which have been used. Removing an Input Report Template which has been used causes reports using the Input Report Template to also be deleted. To delete an Input Report Template, follow the steps below: 1. In the Reports Manager Module, select the Templates tab. The Report Templates screen is displayed. 2. Click Delete in your selected Input Report Template. You are prompted Are you sure you want to delete this report template? 3. Select Yes. The Input Report Template is deleted. January

76 Managing Input Report Templates isams Reporting User Guide 76 January 2013

77 isams Reporting User Guide Using the Online Assessment System Chapter 5: Using the Online Assessment System January

78 Using the Online Assessment System isams Reporting User Guide Online Assessment System Overview Use the Online Assessment System Module to write concise reports for your pupils. Include grades, test scores and brief comments. This is useful for mid-term reviews of pupil progress. An example of the screen displayed when you first access the Online Assessment System Module is shown below: The Online Assessment System Home screen has a number of sections. These sections display Report Cycle details which are setup in the Reports Manager Module. The sections shown are explained below: Section Reports Options Cycle Information Important Dates Explanation Select the Report Cycle that you want to write reports in. Use the information listed to check that you have selected the correct Report Cycle to work in. The Start/End Dates when the Report Cycle is to be used are displayed for you. Statistics are gathered on the Report Cycle between these dates. The Printed Date shown is displayed on printed versions of reports. 78 January 2013

79 isams Reporting User Guide Using the Online Assessment System Section Publication Settings View as Other Report News Explanation The Processing Tools and Publication Options setup for the Report Cycle are displayed for you. indicates that a function is available. indicates that a function is unavailable. Choose to write reports remotely from isams when Upload and Download Tools are listed as available. Check who can view completed reports (Staff, Pupils or Parents). Select to view reports as another report writer. This is useful for checking reports by other staff before they are printed. This section is greyed out if access restrictions have been setup. Information notices are listed here to assist you. This section is only displayed if Notices are setup for the Report Cycle. See Step 1: Writing an Assessment, page 79, to start using the Online Assessment System. Step 1: Writing an Assessment To start using the Online Assessment System Module, follow the steps below: 1. In the Online Assessment System Module, select the Report Cycle you want to work in. 2. In the OAS Home screen, select the User whose reports you want to access. This defaults to display your own username. Tabs are displayed at the top of the screen. These represent each of the Report Types that you need to write reports for: 3. Select a Report Type tab to work with. Each tab uses the same format for writing reports. An example of the Subject Reports screen is shown below, this is displayed when you select the Subjects tab: Each of the subjects that you have to write reports for is listed in the Overview tab on the Subject Reports screen. The number of reports you have to write for each subject is also displayed. January

80 Using the Online Assessment System isams Reporting User Guide The Download and Upload tabs are only displayed if these tools have been setup for the Reports Cycle. The download and upload tools are only available in Subject Reports. 4. Select a subject to work with. Either: Click in the subject name in the Overview tab. -or- Click on the appropriate subject tab in the Subject Reports screen. The Sets and Forms screen is displayed. This breaks down the subject by each set and form that you teach. Sets are highlighted grey. Forms are highlighted red. The number of reports you have to write for each set/form is displayed. An example of the Sets and Forms screen is displayed below: 5. Click on a set/form to display the Reports List screen. All of the pupils in the selected set/form are listed. An example of the Reports List screen displayed is shown below: 6. Click in the green header bar, if it is displayed, to write a General Comment. The green header bar is only displayed when General Comments have been setup in the Reports Template being used. General Comments display on reports for all of the pupils listed. This is useful for writing curriculum information on subject reports. 80 January 2013

81 isams Reporting User Guide Using the Online Assessment System An example of the Edit General Comment window is shown below, this is displayed when you click in the green header: 7. Enter the General Comment in the field available. Click to use the spell check function, if required. The spell check function works in the same way as a standard Word spell check. An example of where General Comments are displayed in reports is shown below: 8. Click Save & Close. You can now start to write an assessment report for each pupil. See Step 2: Writing an Assessment, page 81, for more information. Step 2: Writing an Assessment To write an Assessment report, follow the steps below: 1. In your selected Reports List screen, select the pupil who you want to write a report for. All the pupils for the selected form or set are listed in the Reports List screen. The format of the Reports List screen is the same for each Report Type but the fields available may vary according to the Report Template being used. January

82 Using the Online Assessment System isams Reporting User Guide An example of the Reports List screen is shown below: 2. Use the drop down lists available to select Grades for the pupil. 3. Add a Result in the field available. Ensure that you use a standard convention for Results. For example, this may be a percentage score or a grade for an exam. 4. Enter Comments in the field available. Use this for concise comments only, use the Report Wizard Module for full written reports. Click to run the spell check function, if required. 5. Add the pupil's Position in the form/set. This refers to the ranking position a pupil in their form or set. 6. Click to view any previously saved reports for the pupil. This is useful to review previous report grades and comments for this subject. An example of the Previous Report screen is shown below: 7. Continue to work through the pupils listed. You do not have to complete all the reports at the same time. 8. Click to save the reports in their current status. 82 January 2013

83 isams Reporting User Guide Using the Online Assessment System A brief report is displayed listing any changes to pupil reports. An example is shown below: 9. Click Return to Subject Reports List once the reports are displayed as saved. Report End is displayed at the bottom of the reports listed when all reports are saved. You are taken back to the Reports List screen. The status of each pupil report is listed and colour coded. Completed reports are green. Incomplete reports are blue. Colour coding is only used when it is setup in the Reports Manager Module. The number of reports written to date is displayed at the bottom of the screen. Use this to assess your report writing progress. An example of the Reports List screen displaying report status is shown below: January

84 Using the Online Assessment System isams Reporting User Guide You can now preview the reports you have written to date for the pupils listed. See Preview Assessments, page 84, for more information. Click in the Pupil's Name column header to reverse the order that pupils are displayed in the Reports List screen, if required. Click on a pupil's name in the Reports List screen to view school information and contact details. Preview Assessments Choose to preview completed Assessment reports before they are printed. This is useful for reviewing reports before they are sent out. You can review other reports for the selected form or set. For example, review a pupil's Form Tutor Report and Subject Report for the Report Cycle; this is useful for comparing grades and comments. To preview Assessments, follow the steps below: 1. In the Online Assessment System Module, select the Report Cycle you want to work in. 2. In the OAS Home screen, select the User whose reports you want to access. This defaults to display your own username. Tabs are displayed at the top of the screen. These represent each of the Report Types available: 3. Select a Report Type tab to work with. An example of the Subject Reports screen is shown below, this is displayed when you select the Subjects tab: 4. Select a subject to work with. Either: Click in the subject name in the Overview tab. -or- Click on the appropriate subject tab in the Subject Reports screen. The Sets and Forms screen is displayed. This breaks down the subject by each set and form that you teach. 84 January 2013

85 isams Reporting User Guide Using the Online Assessment System An example of the Sets and Forms screen is displayed below: 5. Click on a set/form to display the Reports List screen. 6. Click. The Print Preview window is displayed. All the complete reports for the form/set and subject selected are listed. An example of the Print Preview window is shown below: 7. Check the boxes available at the top of the Print Preview window to: Include All Pupil Reports. All other reports written in this Report Cycle for the form or set are listed. Page Break Between Report Groups. Each pupil's report is printed on a separate page. If you have selected to include all reports, all the reports listed for each pupil are printed on the same page. 8. Click Print Report to print a hard copy of the report. 9. Click Close Window to return to the Reports List screen. View Previous Assessments View previous reports for the Report Type you are working in. This is useful to review previous report grades and comments for a selected subject or form. January

86 Using the Online Assessment System isams Reporting User Guide To view previous Assessments, follow the steps below: 1. In the Online Assessment System Module, select the Report Cycle you want to work in. 2. In the OAS Home screen, select the User whose reports you want to access. This defaults to display your own username. Tabs are displayed at the top of the screen. These represent each of the Report Types available: 3. Select a Report Type tab to work with. An example of the Subject Reports screen is shown below, this is displayed when you select the Subjects tab: 4. Select a subject to work with. Either: Click in the subject name in the Overview tab. -or- Click on the appropriate subject tab in the Subject Reports screen. The Sets and Forms screen is displayed. This breaks down the subject by each set and form that you teach. An example of the Sets and Forms screen is displayed below: 5. Click on a set/form to display the Reports List screen. 86 January 2013

87 isams Reporting User Guide Using the Online Assessment System 6. Select the pupil whose previous Assessments you want to view and click. See below for help locating this icon: The Previous Reports Preview window is displayed. Only saved Assessments for the selected subject are displayed, these include reports from previous Report Cycles. An example of the Previous Reports Preview window is shown below: 7. Click Print Report. 8. Click Close Window to return to the Reports List screen. Download Assessments to Excel Choose to download Assessment reports to Excel and complete them when you have no access to isams. Both unwritten and incomplete reports can be downloaded into Excel for completion. Upload the completed reports back into isams using the upload tool available The download and upload tools (Processing Tools) are only available for Subject Reports. These Processing Tools must be setup for the Report Cycle in the Reports Manager Module. Only write reports in Excel as a last resort for report writing. Do not make any changes to reports in isams once you have downloaded them to Excel. To download Assessment reports, follow the steps below: 1. In the Online Assessment System Module, select the Report Cycle you want to work in. 2. In the OAS Home screen, select the User whose reports you want to access. This defaults to display your own username. January

88 Using the Online Assessment System isams Reporting User Guide 3. Select the Subject tab. A number of additional tabs are available in the Subjects Reports screen: 4. Select the Download tab to display the Download Report Template screen and click. 5. Click the link Download the Excel Spreadsheet containing the Report Template and select Save As. Save the file in your preferred location, changing the file name if required. Your Excel report file is now listed in the Download Report Template screen. An example is shown below: 6. Open the downloaded file to launch it in Excel. Worksheets are available for each subject's set and form listed in the Report Cycle. An example of the Excel file is shown below: 88 January 2013

89 isams Reporting User Guide Using the Online Assessment System Do not change any details in the worksheets labelled 'Information' or 'isams Information'. This causes errors when the reports are uploaded back into isams. 7. Select a set/form worksheet to work with. An example of a set worksheet is shown below: 8. Complete the reports for the pupils listed using the columns displayed: Column Grade Position Result Explanation Select grades from the drop down lists displayed when you click in a cell. Enter the pupil's ranking Position in the form/set. Enter a Result. Ensure that you use a standard convention for Results. For example, this may be a percentage score or a grade for an exam. Comment Use this for concise comments only. 9 Save the document. You are now ready to Upload Assessments to isams. See page 89 for more information. Upload Assessments to isams Upload Assessment reports into isams after you have updated them in Excel. Use this function in conjunction with the download tool when you have no access to isams to write reports. The download and upload tools (Processing Tools) are only available for Subject Reports. These Processing Tools must be setup for the Report Cycle in the Reports Manager Module. Only write reports in Excel as a last resort for report writing. Uploaded reports override those already written in isams. January

90 Using the Online Assessment System isams Reporting User Guide To upload Assessment reports, follow the steps below: 1. In the Online Assessment System Module, select the Report Cycle you want to work in. 2. In the OAS Home screen, select the User whose reports you want to access. This defaults to display your own username. 3. Select the Subject tab. A number of additional tabs are available in the Subjects Reports screen: 4. Select the Upload tab to display the Upload Report Template screen and click Browse...: 5. Locate and open the file that you want to upload. The file name is displayed in the Spreadsheet Template field. 6. Click Upload Reports. The Upload Status is displayed in the Upload Report Template screen. An example of is shown below: 7. Check that all upload processes have been successful. This is identified by the icon next to each process listed. 8. Click the link Click here to reload the upload section. 90 January 2013

91 isams Reporting User Guide Using the Online Assessment System The uploaded file is now listed in the Upload Report Template screen. An example is shown below: The uploaded Assessment reports can now be seen in the Reports List screen. An example is shown below: January

92 Using the Online Assessment System isams Reporting User Guide 92 January 2013

93 isams Reporting User Guide Using the Online Assessment System Chapter 6: Using the Reports Wizard January

94 Using the Reports Wizard isams Reporting User Guide Reports Wizard Overview Use the Reports Wizard Module to write full reports for your pupils. Include grades and comments from multiple staff members. This is useful for end of year reports. An example of the screen displayed when you first access the Reports Wizard Module is shown below: The Reports Wizard Home screen has a number of sections. These sections display Report Cycle details which are setup in the Reports Manager Module. The sections shown are explained below: Section Reports Options Cycle Information Important Dates Explanation Select the Report Cycle that you want to write reports in. Use the information listed to check that you have selected the correct Report Cycle to work in. The Start/End Dates when the Report Cycle is to be used are displayed for you. Statistics are gathered on the Report Cycle between these dates. The Printed Date shown is displayed on printed versions of reports. 94 January 2013

95 isams Reporting User Guide Using the Reports Wizard Section Publication Settings View as Other Report News Explanation The Processing Tools and Publication Options setup for the Report Cycle are displayed for you. indicates that a function is available. indicates that a function is unavailable. Choose to write reports remotely from isams when Upload and Download Tools are listed as available. Check who can view completed reports (Staff, Pupils or Parents). Select to view reports as another report writer. This is useful for checking reports by other staff before they are printed. This section is greyed out if access restrictions have been setup. Information notices are listed here to assist you. This section is only displayed if Notices are setup for the Report Cycle. See Step 1: Writing a Report, page 95, to start using the Reports Wizard. Step 1: Writing a Report To start using the Reports Wizard Module, follow the steps below: 1. In the Reports Wizard Module, select the Report Cycle you want to work in. 2. Select the User whose reports you want to access. This defaults to display your own username. Tabs are displayed at the top of the screen. These represent each of the Report Types that you need to write reports for: 3. Select a Report Type tab to work with. Each tab uses the same format for writing reports. An example of the Subjects Reports screen is shown below, this is displayed when you select the Subjects tab: Each of the subjects that you have to write reports for is listed in the Overview tab on the Subjects Reports screen. The number of reports you have to write for each subject is also displayed. January

96 Using the Reports Wizard isams Reporting User Guide The Download and Upload tabs are only displayed if these tools have been setup for the Reports Cycle. The download and upload tools are only available in Subjects Reports. 4. Select a subject to work with. Either: Click in the subject name in the Overview tab. -or- Click on a subject tab in the Subjects Reports screen. The Sets and Forms screen is displayed. This breaks down the subject by each set and form that you teach. Sets are highlighted grey. Forms are highlighted red. The number of reports you have to write for each set/form is displayed. An example of the Sets and Forms screen is displayed below: 5. Click on a set/form to display the Reports List screen. All of the pupils in the selected set/form are listed. An explanation of the Reports List screen is shown below: 6. Click on a selected pupil's name to write a report. See Step 2: Writing a Report, page 97, for more information. 96 January 2013

97 isams Reporting User Guide Using the Reports Wizard Step 2: Writing a Report After completing Step 1: Writing a Report, you are ready to complete the pupil report using the Report Writer screen. The selections available in the Report Writer screen depend on the settings for the Report Template being used. An example of the Report Writer screen is shown below: Click to view the Options Panel. This provides you with more pupil information and reports from previous Report Cycles. The reports shown in the Options Panel are for all Report Types not just the subject you are working in. Click to expand any of the Previous... sections in the Report Writer window. The previous report for the selected subject is displayed. This is useful for comparing current and previous reports. To complete a pupil report, follow the steps below: 1. Select Grades for the pupil in the Current Grades section. 2. Enter Results for the pupil in the Current Results section. This refers to assessment or exam results. January

98 Using the Reports Wizard isams Reporting User Guide 3. Add a Position for the pupil in the Current Positions section. This refers to the ranking position of a pupil in their form or set. 4. Either: Enter a Comment in the field displayed. Use this to add detailed reasons for a pupil's performance or advice for areas of improvement. If the number of characters in the Comment field is limited, this is indicated for you alongside a character counter. -or- Click next to the Comment box and select a standard Statement. See Using the Statement Bank, page 99, for more help with this. 5. Click to change the font size displayed in the Comment field, if required. 6. Click to select symbols or different characters to use in Comments. 7. Click Spell Check to run the spell check function, if required. This operates in the same way as the spell check function in word. 8. Select the status for the report (Draft, Incomplete or Complete). Your selection may influence proof reader access to your reports. 9. Either: Click -or- Save & Close. Click Save & Next to open the Report Writer window for the next pupil listed in the Reports List screen. 98 January 2013

99 isams Reporting User Guide Using the Reports Wizard The saved report is shown in the Reports List screen. The status of the report and the progress stage is indicated for you. An example is shown below: Click in the selected column headers to reverse the order that pupils are displayed in the Reports List screen, if required. Click on a pupil's name, form, academic house, boarding house or year in the Reports List screen to view school information and contact details. Using the Statement Bank Use the Statement Bank in the Reports Wizard to setup and select commonly used comments for reports. This saves time repeatedly writing the same comments on each pupil's report. You can choose to personalise keywords, such as names, and share Statements so that other users can access them. Access the Statement Bank by clicking Statement Bank in the top right of the Report Writer window. The Report Writer window is displayed when you select a pupil to report on in the Reports Wizard. January

100 Using the Reports Wizard isams Reporting User Guide An example of the Statement Bank window is shown below: Choose to: Add a Statement Select a Statement Add a new Statement. Select a Statement to use in a report. Edit an existing Statement. Delete a Statement that is no longer required. To add a Statement, follow the steps below: 1. In the Statement Bank window, enter a clear and concise Name for the Statement. This is displayed when you select a Statement to use in a report. 2. Check the Shared box to share the Statement with other users. Leave this box unchecked and the Statement can only be used by you. 3. Enter the Statement in the field displayed. Use the drop down list to add personalised variables to the Statement, if required. 4. Click Save Statement. To select a Statement to use in a pupil's report, follow the steps below: 1. In the Report Writer window, scroll to the Comments field. 2. Click next to the Comment box. 3. Select a Statement from the list displayed. The Statement is displayed in the Comments field. 100 January 2013

101 isams Reporting User Guide Using the Reports Wizard Edit a Statement Delete a Statement Preview Reports To edit a Statement, follow the steps below: 1. In the Statement Bank window, click in your selected Statement. The Name and Statement fields are filled with your selected Statement. 2. Edit the Name and Statement as required. 3. Click Save Statement. To delete a Statement, follow the steps below: 1. In the Statement Bank window, click in your selected Statement. The Statement is removed from the Reports Wizard and can no longer be used. 2. Click Close to return to the Report Writer window. Choose to preview completed reports written in the Reports Wizard. This is useful for reviewing reports before they are printed and sent out. Only completed reports can be previewed. You can either: Preview individual pupil reports. Choose to view several pupil reports at the same time, if required, these are displayed in separate windows. -or- Preview all the reports written in the selected Report Cycle. The reports displayed are for the group of pupils listed only. Preview Individual Reports To preview individual pupil reports, follow the steps below: 1. In the Reports Wizard Module, select the Report Cycle you want to work in. 2. Select the User whose reports you want to access. This defaults to display your own username. Tabs are displayed at the top of the screen. These represent each of the Report Types available: 3. Select a Report Type tab to work with. Each tab uses the same format for writing reports. An example of the Subjects Reports screen is shown below, this is displayed when you select the Subjects tab: 4. Select a subject to work with. Either: January

102 Using the Reports Wizard isams Reporting User Guide Click in the subject name in the Overview tab. -or- Click on a subject tab in the Subjects Reports screen. The Sets and Forms screen is displayed. This breaks down the subject by each set and form that you teach. An example of the Sets and Forms screen is displayed below: 5. Click on a set/form to display the Reports List screen. 6. Click for the pupil whose report you want to preview. This icon is only available for completed reports. The Report Preview window is displayed. An example is shown below: Preview All Reports 7. Click Print Report to print a hard copy of the report. 8. Click Close Window to return to the Reports List screen. To preview all reports, follow the steps below: 1. In the Reports Wizard, select the Report Cycle you want to work in. 2. Select the User whose reports you want to access. This defaults to display your own username. Tabs are displayed at the top of the screen. These represent each of the Report Types available: 3. Select a Report Type tab to work with. Each tab uses the same format for writing reports. 102 January 2013

103 isams Reporting User Guide Using the Reports Wizard An example of the Subjects Reports screen is shown below, this is displayed when you select the Subjects tab: 4. Select a subject to work with. Either: Click in the subject name in the Overview tab. -or- Click on a subject tab in the Subjects Reports screen. The Sets and Forms screen is displayed. This breaks down the subject by each set and form that you teach. An example of the Sets and Forms screen is displayed below: 5. Click on a set/form to display the Reports List screen. 6. Click. The Print Preview window is displayed. All the complete reports for the form/set and subject selected are listed. January

104 Using the Reports Wizard isams Reporting User Guide An example of the Print Preview window is shown below: 7. Check the boxes available at the top of the Print Preview window to: Include All Pupil Reports. All other reports written in this Report Cycle for the form or set are listed. Page Break Between Report Groups. Each pupil's report is printed on a separate page. If you have selected to include all reports, all the reports listed for each pupil are printed on the same page. 8. Click Print Report to print a hard copy of the report. 9. Click Close Window to return to the Reports List screen. View Previous Reports Choose to view reports for pupils from previous terms or other subjects. This is useful to quickly check a pupil's progress or for comparing results of different subjects. To view previous reports, follow the steps below: 1. In the Reports Wizard Module, select the Report Cycle you want to work in. 2. In the Reports Home screen, select the User who reports you want to access. This defaults to display your own username. Tabs are displayed at the top of the screen. These represent each of the Report Types available: 3. Select a Report Type tab to work with. 104 January 2013

105 isams Reporting User Guide Using the Reports Wizard An example of the Subject Reports screen is shown below, this is displayed when you select the Subjects tab: 4. Select a subject to work with. Either: Click in the subject name in the Overview tab. -or- Click on the appropriate subject tab in the Subject Reports screen. The Sets and Forms screen is displayed. This breaks down the subject by each set and form that you teach. An example of the Sets and Forms screen is displayed below: 5. Click on a set/form to display the Reports List screen. 6. Select the pupil whose previous reports you want to view and click. The Previous Reports Preview window is displayed. January

106 Using the Reports Wizard isams Reporting User Guide An example of the Previous Reports Preview window is shown below: Only completed reports are available in the Previous Reports Preview window. 7. Use the drop down lists available in the header bar to select the previous reports that you want to view, this is optional. Select: Report Year. This is the year that the report was written. Report Cycle. Select the Report Cycle that a report was written in. Report Type. You can only select one Report Type at a time. Subject. Use this when you select Subject in the Report Type drop down list. 8. Click Print Report. 9. Click Close Window to return to the Reports List screen. Download Reports to Excel Choose to download full reports to Excel and complete them when you have no access to isams. Both unwritten and incomplete reports can be downloaded into Excel for completion. Upload the completed reports back into isams using the upload tool available The download and upload tools (Processing Tools) are only available for Subject Reports. These Processing Tools must be setup for the Report Cycle in the Reports Manager Module. Only write reports in Excel as a last resort for report writing. Do not make any changes to reports in isams once you have downloaded them to Excel. 106 January 2013

107 isams Reporting User Guide Using the Reports Wizard To download full reports, follow the steps below: 1. In the Reports Wizard Module, select the Report Cycle you want to work in. 2. In the Reports Home screen, select the User whose reports you want to access. This defaults to display your own username. 3. Select the Subject tab. A number of additional tabs are available in the Subjects Reports screen: 4. Select the Download tab to display the Download Report Template screen and click. 5. Click the link Download the Excel Spreadsheet containing the Report Template and select Save As. Save the file in your preferred location, changing the file name if required. Your Excel report file is now listed in the Download Report Template screen. An example is shown below: 6. Open the downloaded file to launch it in Excel. Worksheets are available for each subject's set and form listed in the Report Cycle. January

108 Using the Reports Wizard isams Reporting User Guide An example of the Excel file is shown below: Do not change any details in the worksheets labelled 'Information' or 'isams Information'. This causes errors when the reports are uploaded back into isams. 7. Select a set/form worksheet to work with. An example of a set worksheet is shown below: 108 January 2013

109 isams Reporting User Guide Using the Reports Wizard 8. Complete the reports for the pupils listed using the columns displayed: Column Grade Position Result Explanation Select grades from the drop down lists displayed when you click in a cell. Enter the pupil's ranking Position in the form/set. Enter a Result. Ensure that you use a standard convention for Results. For example, this may be a percentage score or a grade for an exam. Comment Use this to add detailed reasons for a pupil's performance or advice for areas of improvement. If the number of characters in the Comment field is limited, you are prompted to retry your entry. 9 Save the document. You are now ready to Upload Reports to isams. See page 109 for more information. Upload Reports to isams Upload full reports into isams after you have updated them in Excel. Use this function in conjunction with the download tool when you have no access to isams to write reports. The download and upload tools (Processing Tools) are only available for Subject Reports. These Processing Tools must be setup for the Report Cycle in the Reports Manager Module. Only write reports in Excel as a last resort for report writing. Uploaded reports override those already written in isams. To upload full reports, follow the steps below: 1. In the Reports Wizard Module, select the Report Cycle you want to work in. 2. In the Reports Home screen, select the User whose reports you want to access. This defaults to display your own username. 3. Select the Subject tab. A number of additional tabs are available in the Subjects Reports screen: 4. Select the Upload tab to display the Upload Report Template screen and click Browse...: 5. Locate and open the file that you want to upload. The file name is displayed in the Spreadsheet Template field. 6. Click Upload Reports. January

110 Using the Reports Wizard isams Reporting User Guide The Upload Status is displayed in the Upload Report Template screen. An example of is shown below: 7. Check that all upload processes have been successful. This is identified by the icon next to each process listed. 8. Click the link Click here to reload the upload section. The uploaded file is now listed in the Upload Report Template screen. An example is shown below: The uploaded reports are now listed in the Reports List screen. 110 January 2013

111 isams Reporting User Guide Common Problems in Reporting Chapter 7: Common Problems in Reporting January

112 Common Problems in Reporting isams Reporting User Guide Resolving Problems in Reporting Changing information in any of the following isams modules can cause problems to occur in an active Report Cycle: Teaching Manager. School Manager. Reports Manager. Timetable Manager. You can undertake the following changes without causing any problems in Reporting: Add pupils to a set, form or house. Add an allocation to a Report Cycle. For example, allocate another year group to form reports for a Report Cycle. Add a new element or field to an Input Report Template. For example, add another Results field to an Input Report Template. You may need to change the Output Report Template to accommodate the new field. To resolve some of these problems yourself, refer to the tables below: Change in isams Problem Solution Teaching Manager Module Removing a pupil from a set. Teaching Manager Module Changing the primary and/or associated teacher for a set. Reports already written for the pupil are hidden. Hidden reports may still be included in printed reports. Duplicate reports may be printed. Teachers are not prompted to write reports for the sets that they teach. Reports written for the set by the previous set teacher are hidden. Duplicate reports may be printed. Use Remove Unwanted Reports to remove reports for the pupil. See Removing Unwanted Reports, page 115, for more information. Use Remove Unwanted Reports to remove reports written by the previous set teacher. See Removing Unwanted Reports, page 115, for more information. 112 January 2013

113 isams Reporting User Guide Common Problems in Reporting Change in isams Problem Solution Teaching Manager Module Changing the subject name. School Manager Module Removing a pupil from a form. School Manager Module Changing a form tutor. School Manager Module Removing a pupil from a house. Reports written under the original subject name are not listed with the new subject name. Reports written under the original subject name may not print as expected when using Report Printing. Reports already written for the pupil are hidden. Hidden reports may still be included in printed reports. Duplicate reports may be printed. Tutors are not prompted to write reports for their form. Reports written for the form by the previous form tutor are hidden. Duplicate reports may be printed. Reports already written for the pupil are hidden. Hidden reports may still be included in printed reports. Duplicate reports may be printed. Change the subject name back to the original subject name. This must be the subject name used when the Report Cycle become active. For reports which only include one subject you can edit the Report Name used for the Report Cycle. This changes the title at the top of printed reports. See Editing a Report Cycle, page 61, for more information. Use Remove Unwanted Reports to remove reports for the pupil. See Removing Unwanted Reports, page 115, for more information. Use Remove Unwanted Reports to remove reports written by the previous form tutor. See Removing Unwanted Reports, page 115, for more information. Use Remove Unwanted Reports to remove reports for the pupil. See Removing Unwanted Reports, page 115, for more information. January

114 Common Problems in Reporting isams Reporting User Guide Change in isams Problem Solution School Manager Module Changing the Houseparent for a house. Report Manager Module Editing Input Report Templates allocated to the current Report Cycle. Houseparents are not prompted to write reports for all the pupils in their house. Reports written for the set by the previous Houseparent are hidden. Duplicate reports may be printed. The link between completed reports and pupils is removed. It appears as if no reports have been written. Use Remove Unwanted Reports to remove reports written by the previous Houseparent. See Removing Unwanted Reports, page 115, for more information. Contact the Help Desk to restore the link. Report Manager Module Removing fields and functions from the Report Templates which are in use. For example, removing the Grading Option so that grades cannot be awarded in reports. Timetable Manager Module Running the Synchronise Timetable tool. All completed reports using the amended Report Template lose the fields (and data) which are removed. The fields are also removed from reports in previous Report Cycles which use the amended Report Template. Links between teachers, timetables and teaching sets are broken. Teachers are not prompted to write reports for the sets that they teach. Reports already written by teachers for their sets are hidden. Duplicate reports may be printed. Contact the Help Desk to restore the data in completed reports. Manually re-link teachers to sets in the Teaching Manager Module. 114 January 2013

115 isams Reporting User Guide Common Problems in Reporting Removing Unwanted Reports Choose to mark reports which have been written in error as unwanted. Unwanted reports are removed from display throughout isams. You can restore an unwanted report to display if required. To mark individual reports as unwanted, follow the steps below: 1. In the Reports Manager Module, select the Configuration tab. 2. Select Remove Unwanted Reports from the right hand menu. The Unwanted Reports screen is displayed. An example is shown below: 3. Select the Report Cycle and Report Type which contain the unwanted report. The reports held in the Reporting Module are filtered and the results displayed. 4. Use the drop down lists available in the Optional Parameters section to filter your selection further. 5. Use to limit the number of results displayed on each page, if required. Navigation tools are available at the bottom of the page to move between pages of reports. 6. Click in the report you want to mark as unwanted. The report is highlighted red. Click isams, if required. Reviewing Missing Reports to restore the report to display throughout Identify reports which are missing from a selected Report Cycle. This function lists users which still need to complete reports in the Report Cycle and the number of reports which have been completed to date. This is useful to check before you print reports at the end of a Report Cycle. January

116 Common Problems in Reporting isams Reporting User Guide To list missing reports, follow the steps below: 1. Select the Cycle Manager tab in the Reports Manager Module. The Report and Assessment Cycle screen is displayed. An example is shown below: 2. Click in your selected Report Cycle. The Reports Statistics window is displayed. An example is shown below: 3. Use the Report Filter in the top right of the window to filter the information displayed, if required. Report statistics are listed by Report Type, user and year group. The total number of reports written to date is shown on the right. The total number of reports written to date is also shown as a percentage to assist you. 116 January 2013

117 isams Reporting User Guide Common Problems in Reporting Statistics are colour coded to help you quickly identify users with reports to write: Green = Reports completed. Blue = Reports to be written. The user has started to write reports for this Report Cycle but has still to complete them. White = Reports to be written. The user has not written any reports for this Report Cycle. 4. Click Print Report if you want a hard copy of the Report Statistics window. 5. Click Close Window to return to the Report and Assessment Cycle screen. January

118 Common Problems in Reporting isams Reporting User Guide 118 January 2013

119 isams Reporting User Guide Printing Reports Chapter 8: Printing Reports January

120 Printing Reports isams Reporting User Guide Report Printing Overview Use the Report Printing Module to print or download completed pupil reports. Do this once all reports have been completed for the current Report Cycle. Choose from the following functions in the Report Printing Module: Review reports written in a selected Report Cycle. Use filters to review a selection of pupil reports in a matrix or spreadsheet. This is useful for reviewing the reports for a selected year group. See Review Reports in a Matrix, page 120, for more information. Print pupil reports individually or bulk. See Printing Reports, page 125, for more information. Download reports to both the Parent and Pupil Portals. See Downloading Reports to Portals, page 126, for more information. Analyse the grades awarded in your reports. Use visual tool, such as pie charts, to analyse grades. See Analysing Reports, page 133, for more information. Before you use the Report Printing Module you must provide isams with an Output Report Template for printed and downloaded reports. The template should include your preferred layout of school reports and any additional items, such as the school crest. Contact the Help Desk for more information on Output Report Templates. The Output Report Template differs from the Input Report Templates setup in the Reports Manager Module. Input Report Templates are used to produce reports. Review Reports in a Matrix Use Grading Matrix Reports to review a selection of pupil reports in a Grade Matrix or spreadsheet. Reports can be retrieved from the Online Assessment System Module or the Reports Wizard. Select the pupils that you want to include in the matrix and the information that you want to retrieve from a Report Cycle. This is useful for quickly reviewing reports for a whole year group at one time. 120 January 2013

121 isams Reporting User Guide Printing Reports An example of a Grade Matrix is shown below: To run a Grade Matrix, follow the steps below: 1. In the Reports Printing Module, select the Grading Matrix tab. The Grading Matrix Reports screen is displayed. An example is shown below: January

122 Printing Reports isams Reporting User Guide 2. Select a Template from the drop down list or upload a new template, this is optional. This template determines the formatting of your Grade Matrix in Excel. See Managing Grade Matrix Templates, page 122, for more help with this. 3. Select the Report Cycle you want to review. Only completed reports written in this Report Cycle are included your Grade Matrix. 4. Use the check boxes in Matrix Options to select the report data and information that you want to include in your Grade Matrix. Only select the options that you need in order to save space on your Grade Matrix. 5. Use the drop down lists in Matrix Filters to select a group of pupil reports to display in your Grade Matrix. Making no selections in Matrix Filters leads to all pupil reports being included in your Grade Matrix. 6. Click Run Grade Matrix at the bottom of the screen. The Grade Matrix is displayed in a separate window. 7. Click Download Excel Version and Open or Save the file, as required. Choose to edit the spreadsheet. For example, quickly calculate an average grade for a group of pupils. This function is also available in the Tracking Manager Module. Managing Grade Matrix Templates Use Grade Matrix Templates to determine the formatting for Grade Matrices displayed in an Excel spreadsheet. This is useful for highlighting selected grades in a Grade Matrix. Choose from the following functions when managing Grade Matrix Templates: Add a Grade Matrix Template. See below for more information. Edit a Grade Matrix Template. See page 123 for more information. Delete a Grade Matrix Template. See page 124 for more information. Add a Grade Matrix Template To add a Grade Matrix Template, follow the steps below: 1. Open a blank Excel spreadsheet. 2. Add conditional formatting to selected cells in the spreadsheet to suit you. For example, setup the spreadsheet to so that all cells containing a grade '1' are displayed in green. It is useful if you are familiar with the number of columns and rows which appear in the Grade Matrix you are generating. 3. Save the Excel spreadsheet as an.xls file. This is your Grade Matrix Template. 4. Open the Report Printing Module, select the Grading Matrix tab. 5. Click Manage next to the Template field. 122 January 2013

123 isams Reporting User Guide Printing Reports The Manage Templates window is displayed. An example is shown below: 6. Click Browse and select your Grade Matrix Template file. 7. Click Upload. The Grade Matrix Template is listed in the Manage Templates window. 8. Click Close. Edit a Grade Matrix Template To edit a Grade Matrix Template, follow the steps below: 1. In the Report Printing Module, select the Grading Matrix tab. 2. Click Manage next to the Template field. The Manage Templates window is displayed. An example is shown below: 3. Click in your selected Grade Matrix Template. 4. Open the.xls file. January

124 Printing Reports isams Reporting User Guide The Grade Matrix Template is opened in Excel. 5. Edit the conditional formatting in the spreadsheet, as required. 6. Save the.xls file and close it. The edited Grade Matrix Template is now ready for use. 7. Click Close. Delete a Grade Matrix Template To delete a Grade Matrix Template, follow the steps below: 1. In the Report Printing Module, select the Grading Matrix tab. 2. Click Manage next to the Template field. The Manage Templates window is displayed. An example is shown below: 3. Click in your selected Grade Matrix Template. You are prompted that the File deleted successfully. 4. Click Close. 124 January 2013

125 isams Reporting User Guide Printing Reports Printing Reports Choose to print reports in either of the following ways: Use Bulk Printing to print pupil reports in bulk. The reports you select to print are generated in a single document. Individual reports can only be printed one at a time. This is useful for printing all end of term reports at the same time. Use Portal Publishing to generate pupil reports as individual files. This is useful for ing individual pupil reports to parents. See Downloading Reports to Portal, page 126, for more information on using Portal Publishing. Before you use the Report Printing Module you must provide isams with an Output Report Template for printed and downloaded reports. The template should include your preferred layout of school reports and any additional items, such as the school crest. Contact the Help Desk for more information on Output Report Templates. The Output Report Template differs from the Input Report Templates setup in the Reports Manager Module. Input Report Templates are used to produce reports. To print reports, follow the steps below: 1. In the Report Printing Module, select the Bulk Printing tab. The Bulk Printing screen is displayed. An example is shown below: 2. Select an Output Report Template from the Printing Template drop down list. Ensure that the Output Report Template you select includes the same fields as the reports you want to print. For example, if you want to print reports which include a field for Effort Grades your Output Report Template must contain a field for Effort Grades. 3. Select a Cycle Type and Report Cycle. Only completed reports from the selected Report Cycle are printed. January

126 Printing Reports isams Reporting User Guide 4. Either: Use the drop down lists in Printing Filters to select the pupil reports that you want to print. Making no selections in Printing Filters leads to all pupil reports being printed. Reports for pupils leaving the school will be printed as well, even when they are marked as a former pupil. -or- Select an Individual Pupil from the drop down list. 5. Select a Printing Order for reports. This is a useful sorting tool when you are printing large volumes of reports. 6. Select a Report Format for printing. PDF is recommended for printed reports. Select Report Preview to preview reports on-screen before printing in PDF. 7. Click Produce Reports. 8. Download, open or save the reports, when prompted. 9. Print reports, as required, in your selected format. Downloading Reports to Portals Use Portal Publishing to generate pupil reports as individual PDF files. Choose to download report PDFs to the Parent and Pupil Portals. You can also or print off individual PDF files, as required. Before you use the Report Printing Module you must provide isams with an Output Report Template for printed and downloaded reports. The template should include your preferred layout of school reports and any additional items, such as the school crest. Contact the Help Desk for more information on Output Report Templates. The Output Report Template differs from the Input Report Templates setup in the Reports Manager Module. Input Report Templates are used to produce reports. To generate reports in Portal Publishing you must go through the following processes: Create a Schedule. The year groups whose reports you choose to generate are listed in a Schedule. Schedules can be reused each time you need to generate pupil reports. See page 127 for more information. Run a Schedule. Generate pupil reports for your selected Report Cycle and Schedule. See page 128 for more information. You can only publish reports to the Parent Portal and Pupil Portal if Publication Options have been activated in Report Cycles. Publication Options are setup for Report Cycles in the Reports Manager Module. See Editing a Report Cycle, page 61, for more information. 126 January 2013

127 isams Reporting User Guide Printing Reports Create a Schedule You must create Schedules before you generate pupil reports in Portal Publishing. Schedules list the year groups whose reports you want to generate. Schedules can be reused each time you need to generate pupil reports for the selected year groups. To create a Schedule, follow the steps below: 1. In the Report Printing Module, select the Portal Publishing tab. 2. Click Manage Schedules in the right hand menu. The Publish screen is displayed. An example of the Publish screen is shown below: 3. Click Create a Schedule. The Run Schedule window is displayed: 4. Enter a name for the Schedule and click Create Cycle. The Schedule is listed in the Publish screen. 5. Click to allocate pupils to the Schedule. January

128 Printing Reports isams Reporting User Guide The Create Allocation Type window is displayed. An example is shown below: Run a Schedule 6. Select the year groups that you want to allocate to this Schedule. Hold Ctrl to make multiple selections. You cannot change the Allocation Type; this is set at year groups. 7. Select the Output Report Template that you want to use for these pupil reports. Ensure that the Output Report Template you select includes the same fields as the reports you want to download. For example, if you want to download reports which include a field for Effort Grades your Output Report Template must contain a field for Effort Grades. Contact the Help Desk if you need to setup a new Output Report Template for downloaded reports. 8. Click Save & Close. The year groups you have selected are listed in the newly created Schedule. Use to expand a Schedule and view the year groups allocated to it. You are now ready to run the Schedule. See Run a Schedule, page 128, for more information. Run Schedules in Portal Publishing to generate pupil reports for your selected Report Cycle. Portal Publishing can be found in the Report Printing Module. Only the pupil reports you have selected in your Schedule are generated. Choose to download, print or the reports which you generate. Downloaded reports can be published in the Parent and Pupil Portals. 128 January 2013

129 isams Reporting User Guide Printing Reports To run a Schedule, follow the steps below: 1. After you have created a Schedule in Portal Publishing, click Manage Runs in the right hand menu. 2. Click Run a Schedule to display the Run Schedule window. An example is shown below: 3. Select the Report Cycle and Schedule than you want to use. All reports completed in the Report Cycle for the year groups selected in the Schedule are generated. 4. Use the check boxes available to select the Portals that you want to publish to. 5. Either: Click Run to download the reports to the selected Portals. Portal users can download a PDF of the report directly from Portals. -or- Click Download to create PDF files for the reports. You are prompted that the files are being generated. When the download is complete the Schedule is listed in the Publish screen. An example of the Publish screen is shown below: Icons indicate the Schedule download status: indicates a successful download. indicates a failed download. The number of created and failed downloads is also listed to help you. Click in a failed Schedule to display the list of failed report downloads and the reasons why they have failed. 6. Open or Save the PDF file, as required. Each pupil report is in a PDF file and stored in a set/form folder. January

130 Printing Reports isams Reporting User Guide Edit a Schedule Edit a Schedule, if your printed report requirements change. Choose to either: Add year groups to a Schedule. -or- Add Year Groups Remove year groups from a Schedule. To add year groups to a Schedule, follow the steps below: 1. In the Report Printing Module, select the Portal Publishing tab. 2. Click Manage Schedules in the right hand menu. The Publish screen is displayed with all current Schedules listed. An example of the Publish screen is shown below: 130 January 2013

131 isams Reporting User Guide Printing Reports 3. Click in your selected Schedule to display the Create Allocation Type window. An example is shown below: 4. Select the year groups that you want to allocate to this Schedule. Hold Ctrl to make multiple selections. You cannot change the Allocation Type; this is set at year groups. 5. Select the Output Report Template that you want to use for these pupil reports. Ensure that the Output Report Template you select includes the same fields as the reports you want to download. For example, if you want to download reports which include a field for Effort Grades your Output Report Template must contain a field for Effort Grades. Contact the Help Desk if you need to setup a new Output Report Template for downloaded reports. 6. Click Save & Close. The year groups you have selected are listed in the Schedule. Use a Schedule and view the year groups allocated to it. Remove Year Groups To remove year groups from a Schedule, follow the steps below: 1. In the Report Printing Module, select the Portal Publishing tab. 2. Click Manage Schedules in the right hand menu. to expand January

132 Printing Reports isams Reporting User Guide The Publish screen is displayed with all current Schedules listed. An example of the Publish screen is shown below: 3. Click to expand your selected Schedule and view the year groups allocated to it. 4. Click next to the year group you want to remove from the Schedule. Delete a Schedule The year group is removed from the Schedule. Choose to delete a Schedule that is no longer in use. This does not affect reports which have already been downloaded using the Schedule. To delete to Schedule, follow the steps below: 1. In the Report Printing Module, select the Portal Publishing tab. 2. Click Manage Schedules in the right hand menu. The Publish screen is displayed with all current Schedules listed. An example of the Publish screen is shown below: 132 January 2013

133 isams Reporting User Guide Printing Reports 3. Click next to the Schedule you want to delete. The Schedule is removed from the Report Printing Module. Analysing Reports Analyse the grades awarded in a selected Report Cycle. Generate simple visual tools, such as pie charts, to help you analyse grades for a group of pupils. Use the Tracking Manager Module to analyse report grades in more detail. To analyse reports, follow the steps below: 1. In the Report Printing Module, select the Analysis Reports tab. The Grading Count Analysis screen is displayed. An example is shown below: 2. Click Expand to display all the sections available. 3. Select a Report Cycle from the drop down list marked Cycle Filter. Only reports written in this Report Cycle are analysed. You cannot change the selections for Report Type. 4. Select a Grade Template from the drop down list. The templates listed refer to Input Report Templates and their associated Grading Elements allocated to your selected Report Type. Only grades awarded using the selected Grade Template are analysed. For example, select 'Attainment' here and only attainment grades are analysed. 5. Use the drop down lists In the Data Filters section to select a year group and subject. Only grades awarded to pupils in the year groups and subject selected are analysed. 6. Use the Group By drop down list to select how grades are grouped when they are analysed. For example, select 'Set' and a separate graph is generated for January

134 Printing Reports isams Reporting User Guide Graphs and Charts each set in the subject selected. The options available in Group By vary depending on your selections in Data Filters. A graph and table are generated for the report grade you have selected. These are explained in detail below. 7. Click Print Preview to view and print a copy of the graph and table on the same page, if required. Graphs display the grades in the reports you have selected. Use the drop down list available in this section to change the type of graph displayed, if required. Use the check boxes on the left to include/exclude selected grades from the graph. An example of a pie chart for grades awarded in a subject is shown below: Grids and Tables Use the table view for comparing subject grades grouped by set or teacher. Use the drop down list available in this section to adjust the height of the table, if required. Click Export to Excel if you prefer to analyse the grades in an Excel spreadsheet. Open or save the file as required. 134 January 2013

135 isams Reporting User Guide Printing Reports An example of a table showing grades awarded in different sets in shown below: January

136 Printing Reports isams Reporting User Guide 136 January 2013

137 isams Reporting User Guide Printing Reports Index A allocate pupils to reports add delete edit order analysis report grades assessments download to Excel preview complete upload view previous writing... 79, 81 C common statements configuration reporting contact report writers cycle manager report report, activate/deactivate report, create report, delete report, edit D download assessments reports to portals reports to Excel E assessments reports exclude pupils from reports add delete edit order G grade matrix grades analysis H head teacher reports M message report writers P portal download, reports print reports reports, in bulk reports, individually problem solving reporting R reports manager setting up the module reports deleting download to excel grade analysis head teacher missing preview a completed report selecting reports to generate , 130 types January

138 Index isams Reporting User Guide upload view in Excel , 122 view previous writing... 94, 95, 97 S schedule create delete edit run settings reporting manager statement bank statistics report cycle report grades T template grade matrix input report input report, comments input report, copy input report, create input report, delete input report, edit input report, general comments input report, grading input report, positions input report, proof reading input report, results input report, writer options trouble shooting reporting U upload reports January 2013

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