Astra Schedule User Guide - Reports

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1 California State University Long Beach Astra Schedule User Guide - Reports Run reports, see room usage, and room information Revised 11/04/2016 Contents Astra Schedule User Guide - Reports... 1 Overview... 2 Configuring Your Browser... 2 Reporting Options... 2 Finding Reports... 3 Running and Exporting Reports... 4 Available Rooms Standard Times - CSULB... 4 Daily Room Grid CSULB Weekly Room Grid CSULB Rooms by Building CSULB... 16

2 Overview Astra Schedule users can search for available rooms, run and print reports to view room usage, and room information. This guide will walk you through the method for running the reports, and room search process. Configuring Your Browser To access Astra Schedule, the internet browser on your computer must meet minimal requirements. Use Mozilla Firefox 2.0 or higher, or Google Chrome Pop-ups should be enabled in your browser. Astra Schedule uses pop-up windows to select and view data. Contact your systems technical support if you need assistance configuring your browser. Reporting Options Users have access to a variety of reports, but the reports discussed in this guide are as follows: Available Rooms Standard Times CSULB identifies available classroom space by room type, and standard day/time meeting patterns. This report replaces the Available Rooms by Standard Days and Times (LBSR1000) formally found in CS-Link. Daily Room Grid CSULB is a printable version of the Day Scheduling Grid on the Astra Calendar Tab. This report replaces the Daily Room Grid (LBSR1095) formally found in CS- Link Weekly Room Grid CSULB is a printable version of the Week Scheduling Grid on the Astra Calendar Tab. This report replaces the Weekly Room Grid (LBSR1094) formally found in CS-Link Rooms by Building CSULB lists the capacity, room type, features and region for all classroom space on campus. This report replaces the Building and Room Information Report (LBSR0999) formally found in CS-Link Users also have access to the following room search process: Available Rooms Tool this process replaces the Available Rooms Report (LBSR0602) formally found in CS-Link. For more information, see the Astra Schedule User Guide - Calendars For additional guides and information on the Astra Schedule, go to the Academic Scheduling website. 2

Finding Reports To begin working with Astra Reports, click on the Reporting Tab at the top of

The list of available reports is displayed. The reports are grouped by type, i.e. Rooms and Resources Lists or Utilization Reports.

Click the Search button at the bottom of the page.

3 Finding Reports To begin working with Astra Reports, click on the Reporting Tab at the top of the page. Once you are on the Reporting page, click the Reports link. The list of available reports is displayed. The reports are grouped by type, i.e. Rooms and Resources Lists or Utilization Reports. On the left side of the page is the Filter Panel. Enter CSULB in the Report Name field. Click the Search button at the bottom of the page. The search results will appear under the Report List. Open the Headers by clicking the Plus icon to the left of the Header. 3

Select a report by clicking on the report name.

report identifies classrooms that are available for standard meeting times.

The page has two fields that must be populated: Select Meeting Pattern and

4 Select a report by clicking on the report name. Running and Exporting Reports Available Rooms Standard Times - CSULB This report identifies classrooms that are available for standard meeting times. After clicking on the report name, you will navigate to a setup page. The page has two fields that must be populated: Select Meeting Pattern and Select Room Type. On the Select Meeting Pattern field, use the pull down menu to select Available Rooms Report Group. 4

Next select the Room Type from the Available Values box and use the

Multiple room types can be added to the search.

Astra has loaded the Available Rooms report using today s date.

5 Next select the Room Type from the Available Values box and use the arrow button to move it to the Selected Values Box. Multiple room types can be added to the search. Click OK You are now on the reports page. Astra has loaded the Available Rooms report using today s date. To find room availability for a term, use the Begin Date and End Date parameters. Begin Date. Click the Calendar icon to the right of the field. 5

End Date: Click the Calendar icon to the right of the field.

6 A pop-up calendar will appear. Select the begin date for the term and click OK. Note: When first opened, the Available Rooms report defaults to today s date. End Date: Click the Calendar icon to the right of the field. Use the pop up calendar to select the last day of classes for the term. Do not include Final Exam week. 6

Once you have selected the term dates, click the

excel format to easily read, save or print.

7 Once you have selected the term dates, click the Apply button at the top of the Filter Panel. The report could take a few minutes to run. Once the report runs, it can be exported to an excel format to easily read, save or print. To open this report in Excel, click the Export icon at the top left of the page. 7

8 The Export pop-up menu will appear. Select Microsoft Excel ( ) Data Only from the File Format drop down menu. Click the Export button. Select Open With Excel and click OK. 8

9 The report will open in Excel. Below is an example of the Available Rooms report for Spring

Daily Room Grid CSULB This report is a printable version of the Day Scheduling

Once on the report page, select the report parameters.

Click on the Values icon to the right of the field.

10 Daily Room Grid CSULB This report is a printable version of the Day Scheduling Grid that can be found on the Astra Calendar Tab. Once on the report page, select the report parameters. The first parameter field is Enter Campus. Click on the Values icon to the right of the field. A pop-up screen listing options will appear. Select Main and click OK. Note: The only campus option at CSULB is Main. The second parameter field is Enter Date. Click the Calendar icon to the right of the field. 10

A pop-up calendar will appear. Select a date and click OK.

defaults to today s date Once the Campus and Date fields

Filter Panel. The report could take a few minutes to run.

11 A pop-up calendar will appear. Select a date and click OK. Note: When first opened, the Daily Room Grid report defaults to today s date Once the Campus and Date fields are populated, click the Apply button at the top of the Filter Panel. The report could take a few minutes to run. Once the report opens you can export it to display the full report. 11

12 To print this report, click the Export icon at the top left of the page. The Export pop-up menu will appear. Select PDF from the File Format drop down menu. Click the Export button. 12

If you have run the report before, you will see information for the previous run. The first parameter field is Select Date. Click on the Calendar icon to the right of the field.

13 Weekly Room Grid CSULB This report is a printable version of the Week Scheduling Grid on the Astra Calendar Tab. Once you have selected the report, you are relocated to Weekly Room Grid page. If you have never run the report before, the page will be blank. If you have run the report before, you will see information for the previous run. The first parameter field is Select Date. Click on the Calendar icon to the right of the field. When selecting a date, always select the Sunday of the week you want to view. The first parameter field is Enter Campus. Click on the Values icon to the right of the field. A pop-up screen listing the Select Campus, Select Building, and Select Room parameter fields will appear. 13

menu Choose a room from the Select Room drop down

14 Select Main from Select Campus drop down menu. Choose a building from the Select Building drop down menu Choose a room from the Select Room drop down menu Click OK The report could take a few minutes to run. 14

15 To print this report, click the Export icon at the top left of the page. The Export pop-up menu will appear. Select PDF from the File Format drop down menu. Click the Export button. 15

Once you have selected the report, you are relocated to Building by Room page. If you have never run the report before, the page will be blank.

16 Rooms by Building CSULB This report replaces the Building and Room Information Report (LBSR0999) in CS-Link. It lists the capacity, room type, features and region for all classroom space on campus. Once you have selected the report, you are relocated to Building by Room page. If you have never run the report before, the page will be blank. If you have run the report before, you will see information for the previous run. The first parameter field is Select Campus. Click on the Value icon to the right of the field. A pop-up screen listing options will appear. Select Main and click OK Note: The only campus option at CSULB is Main. 16

17 The second parameter is Select Date. Because changes to classroom inventory are term specific, you will need to select a date that falls in the term you are interested in. Example: Selecting September 19, 2016 as the effective date will give you classroom information for Fall Click on the Calendar icon to the right of the field. Select a date and click OK. Once the Campus and Date fields are populated, click the Apply button at the top of the Filter Panel. 17

18 The report could take a few minutes to run. Once the report runs, it must be exported before it can be read, saved or printed. To export this report, click the Export icon at the top left of the page. The Export pop-up menu will appear. Select Microsoft Excel ( ) from the File Format drop down menu. 18

19 Click the Export button. The report will open in an Excel format. This allows you to manipulate and sort as needed. 19

Astra Schedule User Guide Resources

California State University Long Beach Astra Schedule User Guide Resources View and manage your room resources. Revised 10/22/2015 Contents Astra Schedule User Guide... 1 Resources... 1 Viewing Room Information...