version staff had them to share viewing this this user guide. >Reports, as Logging In the SQL login User Name for your district. perform the guides.

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1 This report is available for use by all administrative and teaching staff. Data presented in the report is organized by teacher s rosters. The report has been shown to several districts and the teaching staff had favorable remarks about it. The advantage of this report is that it gives any user (with Infinite Campus Tool Rights) access to the full history of AYP Test data. Teachers often work in teams and this report allows them to share testing information across classrooms. Knowledge and use of Excel is advantageous for viewing this report. Instructions for exporting the report to Excel will follow in this user guide. Locating the Report You ll find Assessment Roster reports and this user guide listed as the last items in the Campus Index: Instruction> >Reports, as shown in the picture at the right. Logging In The first time you click on any of the reports you ll be asked to enter a username and password. This is NOT your Infinite Campus login. The following illustration is a login window to the assessment data repository located at ARCC. Use the SQL login User Name and Password provided for your district. Your login should remain active as long as your browser is open and you only need to perform the login once during a session. Once logged in, you can access and run any report. You will not be prompted to login to access user guides. 1

2 Running the Report Upon successful login you should seee a screen similar to the one shown below. To run the report, simply click in each numbered filter field. When that task is completed click View Report. The report will momentarily present the information specified in the filter fields. If you look closely you ll see that the example shown below produced a 27-page report. This was the result of one teacher, selecting one roster, all tests, all subjects, all strands and all years. It s really tempting to just select all in every field you can but keep in mind that this could possibly produce as many as 30,000 records. If you elect to do just that you ll find that using the Find Next, or paging through the results will be clumsy. And you won t want to print a 300-page report that you can t reorganize. 2

3 Exporting the Report This is where using Excel gives you some nice options for working with all those records. You can opt to Export your report by clicking in the drop list that says Select a Format on the control console, located just beneath the report filters. Select Excel, then click Export. You should see a File Download popup appear. You can select Open, Save, or Cancel. In this example Open is selected. This will cause Excel to automatically open the report. In a few moments (depending on how many records you ve asked for in the report filtering) Excel will open and you ll seee a report similar to the one shown in the following illustration. 3

4 Tips on Excel You don t need to be an expert in Excel to do some pretty cool things. Keep in mind that there s nothing here that s going to break because you did something wrong. In the worst case, you could just quit Excel and not save the file. Then rerun the report and export it again. To keep this discussion on a sane level only two Excel features will be presented: 1 - Freeze Panes, 2 - AutoFilters. 1. Freeze Panes Problem: When you scroll down the list of records the column titles roll off the top of the screen. Solution: To keep that first row containing all the column titles visible all the time, Excel provides a feature called Freeze Panes. Panes are windows or views that are independent of each other and can be made either vertically or horizontally, manually or automatically. This guide will only cover the automatic feature to freeze the top row. You can experiment with other methods later if you re curious. Freeze Top Row If you want to keep the top row visible while scrolling throughh the rest of the worksheet, execute the following steps: 1. Click on View 2. Freeze Panes 3. Freeze Top Row. Now you can scroll down through all your records and the column titles will stay on your screen! Hint: Unless you re just playing around, this might be a good time to think about saving your work. 2. AutoFilters Problem: The report has too many records to make any sense. Solution: Filter out only the records you wish to use. Turn on AutoFilter Follow these steps to addd an Excel 2007 AutoFilter. 1. Select the first row in your spreadsheet. Click on the row number to the left of the cell in column A. 2. On the Excel Ribbon, click the Data tab, and then click Filter. 4

5 A dropdown arrow appears at the right side of each column heading. Filtering Data With the Excel Table, or Excel 2007 AutoFilter, in place, you can start filtering the individual columns. You can filter on just one column, such as Customer, or multiple columns. For example, to filter for a specific customer, follow these steps: 1. Click the drop down arrow at the right of the Customer heading 2. In the list of Customers, click Select All, to remove all the check marks 3. Click the check box for the customer that you want to filter for, such as MegaStore. 4. Click OK, to see the filtered list. In the filtered worksheet, you'll see some changes: only the rows for the selected customer are visible -- the other customer rows have been hidden the row numbers for the filtered rows are shown in blue font. the drop down arrow in the Customer column has changed to a filter symbol, with a small arrow 5

6 Filter on Multiple Columns After you have filtered one column, you can refine the filtered results, by filtering two or more columns. For example, after you filter for a specific customer, follow these steps to add a product filter: 1. Click the drop down arrow at the right of the Product heading. Note: When another column is filtered, you might not see the full list of products -- you'll only see the products for the filtered records. 2. In the list of Products, click Select All, to remove all the check marks 3. Click the check box, or multiple check boxes, for the product(s) that you want to filter for, such as Bananas and Grapes. 4. Click OK, to see the filtered list. Clearing Filters 1. Select a cell in the table. 2. On the Excel Ribbon, click the Data tab, and in the Sort & Filter group, click Clear. Note: This will also clear the Sort options thatt you have applied. This should be enough to get you going and there s probably no need at this time to read furtherr because you probably want to play with your data now. What will happen over time as you examine data is that you ll encounter a need for more advanced types of filtering. That s when you ll find some value in the following discussion on Advancedd Filtering. Advanced Filtering Features Filter for Blank Cells If there are any blank cells in a column, the drop down list in the heading cell will show one additional item -- (Blanks) -- at the end of the item list. To show only the rows with blank cells in that column, remove the check marks from the other items in the list. 6

7 Filter for Highest and Lowest Values If a column contains numbers, you can filter to find the highest or lowest numbers that column. In this example, you'll filter for the 5 lowest values in the Total column. 1. Click the drop down arrow in the column heading, click Number Filters, and then click Top Note: If fewer than half of the values in the column are numbers, the Number Filters option will change to Text Filters 3. In the Top 10 AutoFilter window, select Bottom from the first drop down list. 4. In the second box, type 5, or use the arrows to change the number to 5 5. In the third drop down box, select Items, then click OK. Note: The results are the highest or lowest values for the entire list, not the currently filtered list. If other columns are also filtered, you may see fewer than the specified number of items. Filter for a Specific Date Range If a column contains dates, you can filter to find a specific date or date range, or a dynamic date range. In the shown example, we filter for the orders received in January Click the drop down arrow in the column heading, click Date Filters, and then click Between. 2. In the Custom AutoFilter dialog box, enter the starting date for the date range Jan in the first date box 3. Enter the ending date for the date range Jan in the second date box, and click OK 7

8 Filter for a Dynamic Date Range If a column contains dates, instead of finding a specific date range, you can filter for a dynamic date range, such as Last Week, Next Month, or Tomorrow. In this example, you'll filter for the orders received in January Click the drop down arrow in the column heading, click Date Filters, and then click Yesterday. 2. The filtered table shows only the orders that were received yesterday. Update an AutoFilter When you open the workbook at a later date, the Excel 2007 AutoFilters don't refresh automatically. For example, if you used a dynamic date filter, such as Yesterday, the correct day's results won't show in the filtered table when you open the file the next day. (Note: You could create a macro to update the filter, and set it to run when the file opens.) To see the updated filtered results, you can reapply the filter. 1. Select any cell in the filtered table 2. On the Excel Ribbon, click the Data tab, and in the Sort & Filter group, click Reapply. This will update any dynamic filters in the table, and will also revise the results for any new or changed data. Create a Custom Filter Some of the Excel 2007 AutoFilter options in the drop down lists end with three dots, such as Begins With... These filters, as well as the Custom Filter option, open the Custom AutoFilter window. In there, you can enter one or two criteria, to create a customized filter. To filter for one criterion: 1. From the first dropdown list, select an option, such as "begins with". 2. In the text box, type a value, then Click OK. 3. In the screen shot below, the Custom Filter will find records where the customer name begins with "M". 8

9 To filter for two criteria: 1. From the first dropdown list, select an option, such as "begins with". 2. In the text box, type a value, then Click OK. 3. Select "And" or "Or" as the operator 4. From the first dropdown list, select an option, such as "ends with". 5. In the text box, type a value, then Click OK. In the screen shot at the right, the Custom Filter will find records where: the customer name begins with "M" OR the customer name ends with "Shop". 9