Minerva. Quick Start Guide

Transcription

1 Minerva Quick Start Guide Welcome to IRR s new Minerva reporting system! Powered by SAS Visual Analytics, this tool is pretty user-friendly, but there are some basic orientation tips we d like to walk you through. Topics covered include: 1. Logging In Page 2 2. Opening Reports / Navigating Between Reports Page 4 3. Report Sections Page 8 4. Data Filters Page 9 5. Note Links Page Toggling Between Graphs and Tables Page Expanding View on a Page with Multiple Graphs/Tables Page Drill-downs: Tables Page Drill-downs: Graphs Page Printing / Exporting Page Managing the Home Page / Creating Shortcuts Page 19 Page 1 of 21

2 Logging In Start by going to minerva.ou.edu and logging in with your OU Net ID (sometimes referred to as your 4+4) and password, the same as you would use for any other OU system. Page 2 of 21

3 You ll be taken to the home page, which looks like this: Page 3 of 21

4 Opening Reports / Navigating Between Reports In Minerva, there s often more than one way to do something. This is definitely true for opening reports. Here are a few options: Use the File Explorer To open a report, click on the Browse icon at the upper left corner of the window: You ll be taken to a file explorer window where you can look at the IRR reports available to you: This is the navigation path to IRR s main report folder. Page 4 of 21

5 Launch Report Viewer You can do this one of two ways. Either use the master menu at the topmost left corner of the page (circled below) or via a shortcut button (see page 12 for instructions on how to create one of these). Page 5 of 21

6 Once you re in Report Viewer, you ll see a screen like this: You can choose one of the reports listed in the Recent area ones recently viewed. You can also get to the File Explorer from here (as described on page 4, above) by clicking on Browse in the upper right hand corner. You can have more than one report open at a time. To open a second report without closing the first one, click on this button to be taken back the Report Viewer screen like the one at the top of this page. Page 6 of 21

7 The new report will open, putting the previous one in the background. You can see how many reports you have open and move between them by looking at the top right corner of the navigation bar. When you click on that icon, a list will drop down showing all reports open and accessible. Page 7 of 21

8 Report Sections If you see this icon at the upper left of the report you re viewing, it means there are other sections in this report than the one you re in. If you click on that icon, a drop-down menu will appear, listing all sections in the report. A check mark appears next to the section you re currently viewing. Page 8 of 21

9 Data Filters Report filters will typically show up at the upper right-hand corner of the report screen. IRR is working to make those as visible as possible, but we re also going to include some cues in our section titles to help remind you that a data filter is available. Whenever you see the word Selected in a title, it s a cue that filters are available: Filters that appear in the crimson bar area are report-level filters. They will affect all sections in the report. Filters that are not in the crimson bar area only apply to the report section you are currently in. If no filters have been applied, the filter box will display the name of the field that can be filtered (e.g., College Name). Filters can be cleared by clicking on the drop-down menu, then choosing Clear filter at the top of the list. If the filter(s) you apply result in no data returned, the graphs/tables will be blank and this icon will appear at the lower right: The report is still functioning correctly, there are just no data to display. Page 9 of 21

10 Note Links As part of our commitment to clearly and correctly labeling and documenting the source and definitions of our report, IRR has put links to notes in many of our Minerva reports. These notes are usually specific to the report in which the link appears. If we ve included a notes link, it will typically be at the upper left of the tab window: IRR also maintains a reporting definitions/glossary webpage ( for our reports in general, a good resource for understanding our data structures and reporting conventions. If you have any questions about an IRR report, or if the notes provided are incomplete or unclear, please let us know (irr@ou.edu) so we can improve the documentation provided. Page 10 of 21

11 Toggling Between Graphs and Tables In an effort to provide multiple methods of viewing the same data, we will often have a graph and a table on the same page, with selection buttons allowing you to toggle between them. Navigating between the options is as simple as clicking on the relevant button at the bottom of the graph/table area: Expanding View on a Page with Multiple Graphs/Tables If there is more than one graph or table on a report section and you want to make one of them larger for easier viewing or exploration, click once on the table it will outline in a blue box and you ll see this icon at the upper right: Click on that icon to expand that graph/table to full page size. Click it again to minimize back to its original size. Page 11 of 21

12 Drill-Downs: Tables To provide maximum flexibility in using tables, data are presented first in their most summarized form, but you are able to see additional detail by either expanding table areas or drilling down into them. This is done using one of two different interactive symbols visible on the table: Plus symbol = expand Down arrow = drill-down Expanding a table looks like this: Closed Open Notice that there are three subcategories under Undergraduate now, that add to the same number of 636. Note also that you can further expand the subcategories (e.g., Minority) to see additional detail. Page 12 of 21

13 Drilling down in a table looks like this: Closed Open Notice that, just as when you expand the table, there are three subcategories under Undergraduate but notice also that the Graduate line has disappeared, and there is a summary of your position in the drill-down hierarchy. You have drilled-down to this level of detail, and would have to click the All Level to Race link at the top to return to where you started. Page 13 of 21

14 Drill-Downs: Graphs At the moment there is not a visual cue letting you know if a graph has drill-down capabilities. For now, IRR will signal the presence of a drill-down via the graph title. The title also tells you the bottom level of the drill hierarchy: You navigate the drill-down either by double-clicking on one of the bars of the graph or single-clicking a bar and clicking the drill button in the pop-up menu: Page 14 of 21

15 If you look at the upper left corner of the graph, you will see listed the levels of the drill-down. You can use these to move back up the hierarchy if desired: If you happen to double-click on a graph that doesn t have a drill-down, the tool will interpret that as a desire to zoom in on the graph. If you want to zoom back out, just double-click again to restore it back to original scaling. If there is a graph with drill-down capability, the table associated with it might be linked. If it is linked, drill-down choices made to the graph will influence what data are visible in the table. If you don t want the drill choices to impact the linked table, go back to the graph and back up to the top of the drill hierarchy. A Cautionary Note about Graph Colors SAS Visual Analytics is set up to use the same palette of colors for every graph, and it assigns colors based on the largest category of data to the smallest. This means that the color assigned to a category may change depending on the data being displayed. This can be a bit disconcerting during drill-downs, so you need to read the legend carefully at each level. Page 15 of 21

16 Printing / Exporting Minerva is not currently set up to allow exporting of data or graphs in any form except PDF. That may change in the future, but for now, creating a PDF is the only option for using the data in Minerva reports outside of the online portal. Click on this icon at the upper left to bring up a menu. Select the Print option. Page 16 of 21

17 A dialog box will come up that allows for some adjustments to margins, orientation, etc. This panel is where you can choose what parts of the report will be included in the PDF. Under Options, click on Choose visual elements Page 17 of 21

18 Click on the small arrow next to a section name to expand the view of all graphs/tables in that section. Once you ve made your selections, click the Print button and a PDF file will be generated. NOTE: The Print button does not send the file to your printer; it prints the file to PDF. You then would open the file as any other PDF and print it from there. Page 18 of 21

19 Managing the Home Page / Creating Shortcuts When you first logged in, you might have noticed SAS Visual Analytics starts you off with a few pre-set functions: - Welcome - Recent - Favorites - Links You can dismiss any of these that you don t want to see by clicking on the three dots at the upper right corner of the box and choosing Hide. We recommend leaving the Recent box in place, as it will keep track of the most recent reports you looked at, saving you having to navigate back through multiple layers if you want to look at it again. The Favorites box, if you choose Edit from the drop-down menu, lets you bookmark reports you expect to access on a regular basis. Page 19 of 21

20 You can also create a short cut for the Report Viewer on this home page. Click on the Shortcut button at the upper left corner of the screen, choose Report Viewer from the drop-down list for the Application field, name the shortcut (Reporter Viewer or whatever you want to call it), pick a color for the button, then click Save. Page 20 of 21

21 Now the top left of your home page looks like this: Questions? Technical difficulties? Contact Us! As always, if you have any questions about IRR s reports, comments about formatting or labeling, or suggestions for future reports, please get in touch with us. We want to make sure you understand what you re looking at, and we re happy to answer any questions you have, as many times as you need to ask them. We also want to know if you are experiencing any technical problems with the portal slowness, problems logging in, rendering problems (things looking cut off ), etc. IRR supports this tool, so any problems or questions about it should be directed to us. Contact us via at irr@ou.edu or call Page 21 of 21