Advisor Case Load Self Service Participants Guide
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1 IBM Cognos Analytics Advisor Case Load Self Service Participants Guide Welcome to Advisor Case Load Self Service Training! Today s objectives include: Gain a Basic Understanding of Cognos Know the Available Packages/Reports Understand the Data in the Advisor Case Load Self Service Report View the Advisor Case Load Self Service Report Recognize and practice University policies on data security including FERPA Request Additional Access and Help Navigate to Cognos Cognos Analytics supports all browsers with the exception of Microsoft Edge. For this training session, use the icon on the training computer s desktop to access the Cognos Test Environment. You will be given a training log in and password. Updated eda@ilstu.edu 1 P a g e
2 Welcome Page Overview After logging in, users will land on the Welcome Page. Welcome Page Toolbar Toggle between the Welcome screen (Home icon) and reports/pages that you have accessed since logging in. More More dots icon will contain options for each page. Notifications Saves the last 20 reports you subscribed to. Personal Menu Individual user preferences such as editing subscriptions, editing home page, and signing out. Navigation Pane Home Returns you to the Home/Welcome Screen Search Search through all reports you have access to. Either search for the title of a report or search for a data item that appears in the reports. Ex: Type Cell Phone in the search bar. All reports that you have access to with the data item cell phone will be displayed. My Content Where reports that you edited and/or created are saved. When saving, be sure to select My Content. Team Content Where all managed Reports and Packages are housed. You will not be able to save to this folder. Recent Houses the last 20 reports you have opened. New Create a new report from a package you have ad hoc access to. Updated eda@ilstu.edu 2 P a g e
3 Navigate to the Report Follow the steps below to access the Advisor Case Load Self Service report. 1. Click on the Team Content button. 2. Click on the Student Records folder. 3. Click on the Self Service Reports folder. 4. Click on the Advisor Case Load Self Service Train report. Execute the Report Once you select the report, the screen will open to the Advisor Case Load Report Prompt Page. The report will automatically look for all students in your case load. The prompts you enter determine information about those students. 1. Use the Select a Term box to select Fall Semester Used to pull hours, GPA and enrollment status. Current and future terms will display (Future terms display once a student is term activated). 2. Use the Select Enrollment Status box to select the Enrolled. Determines if you see students who are enrolled in the term selected. Note You may have students who are not currently enrolled. 3. Click the Finish button at the bottom. Updated eda@ilstu.edu 3 P a g e
4 View the Report You will find details about the students who are assigned to you. 1. Output will be grouped by the Advisor Role, ie Major Advisor, Minor Advisor 2. Includes the following information: a. Advisor Role - your role to the student b. Term - term you selected in the above prompt c. Student Emplid unique identifying number assigned to each person record in Campus Solutions d. Student UID - unique identifier assigned to a person e. Ferpa Restricted Indicator - indicates whether the student has requested a FERPA restriction. Y indicates the student has a FERPA restriction. No information can be shared for those that have a Y value in this field. N indicates the student has no FERPA restriction. f. Student Name student s official name in Campus Solutions g. Student student s ISU address h. Academic Career - Graduate, Undergraduate, or Continuing Education i. Enrolled Status - status of student enrollment for class. Y indicates the student is enrolled for the term. N indicates the student is not enrolled for the term. j. Academic Level Beginning of Term - describes the academic level of the student at the beginning of the term k. Academic Standing standing based on GPA (good, warning, probation, dismissed) l. Primary Program, Plan Subplan program, plan, and subplan with the lowest sequence number in Campus Solutions m. Primary Minor Plan, Subplan - minor plan with the lowest sequence number in Campus Solutions n. Cumulative GPA - total ISU hours divided by the grade points received for those hours o. ISU Earned Hours hours earned while enrolled in ISU classes p. Total Hours hours earned in ISU classes plus transfer hours q. Admit Term semester the student started classes at Illinois State University r. Requirement Term catalog year that degree requirements are based off Updated eda@ilstu.edu 4 P a g e
5 Report Run Options View the report as a PDF Export the report into PDF format. 1. Click the Run icon in the upper left corner. 2. Click Run PDF. A PDF of the report will appear. Scroll the mouse over the top of the report and options to save or print the report appear. Export to Excel Export the report into an Excel document. 1. Click the Run icon in the upper left corner. 2. Click Run Excel. Note: When a report is ran using the Run Excel option it keeps all the formatting that was applied in Cognos. The Run Excel Data option strips the formatting such as grouping, sorting, and summaries. If you are going to work with the data in Excel, Run Excel Data is the better option. Reset prompts and run Run the report using different prompts. 1. Click the Run icon in the upper left corner. 2. Click Reset prompts and run. 3. Make new selections from the prompt screen. 4. Click the Finish button at the bottom Subscribe to a Report You can get the report ed to you on a weekly schedule using the subscribe feature. 1. Click the More dots icon in the upper right corner. 2. Click Subscribe. 3. Use the On day(s) field to select M for Monday. 4. Use the Time field to enter 6:00 AM. Note: Most data is updated overnight. We suggest that you use at time between 4:00AM and when you get into the office in the morning. Updated eda@ilstu.edu 5 P a g e
6 5. Click the arrow at the end of the Format field. a. Confirm HTML is selected. b. Select Excel or Excel Data. c. Click the Done button. Note: Be careful who you share the HTML link and Excel file with. They may not be authorized to view the information. 6. Click the arrow at the end of the Delivery field. a. Select Send report by . b. When two options appear, select Attach the report. c. Confirm Include a link to the report is selected. d. Confirm Save report is selected. e. Click the Done button. 7. Click the Create button. The report will be delivered with the set prompts that you selected when you subscribed to the report. Check the Notifications pane to view the reports that are saved in Cognos. Manage Subscriptions Once you have subscribed to a report, the subscriptions can be edited or deleted. 1. Click the Personal Menu tab in the upper right corner. 2. Click My subscriptions. 3. Click the Menu arrow at the right of the subscription that is to be managed. 4. To edit a subscription or make edits to the Prompts field: a. Click Modify this subscription. b. Click the arrow at the end of the Prompts field. c. Click Edit in the top right. d. Use the Select Enrollment Status box to select the Not Enrolled. e. Click the Finish button. f. Click the Back arrow top left of the pane. g. Click the Update button. Updated eda@ilstu.edu 6 P a g e
7 Return to the Report from the My Subscription Page 1. Click My subscriptions in the middle of the top toolbar. 2. Click the report Advisor Case Load Self Service Train. Return to the Home/Welcome Screen When you are done viewing a report, go back to the Welcome page. 1. Click the dropdown arrow by the report name. 2. Select the Home icon, or select the next to the report to close it. The Welcome screen will load. Sign Out of Cognos 1. Click the Personal Menu tab in the upper right corner. 2. Click Sign Out. Updated eda@ilstu.edu 7 P a g e
8 Where to Get Help Request Access to Cognos This class automatically gives you access to the Advisor Case Load Self Service report in Cognos. You must request any additional access through the Technology Support Center (TSC) by phone at 438-HELP (4357) or at ULID Department Business Need What you need access to: - Admissions - Census Reports - Records and Enrollment Reports* - Student Registration *Users must attend the Introduction to Cognos and Records and Enrollment training before they request access to the Records and Enrollment Package. Contact the Technology Support Center (TSC) - Phone: 438-HELP (4357) - supportcenter@ilstu.edu Attend Additional Trainings - Sign up at data.illinoisstate.edu/training/ Visit Website for: - Information about packages/reports - Changes and upcoming releases - Additional training resources URL: Contact the Enterprise Data and Analytics (EDA) Team We want hear about reports you would find useful and help you with any questions! - us at eda@ilstu.edu You Try! Go to and log in using your ULID and password. Questions? Visit data.illinoisstate.edu/training/ or Contact eda@ilstu.edu Updated eda@ilstu.edu 8 P a g e
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