View the Advisor Case Load Self Service Report

Transcription

1 IBM Cognos Analytics View the Advisor Case Load Self Service Report The Advisor Case Load Self Service report will give you information about the students in your case load. The following is a guide on how to access that report and the basics of Cognos that you will find useful when viewing the report. Navigate to Cognos Cognos Analytics supports all browsers with the exception of Microsoft Edge. Log into Cognos by going to (You must use a computer that is connected to the ISU network.) Log in using your ULID and central login password. Welcome Page Overview After logging in, you will land on the Welcome Page. 1. Welcome Will take you back to the home page. 2. Team Content Where to go to find managed reports. 3. Recent Where to go for Reports that you have recently accessed. 4. Student Records folder Where to go to access Advisor Case Load Self Service Report. 5. Sign Out To log out of Cognos. You will need to close your browser to completely log out. Updated eda@ilstu.edu 1 P a g e

2 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 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. Select a Term Used to pull hours, GPA and enrollment status. Current and future terms will display (Future terms display once a student is term activated). 2. Select Enrollment Status 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. Updated eda@ilstu.edu 2 P a g e

3 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 3 P a g e

4 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 or Run Excel Data. 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. Make new selections from the prompt screen. 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 the days of the week the report will run and then send. 4. Use the Time field to enter the time the report will run and then send. 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 4 P a g e

5 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 delete a subscription: a. Click Delete this subscription. 5. To edit a subscription: a. Click Modify this subscription. b. To make edits to the On day(s) or Time use options in the fields. c. To make edits to the Prompts field: i. Click the arrow at the end of the Prompts field. ii. Click Edit in the top right. iii. Use the boxes to make the desired edits. iv. Click the Finish button. v. Click the Back arrow top left of the pane. d. Click the Update button. Updated eda@ilstu.edu 5 P a g e

6 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. Return to the Welcome Page Return to the page you were on when you first logged in. 1. Click Advisor Case Load Self Service in the middle of the top toolbar. 2. Click the Remove icon to the right of each report that appears in the dropdown. After all open reports have been closed you will return to the Welcome Page. Sign Out of Cognos 1. Click the Personal Menu tab in the upper right corner. 2. Click Sign Out. Updated P a g e