UACCESS ANALYTICS. Intermediate Reports & Dashboards. Arizona Board of Regents, 2015 THE UNIVERSITY OF ARIZONA. updated v.1.

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1 UACCESS ANALYTICS Arizona Board of Regents, 2015 THE UNIVERSITY OF ARIZONA For information and permission to use our PDF manuals, please send an to: updated v.1.20

2 COPYRIGHT & TRADEMARKS Copyright 2015, Arizona Board of Regents. All rights reserved. Record of Changes Date Version # Description 06/01/ Original 04/24/ Updated information regarding the UAccess Community, and added instructions and references for the Selection s view. Copyright information updated to /01/ Updated branding (logos & fonts)

3 Table of Contents About this Workshop... v Access to Analytics Data... v UAccess Community... v Using the Catalog... 1 Copying Analyses... 1 Exercise 1 Create the Student Census Analysis... 9 Exercise 1 Scenario and Outline... 9 Exercise 1 Criteria Tab Exercise 1 Results Tab Saving the Filter Saving the Filter for Use in Another Analysis Analytics Variables and SQL Coding Why Use Variables or SQL Coding? Viewing Analytics Variables Variables and SQL Coding used in this Workshop Adding a Formula with SQL Coding to the PCard Analysis Criteria Tab Doc Line Number column Editing the Filter to Include Variables Criteria Tab Editing the Filter Adding a Pivot Table to the PCard Analysis What are Pivot Tables? Results Tab Pivot Table Adding a Complex Graph to the PCard Analysis Results Tab Graph Results Tab Finishing Up Exercise 2 Add a Pivot Table to the Student Census Analysis Exercise 2 Scenario and Outline Using Dashboard Prompts What is a Dashboard Prompt? Edit the Student Census Analysis to Function with the Prompt Creating a Dashboard Page Creating a Dashboard Page Adding the Prompt and the Analysis Testing the Prompt and the Analysis on the Dashboard Page Page iii

4 Creating an Agent What are Agents? What are Devices and Delivery Profiles? Creating an Agent Exercise 3 Workshop Review Review Workshop Review Appendix A: SQL Examples Appendix B: Designing Effective Graphs Appendix C: Creating the Dashboard Prompt Dashboard Prompt Options Term Prompt Enrollment Add Date Prompt Enrollment Drop Date Prompt Edit Page Settings Index Page iv

5 About this Workshop This workshop is the second of our hands-on sessions introducing attendees to UAccess Analytics, the University's report and dashboard creating tool. This session is intended for users who have a need for more sophisticated analyses and dashboards, both for themselves and for others. Attendees will create analyses that incorporate pivot tables and graphs, will use variables in filters and SQL coding in columns, and will create an agent to deliver data to their desktop. For information on additional workshops in which you can further your knowledge of UAccess Analytics, please go to the Workshops and Training Team website at Access to Analytics Data Request for Individual access to UAccess Analytics can be submitted to UAccess Community The UAccess Community is an online networking resource available to everyone on campus who uses UAccess Systems. If you have an official UA address, you can request membership in the UAccess Community. Just go to and click the Sign Up link in the upper right corner of the screen. Once your membership is confirmed usually within a few hours you ll have access to valuable information about all of the various aspects of the UAccess Systems. You ll want to join one or more of the groups within the Community, because that s where the value comes in. There is a Welcome Center available through a link on the Home page, as well as a great set of frequently asked questions (FAQs) linked through the top menu. Be sure to browse through the different Forums, check out upcoming Events, and peruse the extensive Resources provided through the Community. Please take advantage of the opportunity and become a member of the UAccess Community. Page v

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7 Using the Catalog Copying Analyses Procedure The Analytics Catalog is simply a file manager. 1. You can get to the Catalog by clicking the All Content link in the Browse/Manage section of the Home Page, or you can click the Catalog link on the Global Header. Click the Catalog link. 2. In the Catalog you can see all of your folders, move things around, rename things, and create new folders. Click the New Item icon. Page 1

8 3. Create a new folder. Click the Folder link. 4. Enter "Intermediate Workshop" in the Name field. 5. Click the OK button. 6. Now that you have an Intermediate Workshop folder, you can copy some already-created analyses into that folder. Click the + button before Shared Folders. Page 2

9 7. Click the + button before Workshops. 8. Click the 3 Intermediate folder. 9. In the right-hand area of the screen, select the first analysis you will copy. Click the Basic PCard Analysis area. Page 3

10 10. Now use the Copy task in the Tasks pane. Note that the item you've selected Basic PCard Analysis is identified in the top line of the Tasks pane. The system is keeping track of what you've selected. Click the Copy link. 11. The analysis has been copied. Now paste it into your Intermediate Workshop folder. Click the + button before My Folders. 12. Click the Intermediate Workshop folder. Page 4

11 13. Back down to the Tasks pane, where the top line now reads Intermediate Workshop. You're pasting the analysis into the correct folder. Click the Paste link. 14. You have one more analysis to copy into your folder. Click the 3 Intermediate folder. 15. Click the Basic Student Analysis area. 16. You needn't use the Tasks pane. You can, instead, use the More menu in the Basic Student Analysis area. Click the More menu. Page 5

12 17. Click the Copy link. 18. Click the Intermediate Workshop folder. Page 6

13 19. Now use the Tasks pane again. Click the Paste link. 20. That's it! You've copied two analyses from a shared folder into a personal folder. Click the Home link. End of Procedure. Page 7

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15 Exercise 1 Create the Student Census Analysis Exercise 1 Scenario and Outline Exercise 1 Create the Student Census Analysis Training Guide Modify the Basic Student Analysis and save it in your Intermediate Workshop folder as Student Census Analysis. Scenario: Your boss has asked you to create a report showing a summary of students attending classes at your college, counting only students enrolled at your college in those classes, for the Spring 2012 semester. Fortunately, you had already started working on just such a report! You can start with that analysis, making appropriate edits to get just what your boss needs. In this exercise, you will: Add filters o Term Description = Spring 2012 and o Academic Organization Level 3 = [your college] and o Academic Program Description = [your college] and o Enrollment Add Day Date <= 02/01/2012 and Enrollment Drop Day Date = 01/01/1900 or Enrollment Drop Day Date > 02/01/2012 Edit the Table View o Add a grand total to the Table o Add subtotals to the Subject and Catalog Number columns o Hide the Academic Level Beg of Term Code column Add a Filters View All of the steps have been laid out for you on the following pages, along with a few screen shots. Just a few things as you begin: You will have adequate time to complete this exercise. This is not a test. Feel free to ask questions of the instructor or your neighbor. Feel free to work with your neighbor. If the instructions in the book are not clear to you, please ask. If you would like to take a short break during the exercise, please do so. Page 9

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17 Exercise 1 Criteria Tab Procedure 1. Edit the Basic Student Analysis. Click the Edit link. 2. Click the Criteria tab. 3. None of the columns you need for filtering are actually included in this analysis. Use the "martini glass" button on the right side of the Filters bar to add filters for columns that are not in the analysis. Click the Create a Filter icon. 4. You will go through these same steps for each of the filters. Click the More Columns link. 5. Open the Term table. Click the + button before Term. 6. Click the Term Description list item. 7. Click the OK button. 8. Click the Value drop-down list. 9. Click the More/Search link. 10. Click the Name drop-down list. 11. Select the Ends item from the Name menu. Page 11

18 12. Enter "2012" in the Name field. 13. Click the Search button. 14. Double-click the Spring 2012 list item. 15. Click the OK button. 16. You've created the first of six filters. Click the OK button. 17. The next filter will limit the selected classes to only those classes in majors at your college. Click the Create a Filter icon. 18. Click the More Columns link. 19. The Academic Organization is the entity that owns the major, the subject, or the class. Open the Academic Organization table. Click the + button before Academic Organization. 20. Academic Organization Level 1 is either a department or school, as appropriate. Academic Organization Level 2 is either a school or college, as appropriate. Academic Organization Level 3 is always the college. Click the Academic Organization Level 3 Desc list item. 21. Click the OK button. 22. Open the Value drop-down list. Page 12

19 Training Guide 23. Click the Eller College of Management or [your college] list item. 24. Click the OK button. 25. Now create a filter to limit the student count to only those students taking classes at your college. Follow the steps from the previous filters. Table > Column: Term Career Program Plan > Academic Program Description Operator: is equal to / is in Value: Eller College of Management or [your college] 26. Create another filter to limit the student count to those students enrolled in the Spring 2012 term who enrolled on or before the start day of the term. Follow the steps from the previous filter. Remember that you can type in the filter s Value field. Table > Column: Day Enrollment Add Date > Enrollment Add Day Date Operator: is less than or equal to Value: 02/01/ Create another filter specifically to retain those students who have not dropped a class. Students who have not dropped a class have a date of 01/01/1900 automatically entered in the drop date field in Analytics. We have to be sure to keep those students in the group. Table > Column: Day Enrollment Drop Date > Enrollment Drop Day Date Operator: is equal to / is in Value: 01/01/ The final filter you need to build is a modified version of the filter you just created. You can copy that previous filter, paste the copy in, and edit the copy. Click the Enrollment Drop Day Date filter item. 29. Click the Copy Filter icon. Page 13

20 30. Click the Paste Filter icon. 31. Now select the copied filter. Click the second Enrollment Drop Day Date filter item. 32. Click the Edit Filter icon. 33. In this filter, you will be selecting those students who dropped the class on or after the term start date. Click the Operator drop-down list. 34. Click the is greater than list item. 35. Enter "02/01/2012" in the Values field. 36. Click the OK button. 37. No student can actually have both of those last filter items in their record for any one class. You can change the AND in front of the last filter into an OR, so that the filter means students will have one or the other of those last two filters apply to their record, but not both. Click the AND link. Page 14

21 38. Reading through the filter, this analysis will now show all students who are enrolled in the Spring 2012 term, and who are enrolled in classes in majors owned by the selected college, and who enrolled in the selected college before or on the term start date, and o who have not dropped or o who have dropped after the term start date. In other words, all students in your college, taking classes run by your college, who were enrolled in those classes as of the Spring 2012 term start date. 39. Now save the analysis with a new name. Click the Save As icon. 40. Enter "Student Census Analysis" in the Name field. 41. Click the OK button. Page 15

22 42. Keep going! The exercise continues on pages End of Procedure. Page 16

23 Exercise 1 Results Tab Procedure You've added a complex filter to the Basic Student Analysis and have saved it as Student Census Analysis. Now edit the Table View to add some totals and to hide the Academic Level code column. 1. Click the Results tab. Page 17

24 2. You can see the current layout of the Table View. You will add a grand total for the entire table and subtotals for Subject and Catalog Number. You will also hide the Academic Level Beg of Term Code column. Click the Edit View icon. 3. First, add a grand total in the Table area, using the button next to Columns and Measures. Click the Totals icon. 4. Click the After list item. 5. Now add a subtotal to the Subject column. Click the Total icon. 6. Click the After list item. 7. Add another subtotal to the Catalog Number column, using the same procedure you used with the Subject column. 8. Lastly, hide the Academic Level Beg of Term Code column. Click the More Options button. 9. Click the Hidden list item. 10. The table now has the subtotals and grand total you added. That's great! Click the Done button. Page 18

25 Training Guide 11. Any users of this analysis should have a way of seeing whether or not selection steps have been applied, as well as how this analysis has been filtered. Add the Selection s and Filters views to the analysis. 12. Click the Save Analysis button. 13. Congratulations! You ve completed the exercise! End of Procedure. Page 19

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27 Saving the Filter Saving the Filter for Use in Another Analysis Procedure Sometimes, you'll want to save the filter you've built separately from the analysis. 1. Click the Criteria tab. 2. There are three buttons on the far right end of the Filters bar. Click the More Options button. 3. Click the Save Filters list item. Page 21

28 4. The filter will automatically be saved in your own personal folder, in a subfolder with the same name as the name of the Subject Area you used to create the analysis and filter. Enter "Student Census Filter" in the Name field. 5. Note: In most cases, you will probably want to remove the checkmark from the Replace current report filters with a reference to the saved filter box in the lower left corner of the Save As screen. Click the Replace checkbox. 6. Click the OK button. Page 22

29 Training Guide 7. If you look in the Catalog pane in the lower left corner of the screen, you will find your saved filter. Saved filters can be used in other analyses, but only when they come from the same Subject Area as the filter. Open the My Folders folder. Click the + button before My Folders. 8. Open the Subject Area Contents folder. Click the + button before Subject Area Contents. 9. Open the last folder. Click the + button before CSW Student Records Class Enrollment. Page 23

30 10. To use the filter, simply double-click the filter or select the filter and click the Add Filter button. Double-click the Student Census Filter list item. 11. The Apply Saved Filter screen shows you where the filter is stored, what the filter contains, and gives you options for applying the filter. Click the Cancel button. 12. Click the Results tab. End of Procedure. Page 24

31 Analytics Variables and SQL Coding Why Use Variables or SQL Coding? Variables Often you will want to have an analysis run so that it always displays updated information for the current month or the previous month, information pertinent to the logged-in user's department, or some other data relative to external information. Using variables, you can modify filters or prompts to allow that very situation to happen every time you run that analysis. We will use a few examples of variables in this workshop. All variables can be found on the Analytics > Variables dashboard within the system. SQL Coding Sometimes you have to modify the formula in a column of information or a prompt so that it shows you the data in the manner in which you want to see it. You can use a formula to pre-filter a column of data or tell the column to count. You can even change the type of data that is presented. It all depends on SQL coding. We will use two examples of SQL coding in this workshop. You can find out just a bit more about SQL coding in Appendix A: SQL Examples on page 107. More extensive information is available in the Analytics Help documentation. Search for SQL. Page 25

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33 Viewing Analytics Variables Procedure Analytics Variables can be used in filters and prompts to provide an easier means of getting data for this month or information based on the previous pay end date or even the current user's department. 1. There is a list of variables on a dashboard page. Click the Dashboards link. 2. Click the Variables link. Page 27

34 3. The variables on the dashboard are divided into groups of similar variables. Each line displays the syntax of the variable followed by an example of the information the variable will send to Analytics. 4. The data from the variable you elect to use must match the data that is expected by the filter. For example, if you are filtering for Fiscal Year, you must choose a variable that sends a four-digit number to Analytics. You would select CURR_FISCALYEAR or PREV_FISCALYEAR, not PREV_FPERIOD_NAME. 5. There are a number of variables you will use in this workshop: PREV_FISCALPERIOD_ST_DT PREV_FISCALPERIOD_END_DT PREV_FPERIOD_NAME Page 28

35 6. Scroll down to the bottom of the page. Click the scrollbar. Training Guide 7. The More Info section of the dashboard provides the proper syntax for using the variables, although some of the syntax is actually handled by Analytics. 8. Click the Home link. End of Procedure. Page 29

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37 Variables and SQL Coding used in this Workshop Summary PCard Analysis SQL for use in a Formula Training Guide CASE WHEN "PCard Transactions"."Doc Line Number" = 1 THEN 1 ELSE 0 END Variables PREV_FISCALPERIOD_ST_DT PREV_FISCALPERIOD_END_DT Page 31

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39 Adding a Formula with SQL Coding to the PCard Analysis Criteria Tab Doc Line Number column Procedure Training Guide Edit the Basic PCard Analysis so that it properly counts the number of transactions in a given month and shows summary spending data for your department's PCards for the previous month. 1. Open and edit your Basic PCard Analysis. Click the Catalog link. Page 33

40 2. This analysis looks a bit odd. That's because the data columns were not added in any logical order. They were just dropped into the analysis in the order they showed up in the Subject Area. You will have to fix that eventually. 3. Note: In the Cardholder Alternate Name column, it's easy to see that Mary T. Barleycorn appears seven times. In the Doc Line Number column in those same seven transactions, one of the Doc Line Numbers is 2. That's the second half of one transaction. You are going to sum and count the various transactions, and you will add a formula to the Doc Line Number column to get that proper count. You don't want to count the second half of a single transaction as a separate transaction. You have to take that into consideration and fix it. 4. All of the initial changes or modifications can be done on the Criteria tab. Click the Criteria tab. 5. The first thing to do is take care of the Doc Line Number column, which is on the far right. Click the Options icon. 6. Click the Edit formula list item. 7. We are going to use a prebuilt function, and let the system do a small bit of our typing for us. You could also simply type all of the information into the Column Formula field. Click the f( ) button. 8. The function we're looking for is in the Expressions folder. Click the + icon before Expressions. 9. Click the Case (If) list item. 10. Click the OK button. Page 34

41 Training Guide 11. Modify the information in the Column Formula field to match the following: CASE WHEN "PCard Transactions"."Doc Line Number" = 1 THEN 1 ELSE 0 END 12. Now change the aggregation rule. Remember, you are using this column to count the number of transactions (add up all the 1s). Click the Aggregation Rule (Totals Row) drop-down list. 13. If you don't make this change, the column will not total the transactions. You would simply get a blank field where the total or sum should appear. Click the Sum list item. 14. Now rename the column. Since this column is now going to be used to show a total number of transactions, the title of the column should reflect that. Click the Custom Headings checkbox. 15. Enter "Transaction Count" in the Custom Heading field. Page 35

42 16. Click the OK button. End of Procedure. Page 36

43 Editing the Filter to Include Variables Criteria Tab Editing the Filter Procedure You will have to add another filter to the analysis. This filter will default the time frame used in the analysis to last month, regardless of what month that might be. 1. Now edit the existing filter to point at your own department. Click the Edit Filter icon. 2. Erase the 9507 from the Value field and type in your own department number. Click the OK button. 3. Now add one more filter (from a column that is not in the analysis) so that this analysis will always show data from the previous month. There are no date tables in the PCard subject area, but there is a date column. If there were a date table, the filter might be built differently than the process you re using here. Table > Column: PCard Transactions > Post Date 4. Since you want to capture the entire month, you will have to change the Operator. Click the Operator drop-down list. 5. Click the is between list item. 6. In order to have the analysis always default to last month without having to edit the filter each month, you can use variables. Click the Add More Options button. 7. Click the Repository Variable list item. Page 37

44 8. Enter "PREV_FISCALPERIOD_ST_DT" in the Repository Variable field. 9. Add a second repository variable field for the second date. Click in the Add More Options button. 10. Click the Repository Variable list item. 11. Enter "PREV_FISCALPERIOD_END_DT" in the Repository Variable field. 12. Those two variables will ensure that the report will always show transactions that were posted between (and including) the first day of the previous month and the last day of the previous month. Click the OK button. 13. Click the Save As button. Page 38

45 14. Enter "Summary PCard Analysis" in the Name field. 15. Click the OK button. Training Guide End of Procedure. Page 39

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47 Adding a Pivot Table to the PCard Analysis What are Pivot Tables? Training Guide An explanation of pivot tables requires a quick explanation of a standard table. A table is flat data presentation tool, with the data simply displayed in rows and columns. Tables are two-dimensional data tools. Pivot tables, on the other hand, can provide a three-dimensional view of data. Pivot tables show the data assembled in rows, columns, and measures. A pivot table can help quickly summarize data and highlight the desired information. The usage of pivot tables is extremely broad and depends on the situation. Among other functions, pivot tables can automatically sort, count, total, or give the average of the data displayed in the pivot table. Pivot tables are also useful for quickly creating cross tabulations. You can set up and change the pivot table structure by dragging and dropping fields. The rotation or pivoting of the summary table gives the pivot table its name. Page 41

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49 Results Tab Pivot Table Procedure You have modified a column formula and the filter on the Criteria tab. It's time to work on the Results tab. The default results are shown in a table. You will add a pivot table to the Results tab in order to more readily add percentages to the results. 1. Click the Results tab. 2. This is a very basic report, but you will make it better. Much better! Start by adding a pivot table. You can use the New View icon in the Views pane in the lower left corner of the screen. Click the New View icon. Page 43

50 3. Click the Pivot Table list item. 4. This is the Pivot Table editing screen. It's very similar to the Table editing screen. The Layout pane has similar areas. If you drop a column into the Pivot Table Prompts area, you will get a drop-down menu of the values in that column. If you drop a column into the Sections area, you will get one pivot table for each value in that column of information. Page 44

51 Training Guide 5. The Pivot Table area has a big blue box in it. Inside that box, you see three smaller areas. In this case, all of the columns dropped into the Rows area. It's called rows because the data is displayed in rows, just like a regular table. There are two more areas to the right. The small area on top is named Columns. If you drop a column of information into that area, you will get one column for each of the values that is in that column. Those values become column headers. The final area is named Measures. This is where you will typically drop any numeric columns of data. Any data that is identified by the system as a Measure (yellow icon) will automatically be moved into this area. 6. The final area on the Layout pane is the Excluded area. You know that dropping a column into that area excludes it from the view you're working with. Right now, there's something in there called Measure Labels. You'll use that in a few moments. 7. Let's get started with this pivot table. First off, move the dollar amount column Account Line Amount over into the Measures area and rename the column. Click the More Options icon. Page 45

52 8. Click the Format Headings list item. 9. Enter "Transaction Total" in the Caption field. 10. Click the OK button. 11. Move the Measure Labels item from the Excluded area to the Columns area. Because you will soon have more than one column in the Measures area, labels are required. This Measure Labels item is just what it sounds like. It's the label for the columns of information that live in the Measures area. 12. Move the Transaction Count column into the Measures area and place it to the right of the Transaction Total column. 13. Rearrange the rest of the columns in the Rows area to get them into a more logical order. You will also rename some of the columns to make the analysis a bit more user-friendly. Move the Default Account to the far left end of the Rows area. Page 46

53 Training Guide 14. Rename the Default Account column to "Account No. 15. The PCard Number (Last 4 Digits) column is already in the correct location. Just rename it to "PCard No. 16. Now move the Cardholder Name column into place to the right of the PCard No column and rename it to "Cardholder. 17. Move the Cardholder Alternate Name column into the next slot and rename it to "Alt Cardholder. 18. Now move the Monthly Spend Limit column to the right of the Alt Cardholder column. The name of that column is fine. 19. Rename the Monthly Number column to "Monthly Trans Limit. Page 47

54 20. You've made a lot of changes. Take a look at the Preview screen to see what the pivot table looks like. Click the Preview icon. 21. That looks better. Click the Close button. 22. Perhaps you should add a grand total to the pivot table. Use the Totals button located in the Rows area. Click the Totals button. Page 48

55 23. Click the After list item. 24. Now preview the pivot table again. Click the Preview icon. 25. Very good! Click the Close button. 26. So far, the pivot table doesn't look much different than the standard table. There are things that are very easy to do with pivot tables that are not at all easy with tables. For example, you can add percentages! Page 49

56 27. First, duplicate the Transaction Total column. Click the More Options icon. 28. Click the Duplicate Layer list item. 29. The duplicate column drops in on the right. Move that column and place it to the right of the original column. 30. Now set this duplicate column to display percentages. Click the More Options icon. 31. Click the Show Data As list item. 32. Click the Percent of list item. 33. Click the Column list item. 34. You should rename the column, too. Name it "Percent. 35. Preview once more. Click the Preview icon. 36. See how easy that was? That's one of several reasons to use pivot tables. Click the Close button. 37. You're done editing the pivot table. Click the Done button. Page 50

57 Training Guide 38. Because you used the New View button from the Views pane to create the pivot table, the pivot table will not be automatically included in the Compound Layout. You can either click the Add View button in the Views pane to add the highlighted view the pivot table to the Compound Layout or you can drag-and-drop the pivot table into place. Watch for the dark blue line and drop the pivot table between the Title view and the Table view. 39. Take a look at the difference between the pivot table and the table. The pivot table has summary data and the value-added percentage column. The table is showing detail information. That data is valuable, but you wanted a summary analysis. The pivot table provides that view. Page 51

58 40. The Table view isn't really serving a purpose any longer. You can delete it, using the Views pane. Note: Be sure you highlight the Table view first! Click the Remove View from Analysis button. 41. That looks pretty good! You should save your work. Click the Save Analysis button. End of Procedure. Page 52

59 Adding a Complex Graph to the PCard Analysis Results Tab Graph Procedure You've created and added a pivot table. Now add a complex graph. Training Guide For more information on using the appropriate graph style for your data type, please see Appendix B: Designing Effective Graphs on page Use the New View button in the Views pane again. Click the New View button. 2. Click the Graph list item. Page 53

60 3. You can measure more than one thing on a graph, using more than one scale, if necessary. With this graph, you will measure both the Total Transaction Amount and the Monthly Spend Limit. Click the Line-Bar list item. 4. Click the Default (Standard) list item. 5. The system pulls up the Graph editing screen for you. The first thing you will see in this instance is the sentence in big red letters across the top of the Layout pane. *** Insufficient number of measures. You must add at least one measure. The system wants something in the Measures area. If you had one or more true Measures in this analysis, they would have automatically moved into the Measure area. What the system is looking for are the columns that contain numbers. Fortunately, you have some columns you can use. Page 54

61 6. First, review the Layout pane. There is a Graph Prompts area. If you drop a column of information there, you will get a drop-down menu. If you drop a column into the Sections area, the system will create a separate graph for each value in that column. You may temporarily break the analysis if you drop a column that has too many values into the Sections area. Limit yourself to a column with four or five values. Be reasonable and judicious in your use of the Sections area. 7. Of course, there's a large blue box named Line-Bar Graph. Inside that box are two areas: Measures, where you will drop numericvalue columns into either the Bars (Vertical Axis 1) slot or the Lines (Vertical Axis 2) slot, and the Bars and Lines area on the right, where all of the columns have landed. Down below is the Excluded area, as usual. Page 55

62 8. Now that you've reviewed the screen, it's time to get the graph built. The first step is to drag the numbers columns into the Measures area. Start with the Account Line Amount column, which will go in the Bars slot of the Measures area. Watch for the blue line so you'll know when to drop the column into the slot. 9. Now move the Monthly Spend Limit column into the Measures > Lines slot. 10. Something has been going on behind the Layout pane. Collapse the Layout pane to see the graph preview. Click the button before Layout. Page 56

63 11. That's pretty nice! The big blue bars in the graph show the monthly amount spent, and the red line is the spending limit. The graph could be a bit clearer in showing what you intend, however. Click the + button before Layout. 12. Looking at the Bars and Lines area, there seem to be a lot of columns of information there, and those columns are adding text to the graph. To clean it up, you should ask yourself the basic questions: What are you really trying to graph? What is the purpose of this analysis? You are trying to see monthly charges and monthly spending limit per cardholder. The remaining columns are superfluous and should be excluded. Page 57

64 13. Drag all of the columns except Cardholder Name into the Excluded area. 14. Good. Now take a look at the graph preview. Click the - Layout button. 15. What you've cleaned up was the title on the horizontal axis. That's good. Having a scale on each side of the graph can sometimes be confusing. You can fix that, too. Click the + button before Layout. Page 58

65 16. Click the Use unified scale checkbox. Training Guide 17. Click the - Layout button. 18. Now you have just one scale, but the blue bars are almost too small to be seen. It's time to edit some properties to fix that and a few other things. Click the Graph Properties icon. 19. This is the General tab of the Graph Properties screen. Change the location of the legend. Click the Legend Location drop-down list. Page 59

66 20. Click the Top list item. 21. Click the Style tab. 22. The red line is not quite right. It seems to imply something changing over time and that's not what is being measured with that line. It might be better to have points or some symbol showing the spending limit on each card. Click the Style and Conditional Formatting icon. 23. Click the Line link. 24. Now add a Custom Formatted Position. Click the Add button. 25. You don't actually need the line at all. Click the Line Width drop-down list. 26. Click the 0px list item. 27. Now add a symbol. Click the Symbol Type drop-down list. 28. Click the Square list item. Page 60

67 29. Click the OK button. 30. Click the Scale tab. 31. If you make the scale logarithmic, it will be easier to read for the things you are measuring. Note: Be careful using logarithmic scales. They distort the scale, making smaller values seem larger and larger values seem very close to smaller values. Click the Specify option. 32. Click the Use logarithmic scale checkbox. 33. Click the Titles and Labels tab. 34. The graph doesn't really need a title. Click the Graph Title checkbox. Page 61

68 35. The Vertical Axis could be cleaner. Click the Vertical Axis checkbox. 36. Enter "Amounts" in the Title field. 37. Click the OK button. 38. Very nice! Click the Done button. 39. Now drag the graph into place to the right of the pivot table. Watch for the dark blue line to the right of and touching the pivot table. Page 62

69 40. It's a bit difficult to see the entire analysis. Collapse the left-hand panes. Click the Expand/Collapse icon on the pane divider. Training Guide 41. Save your changes. Click the Save Analysis button. End of Procedure. Page 63

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71 Results Tab Finishing Up Procedure You're almost done! Just add the Selection s and Filters views and make a small but important modification to the Title view. 1. To add the Selection s and Filters views, you can use the button bar at the top of the Compound Layout pane. Click the New View icon. 2. Click the Selection s list item. 3. Click the New View icon again. 4. Click the Filters list item. Page 65

72 5. The Filters view a snapshot of the filter has been added at the bottom of the analysis. 6. Now edit the Title View to add some data here. Click the Edit View button. 7. Enter in the Subtitle field. 8. Press [Tab]. 9. Nice! The subtitle has the month and year in it! Click the Done button. 10. Click the Save Analysis button. End of Procedure. Page 66

73 Exercise 2 Add a Pivot Table to the Student Census Analysis Exercise 2 Scenario and Outline Exercise 2 Edit the Student Census Analysis Modify the Student Census Analysis, adding a pivot table view. Scenario: Your boss likes the Student Census Analysis you created for her earlier. She thinks, however, that there may be a better way to see the data in a more concise manner. After a bit of thinking, you realize that a pivot table might be the answer! In this exercise, you will: Add a Pivot Table View. Edit the Pivot Table View. o Move columns. o Duplicate columns. o Hide columns o Add Grand Totals and Subtotals. Move the Pivot Table View into place. Delete the Table View. All of the steps have been laid out for you on the following pages, along with a few screen shots. Once you ve completed the exercise, the pivot table (screenshot on page 68) will have copies of the Subject and Subject Description columns in the Pivot Table Prompts area, both Term Academic Level columns will be in the Columns area, with the remaining columns in the Rows area. Just a few things as you begin: You will have adequate time to complete this exercise. This is not a test. Feel free to ask questions of the instructor or your neighbor. Feel free to work with your neighbor. If the instructions in the book are not clear to you, please ask. If you would like to take a short break during the exercise, please do so. Page 67

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75 Exercise 2 Results Tab Pivot Table Procedure Edit the Student Census Analysis. Add a pivot table to provide a better means of viewing the data. 1. Click the Open link. 2. Click the Student Census Analysis link. 3. Add a pivot table using the New View button in the Views pane. Click the New View icon. Page 69

76 4. Click the Pivot Table list item. 5. Take a look at a preview of the pivot table. Click the Preview button. 6. All of the columns are included, and it's up to you to edit this pivot table, formatting it to provide extra value. Note: The Academic Level Beg of Term Code column is to the left of the Academic Level Beg of Term Desc column. You won't be able to tell which is which on the Layout pane. Click the Close button. Page 70

77 Training Guide 7. You need to put the Subject and Subject Description columns in the Pivot Table Prompts area, but you want to keep them in the Rows area as well. You can duplicate the columns and move the duplicates! Start by duplicating the Subject column Click the More Options button. 8. Click the Duplicate Layer list item. 9. Now do the same for the Subject Description column. Click the More Options button. 10. Click the Duplicate Layer list item. 11. The duplicates are added on the right-hand end of the Rows area. Drag the duplicates to the Pivot Table Prompts area. Be sure the Subject column is on the left. 12. You have both columns in the Pivot Table Prompts area, but they won't work properly if you can see both of them. You can hide the Subject column. Click the More Options button. 13. Click the Hidden list item. 14. Add a grand total to the Pivot Table Prompts area. Doing so will add an All Values item to the menu. Click the Totals icon. 15. Click the Before list item. Page 71

78 16. Move both of the Term Academic Level columns to the Columns area. You can most easily move the columns together by grabbing the Term Academic Level table header. As you move them, keep in mind that the left-hand column is the Code column, and the right-hand column is the Description column. 17. You don't need the column labels in this case. Move the Measure Labels item from the Columns area to the Excluded area. 18. Now the top column is the Code column. Hide the Code column. Click the More Options button. 19. Click the Hidden list item. 20. You should probably preview the pivot table at this point. Click the Preview icon. Page 72

79 21. Looking good! Click the Close button. 22. Add a grand total to the Columns area. Click the Totals icon. 23. Click the After list item. 24. Add a grand total to the Rows area. Click the Totals icon. 25. Click the After list item. 26. Add a subtotal to the Subject column in the Rows area. Click the Subtotal icon. Page 73

80 27. Click the After list item. 28. Preview one last time. Click the Preview icon. 29. Very nice! Click the Close button. 30. Click the Done button. 31. Drag the pivot table from the Views pane and drop it immediately below the Title view. 32. Delete the Table view from the Views pane. Click the Table list item. 33. Click the Remove View from Analysis button. Page 74

81 34. Good job! Click the Save Analysis icon. 35. Congratulations! You ve completed the second exercise! End of Procedure. Page 75

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83 Using Dashboard Prompts What is a Dashboard Prompt? A dashboard prompt is a specific kind of filter that, when created, saved, and applied to a dashboard or dashboard pages, can filter all or some of the analyses that are embedded in a dashboard or analyses that are embedded on the same dashboard page. Dashboard prompts allow the end users to specify the data values that determine the content of some or all of the analyses contained on the dashboard. Dashboard prompts are reusable, because you can create one prompt and use it many times. When the prompt object is updated and saved, those updates are immediately displayed in all dashboards where the prompt is used. A dashboard prompt is interactive and is always displayed on the dashboard page so that the user can prompt for different values without having to re-run the dashboard. Users can create and save dashboard prompts to either a private folder or to a shared folder. Page 77

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85 Edit the Student Census Analysis to Function with the Prompt Procedure You have created and modified the Student Census Analysis, and you're nearly ready to add the analysis to a dashboard page. To make it more functional for your users, you would typically create a dashboard prompt to go with it. That prompt has already been created for you, and you copied it to your folders earlier in the workshop. For a detailed explanation of how that prompt was created, please see Appendix C: Creating the Dashboard Prompt on page 113. You must modify the Student Census Analysis so that the prompt and the analysis will work together when you put them both on a dashboard page. 1. The modifications must be made to the filters, which are on the Criteria tab. Click the Criteria tab. Page 79

86 2. Click the Term Description filter item. 3. Click the Edit Filter icon. 4. Click the Operator drop-down list. 5. The is prompted operator is what makes the filter take the data from the prompt when the analysis and prompt are together on a dashboard. Click the is prompted list item. 6. Click the OK button. 7. Click the Enrollment Add Day Date filter item. 8. Click the Edit Filter icon. Page 80

87 9. Click the Operator drop-down list. Training Guide 10. Click the is prompted list item. 11. Click the OK button. 12. The dashboard prompt includes a field for Enrollment Drop Date, and the filter has two instances of that particular column. When you have that situation, the prompt will affect all instances of that filter, even if the operator of one of the filters is not changed to is prompted. You must take some action to protect the filter you don't want affected. 13. Click the first Enrollment Drop Day Date filter item. 14. Click the Edit Filter icon. Page 81

88 15. In this instance, you need to keep this filter from being changed by the prompt. This filter keeps those students who have not dropped the classes you're interested in. Click the Protect Filter checkbox. 16. Click the OK button. 17. Now edit the second Enrollment Drop Day Date filter. Click the Edit Filter icon. 18. Click the Operator drop-down list. 19. This filter needs to change with the prompt selection. Click the is prompted list item. 20. Click the OK button. Page 82

89 21. The filters in the analysis are now set to work properly with the dashboard prompt. Note the little yellow key on the protected filter! 22. Click the Save Analysis button. End of Procedure. Page 83

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91 Creating a Dashboard Page Creating a Dashboard Page Procedure You've created the Student Census Analysis and you have a copy of the associated dashboard prompt. It's time to put them together on a dashboard page. 1. Click the Dashboards link. Page 85

92 2. In this workshop, you will use your personal dashboard. In real life, you might very well be putting the items on a shared departmental dashboard. If you were putting the items on a shared dashboard page, you would have saved the items into an appropriate shared folder. Given that stipulation, the general process is the same. Click the My Dashboard link. 3. In real life, you may already have a dashboard created that you wish to leave as-is, in which case you'd most likely want to add another page. Click the Page Options button. 4. Click the Edit Dashboard list item. 5. Click the Add Dashboard Page icon. 6. Enter "Intermediate Workshop" in the Page Name field. Page 86

93 7. Enter "Select a specific term to see the census count of students for that term, as of the first day of the term." in the Page Description field. 8. Click the OK button. End of Procedure. Page 87

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95 Adding the Prompt and the Analysis Procedure You ve created the new dashboard page. Now add the dashboard prompt and the Student Census Analysis. 1. Now you have a nice blank page from which to start. The first thing to do is to add a couple of columns from the Dashboard Objects pane. Drag-and-drop a Column into the large gray area. Drag-and-drop a second Column into the dashboard and place it to the side either left or right of the first column. Page 89

96 2. Now find the analysis and prompt you need. They're in the My Folders folder in the Catalog pane on the left side of the screen. Double-click the My Folders link. 3. Now open the Intermediate Workshop folder. Double-click the Intermediate Workshop link. 4. Drag the Student Census Analysis into the right-hand column. You'll see the column border turn yellow. That's when you know you're in the right spot. 5. Now drag the Student Census Prompt into the column on the left. Page 90

97 Training Guide 6. You can preview the dashboard to see if you wish to make any changes. Click the Preview icon. 7. That looks okay. Click the Close button. 8. You must save your dashboard before you can run it. Be sure to watch for the word Saved just to the left of the Add Dashboard Page button. Click the Save button. 9. Click the Run button. 10. The page looks great! End of Procedure. Page 91

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99 Testing the Prompt and the Analysis on the Dashboard Page Procedure The prompt and the analysis are on the new dashboard page. Test them to see how they work. 1. You can test the dashboard prompt to see how it works. Note that the prompt fields all have an asterisk (*) to the left of the prompt field names. Those asterisks indicate that some data entry into the fields is required before you can apply the prompts. That's why the Apply button is greyed out. 2. Click the Term drop-down list. Page 93

100 3. Note that just a few options are available here. Some SQL coding was added to the Term prompt to limit the choices to terms later than Spring Click the Spring 2012 list item. 4. Enter "02/01/2012" in the Enrollment Add Day field. 5. Enter "02/01/2012" in the Enrollment Drop Day field. 6. Notice that the Apply button is still greyed out. If you click outside of that field or press the Tab key on your keyboard, the button will become active. Press [Tab]. 7. Click the Apply button. Page 94

101 Training Guide 8. Note that the numbers in the pivot table the results have changed. This analysis is now showing you the count of your students in the various classes taught at your college as of the term start date. You could just as easily have entered the 21st day date the normal census date into the fields. End of Procedure. Page 95

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103 Creating an Agent What are Agents? Agents enable you to automate your business and reporting processes. You can use them to provide event-driven alerting, scheduled content publishing, among other functions. You can choose: A schedule that the Agent runs on A data condition that determines what the Agent does An analysis that can be distributed s that can be automatically executed depending on whether the data condition is met Agents can dynamically detect information-based problems and opportunities, determine the appropriate individuals to notify, and deliver information to them through a wide range of devices ( , phones, and so on). What are Devices and Delivery Profiles? Devices and delivery profiles control how you will be reached when an alert is generated by an agent and which devices receive the content. A device is the medium or method used to deliver content to you. The content of an agent can be delivered to a range of devices as an or SMS message. A delivery profile specifies which devices to use to deliver content to you, based on the priority of the content. You can define several delivery profiles to meet your needs, and switch among them. However, only one profile can be active at any given time. For example, you might have an In the Office delivery profile that delivers content to an office , and an On the Road profile that delivers content to your cell phone, depending on the priority of the information. You can configure your devices and your delivery profiles from the My Account dialog box on the Delivery Options tab. Page 97

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105 Creating an Agent Procedure You have placed the Student Census Analysis and an associated dashboard prompt on a dashboard page. Remember, however, that you've also created a Monthly PCard Summary analysis, which you will presumably want to use in some fashion. You can have that delivered to your desktop by creating an agent! 1. Click the New link on the Global Header. 2. Click the Agent link. Page 99

106 3. This is the Agent screen. There are seven tabs available. You will use five of them for this agent. 4. Click the Schedule tab. 5. You are creating a scheduled agent, which will run on the first Monday of every month from now through the end of the year. Click the Frequency drop-down list. 6. Click the Monthly list item. 7. Click the Day drop-down list. 8. Click the Monday list item. 9. Put checks in all twelve of the month boxes. Click the month checkboxes. 10. Now set an End date for when this agent will stop running. Click the Select end date option. 11. Click the Select Date icon. 12. Click the Month drop-down list. 13. Click the December list item. 14. Click the OK button. Page 100

107 15. Click the Delivery Content tab. 16. The Subject field will be the name of the alert on the Home Page and/or personal dashboard, and will also be the subject of any the system delivers to you. Enter "Monthly PCard Summary" in the Subject field. 17. Click the Browse button. 18. The system takes you right to your personal folder. Double-click the Intermediate Workshop list item. 19. Remember, you're creating the agent to deliver the Summary PCard Analysis to you each month. Double-click the Summary PCard Analysis list item. 20. Click the Recipients tab. Page 101

108 21. Make sure your name, login, or NetID is in the list Click the Destinations tab. 22. Typically, you would have the agent deliver information to you via the Home Page and Dashboard, as well as any devices you had created. For this workshop, uncheck the Devices checkbox. Your won't work here in the classroom. Click the Devices checkbox. 23. Click the Save this Agent button. 24. Enter a name and a description for the new agent. Click the OK button. Page 102

109 Training Guide 25. Now that you've created the agent, you can test it out. Click the Run Agent Now icon. 26. Click the OK button. 27. Click the Home link. 28. The alert is already on your Home Page! Click the View link. Page 103

110 29. You can view the analysis on this screen. If you had the agent deliver the analysis to you via , it would look the same. Click the OK button. 30. You can clear the agent from the Home Page. Click the Clear link. End of Procedure. Page 104

111 Exercise 3 Workshop Review Review Workshop Review Review Intermediate Reports and Dashboards 1. The only way to copy an analysis is to open it and save it into a new folder. True False 2. In order to add totals or subtotals to an analysis, you must edit the table or pivot table and add the totals or subtotals on the pane. 3. The only reason to use pivot tables is for the pivoting. True False 4. In order to add SQL coding to a data column, you must be on the tab. 5. Variables can help filter an analysis so that it always displays data from the previous business day or the previous term, or some other relative value. Where can you find that variable? 6. When adding a new view, you can use the New View button at the top of the pane or the button in the pane. 7. Hiding a data column and excluding a data column have exactly the same effect on the analysis. True False 8. Graphs can only be used to measure one thing at a time. True False 9. An agent set up with typical settings will alert you in four ways: You will see the word Alert on the,, and on your personal dashboard page You will also receive a(n) if you have a device set up. 10. This was fun. True Yes Page 105

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113 Appendix A: SQL Examples The following SQL examples are for illustration purposes only. You should examine the Analytics system Help documentation for further, more precise information. There are also many more situations where other types and cases of SQL code might come in handy. Those situations are beyond the scope of this simple document. CASE (If) The CASE statement evaluates each WHEN condition and, if satisfied, assigns the value in the corresponding THEN expression. If none of the WHEN conditions are satisfied, it assigns the default value specified in the ELSE expression. If no ELSE expression is specified, the system automatically adds an ELSE NULL. Example: CASE WHEN "- Demographics"."Veteran Flag" = Y THEN HERO ELSE NonVet END CASE starts the CASE statement. Must be followed by one or more WHEN and THEN statements, an optional ELSE statement, and the END keyword. WHEN specifies the condition to be satisfied. THEN specifies the value to assign if the corresponding WHEN expression is satisfied. ELSE specifies the value to assign if none of the WHEN conditions are satisfied. If omitted, ELSE NULL is assumed. END ends the CASE statement. Page 107

114 CAST This function changes the data type of an expression or a null literal to another data type. For example, you can cast numeric text in an imported My Analytics List as an INTEGER (no decimal places) or DOUBLE PRECISION (decimal places) so that you can perform mathematical functions. Commonly used data types: CHARACTER or CHAR, INTEGER or INT, DOUBLE PRECISION, DATE, TIME, TIMESTAMP Example: CAST ( My Analytics List. Anniversary Date ) AS DATE IFNULL This function tests if an expression evaluates to a null value, and if it does, assigns the specified value to the expression. You can use this to populate a cell in an analysis even if the underlying data doesn t exist. Examples: IFNULL( Measures. Amount, 0) IFNULL( Student. Middle Name, NMN ) ROUND This function rounds a NUMERIC EXPRESSION to n DIGITS of precision. For example, you may average all of the GPAs for a particular set of students. That average may give you a number with more than three decimal places. Therefore, you could round that average to return just three decimal places. Example: ROUND(AVG("Measures"."GPA"), 3) NUMERIC EXPRESSION is any column that evaluates to a numeric value. INTEGER (or digit) is any positive integer that represents the number of digits of precision. Page 108

115 Appendix B: Designing Effective Graphs Training Guide Seven common quantitative relationships in graphs and how to display them. 1 Time Series Expresses the rise and fall of values through time. Use lines to emphasize overall pattern Use bars to emphasize individual values Use points connected by lines to slightly emphasize individual values while still highlighting the overall pattern Always place time on the horizontal axis Part-to-Whole Expresses the portion of each part relative to the whole Use bars only (horizontal or vertical) Use stacked bars only when you must display measures of the whole as well as the parts Ranking Expresses values in order by size. Use bars only (horizontal or vertical) To highlight high values, sort in descending order To highlight low values, sort in ascending order 1. Show Me the Numbers: Designing Tables and Graphs to Enlighten. Few, hen Oakland, CA: Analytics Press Page 109

116 Distribution Expresses a range of values as well as the shape of the distribution across that range. Single Distribution: Use vertical bars to emphasize individual values Use lines to emphasize the overall shape Multiple Distributions: Use vertical or horizontal bars (a.k.a. range bars or boxes) to encode the full range from the low value to the high value, or some meaningful portion of the range (for example, 90% of the values) Use points or lines together to encode measures or center (for example, the median) Nominal Comparison Simply expresses the comparative sizes of multiple related but discrete values in no particular order. Use bars only (horizontal or vertical) Page 110

117 Deviation Expresses how and the degree to which one or more things differ from another. Use lines to emphasize the overall pattern only when displaying deviation and time-series relationships together Use points connected by lines to slightly emphasize individual data points while also highlighting the overall pattern when displaying deviation and time-series relationships together Use bars to emphasize individual values, but limit to vertical bars when a time-series relationship is included Always include a reference line to compare the measures of deviation against Correlation Expresses how two paired sets of values vary in relation to one another. Use points and a trend line in the form of a scatter plot. Page 111

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119 Appendix C: Creating the Dashboard Prompt Dashboard Prompt Options Training Guide What Types of User Input Options Can I Use With a Column Prompt? As you create your prompt, you must specify the prompt's user interface component. This enables the user to enter a prompt value on the dashboard page. You can select from several user input options. The Radio Button and Text Field options allow the user to specify only one prompt value. The Check Boxes, Choice List, and List Box options allow the user to select either one or multiple prompt values. The Slider option enables the user to select multiple values by specifying a range of values, or all values that are lesser than or greater than a specified value (for example, include everything equal to 200 and greater). Note that the input option types that are available depend upon the column type that you are working with. The following sections provide information about each input option. Check Boxes The Check Boxes input option provides the user with a visible list of all prompt values where a checkbox displays before each value item. This input option is suitable for a prompt that contains a smaller set of data. This user input type automatically enables the user to select one or more prompt values. To select a specific prompt value, the user scans the list and clicks the box that corresponds to a particular item. Note: The List Box input option (below) is suitable for a prompt that contains a larger set of data. Choice List The Choice List input option provides the user with a collapsed list of all prompt values. This option is useful for a long list of values where you want to provide the user with the ability to search for a specific value. You can set up this user input type to accept only one prompt value or multiple prompt values. This input option provides a field and list that, when the user clicks the down-arrow button, expands and contains a list of all prompt values. To select a specific prompt value from the expanded list, the user scrolls through the list (or searches the list) and clicks the box that corresponds to a particular value. Page 113

120 List Box The List Box input option provides the user with a visible list of all prompt values. This input option is suitable for a prompt that contains a large set of data. You can set up this user input type to allow the user to select only one prompt value or multiple prompt values by using Ctrl+ click or Shift+ click. To select a specific prompt value, the user scans the list and selects the prompt value name (for example, College of Medicine), similar to how a user would click a hyperlink. The List Box option is very similar to the Check Boxes option, but the List Box option does not include a box before each value item. Note: The Check Boxes input option (above) is suitable for a prompt that contains a smaller set of data. Radio Buttons The Radio Buttons input option provides the user with a visible list of all prompt values where a Radio Button is displayed before each prompt value. This option type is useful for short lists of values where the user is to select only one prompt value. To select a prompt value, the user scans the list and selects the radio button that corresponds to a particular item. Slider You can use the Slider input option for numeric data values only. Depending upon the operator that you select, this option enables the user to select multiple values by specifying a range of values, or all values that are lesser than, greater than, or equal to a specified value. You select the Slider option to provide the user with a number line representation of the range of prompt values. The number line displays the prompt values in a range, for example 10,000 to 20,000. To select a prompt value, the user can either click a value on the number line or click and drag the thumb to select the desired value. A spinner box is also provided with up and down-arrow buttons that the user can click to select the desired value. If you selected the Slider option and the is between operator for the prompt, then the user can click and drag two thumbs to select the desired range of values for the prompt. Two spinner boxes are provided where you can either type or use the up and down-arrow buttons to specify a range of values. Page 114

121 Text Field The Text Field input option provides the users with a field into which they can type a specific prompt value. You cannot use this option for multiple prompt values. Only the field and the field label display for this option. This option is useful in instances where the user knows the prompt value and does not have to search for it, or for prompts with numeric values. Note that the prompt value that you enter must match the column's value. For example, if a column's data values include EDUCATION (in all capital letters), then the user must type EDUCATION into the text field. Numeric values cannot contain commas. Page 115

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123 Term Prompt Procedure You've created the various analyses you need. It's time to create a dashboard prompt for the Student Census Analysis. 1. Click the New link. 2. Click the Dashboard Prompt link. 3. Select the same Subject Area you used for the Student Census Analysis. Click the CSW Student Records Class Enrollment link. Page 117

124 4. This is the Dashboard Prompt edit screen. The Definition pane is at the top, and the Display pane is at the bottom. You are creating a prompt for Term. 5. Click the New icon. 6. Click the Column Prompt list item. 7. Open the Term table. Click the + button before Table. 8. Select the Term Description column. Click the OK button. Page 118

125 9. Change the Label for this prompt. Enter "Term" in the Label field. 10. Enter "Select the desired term." in the Description field. 11. Click the + button before Options. 12. The Choice List input option typically allows users to make their selection from all available values. That's not necessary in this case, and you can limit the choices to just the terms from this millennium. Click the Choice List Values drop-down list. 13. Click the SQL Results list item. Page 119

126 14. The text that is automatically entered by the system in the text field is accurate and needed, in this case. What that text is telling the system is that the user will select a term description from the selected subject area You just need to add to that existing text to complete the SQL statement. 15. SQL coding is very particular about syntax, so be sure to get the additional coding entered properly. Enter "WHERE "Term"."Term Code" > '2101' END" in the field. 16. You don't want to allow the user to select more than one term, so uncheck this box. Click the Enable user to select multiple values checkbox. 17. Click the Require user input checkbox. Page 120