INTEGRATED WORKFLOW PROGRAM MANAGER

Transcription

1 PROGRAM MANAGER Reporting INTEGRATED WORKFLOW In this ILM / Reporting / Archiving workflow phase process, you create reports, as needed, for either internal or external team members ILM / REPORTING / ARCHIVING WORKFLOW PHASE In this job aid, you will learn how to: Create ad-hoc reports YOU ARE HERE Create Ad-hoc Reports ROLL OVER THE COMPLETED & NEXT STEPS ABOVE TO LEARN MORE Last Updated: July 30, 2012

2 ILM/REPORTING/ARCHIVING REPORTING Learning Objectives In this Job Aid, you will learn how to: 1 Create Ad-hoc Reports 2 SYSTEMS & TOOLS For this process, you will use the following systems and tools: Publishing Control System (PCS) ILM / REPORTING / ARCHIVING 1

3 1 Create Ad-hoc Reports In PCS, you can create an ad-hoc report that contains your selection of metadata from any given program component. 1 Go to My Dashboard at and sign in with your Pearson u42/v42 user name and password. 2 The My Dashboard screen appears. Click the Publishing Control System (PCS) link. 3 The PCS application opens. Click the Advanced Search link. Note If the Search screen is your default landing screen you do not need to click the Advanced Search link. ILM / REPORTING / ARCHIVING 2

4 4 The Search screen appears. Select a Personalized or Divisional/Source/ Functional saved search, if available. If not, search for the program component(s) to run a report on: a Select a group from the SELECT GROUP drop-down menu to filter search elements associated with the group, if desired. b Select a function from the SELECT drop-down menu to filter search elements associated with that function, if desired. c Select up to ten search criteria elements to define from the SELECT SEARCH ELEMENTS list. d Click the a c b d Quick Tips Select and define the Source and/or Group search elements to narrow the search results to your specific source and/or group; otherwise, all USHE titles that match your search criteria may be retrieved. The search criteria elements Author Last Name and Title may not yield consistent results due to how titles appear in PCS. Instead, you may choose to use Author Last Name and Edition to locate your program component(s). Press a letter key on your keyboard to move down the SELECT SEARCH ELEMENT list, e.g., press P to move down to Program State. To select multiple adjacent search elements, press Shift and click. To select multiple non-adjacent search elements, press Command and click. ILM / REPORTING / ARCHIVING 3

5 5 The selected search criteria elements are added to the search builder on the right side of the screen. Define each search criteria element: a Select the appropriate search operator from the = drop-down menu. b Type the appropriate value in the text box. If needed, click the lookup icon for suggested values. More Info Refer to the next page for definitions and availability of search operators. c Click the a c b Quick Tips If you enter multiple values to define a search element, use a semi-colon to separate them. In addition, change the operator from an equal sign = to IN in the drop-down menu. To remove selections, click the check box next to a selection, and then click the Click the button to clear all selections. NOTES Click the button to save the search. At the Save Query dialog box: To create a Personalized saved search, which is only available to you, name the query, and then click the Superusers may create a saved search to share with members of a select division/source group. To do so, name the query and make a selection in the SHARED WITH DIVISION/SOURCE drop-down menu, and then click the ILM / REPORTING / ARCHIVING 4

6 Search operators available to Textual, Numeric, and Date search criteria elements: Operator Textual Numeric Date Description = Equals Searches for the exact match of the value (default value when you add the search element) < Less Than 4 4 Searches for the value that is less than the value; used for date or numerical searches > Greater Than 4 4 Searches for the value that is greater than; used for date or numerical searches BETWEEN 4 4 Used to specify a range; used for date or numerical searches NOT Excludes the value from the search results; used for string, numeric, and date searches LIKE 4 Searches for similar values; used for string searches IN 4 Searches for child values within the selected parent value; used for string searches Within 4 Searches values that are within the indicated number of days In Last 4 Searches values that are in the last number of indicated days ILM / REPORTING / ARCHIVING 5

7 6 Component titles that match the defined search criteria elements display. Click the button to export metadata into a report from the retrieved components. Quick Tips To omit one or more titles found in the search results: from the export report, click the check boxes to the left of their name in the search results list, and then click the To edit the search, click the NOTES If only one result is found, you will be redirected to the component s Editorial screen instead of the Search Results screen. To export metadata into a report after running the search, click the Tools menu at the top right corner of the screen, and then select Export. If there are more than thirty search results, use the navigational links,, at the top or the bottom of the screen to display additional search results. There is a limit to the number of records you can retrieve. If the search result exceeds 1,500 component records, you will be prompted to modify your search criteria so that a smaller search result will be generated. Search results can be sorted by column. Click the desired column heading to sort. ILM / REPORTING / ARCHIVING 6

8 7 The Export screen appears. Select a Personalized or Divisional/Source/ Functional saved export, if available. If not, select the export criteria you want to export into the report: a Select a group from the SELECT GROUP drop-down menu to filter export elements associated with the group, if desired. b Select a function from the SELECT drop-down menu to filter export elements associated with that function, if desired. c Select up to fifty export criteria elements to define from the SELECT EXPORT ELEMENTS list. d Click the a c b d Quick Tips To access the Export screen after running a search at any time during your current PCS session, you may also click the Tools menu and select Export. To create a monthly report for published/ live program components, useful elements to add to the export might include: ILM Life Cycle Option, Title, ISBN, Author Last Name, and Pub Date. Click a letter on your keyboard to move down the SELECT EXPORT ELEMENT list. E.g., press P to movedown to Program State. To select multiple adjacent export elements, press Shift and click. To select multiple non-adjacent export elements, press Command and click. ILM / REPORTING / ARCHIVING 7

9 8 The selected export criteria elements are added to the export list on the right side of the screen. To change the column order of the export elements that will display in the report: a Select an export element from the Selected Elements panel. b Click the or b a Quick Tips To remove export elements, select one or more elements, and then click the To delete all the selected export elements, click the If you selected a Personalized or Divisional/Source/ Functional saved export, an additional button appears beneath the selected export elements. If you add, remove or rearrange elements for a saved export, you can click the button to save your changes to the saved export. NOTES Click the At the Save Query dialog box: button to save the export list. To create a Personalized saved export list, which is only available to you, name the query, and then click the Superusers may create a saved export list to share with members of a select division/source group. To do so, name the query and make a selection in the SHARED WITH DIVISION/SOURCE drop-down menu, and then click the ILM / REPORTING / ARCHIVING 8

10 9 a In the Search Query section, review the search criteria used to generate the list of components in your search results. b Click the a b 10 The report exports as an Excel file, named SearchExport-x.xls, and appears in the Downloads folder on your computer. Open the report to review it. For PC At the File Download dialog box, click the button to save the Excel file to your Downloads folder. ILM / REPORTING / ARCHIVING 9

11 11 The report opens in Excel. ILM / REPORTING / ARCHIVING 10