Using the Open Class Report in MyReports Orientation, PDF Free Download

- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - Using the Open Class Report in MyReports Orientation, 2008 Job Aid UTO Training 2009 - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -

Table of Contents Purpose:... 3 Run the Open Class Report in HTML Format... 4 Run the Open Class Report in Interactive Web Format 10 Download the Plug In... 10 Run the report... 10 Create a Text File for an open Course List... 18 Results:... 22

Purpose: This report will show you all classes that match these criteria: there is at least 1 open seat in the class that is not reserved for a cohort the class is open for enrollment the class is not cancelled the class is not restricted by department or instructor consent the class is listed as printable in the class schedule (it shows up in the Class Search) the class was listed by your department as being one to be included in the report Note: This job aid shows you how to run the report in two different formats: HTML and Interactive Web Report. You can run the report in either format, and you do NOT have to run it in both. Once you get the hang of EITHER the HTML or Interactive Web Client format, you don t have to learn the other format. For each format, this job also shows you how to upload a class list of specific courses you are interested in. It is not required that you do this, but it is available as a way to quickly and easily focus on a specific list of classes. Use the links in the table of contents to jump directly to a section. Copyright 2009 3 of 22

Run the Open Class Report in HTML Format This section describes how to run the Open Class report using an HTML format. You don t need a plug in to run in this format. For Orientation 2008, we are using a common login and password to access the report. Follow these steps: 1) Open a web browser and navigate to this URL: http://myreports.asu.edu 2) Login with the USER ID of orientation_user and the PASSWORD of dog8myreport! (include the!) 3) You will see a screen like this. Double click on the Output from 1(cycle) of Open Classes for Orientation Fall 2009 link. Copyright 2009 4 of 22

5) This is what the report looks like: C A B A) This area is where you will switch between the screens to filter the data and the screens to print the report. When you limit the data in the Limit Results Here screen, it immediately updates in the two Print screens. B) You can filter and sort by each column. Right click on the column heading of your choice and choose filter or sort. For example, you can restrict your report to only show certain campuses, certain Courses, or any column shown on the screen. Here is a list of some of the more interesting columns you can filter on: C) There are 500 pages to this report you can see more pages by clicking on the down arrow. Copyright 2009 6 of 22

6) Filter the report by selecting different values for the different columns. To do this, RIGHT click on a column. Click on Filter, Add / Modify You can select values from the Show Values tab, or type in your own on the Custom Values tab. You can select multiple values by holding down the shift or ctrl key while clicking on the different values. Click Set Copyright 2009 7 of 22

7) (OPTIONAL and VERY NEAT!) To upload a specific list of classes for the report to show: a. Follow the directions in the last section of this document titled Create a Text File for an open Course List In order to use the HTML format, you final text file must have the courses separated only by commas. (i.e. it should look like this: ARB 101,ARB 201,BCS 101,BCS 201, etc) b. Right click on the Courses tab, choose Filter, then choose Add/Modify c. Click on the Custom Values tab. Copyright 2009 8 of 22

d. In the Values field, copy and paste your list of courses into the field, and click on the + sign. The courses should list vertically in the large field like this: Click on Set. The report should just show your classes. 8) Print the output. Once you have filtered the report the way you want, you can print it, by clicking on the Print Report Here or Print with Page Breaks Here. The second link will print one course per page. Then either print using the print via pdf under the File menu, or right click on the page and choose Print Copyright 2009 9 of 22

Run the Open Class Report in Interactive Web Format Download the Plug In If you want to use the Interactive web report format, you will need to download a plug in. Instructions for doing so are at this web site. http://www.asu.edu/it/eds/welcome.html Run the report This section describes how to run the Open Class report using the Interactive Web format. You do need a plug- in to run in this format. For Orientation 2009, we are using a common login and password to access the report. Follow these steps: 1) Open a web browser and navigate to this URL: http://myreports.asu.edu 2) Login with the USER ID of orientation_user and the PASSWORD of dog8myreport! (include the!) 3) You will see a screen like this. Double click on the Output from 1(cycle) of Open Classes for Orientation Fall 2009 link. Copyright 2009 10 of 22

5) This is what the report looks like: A B A) This area is where you will switch between the screens to filter the data and the screens to print the report. When you limit the data in the Limit Results Here screen, it immediately updates in the two Print screens. B) Each Column is a field that you can filter to make the report more focused. For example, you can restrict your report to only show certain campuses, certain Courses, or any column shown on the screen. Here is a list of some of the more interesting columns you can filter on: Copyright 2009 12 of 22

6) Filter the report by selecting different values for the different columns. To do this, DOUBLE CLICK on a column. This dialog box will appear. You can select values from the Show Values button, or type in your own after clicking on the Custom Values button. You can select multiple values by holding down the shift or ctrl key while clicking on the different values. Click OK 7) (OPTIONAL and VERY COOL! ) You can upload a list of courses that you are interested in from a separate text file, so that you don t have to select them each time. Here is how to do this. a. Follow the directions in the last section of this document (Create a Text File for an open Course List ) about creating a text file of the courses you want to use. b. Click on the Custom Values button AND the Options button. Copyright 2009 13 of 22

8) Print the output. Once you have filtered the report the way you want, you can print it, by clicking on the Print Report Here or Print with Page Breaks Here. The second link will print one course per page. Then either print using the print button, or the print command under the File menu. Copyright 2009 17 of 22

Create a Text File for an open Course List We have created multiple spreadsheets for you. One lists courses offered by college at your campus, the other by the general studies requirement that they fulfill. You can go into each file and select the list of courses that you want to list in MyReports. Open the Excel Spreadsheet Campus by College for your campus http://www.asu.edu/courses/oasis/epm/tempecampusbycollege.xls http://www.asu.edu/courses/oasis/epm/downtownphoenixorientationcourses.xls http://www.asu.edu/courses/oasis/epm/polytechnicorientationcourses.xls http://www.asu.edu/courses/oasis/epm/westcampusorientationcourses.xls Select the tab for your College. This list will be your foundation list and you will add additional courses to populate your College s specific course list Example: Tempe Campus by College Design Copyright 2009 18 of 22

Open the Excel Spreadsheet titled General Studies Updates http://www.asu.edu/courses/oasis/epm/generalstudiesupdateallcampuses.xls You will find tabs listing General Studies Courses, Foreign Languages, and Non General Studies courses You will be picking and choosing the specific courses you want to add to your foundation list from the General Studies Update list. Example: General Studies Updates List Copyright 2009 19 of 22

Next Step: Copy and Paste Copy and paste the courses you would like to request from the General Studies Update List to your College Course List Next Step : Copy Column C on your Excel Spreadsheet and paste it into a word document Copyright 2009 20 of 22

Next Step: Saving your file When you save your orientation course file, you must select File Type: Plain Text Next you can use this plain text file to filter your class list inside of MyReports. Go back to the sections in this document about running the report, and look for the instructions in the optional steps. Copyright 2009 21 of 22

Results: Using this Job Aid, you should be able to obtain the following results: You should be able to login to MyReports and access the Open Class report using the unique User ID and password. You should be able to filter and print the report using either HTML or Interactive Web Report format. Copyright 2009 22 of 22