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Clerical Workshop. Adhoc reports and Custom Reports Overview of Custom Reports Overview of Adhoc reporting Overview of Student/Staff Labels Student/School Reports How to request new reports Parent Portal Locker Management “Hot List” items (Discussion). Overview of Custom Reports.

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Clerical Workshop

  • Adhoc reports and Custom Reports

    • Overview of Custom Reports

    • Overview of Adhoc reporting

    • Overview of Student/Staff Labels

    • Student/School Reports

    • How to request new reports

    • Parent Portal

    • Locker Management

    • “Hot List” items (Discussion)


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Overview of Custom Reports

  • Reporting Services is our current standard

    • Web based reporting program

    • Supported program with SQLServer (Campus database)

      • Username: reports

      • Password: campus


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Overview of Custom Reports

  • Advantages of Reporting Services:

    • Web Based – No installs needed

    • Customized Parameters

      • Date ranges, Drop down list options, etc.

    • Customized output format

      • Labels, Excel (spreadsheet), PDF

    • Written in standard SQL


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Overview of Custom Reports

  • Disadvantages of Reporting Services:

    • Currently Works properly only in IE (not Firefox)

    • Which means only in Windows

      • (Not Macintosh)


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Overview of Custom Reports

  • ISD728 Reports

    • Reporting Services Custom Reports

  • Filter Designer

    • Creates/Edits filters for Data Export

  • Report Designer

    • Create student detail reports

  • Report Builder

    • Runs a Designer report with 1 or more Student Filters

  • Data Export

    • Extracts data from a Ad-Hoc Filter


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Overview of Custom Reports

  • School Labels

    • 10 x 3 labels for ISD 728 use ONLY!

    • Not for outside vendors/clients

  • Public Labels

    • Limits to student information that can be send out to vendors/clients

    • Excludes households that requested not to be contacted (marked private)

  • Report Cards

  • Miscellaneous Reports


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Overview of Custom Reports

  • Custom Report Parameters

    • Many parameters will have a default value

    • Some parameters need a value selected

    • Parameters have tried to be consistent


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Calendar

School

Grade

Starting Col/Row

Mailing

Sorting

Defaults to current in Campus

Doesn’t limit to a specific calendar

“ALL” or specific within calendar

For labels to reuse sheets

For Main household and/or secondary household

Specifies how data is organized

Common Parameters


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Overview of Ad Hoc Reporting

  • Filter Designer to select students/select fields

    • Used for selecting students for Campus reports

    • Used for generating list of data elements on students

    • Be careful about data privacy, may allow others see items not under their user rights


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Ad Hoc Filter Designer

  • Selection Editor

    • Useful for picking specific students for a specific list

    • Ex: quick mailing label for a handful of students


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Ad Hoc Filter Designer

  • Select the specific students you want reported on

  • De-select students you don’t need

  • Control-Click and Shift-Click supported


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Ad Hoc Filter Designer

  • Query Wizard

    • More flexible in selecting students

    • Able to select column to be printed with Data Extract


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Ad Hoc Filter Designer

  • Select fields that you will want extracted

  • Select fields for limiting student records


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Ad Hoc Filter Designer

  • Common fields used:

  • Demographics

    • Current Calendar fields

  • Active Enrollment

    • Any enrollments without an end date

  • Enrollment History

    • Any enrollments


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Ad Hoc Filter Designer

  • Selection Criteria Summary

    • =, <> Equal to, Not equal to

    • Is Null, Is Not Null Field is empty, field is not empty

      • Ex: student.middleName IS NULL would mean that the student does not have a middle name

    • = ‘ ’ Field is not empty, but has a blank

    • IN, NOT IN Field is equal to one of the values within the list seperated by commas and no spaces

      • Ex: student.grade NOT IN 01,02 would mean all students not in 1st or 2nd grade


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Ad Hoc Filter Designer

  • Selection Criteria Summary cont.

    • LIKE Pattern matching equation

      • Student.lastName LIKE JOHN%

        • Finds Johnson, Johnston, John

      • Student.lastName LIKE %son

        • Finds Anderson, Johnson, Sampson

      • Student.lastName LIKE [ABCDEFG]%

        • Finds all students starting A though G


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Overview of Mailing Labels

  • Mailing labels use Avery 5150 Labels

    • 3 Columns by 10 Rows

  • Student Labels

  • Household Labels

  • Staff Labels


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Student Labels

  • Labels Main (under ISD728)

    • Most common used

  • Address Spreadsheet

    • Creates Excel file of addresses

    • Useful for mail merge processes

  • Mailing Labels (under Census)

    • Campus canned mailing labels

    • Useful for printing selected students


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Household Labels

  • Labels Household

    • One label, no matter how many students

    • Sorted by address

  • Household Label Detail

    • Spreadsheet detailing students with each label, including homeroom

  • List Household

    • Spreadsheet of Labels Household


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Staff Labels

  • Staff Labels under ISD 728 Reports

    • Only people currently assigned to your school

    • Mailing address is what is defined in Campus (not linked to HR/Finance system)


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Other Custom Reports

  • Birthday List

    • Enter date range for kids’ birthdays, sorted by date

  • Credit Earned Warning

    • Lists students who haven’t received the credits entered yet.


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How to request new Reports

  • What type of report will it be

    • Label, summary, student detail?

  • What will be the scope of the data

    • Grade, Calendar, entire school for 1 year, entire district

  • Data fields needed

  • How you want the data sorted (in what order)

  • Wanted by date -> what date you would like it by

  • Drop Dead date -> can’t get work done by this date




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“Hot List”

  • Group Discussion of what’s coming up


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