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AESuniversity Ad hoc Reporting. Ad hoc Reports. What are ad hoc reports? Why would you use ad hoc reports? Creating an ad hoc report from a query Building a new query Saving an ad hoc report query. ad hoc. for the special purpose or end presently under consideration

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ad hoc reports
Ad hoc Reports

What are ad hoc reports?

Why would you use ad hoc reports?

Creating an ad hoc report from a query

Building a new query

Saving an ad hoc report query

ad hoc
ad hoc

for the special purpose or end presently under consideration

concerned or dealing with a specific subject, purpose, or end


what is an ad hoc report
What is an Ad hoc Report?
  • A report that is completely customizable
    • The type of format (list, chart, graph)
    • Items to include
    • How to group the information
    • Parameters
why use ad hoc reports
Why use ad hoc reports
  • There may not be a management or application report that gives the information you need
  • May need very specific information
  • You can check large amounts of data
  • Send the report to Excel to do further calculations or turn into graphs
ad hoc reports choices
Ad hoc reports choices
  • Two main choices
    • Type of report – this determines what the report will look like
    • Table to use – this determines what items you can select to be part of the report
types of ad hoc reports
Types of ad hoc reports
  • 50 Fields List – most information of all types
  • Fields List – good to view data that do not work with sums or counts
  • Group and List/Group and List Sum – can get counts and sums, only shows 5 – 6 items
  • Pie Charts – good to show relationships within one data set
  • Cylinder Chart – compares items in data set
  • Matrix Charts – can show more complex relationships
50 fields list
50 Fields List
  • Most information of all types, useful for checking data
  • Best to export to excel
fields list
Fields List
  • Useful for items that do not need sums or counts
  • Use for items too big to fit into columns – like Comments
group list sum group list
Group List Sum / Group & List
  • Creates Count, Sum and Average for each Group and for the total
  • Calculations are for the item selected first
  • Can only fit 5 – 6 items across on the page
  • Group & List does not include the calculations, just the data
pie charts
Pie Charts
  • Shows size of items on one data series, proportional to the sum of the items
  • Useful if there is only one data series to view
  • Limit it to ten or less categories
  • Item selected first and as Grouping will be graphed
cylinder charts
Cylinder Charts
  • Useful for illustrating comparisons among items
  • Can help clarify relationships and highlight patterns
  • Item selected first in Grouping determines the X-Axis field
matrix charts
Matrix charts
  • Matrix charts show data arranged in a grid or matrix format
  • Four types of Matrix charts:
    • Listing lists just the data
    • Count provides counts of occurrences of the data
    • Distinct Count counts distinct occurrences
    • Sum provides a sum of the data
matrix list charts
Matrix List Charts
  • First item selected on SELECT tab is the data that will be displayed in the grid
  • Up to 4 other items can be selected and will be shown in the row
  • Matrix Count would show the number of services
  • Grouping here = Program, Service
matrix count charts
Matrix Count Charts
  • Service Unit was selected first, so it shows in the Grid
  • Grouping is Program, Program Component, Service
creating an ad hoc report
Creating an ad hoc report
  • Select type of report
  • Select Query or Build new Query
  • Add final information
    • Title
    • Display & Number
    • Dates
  • Show Report or Export to Excel





run report from saved query
Run report from saved Query
  • Running a report from a saved Query
    • Must know the type of report
      • 50 fields, Matrix, etc.
    • Must know name of saved Query
    • May need to edit Query
build a new ad hoc query
Build a new ad hoc query
  • Ad hoc query builder popup window tabs
    • FROM: select table which determines available items (required)
    • SELECT: available items list (required)
    • WHERE: filters items searched
    • SORT: determines order of matches
    • GROUPING: determines categories of data (required)
from tab
FROM tab

Must select ONE Table

Select a Table (or View)

The Table determines the items available for the report

Each Table has different items

Only one Table may be used at a time

select tab
  • Select items to appear on report
    • Items listed alphabetically
  • Use >> to select items
  • Items will appear in order selected
    • Use UP & DOWN to change order
  • DISTINCT counts unique combinations

Must select at least one Column item

where tab
  • Filter items here
  • Select item in Column dropdown
  • Operator is how to to match:
    • =, LIKE, >, <
  • Value is what to match
  • Use AND or OR if adding second row

Not required

sort tab
  • Determine order items will appear on report
  • Use >> to select
  • Checkbox reverses order
  • Use UP & DOWN to change order

Not required

report grouping tab
  • Items selected here determine how report is grouped
  • Each Group starts a new section of report
  • Up to 5 items may be selected

Must select at least 1 and up to 5 items

finish report parameters
Finish Report Parameters
  • Enter a Title
  • Display determines group to display – ALL, TOP or BOTTOM
  • For Number:
      • If ALL, use 0
      • Top or Bottom, enter number
  • Select a Date Field and Date range if needed





run report
Run Report
  • SHOW REPORT opens in Internet browser window
    • Can still export to Excel from window
  • EXPORT TO EXCEL opens in Excel
save report query
Save Report Query
  • SAVE AS saves the Query, not the report
  • Click SAVE AS button
  • Select GROUP who has permission to report
    • Make the name descriptive and useful
    • Make it unique
  • Select CATEGORY
  • Enter useful Description
  • Click OK