5. Guidelines for Creating Reports

Exercise 1: Custom Reporting – Ad hoc Reports

Custom Reporting allows you to create reports in the system by pulling data from fields within the application. There are limits on the number of reports that you can create.
Accessing The Ad Hoc Reports Section:

  • From the Home page/select Evaluations
  • This will direct you to the Evaluations screen.
  • Once you select the application you will be directed to the Evaluation Dashboard, select Reports.

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Custom Reports are created for each individual application, therefore, you will need to click on the appropriate application that you want to create the custom report for.
Select the Ad Hoc Reports:
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Once you select Ad Hoc Reports the following screen is displayed:
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Ad Hoc Reports Dashboard Overview:

  • Edit Existing Report - Click the Edit Icon to Edit the existing report.
  • Delete - Click the red “X” next to a report name to delete it from the listing.
  • Report Name - Name the report has been given when created. Clicking on this column header will sort the Report Name listing alphabetically.
  • Report Description - Brief description of the report’s purpose. Clicking on this column header will sort the Report Description listing alphabetically.
  • Visibility - ALL or ME – This will let you know who can see the report. Whether it is Visible to Me, for reports that only you want to be able to view or Visible to All, to allow all the Admin to be able to view.
  • Updated On - Shows the date and time, the report was last updated with current data. This date will change when the report has been edited and when the Update Reporting Database button has been pushed.
  • Copy - Creates a cloned copy of the report
  • View - Click to view your report

Update Reporting Database Click this prior to viewing reports to Update all the reports to the most current data. Failure to click this will only retrieve date that has been entered since the last Update On date and will result in missing data.
Create New Report Used to create a new report
Export to Excel Allows you to export a listing of all the custom reports that are in the Report List to an Excel spreadsheet.
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  1. Report Name: Enter the name you want to give to the report.
  2. Report Description: Enter the Report Description.
  3. Restrict Visibility: Select Visible to Me, for reports that only you want to be able to view or Visible to All, to allow all the Admins to be able to view.

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Select Data Areas

Select Data Areas that contain the various fields within your application that you need to pull into the report.
Place a check in one or more of the following:
Application Data: will allow you to include the following in a report:

  • Status
  • Status Details
  • Stage Comments
  • Previous Status
  • Is Archive
  • Date Time Submitted

Section Data: will allow you to select the sections in your application and the questions in that section. Place a check in the appropriate sections you wish to pull data on.

Score Card Information allows you to pull all values from the question fields with- in the Evaluation Tasks that you set up as a part of your review process.

Award Information:

Award Data will allow you to include the following in a report:

  • Fund Name
  • Initial Award
  • Final Award
  • Final Status

Save & Next: Click on the Save & Next button to advance to the next step in creating your report.
Cancel: Cancels the report and returns you to the report listing.
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Select the Finish Button: Finish will generate your report and bring you back to the report listing.
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Next Exercise we will learn how to write Ad Hoc Queries.

Exercise 2: Custom Reporting – Ad Hoc Queries

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Viewing Existing Queries:

  1. Select Query – From the dropdown menu select the query you wish to execute.
  2. The Query will open in the box below.
  3. Click the Execute Query to run the report
  4. System Message will popup, hit OK to continue
  5. The Query Result will show below the query box

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  1. Export Button and Delete X:
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  3. Allows you to export the report to Excel. The red “X “will delete the report grid.
  4. This will do a syntax check and show you the results. It will check for any syntax errors in your file and supply you will an error message: i.e.: Error in executing query…!!! Incorrect syntax near ‘FROM’.
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  6. If no errors you will get a message: Query Executed Successfully with # of Records.
  7. If you have written a query, select the Save button to name your report and save the query.
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  9. Delete Saved Query will remove the Query from the system completely.
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Add New Queries:

  1. Select Query – Select NEW from the dropdown menu.
  2. Write the query in the box below, you wish to execute.
  3. Click the Execute Query to run the report
  4. System Message will popup, hit OK to continue
  5. The Query Result will show below the query box.
  6. Select the Save button to name your report and save the query.

Exercise 3: Section Status Report.

Accessing Section Status Report:

  • From the Home page/select Evaluations
  • This will direct you to the Evaluations screen.
  • Once you select the application you will be directed to the Evaluation Dashboard, select Section Status Report.

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Once you select Section Status Report the following screen is displayed:
Section Status Report: This report gives the percentage covered/pending by individual student with respect to each section.
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Export to Excel: Allows you to export the report to Excel.

Download the “Guidelines for Creating Reports” guide