reporting – brief review. we will review: using worklists for reports modifying search parameters...
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Reporting – Brief ReviewReporting – Brief Review
We will review:We will review:
Using Worklists for Reports Modifying Search parametersModifying SortsModifying field selectionsBasic Reports AvailableSimple Customization
WorkLists in EdulogWorkLists in EdulogWorkLists allow you to create a list of records in
one of seven categories: Student, Trip, Stop, Service, Run, Route, School. These lists can then be used to load a precise group of records either in a tabular or graphical mode.
• You can access the WorkList Menu under ‘Lists’ in Edulog or by using the keyfinder in the Stop, Student, Run, and Route menus.
Using a WorkList to access student Using a WorkList to access student data data
Go to Students/Display.Click on WorkList.
*This will create a WorkList of all students that have a school code of 304.
Using a WorkList to access student data
Click on “New Lists” Click on “Data Fields” and choose a Field Parameter
“school” Select the operator “equal” Type in the value “304”
Using a WorkList to access student Using a WorkList to access student data data
Save/Exit
Name the list in a consistent and logical way.
Using a WorkList to access student Using a WorkList to access student data data
Highlight the WorkList name
Click ‘OK’
Display the entire list? Yes
Practice – Creating student WorkLists Practice – Creating student WorkLists
What are some other student WorkLists that you could make that would serve as useful tools in Edulog.NT?◦by grade ◦by school ◦by a program◦by the street they live on◦by run number(or a combination of any of these)
Filter Options for Character Filter Options for Character FieldsFields
Link to ListsLink to Lists
Allows you to use a work list from Edulog.nt as the filter for a report of students, stops, runs, or routes.
Allows you to report on the instances of students or stops that fall inside or outside a boundary.
Link to Lists: Valid FiltersLink to Lists: Valid Filters
Students: Link to lists Trips: Link to lists Stops: Link to lists Runs: Link to lists Routes: Link to lists
Filter by boundaryFilter by boundary
Combining the boundary filter with the wide array of data field filters gives you the ability to answer many questions from administrators without entering ElBndplan.
Some fields available as filters in list management are not available in the reports filter.
Last name First name Edulog id District id Date changed School program Grade Sch dst Elg code User elgcde Residence Prefix, number, street, type.
Suffix, mapzone X and y Nodes and distances Special ed Needs flags Location Dob Official school
Closest school Deletion flag Homestop flag Rt side pickup
flag Avail excl flag Race Sex Ec code Am trans Pm trans Special needs Am bus Pm bus Birthday Od Hr Home phone Father name Father res ph Father wk ph Mother name
• Mother res ph• Mother wk ph• Emerg name• Emerg phone• City• Zip• Apt
Student Data fields from List Management
Student extra fields from list Student extra fields from list managementmanagement
Frequency Type D/o trip access D/o right side D/o stp asgn P/u trip access P/u right side P/u stp asgn St prefix St number St name St type St suffix St mapzone Nodes Distances
Request id Stutrn id P/u dist to stop D/o dist to stop Mode Right side Trip type Destination Time Service id Stop id Run id Route id Time at stop
Student Operators from List Student Operators from List ManagementManagement
EqualLess thanLess than equal toGreater thanGreater than equal toNot equal toFrom -> toField is emptyField is not emptyBegins withDoes not begin with
Overview of Report Overview of Report features:features:
Overview of Report Overview of Report features:features:
Geographic Reports
Opens the Geographic Reports launch pad which provides access to the various reports which list information on your geographic data.
• Street Name Listing
• Overlapping Segments
• Traffic Listing
• Boundary Listing
Overview of Report Overview of Report features:features:
Student Counts
Produces reports listing the numbers of students at each of the schools in your system. You can produce student counts broken down by grade or by transportation eligibility code.
Overview of Report Overview of Report features:features:
Student Ride Times
Produces several reports:
Number of Riders by School AM/PM
Student Ride Time Information
Overview of Report Overview of Report features:features:
Deleted Students
Produces a list of all students that have been deleted (flagged for deletion, but not yet purged) in edulog.nt.
Useful during an upstu
Overview of Report Overview of Report features:features:
Duplicate Students
Produces a listing of all students with duplicated information in the student database. You can use this report to find students that have the same first name, last name, and address (an indication that a student has been inadvertently entered into the system more than once) or to find students that have accidentally been given the same district ID number. You can have Query Maker check any field in student records for duplication.
Overview of Report Overview of Report features:features:
Route Time Line
Produces a time line report on routes in your system.
Overview of Report Overview of Report features:features:
RR Crossing
Allows you to produce reports on railroad crossings in your system.
Submitted as part of Annual TDTIMS
Overview of Report Overview of Report features:features:
Standard Reports
vs.
User Defined Reports
Standard: Structured menu system that lets you select some parameters for reports. Select subject (stops, runs, etc.), filter, and sort order. No control over field selection, grouping, or report layout.
Overview of Report Overview of Report features:features:
Standard Reports
vs.
User Defined Reports
User Defined: Provides Ability to take a Standard Report and Customize as Needed for the User
Can create reports in spreadsheet, text format, etc.
Standard ReportingStandard ReportingSelecting the check box in any of the reports types will bring up sub menus for those reports
Reports Organized by Type
Student Reports
Stop Reports
Run Reports
Route Reports
School Reports
Boundary Reports
Standard ReportingStandard ReportingModifying Data Filters and Editing the Sort Order for Standard Reports
Some minor customization available in standard reports to filter or sort the data as needed.
Cannot Save these Settings Here: Must Create a User Defined Report to Save Your Customized Settings
Lets Look at a Simple Run Report
Standard ReportingStandard ReportingLets look at the Standard Run Report called
With Stop and Student Info
Under Type of Report, Select Run
Then select
“With stop and student info”
Run Query
Standard ReportingStandard ReportingLets look at the Standard Run Report called
With Stop and Student Info
This Report lists all of the stops on the run and each student assigned to that stop
Note: Standard Reports are Run on All Data in TIMS
Let’s practice Adding a Filter so we only get Runs from a Certain School
Standard ReportingStandard ReportingLets add a Filter to the Standard Run Report called
With Stop and Student Info
Under Type of Report, Select Run
Then select
“With stop and student info”
Before Running the Query, select Change Filter
Standard ReportingStandard ReportingThe default filter for this report is
RunID is not an empty field
Lets Imagine Your Director has Asked for Afternoon Route Descriptions for a High School.
We can modify the filter on this report so it only show PM Run Information for the High School
Hint: RunID begins with 302.1
Standard ReportingStandard ReportingThere are 2 or 3 steps to editing a report filter
Step 1: Pick a Field to Filter By (School, Grade, RTE, Name, Street, etc)
Step 2: Pick an Operator (Begins with, Exactly matches, Is Not Empty, etc)
Step 3: Pick the Value you Want to Filter By: (School Exactly matches 302, or Run Begins with 302, or Last Name contains text Smith, etc)
Standard ReportingStandard Reporting
For this Example, Make the Filter Say
RunID Begins with 302.1
i.e.: All PM Runs for School 302
Standard ReportingStandard ReportingAfter Adding the filter RunID begins with 302.1, the report now only displays Stop and Student Info for the runs we specified.
Standard Reporting – end Standard Reporting – end notesnotesThe Standard Reports option is great for
generating reports that require typical or general information.
More complex data outputs and customized reports will require the use of User Defined Reports
Lets Make our Runs with Stop and Student Info Report into a UserDefined Report that we can save and customize as needed
User Defined ReportsUser Defined ReportsHow to Copy and Modify Existing
ReportsAdd/Remove Fields
User Defined ReportingUser Defined Reporting
SchoolsProduces reports that contain information on the schools in your system. With these queries, you can examine bell times, grades and programs for schools, as well as school boundary and eligibility information.
User Defined Reports are Organized by Categories and Types similar to Standard Reports
User Defined ReportingUser Defined Reporting
All Student and Transportation
Produces reports on students with transportation assignments. You can produce a list of students, or you can generate bus passes with these queries.
User Defined ReportingUser Defined Reporting
Students with Trips
Produces reports on students in your system. If you select only student fields for this report, you can obtain a listing of all the students in the database. If you select any trip fields, you will get only those students who have trips assigned. You can examine regular education students, special education students, and unmatched students (students whose addresses do not match the geocode) with these queries. You can also produce reports on the numbers of students at schools in your system.
User Defined ReportingUser Defined Reporting
Student Transportation
Produces reports with various combinations of student and transportation information (on stops, runs, and routes). You can produce passenger lists and student eligibility reports with these queries.
User Defined ReportingUser Defined Reporting
Stops / Runs / Routes
Produces reports with various combinations of information on stops, runs, and routes in your system. You can produce reports on run and route mileage and average speeds with these queries.
User Defined ReportingUser Defined Reporting
Inactive Stops
Produces reports on stops that are not assigned to runs. You can also examine information on students assigned to such stops with these queries.
Vehicles
Produces reports on the vehicles in your district’s transportation fleet.
User Defined ReportingUser Defined Reporting
Bus Passes
Produces bus pass reports which list various types of transportation information for bus riders. While you can create your own bus pass reports, you may find it easier to make a copy of one of the existing Bus Pass queries and modify the copy as desired.
User Defined ReportingUser Defined Reporting
◦ All Standard Reports are Templates. If you find one that you like, then you can customize it through User Defined Reports
◦ Under each User Defined Sections, you will see the very same ‘Standard’ reports you access through the Standard Reports Module
◦ They cannot be run or modified, only copied.◦ Once copied, the report can be run as-is, or modified and
saved to a new form.◦ You can go back to the original ‘Standard’ report and
copy it again as often as you like.
A couple of things about the Standard reports:
User Defined ReportingUser Defined Reporting
Let’s begin by recreating the same report but this time within the User Defined Reports.
The report we used is located in Student Transportation section.
The report name is ‘Standard Run with Stop and Student Info’.
User Defined ReportingUser Defined Reporting
• ----- Selects current query to setup and run
• ----- Creates a new query
• ----- Modifies a query
• ----- Makes a copy of the current query
• ----- Changes title of the current query
• ----- Permanently removes the current query
• ----- Returns to your prior screen
User Defined ReportingUser Defined Reporting
Select ‘Standard Run with Stop and Student Info’. Notice that a number of buttons are not active for ‘Standard’ reports.
To begin, choose ‘Copy’ and enter the name “1. Runs with Stop and Student Info
User Defined ReportingUser Defined Reporting
Our Newly Created Report should be at the top of the Student Transportation section of User Defined Reports
If you highlight our report and choose ‘Select’, you will see this window, which gives us the options to edit/modify our settings
User Defined ReportingUser Defined Reporting
User Defined ReportingUser Defined Reporting
Lets you set the conditions that the records must meet to be included in the report
Lets you select what format Query Maker should use for your report.
Allows you to select which fields will appear in the report.
Allows you to specify how the records in your report will be sorted.
This option will display the query results in an on-screen table before Query Maker outputs to your chosen output type.
Eliminates duplicate records from the result. Can increase query processing time.
Prepares and displays query results. Selects the records that match the filter conditions you specified and generates the output type you selected.
User Defined ReportingUser Defined Reporting
For this Example, Make the Filter Say
RunID Begins with 302.1
i.e.: All PM Runs for School 302
Using the Skills you learned earlier, Edit the Record Filter like we did on our Standard Report
User Defined ReportingUser Defined Reporting
Choosing 'Run Query’ displays the following menu…
User Defined ReportingUser Defined Reporting
Other Filter Options
Instead of Entering a Value Now, we can choose “Ask Later”
Go Back and Edit your Filter Once Again and choose “Ask Later” instead of entering 302.1
User Defined ReportingUser Defined ReportingExample #2.
The report we’ll use is located in Students with Trips.
The report name is ‘Standard unmatched students’.
User Defined ReportingUser Defined Reporting
Notice that all of the button options are now active for the selected report.
Our new report named ‘No Match list’ now
appears in the reports list.
User Defined ReportingUser Defined Reporting
When you select ‘Start Report’ your report is displayed (or printed or sent to a disk file if you chose that option) …
Notice that this report does not display Home Phone
User Defined ReportingUser Defined Reporting
Suppose we are not interested in this report displaying the Edulog ID number, but in place would prefer the Student’s School. How do we edit our report to display what we want?
Editing Reports
This is where simplicity meets complexity!
The reports editing tools are not very clear. But if you follow some standard conventions, you’ll do fine.
User Defined ReportingUser Defined ReportingEditing Reports
1st – we would want to know if the Home Phone field is being sent to our output.
We’ll use our ‘No Match list’ for this example.
User Defined ReportingUser Defined ReportingEditing Reports
Is the Student’s home phone field included in our report?
Already In Report
More Choices
User Defined ReportingUser Defined ReportingEditing Reports
To add it to the query, double-click on it.. Click Done. We now need to add the field to the report.
User Defined ReportingUser Defined ReportingEditing Reports
Run the Query again…
User Defined ReportingUser Defined ReportingEditing Reports
To modify the report layout to include the home phone field, Choose Edit Form
BE VERY CAREFUL WHEN YOU MODIFY AT THIS POINT!
User Defined ReportingUser Defined ReportingEditing Reports
You are now in the Report Designer. Here you can see that Edulog ID is represented by the field name studnt_id_. This is the field we want to replace with Home Phone.
User Defined ReportingUser Defined ReportingEditing Reports
Before we can edit the field, we need to identify the fieldname for home phone. Select “View” on the menu bar. Select “Table Designer.”
Choose View > Table Designer
User Defined ReportingUser Defined ReportingEditing Reports
Notice the spelling of “school”. You must reproduce it exactly. Cancel when done.
User Defined ReportingUser Defined ReportingEditing Reports
To change the studnt_id_ field into a field displaying the home phone, right-click on the studnt_id_ field and choose Properties.
User Defined ReportingUser Defined ReportingEditing Reports
In the Expression field, type home_phone over the studnt_id_
User Defined ReportingUser Defined ReportingEditing Reports
Home_phone has now replaced studnt_id_
Editing Reports
Next: lets change the header above home_phone to reflect what the field contains.
Before we can modify any text, we must access the text edit tool. Click on “View” in the top menu bar. Select Report Control Toolbar.
User Defined ReportingUser Defined Reporting
Choose View > Report Controls Toolbar
Editing Reports
User Defined ReportingUser Defined Reporting
Once displayed…. Select , the button for the text edit tool
Editing Reports
User Defined ReportingUser Defined Reporting
Highlight “Edulog ID” by clicking to the left and dragging through the words.Replace it with “Home Phone #”
Editing Reports
User Defined ReportingUser Defined Reporting
Close the report and choose YES when prompted to save your changes.
School
School___
Editing Reports
User Defined ReportingUser Defined Reporting
Choose Start report to view your updated report!! That’s it!
User Defined ReportingUser Defined Reporting
Suppose you have a report that would be more useful if it were sorted.
Sorting Data
User Defined ReportingUser Defined ReportingSorting Data
Notice that, by default, this report sorts by student street nameLets run it and see what our output will look like.
User Defined ReportingUser Defined ReportingSorting Data
The students are sorted by street name, but the Schools are mixed. Time to edit the sort order now…..
User Defined ReportingUser Defined ReportingSorting Data
Click the “Edit Sort Order” button.
User Defined ReportingUser Defined ReportingSorting Data
Select the Edit Sort Order option
Find Student School - Double-click to send to the right pane.
User Defined ReportingUser Defined ReportingSorting Data
Rearrange the sort order by clicking on the square beside the field name to move it up or down. FYI: The sort order begins from the top.
User Defined ReportingUser Defined ReportingSorting Data
Now the students are sorted by 1. School, 2. Street Name, 3. Last name!!!
User Defined ReportingUser Defined ReportingModifying Searches
In the Student Transportation reports, the Standard passenger list for runs report displays the passengers for every run in TIMS.NT.
For our next example, lets modify the report so it only displays the passenger list for the runs we specify.
Copy the report and name it Passenger List for Run(s).
Nice report, but what if we just want the passengers from just one run?
User Defined ReportingUser Defined Reporting
Modifying SearchesSelect the Edit Record Filter option
Here we can modify, delete, or add additional filters. The filters listed below automatically came in with this report. Lets add another….
User Defined ReportingUser Defined Reporting
Modifying Searches
Locate and select run RunID then select Next step
User Defined ReportingUser Defined Reporting
Modifying Searches
Select Is within a list – Begins with then select Next step
User Defined ReportingUser Defined Reporting
Modifying Searches
Select Ask Later
User Defined ReportingUser Defined Reporting
Modifying Searches
You have now successfully added a new filter. Click Done to Exit and run query
User Defined ReportingUser Defined ReportingModifying Searches
Enter your desired Run(s) and click Done.
316
306
User Defined ReportingUser Defined ReportingModifying Searches
Now you’ve got a much smaller report, listing only the runs that begin with 308 and whatever else you entered
Maintenance issuesMaintenance issues
Remember that reporting is handled differently in TIMS.NT. Data edits in TIMS.NT are not reflected in reports until the dumpall utility has run.
Running dumpall is the most dependable way to get a completely updated set of reports. If your report output doesn’t match with what you think you should have, run dumpall.
Advanced ReportingAdvanced Reporting◦Questions?