Reporting in Version 5Reporting in Version 5

Application ReportsApplication Reports

AKA: In Context or Right ClickAKA: In Context or Right Click

Export to Excel from Listing pagesExport to Excel from Listing pages

Management ReportsManagement Reports

Adhoc ReportsAdhoc Reports

Application ReportsApplication Reports

Just like Version 4, these are available Just like Version 4, these are available Listing Pages and some other pages like Listing Pages and some other pages like the Entry page.the Entry page.

Right Click and select Preview Report Right Click and select Preview Report

Select the reportSelect the report

Highlight a client and Right ClickHighlight a client and Right Click

Application Report Tab opensApplication Report Tab opensSelect Preview for Report you wantSelect Preview for Report you want

Report opens in New TabReport opens in New Tab

View it or Print or ExportView it or Print or Export

You can also export the You can also export the contents of the grid to Excelcontents of the grid to Excel

Save the file and open itSave the file and open it

Reports RoleReports Role

Management Management

and and

Adhoc ReportsAdhoc Reports

are now a Roleare now a Role

and open in a and open in a

new tabnew tab

Your Favorites show by DefaultYour Favorites show by Default

Select the report parametersSelect the report parameters

Click Set Parameters to run the reportClick Set Parameters to run the report

Nicely formatted report shows in new tabNicely formatted report shows in new tab

AESuniversityAESuniversityAd hoc ReportingAd hoc Reporting

Version 5Version 5

ad hocad hoc

• for the special purpose or end presently under consideration

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

- dictionary.com

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

Adhoc Reporting• Make sure correct Role is selected

– (HMIS, CSBG, Head Start, etc.)

• Click Reports Role button– Navigation pane displays Reporting

pages• Inventory page

– Select saved query

• View Builder page– Select View and Fields

• Query Builder page– Set Parameters, Grouping, Conditions,

Working with a saved Query

• Adhoc Reports Inventory page• To filter list, select Category

– Enter Query Name or leave blank

• Click SEARCH• Matching Reports display in grid• Parameters of selected Report

display in fields at top

Working with a saved Query• Make sure to have

correct Role active• Open Adhoc

Reports Inventory page

1.Select Category2.Enter Report

Name3.Click SEARCHResults will be displayed

in grid and parameters of selected report will be displayed in fields at the top

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Saved Query - Edits

• You can change:– Title– Description– Drilldown– Date parameter and date range– Group Sort– Report List/Type

• You cannot change:– Grouping– Items included in report– Filters

Saved Query – View

• To see report– Click DISPLAY– Or check Popup window and click

DISPLAY to view in Popup window

Edit Saved Query

• Add or delete items:– View Builder page shows

• Available Fields• Selected Fields

– Save Query• To save as an additional Query

– Change Name at top of page– Click SAVE

Create New Query

• View Builder page– Select View (From tab)

– Select Fields for Query (Select tab)

• Query Builder page– Set Conditions (Where tab)

– Select Grouping (Report Grouping tab)

– Enter Parameters– Save– Show Report

Create new query – View Builder

• Click NEW at top– Enter Query Name

• Select View• Select Field(s)

– Click Right Arrow– Use Up & Down Arrows to adjust order– Make sure to include all fields to Group

by

• Click Distinct if needed• Click SAVE

Creating New Query – View Builder • Make sure to have

correct Role active• Open Adhoc

Reports View Builder page

1.Click NEW2.Enter Report

Name3.Select View4.Select Field(s)– Click Distinct if

needed

5.Click Right Arrow6.Click SAVE

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2

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Create new query – Query Builder

• Set Conditions (not required)

• Select Grouping (required)

• Enter Parameters (required)

• Save or Save As• Show Report

New query – Conditions

• Click ^ to open conditions• + to add a condition

– Select field– Select Operator (Is Equal to, Is Like, Is

Greater Than, etc.)– Enter Value

• Tools change or move condition • (+) adds or deletes parentheses • Check checks query for accuracy • Applies Query to data

New query – Grouping

• Grouping is the categories or sections of the report

• Each Grouping level will give you a count

• To create Grouping:– Click on a Column Header– Drag to space above grid– Click additional column headers for

multiple groupings

• Hover over Grouping to see X to close

New query – Parameters

• Required:– Title– Group Sort

• Select All, Top or Bottom– Number needed only if Top or Bottom

– Report List• Select from available Report Types

New query – Parameters

• Other Parameters– Date: select date field to use

• Select Date Range – Start & End Dates

– Description: helps to identify saved query

– Category: will save in selected category

– Drill Down: includes data, not just count

New query – Show Report

• Click SHOW REPORT– Report opens in new tab

• Return to Query Builder to Save– Click SAVE to save query– Or enter new Report Name and

click SAVE AS

Preview Report1.Opens Page

thumbnails2.Page Navigation3.Print4.Export5.Zoom buttons6.Search

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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• Displays the

most information of all report types

• Useful for checking data

• Best to export to excel

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• 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• 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

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 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• 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-Program, Caption

Matrix Count Charts• Service Unit was

selected first, so it shows in the Grid

• Grouping is Program, Program Component, Service