Reporting in Version 5 Application Reports AKA: In Context or Right Click AKA: In Context or Right...
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Transcript of Reporting in Version 5 Application Reports AKA: In Context or Right Click AKA: In Context or Right...
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
Application Report Tab opensApplication Report Tab opensSelect Preview for Report you wantSelect Preview for Report you want
You can also export the You can also export the contents of the grid to Excelcontents of the grid to Excel
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
Select the report parametersSelect the report parameters
Click Set Parameters to run the reportClick Set Parameters to run the report
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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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