Clerical Workshop

Adhoc reports and Custom Reports Overview of Custom Reports Overview of Adhoc reporting Overview of Student/Staff Labels Student/School Reports How to request new reports Parent Portal Locker Management “Hot List” items (Discussion)

Overview of Custom Reports

Reporting Services is our current standard Web based reporting program Supported program with SQLServer (Campus

database) Username: reports Password: campus

Overview of Custom Reports

Advantages of Reporting Services: Web Based – No installs needed Customized Parameters

Date ranges, Drop down list options, etc. Customized output format

Labels, Excel (spreadsheet), PDF Written in standard SQL

Overview of Custom Reports

Disadvantages of Reporting Services: Currently Works properly only in IE (not Firefox) Which means only in Windows

(Not Macintosh)

Overview of Custom Reports ISD728 Reports

Reporting Services Custom Reports Filter Designer

Creates/Edits filters for Data Export Report Designer

Create student detail reports Report Builder

Runs a Designer report with 1 or more Student Filters

Data Export Extracts data from a Ad-Hoc Filter

Overview of Custom Reports School Labels

10 x 3 labels for ISD 728 use ONLY! Not for outside vendors/clients

Public Labels Limits to student information that can

be send out to vendors/clients Excludes households that requested

not to be contacted (marked private) Report Cards Miscellaneous Reports

Overview of Custom Reports

Custom Report Parameters Many parameters will have a default value Some parameters need a value selected Parameters have tried to be consistent

Common Parameters

Calendar

School

Grade

Starting Col/Row

Mailing

Sorting

Defaults to current in Campus Doesn’t limit to a specific calendar “ALL” or specific within calendar For labels to reuse sheets For Main household and/or secondary

household Specifies how data is organized

Overview of Ad Hoc Reporting Filter Designer to select students/select fields

Used for selecting students for Campus reports Used for generating list of data elements on

students Be careful about data privacy, may allow others

see items not under their user rights

Ad Hoc Filter Designer

Selection Editor Useful for picking specific students for a specific list Ex: quick mailing label for a handful of students

Ad Hoc Filter Designer

Select the specific students you want reported on De-select students you don’t need Control-Click and Shift-Click supported

Ad Hoc Filter Designer

Query Wizard More flexible in selecting students Able to select column to be printed with Data Extract

Ad Hoc Filter Designer

Select fields that you will want extracted Select fields for limiting student records

Ad Hoc Filter Designer

Common fields used: Demographics

Current Calendar fields

Active Enrollment Any enrollments without an

end date

Enrollment History Any enrollments

Ad Hoc Filter Designer

Selection Criteria Summary =, <> Equal to, Not equal to Is Null, Is Not Null Field is empty, field is not empty

Ex: student.middleName IS NULL would mean that the student does not have a middle name

= ‘ ’ Field is not empty, but has a blank IN, NOT IN Field is equal to one of the values within

the list seperated by commas and no spaces Ex: student.grade NOT IN 01,02 would mean all students not

in 1st or 2nd grade

Ad Hoc Filter Designer

Selection Criteria Summary cont. LIKE Pattern matching equation

Student.lastName LIKE JOHN% Finds Johnson, Johnston, John

Student.lastName LIKE %son Finds Anderson, Johnson, Sampson

Student.lastName LIKE [ABCDEFG]% Finds all students starting A though G

Overview of Mailing Labels

Mailing labels use Avery 5150 Labels 3 Columns by 10 Rows

Student Labels Household Labels Staff Labels

Student Labels Labels Main (under ISD728)

Most common used Address Spreadsheet

Creates Excel file of addresses Useful for mail merge processes

Mailing Labels (under Census) Campus canned mailing labels Useful for printing selected

students

Household Labels Labels Household

One label, no matter how many students Sorted by address

Household Label Detail Spreadsheet detailing students with each label,

including homeroom List Household

Spreadsheet of Labels Household

Staff Labels

Staff Labels under ISD 728 Reports Only people currently assigned to your school Mailing address is what is defined in Campus (not

linked to HR/Finance system)

Other Custom Reports

Birthday List Enter date range for kids’

birthdays, sorted by date

Credit Earned Warning Lists students who haven’t

received the credits entered yet.

How to request new Reports

What type of report will it be Label, summary, student detail?

What will be the scope of the data Grade, Calendar, entire school for 1 year, entire district

Data fields needed How you want the data sorted (in what order) Wanted by date -> what date you would like it by Drop Dead date -> can’t get work done by this date

Parent Portal update

Locker Management

“Hot List”

Group Discussion of what’s coming up