heda 2011 reports manual · 2011-08-03 · uick start heda 2011 v1.0 page 5 of 65 icons used in...

HEDA 2011

REPORTS MANUAL

Version: 1.1 Date: July 2011 Author: Johan Badenhorst

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TABLE OF CONTENTS

Overview ........................................................................................................................................................................ 4

Icons used in this Manual ..................................................................................................................................... 5

Microsoft SQL Server R2 Report Builder 3.0 .................................................................................................................. 6

Report Server connection ..................................................................................................................................... 7

Data Source ................................................................................................................................................................... 8

Data Sets ........................................................................................................................................................................ 8

Dataset – ReportShell ........................................................................................................................................... 9

Dataset – Variables_ddl ...................................................................................................................................... 10

Dataset – VariablesValues1_ddl ......................................................................................................................... 11





Dataset – Measures_ddl ..................................................................................................................................... 16

Dataset – ReportSettings .................................................................................................................................... 17

Dataset – Definitions .......................................................................................................................................... 18

Dataset – DDL529 ............................................................................................................................................... 19

Templates .................................................................................................................................................................... 19

Template – HEDA_1A_5Yrs_N ............................................................................................................................ 20

Template – HEDA_1A_5Yrs_N_Growth .............................................................................................................. 21

Template – HEDA_1A_5Yrs_NP .......................................................................................................................... 22

Template – HEDA_1A_5Yrs_P ............................................................................................................................. 23

Template – HEDA_2A_3Yrs_N_Ratio .................................................................................................................. 24

Template – HEDA_1A_3Yrs_N_Growth_Con_Dis ............................................................................................... 25

Template – HEDA_1A_3Yrs_NP_Growth_Con_Dis ............................................................................................. 26

Template – HEDA_1A_3Yrs_P_Growth_Con_Dis ............................................................................................... 27

Template – HEDA_1A_5Yrs_NP_Growth ............................................................................................................ 28

Template – HEDA_1A_5Yrs_P_A2_div_A1 ......................................................................................................... 29

Template – HEDA_1A_5Yrs_NP_Growth ............................................................................................................ 30

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Parameters .................................................................................................................................................................. 31

HEDA Report Composition ........................................................................................................................................... 34

Report Composition - Header Section ................................................................................................................ 34

Report Composition - Filters Section .................................................................................................................. 35

Report Composition - Matrix Section ................................................................................................................. 36

Report Composition - Definitions Section........................................................................................................... 37

Report Composition - Footer Section ................................................................................................................. 38

Creating a New Report from a Template ..................................................................................................................... 39

Publishing a new Report to HEDA 2011 – sql report repository .................................................................................. 41

Copying a new Report from HEDA 2011 – sql report repository ................................................................................. 44

Viewing a report on the HEDA 2011 – sql report repository .............................................................................. 44

Downloading a report from the HEDA 2011 – sql report repository .................................................................. 46

Adding a report to the institutions reporting server .......................................................................................... 47

Adding a Security profile ..................................................................................................................................... 49

Adding a report on the dashboard ..................................................................................................................... 50

Appendices .................................................................................................................................................................. 54

Appendix A - Stored Procedure for the ReportShell Data Set ............................................................................ 54

Appendix B - Stored Procedure for the Variables_ddl Data Set ......................................................................... 55

Appendix C - Stored Procedure for the VariablesValues?_ddl Data Sets ........................................................... 57

Appendix D - Stored Procedure for the Measures_ddl Data Set ........................................................................ 59

Appendix E - Dataset - ReportSettings ................................................................................................................ 60

Appendix F - Dataset - Definitions ...................................................................................................................... 61

Appendix G - QUAL_ENROL_FACT - Qualification Enrolment and Graduates .................................................... 62

Appendix H - STAFF_PROF_FACT - Staff Prof ...................................................................................................... 63

Appendix I - STAFF_SFTE_FACT - Staff SFTEs ...................................................................................................... 64

Appendix J - COURSE_ENROL_FACT - Course Enrolment ................................................................................... 65

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OVERVIEW

The purpose of this document is to describe the HEDA report compilation, introducing the templates as well as the parts that a report comprises off.

We will take a detailed look at the following:

Report Builder 3.0,

The HEDA Warehouse data source,

The Data Sets,

The Templates,

The Report Parameters,

Report Composition and report sections,

Creating new reports from templates,

Publishing new reports to HETZNER.

This document will assist the reader in understanding the above and also serve as a guide in creating new reports from a specific template.

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ICONS USED IN THIS MANUAL

This icon calls your attention to particularly important points and offers useful advice. It saves you the cost of buying a yellow highlighter pen.

This icon serves as a friendly reminder that the topic at hand is important enough for you to put a note about it in your top pocket.

This icon identifies technical references directly into the database. This normally reflects changes to field values.

This icon is a caution sign that warns you about speed bumps and potholes on the report creation highway. Taking special note of this material can steer you around a hazard and keep you from blowing a tyre. In short – watch out!

This icon is used to show the calculation of percentages in a report.

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MICROSOFT SQL SERVER R2 REPORT BUILDER 3.0

All reports are created and maintained in Microsoft SQL Server R2 Report Builder V3.0. When you design a report, you specify where to get the data (Data Source), what data to get (Rows, Columns and Measures) and how to display the data. When you run the report, the report processor takes all the information you have specified, retrieves the data, and combines it with the report layout to generate the report. You can preview your reports in Report Builder, or you can publish your report to a report server, where others can run it. Do the following to open the Report Builder V3.0. Click on the Start button in the left bottom corner of the computer and select “All Programs”. Select Microsoft SQL Server 2008 R2 Report Builder and then click on the Report Builder 3.0 icon. The following screen will be displayed.

We are now ready to open existing Templates and create new reports based on these templates.

Ensure that you do have a connection to your Reporting Server.

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REPORT SERVER CONNECTION

The following procedure will guide you through checking/creating your Report Server connection. This connection is essential else you will not be able to Add or Change any reports. Open Microsoft SQL Server R2 Report Builder V3.0 as described above.

Click on the Report Builder button and select Options to get to the Report Builder Options window.

Enter a similar string in the “Use this report or SharePoint site by default” field: http://instatutions_server_name/reportserver/ Click on the OK button.

The instatutions_server_name must be replaced with the appropriate server name of the institution’s Report Server.

ALL ILLUSTRATIONS USED IN THIS MANUAL IS TAKEN FROM WITHIN REPORT BUILDER V3.0.

http://instatutions_server_name/reportserver/

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DATA SOURCE

Data source is a name given to the connection set up to a database from a server. The name is commonly used when creating a query to the database. The Database Source Name (DSN) does not have to be the same as the database and is created only once.

HEDA Warehouse – Connecting to the HEDA Warehouse database.

DATA SETS

A data set (or dataset) is a collection of data, usually presented in tabular form. Each column represents a particular variable. Each row corresponds to a given member of the data set in question. Its values for each of the variables, such as height and weight of an object or values of random numbers. The data set may comprise data for one or more members, corresponding to the number of rows.

All HEDA reports and Templates are dependent on the 11 Datasets shown in the right-hand pane. (The datasets will be discussed later on in this document).

Icon - Indicates an Embedded dataset and

Icon - Indicates a Shared dataset.

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DATASET – REPORTSHELL

function getReportSP(reportName as string) dim retVal as string retVal = "" if reportName.Contains("#") = True then retVal = "P_SSRS_Rep_" & split(reportName,"#")(0) else retVal = "P_SSRS_Rep_QEF" end if return retVal end function

A generic stored procedure was created to return the matrix (detail) of the report. The purpose of this procedure is to enable us to use the same stored procedure to populate the data required for all of report variations.

A stored procedure is a subroutine available to applications accessing the relational database, HEDA Warehouse, and returns the data required for the reports. Stored procedures are stored in the database.

Stored procedures are used to consolidate and centralize logic that was originally implemented in applications. Extensive or complex processing that requires the execution of several SQL statements is moved into stored procedures, and all applications call the procedures.

Stored procedures returns result sets, i.e. the results of a SELECT statement. Stored procedures may also contain declared variables for processing data and cursors that allow it to loop through multiple rows in a table.

The P_SSRS_Rep_Shell stored procedure calls the correct stored procedure, depending on the Report Name as saved on the Reporting Server, (Not the Heading that appears on the report when viewed or printed).

The getReportSP function (nested in the Report Properties, Code view, of the report), splits the report name and use the first 3 characters from the left to determine which stored procedure to execute.

The information returned by the ReportShell dataset depends on the parameter passed (as described above), depending on the following: CEF – reading from the COURSE_ENROL_FACT table QEF – reading from the QUAL_ENROL_FACT table SPF – reading from the STAFF_PROF_FACT table SSF – reading from the STAFF_SFTE_FACT table TF - reading from the TRACKING_FACT table

The parameter is concatenation of one of the above codes, e.g. “CEF”, plus a hash sign (#) plus the Report Title. The following is an example of a parameter passed to the getReportSP function: CEF#FTE Units by Gender Over 5 Years Drill Down by Faculty.

Each of the FACT tables contains different measures used in the reports. Information returned also depends on the Parameters selected on a specific report.

See Appendix A for code

http://en.wikipedia.org/wiki/SQL

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DATASET – VARIABLES_DDL

The Variables_ddl dataset calls a stored procedure to populate the following Parameter Dropdown selection boxes on the report:

Group1

Group2

Group3

Group4

Group5

FilterBy1

FilterBy2

FilterBy3

FilterBy4

FilterBy5

The stored procedure that populates the above parameters is the following: P_SSRS_Rep_Variables_List_ddl.

Any combination of the parameters may be used to create the desired output in the report. If you do not want to specify a value for a Group or Filter By value then select “None” This is also the default value when the report is opened. The Group Selections are also used to generate the Drilldown functionality in the matrix (body) of the reports.

The HEDA administrator at a specific institution will request the necessary enrichment fields. These fields must be activated in the HEDA_ADMIN..Variables_Tables on their behalf, by setting VT_Enabled = “True” for the requested variable.

These values are just an example of possible rows returned for the Group? And FilterBy? Parameters dropdown lists, depending on the FACT table interrogated. (See Appendix G for list of available values per fact table).

See Appendix B for stored procedure code

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DATASET – VARIABLESVALUES1_DDL

The VariablesValues1_ddl dataset calls a stored procedure to populate the Filter Value1 Parameter Dropdown selection list based on the selection that was done in the Filter By1 Parameter Selection Dropdown. The Dropdown selection is automatically refreshed when the value in the Filter By1 Parameter Dropdown List is changed.

The stored procedure that populates the above parameter is the following: P_SSRS_Rep_Variables_List_Values_ddl.

E.g. If you select “Department code” from the Filter By1 Parameter, the values in the Filter Value1 Parameter changes accordingly.

Click the Tick boxes to select or unselect items in the Filter Value dropdown.

See Appendix C for stored

procedure code

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procedure code

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See Appendix C for stored procedure code

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procedure code

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DATASET – MEASURES_DDL

Fact Tables (To Parameters) QEF table CEF Table SPF Table SSF Table

The Measures_ddl dataset calls a stored procedure to populate the Analyses1 Parameter Dropdown selection list. The following is an example of Measures that may be available for selection to populate the actual figures on the report. Select one of the following:

TO Grant Actual - FAM

RO Grant - Graduates - FAM

Qualification enrolments

Qualification headcount enrolments

Teaching output unit

Research output unit

Graduates

The stored procedure that populates the above parameter is the following: P_SSRS_Rep_Variables_List_Measures_ddl and depending on the FACT table interrogated (See Appendix G for list of available values per fact table).

The selection will return data to the matrix for “Qualification headcount enrolments” if you do not select a value or leave the selection as “None”.

The HEDA administrator at a specific institution will request the necessary measures fields. These fields must be activated in the HEDA_ADMIN..Variables_Tables on their behalf by setting VT_Enabled = “True” for the requested variable.

See Appendix D for stored

procedure code

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DATASET – REPORTSETTINGS

The ReportSettings dataset calls a stored procedure that interrogate the database and returns certain values to be used to determine the position of the Institutions Logo, the Department Name, Contact Person as well as his/her Telephone/Contact number. The Institutions Logo can be displayed in either of the Left or Right hand side of the report. An image has been added to the left and right hand side of the report. An expression has been added within the Image Properties, on the Visibility View.

The code is as follows “=First(Fields!HeaderLogo.Value, "ReportSettings") = "Right"” and will set the Show option to either True/False, depending on the value returned by the stored procedure.

The Department Name, Contact Person as well as his/her Telephone/Contact number is displayed in the Report Detail and Definition Section, on the last page of the report.

The code concatenates the values returned with a Heading to make the display more meaningful. The code is as follows:”

"Department: " + First(Fields!Department.Value, "ReportSettings") + " Contact Person: " + First(Fields!Contact.Value, "ReportSettings") + " Contact Number: " + First(Fields!Phone.Value, "ReportSettings")”

The name of the stored procedure that populates the above data is P_SSRS_Rep_Settings.

See Appendix E for stored

procedure code

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DATASET – DEFINITIONS

The Definitions dataset returns Report Element Descriptions and Report Element Definitions based on any of the Group, Analysis or Filter By dropdown selection fields and also some report specific definitions. All the vs_Description fields in the HEDA_ADMIN..Valpac_Data_Elements have been updated to point to the Valpac helpfiles. Descriptions and Definitions are only returned for records that have an entry in either the VDE_Defintion field (HEDA_ADMIN..Valpac_Data_Elements table) or the vs_Defintion field (HEDA_ADMIN..Variables table). The following Pipe delimited parameter set is passed to the stored procedure to determine which values to return to the report. =SPLIT(Parameters!Group1.Value, "|")(0) + "|" + SPLIT(Parameters!Group2.Value, "|")(0) + "|" + SPLIT(Parameters!Group3.Value, "|")(0) + "|" + SPLIT(Parameters!Group4.Value, "|")(0) + "|" + SPLIT(Parameters!Group5.Value, "|")(0) + "|" + Parameters!Analyses1.Value + "|" + Parameters!Analyses2.Value + "|" + Parameters!Analyses3.Value + SPLIT(Parameters!FilterBy1.Value, "|")(0) + "|" + SPLIT(Parameters!FilterBy2.Value, "|")(0) + "|" + SPLIT(Parameters!FilterBy3.Value, "|")(0) + "|" + SPLIT(Parameters!FilterBy4.Value, "|")(0) + "|" + SPLIT(Parameters!FilterBy5.Value, "|")(0) The Valpac definitions returned refers to a HTML file with bookmarks.

See Appendix F for stored

procedure code

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DATASET – DDL529

The DDL529 dataset is used to return the available years on the ID529 report parameter. The following values are currently returned

2000

2001

2002

2003

2004

2005

2006

2007

2008

2009

2010

2011

2012 The HEDA_Datastore..V529 table is interrogated for the above information. These values will grow as submissions are added to the database.

TEMPLATES

A template is a form, mold, or matrix used as a guide to making something.

There are currently 11 HEDA Report Templates to assist in the process of creating a new report.

Each template will now be touched giving a short description thereof.

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TEMPLATE – HEDA_1A_5YRS_N

The purpose of this template is to list summaries(values) in the matrix, showing:

1. a 5 year comparison, 2. The option of displaying the data extracted in a simple bar graph.

There are Totals at the bottom of the report and a Report Definition section that can be turned “On” or “Off” by selecting a Parameter.

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TEMPLATE – HEDA_1A_5YRS_N_GROWTH

The purpose of this template is to list summaries in the matrix, showing:

1. a 5 year comparison, 2. Growth percentage over the last 5 years, 3. Growth percentage over the last 2 years, 4. A Trend Sparkline of the percentage change.

There is also a parameter option of displaying the data extracted in a simple bar graph.


Percentage Growth = (Difference between Years as a %/5). Percentage Change = ((Current Year – Previous Year)/Previous Year)).

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TEMPLATE – HEDA_1A_5YRS_NP


1. a 5 year comparison, 2. The line figure is also displayed as a percentage.


Drilldown into the Group is also available. There are Totals at the bottom of the report and a Report Definition section that can be turned “On” or “Off” by selecting a Parameter.

Percentages are calculated follows: % = (Line amount/Year Total).

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TEMPLATE – HEDA_1A_5YRS_P

This template list the following information:

1. A 5 year comparison of percentages, 2. Column totals for each year.


Drilldown into the Group is also available. There are Totals at the bottom of the report and a Report Definition section that can be turned “On” or “Off” by selecting a Parameter.

Percentages are calculated follows: % = (Line amount/Year Total).

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TEMPLATE – HEDA_2A_3YRS_N_RATIO

This template list the following information:

1. A 3 year comparison of Anaysis1 selection vs. a 3 year comparison of Analysis2 selection. 2. A 3 year comparison of percentages. This percentage is calculated only for the Analysis2 selection

results.



Ratio per Year = (Year Graduates/Year Qualification Headcounts).

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TEMPLATE – HEDA_1A_3YRS_N_GROWTH_CON_DIS

This template is a Attendance mode specific template and lists the following information:

1. 3 years of Contact mode, 2. 3 year comparison of Distance mode, 3. A percentage change of Contact mode over the last 2 years and, 4. A percentage change of Distance mode over the last 2 years.



Contact Change Percent = ((Current Year Contact- Previous Year Contact)/Last Year Contact). Distance Change Percent = ((Current Year Distance- Previous Year Distance)/Last Year Distance).

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TEMPLATE – HEDA_1A_3YRS_NP_GROWTH_CON_DIS


1. 3 years of Contact mode and a percentage of total per year, 2. 3 year comparison of Distance mode and a percentage of total per year, 3. A percentage change of Contact mode over the last 2 years and, 4. A percentage change of Distance mode over the last 2 years.



Year Percent = (Line amount/Year Total). Contact Change Percent = ((Current Year Contact- Previous Year Contact)/Last Year Contact). Distance Change Percent = ((Current Year Distance- Previous Year Distance)/Last Year Distance).

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TEMPLATE – HEDA_1A_3YRS_P_GROWTH_CON_DIS


1. 3 years of Contact mode as a percentage of total per year, 2. 3 year comparison of Distance mode as a percentage, 3. A percentage change of Contact mode over the last 2 years and, 4. A percentage change of Distance mode over the last 2 years.



Year Percent = (Line amount/Year Total). Contact Change Percent = ((Current Year Contact- Previous Year Contact)/Last Year Contact). Distance Change Percent = ((Current Year Distance- Previous Year Distance)/Last Year Distance).

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TEMPLATE – HEDA_1A_5YRS_NP_GROWTH


1. a 5 year spread of data, 2. The line figure is also displayed as a percentage of the report total, per specific year, 3. A percentage change of Contact mode over the last 2 years and, 4. A percentage change of Distance mode over the last 2 years.



Year Percent = (Line amount/Year Total). Percentage Growth = (Difference between Years as a %/5). Percentage Change = ((Current Year – Previous Year)/Previous Year)).

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TEMPLATE – HEDA_1A_5YRS_P_A2_DIV_A1


1. a 5 year spread of data, 2. Analysis1 is set to "FTE" and Analysis2 to "Funded Credits", 3. Credit Success rate is shown as a percentage over the last 5 years.



Percent = (Funded Credits/FTE).

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TEMPLATE – HEDA_1A_5YRS_NP_GROWTH


1. a 5 year spread of data extracted, 2. Growth percentage over the last 5 years, 3. Growth percentage over the last 2 years, 4. A Trend Sparkline of the percentage change.


There are Totals at the bottom of the report and a Report Definition section that can be turned “On” or “Off” by selecting a Show Definitions Parameter.

Percentage Growth = (Difference between Years as a %/5). Percentage Change = ((Current Year – Previous Year)/Previous Year)).

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PARAMETERS

Parameters Description

Select the base year for extracting data. Information will be rolled back for either 3 or 5 years, depending on the template used.

These parameters form the basis of the extract criteria. A drilldown is created based on the selection of these parameters.

The following values are an example of available for selection:

Department

Department (Only Academic)

Department code

Department code (Only Academic)

Department grouping

Department grouping (Only Academic)

Department grouping code

Department grouping code (Only Academic)

Entrance category

Entrance category description

Faculty

Faculty (Only Academic)

Faculty code

Faculty code (Only Academic)

Qualification type description This selection depends on the FACT table interrogated. (Fact info above).

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Analysis creates the measures on the report. (e.g. sum of Headcounts).

The measure is also used to calculate Percentage change and Growth.

The following is an example of possible values:

TO Grant Actual - FAM

RO Grant - Graduates - FAM

Qualification enrolments

Qualification headcount enrolments

Teaching output unit

Research output unit

Graduates

This selection depends on the FACT table interrogated. (Fact info above).

The Filter By1 to 5 is used to narrow/streamline the selection criteria.

The value available for selection in e.g. the Filter Value1 dropdown list depends on the selection in the corresponding Filter By value. In this case Filter By1 dropdown selection.

Filter By1 to Filter By5 is driven by the same code.

This selection depends on the FACT table interrogated. (Fact info above).

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Every Template contains a graph that can be toggled to Show or be Hidden by this parameter. The graph displays the first drill down group selection, over the time period, as can be seen in the example. Select “No” to hide the graph and Yes to display the graph.

A section is added to all the templates to display certain report details and definitions.

This section prints on the last page of the report as a separate page.

The detail can be shown by selecting “Yes” or be Hidden by selecting “No” from this parameter.

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HEDA REPORT COMPOSITION

All reports comprise of the following sections:

Header

Filters

Matrix

Definitions

Footer

We will now take a look at the information pertaining to each section in detail.

REPORT COMPOSITION - HEADER SECTION

Logo Left – This logo has been added as a dummy to determine the logo position for a specific client. The Visibility property is set by a parameter and either show or hides the logo according to client preference.

function getReportSP(reportName as string) dim retVal as string retVal = "" if reportName.Contains("#") = True then retVal = "P_SSRS_Rep_" & split(reportName,"#")(0) else retVal = "P_SSRS_Rep_QEF" end if return retVal end function

This is the Report Heading. The name is derived from the filename given to the report when created. Code in the Report Properties determines the name.

The getReportSP function (nested in the Report Properties, Code view, of the report), splits the report name and use the first 3 characters from the left to determine which stored procedure to execute.

Logo Right – This logo has been added as a dummy to determine the logo position for a specific client. The Visibility property is set by a parameter and either show or hides the logo according to client preference.

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REPORT COMPOSITION - FILTERS SECTION

The Filters Section displays the values of the different Filter By selections. The Measures are also displayed in the section of the report.

The sections grow dynamically depending on the amount of data selected in the 5 available Filters By and the Analysis parameters.

Information will only be displayed when selection criteria is entered in the report parameters at runtime.

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REPORT COMPOSITION - MATRIX SECTION

The Matrix section or Report Body contains the detail or information of the report. This forms the basis/usefulness of the report. Lines are formed to show the Group1 to Gorup5 selections. These selections also created drilldown facility that can be displayed by clicking on the + Sign (Plus sign) or Hide the information on a level by clicking the – Sign (Minus sign). Detail is displayed, Calculations, Percentages and Ratios calculated. Row totals and column totals are also added in this section.

Drilldown facility

e.g. Headcount, Calculations, Percentages and Ratios

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REPORT COMPOSITION - DEFINITIONS SECTION

A section is added to all the templates to display certain report details and definitions. (Circled below in red).

This section prints on the last page of the report as a separate page.

The detail can be shown by selecting “Yes” or be Hidden by selecting “No” from the Show Definitions parameter.

Descriptions and Definitions are only returned for records that have an entry in either the VDE_Defintion field (HEDA_ADMIN..Valpac_Data_Elements table) or the

vs_Defintion field (HEDA_ADMIN..Variables table).

The Report Element Description forms Part of the Reporting Definitions section. Every Group, Analysis or Filter By value selected will be displayed in this section.

For every Element displayed there will be a definition explaining the Report Element. The definition is displayed either as a link to Valpac Help files or as the actual definition.

For Valpac click on the (here) to open the definition in Internet Explorer. (See example of the Qualification type definition on the next page).

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The Valpac Help file Example

REPORT COMPOSITION - FOOTER SECTION

The Footer section is displayed on every page and currently only contains a Page Number of Total Pages parameter.

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CREATING A NEW REPORT FROM A TEMPLATE

The following procedure must be followed when creating a new report from an existing template.

Action Description

Click on the Start Button, select All Programs, click on Microsoft SQL Server R2 Report builder and select Report Builder 3.0 to start the program.

Select the desired template from the File Open action from the Institution’s directory path: e.g. http://servername/reportserver/Reports/HEDA/Templates This path will differ from institution to institution.

Once the report is open, click on the File Save As option and save the template with a proper report name. The reporting structure can be seen on the left, grouping the reports by type. Remember to add the Measure Group (e.g. QEF#, CEF#, SPF#, SSF# or TF#) as a prefix to the report name. The # is important to remember as this is the delimiter to split the report heading and to determine which stored procedure to call. This SP populates the data that feeds the report.

DO NOT APPLY CHANGES TO THE TEMPLATE BEFORE SAVING.

http://servername/reportserver/Reports/HEDA/Templates

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Action Description

Ensure that you have the newly saved report open before commencing the changes. Set the Visibility for each parameter individually by navigating the Report Parameter Properties, General Tab in the Select Parameter Visibility section.

Change the default value on the appropriate parameters to the desired value by navigating to the Report Parameter Properties, Default Values Tab in the Value section. Values can be entered based on a single value or based on an expression.

or

Click the save button or select File Save, from the Menu, after applying all the necessary changes. Test the report before rolling out to the clients. Rolling out to Institutions involves uploading the report to the HETZNER server. The procedure is described later on in this document).

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PUBLISHING A NEW REPORT TO HEDA 2011 – SQL REPORT REPOSITORY

There are a number of predefined reports that exist, ready for copying to the client site. The creation of these reports was based on existing client reports. The following procedure must be followed when publishing a new report on the Reporting server. Action Description

Click on the Internet Explorer icon to start Internet Explorer.

Navigate to the following link: http://maximus/Reports/Pages/Folder.aspx and select the report location where the new report was created.

Click on the desired report name to open the report viewer in Internet Explorer. The opened report will display data as per the pre-defined Group, Analysis and Filter By settings.

Capture the screen by pressing the”ALT-” and simultaneously pressing the “Prt Scr” buttons. This will capture the active window only and place a copy thereof in the Clip Board.

http://maximus/Reports/Pages/Folder.aspx

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Action Description

Open Paint and paste the captured image. Click on File Save, navigate to the directory where you saved the report, enter a file name and click on the Save button.

This path is important as the actual report file will also be saved in the same directory. The file must be saved as a .png file (Portable Network Graphics file type).

Back to http://maximus/Reports/Pages/Folder.aspx and the report location where the new report was created. Hover over the report with the mouse and click on the down arrow. Select the Download item to create a local copy of the report.

Click the Save button and select a directory to save the reportname.rdl file to your local machine.

Do not change the filename at this point in time. The filename is also the report name. The location must be the same one as where you have placed the .png file.

Go to Windows explorer and navigate to the directory where you saved the report. The figure on the left is just an example of a file path.

http://maximus/Reports/Pages/Folder.aspx

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Action Description

Right click on the .rdl file, select “Send to” and click on “Compressed (zipped) folder”.

Do not change the name as the names of the files are the key to the different parts.

Press the Enter key.

These files will now be picked up by the HEDA 2011 – SQL Report Repository where users can browse, preview a screen shot of the report and download the desired report.

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COPYING A NEW REPORT FROM HEDA 2011 – SQL REPORT REPOSITORY

The following describes the method of:

Viewing a report on the HEDA 2011 – SQL Report Repository,

Uploading/saving the report on the institution’s Report Server,

Adding a Security profile,

And publishing the report on the Dashboard.

There are currently 75+ preset reports that a user can download.

There are two ways of getting access to a report from your dashboard: 1. Adding the report link to the HEDA Tree using the Smart Client or 2. Adding a Rich Text box on the Dashboard and then adding the link in the text box.

We will now explain both ways.

VIEWING A REPORT ON THE HEDA 2011 – SQL REPORT REPOSITORY

Navigate to the following address in Internet Explorer ( www.heda.co.za/heda_ssrs_reports) to see the tree of available reports. The following will be displayed:

http://www.heda.co.za/heda_ssrs_reports

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Action Description

There are tabs at the top of the internet window that will navigate you between “Staff-“and “Student related” reports.

The following selections are available: Staff tab

All

Headcount

FTE Students tab

All

Headcount

Graduates

FTE

First-time Entering

Degree Credit Success rate

Graduation Rate

After selecting the desired Tab and type of report e.g. Students and the Headcount, browse the report names. Click on the Preview link next to the report to see a layout of that specific report.

A screenshot of the report will be displayed in a new Internet Explorer window.

This is static data and cannot be changed.

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DOWNLOADING A REPORT FROM THE HEDA 2011 – SQL REPORT REPOSITORY

The following procedure must be followed to download a report to your own machine. Action Description

Click on the Download button next to the desired report to download the report file from the www.heda.co.za website.

A file Download dialog box will be opened asking the user if he wants to open or save the file.

Click on the Save button. A Save As dialog box will be opened. Navigate to a desired file path on your machine and click the Save button to save the .zip file.

Right click on the .zip file and select Extract all. This will open a dialog box confirming the path where the file will be extracted to. The path will default to the current path. Click the extract button.

The report will now exist on your machine with the same filename as the report that was selected on the HEDA 2011 – SQL Report Repository Internet window. The file is saved with an extension of .rdl. (SQL Server Reporting Services Report Definition Language).

Do not change the filename or the file extension else the report will not work if you publish it on your report server.

http://www.heda.co.za/

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ADDING A REPORT TO THE INSTITUTIONS REPORTING SERVER

The following steps need to be followed when adding a new report on an Institution’s reporting server.

The report will not be available from any HEDA Dashboard unless the security has been added and the report being made available on either the HEDA Tree or in a Rich Textbox.

Action Description

To publish the new report on the correct server navigate to the correct Internet Explorer link, select the desired Folder and click the Upload File button.

Click the Browse button and navigate to the report on the local directory.

Once you have located the file on the local directory select the Open button to return to Internet Explorer.

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Action Description

The Upload File dialog is returned. Click the OK button to complete the upload.

The report will now be ready for setup in either the HEDA Tree or as a Hyperlink in a Rich Textbox on the Dashboard.

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ADDING A SECURITY PROFILE

Do the following to add security to a newly uploaded report.

The users will not be able to execute a report if you do not allocate a security profile to the report.

Action Description

The HEDA Administrator will go to his Dashboard and select Object & Security from the HEDA Tree. The HEDA 2011 Objects window will be opened. This is the HEDA Administration window.

Select “SQL Report” from the Type dropdown list.

A list of all reports on the reporting server will be displayed. Scroll to the newly added report and click on the Edit button next to the report name.

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Action Description

Select the roles that need to be added to the report’s security profile from the left hand pane.

Click the Copy button ( ) to move the selected roles to the right hand pane.

The New roles will be added to the report’s security profile and all users connected to these specific Roles will have execution access to the report.

You need to add the Role “Anonymous” to a report if you want a user to be able to run a report on the default Dashboard (this is before signing on).

ADDING A REPORT ON THE DASHBOARD

There are two ways of accessing a report on a Dashboard, as mentioned earlier:

1. Adding the report link to the HEDA Tree using the Smart Client or, 2. Adding a Rich Text box on the Dashboard and then adding the link in the text box.

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ADDING THE REPORT BY MEANS OF THE HEDA TREE

Let’s take a look at adding the report by means of the HEDA Tree. Action Description

From the Start menu, select Programs, IDSC and click on HEDA Smart Client.

Enter your User name and Password and click on the OK button to be logged in.

Navigate the tree to locate the position on the tree where you want to add the link to the new report. Right click and select New and then Hyperlink.

Click the browse button to locate the desired link.

The HEDA Object Link window will be displayed. Select SQL Report from the Object Type drill down box and then select the report name from the Object drop down list. Click the Select button.

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Action Description

Change the Hyperlink name if required. And click on the Save button to add the link to the Tree.

The report name will not change as this is only the display name.

Your tree will now be similar to the figure on the left. Close the Smart Client application. Your new report will now be displayed under the HEDA Tree structure on the Dashboard.

The new report was added as can be seen on the left. Run the report by clicking on the link.

A new Window will be opened showing the report. This is an active report with real time figures. Change the parameters as required and click on the View Report button.

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ADDING THE REPORT BY MEANS OF A RICH TEXTBOX

Let’s take a look at adding the report by means of a Rich Textbox. Action Description

Click the Edit Settings icon of the Rich textbox to open the textbox’s administration window.

From the Type dropdown list, select SQL Reports. In the Item dropdown list select the report name of the report that you want to add. The report name will default to the Item name. Change the report name if you desire.

The actual report name will not change as this name change is only the display name and not the report name on the reporting server.

Click on the Add Link button to add the new hyperlink to the body of the Rich Textbox. Click the OK button to close the Administration window and return to the Dashboard.

The link will now be added to the body of the textbox. Click the new link name to open the report.

A new Window will be opened showing the report. This is an active report with real time figures. Change the parameters as required and click on the View Report button.

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APPENDICES

Appendix A

A P P E N D I X A - STORED PROCEDURE FOR THE REPORTSHELL DATA SET

USE [HEDA_Warehouse] GO /****** Object: StoredProcedure [dbo].[P_SSRS_Rep_Shell] Script Date: 06/30/2011 12:10:55 ******/ SET ANSI_NULLS ON GO SET QUOTED_IDENTIFIER ON GO --------------------------------------------------------------------------------- --Date : 15 May 2011 --Author : IDSC --Description : SSRS Reporting SP Shell --------------------------------------------------------------------------------- CREATE PROCEDURE [dbo].[P_SSRS_Rep_Shell] -- Add the parameters @529 varchar(4) = null, @Group1 varchar(50) = null, @Group2 varchar(50) = null, @Group3 varchar(50) = null, @Group4 varchar(50) = null, @Group5 varchar(50) = null, @Analyses1 varchar(50) = null, @Analyses2 varchar(50) = null, @Analyses3 varchar(50) = null, @FilterBy1 varchar(50) = null, @FilterValue1 varchar(500) = null, @FilterBy2 varchar(50) = null, @FilterValue2 varchar(500) = null, @FilterBy3 varchar(50) = null, @FilterValue3 varchar(500) = null, @FilterBy4 varchar(50) = null, @FilterValue4 varchar(500) = null, @FilterBy5 varchar(50) = null, @FilterValue5 varchar(500) = null, @SP varchar(50)

/*WITH ENCRYPTION*/ AS --if isnull(@Init,'') = '' -- Set @Init = 0 -- if isnull(@SP_Graph,'') = '' -- Set @Init = 'dbo.P_Reporting_QEF_Graph' BEGIN EXEC @SP @529, @Group1, @Group2, @Group3, @Group4, @Group5, @Analyses1, @Analyses2, @Analyses3, @FilterBy1, @FilterValue1 , @FilterBy2, @FilterValue2, @FilterBy3, @FilterValue3, @FilterBy4, @FilterValue4, @FilterBy5, @FilterValue5 --@529 = N'2009', --@E312 = N'Latest', --@Group1 = N'DD_E14', --@Analyses1 = N'QEF_E21', --@Analyses2 = N'QEF_E37' END GO

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Appendix B

A P P E N D I X B - STORED PROCEDURE FOR THE VARIABLES_DDL DATA SET

USE [HEDA_Warehouse] GO /****** Object: StoredProcedure [dbo].[P_SSRS_Rep_Variables_List_ddl] Script Date: 06/30/2011 12:32:25 ******/ SET ANSI_NULLS ON GO SET QUOTED_IDENTIFIER ON GO --------------------------------------------------------------------------------- --Date : 2 June 2011 --Author : Stanley --Description : List variables available for reporting (Grouping,etc) --------------------------------------------------------------------------------- CREATE PROCEDURE [dbo].[P_SSRS_Rep_Variables_List_ddl] @T_Prefix varchar(15), --Table prefix ex. QEF @VT_Type varchar(50) --Type of columns ex. Grouping, Measure /*WITH ENCRYPTION*/ AS BEGIN SET NOCOUNT ON; IF isnull(@T_Prefix,'') = '' SET @T_Prefix = 'QEF' IF isnull(@VT_Type,'') = '' SET @VT_Type = 'Grouping' SELECT '-1' [Value], -1 [VQ_Fk], 'None' [Label], '-1|-1' [Value2] UNION SELECT A.T_Prefix + '_' + VT.VT_vs_vde_Fk , isnull(VQ_pk,-1), vs_Description + CASE WHEN VQ_Name is null THEN '' ELSE (CASE WHEN VQ_Name = 'Standard' THEN '' ELSE ' (' + VQ_Name + ')' END) END, A.T_Prefix + '_' + VT.VT_vs_vde_Fk + '|' + convert(varchar,isnull(VQ_pk,-1)) FROM HEDA_ADMIN.dbo.Variables_Tables VT INNER JOIN HEDA_ADMIN.dbo.Tables T ON T_Pk = VT_T_Fk INNER JOIN HEDA_ADMIN.dbo.V_Variables ON vs_ID = VT_vs_vde_Fk LEFT JOIN (SELECT VT_vs_vde_Fk, T_Prefix, TR_T_Parent_Fk FROM HEDA_ADMIN.dbo.Variables_Tables INNER JOIN HEDA_ADMIN.dbo.Tables ON T_Pk = VT_T_Fk INNER JOIN HEDA_ADMIN.dbo.Tables_Relation ON TR_T_Child_Fk = VT_T_Fk WHERE VT_Type = 'Column' AND T_Type = 'Dimension') A ON A.VT_vs_vde_Fk = VT.VT_vs_vde_Fk AND A.TR_T_Parent_Fk = T.T_Pk LEFT JOIN HEDA_ADMIN.dbo.VariableQueries ON VQ_VS_ID_Fk = VT.VT_vs_vde_Fk AND VQ_Enabled = 1 WHERE T.T_Prefix = @T_Prefix

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AND VT_Type = @VT_Type AND VT_Enabled = 1 AND T_Enabled = 1 AND vs_InUse = 1 END GO

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Appendix C

A P P E N D I X C - STORED PROCEDURE FOR THE VARIABLESVALUES?_DDL DATA SETS

USE [HEDA_Warehouse] GO /****** Object: StoredProcedure [dbo].[P_SSRS_Rep_Variables_List_Values_ddl] Script Date: 06/30/2011 13:47:18 ******/ SET ANSI_NULLS ON GO SET QUOTED_IDENTIFIER ON GO --------------------------------------------------------------------------------- --Date : 3 June 2011 --Author : Stanley --Description : List available values for specified variable (as from Variable Queries) --------------------------------------------------------------------------------- CREATE PROCEDURE [dbo].[P_SSRS_Rep_Variables_List_Values_ddl] @VQ_Pk int --@VQ_VS_ID_Fk varchar(10), --ID with prefix ex. DD_E10 --@VQ_Name varchar(50) = 'Standard' /*WITH ENCRYPTION*/ AS BEGIN SET NOCOUNT ON; DECLARE @Sql varchar(8000), @VQ_SQL varchar(8000), @VQ_DescriptionFormat varchar(50), @SelectCode varchar(100), @SelectDesc varchar(100), @ChrIndex smallint SET @Sql = '' SET @VQ_SQL = '' SET @SelectDesc = '' SET @SelectCode = '' --Remove prefix --SET @ChrIndex = charindex('_',@VQ_VS_ID_Fk,1) --SET @VQ_VS_ID_Fk = SUBSTRING(@VQ_VS_ID_Fk,@ChrIndex+1,LEN(@VQ_VS_ID_Fk)) --Get query for specified VariableQuery SELECT @VQ_SQL = isnull(VQ_SQL,''), @VQ_DescriptionFormat = VQ_DescriptionFormat FROM HEDA_ADMIN.dbo.VariableQueries WHERE VQ_Pk = @VQ_Pk --VQ_VS_ID_Fk = @VQ_VS_ID_Fk --AND VQ_Name = @VQ_Name

Back to VariablesValues1 Back to VariablesValues2 Back to VariablesValues3 Back to VariablesValues4 Back to VariablesValues5

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Appendix C

A P P E N D I X C - STORED PROCEDURE FOR THE VARIABLESVALUES?_DDL DATA SETS --Build desc select clause --Check for description formatting and build formatted select clause IF isnull(@VQ_DescriptionFormat,'') = '' BEGIN SET @SelectDesc = 'ltrim(rtrim([Desc]))' END ELSE BEGIN SET @SelectDesc = replace(@VQ_DescriptionFormat,'code',''' + ltrim(rtrim([Code])) + ''') SET @SelectDesc = replace(@SelectDesc,'desc',''' + ltrim(rtrim([Desc])) + ''') SET @SelectDesc = '''' + @SelectDesc + '''' END --Execute query IF @VQ_SQL = '' SET @Sql = 'SELECT 0 [Value],''All'' [Label]' ELSE SET @Sql = 'SELECT ''-1'' [Value], ''All'' [Label] UNION SELECT [Desc] [Value], ' + @SelectDesc + '[Label] FROM (' + @VQ_SQL + ') A WHERE [Desc] is not null and [Desc] <> ''''' --Select desc as code for reporting exec (@Sql) END GO

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Appendix D

A P P E N D I X D - STORED PROCEDURE FOR THE MEASURES_DDL DATA SET

USE [HEDA_Warehouse] GO /****** Object: StoredProcedure [dbo].[P_SSRS_Rep_Variables_List_Measures_ddl] Script Date: 06/30/2011 15:08:32 ******/ SET ANSI_NULLS ON GO SET QUOTED_IDENTIFIER ON GO --------------------------------------------------------------------------------- --Date : 6 June 2011 --Author : Stanley --Description : List measure variables available for reporting --------------------------------------------------------------------------------- CREATE PROCEDURE [dbo].[P_SSRS_Rep_Variables_List_Measures_ddl] @T_Prefix varchar(15) --Table prefix ex. QEF /*WITH ENCRYPTION*/ AS BEGIN SET NOCOUNT ON; IF isnull(@T_Prefix,'') = '' SET @T_Prefix = 'QEF' SELECT '-1' [Value], 'None' [Label] UNION SELECT T_Prefix + '_' + VT_vs_vde_Fk, vs_Description FROM HEDA_ADMIN.dbo.Variables_Tables VT INNER JOIN HEDA_ADMIN.dbo.Tables T ON T_Pk = VT_T_Fk INNER JOIN HEDA_ADMIN.dbo.V_Variables ON vs_ID = VT_vs_vde_Fk WHERE T.T_Prefix = @T_Prefix AND VT_Type = 'Measure' AND VT_Enabled = 1 AND T_Enabled = 1 AND vs_InUse = 1 END GO

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Appendix E

A P P E N D I X E - DATASET - REPORTSETTINGS

USE [HEDA_Warehouse] GO /****** Object: StoredProcedure [dbo].[P_SSRS_Rep_Settings] Script Date: 06/30/2011 15:47:43 ******/ SET ANSI_NULLS ON GO SET QUOTED_IDENTIFIER ON GO --------------------------------------------------------------------------------- --Date : 29 June 2011 --Author : Riekert --Description : Get specific reporting settings for SSRS --------------------------------------------------------------------------------- CREATE PROCEDURE [dbo].[P_SSRS_Rep_Settings] /*WITH ENCRYPTION*/ AS BEGIN SELECT MAX(CASE WHEN SS_ID = 10 THEN SS_Value ELSE '' END) HeaderLogo, MAX(CASE WHEN SS_ID = 21 THEN SS_Value ELSE '' END) Department, MAX(CASE WHEN SS_ID = 22 THEN SS_Value ELSE '' END) Contact, MAX(CASE WHEN SS_ID = 23 THEN SS_Value ELSE '' END) Phone FROM HEDA_ADMIN..Settings WHERE SS_ID IN (10, 21, 22, 23) END GO

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Appendix F

APPENDIX F - DATASET - DEFINITIONS

USE [HEDA_Warehouse] GO /**** Object: StoredProcedure [dbo].[P_SSRS_Rep_Variables_List_Definitions] Script Date: 06/30/2011 16:19:28 ****/ SET ANSI_NULLS ON GO SET QUOTED_IDENTIFIER ON GO --------------------------------------------------------------------------------- --Date : 29 June 2011 --Author : Stanley --Description : List variable and definition for report -- : Valpac definitions refer to html file with bookmarks. --------------------------------------------------------------------------------- CREATE PROCEDURE [dbo].[P_SSRS_Rep_Variables_List_Definitions] @Vars varchar(8000) --Pipe delimited string of variables used in report /*WITH ENCRYPTION*/ AS BEGIN SET NOCOUNT ON; DECLARE @Path varchar(1000) --Get definition document path from settings SELECT @Path = isnull(HEDA_ADMIN.dbo.fn_getSettingsValue(38),'') --Return definitions as recordset SELECT vs_Description, replace(vs_Definition,'~path~',@Path) [vs_Definition] FROM HEDA_ADMIN.dbo.fn_SplitStringToTable(@Vars,'|') INNER JOIN HEDA_ADMIN.dbo.V_Variables ON vs_ID = substring([Value],CHARINDEX('_',[Value])+1, LEN([Value])) --Remove table prefix, join on remainder WHERE vs_Definition is not null ORDER BY vs_Description END GO

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Appendix G

A P P E N D I X G - QUAL_ENROL_FACT - QUALIFICATION ENROLMENT AND GRADUATES Value Label

QEF_E184 QEF_E190 QEF_E20 QEF_E21 QEF_E22 QEF_E23 QEF_E37

TO Grant Actual - FAM RO Grant - Graduates - FAM Qualification enrolments Qualification headcount enrolments Teaching output unit Research output unit Graduates

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Appendix H

A P P E N D I X H - STAFF_PROF_FACT - STAFF PROF Value Label

SPF_E158 SPF_E359 SPF_E391

Staff Headcount NRF rated researchers Years NRF rating apply

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Appendix I

A P P E N D I X I - STAFF_SFTE_FACT - STAFF SFTES Value Label

SSF_043 Staff FTE value

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Appendix J

A P P E N D I X J - COURSE_ENROL_FACT - COURSE ENROLMENT

Value Label

CEF_E100 CEF_E182 CEF_E205 CEF_E206 CEF_E207 CEF_E208 CEF_E209 CEF_E210 CEF_E211 CEF_E212 CEF_E213 CEF_E214 CEF_E27 CEF_E279 CEF_E28 CEF_E29 CEF_E30 CEF_E31 CEF_E32 CEF_E79 CEF_E80 CEF_E81 CEF_E83 CEF_E84 CEF_E85 CEF_E86 CEF_E87 CEF_E88 CEF_E89 CEF_E90 CEF_E91 CEF_E92 CEF_E93 CEF_E94 CEF_E95 CEF_E96 CEF_E97 CEF_E98 CEF_E99

FlagH Course pass after sup TI Grant - FAM Course AssessMark11 Course AssessMark12 Course AssessMark13 Course AssessMark14 Course AssessMark15 Course AssessMark16 Course AssessMark17 Course AssessMark18 Course AssessMark19 Course AssessMark20 Course repeat flag Weighted FTE Course registrations Course passes FTE Funded credits Teaching input units Course semester mark Course examination mark Course final mark Course AssessMark1 Course AssessMark2 Course AssessMark3 Course AssessMark4 Course AssessMark5 Course AssessMark6 Course AssessMark7 Course AssessMark8 Course AssessMark9 Course AssessMark10 FlagA Course Initial enrolled FlagB Course enrolled at census FlagC Course enrolled at last day FlagD Course exam admission FlagE Course written exam FlagF Course passed before sup FlgaG Course written supplementary

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