reporting – brief review. we will review: using worklists for reports modifying search parameters...

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”


Save/Exit

Name the list in a consistent and logical way.


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:


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


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.


Student Ride Times

Produces several reports:

Number of Riders by School AM/PM

Student Ride Time Information


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


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.


Route Time Line

Produces a time line report on routes in your system.


RR Crossing

Allows you to produce reports on railroad crossings in your system.

Submitted as part of Annual TDTIMS


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.


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


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


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


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.


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.


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.


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.


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.


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.


◦ 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:


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’.


• ----- 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


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


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


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.


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


Choosing 'Run Query’ displays the following menu…


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’.


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.


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


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.


Is the Student’s home phone field included in our report?

Already In Report

More Choices


To add it to the query, double-click on it.. Click Done. We now need to add the field to the report.


Run the Query again…


To modify the report layout to include the home phone field, Choose Edit Form

BE VERY CAREFUL WHEN YOU MODIFY AT THIS POINT!


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.


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


Notice the spelling of “school”. You must reproduce it exactly. Cancel when done.


To change the studnt_id_ field into a field displaying the home phone, right-click on the studnt_id_ field and choose Properties.


In the Expression field, type home_phone over the studnt_id_


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.


Choose View > Report Controls Toolbar

Editing Reports


Once displayed…. Select , the button for the text edit tool

Editing Reports


Highlight “Edulog ID” by clicking to the left and dragging through the words.Replace it with “Home Phone #”

Editing Reports


Close the report and choose YES when prompted to save your changes.

School

School___

Editing Reports


Choose Start report to view your updated report!! That’s it!


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.


The students are sorted by street name, but the Schools are mixed. Time to edit the sort order now…..


Click the “Edit Sort Order” button.


Select the Edit Sort Order option

Find Student School - Double-click to send to the right pane.


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.


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?


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….


Modifying Searches

Locate and select run RunID then select Next step


Modifying Searches

Select Is within a list – Begins with then select Next step


Modifying Searches

Select Ask Later


Modifying Searches

You have now successfully added a new filter. Click Done to Exit and run query


Enter your desired Run(s) and click Done.

316

306


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?

reporting – brief review. we will review: using worklists for reports modifying search parameters...

Documents

list of records

student worklists

student data saveexitname

reports filter

entire list

work list

worklist menu

boundary filter