The Eight-Step Report Writer

 

Reports in the Planning module can be created from the Department view or the Individual (personal) view. The Eight-Step Report Writer is a user-friendly tool to help you generate and download the reports of the information you need, when you need it. For a video demonstration of the report writer see, Planning: Creating Departmental Reports.

Go to the Reports tab, and choose either the Department or Individual sub-tab. (What’s the difference?)

Click +Add Report (Note:  you must have sufficient permissions in your role to do this in the Department sub-tab—Manage Reports).

 

Step 1: Report Information

  • Give your report a Name and Description.
  • Report Access may be Department or Individual.
  • If Department, the unit listed in the gray box is the home department of the report.
  • Choose whether to “Share this report with all sub-departments.” If you wish for sub-departments to be able to generate and download the report specific to their unit in the organizational chart, check this box.
  • Choose whether to “List the department name at the beginning of the report” which will note the originating department of the information in the report output.
  • Click Next.

 

 

Step 2: Data Types

  • Select the data type(s) you wish to include in this report. Do this by clicking on the name of the data type in the left-hand box, and using the right arrow move it to the right-hand box. Multiple data types can be selected at this time.
  • Under Format, choose the type of number/title separator to include in the report and whether you wish to show icons for the data types.
  • Choose whether you would like to show empty data fields. “Empty Data Type Fields: Omit data fields that do not have any data”
  • Choose whether to “Include a confidentiality notice on this report.” This can be customized per institution in the Reports > Settings area.
  • Click Next.

 

Step 3: Data Fields

  • Select the fields of each data type you wish to include in the report. Do this by clicking on the name of the field in the left-hand box, and using the right arrow move it to the right-hand box. Multiple fields can be included.
  • Using the up/down arrows to the right side, you can change the order of the fields in the report output.
  • Click Next.

 

Step 4: Related Items (Optional)

  • To show Related Course Sections from the Courses tab, check the box under the Sections heading.
  • To show related items for any planning items supporting, or in support of, the data types you chose in Step 2, check the box under the Related Items heading.
  • Choose the Direction of the related items:
  • Upward – Data types that are being supported by the types you chose in Step 2.
  • Downward – Data Types that support the types you chose in Step 2.
  • Choose the Number of Levels
  • Related Items set both direct and indirect relationships between planning items. The number of levels chosen will determine how many levels of relationships appear in the report.
    • Choose whether to change the Report Field Name
    • This appears above the list of related items.
    • Choose whether to show the data type icons next to the related items.
    • Choose the Data Types to include in the report. Do this by clicking on the name of the data type in the left-hand box, and using the right arrow move it to the right-hand box. Multiple data types can be selected at this time if available.
    • Select the fields of each data type you wish to include in the report. Do this by clicking on the name of the field in the left-hand box, and using the right arrow move it to the right-hand box. Multiple fields can be included.
    • Using the up/down arrows to the right side, you can change the order of the fields in the report output.
    • Click Next.

 

Step 5: Filtering (Optional)

  • Under the Summary heading, choose whether you would like a summary of the filtering you’ve chosen to be listed at the bottom of the report.
  • Under the Start & End Dates heading, choose whether to filter the planning items by a specified time period. If you do not select a particular time period, the report will pull ALL associated information from all years in the system.
  • If chosen, select your Fiscal Year/Academic Year dates. You may also adjust the end date to pull multiple years.
  • If including Related Items, choose whether to filter the related items by these chosen dates as well.
    • Under the Report Filters heading, you may apply granular filtering to the items you selected in Step 2. Examples of filtering include:
    • Common Fields
    • Items where the Progress is Complete
    • Items where the Org. Category is Academic Programs
    • Items where the Responsible Role is Director
    • Custom Fields
    • Items where the Assessment Method is Not Empty
    • Items where the Target Met drop-down menu contains Not Met
    • Items where the Use of Results field is Not Empty
    • Multiple filters can be applied in one report, so be sure to note whether your filters are applied with an “AND” or “OR” filter. The “AND” option will limit the number of items the report produces where the “OR” option will likely provide a wider sample.
    • To add the filters, click the green + to add one filter, or to add a group filter click the blue +.
    • The name of the field is the drop-down menu in which you can select different fields from the data type.
    • The filter mechanism is also a drop-down menu to choose how you would like to filter the information.
    • Depending on the field and filter mechanism chosen, the third field may be a drop-down menu or an open text line.
      • Click Next after you’ve applied your filters.

 

Step 6: Sorting & Grouping (Optional)

  • Under the Grouping heading, choose whether you would like the data types you chose in Step 2 to be organized by Data Type or by Department.
  • Data Type – this will group the data types together. For example, if you pull Goals and Objectives, the report will group all goals together, and then list all objectives, regardless of location in the organizational chart.
  • Department – this will group the data types by department in the organizational chart. The information in the report will be listed in the order shown in the chart. For example, if you pull Goals and Objectives, both goals and objectives will be listed for Academic Affairs. Then it will move to the next department in the org. chart and list Goals and Objectives for that department.
  • Choose whether you would like the system to page break your report between groups.
  • Checking this box will force the information to start on a new page once a new group is introduced. For example, when a new department’s information begins, it will start on a new page.
    • Under the Sorting heading, you have the option to sort the items in a particular way (depending on the fields included). You can sort them items you chose in step 2, differently from your related items if you choose. Note that, by default, all items will sort by Number Identifier if included.
    • To add a sort, click +Add New and choose your options, click Insert.
      • When finished, click Next.

Step 7: Permissions

  • This page will provide a summary of the permissions provided for the report.
  • Public Access allows the report to be run by all users, but still respecting their role permissions. They will only receive the information from the report that they have allowed access to.
  • Department-Level Access provides a summary of the users that have a role in the department the report is housed in, as well as their access level for the report.
  • Shared Access Individual Access will provide you the option of giving other individuals access to either manage or run and view the report that do not have a role in the department that the report is housed in. This is based on the role. Simply click +Manage and search for the user role.
  • Click Next.

 

Step 8: Summary

  • This page will provide a summary of the report’s properties, including a list of the data you’ve chosen to include as well as access information.
  • Click Create & Run to generate the report.
  • In the new window, select the format of the report you’d like to have—PDF, MS Word, or MS Excel. At this point, you may ask the system to notify you via email when the report is ready. When finished, click Generate Report. You will receive an email when the report is ready or you may refresh the status of the report until it is ready for download.

 

To edit an existing report, click on the name of the report in its home department.

 

To delete an existing report, select the report by clicking on its Description, and click Delete Selected Report, which is located above the Name column in the workspace.

 

The Individual tab in the Reports area also contains the eight-step reporter writer and a report can be written using the same instructions above. The reports built in this area are only viewable by the user that creates them. 

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