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Crystal reports

Crystal reports. Part 2. Designing a report from A-Z. Today’s topics. Preparing a report plan The report canvas Choosing a View Choosing the fields Using Groups/Summaries Selection criteria, creating parameters Formatting – Text, adding logos, Headers/Footers Report standards

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Crystal reports

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  1. Crystal reports Part 2 Designing a report from A-Z

  2. Today’s topics • Preparing a report plan • The report canvas • Choosing a View • Choosing the fields • Using Groups/Summaries • Selection criteria, creating parameters • Formatting – Text, adding logos, Headers/Footers • Report standards • Verifying/Validating results

  3. Preparing a Report Plan

  4. the report canvas • Report Canvas Sections • Report Header - Appears only on the first page • Page Header -Appears at the top of each page • Details - Contains the data • Report Footer - Appears only on the last page • Page Footer - Appears at the bottom of each page • Navigating the Canvas • Design/Preview tab • Show First/Last Page • Show Previous/Next Page • Retrieving data • Refresh icon • Stop button

  5. The Report canvas

  6. How to choose a view • The view documentation is meant as a tool to help report developers understand the structure of the Finance data warehouse. • Ask questions • What type of information do you want? • What type of data are you looking for? i.e. HR, FIS or SIS • Fiscal year, Academic Year, Payroll Year • Details or Summaries • Grants or Non-Grants • Course schedules • Student Applications • Academic/Non-academic Salaries

  7. Data warehouse details –Important links • For more information about: • FIS data , refer to http://knowledgebase.mcgill.ca/fskb/easylink/article.html?id=5098 • Provides information about getting access and where to get additional help; • https://home.mcgill.ca/financialservices/reporting/ • Contains individual report help for each template available to you • SIS data, refer to http://www.mcgill.ca/es/dwh/ • Provides an overview of the data, how to get access and details about the views and the fields available to you • HRIS data, refer to http://www.mcgill.ca/files/hr/data_model_hr_general_user_w_data_dictionary.xls • This provide you details information of the fields available to you and where they are taken from in the Banner HR forms

  8. Using Your Report plan • Now that you have planned out your report, what’s next • Use your report design grid and prototype to: • Select a View • Select Fields • Add Selection criteria • Create Groups/Summaries • Format the report • Use Report standards • Verify/Validate results

  9. Select a view • First, you need to connect to the database containing the data needed for your report • Connect to the database • Click on the '+' located to the left of ‘Create New Connection’ • Click on the '+' next to the location of your database (Oracle server for Banner) 1 2

  10. Login to the Data warehouse • Enter your credentials to log into the database • Log into the Banner data warehouse • Service: banrep • Enter your Banner User ID and Password • Click on Finish

  11. Choose the view • Views are made of fields extracted from multiple tables to help you create a report Ú • Select a view • Select a view from the list of views in the left panel. • Click on the Arrow button to move the view in the right panel. • Click Next 2 > 1 3

  12. Finance HR Student

  13. Pick the fields • Once you have your view, select the fields you would like to see displayed in your report • Click, Drag and Drop into your report canvas

  14. Selection Criteria • Used to specify the records you want included in your report • Record selection • Apply criteria to specified fields • Group selection • Apply criteria to specified summary fields

  15. Grouping data • Grouping refers to the gathering of records relating to one another • Grouping records within a report enables you to perform calculations on each group of records • Changing Groups • No need to delete and begin again • Simply right click on group to change • Select Change Group

  16. Grouping Data

  17. Totals and Subtotals • Subtotals • Totals the sum of numeric values within a group • Grand Totals • Totals numeric values for entire report

  18. Other Summaries • Summaries perform actions on groups • Some examples are: • Minimum • Maximum • Average • Count • Distinct count

  19. Format the report • Cosmetic touch ups • Fields can be suppressed • Fields can be set to ‘Can Grow’ • Fields can be set to be suppressed if duplicated • Change Fonts, Add Color, etc… • Add Report Titles • Add Logos • Group together/repeat on next page • Using Special Fields • Using Section Expert

  20. Report Standards • All reports should include the following information: • Report Title • An Author • A Printed date • A report location (file path) • Use standard fonts • Logo

  21. Verifying the results • Always verify that your reports are accurate • Where to look • Use Banner or Minerva on-line queries to ensure accuracy. • Change the view the report runs from • Summary view vs Detail view

  22. Exercise • Choose your view (pick one) • SRU_ACADEMIC • HR_JOB • FG_BALANCES_TRANSACTION_DET • Pick your fields • Drag & drop them in the Details section of you canvas • Choose your selection criteria • i.e. Fiscal Year, Fiscal Period, Fund Code • i.e. Person ID, ORGN Code • i.e. Term Code, ID, PRIM Faculty Code/PRIM Dept Code (looks like Org with one less zero) • Refresh your data • Create a group • Summary/ Distinct Count

  23. QUESTIONS?

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