Reporting – Brief Review

1. Reporting – Brief Review

2. We will review: • Using Worklists for Reports • Modifying Search parameters • Modifying Sorts • Modifying field selections • Basic Reports Available • Simple Customization

3. WorkLists in Edulog • You can access the WorkList Menu under ‘Lists’ in Edulog or by using the keyfinder in the Stop, Student, Run, and Route menus. WorkLists 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.

4. Using a WorkList to access student data Go to Students/Display. Click on WorkList.

5. 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” *This will create a WorkList of all students that have a school code of 304.

6. Using a WorkList to access student data • Save/Exit • Name the list in a consistent and logical way.

7. Using a WorkList to access student data • Highlight the WorkList name • Click ‘OK’ • Display the entire list? Yes

8. 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)

9. Filter Options for Character Fields

10. Link 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.

11. Link to Lists: Valid Filters • Students: Link to lists • Trips: Link to lists • Stops: Link to lists • Runs: Link to lists • Routes: Link to lists

12. Filter 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.

13. 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 Student Data fields from List Management • Mother res ph • Mother wk ph • Emerg name • Emerg phone • City • Zip • Apt

14. 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 extra fields from list management

15. Student Operators from List Management • Equal • Less than • Less than equal to • Greater than • Greater than equal to • Not equal to • From -> to • Field is empty • Field is not empty • Begins with • Does not begin with

16. Overview of Report features:

17. Overview of Report 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

19. Overview of Report features: 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.

20. Overview of Report features: Student Ride Times Produces several reports: Number of Riders by School AM/PM Student Ride Time Information

21. Overview of Report features: 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

22. Overview of Report features: 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.

23. Overview of Report features: Route Time Line Produces a time line report on routes in your system.

24. Overview of Report features: RR Crossing Allows you to produce reports on railroad crossings in your system. Submitted as part of Annual TDTIMS

25. Overview of Report features: 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.

26. Overview of Report features: 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.

27. Standard Reporting Selecting 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

28. Standard Reporting Modifying 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

29. Standard Reporting Lets 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

30. Standard Reporting Lets look at the Standard Run Report called With Stop and Student Info 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

31. Standard Reporting Lets add a Filter to the Standard Run Report called With Stop and Student Info Under Type of Report, Select Run Then select “With stop and student info” Before Running the Query, select Change Filter

32. Standard Reporting The 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

33. Standard Reporting There 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)

34. Standard Reporting For this Example, Make the Filter Say RunID Begins with 302.1 i.e.: All PM Runs for School 302

35. Standard Reporting After Adding the filter RunID begins with 302.1, the report now only displays Stop and Student Info for the runs we specified.

36. Standard Reporting – end notes • The 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

37. User Defined Reports • How to Copy and Modify Existing Reports • Add/Remove Fields

38. User Defined Reporting User Defined Reports are Organized by Categories and Types similar to Standard Reports Schools Produces 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.

39. User Defined Reporting 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.

40. User Defined Reporting 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.

41. User Defined Reporting 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.

42. User Defined Reporting 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.

43. User Defined Reporting 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.

44. User Defined Reporting 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.

45. User Defined Reporting • 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:

46. User Defined Reporting • 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’.

47. User Defined Reporting • ----- 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

48. To begin, choose ‘Copy’ and enter the name “1. Runs with Stop and Student Info User Defined Reporting Select ‘Standard Run with Stop and Student Info’. Notice that a number of buttons are not active for ‘Standard’ reports.

49. User Defined Reporting • 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

50. User Defined Reporting