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20100111 EDFacts Ad Hoc Training Cognos Basic

VIEWS: 5 PAGES: 46

									EDFacts Reporting System
    Ad Hoc User Training
      Basic Concepts




                           1
Agenda

 EDFacts Overview

 Navigation

 Ad Hoc Reporting




                    2
    Ad Hoc User

•   What is Ad Hoc?




•   User Types
•   Ad Hoc – Have the ability to create Ad Hoc Reports.
•   Basic – Cannot create reports. Can only view basic reports.




                                                                  3
EDFacts Overview: Background


What is the EDFacts Reporting Tool (ERS)?

  ERS is the U. S. Department of Education tool to
  access and use centrally collected K through 12
  education and performance data supplied by state
  education agencies (SEAs), as well as grantee
  data provided by grantees and Department
  administrators, for use in policy, planning and
  management.



                                                     4
    EDFacts Overview: Collections

•   EDFacts currently provides access to the following data and tools:

•   EDEN Submission System (EDEN Ad Hoc) - Provides ad hoc reporting
    capabilities for state, district and school level data collected through EDEN. Data
    collected through EDEN cover the quantitative information needs of major K
    through 12 formula programs and are available starting with SY 2003-04 through
    the present data collection cycle. (Reports and Ad Hoc Environment)

•   Submission Status - EDFacts provides ED Leadership with access to EDEN
    submission status reports. (Reports and Ad Hoc Environment)

•   Office of Special Education Programs (OSEP) - Provides standard IDEA
    reports for Exiting, Child Count, Educational Environment, Discipline,
    Personnel, and Assessment. (Reports)

•   Electronic Application System for Indian Education (EASIE) - Provides reports
    related to Indian education, primarily using formula grant data from EASIE.
    (Reports)

                                                                                          5
    EDFacts Overview: Collections

•   Consolidated State Performance Reports (CSPR) - Provides access to 2003-
    2004 through the current School Year CSPR standard reports, as well as ad hoc
    reporting capabilities. (Reports and Ad Hoc Environment)

•   Grants - Provides reports for grants management and oversight. (Reports and Ad
    Hoc Environment)

•   Civil Rights Data Collection (CRDC) - Provides access to data gathered by the
    CRDC since 2000 on key education and civil rights issues in our nation's public
    schools. Includes information on enrollment, educational services, discipline,
    special education, promotion and graduation testing, and Advanced Placement,
    disaggregated by racial and ethnic data, sex, limited English proficiency, and
    disability as well as selected information on teachers and on school and district
    programs. (Ad Hoc Environment)

•   EDFacts Data Profiles and Scorecards – Provides EDFacts State profiles that
    highlight key education data across 50 states, DC, and PR for use in education
    planning, policymaking and performance management. Key education data include
    state assessment performance, NAEP achievement data, adequate yearly
    progress, AMO targets, highly qualified teachers, public school choice and
    supplemental educational services (SES), and demographic and economic data.
    (Reports)

                                                                                        6
EDFacts Overview: Architecture




                        Prompted
                        Reports         Dashboards       Ad Hoc
                                                        Reporting


                     Operational Reporting    Data Collection Reporting




  EDEN Submission System (ESS)                       Education Data Warehouse (EDW)
                                                     CSPR       CRDC      GAPS       EASIE
  State Submission     ESS Data
        Plans          Collections
                                                             EDEN Data Collections
                                                                and Metadata

                                                                                             7
    EDFacts Overview: Portals

•   Two Portals

•   Department of Education Portal – Users within the Department of
    Education (can see data from all states). There are Ad Hoc and Basic
    users.

•   State Portal - State Users (can only see data from their state). States do
    not currently have Ad Hoc reporting capability. They are basic users.




                                                                                 8
EDFacts Overview: Training Guide

The Ad Hoc and Basic Training Manuals are a comprehensive guide to
 EDFacts Features. They can be found on the training page of ERS.
 We will discuss how to get to the training page in the following
 slides.

References at the bottom of the
slides refer to chapters in one of
the training manuals.




                                                                     9
    Navigation: Login

•   Go to the URL: https://edfacts.ed.gov




•   Use your ED Login Credentials


•   Basic Manual: EDFacts Access

                                            10
 Navigation: Training




   Training Link

Basic Manual: EDFacts Navigation
                                   11
 Training Manual – Ad Hoc User




Basic Manual: EDFacts Navigation
                                   12
    Navigation: Report Screen

•   After clicking on a collection area from the welcome page a user will see folders and
    reports.




Basic Manual: EDFacts Navigation
                                                                                            13
    Navigation: Tabs




•   Welcome – Home Page

•   Public Reports – Reports visible to all basic and ad hoc users.

•   My Folders – Location for saving reports. Only you can see the report.
    You have full permissions to this area and can create folders.




Basic Manual: EDFacts Reporting System Data and Tools Screen
                                                                             14
Navigation: Portal Links




                           15
Navigation: Report View Links




Basic Manual: EDFacts Reporting System Data and Tools Screen
                                                               16
    Navigation: Report View Links

•   Check the box next to the folder or report and then click one of the
    report view links such as the delete button.




    Basic Manual: EDFacts Reporting System Data and Tools Screen
                                                                           17
    Navigation: Report Actions

•   You can perform various actions on a report such as scheduling a
    report, deleting a report, or moving a report. The “More…" link
    provides additional actions.




    Basic Manual: EDFacts Reporting System Data and Tools Screen
                                                                       18
    Navigation: Report Actions

•   After clicking the More… link, a user will see additional actions.




                                                            You will not be able to
                                                            Move or Schedule reports
                                                            from the Basic Report
                                                            folders. These options will
                                                            not be available to you.
                                                            You will need to move
                                                            reports to your My Folders
                                                            in order to perform these
                                                            actions.


    Basic Manual: EDFacts Reporting System Data and Tools Screen
                                                                                          19
    Navigation: Copying a Report Exercise

•         Copy LEAD015 to a new folder called “Leadership Reports”
•         in your My Folders.

•   Steps
•   1) From the home page, click on “Submission Status”.
•   2) Click on the folder “Leadership Reports”.
•   3) Click the check box next to “State Submission Status Timeliness and
    Completeness Report (LEAD015)”.
•   4) Click the Copy icon.
•   5) Click on the “My Folders” tab.
•   6) Click on New Folder icon.
•   7) Type “Leadership Reports” in the Name text box and click finish.
•   8) Click on Leadership Reports Folder.
•   9) Click the Paste Icon.

                                                                             20
    Ad Hoc Reporting: Link

•   You can access the Ad Hoc environment by clicking on a collection
    from the Home Page and then clicking on the Ad Hoc link in the
    collection folder.




      Click Link
    To Use Ad Hoc
         Tool


    Ad Hoc Manual: Logging In to EDFacts and Accessing Ad Hoc Reporting
                                                                          21
    Ad Hoc Reporting: Icons in Data Items

•   There are several icons in the Data Items hierarchy.



                                      Query Item     Icon   Description

                                     Data Category          The category of data being accessed (e.g.,
                                                            Grants Reports).
                                         Folder             Folder. Folders are used as organizers
                                                            within the data sets.
                                         Table              A grouping of items within the data category.
                                                            Items are further classified as non-measures
                                                            and measures.
                                      Non-measure           An item of qualitative data (i.e., name, state,
                                                            etc.). The non-measures are column and
                                                            row headings when you create the report.
                                        Measure             An item of quantitative data (i.e., amounts).




    Ad Hoc Manual: EDFacts Ad Hoc Reporting Navigation
                                                                                                              22
    Ad Hoc Reporting: Work Area
•




    •   After clicking on the Ad Hoc link, you will see the Ad Hoc tool.




        Insert Data
           Menu



   Data Items
(Tree Hierarchy)


         Report
        Work Area



    Ad Hoc Manual: Adding Data to a New Report
                                                                           23
Ad Hoc Reporting: Log On

 This logon is meant to allow users to log onto a second
 namespace (E.g. The State Portal). You will not be able to logon to
 the State Portal.
    Ad Hoc Reporting: Creating a Report

•     Select the item(s) to insert into the report by:
           Clicking on a single item
           Clicking on items while holding the Ctrl key to include multiple items
           Clicking on an item and while holding the Shift key click on the last item to
            include a consecutive list of items
•     Insert the chosen items into the report by:
         Double-clicking for a single item
         Dragging and dropping the items selected by Ctrl or Shift
          functionality into the report work area
         Clicking Insert (found at the bottom of the item list)


                        Note: To remove an item(s) from a report, highlight the item
                        heading(s), and click Delete or use the delete key on your keyboard.


    Ad Hoc Manual: Adding Data to a New Report
                                                                                               25
Ad Hoc Reporting: Creating a Report




Data Elements
(Items you can
Add to a report)




                   Insert Button


Ad Hoc Manual: Adding Data to a New Report
                                             26
    Ad Hoc Reporting: Browsing the Data

•   Use the Page Down link to see the next page of data. Use the Bottom
    link to go the last page of data.




                                                 Links to Browse Data
    Ad Hoc Manual: Adding Data to a New Report
                                                                          27
Ad Hoc Reporting: LogOn

 This logon is meant to allow users to log onto a second
 namespace (E.g. The State Portal). You will not be able to logon to
 the State Portal.
Ad Hoc Reporting: Tool Bar




Ad Hoc Manual: EDFacts Ad Hoc Reporting Navigation
                                                     29
    Ad Hoc Reporting: Running a Report


         Use Preview with No Data before building a report
         otherwise the report will execute every time you add or
         subtract an element from the report.
•   Preview with No Data - When previewing with no data, only the structure of
    the report is shown. Artificial data replaces the numbers and characters from the
    data source - none of the data are correct. A torn border at the top and bottom of
    your report displays as a visual reminder that you are not using the entire data
    source. This maximizes system performance.
•   Run with all Data - The Run with All Data command runs the report returning
    all data and is generally used once a report has been completed.
•   Preview with Limited Data - By limiting the data retrieved, you can run reports
    more quickly. This method is generally used in report development. Summaries of
    data are not computed in limited data mode. A torn border at the top and bottom
    of your report displays as a visual reminder that you are not using the entire data
    source. (Not Recommended)
    Ad Hoc Manual: Running a Report
                                                                                          30
    Ad Hoc Reporting: Running a Report

•   Go to the Run Report Menu to change the report to Preview with No
    Data.




    Run Report
      Menu


    Preview With
      No Data




     Ad Hoc Manual: Running a Report
                                                                        31
    Ad Hoc Reporting: Viewing a Report

•   Export data options are in the Run Report Menu option.




    Ad Hoc Manual: Viewing a Report in Another Format
                                                             32
    Ad Hoc Reporting: Viewing a Report

•   Portable Document Format (PDF) – Best for sending a report to co-
    worker.

•   Excel (Excel 2000 single sheet, Excel 2002, Excel 2007) – Best for
    manipulating data.

•   HTML (HTML, HTML fragment, XHTML) – Default View.

•   Comma Separated Value (CSV) format – Best when exporting and
    importing into Access or SAS.

•   XML – Only useful if importing into a system that can read XML.



    Ad Hoc Manual: Viewing a Report in Another Format
                                                                         33
    Ad Hoc Reporting: New Report

•   Click the New Report button to start with a new Work Report Area.




    Ad Hoc Manual: Creating a List Report
                                                                        34
    Ad Hoc Reporting: Saving a Report
•   Click the Save or Save As button in order to save the report




                                              Select to Choose a
                                              Folder in which to
                                               Save the Report
    Ad Hoc Manual: Saving a Report
                                                                   35
    Ad Hoc Reporting: Saving a Report

•   You can create new folders in which to save your report.




                                                Select to Create a
                                                   New Folder




    Ad Hoc Manual: Saving a Report
                                                                     36
    Ad Hoc Reporting: Saving a Report

•   Folders to Save the Report

•   My Folders – Only you can see the report.

•   Ad Hoc Reports Folder – All Ad Hoc users can see reports. This folder
    is for collaboration with co-workers.



                      •Always keep a version of the report in your My Folders when
                      •saving to the Ad Hoc Reports folder because anyone can modify
                      •reports in the Ad Hoc Reports folder.



    Ad Hoc Manual: Saving a Report
                                                                                       37
    Ad Hoc Reporting: Cut

•   In order to move columns in a report, click on the column and select
    the cut toolbar option. Notice that the column turns grey.




    Ad Hoc Manual: Reordering the Items on a Report
                                                                           38
    Ad Hoc Reporting: Paste

•   Click on the column that you want to move the cut column in front of. Click the paste
    button to move the cut column.

                                        Paste Button
                                                                 Columns Swapped




                                                      Click on
                                                      Column




    Ad Hoc Manual: Reordering the Items on a Report
                                                                                            39
    Ad Hoc Reporting: Delete

•   Click on the column that you want to delete then click the delete
    button.




    Ad Hoc Manual: Adding Data to a New Report
                                                                        40
    Ad Hoc Reporting: Undo and Redo

•   To undo an action such as deleting a column. Click on the Undo
    button. Click the Redo button to redo an undo.

                                         Undo    Redo




    Ad Hoc Manual: Adding Data to a New Report
                                                                     41
Ad Hoc Reporting: Filtering
           Filtering allows you to specify the data to be used in a report.

            Open the report that you wish to modify.

            Highlight the report item you wish to filter.

            Click Filter (        )
                  - or -
               from the Edit Data menu, select Filter….
                  The Filter (Pick values from a list) dialog box displays.

            Select the values you wish to include in the report by checking
             each value in the Show only the following list box.
                  The Select all and Deselect all links can be used to select all
                  values or to deselect any selected values.

                  The Search in values and Type in values links can be used to
                  search for a particular value or to enter values.

Ad Hoc Manual: Filtering Records
                                                                                    42
Ad Hoc Reporting: Sorting
           Sorting organizes your data in either ascending or
           descending alphabetical or numeric order. For example,
           you can sort on a column that lists the Current Obligation
           Amount from the highest to the lowest. The default for
           sorting is an ascending sort.
           When sorting grouped data, you can choose to sort the
           detail values or you can sort the summary values in the
           footers.
           1. Open the report you wish to modify.
           2. Highlight the report item you wish to sort.
           3. Click Sort (    )
                  - or -
              from the Edit Data menu, select Sort….

Ad Hoc Manual: Sorting Data
                                                                        43
Ad Hoc Reporting: Sorting



 Edit Data
 Sort
  Sort…



   Sort
Dialog box




                    If Sort (      ) is selected the column automatically reverses
                    order (i.e., if A – Z, reverses to Z – A).

                    If Sort… is selected from the Edit Data menu, select
                    Ascending (A to Z) or Descending (Z to A) for the Sort Order
                    of the report item and click OK.

                    A small up or down arrow in the item heading ( , ) indicates
                    sorted data and the direction of the current sorting applied.
Ad Hoc Manual: Sorting Data
                                                                                     44
    Ad Hoc Reporting: Building a Report Exercise

•        In which school year did Michigan submit the most files?

Steps
•




1) From the home page, click on “Submission Status”.
•




2) Click on “Ad Hoc”.
•




3) Click on the “Run Report” Menu Item.
•




4) Click on “Preview with No Data”.
•




5) Click on then “Insert Data” Menu Item.
•




6) Expand the “Ad Hoc Reporting Folder” in the “Insert Data” Menu.
•




7) Expand the “File Transmission Folder” under the “Ad Hoc Reporting
•



Folder”.
8) Expand the “File Transmission Table” under the “File Transmission
•



Folder”.
9) Insert State Name, School Year, and Transmission Count.
•




                                                                       45
    Ad Hoc Reporting: Building a Report Exercise

Steps Continued
10) Highlight the State Name column and click on the Filter button.
•




11) Choose Michigan and click OK.
•




12) Run the report by hitting the play button.
•




13) Highlight the Transmission Count column and click the Sort button.
•




14) Click the Sort button again in order to sort greatest to least.
•




                                                                         46

								
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