Presentation on theme: "Welcome Ad Hoc Reports Best practices, Full Text Search, Exception Reporting and Using for Data Imports Nicole Farmer Digital Measures."— Presentation transcript:
Welcome Ad Hoc Reports Best practices, Full Text Search, Exception Reporting and Using for Data Imports Nicole Farmer Digital Measures
Agenda Overview of the utility Best Practices Full Text Search Exception Reporting Data Imports
Overview of Ad Hoc Reports New Feature! User Attributes First, Middle and Last Name columns as a separate column Secondary identifiers Index values (most recent…) College Department
Overview of Ad Hoc Reports Step 1: Select the Instrument to use. Step 2: Select the date range to use. All Dates
Overview of Ad Hoc Reports Step 3: Select the data to include. Include the most recent… Common Items Restricted Items
Overview of Ad Hoc Reports Common Items and Restricted Items
Overview of Ad Hoc Reports Step 4: Specify text for which to search. Step 5: Select how the data should be organized
Overview of Ad Hoc Reports Step 6: Select whose data to include
Overview of Ad Hoc Reports Step 7: Select the file format. Step 8: Select the orientation and paper size
Overview of Ad Hoc Reports Review parameters selected. Change link More Information link
Overview of Ad Hoc Reports Comprehensive report vs. Selected report
Overview of Ad Hoc Reports One report per One report for every
Overview of Ad Hoc Reports Selected report
Questions? Thank You
Best Practices File formats Uses for Ad Hoc Reports Finding relevant faculty and/or activities Data review Data updates
Full Text Search Uses for this feature How it works Searches ALL fields for records on the selected screen(s) Output is restricted to the fields selected for display on the report
Full Text Search How it works continued Using quotes to specify phrases Using AND or OR Using parentheses Using asterisks
Full Text Search How to use it. Ethics Philosophy AND (Ethics OR Metaethics) Ethic* Ethic Ethical Ethics
Questions? Thank You
Exception Reporting Define your questions What are you trying to find? Determine your logic How will you know if you’ve found it? Determine fields and display Which fields do you need, and what’s your base level?
Exception Reporting Run your query Write your formulas VLOOKUP IF statements AND/OR statements Conditional formatting
Exception Reporting Records missing an AACSB Classification value. User information Record information AACSB Classification field
Grants which have a Start Date over five years ago. What information do you want to check? Status Amount Awarded End Date
Start Date > 5 Years Ago? (readable): If Start Date is not blank, then check if Start Date is less than Today’s Date minus 5 years (1826 days). If that’s true, answer Yes. Else answer No. Otherwise, if Start Date is Blank, answer No Start Date.
Exception Reporting Start Date > 5 Years Ago? (formula): =IF(R2<>"",IF(R2<(TODAY()-1826),"Yes","No"),"No Start Date")
Exception Reporting Publications with invalid Current Status Where Date Published or Date Accepted have values but the Current Status doesn’t align Where Current Status has a value but the corresponding Date isn’t complete
Valid Status? (readable): If Status is not blank, Submitted, or In Preparation; And Date Accepted or Date Published have a value, then if Date Published has a value, check if the Status equals Published. If yes, answer Yes. Else answer No. If Date Published doesn’t have a value, check Date Accepted. If that has a value, check if the Status is Accepted. If yes, answer Yes. Else answer No. If Status is blank, Submitted, or In Preparation and Date Accepted and Date Published are blank, answer N/A.
Exception Reporting Valid Date? (readable): If Status is not blank, check if Status is Published. If it is, check Date Published. If that is not blank, answer Yes. Else, answer Missing Date Published. If Status is Accepted, check Date Accepted. If this is not blank, answer Yes. Else answer Missing Date Accepted. If Status is Submitted or In Preparation, answer N/A. Else answer Missing Status. Otherwise, if Status is Blank, answer Missing Status.
Exception Reporting Valid Date? (formula): =IF(L2<>"",IF(L2="Published",IF(Y2<>"","Yes","Missing Date Published"),IF(L2="Accepted",IF(T2<>"","Yes","Missing Accepted Date"),IF(OR(L2="Submitted",L2="In Preparation; Not Yet Submitted"),"N/A","Missing Status"))),"Missing Status")
Questions? Thank You
Importing Data Create and/or Update records: Based on exception report results To populate new fields Based on existing records Ad Hoc reports already have the correct column headers for our import tools
Importing Data Group User Identifiers Username UserID Survey_ID Secondary ID(s)
Importing Data Record IDs and DSA IDs Flat file Ancillary files Calculated fields Entered by this person?
Importing Data Linked Records Making sure you work with the Owned record FACULTY_NAME column contains User IDs for account which should be linked Name Fields populate from ad hoc report