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Welcome Ad Hoc Reports Best practices, Full Text Search, Exception Reporting and Using for Data Imports Nicole Farmer Digital Measures.

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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:

1 Welcome Ad Hoc Reports Best practices, Full Text Search, Exception Reporting and Using for Data Imports Nicole Farmer Digital Measures

2 Agenda  Overview of the utility  Best Practices  Full Text Search  Exception Reporting  Data Imports

3 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

4 Overview of Ad Hoc Reports  Step 1: Select the Instrument to use.  Step 2: Select the date range to use.  All Dates

5 Overview of Ad Hoc Reports  Step 3: Select the data to include.  Include the most recent…  Common Items  Restricted Items

6 Overview of Ad Hoc Reports Common Items and Restricted Items

7 Overview of Ad Hoc Reports  Step 4: Specify text for which to search.  Step 5: Select how the data should be organized

8 Overview of Ad Hoc Reports  Step 6: Select whose data to include

9 Overview of Ad Hoc Reports  Step 7: Select the file format.  Step 8: Select the orientation and paper size

10 Overview of Ad Hoc Reports  Review parameters selected.  Change link  More Information link

11 Overview of Ad Hoc Reports Comprehensive report vs. Selected report

12 Overview of Ad Hoc Reports  One report per  One report for every

13 Overview of Ad Hoc Reports  Selected report

14 Questions? Thank You

15 Best Practices  File formats  Uses for Ad Hoc Reports  Finding relevant faculty and/or activities  Data review  Data updates

16 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

17 Full Text Search  How it works continued  Using quotes to specify phrases  Using AND or OR  Using parentheses  Using asterisks

18 Full Text Search  How to use it.  Ethics  Philosophy AND (Ethics OR Metaethics)  Ethic*  Ethic  Ethical  Ethics

19 Questions? Thank You

20 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?

21 Exception Reporting  Run your query  Write your formulas  VLOOKUP  IF statements  AND/OR statements  Conditional formatting

22 Exception Reporting  Records missing an AACSB Classification value.  User information  Record information  AACSB Classification field

23 Exception Reporting

24  Grants which have a Start Date over five years ago.  What information do you want to check?  Status  Amount Awarded  End Date

25 Exception Reporting

26 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.

27 Exception Reporting Start Date > 5 Years Ago? (formula): =IF(R2<>"",IF(R2<(TODAY()-1826),"Yes","No"),"No Start Date")

28 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

29 Exception Reporting

30 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.

31 Exception Reporting Valid Status? (formula): =IF(AND(OR(L2<>"",L2<>"Submitted",L2<>"In Preparation; Not Yet Submitted"),OR(Y2<>"",T2<>"")),IF(Y2<>"",IF(L2="Publishe d","Yes","No"),IF(T2<>"",IF(L2="Accepted","Yes","No"))),"N/ A")

32 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.

33 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")

34 Questions? Thank You

35 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

36 Importing Data  Group  User Identifiers  Username  UserID  Survey_ID  Secondary ID(s)

37 Importing Data  Record IDs and DSA IDs  Flat file  Ancillary files  Calculated fields  Entered by this person?

38 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

39 Questions? Thank You

40 Nicole Farmer Contact


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