AESuniversityAESuniversityAd hoc ReportingAd hoc Reporting

Ad hoc Reports

• What are ad hoc reports?

• Why would you use ad hoc reports?

• Creating an ad hoc report from a query

• Building a new query

• Saving an ad hoc report query

• for the special purpose or end presently under consideration

• concerned or dealing with a specific subject, purpose, or end

- dictionary.com

ad hoc

What is an Ad hoc Report?

• A report that is completely customizable– The type of format (list, chart, graph)– Items to include– How to group the information– Parameters

Why use ad hoc reports

• There may not be a management or application report that gives the information you need

• May need very specific information

• You can check large amounts of data

• Send the report to Excel to do further calculations or turn into graphs

Ad hoc reports choices

• Two main choices– Type of report – this determines what the

report will look like– Table to use – this determines what items

you can select to be part of the report

Types of ad hoc reports

• 50 Fields List – most information of all types• Fields List – good to view data that do not work

with sums or counts• Group and List/Group and List Sum – can get

counts and sums, only shows 5 – 6 items• Pie Charts – good to show relationships within one

data set• Cylinder Chart – compares items in data set• Matrix Charts – can show more complex

relationships

50 Fields List• Most information of

all types, useful for checking data

• Best to export to excel

Fields List

• Useful for items that do not need sums or counts

• Use for items too big to fit into columns – like Comments

Group List Sum / Group & List

• Creates Count, Sum and Average for each Group and for the total

• Calculations are for the item selected first

• Can only fit 5 – 6 items across on the page

• Group & List does not include the calculations, just the data

Pie Charts

• Shows size of items on one data series, proportional to the sum of the items

• Useful if there is only one data series to view

• Limit it to ten or less categories

• Item selected first and as Grouping will be graphed

Cylinder Charts

• Useful for illustrating comparisons among items

• Can help clarify relationships and highlight patterns

• Item selected first in Grouping determines the X-Axis field

Matrix charts

• Matrix charts show data arranged in a grid or matrix format

• Four types of Matrix charts:– Listing lists just the data– Count provides counts of occurrences of the

data– Distinct Count counts distinct occurrences– Sum provides a sum of the data

Matrix List Charts• First item selected on

SELECT tab is the data that will be displayed in the grid

• Up to 4 other items can be selected and will be shown in the row

• Matrix Count would show the number of services

• Grouping here = Program, Service

Matrix Count Charts

• Service Unit was selected first, so it shows in the Grid

• Grouping is Program, Program Component, Service

Creating an ad hoc report

1. Select type of report

2. Select Query or Build new Query

3. Add final information– Title– Display & Number– Dates

4. Show Report or Export to Excel

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Run report from saved Query

• Running a report from a saved Query– Must know the type of report

– 50 fields, Matrix, etc.

– Must know name of saved Query– May need to edit Query

Build a new ad hoc query

• Ad hoc query builder popup window tabs– FROM: select table which determines

available items (required)– SELECT: available items list (required)– WHERE: filters items searched– SORT: determines order of matches– GROUPING: determines categories of data

(required)

FROM tab

• Select a Table (or View)

• The Table determines the items available for the report

• Each Table has different items

• Only one Table may be used at a timeMust select ONE Table

SELECT Tab

• Select items to appear on report• Items listed

alphabetically

• Use >> to select items

• Items will appear in order selected• Use UP & DOWN

to change order

• DISTINCT counts unique combinations

Must select at least one Column item

WHERE Tab

• Filter items here• Select item in

Column dropdown• Operator is how to

to match:• =, LIKE, >, <

• Value is what to match

• Use AND or OR if adding second rowNot required

SORT Tab

• Determine order items will appear on report

• Use >> to select • Checkbox

reverses order• Use UP & DOWN

to change order

Not required

REPORT GROUPING Tab

• Items selected here determine how report is grouped

• Each Group starts a new section of report

• Up to 5 items may be selected

Must select at least 1 and up to 5 items

Finish Report Parameters

1. Enter a Title

2. Display determines group to display – ALL, TOP or BOTTOM

3. For Number:• If ALL, use 0

• Top or Bottom, enter number

4. Select a Date Field and Date range if needed

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Run Report

• SHOW REPORT opens in Internet browser window– Can still export to Excel from window

• EXPORT TO EXCEL opens in Excel

Save Report Query

• SAVE AS saves the Query, not the report

• Click SAVE AS button• Select GROUP who has

permission to report• Enter REPORT NAME

– Make the name descriptive and useful

– Make it unique

• Select CATEGORY• Enter useful Description• Click OK