welcome ad hoc reports best practices, full text search, exception reporting and using for data...
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Ad Hoc ReportsBest practices, Full Text Search, Exception Reporting and Using for Data Imports
AgendaAgenda
Overview of the utility
Best Practices
Full Text Search
Exception Reporting
Data Imports
Overview of Ad Hoc ReportsOverview of Ad Hoc Reports
New Feature! User Attributes First, Middle and Last Name columns Email as a separate column Secondary identifiers Index values (most recent…)
College Department
Overview of Ad Hoc ReportsOverview 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 ReportsOverview of Ad Hoc Reports
Step 3: Select the data to include. Include the most
recent… Common Items Restricted Items
Overview of Ad Hoc ReportsOverview of Ad Hoc Reports
Common Items and Restricted Items
Overview of Ad Hoc ReportsOverview 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 ReportsOverview of Ad Hoc Reports
Step 6: Select whose data to include
Overview of Ad Hoc ReportsOverview of Ad Hoc Reports
Step 7: Select the file format.
Step 8: Select the orientation and paper size
Overview of Ad Hoc ReportsOverview of Ad Hoc Reports
Review parameters selected. Change link More Information link
Overview of Ad Hoc ReportsOverview of Ad Hoc Reports
Comprehensive report vs. Selected report
Overview of Ad Hoc ReportsOverview of Ad Hoc Reports
One report per
One report for every
Overview of Ad Hoc ReportsOverview of Ad Hoc Reports
Selected report
Questions?
Best PracticesBest Practices
File formats Uses for Ad Hoc Reports
Finding relevant faculty and/or activities
Data review Data updates
Full Text SearchFull 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 SearchFull Text Search
How it works continued Using quotes to specify phrases
Using AND or OR
Using parentheses
Using asterisks
Full Text SearchFull Text Search
How to use it. Ethics Philosophy AND (Ethics OR Metaethics) Ethic*
Ethic Ethical Ethics
Questions?
Exception ReportingException 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 ReportingException Reporting
Run your query Write your formulas
VLOOKUP IF statements AND/OR statements Conditional formatting
Exception ReportingException Reporting
Records missing an AACSB Classification value. User information Record information AACSB Classification field
Exception ReportingException Reporting
Exception ReportingException Reporting
Grants which have a Start Date over five years ago. What information do you want to
check? Status Amount Awarded End Date
Exception ReportingException Reporting
Exception ReportingException Reporting
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 ReportingException Reporting
Start Date > 5 Years Ago? (formula):
=IF(R2<>"",IF(R2<(TODAY()-1826),"Yes","No"),"No Start Date")
Exception ReportingException 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
Exception ReportingException Reporting
Exception ReportingException Reporting
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 ReportingException Reporting
Valid Status? (formula):
=IF(AND(OR(L2<>"",L2<>"Submitted",L2<>"In Preparation; Not Yet Submitted"),OR(Y2<>"",T2<>"")),IF(Y2<>"",IF(L2="Published","Yes","No"),IF(T2<>"",IF(L2="Accepted","Yes","No"))),"N/A")
Exception ReportingException 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 ReportingException 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?
Importing DataImporting 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 DataImporting Data
Group User Identifiers
Username UserID Survey_ID Secondary ID(s)
Importing DataImporting Data
Record IDs and DSA IDs Flat file Ancillary files
Calculated fields Entered by this person?
Importing DataImporting 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
Questions?
Nicole [email protected]