Objective
This The Report builder is the a short description of the content of the KB, it gives user an idea of what they will be able to achieve with all the information from this KB.
Assumptions
This part of the KB states the basic requirements for user to be able to understand this KB or any access required to carry out the task explained in this KBa tool to aid in accessing the information stored within the system and extract it in meaningful and useful reports. Each report is custom designed to meet your institutions data requirements and needs. Reports can be produced in various output formats to meet the institutions requirements. The report builder uses SQL (Structured Query language) however you don’t need to be able to write in SQL to create report. The Report builder has a user friendly interface to help you create your own reports.
Complexity:
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Page Contents
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Assumptions
The user has a reasonable knowledge of the data base, fields and structure.
The user has access to the reports section of the system.
Key terms and concepts
In this section, important key terms and concepts involved in the process of carrying out the tasks explained in this KB will be listed, and each of these concepts and terms will be explainedBelow is a list of the Current Base reports within the system, a short description of what each report might be used for and a few of the key fields with in that base report.
The data in the system is stored in various tables and this tool will allow for reports to be built to extract different sets of information and build a report to extract the exact information required.
The report builder is based tables, each table contains different parts of the system and information stored in it. Knowing what section(s) or the data required is the first step in building the report.
Report Name | Brief overview | Sample Data |
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Student Details | The data in this section of the system will provide information from the student section of the database. Details associated with the edit details page from the student screen. |
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Student Audit Log Details | Fields from the Student Audit log. This base report will provide detailed report from the student Audit log. Primarily on has been changed / updated within the system. This is helpful for Auditing and managing Data change within the system. |
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Contact Details | This level will provide data of who has access to the system and at what level. It provides information from the contact screen and is mainly for staff users of the system. |
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Provider Details | The Provider details includes data about the institution(s) within the system. If your Institution is a sole provider the data is limited to that. If your a consortium this report can provide contact details, agent arrangements within your group. |
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Student Course Enrolment Details | The report is two tables joined together to provide data from both the student level and the enrolled course(s) table. This will allow for more detailed reports on the students course activity |
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Student Course Enrolment Audit Log Details | Similar to the Student Audit log this report will provide specific information on that has been changed in the Student Course enrolment section of the system. |
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Student Unit Enrolment details | This report joins 3 table together Student information, Enrolled Course(s) and Units of Study. |
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Student Result details | This Report provides information of student results. This is useful for results moderation and bench-marking prior to results release. |
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Course Details | The details in this report focus on the Course Page. |
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Unit Details | This report focus on Parent Unit details (not the Scheduled unit details) |
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Scheduled unit Details | This report Focus on the Schedule Unit details |
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Scheduled Unit Fee Details | This report Focus on the Schedule Fee details |
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Session Details | The Section provides details on Sessions / RAPLA |
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Credit Point Audit |
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Scheduled Assessment View Details | This report will provide data for Scheduled Assessments within Scheduled units |
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Assessment Results Details | This report focuses on the assessments within a Scheduled unit. It is also useful for Final grade analysis and bench-marking. It will provide information on block marking and comparison between cohorts. |
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Student Review details | This report provides details on student reviews, date, reviewer and actions. This is useful for mentor reports, or professional experience reports |
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Student request details | Data in this report focuses on request from the student and for the student e.egg. new student card, Remark of assignment etc |
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Report Builder operators
When building a Report Builder report the operators enable you to filter the results by indicating what is or isn’t required.
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Operator types | Description | Sample Data |
Equals (=) | For this operator the data within the column name has to be an exact match. | “Credit points” = 100 Only records with the exact match will be returned in the data set |
Not Equal != | For this operator the data within the column name can not be an exact match. | “Credit points” not = 100 Records with every number OTHER then 100 will be returned |
Greater Than (>) | Normally used for numeric values like date, credit points | “Credit Points” > 100 (values returned will start from 101) “Start Date” > 01/01/2018 (values returned will start from 02/01/2018) |
Less Than (<) | Normally used for numeric values like date |
Implications
This section of the KB will explain what potential issues or problems users can come across and why they happen.
Workflow
This section explains the exact workflow of how a task/process should be conducted.
, credit points | “Credit Points” < 100 (Values returned will be up to and including 99) “Start Date” < 01/01/2018 (values returned will be up to and including 31/12/2017) | |
Greater Than Equal to (>=) | Normally used for numeric values like date, credit points | “Credit Points” > 100 (values returned will start from 100) “Start Date” > 01/01/2018 (values returned will start from 01/01/2018) |
Less than Equal to (<=) | Normally used for numeric values like date, credit points | “Credit Points” < 100 (Values returned will be up to and including 100) “Start Date” < 01/01/2018 (values returned will be up to and including 01/01/2018) |
Like Case Insensitive | This can be used in type-able fields where the data can be in various formats e.g. Surname, Suburb Case insensitive is the key to return all of these values | Smith smith SMITH Flinders Park flinders park FLINDERS PARK |
Like | Like is a wildcard value. This will return values that contain a pattern match | “Suburb” Like B Broadview Broadmeadows Brighton |
Not Like | Displays records if a condition is not True or don’t match the selected pattern match | “Surname” NOT LIKE Smith Jones Brown Davies |
In | IN is normally used when selecting from predefined options from the drop down box | “Course Enrolment Status Id” In ENROLLED All records with a Course enrolment status of enrolled will be returned |
Not In | NOT IN is normally used when selecting from predefined options from the drop down box | “Course Enrolment Status Id” NOT IN ENROLLED All records who are in any status other than ENROLLED will be returned |
Is | ||
Is Not | ||
Field Equals (=) | Compares the contents of one field with another field. Note that the fields used here do not need to be added to the report | |
Field Not Equals != | ||
Field Greater Than (>) | ||
Field Less Than (<) | ||
Field Greater Than Equal To (>=) | ||
Field Less Than Equal to (<=) |
Conditions
Conditions allow for clauses to be joined together to form more complex filter clauses. e.g. “Start Date” > 01/01/2019 AND “Course Enrolment Status Id” In ENROLLED
This will produce a list of students who have a start date greater than 01/01/2019 AND have a course enrolments status of enrolled. To appear in this data set the record must satisfy BOTH conditions. Or if more conditions are added using the AND condition the record has to meet all of the required criteria to be returned in the produced data set.
The other condition is OR. e.g. “Start date” >01/01/2018 OR “Course Enrolment Status Id” in Enrolled
This will produce a list of students who have a start date of 01/01/2018 OR a Course Enrolment status of Enrolled OR Both. The record only has to meet ONE criteria in the filter clauses to return a value in the produced data set.
The example used for this report is the Centrelink report. This is a pre-saved report within the report builder
“Person Status’ IN Active AND
“Course Enrolment Status Id” IN Enrolled AND
“Overseas Student” NOT EQUAL Yes.
All three of these criteria have to be met for a record to appear within the data set produced for this report.
These can have multiple filters that can be mixed and matched to reduce the data set to produce a specific data set from the whole database.
Implications
Global reports are reports that are available for anyone who has access to the report builder.
Private reports are only available to either the person who built the report.
Reports can also be restricted to access levels or to particular Providers / Institutions
When saving a new report 5 fields are required:
Required Field to save report | Brief Description |
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Report Name | Report name -to help locate the report for future use. |
Description | A brief description of what the report is for or the data that the report will provide |
Type | The section/type of data that the report belongs to:
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Scope | Who has access to this report:
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Output Formats for Reports
Formats | Brief Overview |
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Print Format HTML | On Screen data export. |
Bulk student Select | Used for bulk reports and actions within the system |
CSV | Comma separated vales, a text file that has a specific format which allows data to be saved in a table structure |
Report Summary | |
Custom CSV | |
XSL | The original file extension type for Microsoft spread sheets. |
Uploaded HTML template | |
JSON | Renders quoted strings in unicode format |
XML | Metalanguage which allows users to define their own customized markup languages, especially in order to display documents on the internet. |
Workflow
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The order by function works as intended if you export the report in a csv format. When you produce report in a HTML or create a bulk list, the screen displays the order by to the first column by default. Workaround suggestions if you want to see order by in a HTML version.
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Further reading
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