Adaptive Enterprise Solutions

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1 Reporting User Guide Adaptive Enterprise Solutions 8401 Colesville Road Suite 450 Silver Spring, MD Toll Free Voice Fax Version 5

2 THIS USER GUIDE IS FOR INFORMATIONAL PURPOSES ONLY, AND MAY CONTAIN TYPOGRAPHICAL ERRORS AND TECHNICAL INACCURACIES. THE CONTENT IS PROVIDED AS IS, WITHOUT EXPRESS OR IMPLIED WARRANTIES OF ANY KIND. Adsystech and the Adsystech logo are trademarks of Adsystech Inc. Microsoft, Windows, Windows Server, and Active Directory are either trademarks or registered trademarks of Microsoft Corporation in the United States and/or other countries. Other trademarks and trade names may be used in this document to refer to either the entities claiming the marks and names or their products. Adsystech Inc. disclaims any proprietary interest in trademarks and trade names other than its own Adsystech Inc. All rights reserved. Reproductions of this material in any manner whatsoever without the express written permission of Adsystech Inc. is strictly forbidden, for more information, contact Adsystech. Page 2 of 20

3 TABLE OF CONTENTS Introduction...4 Audience...4 Application Reports...5 Management Reports...6 Ad Hoc Reports...8 Run existing Adhoc Report... 8 Create new Adhoc Query... 9 Adhoc Report Types Working with the Preview Report Tab Glossary Terms Icons Resources Page 3 of 20

4 INTRODUCTION Welcome to the AES Report User Guide - a place to learn how to generate basic to advanced reports for your organizational needs. The following provides instruction on what reports are available in the Adaptive Enterprise Solution (AES) and how to run these reports from the application. AES is an interactive application designed to record all pertinent client and collaborative information with the goal of sharing this data throughout agencies, continuums, states of federal organizations. The goal of this document is to provide the user with the tools necessary to report on this information quickly and accurately. There are four different report types used in the application: Application, Management, AdHoc and Custom. Application reports run from within the system typically for one record at a time (e.g., a printout of an application or a list of Services recorded for the client). Management reports either mimic federal reporting (HMIS APR, Head Start PIR, CSBG Section G, etc.) or answer critical questions for non-profit organizations and their funders. Ad Hoc reports are reporting templates where the user dictates which fields are used in reporting; they allow greater flexibility to ask the questions you want to ask of the data. Custom reports allow you to create your own reports using Microsoft products. This guide allows you to learn the basic to intermediate features of the Engiunity reporting system. AUDIENCE The document provides an overview and abbreviated listing of Reports in the Engiunity system. Customers, including case managers, program managers, case workers, data entry clerks, program managers, IT managers, program directors and IT Directors and, who have purchased the AES solution can use this document to understand the scope of the solution. Access is granted in both Security Wizard and Manager Modules. Access is given to a specific Application in Security Wizard; permission to a report is assigned to User Groups in Security Manager. Only the System Administrator or Agency Administrator can grant the rights to view and create reports. Page 4 of 20

5 APPLICATION REPORTS Application Reports are generated directly from the application pages itself. They are accessed via right-click menu throughout various pages of the software application. Access to the right click menus are granted by the system administrator and distributed to each organizational group. Please contact your system administrator if you do not have the needed access to execute required application reports. Engiunity has the capacity to enable application reports on any page or to a specific location on a page in the enterprise solution. Create new Application Report # Steps Notes 1 Right click on the record or page to report Some reports will allow selecting multiple records for the report. 2 Select Preview Report The Application Report tab will open listing available reports. If only one report is available, the Preview Reports tab will open automatically. 3 Select Report to view Report will open in Preview Report tab. See Working with Preview Reports tab for more information about printing and viewing your report Page 5 of 20

6 MANAGEMENT REPORTS Management reports are reports that are standard to most AES applications. The Client Demographic report is one example of a Management report; it gives a snapshot of all Clients in the system broken down by race, gender, income type, etc. See your System Administrator or Agency Administrator for a list of reports available to you. Create new Management Report # Steps Notes 1 Click REPORTS located at the bottom of your Navigation Pane 2 Select the Report to run Select Category to filter Report List To search for a specific Report, enter all or part of the Name in Search field and click SEARCH To open Report in popup window, check POPUP box Click Report Name Page 6 of 20 Make sure you are using the correct Application. The Reports Pane will open in the middle section of your page and display available Management Reports. Only that Category of Reports will be displayed. Matching Reports will be displayed in REPORT grid. Report will open in popup window instead of in the middle pane. You many have multiple report popup windows open at a time. Parameters window will be displayed in a new tab or popup window titled Preview Report. 3 Select Parameters for Report Each report has its own unique set of parameters.

7 4 Click SET PARAMETERS All parameters must be selected. % is a wild card and means select all. Report will run and display in the same pane or popup window. See Working with Preview Report tab. See Working with Preview Reports tab for more information about printing and viewing your report Create your unique Favorite Reports List # Steps Notes 1 On Inventory page, check Favorites box next to Report to be added to Favorites 2 Repeat for any additional Reports 3 Click SAVE FAVORITES Next time you select the Favorites Category these reports will be displayed. Page 7 of 20

8 AD HOC REPORTS Ad Hoc reports are customized reports based on a specific set of data fields specified by the user; for example, a range of dates or Clients in a specific Program. Run existing Adhoc Report # Steps Notes 1 Click REPORTS located at the bottom of your Navigation Pane Page 8 of 20 Make sure you are using the correct Application (HMIS, CSBG, etc.). The Reports Pane will open in the middle section of your page and display available adhoc saved queries. 2 Click Inventory Page in AdHoc Report Library 3 Select Category and enter Query Name To see all existing reports, leave Name blank. 4 Click SEARCH Matching reports will be displayed in grid. 5 Select report to view in grid Parameters for that report will be displayed above grid. 6 Select different Parameters if needed Enter new Title if needed Enter new Description if needed Select Date Field Select Start and End Dates Select Group Sort if not viewing all records Select Number of Group Only Date fields that are part of the report will be available. ALL allows viewing all records. Select TOP or BOTTOM to view only a specific number of records. Select Report List if needed Check DRILL DOWN if needed This displays individual records that make up the totals instead of just the count. Check POP UP WINDOW if needed This will display the report in a popup window instead of a tab, allowing you to have multiple reports open at one time. 7 Click DISPLAY New tab will open to Preview Report or report will be displayed in popup window. See Working with Preview Reports tab for more information about printing and viewing your report Save Query to Favorites folder The Favorites folder allows you to save the queries you use most often and find them again more easily. # Steps Notes 1 Check box in Favorite column next to query(ies) 2 Click SAVE FAVORITE Select Favorite as Category and click SEARCH to view all queries marked as Favorite. Delete saved Query If a saved query is not being used, it can easily be removed. # Steps Notes 1 Select Query in grid 2 Click DELETE Query will be removed.

9 Create new Adhoc Query Create the View and select fields to include on the View Builder page. View the results and modify your Query with filters and groupings on the Query Builder page. # Steps Notes 1 Click REPORTS located at the bottom of your Navigation Pane Make sure you are using the correct Application. The Reports Pane will open in the middle section of your page and display available Management Reports. 2 Click View Builder Page in AdHoc Report Design Library 3 Click NEW 4 Enter Query Name 5 Select Table in View List grid Fields included in the Table will be displayed in Field grid. If using Question set information, select Query Name in Join Tables grid 6 Select Report Items Select Field(s) to include in query Click RIGHT ARROW o Use LEFT ARROW to remove items Repeat for additional fields Field will be displayed in Selected Fields grid. Items will be displayed in report in the order selected. Use UP ARROW and DOWN ARROW to change field position in list 7 Click SAVE Saved queries may be deleted on the Inventory page. 8 Click Query Builder page in Adhoc Report Design Library Results will be displayed in grid. Page 9 of 20

10 9 Change Report Information Click UP/DOWN arrow above and below Button will change after each use. report grid to show or hide information Set Filters Click OPEN button at top of page to open filter fields opens and closes Click + to open condition fields Select item to search Select the Logical Statement to use for the search Enter Value for Query If additional condition(s) is needed, click + button again Repeat above condition steps until finished with conditions Click CHECK to check query for accuracy Click CHANGE SQL MODE to change displayed statement Click APPLY QUERY to run query and see results in grid Set Grouping For example, Program, County, etc. For example, Is Equal to, Is Like, Is Less Than, etc. This is what to match, may be Program name, county name, etc. Use (+) to add or remove parentheses to any line Click AND button to change to OR Click ACTIONS button to Delete, Insert, Move Up or Down, Switch conditions Query wording will be displayed below query. SQL Statement will be displayed in simpler terms. Results will be displayed in the grid. Page 10 of 20

11 Click and drag Column Heading to Grouped by section above report display Drag additional Column Headings if needed Drag left or right to change grouping order o Remove Grouping selection by clicking X at end of column heading Click arrows to left of item in grid to open or close each group and view items included in group Reorder items in Report Click on Column Heading and drag to desired location Sort items in Report Click on Column once to sort in alpha order Click second time to sort in reverse order Click third time to remove sort order To add additional level of sort, hold SHIFT key and click additional column headings 10 Set parameters Set Date Range Select Date Field Select Start and End Date Change Report Type Select Report List Enter Report Information Enter Title Enter Description Select Category Check Drilldown if needed Select Group Sort if needed Save Query Click SAVE o If saving new version of existing Query, enter revised Report Name and click SAVE AS Show Report Click SHOW REPORT See Working with Preview Reports tab for more information about printing and viewing your report Data will now be displayed divided into each Group. ˇ indicates the group is closed and there are records available. ˆ indicates the group is open and all records are displayed. Small arrow will appear above column heading label indicating sort direction. Items used for Grouping can be included in Sort. For example, Last Name and then First Name Only Date Fields included in View will be available. Data will now be displayed in new report type. See Adhoc Report Types section. This will appear as title on report. Description displays on Inventory page and will help in searches. The report will be included in this Category when saved. Drill down includes all records instead of just showing a count. ALL allows viewing all records. Select TOP or BOTTOM to view only a specific number of records, # needs to be added in next field. Saved queries may be deleted on Inventory page. Report will be displayed in Report Preview tab. Page 11 of 20

12 Adhoc Report Types 50 Fields List This report is a good choice when checking data accuracy or you need to see a lot of information about each item. Up to 50 items may be selected to appear on the report. Fields List Fields are listed in rows instead of report is a good choice for viewing fields lend themselves easily to counts or sums, fields. Each record with the will be listed individually. Up to be selected for the report. In this example, Service are used to record the numbers Vouchers columns. The that do not like comment chosen fields six fields may Comments from Group and List The Group and List report allows Customer data by any field and you to group see the Page 12 of 20

13 detailed information. It is similar to the cylinder chart without the graph just the details. This report gives the data in a straight list format (like the 50 fields list report) instead of each record shown individually (as with the Fields List report). Up to six fields may be selected. Group List Sum Group List is similar to Group and List but also provides a sum and average for the first field selected in the report. It may be used to count total amounts of service, or any other item that is counted and reported with a number rather than words. The first field is the field used for the sum In the example shown, of a partial report, each of the three groupings of services are counted, summed and averaged. Then the entire list has a total count, sum and average. Page 13 of 20

14 Pie chart The Pie Chart shows the size of items series, proportional to the sum of Consider using a pie chart when you data series to view, you have less categories, and those categories of the whole pie. The item that is selected first will item to graph in one data the items. have only one than ten represent parts be used as the Cylinder Chart A Cylinder chart is useful for illustrating comparisons among items; it can clarify relationships and highlight patterns in your data. Categories are organized along horizontal (x) axis, values along vertical (y) axis The field that is selected first determines the X-Axis field Stacked Cylinder Chart Show relationship of individual items to the whole, comparing the contribution of each value to a total across categories. Monthly Stacked Cylinder Chart This shows the relationship of the parts, but compares it across time. Matrix Charts Matrix charts show data arranged in a grid or matrix format. There are four different versions: Matrix Listing just lists the data Matrix Count counts the occurrences of the data Matrix Distinct Count counts the distinct occurrences of the data Matrix Sum sums the data Page 14 of 20

15 The first item selected is the data that will be displayed in the grid. The next four fields selected group the row level data. Your Grouping selections will determine the columns. For example, to see the number of instances of each answer in a Profile set of questions, you could Group by: Program Program Component Activity Caption Answer To see Clients who received various services, you could Group by: Program Program Component Activity If Service Date is selected first, Matrix Listing would show the date service was delivered, Matrix Count would show the number of services delivered, Matrix Distinct Count would show the number of distinct dates service was delivered. Matrix Sum would give an error, because there is nothing to add. In the Matrix Listing example below, Service Date was selected first, so it shows up in the Grid. First Name and Last name were also selected. Report Grouping selections were Program, Program Component, and Service. Page 15 of 20

16 In this example, a Matrix Count report was used, Service Units was selected first, so it shows in the Grid; it was grouped by Program, Program Component, and Service. The Matrix Sum report may give different numbers; this report is counting all instances of each service, the Sum report would add the number of service units (1 count of Case management may equal 60 minutes, so the 60 will be counted on the sum report). Page 16 of 20

17 In the next example of a Matrix Listing, Answer is selected first, so it shows in the grid, then Caption, Last name, First name. Report Grouping = Program, Service, Service Date. Page 17 of 20

18 WORKING WITH THE PREVIEW REPORT TAB After the report appears on the Preview Report Page, it may be printed, exported to different program types, rerun with new parameters, viewed in different ways. Other than the parameters section, the same page is used for Management, Application and Adhoc reports. # Steps Notes 1 Select Parameters for Report Each report will have its own unique set of parameters. 2 Click SET PARAMETERS All parameters must be selected. % is a wild card and means select all. Report will run and display in the same pane. # Steps Notes Report Options Viewing the Report If Report is more than one page, advance to other Arrows will turn blue when available. pages: Use right side scroll bar to move up and down in report Or Use arrows in Toolbar to move one page at a time Or Or In lower left corner, use arrows to move one page or to beginning or end Enter page number to advance Click Page to open Thumbnail panel o All pages of report will display in panel, scroll. the Page 18 of 20

19 down to desired page and click it o Page will display in report pane o Click Page again or left arrow in panel heading to close Thumbnail panel To change to one continuous report: Click CONTINUOUS PAGEMODE To change to individual pages: Click SINGLE PAGEMODE To change parameters and run report again Management Reports: Click CHANGE PARAMETERS to open Parameters selection again Select new parameters and click SET PARAMETERS Adhoc Reports: Return to Query Builder page and make changes Click SHOW REPORT again To print report: Click PRINT o Select Print options in popup window Export Options To export the report to a different format: Click WORD, EXCEL, PDF, HTML, TIFF Click the down arrow next to TIFF to see more buttons for Export to XML, CSV, and MHTML Zooming options To see entire page in Reports pane: Click WHOLE PAGE To see Report appear the width of your Report pane; you may see only a portion of the height of report Click PAGE WIDTH To Zoom in: Click ZOOM IN, then click on Report until desired zoom To Zoom out: Click XOOM OUT, then click on Report until desired zoom To do Dynamic Zoom: Click DYNAMIC ZOOM, then click on Report and drag up or down to zoom in or out To Zoom into a specific region: Click ZOOM TO REGION and click on a corner of the area and drag to form a rectangle Page 19 of 20

20 To select an exact Zoom amount: Slide Zoom Bar at bottom of Report pane to the left or right Search Options To Search for specific item in report: Enter value to search for in Search field at top right Click FIND Click FIND PREVIOUS or FIND NEXT to advance to previous or next instance o Arrows will turn blue when available To close Report tab Click X in upper right corner of middlepane Report will advance to first instance and value will be highlighted. Previous Report page will be displayed. Glossary Terms Term Report Inventory Report Publishing Report Template (RDL) MS Visual Studios FTP DB Site Icons UP, DOWN, LEFT, RIGHT Arrows Lock Unlock Definition Repository for storing all reports to be accessed within the system Once a report is uploaded into the Report Inventory it must be published to the reporting service before Users can be provided access Report Design Language (RDL) provides the required descriptive information to render a report format for viewing; this template is populated with data based on the users data selection criteria query Microsoft s Report Design tool is included in this development kit. The report designer can be used to design report templates that can be uploaded for use within the application Web site where the latest backup of the training database can be downloaded; this database can be used to build reports that are to be published Icon RESOURCES Please contact your system administrator to access Adsystech, Inc. resources such as Quick Reference Guides and Online Video Guides. Page 20 of 20

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