You will need to be a member of any of the following user groups in System Manager to run reports:

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1 How to Run Reports Applicable to SIMS Version onwards. Permissions Required You will need to be a member of any of the following user groups in System Manager to run reports: Administration Assistant, Admissions Officer, Assessment Coordinator, Assessment Operator, Class Teacher, Pastoral Manager, Registration Tutor, School Administrator, SEN Coordinator, Senior Management Team, System Manager. Please see your System Administrator/Manager if you are unsure whether you have the required permissions. Introduction Existing reports can be run in SIMS and produced in a variety of outputs, including Microsoft Word, Excel, HTML, text files, etc. The report can be previewed in SIMS to see if the data returned in the report is as required. The report can then be generated in the prescribed report output. For more information on previewing reports, please refer to the How to Preview Reports help sheet (SupportNet Resource Number 10043). In addition to reports designed by someone in your school or Local Authority, Capita Children s Services also provides a wide range of pre-defined reports with each release of SIMS. Before use, these reports must be imported into SIMS. For more information, please refer to the How to Import Report Definitions help sheet (SupportNet Resource Number 9530). For a list of available pre-defined report definitions, please refer to the Reporting Catalogue. Finding the Required Report Reports are stored in the Document Management Server, which is also used to store other documents and files available in your SIMS system. Reports are stored in various folders, including My Reports, Favourites, Focus and Category. Most reports can be found in the Focus folder, because this area includes all the reports based on a particular Focus. For example, all reports based on the Student Focus are stored in the Student folder. 1. Select Reports Run Report or click the Run Report icon on the Application Bar to display the Report browser. Run Report icon Page 1 of 7 Capita Children s Services, Franklin Court, Stannard Way, Priory Business Park, Cardington, Bedford MK44 3JZ. Tel

2 2. Navigate to the required report by clicking the + icon to expand the lists as required. For example, expand the Focus folder by clicking the + icon to display all the subfolders, e.g. Student, Staff, etc. The majority of reports are stored in the Student folder. 3. Click the required subfolder. All the reports in the selected folder are displayed in the right-hand panel, together with the Owner, Supplier and the date on which the report was updated. 4. Once the required report has been identified, either double-click it or highlight the report and click the Run button on the toolbar to run the report. Run button NOTE: If you wish to preview the report, please refer to the How to Preview Reports help sheet (SupportNet Resource Number 10043). The type of report output is displayed on the browser toolbar. In the following example, the report is produced as a list in Microsoft Word (Word List Report). Depending on how the report was designed, the report either launches automatically or you are prompted to select run-time parameters, as described in the following section. Entering Run-Time Parameters Some reports require the selection of run-time parameters to determine the data returned in the resulting report, e.g. choosing the required Year Group, Registration Group, pupil/student Surname, Medical Condition, etc. The parameters available for selection are determined by the report designer. A dialog similar to the following is displayed, enabling the applicable selections to be made. How to Run Reports Page 2 of 7

3 Select the required check boxes to choose the content of the report. NOTE: With some values, e.g. Registration Groups, Year Groups, Look Up Values such as SEN Status, etc. only active items (e.g. this year s Year Groups) are available for selection. If you want to select from all the available items, ensure the Show All check box is selected. Some reports require information to be entered, as shown in the following graphic. Enter the required value in the appropriate field. In the previous example, the description of a medical condition needs to be entered. NOTE: You must enter the information exactly as it is stored in SIMS. For example, if you are prompted to enter a pupil/student surname, it must be entered in full and spelt correctly. Once the required selections have been made, click the OK button to produce the report. Choosing the Report Output Where the report designer has enabled it, you can choose the type of report output, e.g. Excel, HTML, Word List, etc. The availability of this option is indicated by the presence of a drop-down list on the browser toolbar. Select the required output from the drop-down list. How to Run Reports Page 3 of 7

4 Running a Word List Report Use this report output to produce a Microsoft Word document containing a table that fits onto an A4 sheet of paper. The report may have been designed to enable the following settings to be supplied at run-time. Select either the Standard Portrait or Standard Landscape radio button to determine whether you want the report to appear in portrait or landscape format. Running a Word Mailmerge Report This report produces labels or a page for each record returned. The format of the report is defined using a template edited by the report designer. SIMS merges the data from the database with the template. Running a Form Report (RTF) This report produces an RTF Word document that is opened with the application associated with RTF files (e.g. Microsoft Word). The report may have been designed to enable the following settings to be supplied at run-time. 1. Select either the Standard Portrait or Standard Landscape radio button to determine whether you want the report to appear in portrait or landscape format. 2. Select the Show Numeric dates check box if you prefer dates to be presented in number format (e.g ). 3. Click the OK button to produce the report. Running an Excel Report This report produces a list in a Microsoft Excel spreadsheet. This is useful where the number of columns exceeds the width of an A4 sheet and/or where the data needs to be manipulated further, using the additional functionality available in Excel. The report may have been designed to enable the following settings to be supplied at run-time. How to Run Reports Page 4 of 7

5 1. Select the required options as follows: Standard Portrait/Standard Landscape/Report Template Select the Standard Portrait or Standard Landscape radio button according to the required paper orientation. Alternatively, select the Report Template radio button if you have previously designed a template that you wish to use. Divider Frequency This defines the number of records/rows that are grouped and separated by a horizontal line. Increase or decrease the figure as required, using the Up and Down arrows. Number of Fixed Columns This specifies the number of columns that are repeated on continuous printed pages if there is insufficient room to fit all the columns on a single page. Increase or decrease the figure as required, using the Up and Down arrows. Go straight to Print Preview Select this check box if you want the report to open in print preview mode in Excel. Group into separate sheets Select this check box if you want the data in the report to be listed in groups. Where a report has been appropriately designed, it is possible to separate an Excel report into groups of data, with each group displayed in a separate worksheet. Record count Select this check box to insert the total number of records in the top left-hand side of the report, preceded by the text entered in the adjacent field (defaults to Records). 2. Click the OK button to confirm the settings and produce the report. Running a Web Page Report This report creates a tabular report that is saved as an HTML page, and can be viewed using an Internet browser. The report either opens in your Internet browser, or the Export as web page dialog is displayed. How to Run Reports Page 5 of 7

6 1. Enter the file name for the Web Page (the file must have a.htm file extension) or click the Browse button, navigate to the required location and enter the File name. 2. Select the View in browser when web page is created check box if you want to view the report in your Internet browser when it is produced. 3. Click the OK button to produce the report. Running a Text Report This report saves the content of the report as a text file. This can be useful if you want to import the resulting file into another application. The report is either exported and saved as a text file automatically (a message displays the file name), or the Export as Text dialog is displayed. 1. Enter the Filename for the text file and select the required file Format. Alternatively, click the Browse button, navigate to the required location and enter the File name (ensuring that the appropriate file extension is been selected). 2. Click the OK button to produce the report. The report is created and the file is saved to the specified location. More Information Reporting in SIMS handbook. How to Import Report Definitions help sheet (SupportNet Resource Number 9530). How to Preview Reports help sheet (SupportNet Resource Number 10043). All handbooks can be accessed from the Documentation Centre which is launched by clicking the Documentation button on the Home Page in SIMS. Once open, click the Handbooks button and select the required handbook from the Handbooks page. A selection of help sheets is available from the Documentation Centre in SIMS which can be accessed by clicking the Documentation button on the toolbar, then clicking the Help Sheets button. All available help sheets can be obtained from our SupportNet home page ( by clicking the Documentation button, then selecting Help Sheets from the Categories drop-down list. Training Courses For information on training courses, please contact your SIMS Support Provider. Providing Feedback on this Help Sheet If you have any suggestions or comments about this or any of our other help sheets, please How to Run Reports Page 6 of 7

7 Help Sheet Revision History Doc. Version Change Description Date Initial Release 18/01/ Updated for 7.68 to include the new Show All check box which appears in the Run Time Parameters dialog when selecting items on which to filter, e.g. Year or Registration Groups Updated to reflect SIMS new look released with 7.78 plus some general improvements to text. 06/02/06 24/07/ Updated cross references with new documentation location. 05/11/ Help Sheet transferred to the new template 11/09/09 How to Run Reports Page 7 of 7

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