SKYWARD. Data Mining. Quick Reference Guide

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1 SKYWARD Data Mining Quick Reference Guide

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3 Table of Contents Data Mining How to Get to Data Mining 1 Filter Reports - All Reports 2 Filter Reports - All My Reports 3 Run an Existing Report 4 Create a New Report 5-9 Edit a Report 10 Clone an Existing Report Delete Your Unwanted Reports 14 Search for a Report 15

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5 How to Get to Data Mining From the Skyward Home Page 1. Click the Students button. 2. Click the Student Data Mining button. 3. If the filter menu appears: a. Select All Reports to view all reports in the system. b. Select All My Reports to view only those reports you have created. c. Click the Apply Filter button. 1

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7 Filter Reports All Reports Lists all reports currently in the system. 1. If All Reports is currently not selected: a. Click the Filter Options button located on the right side of the screen. b. Select All Reports to view all reports in the system. c. Click the Apply Filter button. 2. You cannot delete or edit someone else s report (those buttons are grayed out when you ve selected someone else s report). 3. You may clone someone else s report and edit it (see pages for steps on how to clone a report). 2

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9 Filter Reports All My Reports Lists only those reports you have created. 1. If All My Reports is currently not selected: a. Click the Add Filter button located on the right side of the screen. b. Select All My Reports to view only those reports you have created. c. Click the Apply Filter button. 3

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11 Run an Existing Report 1. Select a report from the list. 2. To preview only the first 10 records of a report, click the Preview First 10 Records button. This is a good way to test before running the entire report. a. Wait for the report to finish processing, and then click the Display Report button. Note: You ll get a note on the report noting that it was aborted. This is normal. 3. To open the report in PDF format, click the Print button: a. Wait for the report to finish processing, and then click the Display Report button. 4. To open the report in Excel, click the Excel button: a. Wait for the report to finish processing, and then click the Display Report button. b. Click the Open button. 4

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13 Create a New Report 1. Click the Add button. 2. Report Information tab: a. In the Report Name field, type a name for your report. This is the name that shows up in the report list. Note: Be sure to begin the report name with your your 3-digit campus number. If you do not do this your report may be deleted. b. In the Report Title field, type a title for your report. This is the title that shows up on the report heading. c. Select portrait or landscape for report orientation. Note: If you create a report with enough data in it to make a line that s too long for portrait, it will switch to landscape. d. Click the Save and Add Fields button. This will open the Fields tab. 5

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15 Create a New Report continued 3. Fields tab: There are two options for adding fields to a report: Field selection and Field Search. a. Field Selection button: 1. Select a field area. 2. Double-click the field you would like to add to the report. Note: Items with a highlighted background break down into additional fields. 3. Repeat steps 1-2 to add all desired fields to the report. b. Field Search button: 1. In the Field Lookup box, type a keyword pertaining to the field you are looking for. Ex. grade. 2. This returns a list of all fields that match the keyword. 3. Double-click the field you would like to add to the report. 4. Repeat steps 1-3 to add all desired fields to the report. c. The fields you selected appear in the Fields on Report box. Use the Up and Down buttons to rearrange them in the desired order. 6

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17 Create a New Report continued d. When finished, click the Save and Back button. 4. Ranges tab (optional): a. Click the Ranges tab located on the left side of the screen. b. Click the Edit button. c. Set ranges for any of the fields chosen for your report. d. You can uncheck the Print Field on Report button if you want to use a field for selection/sorting, but not print it on the report. e. When finished, click the Save button. 5. Sorting tab (optional): a. Click the Sorting tab located on the left side of the screen. b. Click the Edit button. c. In the Selected Fields box, doubleclick the fields you would like to sort by. d. The fields you selected appear in the Selected Sorts box. Use the Up and Down buttons to rearrange them in the desired sorting order. 7

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19 Create a New Report continued e. In the Break section, choose the type of break you would like to have between each field. You may choose a different type of break for each field. f. Place a check in the Count box if you would like to include a total of each value that appears in a particular field. g. When finished, click the Save and Back button. 6. Selected Students tab (optional): a. Click the Selected Students tab located on the left side of the screen. b. Click the Edit button. c. In the Student field, type the Skyward alphakey for a student you would like to include on the report. d. Click the student s name once it appears in the list. 8

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21 Create a New Report continued e. Click the Add button or press enter. f. Repeat these steps to add as many students as you wish. g. When finished, click the Save and Back button. 7. Running the Report: a. Click the Preview First 10 Records button to run only the first 10 records of the report. This is a good way to test before running the entire report. Note: You ll get a note on the report noting that it was aborted. This is normal. b. Click the Print button to run the entire report. Wait for the report to finish processing, and then click the Display Report button. c. Click the Excel button to open the report in Excel. Wait for the report to finish processing, and then click the Display Report button. Click the Open button. 9

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23 Edit a Report You may edit a report you have created. 1. Select a report you have created. 2. Click the Edit button located on the right side of the screen. 3. You may make changes to any area(s) of the report. Click on the appropriate button (Report Information, Fields, Ranges, Sorting, or Selected Students) to access that particular area. 4. Click the Edit button on the screen where you will be making changes. 5. Click the Save (or Save and Back) button on each screen where changes are made. 10

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25 Clone an Existing Report 1. Select the report you would like to clone. 2. Click the Clone button located on the right side of the screen. 3. Report Information tab: a. In the Report Name field, type a name for your report. This is the name that shows up in the report list. Note: Be sure to begin the report name with your your 3-digit campus number. If you do not do this your report may be deleted. b. In the Report Title field, type a title for your report. This is the title that shows up on the report heading. c. Select portrait or landscape for report orientation. Note: If you create a report with enough data in it to make a line that s too long for portrait, it will switch to landscape. d. Click the Save and View Ranges button. This will open the Ranges tab. 11

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27 Clone an Existing Report continued 4. Ranges tab: a. Click the Edit button. b. Change ranges for any of the fields chosen for your report. c. You can uncheck the Print Field on Report button if you want to use a field for selection/sorting, but not print it on the report. d. When finished, click the Save button. 5. Running the Report: a. Click the Preview First 10 Records button to run only the first 10 records of the report. This is a good way to test before running the entire report. Note: You ll get a note on the report noting that it was aborted. This is normal. b. Click the Print button to run the entire report. Wait for the report to finish processing, and then click the Display Report button. 12

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29 Clone an Existing Report continued c. Click the Excel button to open the report in Excel. Wait for the report to finish processing, and then click the Display Report button. Click the Open button. 13

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31 Delete Your Unwanted Reports 1. To delete unwanted reports you have created or cloned: 2. If All My Reports is not selected a. Click the Filter Options button. b. Select All My Reports. c. Click the Apply Filter button. 3. Highlight the report you would like to delete. 4. Click the Delete button on the right side of the screen. 5. Click Yes on the warning message. 6. You cannot delete or alter a report created by someone else, only those you have created. 14

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33 Search for a Report 1. There are several ways to search for a report. a. Click the arrow buttons located in the bottom left corner of the screen to move to next set of records. Keep doing this until you see the report you are looking for. b. Click the letter/number that the name of the report begins with. The list of letters and numbers is located at the bottom of the screen. If you still do not see the report in the list, click the right arrow button to advance the screen to the next set of records. c. Type the name of the report in the Report Name field, and then press Enter. If you still do not see the report in the list, click the right arrow button to advance the screen to the next set of records. 15

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