The ad hoc reporting feature provides a user the ability to generate reports on many of the data items contained in the categories.

Transcription

1 11 This chapter includes infrmatin regarding custmized reprts that users can create using data entered int the CA prgram, including: Explanatin f Accessing List Screen Creating a New Ad Hc Reprt Running an Ad Hc Reprt frm the List Screen Editing an Existing Ad Hc Reprt Using the "Save As" Optin Deleting an Ad Hc Reprt Helpful Hints Explanatin f The sectin allws users t create and custmize reprts using the data items in the CA prgram. Because there are s many data items in the CA prgram, the data needs t be rganized int different database tables. Each categry is an alias fr a database table within the prgram. The categries are cmprised f fields frm the database and sme special fields, which can be tw fields cmbined tgether (e.g., "SA General - Name" is first name and last name) r a result f a database prcedure (e.g., "SA Award Revenue Dist. Amunt"). The ad hc reprting feature prvides a user the ability t generate reprts n many f the data items cntained in the categries. There is a list f tables and fields within the CA prgram prvided as a supplement t the CA User Guide. The list will assist users with identifying the tables in the prgram alng with the names f each data item within the categries. There are sample ad hc reprts psted n the CA website at NCAA.rg as a supplement t the CA User Guide. 11-1

2 Accessing The screens described in this chapter are accessed by clicking "Reprting" and then "" in the Accunt Links menu n the left side f the screen. List Screen The List screen includes all ad hc reprts that were created by users in the CA prgram, as well as reprts prvided by the NCAA natinal ffice (dented by "admin" in the "Created By" clumn). The List screen includes the title f the reprt, a descriptin f the reprt, the username f the user wh created the reprt and the ptin t run the reprt directly frm the List screen. Creating a New Ad Hc Reprt Users may create an ad hc reprt t generate an utput f virtually any data that is stred in the CA prgram. Hw t Create a New Ad Hc Reprt 1. Click the "New Reprt" buttn. 11-2

3 2. A Reprt Detail screen appears. This screen allws the user t create a title and descriptin fr the reprt, as well as indicate the size and weight f the fnt. a. Enter a title fr the reprt in the "Title" field. Nte that this field is highlighted in yellw; therefre, data is required in this field befre the user can mve t the next screen. b. The "Descriptin" field allws the user t enter a detailed descriptin/summary f the reprt. c. The "Line Fnt" field sets the size and weight f the data n the reprt. The "Heading Fnt" field sets the size and weight f the headings n the reprt. The "Label Fnt" field sets the size and weight f the data labels n the reprt. T change the fnt infrmatin, click the "Edit" buttn t the right f the field t be changed. Chse frm "Times," "Helvetica" r "Curier" in the "Fnt Family" field. Change the "Fnt Size" (ranges frm six pint t 24 pint) and/r the "Fnt Weight" (i.e., "Bld" r "Lighter"), if necessary. Click the "OK" buttn t return t the Reprt Detail screen. 11-3

4 d. Click the "Next" buttn t mve t the next screen. Nte that the "Previus" buttn may be used t return t the previus screen. Als nte that headings appear near the tp f the screen that can be used t pen any f the screens that are invlved in creating an ad hc reprt. If the user clicks the headings at the tp f the screen t make changes t different screens, the "Next" buttn may need t be clicked t mve t the "Save/Run" screen in rder fr the changes t take place. Therefre, if it appears that a change has nt been made, try clicking the "Next" buttn instead f clicking the heading t get t the "Save/Run" screen. 3. A Reprt Tables screen appears. This screen allws the user t indicate the primary tables frm which data items will be chsen fr the reprt. a. T select a primary table, click the name f the table in the bx n the left side f the screen and the table will becme highlighted. [Fr assistance in selectin(s) see list f primary tables, sub tables and fields in the CA User Guide Appendix CA Fields Dcument.] 11-4

5 b. Click the "Frward" (right) arrw buttn between the bxes t mve the table t the bx n the right side f the screen. Data items frm tables added t the bx n the right side will be available t add t the ad hc reprt. c. If a primary table is incrrectly selected and actually shuld nt be n the reprt, the table can be mved back t the bx n the left side f the screen by highlighting the table name and clicking the "Back" (left) arrw buttn between the bxes. d. Once a primary table is selected (nly ne primary table may be selected per reprt), the screen will refresh and the sub tables f the primary table will appear in the bx n the left side f the screen. e. T select sub tables, click the name f a sub table in the bx n the left side f the screen and the table will becme highlighted. f. Click the "Frward" (right) arrw buttn between the bxes t mve the table t the bx n the right side f the screen. g. T select anther sub table, repeat these steps. 11-5

6 Nte that mre than ne sub table may be selected n a reprt. If creating a reprt with student-athlete data, the "Student Infrmatin" table will be the primary table. Adding the "Student Years" sub table t a reprt will prvide ther tables that are nt seen when nly the "Student Infrmatin" table is selected (e.g., "SA Sprt," "SA Aid Award," "SA Cntinuing Eligibility"). These tables cntain infrmatin that is different fr a student-athlete in each academic year. Nte that the "Student Years" sub table cntains a data item called "SA Years Sprt Aid Cunts." This field shuld be used n a reprt when a student-athlete's name shuld nly appear fr the sprt in which his r her aid cunts (e.g., when running a reprt cntaining financial aid infrmatin). If this field is used, the "SA Sprt" table shuld nt be n the reprt r it will cause names t be listed mre than ne time. See the Reprt Filter sectin fr mre infrmatin n hw t prevent names frm appearing multiple times. h. Once all the sub tables needed are selected click the "Next" buttn. 4. A Reprt Fields Selectin screen appears. This screen allws the user t chse the data items (frm the previusly selected tables) t appear n the ad hc reprt. a. The "Available Fields" bx n the left side f the screen cntains the data items available in the selected sub tables that were chsen fr the reprt. The "Selected Fields" bx n the right side f the screen cntains the data items that will appear n the reprt. 11-6

7 T select a data field, click the name in the "Available Fields" bx t highlight the field and click the single "Frward" (right) arrw buttn t mve it t the "Selected Fields" bx. Please nte that multiple fields may be highlighted by hlding dwn the "Cntrl" key n the keybard while clicking the fields. If the "Duble Frward" (right) arrw buttn between the bxes is clicked, all data items frm the "Available Fields" bx will be transferred t the "Selected Fields" bx. If data items in the "Selected Fields" bx actually shuld nt be n the reprt, the data items can be mved back t the "Available Fields" bx by highlighting the field and clicking the single left arrw buttn (t bring individual fields), r by clicking the "Duble Back" (left) arrw buttn (t bring all fields). b. The data fields will appear n the reprt in the same rder in which they appear in the "Selected Fields" bx. T change the rder f the data fields n a reprt, click the name f the data field and click the "Up" buttn r the "Dwn" buttn in rder t rearrange the rder f the list. The data field listed at the tp f the list will appear as the first clumn n the reprt. Once the data fields are selected and the rder is determined, click the "Next" buttn t mve t the next screen. 5. A Reprt Fields Detail screen appears. This screen allws the user t define varius aspects f the data fields that will appear n the reprt. 11-7

8 a. The "Name" field lists the data fields chsen by the user. b. The "Label" field shws the title f the clumn header fr that field. Nte that the user may change (custmize) the label given by the CA prgram. Fr example, the "Schl Sid Number" label culd be changed t "ID" r "Student ID." c. The "Frmat" field appears fr numeric fields and the user may mdify the frmatting f the field if necessary (e.g., $00.00, day/mnth/year). d. The "Length" field is used t change the character length f a field (e.g., 25). e. The "Break Field" check bx is used t grup the data by a particular field (e.g., by "Sprt" r by "Name"). If a check mark is placed in the "Break Field" fr a particular data item, when running the reprt, the "Style" f reprt shuld be changed frm "Table" t either "Grup" r "Grup Abve." f. The "Mre Inf " buttn allws the user t mdify the fnt infrmatin fr a particular field if it shuld be different than what was specified n the Reprt Detail screen fr the reprt. The "Mre Inf" buttn als prvides the ability t have a data item "Cunt," "Sum" r "Average" (using the "Functin Type" field) and t include labels fr thse functins. 11-8

9 Click the "Mre Inf" buttn. Change the fnt infrmatin fr this particular data item, if necessary. Click the drp-dwn bx fr the "Alignment" field and indicate whether the value fr the data item shuld appear "Right," "Left" r "Center" under the clumn header. The "Functin Type" drp-dwn bx allws the user t chse t either "Cunt," "Sum" r "Average" a particular data item. Cunting a data item is helpful if the user needs t knw the number f student-athletes in a particular grup, fr example. Summing r averaging a numerical data item is helpful when running reprts cntaining financial aid data. T find the ttal number f instances that a particular data field is reprted (e.g., number f recruited student-athletes in each sprt), chse "Cunt" frm the "Functin Type" drp-dwn bx. The "Subttal Label" field is used t indicate the title fr the "Cunt," "Sum" r "Average" ttal. Fr example, if the user wants t reprt the number f recruited student-athletes in each sprt, chse "Cunt" frm the "Functin Type" field fr the "SA General Name" field, and type "# f Recruited SAs in $breakvalue:" in the "Subttal Label" field. The "$breakvalue" will be replaced by the value f the break clumn befre a break ccurs. (A "break" is the cnditin f a clumn value changing t a new value.) In this example, a check mark was placed in the "Break Field" bx fr "SA Years Sprt Aid Cunts." Therefre, when the reprt is run, each sprt is listed separately and a ttal number f recruited student-athletes appear at the bttm f each sprt with the label created. 11-9

10 The "Ttal Label" field is used t indicate the title fr the grand ttal label at the end f the "Cunt," "Sum" r "Average." In this example where a cunt is being prvided fr the number f recruited athletes in each sprt, type "Ttal # f Recruited SAs in all sprts:" and this will ttal all f the individual sprt ttals fr the grand ttal. Click the "OK" buttn. g. Click the "Next" buttn t mve t the next screen. 6. The Reprt Filter screen appears. This screen is used t filter ut recrds that match a certain criteria (e.g., specific academic year, specific sprt, and specific fund cde). The user creates a statement abut a data field that is used t find all recrds that meet that statement. This statement is called a "criteria." The criteria are rganized in grups s that cmplex Blean lgic can be used (i.e., AND/OR lgic) a. Fr example, t create a reprt that includes nly recruited student-athletes in the academic year, add the fllwing filters: Click the "Add Criteria" buttn. Chse "SA Year Academic Year" frm the first drp-dwn bx. Chse "Equals" frm the secnd drp-dwn bx. In the last field type the value "2006" (t prduce data frm the year, nly "2006" shuld be entered). The criteria shuld read: "SA Year Academic Year Equals 2006." Click the "Add Criteria" buttn again. Chse "SA General Recruited" frm the first drp-dwn bx. Chse "Equals" frm the secnd drp-dwn bx. In the last field type the value "Y" (fr "Yes")

11 The criteria shuld read: "SA General Recruited Equals Y." b. As anther example, t create a reprt that includes nly student-athletes in the academic year that have the last name beginning with "A" r "B," add the fllwing filters: Click the "Add Criteria" buttn. Chse "SA Year Academic Year" frm the first drp-dwn bx. Chse "Equals" frm the secnd drp-dwn bx. In the last field type the value "2006" (t prduce data frm the academic year, nly "2006" shuld be entered). The criteria shuld read: "SA Year Academic Year Equals 2006." Click the "Add Grup" buttn. Chse "OR" frm the Lgic Cnjunctin drp-dwn bx. Click the "Add Criteria" buttn. Chse "SA General Last Name" frm the first drp-dwn bx. Chse "Like" frm the secnd drp-dwn bx. In the last field type the value "A%" (nte that that the % functins as a wildcard). The criteria shuld read: "SA General Last Name Like A%." Click the "Add Criteria" buttn. Chse "SA General Last Name" frm the first drp-dwn bx. Chse "Like" frm the secnd drp-dwn bx. In the last field type the value "B%" (nte that that the % functins as a wildcard). The criteria shuld read: "SA General Last Name Like B%." 11-11

12 c. Nte that the same cncept culd be used fr creating a financial aid reprt listing student-athletes wh receive either Pell Grants r athletics grants, fr example. The tw criteria in the "OR" grup wuld be "SA Award - Fund Cde Equals PELL" and "SA Fund Cde Equals ATHL" (r whatever institutinal fund cdes are used fr thse types f aid). d. Fr thse users wh understand Blean lgic, the fllwing examples have been prvided t allw fr mre cmplex AND/OR scenaris n the Reprt Filter screen. C1 r C2 r (C3 and C4) - OR - C1 - C2 -AND -C3 -C4 C1 and (C2 r (C3 and C4)) - AND - C1 - OR - C2 -AND -C3 -C4 e. The "Ask at Runtime" ptin fr each criteria prvides the user with flexibility when running the reprt. If "Yes" has been selected in the "Ask at Runtime" drp-dwn bx fr a particular criteria, prir t generating the reprt the CA prgram will require the user t enter a value fr that criteria. Fr example, if "Yes" is chsen fr "Ask at Runtime" fr the "SA General Recruited Equal Y" criteria, the user will be able t enter either "Y" (fr "Yes") r "N" (fr "N") fr the criteria each time the reprt is run. This feature creates the capability f having ne ad hc reprt that may be used t generate reprts n any subset f data. f. Nte that when creating filters, it is imprtant that the value be typed exactly the way it is stred in the CA prgram

13 Fr example, the value fr the "Recruited" field is stred as "Y" r "N" instead f "Yes" r "N." If "Yes" is typed in the value field, n recrds will be fund and n names will appear n the reprt. Als, if "Female" is typed in the value field fr the "Gender" field, n names wuld appear n the reprt since that field is stred by "F" rather than "Female." If a filter is created fr "Sprt Cde," nte that the three-letter cde fr the sprt must be typed in capital letters in rder fr the reprt t generate data. The cdes fr sprts can be fund n the Sprts Spnsrship sectin f the Setup area. Sme chices in a drp-dwn bx are stred as numbers in a list (e.g., "1," "2"). If a filter is created that causes n infrmatin t appear n the reprt, the user shuld type a different value fr the criteria since it may be stred differently in the backgrund f the CA prgram. g. It is imprtant t nte that filtering by an academic year is essential in rder t receive nly the data fr ne academic year (and nt all f the years that the student-athlete has data in the CA prgram). The "SA Years Academic Year Equals (year)" filter shuld be used n reprts invlving student-athlete data that shuld be reprted fr ne academic year. If running reprts with eligibility infrmatin, academic year filters als may be necessary fr the tables used in the Eligibility area (e.g., "SA Terms Academic Year"). h. Users als may find that names are listed multiple times n an ad hc reprt. This may be caused by the lack f the academic year filters (as mentined abve), r it may have t d with the use f the "SA Sprt" table n a reprt. The fllwing is an explanatin f hw t eliminate names appearing multiple times n an ad hc reprt. Using the "SA Year - Sprt Aid Cunts" field will reprt student-athletes nly in the sprt in which their aid cunts, which is what is needed fr many reprts, including thse with financial aid data s the aid is nt listed fr each sprt in which the athlete participates. If this field is used, the "SA Sprts - Sprt Cde" field (r any field frm the "SA Sprt" table) shuld nt be used. The "SA Sprt" table actually shuld nt even be selected n the reprt. This is because when the "SA Sprt" table is added t a reprt; it causes names t be shwn multiple times since it lists them ne time fr every sprt in which they participate. If it is necessary t have a field frm the "SA Sprt" table n the reprt and/r the student-athlete shuld be listed fr each sprt in which he r she participates, it is pssible fr the reprt t nt list names multiple times. In this case, the "SA Year Sprt Aid Cunts" field shuld nt be used and the "SA Sprts Sprt Cde" field shuld be used instead. The student-athlete will be listed fr each sprt in which he r she participates, but if the "Break Field" check bx n the Reprt Fields Detail screen is checked fr "SA Sprts Sprt Cde," then student-athlete names will 11-13

14 appear ne time under their respective sprt names. When running a reprt in which the "Break Field" has a check mark, the "Style" drp-dwn bx n the Save/Run screen shuld be changed frm "Table" t either the "Grup" r "Grup Abve" ptin. This will then cause the sprts t be listed separately and names listed ne time. If these instructins have been fllwed and names still appear multiple times, ensure that the crrect academic year filters have been created (as explained in the item abve). i. Once the reprt filters have been cmpleted, click the "Next" buttn t mve t the next screen. 7. The Reprt Srt screen appears. This screen allws the user t indicate if data fields will appear alphabetized in ascending r descending rder n the reprt. Nte that if a reprt uses the "Break Field" ptin fr a data item n the Reprt Fields Detail screen, that data item will autmatically appear in the "Srt Order" selectin bx n the right side f the screen. a. T select a data field t be srted (alphabetized) n the reprt, click the field in the "Available Fields" bx t highlight the field and click the "Single Frward" (right) arrw buttn t mve it t the "Srt Order" bx

15 Please nte that multiple fields may be highlighted by hlding dwn the "Cntrl" key n the keybard while clicking the fields. If the "Duble Frward" (right) arrw buttn between the bxes is clicked, all data items frm the "Available Fields" bx will be transferred t the "Selected Fields" bx. b. If data items in the "Srt Order" bx actually shuld nt be in that bx, the data items can be mved back t the "Available Fields" bx by highlighting the name and clicking the "Single" (left) arrw buttn (t bring individual fields), r by clicking the "Duble Back" (left) arrw buttn (t bring all fields). Data fields in the "Srt Order" bx that are highlighted in grey will be in ascending rder n the reprt (A t Z). Data fields in the "Srt Order" bx that are highlighted in red will be in descending rder n the reprt (Z t A). T change the srt rder, duble click the name f the data field and it will turn frm grey t red r red t grey. d. The rder in which the data fields are srted is dictated by the rder in which they appear in the "Srt Order" bx n the right side f the screen. T change the srt rder f the data fields, click the name f the data field t be mved. Click the "Up" buttn t mve it up in the list r the "Dwn" buttn t mve it dwn in the list

16 If the field being mved has a check mark in the "Break Field" n the Reprt Fields Detail screen, the rder f the data items cannt be changed and a warning will appear n the screen that "This item can nt be mved." e. Once the "Srt Order" data fields are cmpleted, click the "Next" buttn t mve t the next screen. 8. The Reprt Heading screen appears. This screen allws the user t create a header fr the reprt. a. The CA prgram autmatically places the "Title" f the reprt (as entered n the Detail screen) in the middle header ptin. In the tp right psitin, the system will print the user ID number ($user.userid) f the persn running r printing the reprt. It als autmatically places the date ($date) in the tp left psitin f the 11-16

17 reprt. Nte that the "date" field will put the current date n the reprt and the user des nt need t mdify this field. b. T edit the reprt name, click n the reprt name link. c. A "Heading Line" bx appears t view the text r fnt infrmatin. Mdify the infrmatin as necessary and click the "OK" buttn when dne. d. If ther infrmatin shuld appear n the header f the reprt, click the "Edit" line in the area f the reprt where text shuld appear, and add text and fnt infrmatin. Click the "Edit" link n the left side f the screen t add text that will appear at the tp left side f the reprt. Click the link in the middle f the screen t add text that will appear in the tp middle f the reprt. Click the "Edit" link n the right side f the screen t add text that will appear at the tp right side f the reprt. Click the "OK" buttn when the Heading Line bx infrmatin has been cmpleted. e. T add additinal lines f text, click the "Add Line" buttn and additinal "Edit" links appear. Nte that clicking n the "Add Line" buttn als allws the user t add blank lines in a reprt

18 f. T delete a line f text, click the "Delete Line" buttn next t the "Edit" link fr the line f data t be remved. g. Click the "Next" buttn when all lines have been cmpleted t mve t the next screen. 9. The Reprt Run screen appears. This screen allws the user t navigate t a "Previus" page, "Save" and "Run" the reprt. It als allws the user t select frm "Frmat," "Style," "Page Size" and "Page Orientatin" ptins. a. The "Frmat" field ptins cnsist f "HTML" and "PDF." Please nte that if a reprt will be printed r ed, the "PDF" ptin shuld be used since the "HTML" frmat may cut ff data at the bttm f pages when it is printed. b. The "Style" field ptins include "TABLE," "GROUP," "CSV," "GROUP ABOVE" and "TAB DELIMITED." The "TABLE" style will reprt the data in a spreadsheet frmat. It has clumn headers, and the data is listed in cells beneath the headers

19 The "GROUP" style lks similar t the "Table" style, but items can be gruped tgether and summarized by grup, in additin t having a grand ttal (using the "Functin" ptin within the "Mre Inf" buttn n the Reprt Fields Detail screen). The reprt lks best if gruped data fields are listed first n the Reprt Srt screen. Nte that if the "Break Field" check bx is checked fr a field, the "Grup" ptin will list each grup separately. The "CSV" (Cmma Separated Value) style can be used t imprt data int a spreadsheet r database, as well as fr a mail merge. Nte that the "Instructins t Generate Labels" dcument n the CA prgram explains hw t use the "CSV" ptin t prduce labels. Name,Schl Sid Number,Recruited,Sprt Aid Cunts The "GROUP ABOVE" style is just like the "Grup" reprt, except that the fields chsen fr gruping are listed abve the rest f the fields. Nte that the "Break Field" check bx n the Reprt Fields Detail screen must be checked fr a field in rder fr the "Grup Abve" ptin t list each grup separately. In the example belw, the "SA Years Sprt Aid Cunts" field has a check mark in the "Break Field" s the reprt is gruped by sprt and the "Sprt Aid Cunts" is n lnger a clumn n the reprt. The "TAB DELIMITED" style separates the data by tabs which allw users t imprt data int a spreadsheet r database, as well as fr a mail merge. c. The "Page Size" ptin identifies the size f paper fr the reprt. The ptin "Letter" is the standard paper size

20 d. The "Page Orientatin" field cntains ptins f either "Prtrait" r "Landscape." e. Click the "Save" buttn t save the reprt in the List. Nte that when changes are made t the reprt, the "Save" buttn shuld be clicked befre running the reprt in rder fr thse changes t be saved. f. Click the "Run" buttn t view the reprt n the screen. If the "Ask at Runtime" was cmpleted as "Yes" fr any f the criteria n the Reprt Filter screen, then the criteria will appear when running the reprt and the user will need t enter the value fr the criteria in the yellw field. In the example belw, if the reprt shuld be run separately by sprt, a filter fr "SA Year Sprt Aid Cunts Equals Ask at Runtime" culd be added s the sprt cde can be entered when running the reprt instead f needing t save a different cde each time n the Reprt Filter screen. Remember that a value must be typed exactly the way it is stred in the backgrund f the CA prgram r the reprt will nt prduce any data. See the Reprt Filters screen descriptin fr mre infrmatin. After the runtime value is entered, click the "Run" buttn. Nte that if it appears that a change has nt been made when running the reprt, it may be due t clicking the headings at the tp f the screen instead f using the "Next" buttn. Therefre, the "Next" buttn may need t be clicked t mve t the Save/Run screen in rder fr the changes t take place

21 Running an Ad Hc Reprt frm the List Screen An ad hc reprt may be run during the creatin r mdificatin f the reprt, r it may be run directly frm the List screen nce the reprt has been saved. Hw t Run an Ad Hc Reprt frm the List Screen 1. Click the "Run" ptin in the last clumn f the List screen fr the chsen reprt. 2. Chse the desired ptins frm the "Frmat," "Style," "Page Size" and "Page Orientatin" fields as described in Step N. 9 n Page N. 15 fr the Reprt Run screen. 3. If applicable, enter any "Ask at Runtime" cnditins and click the "Run" buttn. Editing an Existing Ad Hc Reprt Once reprts have been saved, they appear n the List screen and may be edited. Nte that reprts created by the NCAA natinal ffice (dented by "admin" in the "Created By" clumn n the List screen) may be mdified, but changes may nt be saved since thse reprts must remain as created s that all users have access t the same reprt. Hw t Edit an Existing Ad Hc Reprt frm the List Screen 1. On the List screen, click the title f the reprt. 2. Edit the apprpriate areas n the different screens f the reprt, clicking the "Next" buttn t mve t the next screen

22 3. Click the "Save" buttn n the last screen t save any mdificatins t the reprt. 4. Click the "Run" buttn t view the reprt. Using the "Save As" Optin The "Save As" ptin allws the user t take an existing reprt, chse t "Save As" and make mdificatins t the new reprt withut changing the riginal reprt. This ptin helps users save time in making mdificatins r additins t an already useful reprt withut having t recreate the entire reprt. Nte this ptin des nt apply t reprts dented as "admin" in the "Created By" clumn n the List screen as mentined abve in this sectin. Hw t Create an Ad Hc Reprt Using the "Save As" Optin 1. Click the title f a reprt n the List screen. 2. Click the Save/Run tab in the tp right crner f the screen. 3. In the "New Title" field, type the name f the new reprt (e.g., "Cpy f Example Reprt"). 4. Click the "Save As" buttn. 5. The List screen appears with a message in the tp left crner stating that the "Reprt was saved successfully." 6. Click the name f the new reprt in the List. 7. Edit the apprpriate areas n the different screens fr the reprt, clicking the "Next" buttn t mve t each next screen. 8. Click the "Save" buttn n the last screen t save any mdificatins t the reprt

23 9. Click the "Run" buttn t view the reprt. Deleting an Ad Hc Reprt Ad hc reprts created by a user may be deleted; hwever, reprts created by the NCAA natinal ffice (dented by "admin" in the "Created By" clumn n the List screen) may nt be deleted. Hw t Delete an Ad Hc Reprt frm the List Screen 1. Click the title f the reprt n the List screen. 2. The Reprt Fields Detail screen appears. a. Click the "Delete Reprt" buttn. b. A dialg bx will appear asking, "Are yu sure yu want t delete this recrd?" Click the "OK" buttn t delete the reprt permanently and return t the List screen. Click the "Cancel" buttn t keep the reprt. Helpful Hints Becme familiar with data fields in the CA prgram befre attempting the ad hc reprting feature. Start simple when creating reprts. If using filters, add ne criteria and then run the reprt t see if data appears. G back t the Reprt Filter screen and add ther criteria. Run the reprt again t ensure that data appears. Cntinue this prcess until the desired result is achieved. If multiple data items and multiple filters are added initially, the reprt may generate n data and it will be difficult t determine what is causing the prblem. Once reprts are created in an academic year, they are created fr all years and may be mdified apprpriately t receive crrect academic year infrmatin (e.g., by using the "SA Years Academic Year" filter). If the reprt shuld list student-athlete data fr nly ne academic year, create a filter n the Reprt Filter screen fr "SA Years Academic Year Equals (year)." Make sure t use the secnd part f the academic year when typing the value fr the year criteria (e.g., fr data, type "2006" as the value fr the academic year filter). If there shuld be multiple years f data n the reprt, d nt create an academic year filter n the Reprt Filter screen. Instead, chse t "Grup" by academic year (by clicking the "Break Field" ptin fr an academic year data item n the Reprt Fields Detail screen 11-23

24 and chsing the "Grup" r "Grup Abve" ptin in the "Style" drp-dwn bx when running the reprt). See the Reprt Filter sectin in this chapter fr mre infrmatin n hw t stp names frm appearing multiple times n a reprt. Have fun with ad hc reprting since it can prvide tremendus reprting capabilities f data that has been entered int the CA prgram