The University of Texas at San Antonio Office of the Vice Provost for Institutional Effectiveness Digital Measures Instructions for Creating Ad Hoc Reports Revised: April 16, 2015
Ad Hoc Reports In this manual you will find: How to log in to Digital Measures. How to create an ad hoc report in Digital Measures. Page i
TABLE OF CONTENTS TOPIC PAGE Introduction... 1 Log in to Digital Measures... 1 Creating an Ad Hoc Report... 2 Page ii
AD HOC REPORTS INTRODUCTION If your security level allows you to access the Run Ad Hoc Reports tool in Digital Measures, you can create reports with specific data that you choose. This allows flexibility in accessing faculty data in Digital Measures. LOG IN TO DIGITAL MEASURES In the address field of your preferred browser, type: http://my.utsa.edu. Click on Digital Measures under Faculty/Staff Resources: You will be taken to the Digital Measures landing page. (You may wish to save this landing page to your Favorites or Bookmarks in your preferred browser.) From the landing page, click on the orange UTSA Digital Measures button on the upper right side of the page to reach the Digital Measures log-in page. Log in using your myutsa ID (abc123) and passphrase. Page 1
CREATING AN AD HOC REPORT Click on Run Ad Hoc Reports on the upper left side of the screen. The following screen will open: Follow the numbered steps under Create a Report. (You will notice that for steps 2-8, there is a link on the right side of the section that says More Information >>. Clicking on these links will provide helpful detailed information about that step, if needed.) Step 1: Select the instrument to use. DM automatically defaults to Activities Database University. It is the only option; you do not need to do anything. Step 2: Select the date range to use. Select the Start Date and End Date that you wish for the report to encompass. Page 2
Step 3: Select the data to include. Click on Click here to select data. A new box will open with all the options checked by default. Uncheck the topmost All Data box. If you wish to display the faculty members college/department on your report, check the box next to Include the most recent. Under Common Items, each category shown represents a corresponding screen in Digital Measures. When you click on the + next to a screen name, all of the fields from that screen will display. These fields correspond to the data entered on that screen in DM, as you can see comparing the two screen shots below. The first graphic shows a partial screenshot of the Personal and Contact Information screen in DM. The second graphic shows the corresponding options under the Personal and Contact Information category when running an ad hoc report. Page 3
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You can select the data that you want to include in your ad hoc report by checking the boxes next to the appropriate fields. Once you have selected the screen/field(s) you wish to include, scroll to the bottom of the box and click on Save. PLEASE NOTE: DM does not have the capability to combine data from multiple DM screens on one ad hoc report. It is best to select only one screen name (category) per ad hoc report; however, you may select multiple fields under that screen name. If you select multiple screen names, DM will create a separate ad hoc report for each screen. If you need to have information from multiple screens on one report, you can choose to run the report in raw data, comma-delimited format, which will display as a Microsoft Excel file and allow you more flexibility in combining and manipulating the data on a spreadsheet. Step 4: Specify text for which to search. This is an optional feature that will allow you to search for data containing specific text. (Click on the More Information>> link to read more detailed information on using this feature.) Step 5: Select how the data should be organized. Click on the drop-down list to select how the report should be organized: by college, department or individual. Step 6: Select whom to include. This step has two elements: First, click on Click here to select data. A new box will open. Depending on your reporting needs, click on College, Department, or Individual. Once you make your selection, a dropdown list will display for you to further specify your choice. For instance, if you choose Department, then you must click on the box by the department for which you want to run a report. Scroll down to click the SAVE button once you have made your selection. Page 5
For the second part of Step 6, select Enabled Accounts Only from the drop-down list beside the label Include these accounts. DM will default to this selection. (If you choose any of the Disabled Accounts options, the report will include those faculty members who are no longer at the university.) Step 7: Select the file format. The default format setting is Microsoft Word and reports are generally more easily readable in Word, Adobe, or HTML format; however, if you wish to manipulate the data, it is best to choose Raw Data, Comma-Delimited format, which will open as a Microsoft Excel file. WARNING: If you have selected a large number of variables and are running the report in a non- PDF file format, the reporting mechanism will stall when it reaches 20,000 items and the following error message will display: You can either edit your report to request less data (perhaps running several different reports in Raw Data, Comma-Delimited format and then combining data into one Excel file) or you can opt to run it as a PDF file. Step 8: Select the orientation and paper size. The default setting is landscape orientation and letter-sized paper, but you may wish to select a different orientation/paper size from the drop-down list. When you have completed all eight steps above, click on Continue at the bottom of the screen. Review the Report Criteria After you click on Continue, a new screen will display with the parameters and criteria you have selected for the ad hoc report in the grey box. (An example screen shot can be seen on the next page.) Page 6
If you wish to change any of the criteria or parameters, you may click on <Change> next to the section you want to edit. You will be taken back to the appropriate place to make the desired change. The options in the bottom half of the screen allow you to select how the report displays. You may leave this as it defaults or make a different selection. Once you are satisfied with the criteria and parameters, click on Build Report. Your document will open; you may review, edit, print, and/or save the document. (Remember that any changes you make to the document will not transfer to Digital Measures.) Page 7