ReportingatEIU SincethetransitiontoBanner,reportingatEIUhaschangeddrastically.Fromthe toolsweusetoretrievedata,totheprocessesinstalledtoensureefficiency,the changeswehavemaderequiresomeeducationtounderstand.thisdocumentis intendedtohelpeducatetheusercommunityonthereportsthatareavailable, theprocessesthatallowaccesstodataandthetoolsusedtodeliverthe information. 1
TableofContents GettingStarted...3 ReportingTools...4 Argos...5 CrystalReports...9 Reportal... 10 DataExtraction... 15 Data/ReportAccess... 16 ContactInformation... 16 2
GettingStarted Whensearchingforareportthatcontainstheinformationyouneed,startwith theeiureportingwebsite(http://www.eiu.edu/~reporting).here,youwillfind thereportrepository,whichcontainsthedescriptionsofstandardreportsfrom acrosscampus.theremayalreadybeareportoncampusthatcontainsthe informationyouneed.onthereportingsite,youwillfindthecontactinformation forthearea/personresponsibleforeachreport. Intheeventareportdoesnotalreadyexistwiththeinformationyouneed,a requestforprogrammingmaybesubmitted.therequestformsresideonthe reportingwebsiteunder Forms.Onceyou,theuser,submittherequestonline, theformwillbedeliveredautomaticallytotheappropriateperson.youmaybe contactedtofurtherdiscussyourneeds. Toretrieveyourdata,youwillneedtobefamiliarwiththetoolsusedfor displayingtheinformation.thefollowingsectionsdescribethereportingtools youmayneedtoretrieveyourreport. 3
ReportingTools Inthepast,EIUutilizedamainframesystemforstoringinformation.Sincethe conversiontobanner,eiuhaschangedthewaydataisstoredandretrieved.in anefforttodeliverdatamoreefficiently,thereportingtoolsusedateasternhave alsochanged. Themainreportingtoolsare: Argos RePortal CrystalReports Bannerreports DataExtraction Thefollowingpageswilltakeacloserlookateachtool. 4
Argos Argosisaweb basedreportingtoolusedbyinstitutionsthatalsousethebanner database.argosisareportcreationsoftwareandareportdeliverytool. Itcontainsahierarchicallistofthedifferentmodulesoncampus(Student,Human Resources,Finance,etc ).Differentdepartmentsandentitieshavesubfolders insideeachmodulefolder.insidethesefoldersyouwillfindalistofreportsto whichyouhavebeengrantedaccess. ThefollowingisastepbystepdemonstrationonhowtoaccessArgosandviewa report: ArgosReportViewingInstructions Step1:IfyouhavenotalreadyaskedforaccesstoArgos,youneedtocontact thereportwriterwithwhomyouhavebeenworking.thereportwriterwill contactthenecessarypersonneltosetuptheproperaccess. Step2:OpenInternetExplorer,typehttp://argossrv:8080/intheaddressbar andpressenter. Step3:ClicktheArgosbuttonformtheleftnavigationbar. 5
Step4:ClicktheStartHerebuttonthatappearsonthescreen. 6
Step5:IfthisisthefirsttimeyouhaveusedArgos,youmaybepromptedto install ActiveX.Clickthroughthepromptstoinstall ActiveX. Thisplug inis necessaryforargostofunctionproperly. Step6:Next,youwillbepromptedforausernameandpassword.Youruser nameandpasswordwillbethesameasyoureiuemailusernameand password.onceyouhaveenteredyourcredentials,clicklogin. YouhavenowsuccessfullyloggedintoArgos.Yourpermissionswilldetermine whatreportsyoucansee.ifthereisareportthatyouknowisavailablethat youcannotsee,itislikelyyoudonothaveaccesstothereport.belowisan example: Step7:Clicktheplussigninfrontofthefolderyouwouldliketoaccessandthe selectionwillexpandtoshowsubfolders,datablocksandreports.doubleclick thereportyouwanttoopen.reportscanbefounddirectlyunderdatablocks. 7
Step8:Onceyouhavedoubleclickedtoopenthereportyouneed,simply followthedirectionsonthereport.inanefforttocustomizetheresults,the reportsmayrequiresomeuserinput.these inputs areknownasparameters. (Ifparametersarenotrequired,thereportwillbegintoruntheinstantyou openthereport.) Onceyouhavemadeyourselections,click next tosubmityourreport. NOTE:Itwilltakeafewsecondstoprocessyourrequest 8
CrystalReports CrystalReportsisreportcreationsoftware.Typically,auserwillneedtrainingto createreportsusingcrystal.tovieworrunanexistingcrystalreport,eitherthe userwillneedtohavecrystalreportssoftwareinstalledonhis/hermachineor useaweb basedreportdistributiontoolcalledreportal.wewilldiscussreportal furtherinthenextsection. IfyouwouldlikemoreinformationonhowtogetCrystalreportssoftware installedonyourcomputerorhowtopurchasealicense,pleasecontacttheeiu HelpDeskforassistance. 9
Reportal Reportalisaweb basedreportdeliverytoolusedtodistributereportsoncampus. Reportalisnotreportcreationsoftware.Instead,itdisplayspre developed reportswrittenthroughanotherproducteiucurrentlyutilizes(i.e.,crystal Reports). ThefollowingisastepbystepdemonstrationonhowtoaccessrePortalandview areport: ReportalReportViewingInstructions Step1:IfyouhavenotalreadyaskedforaccesstorePortal,youneedtocontact thereportwriterwithwhomyouhavebeenworking.theywillcontactthe necessarypersonneltosetuptheproperaccess. Step2:OpenInternetExplorer,typereportalintheaddressbar,andclickenter. (ITShassetreportalupsothereisnoneedtotypeatypicalwebaddress.) Step3:Youmaybepromptedtoinstall ActiveX.Clickthroughthepromptsto install ActiveX. Thisplug inisnecessaryforreportaltofunctionproperly. Step4:Yourpermissionswilldeterminewhatreportsyoucansee.Ifthereisa reportthatyouknowisavailablethatyoucannotsee,itislikelyyoudonot haveaccesstothereport. Step5:Onceyouhaveloggedin,clicktheplussigninfrontofthefolderyou wouldliketoaccessandtheselectionwillexpandtoshowallavailable subfoldersandreports. 10
Step6:Clickonthereporttitleinordertorunthereport. Step7:Inanefforttocustomizetheresults,thereportsmayrequiresomeuser input.these inputs areknowsasparameters.ifthereportdoesrequire input,ascreenliketheonepicturedbelowwillappear.entertheappropriate 11
informationinthetextboxandclick submit.(ifparametersarenotrequired, thereportwillbegintoruntheinstantyouclickitsname.) NOTE:Itwilltakeafewsecondstoprocessyourrequest 12
Step8:Thereportisdisplayedonyourscreen.Thereportmaybeexportedto anotherformatbyclickingontheexporticon. Step9:Onceyouclickthe export button,youarepresentedwithseveral options.theseoptionsincludeexcel,wordandpdf. 13
. Step10:Youmayalsonarrowdownwhichpagesappearonyourreportmuchin thesamewayyouwouldselectthepagesofadocumentforprinting.whenyou havedecidedwhichformatyouneed,andwhichpagesyouwouldliketoappear inyourreport,click Ok.Youwillthenbeaskedtoprovideanameforyour document. Step11:Atthispoint,youwillbegiventheopportunitytoopenthereport.You mayopenthereporttoseetheoutput. 14
DataExtraction TherearesomeformsfromwhichBannerofferstheabilitytoextractdataintoa spreadsheet.thedatathatisextractedmaybesavedasacommaseparatedfile (.csv)ordisplayedastextinanewinternetbrowserwindow. Step1:AccesstheBannerform. DataExtractionInstructions Step2:Ifapplicable,displaythedesiredrecordsontheform. Step3:SelectoneofthefollowingoptionsfromtheHelppull downmenu: ExtractDatawithKey thiswillextractkeydataanddatainthe currentblock ExtractDataNoKey thiswillextractdatainthecurrentblockonly DependingonyourdirectoryoptionssettingontheGeneralUserPreferences MaintenanceForm(GUAUPRF),theextracteddatawilleitherbedisplayedina browserwindow,oryouwillbepromptedtosavethe.csvoutputfile. Note:Tosavethedatafromyourbrowserwindowtoafile,useInternet Explorer sfile>saveasoptiontosavetheextracteddatatoalocaldirectoryasa.txtfile.thenrenamethefileasa.csvfile. 15
Data/ReportAccess Atthispoint,wehavecoveredwaystodiscoverifreportsexistthatcontainthe informationyouareinterestedinandhowtocontacttheappropriatepartiesto gainaccesstothereports.itshouldbeclarified,atthisstage,thatyoumightnot alwaysbegrantedaccesstothedata.eachmodulehasapersonwhois responsibleforthedataintheirmodule.thispersoniscalledthe Data Custodian.AccesstodataandreportsisrequestedfromtheappropriateData Custodian.Theywilldetermineifyouwillbeallowedaccesstothedata. AlthoughtheDataCustodiangrantsaccess,the ReportWriter, forthe appropriatemodule,istheinitialcontactpersontogainaccesstodata.the ReportWriterwillreviewtherequestandforwardtherequesttotheData Custodianforapproval. BelowisalistofReportWritersbymodule: Advancement 581 6616 JerilynHutson DavePollard Finance 581 6603 RajuPadmaraju KeithWortham FinancialAid 581 7511 TracyHall HumanResources 581 5825 KenGerhardt PhilZimmer Student 581 3831 JoshNorman MikeHubbartt 16