New User – Training – Custom Reports

1.Training Overview #

This training is designed to provide an overview of the basic functionality of  OnPoint ‘s Custom Reports.

At the end of this training users will have a basic understanding of the following:

  • Log in and access for user accounts
  • Data Sources
  • Custom Reports Student/Assessment/Staff/Finance Tabs
    • Student
    • Assessment
    • Staff
    • Finance
    • Accountability
  •  Best Practices
  • Support/Training

2.Accessing OnDataSuite #

Accessing OnDataSuite
The OnDataSuite data warehouse resides on a secured web server and can be accessed only after you have been granted permission and user rights through the district’s designated system administrator.

Logging In
To access the data, you will need an internet connection and access to a web browser. The district’s OnDataSuite Administrator will provide you with the URL.  In most instances it will be https://CCCDDD.ondatasuite.com, (CCCDDD= 6 digit County District number or name)

Example: https://mydistrict.ondatasuite.com  OR  https://000111.ondatasuite.com

System Log In Screen
The system login screen requires the user to enter their designated username and password into the two open field items on the screen. After you have entered your credentials click on the green ‘Login’ button. A white ‘Reset’ button is also available if you need to reset the credentials you have entered.

 

Browser Support
OnDataSuite supports the following web browsers:
Chrome version 44 or higher – (Preferred Browser)
Firefox version 40 or higher
Safari version 8 or higher
Internet Explorer version 11 or higher

Forgotten Username / Password
If you have forgotten your username or password, please contact your local ODS Administrator to reset.

3.OnPoint Overview #

Overview of OnDatasuite – OnPoint

OnPoint® is a section of the data warehouse that aggregates data from multiple data sources (see file center) and presents them in the form of detailed reports, interactive dashboards, and other visualization tools using powerful software analytics.

3.1.Account Information #

To access your account settings, look for the 3 horizontal bars located in the top right corner of screen. This is sometimes referred to as the “hamburger menu”.

There are two types of access from within the user account settings.

  • Users assigned as administrators within the OnDataSuite system will have access to system setup sections and permissions.
  • End Users will only have access to their personal profile area that allows changing passwords or updating the roles and responsibilities fields which effect areas for correspondence from ODS, and their not access within the system.

3.2.My Account #

My Account

  • Located on top right of black menu bar- three horizontal bars (Hamburger menu)
  • Select My Account

 

 

 

 

 

 

  • Use the “Your Profile” icon to change your password. Enter the  “New Password” and “Confirm Password”. Click “Update”

 

 

 

 

 

 

 

  • Use the “Roles & Responsibilities” icon to set up your listserv. Click on check boxes to select areas of interest for listserv email notifications on trainings, new reports, features and other topics specific to the area.

NOTE: Click on “Update Settings” to save changes.

 

 

 

 

 

 

 

 

 

 

 

NOTE: This does NOT affect access levels.

4.File Center #

File Center

Located on the black menu bar at the top of the screen.

  • Data Sources – Each blue bar indicates the type of file that can be uploaded

File Review – Scroll toward the bottom of the screen to view the files that have been uploaded into the system and will be used to populate the reports.

BEST Practice:  Know how current the data sets are and what has been loaded. Contact ODS administrators to load additional files as needed and as they become available.

5.Student/Assessment/Staff/Finance #

  • The Student/Assessment/Staff/Finance tabs all have “clickable” reports in the Validation and/or Custom Report sections.
  • Each area also has a Report Center to enable ad hoc reports to be created.
  • The functionality is consistent for each area.

5.1.Custom Reports #

Custom Reports
Organized into topical folders, these ready to generate reports allow users to review data in many areas very quickly.

Report Search allows user to type in a key word and find a report containing the word in its title

Locate report(s) inside the folder.

  • Select report
  • After report is generated:
    • See filter options, such as Year, Campus, Grade and/or Focus List

    •     Tools
      •      Export to Excel
      •      Bookmark – save and/or give you the option to share reports
      •      Report Info – find more information about the report

BEST Practice: Use “Report Info” to find a summary of the report, as well as specifics usage, the files/data required for the report, the report design and any formulas used for calculations contained in the report.

5.1.1.Tools/Features #

Use Tools with custom reports

  • Export to Excel – Creates data in a spreadsheet
    After generating, select download link in bottom left corner to open
    report
  • Bookmark – Saves the parameters of the report to your bookmarks menu
    NOTE: To find a complete listing of the bookmarked reports, select “Bookmarks” from the
    black menu bar. From here you have the option to open the report, edit the title, delete the
    report, share the report or organize reports into folders.
  • Report Info – Provides notes about how the report functions.

 

Select “Print”- to create a hard copy-top left corner, black menu bar

 

 

 

 

 

 

 

 

Detail Access required to Generate a list of students/staff. Click the blue number in any row or column of the report.

These live links will produce the list that makes up the count.

5.1.2.Column Options #

Column Options allows editing and adding fields from any of the data sources and/or for various years.

 

  • Select “Add New Column”

  • To Add a column(s) of data to the list
    • Select a “Data Type”
    • Select a “Record”
    • Select a “Column” – may select multiple
    • Select a “Year”
    • Click “Add Column(s)”

or

  • Change the appearance:
    • To change the title, type over the existing title
    • To hide a column, check “Hidden”
    • To change the “Display Type”, use the dropdown (Code, Description, Code-Description)
    • To group the data, check “Grouping”
    • To delete a column, click the trash can
    • To change the order, drag the blue arrow under “Controls” up or down

5.1.3.Focus List #

Focus List allows you to create a group that can be used in reports to get results specific to that group

  • Two different options:
    • To create a new list, use the default name or type in the name desired in the
      “Create New Focus List:” field and “Submit” OR
    • To append the list to an existing focus list, choose the existing focus list title from
      the “Append List to Existing Focus List:” dropdown box and “Submit”
  • An on screen confirmation box will appear, allowing you to “Close” or “View Focus
    List”

Focus List Usage

  • Create ad hoc reports using the Focus List dropdown box.

  • Some custom reports have the option to choose a Focus List as the data source.

To find a complete listing of the focus groups created, select “Focus List” from the black menu bar.

From here, the available options include:

  • Edit the title
  • Delete
  • Duplicate
  • Share
  • Add new members

6.Accountability #

Most of the reports in the Accountability section are created based on the most current manual(s) available. Calculations are performed according the specifications documented in these manuals. However, results should be considered “Preliminary or Estimates”, as they are built from the data loaded into the file center.

NOTE: To ensure accuracy, current files should be loaded in the file center.

  • Federal
  • State
  • Performance Based Monitoring – PBM
  • Data Validation Monitoring- DVM

  • Click on folders to expand list of available reports
  • Click the report link to generate the report
  • See available filters and tools for each report – “Toggle Difference” shows what is NOT displayed.

 

 

 

 

7.Support/Training #

 

  • Submit Ticket Icon Use to enter a question, problem, or feature request with detailed information and click “Create Ticket”

 

  • Manual Icon –  Use to search for information on reports and functionality.

 

“Support” link – top black menu bar

  • Training
    • Find recordings of past Web-ex training, along with handouts on the left. (Use drop down to assist with locating training topics.)
    • Locate Upcoming training descriptions and registration links on the right.

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