New User Training – Custom and Validation Reports

1.Training Overview #

This training is designed to provide an overview of the basic functionality of  OnPoint ‘s Custom and Validation 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 on all Tabs
    • Student
    • Assessment
    • Staff
    • Finance
    • Accountability
  •  Best Practices
  • Support/Training

2.Accessing OnDataSuite #

Accessing OnDataSuite

Your log in credentials will be provided by the Administrator of OnDataSuite at your LEA. 

  • URL – bookmark using Chrome
  • User Name
  • Password – user may reset once logged in

 

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

3.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 “Job Title/Areas of Interest” icon to set up your listserv.

Click on “Update Settings” to save changes.

NOTE: This does NOT affect access levels.

 

User Settings will change the display on the the Fall and/or Summer Dashboard.

  • Dashboard displays

  • Open in “new” tab
  • Dark MODE

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 in the Custom Report sections.

5.1.Custom Reports #

Validation 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.

Generate report and note filter options at the top of each report.

    • *Year – If unavailable, this data may not be uploaded in the file center
    • *Campus
    • *Special population or Focus list
    • Details – provide “more” or “less” data displayed

*Mulit-select to display multiple filters on the screen.

5.1.1.Tools/Features #

Use Tools for Validation/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
    •  Complete listing of the bookmarked reports located in “Bookmarks” on the top black menu bar.
    • Options to open, edit the title, delete the report, share the report or organize reports into folders.
  • Report Info – Provides notes about how the report functions.
    • Summary – what will be displayed
    • Usage – how to use the report
    • Data – which files are needed
    • Definitions – for key elements
    • Calculations – if needed
    • Live links – websites/crosswalks

 

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 #

NOTE: Available at the “LIST” view level report.

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”
    • Use Save/Select ALL to save a row(s) of data to add to a subsequent report.
    • 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 #

NOTE: Available at the “List” view of a report.

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 #

The majority of the reports in the Accountability section are created based on the most current manual(s) available.

 However, results should be considered “Preliminary or Estimates”.

  • Federal
  • State
  • Results Driven Accountability RDA)
  • Data Validation Monitoring- DVM

 

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

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

  • Training Videos – short clips for specific topics

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