New User Training – Adding Columns

1.Training Overview #

This training is designed to provide instruction on how to “Add Columns” to lists in  OnPoint.

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

  • Log in and access for user accounts
  • Data Sources
  • Add Columns to any list – staff or student
  • Save Columns
  • Best Practices
  • Support/Training

2.Accessing OnDataSuite #

Accessing OnDataSuite
The OnDataSuite data warehouse resides on a secured web server and can be accessed via the user name and password provided by the district’s OnDataSuite administrator(s).

Logging In
The district’s OnDataSuite Administrator will provide 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  username and password.

NOTE: A white ‘Reset’ button is also available 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 for OnDataSuite 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 only effect correspondence from ODS, and 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.Column Options #

Column Options allows editing and adding fields from any of the data sources in the “File Center”.

The Column Options tab is located at the top of ALL student/staff lists.

  • Edit Current Columns
    • Title – free form field
    • Year – drop down selection come from year of the files loaded in file center
    • Display Type – Code, Description, Code/Description
    • Hidden – Will not display on report
    • Grouping – Allows report to display as per the “group” selected. ( ungrouping)
    • Save/Select All – used to “keep” columns to add to subsequent reports
    • Trash – Delete the row
    • Controls – drag blue arrow to move row  up or down to a new location in report

5.1.Add New Column #

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

Click the “Add” button – new column(s) will be added to the bottom of the report

NOTE: User may edit display of new columns, as well

Submit Changes ( green tab – top right) to view report

Add more columns from other sources, records, or years by repeating above steps.

5.2.Column Set #

  • Save Column Set – Allows users to save a set of column(s) to use on subsequent reports
    • Add new columns
      • Best Practice: Select appropriate ‘Display Type’ (Code, Description, or Code and Description) for column set saving.
    • Check the columns to be “saved” under “Save/Select All”
    • Example: 
    • Now select the green “Save Column Set” tab

    • Options to change the “Title”, “Save Years” and/or “Save Code Display Type”.
      • Best Practice: Rename using specific details of columns
      • Save Years – to retain the year for which that data is being pulled
      • Save Code Display type – to retain the type of display selected for the row being saved (Code, Description, or Code and Description)
      • NOTE: If these are initially checked, they can still be changed when editing columns/row display
  • Load Column Set – Allows users to Add the “saved” columns to a new report/list

    • Pull up the report/list that needs the saved columns in the column set added.
    • Click Column Options/Load Column Set

    • Select set of Columns to be added.
      • Best Practice (Detailed naming of the Saved Column Set will pay off here!)
    • Click “Load” and columns from the “saved set” will be added to the bottom of the current display.
    • NOTE: User may still edit any of the columns and how they are displayed at this point.
    • “Submit Changes” to view the report.
  • Manage Saved Column Sets
    • Displays title of column set and how many columns are saved
    • User may delete a column set

6.Bookmark #

  • After adding new columns and/or column sets and submitting the changes, “Bookmark” your report so that changes are saved.

  • Best Practice: Change title to describe changes to report for easy identification

  • Reports can then be managed in the “Bookmarks” tab found in the top black menu bar.
    • Open– allows the user to open the report with the same parameters/filters with which it was saved, but with updated information from the most current data load.
    • Share– allows the user to share the report with any other OnDataSuite User or User Group that has been created. The user with whom the report is shared will receive an email notification. Shared reports will be in the “My Reports” folder.
    • Edit -allows the user to edit the title of the report.
    • Delete– enables to user to delete obsolete reports.

7.Best Practices #

File Center

  • Ensure Current files are loaded – “blanks” in the data usually indicates a file has not been loaded, so the table is empty.
  • Check for any “reconciliation” of data under “File Center/”Data Reconciliation”

    • To ensure any student first, last name and bday are connected from test data to PEIMS data.

Adding / Editing Columns

  • Make multi year reports by adding the same column of data for different years.
  • Add the same column twice, once with “Display Type” = Code and once with “Display Type” = Description to separate into two columns for exporting to Excel.
  • Experiment

Tools

  • Export to excel

8.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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