Column Options – Add/Edit

1.Training Overview #

This training is designed to provide instruction on “Column Option functionality 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
  • Support/Training

2.Accessing OnDataSuite #

Logging In
The district’s OnDataSuite Administrator will provide the URL, User Name and Password.

Use “Log In Assistance”, if you are the ODS Admin or you do not know who to contact for log in Assistance.

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

3.My Account #

My Account – End Users

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

 

  • Your Profile – Enter the  “New Password” and “Confirm Password”. Click “Update”

 

 

 

 

  • Job Title/Areas of Interest” 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” (at the bottom of the screen) to save changes.

NOTE: This does NOT affect access levels.

 

  • User Settings
    • Fall/Summer Dashboard – “Enable” detailed labels
    • Enable Reports in New Tabs
    • Change Color Scheme ( Dark Mode)

 

  • Completed Trainings – Recorded Webinars only, Live or Virtual not included
    • View List
    • Download/Print Certificate

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 and will be used to populate the reports/dashboards, ect.

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

5.Column Options #

Column Options allows editing, as well as adding fields from data loaded in the “File Center”.

Tab is located at the top of ALL student/staff lists.

 

How to edit, make changes to the currently displayed data.

  • Edit Current Columns
    • Title – Free form field.
    • Year – Drop down options depend on the year of the files loaded in file center.
    • Display Type – Code (only), Description (only), Code/Description (both).
    • Hidden – Will not display on report.
    • Grouping – “Ungroups” a cell that has multiple entries. Example: A student has 1 row of data with multiple discipline incidences. Use “Grouping” – check the box for Discipline Incidences- to tell the system to display a separate row of data for each discipline incident for this student.
    • Apply Filter – If the report was created using a grade filter for example, the user can either keep that filter or turn the filter off to allow for all grade levels.
    • Save/Select All – used to “keep/save” columns for the purpose of adding them to subsequent reports.
    • Trash – Delete the row.
    • Controls – Up/down blue arrow allows data to be relocated.

5.1.Add New Column #

  • To Add a column(s) of data to the list – Use the green “Add New Column” tab

 

    • Step 1 -Select a “Data Type” – dependent upon files loaded in File Center

 

    • Step 2 -Select a “Record”- dependent on the data included in the file.

 

    • Step 3 -Select a “Column(s)” – may select multiple – dependent on Elements in the file.

 

    • Select a “Year” – dependent on year of the file loaded in file center.

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

NOTE: User may edit display of new columns, at this time, if desired.

 

Submit Changes ( green tab – top right) to generate report.

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

5.2.Column Set #

  • Save Column Set – Allows users to save a column(s) (set of columns) to use on subsequent reports.
    • Step 1 -“Add New Columns”
      • Best Practice: Select appropriate ‘Display Type’ (Code, Description, or Code and Description) for column set saving.
    • Step 2 -Check the columns to be “saved” under “Save/Select All
    • Example: 
    • Step 3 -Select the green Save Column Set” tab – top

    • Options to change the “Title”, “Save Years” and/or “Save Code Display Type”.
      • Rename the title 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

    • Step 1 -Pull up the report/list that needs the saved columns added.
    • Step 2 -Click Column Options/Load Column Set

    • Step 3 -Select the name of the set of Columns to be added.
      • (Detailed naming of the Saved Column Set will pay off here!)
    • Step 4-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.

    • Step 5 -“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 #

Use “Bookmark” (Tools- dropdown) to save changes to the report.

NOTE: Bookmarks are dynamic, so subsequent file uploads will be applied to the report to keep it up to date!

 

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

 

 

Bookmarked reports can be managed in the “Bookmarks” tab found in the top black menu bar.

    • Locate Report in folder(s) on the left.
      • Open– Click on Blue title of the report. Note “Info” on the right.

 

      • Share(People+ Icon – light blue menu bar/top) allows the user to share the report with other staff at the LEA.
        • The staff will receive and email notification
        • Shared reports received will be located in the “Shared with me” Folder – left.
        • Staff with campus/area specific access, will only see the data pertaining to their credentials.
      • Cloud Sharing   allows users to share their report to “the Cloud”, so ANY OnDataSuite user will be able to access it, as per their credentials. NOTE: No notification emails sent, you will have to notify individuals of reports added.
      • Edit Report Titleallows the user to edit the title of the report.
      • Deleteenables to user to delete 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 Webinar 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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