Experienced User Training/Advanced Reporting

1.Overview #

This session is designed for users who have experience using OnPoint and are eager to delve into more advanced features.

Agenda

  • Your Account controls
  • New Reports/Features
  • Exploring Column options
  • Creating User Groups
  • Cloud Sharing
  • Building Custom Reports
  • Support/Training

2.My Account #

Upon logging in to OnDataSuite, review your account settings by going to the 3 horizontal bars- top left corner. (AKA Hamburger Menu)

Select “My Account”

  • “Your Profile” allows you to reset your password.

 

  • “Job Title and Areas of Interest” provides a list of areas to be selected that will act as a listserv. ODS will distribute communications to you in the area with the check box. Update as needed.

 

 

 

  • “User Settings” – Change the display of dashboards and/or open reports in new tabs.

    • Change the way the Fall/Summer Dashboards display
    • Open a new tab for each report
    • Try “dark” mode – beta

 

  • Completed Trainings” will display a certificate for all webinar recordings you have viewed.

3.New Reports/Features #

New Features:

  • “Gift Box” – Click on the “twinkling” gift box to see What’s New and updates on specific areas.

 

  • TSDS Rules( Edits) – located on Blue menu bar – easy access

 

  • “Search” moved to the top black menu bar
  • “Print” option removed – HOWEVER< Control +”P” will give you the print box and enable the same functionality.

 

  • New/ Updated Reports in production – Folders labeled – “NEW” or “UPDATED” reports

 

  • Releases
    • Schedule – The last week end of the month, however, many updates happen “on the fly”.
    • Notes and Videos- Support/ Release Notes

 

  • Pre Release Reports – Support/Pre Release ( Beta)

4.Column Options #

Column Options allows editing and adding fields from various 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
    • Submission (*) – Options when data element occurs in more than 1 PEIMS submission.
    • Display Type – Code, Description, Code/Description
    • Hidden – Will not display on report
    • Grouping – Allows report to display as per the “group” selected. ( ungrouping)
    • Apply Filter – when adding new columns, uncheck to remove a filter set when the report was created. ( Example: Grade Level may have been utilize when report was created, but is no longer needed/wanted when regenerating the report.)
    • Save/Select All – use to save 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

4.1.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 the above steps.

4.2.Column Set (s) #

  • Save Column Set – Allows users to save a set of column(s) to use on subsequent reports
    • Add new columns
      • Best Practice: Select  ‘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

5.User Groups #

User Groups Used in conjunction with bookmarks to share reports with multiple users at once.

Example: Principals

Locate: Find the tab in the top black menu bar “User Groups”.

  • Select the “Create Group” button and enter a title for the User Group in the box.
  • Drag and drop user names from the “Active User” box to the “Group Members” box.
  • Message will display that “member” has been added to the group.

Best Practice: Once the group is complete, go to “Bookmarks” and use “Share” tab to locate the user group.

NOTE: Upon moving the “User Group” to “Shared Users”, everyone included in this group will have access to the report consistent with the users account permissions. 

6.Bookmarks - Cloud Sharing #

LEA Cloud Sharing

How to share a report to the “Cloud”.

After a report has been bookmarked, use the “cloud” icon to share with any other OnDataSuite users in the state.

  • You will be asked to Name/Describe the report.
  • Option to provide your contact info in case anyone using the report has any questions.
  • Tag with key words- searchable.

NOTE: You will need to let specific users know that you have put a report in cloud as there is no notifications!

How to find a report that is in the “cloud”.

  • Go to Bookmarks
  • Click on “LEA Cloud Sharing” Folder – left side
  • Search or Sort Title, Author, Tags…ect

7.Custom Report Builder #

Users can create a custom report by combining rows of data from different ad hoc reports into a single new report. The rows of data used for the custom report may come from different data sources such as student, assessment, staff or finance.

To create a custom report:

  • First build an ad hoc report containing at least one piece of the data desired for the custom report.
  • From the “Black box on the left” menu, choose “Add to User Reports”.
  • The “Add” button to the left of each row of data, is now displayed.

  • Select the “Add” button to move/copy this row of data to the custom report.
  • “User Report Wizard” box will display

  •  Is this a new or existing custom report?
    If new, provide a title for the report.
    If an existing report, select the report title.
  • Is this a new or existing Category ?
    If new, provide a category label to describe the data.
    If existing, select the appropriate label for the data waiting to be entered into the report.
  • Return to (ad-hoc) report to add another row of data or view the custom report is being created by the wizard so far.

Continue to add additional rows of data to the custom report from this adhoc report or create another ad-hoc report.

NOTE: Adhoc reports can come from different data sources.

Example: Use student to determine counts of students, use staff, to obtain counts of staff, and/or use finance to pull amounts.

Locate “Custom Reports”

The custom reports created will be located in “My Custom Reports”. (black menu bar)

From the My Custom Reports center, open the report, then:

  • Show/Hide Filters
  • Edit/Save
  • Tools
    • Export the report to Excel
    • Bookmark the report.

8.Support/Training #

  • Manual Icon – Use to search for information on reports and functionality.
  • Submit Ticket Icon – Use to enter a question, problem, or feature request with detailed information and click “Create Ticket”

 

Support Tab – top black menu bar

  • Training 
    • Find recordings of past Web-ex training, along with handouts on the left.

NOTE: Use “Go To” drop down to assist with locating training topics.

    • Locate Upcoming training descriptions and registration links on the right.

Training VideosShort Clips

Certificates- Available for viewing recorded trainings only

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