New Features for Running Reports Via Report Builder

Student Management Reporting

New features for running reports via Report Builder

• Access reports from Web Student Management 'Print Reports' link. No need to have security rights to the Report Builder software to run reports.

• Runs off existing Web Student Management security.

• Those with access to the Report Builder software can still create and publish reports for themselves, or other users.

• Reports can be tagged as 'favorites' for easy access to those you run most often.

• Reports with multiple sorting or formatting options (pdf, csv) will be grouped into one parent report, with the ability to choose the options at run time.

• System Reports - those created and maintained by RDS, will be published to your site automatically. No user intervention is required.

Introduction to K12 Web Reporting

Reporting in Web Student Management is quick and easy using the Print Reports menu item.

Access to Print Reports

For each user who will be using the reporting feature, access to the Print Reports menu item must be given by an Administrator in the Page Access portion of Web User Security.

To enable the Print Reports menu for a user,go toUsers ---> User Security, select a user, and click thePage Accesstab. In the Reports section, clickPrint Reports.

Security

Reports are organized into groups, such as Attendance, Discipline, etc. The reporting groups/reportsto which a user has access, is determined by the user'ssecurity rights within Web Student Management.

Users do not need to have security permissions set in the Report Builder software to run reports in Web Student Management.

All Users will have access tothe schools and groups to which they have rightsin Web Security.

Teachers (those with a teacher number) will have access to only their students at the school(s) where they teach, and for the groups to which they have rightsin Web Security.

Administrators in the Report Builder software will have automatic access to all groups/reports.

Any level of access (R, W, A, etc) to a group, at a school, will allow for reporting in that group, for that school.

Example: A user with these security settings will be able to run reports in Attendance for C31, C32, and C33 students. In the Discipline group, they will have access to C31 students only.

If this user is a teacher at C31, they can run Attendance and Discipline reports for their students only at C31. Attendance reporting would be available for all students at C32 and C33.

Report Delivery & Support

There are two types of reports. Both will be available automatically based on a user's security rights.

System Reports - These reports are created by RDS. Any report whose owner is System falls under this category.

System owned reports will be Run-Only and maintained by RDS.

User-Defined - These are reports created by a user in the Report Builder software and made available to you through Report Access in the Report Builder software. The UserID willindicate who created, and is the owner of, a User-Defined report.

Those who have been assigned access to user-defined reports will be able to access those reports automatically, providing they have security to the group in which the report resides.

User-Defined reports are the responsibility of, and are maintained by, the user who created them.

The Owner column indicates who created a report.

Examples of reports available through Print Reports in the K12 System/Food Services Group

Running Web Student Management Reports

Run or print reports using the Print Reports menu item in Web Student Management.

The Systems, Groups, and Reportsto which you have access, are determined by your security rights.

System refers to the General category in which a report resides, such as K12or Special Education.

Groups refer to a specific category of similar reports, within a System. Examples are Attendance, Discipline, or Lockers in the K12 System, or Referrals, Placements, and Projected Placements in the Special Education System.

Reports are individual data elements grouped together with sorting and/or filtering options applied. Reports with similar data elements reside in the Group Folderto which the data elements belong. Some reports contain more than one format (pdf or csv), or have different sorting options available for the same report. These options areselected at run time.

Select the report to run by clicking on the Report Name in the reporting list, then click 'run report' at the bottom of the screen.

If the report has more than one formatting option, select from those options at runtime. This report has several sorting options, as well as pdf and csv formatting options.

For more information about formats, click the ? mark beside the description. Click again to close the description.

For more information about an individual report, click the ? beside the report name. Click OK to close.

Report Filters

Each report group has a set of filters specific to that group, as well as some common filters, such as school or grade optionsavailable in all groups.

Filters are used to limit the number of records returned in a report.

To use filters, first choose a report format if applicable, then apply filtering as needed. Once a report or a format has been run, the program will save the filtering options for the next run. Filtering options are saved for each format available.

If you are not getting the results you are expecting in a report, first check your filters to be sure you are not including or excluding data inadvertently.

Training is available for Web Reporting as well as how to get the most out of filtering. Contact RDS for more information on training in these areas.

Troubleshooting Reports

Please report problems to a System Administrator on your site anddiagnose alldata issuesbefore notifying RDS of possible problems.

• If you are not getting the results you are expecting - check your filters.
• Are you including data you do not want or excluding data you do want?
• Have you checked your data? For a report to be accurate, the data must be accurate. Always check to see if there is a problem with the data itself before contacting support with a reporting discrepancy.
• Data entered in Web Student Management products is available for reporting immediately. Data entered on the iSeries, requires an overnight sync before the data is available. Do you have missing data that has not yet been synced?
• Do you have the appropriate permissions to access Print Reports, reporting Groups/Reports? A System Administrator on your site should always be contacted for resolution before reporting issues to RDS.

When reportingerrors to RDS, help us help you, by including as much information as possible. Detailshelp us directyour issue to the correct person for diagnosis.RDS will need to know the following:

• What are you trying to do? We need as much detail as possible to help us diagnose the issue.
• Rather than reporting, "I can't run reports", it will be helpful to have a screen shot of the error, with additional detail such as, "I clicked the Print Reports menu item and received this error".
• Rather than reporting, "I'm getting an error when I run my report", it will behelpful to have a screen shot of the error, with additional detail such as, "I receive the following error in report id #123 when I run the report for all high school students with a date range of 12/01/14 - 12/31/14".
• If applicable, include: the Report ID, the format you chose, all filtering options applied, a screen shot of the error and/or screen shots of data results.

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Products/Report Builder/Documentation/00 - Completed Documents - Customer Ready/Report Delivery Process - 05/27/15