Texas Regional Ad Astra Summit Getting the Information You Need: Reporting in Astra Schedule Presented by: Hannah King, Office Manager, Baylor University

Texas Regional Ad Astra Summit

Getting the Information You Need: Reporting in Astra

SchedulePresented by:

Hannah King, Office Manager, Baylor University


Session Overview• Prewritten reports in Crystal Reports 2008• User can create, customize, upload• Security enhanced reports• Report server allows report subscriptions• New “conflict free” report view• Report Examples• Customized reports at Baylor


Delivered Reports• Approximately 100 reports delivered

o Sections, Events, Rooms, Utilization

• Report Key and Definitions• Export to Excel option

o Now more customizable with 7.4 interface


User Created Reporting

• Developers version of CR 2008 included• Prewritten reporting views• Edit existing reports • Create new reports• Get Crystal Reports 2008 training!

Texas Regional Ad Astra SummitCrystal Reports Components

• Tables and fields• Parameters• Filters• Groups• Formulas• Graphs and Charts

Texas Regional Ad Astra SummitSecurity Enhanced Reporting

• Report access defined by securityo Report groups by user role

• Report content defined by securityo Building, room, activity

• Report subscriptions defined by security• User filters saved from last run


Report Subscriptions• User can subscribe to individual reports• Security based (by creator)• Schedulable

o Time(s), day of week, date range

• Delivered by email in various formatso HTML, Excel, PDF, Text, etc.

• Parameters can be set for subscriptiono Current date parameters should be used


New Reports in 7.4.12

• Post room optimization reports• Invalid Crosslisted Sections Report• Low Seat Fill Sections by Subject for

Selected Term• Events by Date and Time with Notes

(without a subreport)• Events by Date and Time with Setup and

Teardown


Room Optimization Reports


Space Utilization by Room Type and

Size with Primetime


Percent of Rooms in Use


Instructor Summary Grid


Dashboard Reports


Customized reports at Baylor


Weekly Room Grid

Purpose: To show the weekly schedule for a room.

Customization: What activities are pulled, information displayed

Use: Schedule postings, booking information


Feature ReportPurpose: To help with room Inventory updates.

What it pulls:- Rooms in a

selected Building or Region

- Capacity- Room Type- Feature

Quantity by room

Limitation: Only lists features used by selected Building or Region


Verifying the Import

SIS Report - BannerAstra ReportPurpose: To verify that the import is working correctly

What it pulls: - Subject- Course- Section- Days - Campus- Building- Room

Limitations: Due to database field types, some fields cannot be compared


Verifying the ImportSteps:

- Export both reports into Excel

- Merge the two reports (copy/paste)

- Sort both sets of information separately by all fields (i.e. Subject, Course, Section, Days, Building, Room)

- Write an IF statement to compare the two sets of information:

- =IF(Subject=Subject,””,”E”)

- Drag the formula across to compare all other fields and then drag down.

- Identify Sections with issues


Summary• Prewritten reports in Crystal Reports 2008• User can create, customize, upload• Security enhanced reports• Report server allows report subscriptions• Report Examples• Customized reports at Baylor• Get Crystal Reports 2008 training!


Contact Information

• Hannah King, Office Manager, Baylor Universityo Phone number: 254-710-8827o Email address: [email protected]

Documents

Texas Regional Ad Astra Summit Getting the Information You Need: Reporting in Astra Schedule Presented by: Hannah King, Office Manager, Baylor University