Custom Report Web Version

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Custom Reports in the Aeries Web Version has been redesigned as of the December 11th update. The Custom Report Admin can create Pre-Configured Custom Report Items. Custom Report users can create the report by select the pre-configured report items to include in the report. Custom reports can be shared with other security groups.



Documentation

Custom Report Web Version
Adobepdficon.png [Aeries.Net Custom Report - December 14, 2015]


Contents







Aeries.Net - Custom Report

Custom Reports in the Aeries Web Version has been redesigned as of the December 11th update. The Custom Report Admin can create Pre-Configured Custom Report Items. Custom Report users can create the report by select the pre-configured report items to include in the report. Custom reports can be shared with other security groups.

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Below is an example of a Custom Report for CELDT scores.

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Note: Custom Reports created in Aeries Client version using the MDP tables will not be compatible with the enhanced Customer Reports in the Aeries Web Version. An Import MDP Report option is available to import existing reports. The Custom Report will be created along with Custom Report Items. The Import MDP Report process will be detailed in the Importing Reports section of this document.


Custom Report Tables

Custom Reports use the following tables:

  CRC Custom Report Configurations CRI colspan = "2" colspan = "2"|Custom Report Items CRA colspan = "2" colspan = "2"|Custom Report Access CRG colspan = "2" colspan = "2"|Custom Report Groups CRL colspan = "2" colspan = "2"|Custom Report Color Layouts


Custom Reports Security

A new Security area for Custom Reports is now available in the Other section.

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  • Update to Custom Reports – allows users to create new reports. Can only view their own reports.
  • Administer to Custom Reports – Can create Custom Report Items, can view all reports and can share reports

Accessing Custom Reports

The Custom Report can be found in two places: as a button on the Custom Reports tab on the View All Reports page and in the navigation tree under School Info | Configurations called Custom Report.

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Creating Custom Report Items

An Admin user or users with Admin permissions to Custom Reports can create a pre-configured Item bank. Users with Update to Custom Reports can create their own custom reports by selecting from the pre-configured items.

The Custom Report Items will need to be added before creating a Custom Report.

To create new Custom Report Items, click the mouse on the Edit Custom Report button from View all Reports, Custom Report tab. The form can also be accessed from View All Forms, Custom Reports.

The Custom Report Items page has a Copy button that will enable users to add one item and then copy new items. For example, the CELDT test Part 0 test item can be created then by using the Copy button the additional parts can be quickly added.

Three tabs are available, Custom Report Items, Custom Reports and Color Layouts. Click on the Custom Report Items tab and Add New Report Item option will display.

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Items can be added from various tables such as Student Data, Testing Data and Program data. College Tests and Test Strands can also be added to Custom Reports.

The following page will display.

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Below are the options available when the Type of Table-Field Value is selected.

  • Name - The name field should be the short name that can be used in the report column headings
  • Description - The description will display in the legend of the report if using the Display Legends print option
  • Item Width - Controls the width of the column on the report. The Item Width defaults to .39 inches but can be changes for fields with larger data. Example: a field with an email address would need a width of 2.
  • Type - The following report types are available:
Different options will display depending on the Type selected. For example, if the Type of TST Table Score is selected, options of Test ID and Test Part will display.

The various options will be detailed below.

Custom Report Web Version 01.png
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  • Table - A drop down list of tables available to add to a Custom report, including STU

colspan = "2" colspan = "2"|* Field – A list of fields for the selected table will display. Select the field to add to a Custom Report    

  • Filter By – The data in the field can be filtered by the options below.
Custom Report Web Version 09.png

Note: If the Filter By option is used, only data that meets the criteria will print on the reports. Example, if Table of STU – Student Data and the Field of LF – LangFlu is selected and the Filter By is set to Is Equal To and the code of R is entered, only students with STU.LF = R will have their STU.LF printed on the report. The Filter By option will not limit the students included on the report.

Custom Report Web Version 10.png
  • Enforce Security (If checked, only users with the appropriate permission can view this item) – this option will prevent users from seeing data that is not granted under their permissions.

Below are the options when selecting the Type of TST – Table Score, CST – Table Score (strands) or CTS – Tables Score (college) is selected.

Custom Report Web Version 11.png
  • Test ID – a drop down of the tests available in the Testing Control Table (CTL)
  • Test Part
    • TST – Table Score - A drop down list of parts in the Testing Control Table (CTL)
    • CST – Table Score (strands) A drop down list of parts in the Content Standard Names (CSN)
    • CTS – Tables Score (college) - A drop down list of tests from the COD table
  • Score Field – A drop down of the score fields available in the TST table
  • Date Option - A drop down list of types of dates available. If using Color Layouts, the Testing Year or Testing Admin options should be used. Most Recent date option will not display colors.
  • Rubric Ranges – Define the rubric range for each of the 5 levels. Enter only the "high" value for each of the levels. This is needed when using Color Layouts.

Note: If the Custom Report Item Test ID, Test Part, Score Field and Testing Admin has a matching record in the Testing Number Possible (TNP) table, the colors will display based on the TNP levels and the levels do not need to be defined for each item. The Custom Report can simply have a Color Layout associated to it. Instructions for the Color Layouts are detailed in the next section of this document.


  • Filter By – The data in the field can be filtered. Detailed in the previous section
  • Enforce Security (If checked, only users with the appropriate permission can view this item) – this option will prevent users from seeing data that is not granted under their permissions.

Below are the options when selecting the Type of Program

Custom Report Web Version 12.png
  • Type – Program
  • Program – A drop down of programs in Aeries will display. Below are the conditions for the programs.
    • Special Ed – Disability code (CSE.DI) is populated and an Special Ed Enter Date (CSE.ED) with no Exit Date (CSE.XD)
    • GATE – GTE Eligibility Date (GTE.ESD) is populated with no GTE Eligibility Gate End date (GTE.EED)
    • English Learner - Student Language Fluency (STU.LF) is "EL" as determined by CALPADS translations (XRF) and Language Start Date (LAC.SD) is populated with no Language End date (LAC.ED)
    • Socio-Economically Disadvantaged – Student Parent Education Level (STU.PED) is "Not a High School Graduate" or Free and Reduced Code (FRE.CD) = F or R with Eligibility Start Date (FRE.ESD) in the current year and no Eligibility End Date (FRE.EED)
    • PGM Codes – student has the Program Code (PGM.CD) and start dates (PGM.ESD or PGM.PSD) are populated with no end dates (PGM.EED or PGM.PED)

Note: If your district has data is stored in two places for certain programs, like the Gate program

(PGM.CD = 127 and Gate (GTE) table), 2 Custom Report Items will need to be created for

both areas.


Copy Custom Report Items

After the Custom Report Item is saved, a Copy button will display. The Copy button will enable users to add one item and then copy new items.

For example, the CELDT test Part 0 test item can be created and then by using the Copy button, the additional parts can be quickly added. The Name, Description and Test Part fields can be changed to the new part number. Click the mouse on the Save button when complete.

Custom Report Web Version 13.png

Color Layouts

Color Layouts can be added to a Custom Report. Click the mouse on the Add New Color Layout option in the Color Layouts dropdown. The report can be associated to display different colors for the different levels that will be printed on the report.

Custom Report Web Version 14.png


The following page will display.


Custom Report Web Version 15.png

If the Custom Report Item Test ID, Test Part, Score Field and Testing Admin has a matching record in the Testing Number Possible (TNP) table, the colors will display based on the levels defined in the TNP table. The Custom Report can simply have a Color Layout associated to it when creating a new report. The Testing Number Possible (TNP) table is populated when the CELDT and STAR tests are imported.

If the Custom Report Item Test ID or Score Field does not have a matching record in the Testing Number Possible (TNP) table, the colors will need to be defined in the Custom Report Item Rubric Range fields.

Creating a New Custom Report

After the Custom Report Items have and Color Layouts have been added, a new Custom Report can be created. Click the mouse on the Add New Report option in the Custom Reports dropdown.

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The following page will display.

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Enter a report Name.

A Color Layout can be selected to associate to the report.

The Schools options will limit the report to the selected school types.

The Shared options will allow the report to be shared with specific Security Groups, including Teachers.

Previously created Report Items will display on the right hand side under the Available Items section.

Use the + icon to the left of the items to move them to the left to be included in the report. A Filter box is available to filter the items: below STU has been entered in the Filter box to limit the items to Student data.

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A Sort field is available to control the order that the items print on the report.

Custom Report Web Version 19.png

After the items and sort order have been selected, click the mouse on the Save button.

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Refer to the Creating Custom Report Items section for more information on Custom Report Items.

The Print button can be used throughout the process to review the results.

Importing Custom Reports

If districts have existing Custom Reports, an Import MDP Report option is available. The Import MDP Report will display all existing reports from the MDP – Multi Data Profile tables.

Note: If districts have not been using Custom Reports, this step can be skipped.

To import existing custom reports, click the mouse on the Custom Report button. Click on the Custom Reports tab and Import MDP Report option will display.

Custom Report Web Version 21.png

The following will display. A school dropdown is available. The enhanced Custom Reports are not school based so it is not necessary to import a report for each school. When the MDP Custom report is selected, there are Schools and Share options that can be used to control who will be viewing the reports.

Custom Report Web Version 22.png


It is recommended to import one report at a time so that the report settings and Custom Report Items can be modified if necessary. The report should be printed and reviewed.

Click the mouse on the Import button next to the MDP Custom Report. A confirmation message will display. Clicking on OK. Click the mouse on the Close button on the Import Custom Reports form.

The page will display the report in Edit mode.

Custom Report Web Version 23s.png

The Name of the report is imported from the MDP but can be modified.

The Schools options will default to the type of school selected in the Import Custom Report School selection. Additional school types can be selected.

The Shared options will default based on the MDP options of Public Profile or View in ABI/Portal. If the Public Profile options is selected (MDP.PU = 1), the report will be available to all Portal Groups. If the Public Profile options is not selected (MDP.PU = 0), the report will not be available to other Portal Groups.

If the View in ABI/Portal option is selected (MDP.VA = 1), the Teachers Group will import as selected.

After importing, the Shared groups can be deselected or selected.


Report Items will automatically be created when importing Custom Reports. Refer to the section below for more information on Custom Report Items.

After importing, the report should be printed and verified. The report and items can be modifed for the desired results.

Printing Custom Reports

Running Custom Reports can be printed from the View All Reports page on the Custom Reports tab.

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The following Printing Options will display.

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Printing Options are available to limit the report to specific sections or classes, and to adjust the way the report looks when generated.

The various Options that are available represent defaults for printing options available to the user when printing.

  • Include Inactives – the report will include inactive students while normally it doesn't.
  • Include Only Students with Data – limits the output of the report to only students with information in at least 1 column.
  • Show TST Grade Below Score – changes the output for each student to 2 lines and displays the Grade a student was in when they took an assessment below the score.
  • Excel Format
  • Display Column Number instead of Column Name
  • Display Horizontal Lines – displays a line between each student.
  • Display Vertical Lines – displays a line between each item on the report.
  • Alternate Column Shading - will alternate columns as white and light grey
  • Display Legends

When run without the section/class limitation, students are listed by grade level as in the below example.

Custom Report Web Version 26.png

The above CELDT report was run with the following print options:

Custom Report Web Version 27.png

When printing test data, the test month and year will print below the test scores:

Custom Report Web Version 28.png

Reports cannot be run from the district database in the Aeries Web version at this time.

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