Business Systems Training 1 myDevelopment Reporting in Training Admin Find out how to configure and run reports on training statistics and completion of curricula with the option to save reports and schedule reports to run at a specific time in the future. Contents myDevelopment Reporting in Training Admin ........................................................................................................................... 1 Navigating to Training Admin ........................................................................................................................................................... 2 Navigating within Training Admin > Reports.............................................................................................................................. 3 Understanding what Divisional Data you see in Training Admin .................................................................................... 4 Understanding Reporting Output Formats.............................................................................................................................. 4 Understanding your Reporting Options ................................................................................................................................... 4 Understanding how to Filter Your Report ................................................................................................................................ 5 Understanding how to Run, Save or Schedule your Report .................................................................................................. 5 Running a Report Immediately..................................................................................................................................................... 5 Saving a Report .................................................................................................................................................................................. 6 Accessing a Saved Report .............................................................................................................................................................. 6 Running a Report at a Later Time or on a Recurring Basis ................................................................................................ 7 Ability to re-configure and re-run reporting options .......................................................................................................... 7 Report Examples: Reporting on Courses ....................................................................................................................................... 8 Course Status ........................................................................................................................................................................................... 8 Course Status Report (CSV) ....................................................................................................................................................... 8 Course Status Group by Users......................................................................................................................................................... 12 Reporting on Courses Completed by Users within a given Time Period ................................................................... 12 Registration Status (CSV) .............................................................................................................................................................. 14 Report Examples - Reporting on Curricula ................................................................................................................................. 16 Curriculum Course Status.................................................................................................................................................................. 16 Curriculum Course Status (CSV) ................................................................................................................................................. 16 Curriculum Status ................................................................................................................................................................................. 19 User Curriculum Status Summary (CSV).................................................................................................................................. 19 User Curriculum Status Group By User.................................................................................................................................... 20 Appendices ............................................................................................................................................................................................. 23 Appendix 1a: Configuring the selection of users to report against ............................................................................. 23 Appendix 1b: Configuring the selection of curricula to report against ...................................................................... 25 If you discover other useful reports in Training Admin > Reports then please feedback to Jan McIntyre in the BBC Academy
Transcript
Business Systems Training 1
myDevelopment Reporting in Training Admin
Find out how to configure and run reports on training statistics and completion of curricula with the option to
save reports and schedule reports to run at a specific time in the future.
Contents myDevelopment Reporting in Training Admin ........................................................................................................................... 1
Navigating to Training Admin ........................................................................................................................................................... 2
Navigating within Training Admin > Reports .............................................................................................................................. 3
Understanding what Divisional Data you see in Training Admin .................................................................................... 4
Understanding your Reporting Options ................................................................................................................................... 4
Understanding how to Filter Your Report ................................................................................................................................ 5
Understanding how to Run, Save or Schedule your Report .................................................................................................. 5
Running a Report Immediately ..................................................................................................................................................... 5
Saving a Report .................................................................................................................................................................................. 6
Accessing a Saved Report .............................................................................................................................................................. 6
Running a Report at a Later Time or on a Recurring Basis ................................................................................................ 7
Ability to re-configure and re-run reporting options .......................................................................................................... 7
Report Examples: Reporting on Courses ....................................................................................................................................... 8
Course Status ........................................................................................................................................................................................... 8
Course Status Report (CSV) ....................................................................................................................................................... 8
Course Status Group by Users ......................................................................................................................................................... 12
Reporting on Courses Completed by Users within a given Time Period ................................................................... 12
Registration Status (CSV) .............................................................................................................................................................. 14
Report Examples - Reporting on Curricula ................................................................................................................................. 16
Curriculum Course Status .................................................................................................................................................................. 16
Curriculum Course Status (CSV) ................................................................................................................................................. 16
Curriculum Status ................................................................................................................................................................................. 19
User Curriculum Status Summary (CSV) .................................................................................................................................. 19
User Curriculum Status Group By User .................................................................................................................................... 20
Click on the Main Navigation menu and select Admin Centre
In the Admin Centre screen click on Training and select Training Administration
Click on the star to add Training Administration as a shortcut to My Favourites in the Admin Centre
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Navigating within Training Admin > Reports
Depending on your permissions you may see different reports/information available.
In Training Admin, on the Main Navigation bar click on Reports
Ensure you tick all the Category options on the left-hand side and select Submit
Click the symbol beside any Course Category to show all the reporting options available
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Click on More to view a full description of the report
Select the report you want to run from the Reports list or from the Search function
If you wish to choose a different report then you will need to click back on Reports, do not use the back arrow as you will get an error, and then you will need to exit and re-enter Training Admin
Understanding what Divisional Data you see in Training Admin
The data that you see in Training Admin is governed by your overall access permissions for Training Admin e.g. Academy staff may see all divisions and all user types whereas a Mandatory Training Admin in Studios may see Studios Staff only
Any selection you make on the User Filter screen works within your existing permissions for Training Admin – so if you set Division Description on the User Filter screen to select BBC Studios but you only have rights to see TV then your report will be empty as you do not have access permissions to see the data you have selected
Understanding Reporting Output Formats
Some reports can be output in a number of different formats
If you select Report Format as CSV (if available) then this will export the report to Excel
If you select Report Format as HTML (if available) then this will display as a web-page
If you select Report Format as PDF (if available) then this will display as a PDF which you can save,
print and email
Understanding your Reporting Options Each report format has
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Header information which you can complete to improve the report display
Filtering options to specify the criteria you wish to report against
Options to run the report, save the report format, or schedule the report for future delivery
Understanding how to Filter Your Report
It is advisable to select criteria as otherwise the report will take a long time to run or you may not get any matching results
Enter the report criteria in the Search box or by clicking on any of the blue filter icons
When filtering, enter search criteria
Select the criteria you would like to use and then Click on Add to Filter
Click on Submit Filter
Your filter selection will display on the course configuration page
To clear the selection, select the white filter at any time
Understanding how to Run, Save or Schedule your Report
Running a Report Immediately
Click on Run Report
You can then choose to Open or Save the report
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Saving a Report
On the Run Reports page click on Save Report
Enter a Report ID and a Description
Click on Submit to save the report in your Saved Reports list
Accessing a Saved Report
In Training Administration, on the Main Navigation bar click on Reports
Click on the Saved Reports tab
Click on Run to run the report with the saved report criteria
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Running a Report at a Later Time or on a Recurring Basis
Click on Schedule Job
Select the checkbox for the option you require:
Run This Job Immediately: to run the report straight away
Schedule This Job To Be Executed On: to run the report at a specific time in the future
Schedule This Job To Recur: to set the report to run at set intervals
Select when you want the report to run
If you want to be notified by email once the report is run you can select the Notify via email upon completion check box, check and confirm the email address is correct and select Email the Report if you want a copy of the report to be emailed to you
Click on Finish to set the report to run on the scheduled date
If you have not received the report as scheduled then remember to check your Junk Items
Ability to re-configure and re-run reporting options
When you run a report, the report opens in a new tab
The original tab with the Report Configuration is still open enabling you to
reset some of the report requirements
save or schedule a report already produced
You can re-run the report as many times as you wish from the same browser window – each report always
opens in a new tab leaving the Report Configuration tab still open .
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Report Examples: Reporting on Courses
Course Status
The only difference between this report and the Course Status Group by Users report is one provides the ability to group by user OR by curriculum (even though both lists what curriculum is assigned to each user and their curriculum status)
Course Status reports enable you to report on courses that have been completed by a specified user group
within a specified date range. You can report on individual courses, a group of courses or all courses. This
will not show you completions from curriculas.
Course Status Report (CSV)
Use this report to find out how many users completed a course (online, virtual or face-to-face) within a given
date range.
You can configure the report
for a specific division, sub-division, team or group of SAP numbers
for a specific course or selection of courses
for a specific time period
Tips for effective reporting
if you need to manipulate the data then choose the CSV report format
the Reports; Course Status Group by Courses / Users output to HTML only
In Training Admin, on the Main Navigation bar click on Reports
Click on Course Status
Select Course Status (CSV)
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Specifying Your Report Criteria
Leave the User field blank to report on all users
Choose the type of training course from the Course field
We need then to filter this to report for a specific course/courses , select the blue filter for ID
You can then add any additional criteria in for the course
In this example, we are going to search by Course Title, change to Contains, type in Excel
Click on Submit Criteria
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You can then select the course/courses you want to report on
Click on Add to Filter, your selection will appear at the top of the screen
Click on Submit Filter
Blue and white filters will appear to confirm you have added Criteria
You could add in dates if you want to report by e.g. all of 2016
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Click on Run Report
Your report will then be generated and you can select either; Open to edit now or Save for later
You can then manipulate the data in Excel, add filters, etc.
Click on File, Save As to save your workbook and ensure you choose to save as an excel workbook .XLSX format
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Course Status Group by Users
Reporting on Courses Completed by Users within a given Time Period
You can configure the report
for a specific division, sub-division, team or group of SAP numbers
for a selection of courses or all courses (not restricted to mandatory courses)
from, to or between dates specified
Tips for effective reporting
this reports all COURSES completed regardless of whether they have been assigned or any related curriculum has been assigned
ensure you select the correct user/users
if you forget to set the User ID dropdown to Any when you paste in concatenated SAP numbers then the report will be empty
you can additionally save the report or schedule the report for future delivery
the output will display data only within the divisions which you have access to in Training Admin
In Training Admin, on the Main Navigation bar click on Reports
Click on Course Status
Select Course Status Group by Users
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Specifying Your Report Criteria and Generating Your Report
1. Set Report Format to PDF
2. Tick Page break Between Records if you want each user to start on a new page
3. Select the users for your report – see Appendix 1a – or leave unchanged to select all users within
the divisions to which you have access
4. Select the courses that you want to report against or leave unchanged to select all courses
5. Select the dates that you want to report from, until or between
6. Select Run Report OR
7. Select Schedule Job (to deliver the report at a later date and time) OR
8. Save Report
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Registration Status (CSV)
The Registration Status report returns, for sessions and users, a detailed list of registration information
including registration dates and times, enrolment numbers, trainers, and session details.
You can configure the report
for a specific division, sub-division, team or group of SAP numbers
for a specific course or selection of courses
In Training Admin, on the Main Navigation bar click on Reports
Click on Registration Status
Select Registration Status (CSV)
Specifying Your Report Criteria and Generating Your Report
On the next screen you need to add the criteria in, for example, if we wanted to search for a specific course
e.g. Media Law, and all future sessions
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To select a particular session, on the report configuration screen, select the blue filter for Session
In the title field add Media into the criteria field
It is important also to note the Start Date After field, leaving this as the default will report on only FUTURE sessions, change this if you need to report on sessions that have already taken place
From the search results, tick the sessions you require and then click on Add to Filter
Then click on Submit Filter
Click on Run Report
You can then open the Excel report; this will provide you with the session dates, any delegates booked on, trainer name, etc.
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Report Examples - Reporting on Curricula
Curriculum Course Status
Curriculum Course Status reports enable you to quickly report the completion status for each assigned
curricula for a group of users with overdue/validity information
Curriculum Course Status (CSV) The user Curriculum Status report returns, the curriculum assigned to each user and their curriculum status,
and if applicable, the number of days remaining before required retraining to keep the curriculum current.
You can then use Excel to manipulate the data to find out;
Headline stats for completion against each curriculum for the chosen area
Who needs to complete which course/s to achieve completion on the curriculum for the chosen area
You can configure the report
for a specific division, sub-division, team or group of SAP numbers
for a selection of curricula or all curricula
Tips for effective reporting
if you have not assigned curricula the report will be empty
ensure you select the correct user/users
if you forget to set the User ID dropdown to Any when you paste in concatenated SAP numbers then the report will be empty
there are two screens where you can choose User Status to be Active or Both – make sure your selections are consistent
you can additionally save the report or schedule the report for future delivery
the output will display data only within the divisions which you have access to in Training Admin
In Training Admin, on the Main Navigation bar click on Reports
Click on Curriculum Course Status
Select Curriculum Course Status (CSV)
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Specifying Your Report Criteria and Generating Your Report
Set Report Format to CSV
Select the users for your report – see Appendix 1a – or leave unchanged to select all users within
the divisions to which you have access
Change the User Status to display reports for Active, Not Active or All Users (Both)
Select the curricula that you want to report against – see Appendix 1b – or leave unchanged to
select all curricula
Select Run Report OR
Select Schedule Job (to deliver the report at a later date and time) OR
Save Report
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Click on Run report
To save the file, you will need to Select Save As and change the file format Excel Workbook .xlsx
Example of Report data in Excel
Supporting Training
You may find the Excel Taster – Pivot Tables course useful to learn how to manipulate the data in the
output report effectively. This is a virtual course you can attend from your desk
Curriculum Status reports enable you to report the completion status for each assigned curricula for a group
of users with overdue/validity information in a variety of useful formats and the ability to group by user or by
curriculum
User Curriculum Status Summary (CSV) This report will output a list of the completion status for each assigned curricula for a group of users.
The data is grouped by Curricula
In Training Admin, on the Main Navigation bar click on Reports
Click on Curriculum Status
Select User Curriculum Status Summary (CSV)
Ensure you select the following;
User
Curriculum (leave blank to report on all)
Status – change to Both to see completed and not completed Curricula
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User Curriculum Status Group By User This report will list the curriculum status by user in PDF/HTML format
You can configure the report:
for a specific division, sub-division, team or group of SAP numbers
for a selection of curricula or all curricula
to show completed training only, training outstanding only or all training
to show each user’s information on a new page
Tips for effective reporting
the report has a page limit of 300 pages so will not report for very large groups of employees e.g. for 350 employees if you tick to show each user’s information on a new page
if you have not assigned curricula the report will be empty
if you forget to set the User ID dropdown to Any when you paste in concatenated SAP numbers then the report will be empty
there are two screens where you can choose User Status to be Active or Both – make sure your selections are consistent
you can additionally save the report or schedule the report for future delivery
the output will display data only within the divisions which you have access to in Training Admin
In Training Admin, on the Main Navigation bar click on Reports
Click on Curriculum Status
Select User Curriculum Status Group By User
Select your criteria
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Specifying Your Report Criteria and Generating Your Report
1. Set Report Format to PDF
2. Tick Page Break Between Reports if you want each user to start on a new page
3. Select the users for your report – see Appendix 1a – or leave unchanged to select all users within
the divisions to which you have access
4. Toggle if you want to display reports for Active, Not Active or Both for all Users
5. Select the curricula that you want to report against – see Appendix 1b – or leave unchanged to
select all curricula
6. Toggle if you want to show training which is Completed, Not Completed or Both
7. Select Run Report OR
8. Select Schedule Job (to deliver the report at a later date and time) OR
9. Save Report
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Sample Reporting Output
the Completed Status of each assigned curricula is displayed
a negative number for days remaining indicates the course is overdue by that period
a positive number for days remaining indicates the course is valid for that period
you can select that the report starts a new page for each user
this report is especially useful for providing a one-page mandatory training summary for each employee in a team e.g. to give a production manager a training summary for each member of the production team
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Appendices
Appendix 1a: Configuring the selection of users to report against
You can select the group of users to report against in a number of ways:
by division, by sub-division or team
by employee status or contract type
by any other criteria on the User Filter screen
adding SAP numbers one at a time
inputing a concatenated list of SAP numbers for a team or departments – read the Helpcard Concatenation. This means that you can select a specific group of staff and freelancers and work around the SAP restriction that freelancers are held in the area of first engagement.
any selection works within your existing permissions for Training Admin – so if you set Division Description to select BBC Studios but you only have rights to see TV then your report will be empty
Tips for easy reporting
maintain an up-to-date list of SAP numbers (with names and roles) for the staff and freelancers in
your team, area or department
Selecting Your User Base
On the report configuration screen, select the blue filter beside Users
A Users Filter Screen will appear
1. To input a list of concatenated list of SAP numbers, change the User ID dropdown to Any and paste
in the prepared list of SAP numbers separated by commas – read the Helpcard Concatenation
2. Toggle the User Status buttons to Active, Not Active or Both
3. To select a type of employee (e.g. staff) to report against select the blue filter beside Employee
Groups
4. To report against one or more divisions select the blue filter beside Division Description
5. To report against a subdivision or team ID select the blue filter beside any Sub-Division or Team
selection criteria
6. If any of these options do not display or to report against a criteria not displayed select
