NYC REPORTING TOOL - Compass for...

NYC REPORTING TOOL

An Online Business Intelligence Tool for

School Administrators to

Access Achievement Data at the

Board, School and Student Level

ADMINISTRATOR

USER GUIDE

NYC Reporting Tool

Administrator User Guide

2

December 2008

TA B L E O F CO N T E N T S

Introduction ................................................................................................................................................... 3

Getting Started .............................................................................................................................................. 5

Using Cognos ReportNet .............................................................................................................................. 7

Sample Report Walk Through .................................................................................................................... 10

Quick Tips ................................................................................................................................................... 14

Available Reports ........................................................................................................................................ 17

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IN T R O D U C T I O N

Cognos ReportNet is web-based Business Intelligence (BI) software that has been developed as a tool for

principals and superintendents to summarize information about students, schools, Community Education

Centres (CEC/regions) and internal operations in ways that support improved student performance.

YRDSB and the eight school boards within the NOEL consortium (now the NOEL York Consortium -

NYC) have collaborated on Reporting and Data Warehouse Solutions to support the Ministry‟s MISA

(Managing Information for Student Achievement) Initiative. With reports jointly designed and created by

Information Technology Services and Research & Assessment Services, this BI tool takes the volume of

data the Board and schools collect and store, and turns it into meaningful information that supports

evidence informed decision making and facilitates access to information to support the school planning

process. This tool will provide access to accurate and powerful information to identify trends and more

easily identify students who may be struggling academically, in a timely fashion.

The reports created with Cognos ReportNet are aligned with the core data sets outlined in the school

planning resource, Review and Renewal: A Toolkit for School Improvement. Cognos ReportNet simplifies

access to these core data sets – including attendance and academic achievement such as EQAO, Report

Card, PM Benchmark and accumulated credits – and allows the user to view the data in summary reports

that are practical and user-friendly.

Cognos ReportNet also enables user-friendly „drill-down‟ functionality. This means that the user can view

results at the school level and then click on links that allow the user to move easily from school level

reports to reports listing all of the students meeting user-selected criteria (e.g. students with level 2

achievement on the report card in reading; students who failed grade 9 applied mathematics, etc.) and

finally, to detailed profiles of the academic history of individual students who meet the same user-defined

criteria.

There are three panels of information available:

1. Elementary School Reports

2. General Reports

3. Secondary School Reports

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Within the Elementary School Reports panel there are the following reports:

Elementary Report Card Summary

Elementary Learning Skills Summary

Elementary Subject Strand Summary

Assessment Summary

Elementary Class Profile

Elementary Attendance –released in 2009

Enrolment and Mobility-released in 2009

Elementary Assessment (OLA) Summary – NOEL only

OLA Student List –NOEL only

Elementary Cohort Tracking – released in 2009

Within the General Reports panel there are the following reports:

Student Profile

Student Profile Mulitple

EOAO – Grade 3, 6, 9 and OSSLT

Student Transition Report

Learning to 18 Detail – NOEL only

Learning to 18 Tracking Form – NOEL only

Within the Secondary School Reports panel there are the following reports:

Secondary Achievement Level Summary

Secondary Learning Skills

Credits Earned Summary

Credit Distribution by Grade

Credit Status

Secondary Attendance – released in 2009

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GE T T I N G ST A R T E D

Minimum Requirements - YRDSB:

- All that is needed is a computer and internet browser (Microsoft Internet Explorer 5.0 or

better) that is connected to the Board network. In other words, if you wish to use Cognos

ReportNet from a site other than the Board, you will need to tunnel into the Board network.

Minimum Requirements - NOEL:

- All that is needed is a computer and internet browser (Microsoft Internet Explorer 5.0 or

better)

- For MAC users, Cognos supports Firefox version 1.5

Optimum Viewing Settings:

- Take the mouse and right click any where on the desktop. Choose Properties.

- Click the Settings tab. Under Screen Resolution move the arrow so it reads 1024 x 768

pixels. Click Apply. If prompted Do you want to keep these settings, choose Yes. Then click

OK.

- Please note that you may need to repeat the above steps to change this setting back to

800 x 600 pixels for other applications.

Accessing the main website:

- Open your Internet Explorer browser.

- Type in the address

For YRDSB http://dwreports.yrdsb.ca and hit Enter.

Alternatively, on the BWW, from the Online Tools tab, there is a link, listed as

Cognos ReportNet Web

For NOEL https://www.misa-noel.ca

Saving the Cognos ReportNet website in your Favourites:

- Take the cursor (mouse) up to the menu bar, click Favourites.

- Scroll down and click Add to Favourites...

- You may wish to change the default name to your choice (e.g. Cognos ReportNet)

- Click OK.

- This has now been saved in your Favourites.

- To access this website in the future, simply open Internet Explorer and click on Favourites

and scroll down and click on “Cognos ReportNet” or the name you chose above. You will

automatically be taken to the website.

http://dwreports.yrdsb.ca/

https://www.misa-noel.ca/

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Internet Explorer Print Setup:

- Launch Internet Explorer.

- Choose File | Page Setup.

- Blank out the header and footer areas so that text does not print around the edges of the pages

and change all the margin settings to 0.75”, click OK.

Browser pop-ups:

- The generated reports open up with new windows, so you may find that a pop-up blocker

may inhibit the new window from appearing. A yellow bar should appear in the top menu

bar. Click on the yellow bar and choose Always Allow Pop-ups from This Site.

- You will then need to re-select the report link.

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US I N G CO G N O S RE P O R TNE T

Below you will notice the „Log on‟ page once you have entered the website address listed previously.

Your User ID and password are the same User ID and password you use to log-on to the YRDSB

network or assigned to you through your NOEL administrator

Your access to information within this site is defined at the Board and is based upon your role. If,

upon logging in, your school is not listed, please call the Helpdesk at ext 4357 for YRDSB or for

NOEL, email your MISA leader

It is extremely important that you do not share your password with anyone else and that you ensure

the privacy and confidentiality of student data by keeping your password safe and secure.

The Report Viewer – School and Board Reports main page will appear as soon as you log in (see

below). From this page, you may access all of the available reports by selecting the hyperlinks.

If you are prompted to create your own password, you will need to ensure that it is a minimum of 7

characters in length and has upper and lowercase letters and at least one number (i.e. Bradl3y would

work because it meets all of the criteria)

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YRDSB Home Page

NOEL Home Page

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To run a report, simply click on the report of your choice. A new window will open for the report you

selected. If a new window does not appear, check the light yellow message bar on your browser.

You may have to allow pop-ups by right-clicking in the top menu bar where the error appears. Select

Always Allow Pop-ups from This Site… and re-select the report link.

Once you have finished with the report, you may close the window by clicking on the X in the top

right hand corner of your window.

Click other links on the Report Viewer for other reports. A new window will open for every report

that you generate.

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SA M P L E RE P O R T WA L K TH R O U G H

Below is a sample walk through for one of the Elementary School Reports. The process for other reports

is similar in structure (i.e. use of drop-down menus, hyperlinks, additional windows, etc.)

Underneath the heading of Elementary School Reports, click on the hyperlink for „Elementary Report

Card Summary‟. The following screen will appear. Maximize the window if necessary.

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Under Please Select the Report Type: choose either Historical Student Enrollment or Current

Student Enrollment (see REPORT PARAMETERS DEFINITIONS on page 13 for more details).

Under Please Select Report Parameters, you will find five (5) drop-down menus:

School: Click on the down arrow beside „School‟ and select your school. If there are numerous

schools listed, to highlight a particular school quicker, you may enter the first letter of your

school and then scroll to the desired school.

School Year: Click on the down arrow to scroll down and select the appropriate school year.

Using the same method, continue to select:

Term

Grade

Achievement

Your screen will resemble something similar to below but with your own school name:

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All the fields must contain a selection from you in order for the Finish button to appear. Click on the

Finish button to run the report. Please be patient as this may take a few moments. Upon processing,

your report should resemble something similar to below.

The report outcome consists of three parts – Parameters, Main Summary and Trends.

If you require more specific breakdowns, you may select additional criteria under Comparison

Options (in the Report Parameters section) and choose the Submit button. You can choose multiple

filters for your report but only one comparison can be selected. Selecting an incorrect parameter

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could result in either false data or a blank report. If your report returns no data, verify your parameters

selected.

From this page, you can click on any of the blue highlighted numbers in the columns in the available

tables. This will open a new window that lists students in your school based on that particular group.

The trending section also provides you with options in the drop down menu to see view cohort or

historical data by term, year or by achievement results

Within this new window listing students, if you are unable to see all the students in the list, use the

navigational options at the bottom left corner of the screen. Page down will move down 30 names at

a time, Bottom will take you to the last 30 student names, Top takes you back to the first 30 student

names and Page Up will preview the previous 30 student names.

From the page containing the student names, you can continue to drill-down even further and obtain

particular Student Profiles by selecting any of the names that are highlighted blue and underlined.

After clicking an individual student name, another new window will open and take you to the detailed

student level, permitting you to view the student‟s academic history in our system.

Please Note: The student names which are not highlighted, underlined in blue, and appear in black

lettering are the names of students who are no longer enrolled in your school. These students

currently have an inactive status in your school and therefore you cannot drill down to view their

academic history. Students may also appear in the list as „no access‟ indicating that you do not have

the security privileges to view their student information.

To navigate throughout the Student Profile, you may either scroll via use of the vertical scroll bar or

choose the blue hyperlinked categories listed underneath the Student Profile details (i.e. PM

Benchmark, Other Assessments, etc.)

Once finished with a Student Profile, click on the X in top right hand corner of the browser window

to close the window.

To view additional students, click on Windows XP‟s blue Taskbar on the bottom of the screen and

navigate to the previously generated report listing all the Student names.

To return to the Report Viewer - School and Board Reports main page, click on the blue hyperlink in

the top right-hand corner that reads Main Menu.

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QU I C K T I P S

Below are some descriptions of the icons and tools you may observe and use:

Printing – When printing a report it is a good idea to view the document in PDF format by

clicking on the „View in PDF Format‟ icon. This will open a new window with the resulting

PDF. You can then print directly from the PDF by clicking on the accompanying print icon. This

method provides a more professional finish. Additionally, it provides the option of saving the

PDF to disk. However, you may also print directly from the screen via the Print feature of

Internet Explorer.

Back button – Avoid using your browser‟s Back button where possible. Use the Main Menu

link or navigate to the different windows through the Taskbar, where possible. Use the Main

Menu link to be taken to the Report View – School and Board Reports Home Page.

Save the document as a report view – This enables the user to store the report to the My

Folders tab within ReportNet for future use or examination. The steps to Save a Report are as

follows:

- After running a report, click on the Save as Report View icon. The Save as report view

dialogue box appears.

- At Name: enter a meaningful report name that you will be able to recognize.

- At Locations: click on Select My Folders and then click OK.

- Navigate to the window Default Home – Cognos Connection… At the top left hand corner,

click the My Folders tab.

- In My Folders, click the Run with options button under Actions (on the right side of the

window) on the same line as the report you want to run.

- The Run with options dialog box appears.

- Under Format, click on the down-arrow and choose the appropriate format.

- Under Delivery, click the desired radio button (i.e. View the report now, Save the report, etc.)

- Upon completing options, click Run.

- On the following screen, choose the same report specifications as the previous report.

- Click Finish and OK, if prompted.

- To view the saved report: Click the Refresh icon and then click on the View the output

version for this report icon..

- You can now access the report output without running it again.

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Send the report by email – enables the user to share the report by email. - To send the report by email, click on the Email Report icon. The Set the email options

dialogue box appears.

- In the box below the title, type the email address of the report recipient. If there is more than

one recipient, separate the email addresses with a semi-colon.

- If you wish to send a written message along with the report, enter the information in the Body:

text box.

- Under the Body: box, there are two options for including the report. Include a link to the

report or Attach the report. If you place a checkmark for Include a link to the report, the

report will be emailed with an HTML link which appears in the body of the email message.

Only clients with Cognos ReportNet access will be able to use the HTML link. If you choose

Attach the report and do not include anything in the Body: section, the report will be

embedded in the body of the email. Otherwise, it will be included as a separate attachment (in

HTML format).

- Click the OK button to send the email. (You do not need to start up your Outlook account for

the email to be sent.)

Run – This is a great shortcut when you would like to rerun a report and change some of

the detailed options (i.e. you would like to view the same school, grade, and year but

would like to view an alternative subject).

- To view other subjects for the same student group, in the overall summary page click

the Run button (at the top right hand corner of the screen), and then reselect the subject

name from the drop down list. Most reports provide you with the ability to change the

options from within the report so that you do not have to re-run the report from the

prompt page.

View in HTML format – This is the current default (i.e. all reports are viewed in HTML

format unless otherwise specified).

View in Excel formats:

- View in Excel 2000 Format – This enables the user to download summary

tables/graphs into an Excel 2000 spreadsheet. Please note: Depending on your Internet

Explorer options, you may not be able to view in Excel format.

- View in Excel 2002 Format – This enables the user to download summary

tables/graphs into an Excel 2002 spreadsheet. Please note: depending on your Internet

Explorer options, you may not be able to view in Excel format.

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When finished using Cognos ReportNet, click Log off on the upper left of the window of

the Main Menu or close the window(s).

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AV A I L A B L E RE P O R T S

REPORT PARAMETERS DEFINITIONS

Historical Student Enrollment – Asks how did my school perform:

Results are based on students enrolled in the grade at the time of reporting. Users should

consider using this option when they are trying to analyze school performance. This option

analyzes the marks achieved based on the dates selected.

Current Student Enrollment – Asks how are my students performing:

Results are based on students enrolled in the school at the time of reporting. Users should

consider using this option when they are trying to analyze students that are currently enrolled in

their school. This option analyzes the students that are in the school based on the dates selected.

Comparison Options:

CEC – Community Education Centre, boards can set up groups of schools that have similar

characteristics or within a particular region of the Board, they can also compare their results to

the school board and in some cases like EQAO, to the province.

Parameters:

All At-Risk or Non-At-Risk – Boards define who is at risk based on their own criteria.

Users can select many filters within the parameter section but only one comparison can be

displayed at any time

N.D. will only show up when you select current student enrolment. ND means that there is

no data available for the students that are currently enrolled.

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Trending:

The trending section also provides you with options in the drop down menu to view cohort results ( if

current is selected) or historical data by term, year or by achievement results

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ELEMENTARY SCHOOL REPORTS

Elementary Report Card Summary

This report allows a user to view the overall Report Card Achievement for a specific Year, Term,

Subject/Strand and Grade within a particular school. It summarizes the data by count and percentage of

students at each achievement level. Once the user is in the report, they can filter on School, Subject /

Strand, Exceptionality, At-Risk, Year, Status, Ancestry, Class, Grade, IEP, ESL, Term and Gender. The

user can select any combination but they must select Submit to refresh based on their selection.

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Elementary Learning Skills Summary

This report allows a user to view students' report card learning skills results based on either the historical

student enrollment at the time of reporting, or enrollment of students currently in your school. The results

can be disaggregated by School, Exceptionality, At-Risk, Year, Status, Ancestry, Class, Grade, IEP, ESL,

Term and Gender. You can also compare the school result with the area and the Board.

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Elementary Subject Strand Summary

This report allows a user to view students' report card results with all subject strands together as a

comparison. Users can view this report using either the historical student enrollment at the time of

reporting, or enrollment of students currently in your school. The results can be disaggregated by School,

Grade, Class and At-Risk, Year. You can also compare the school result with the area and the Board.

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Elementary Assessment Summary

This report summarizes the school‟s assessments by assessments offered, Grade, Class, At-Risk, Gender,

ELL, Special Ed, Ancestries, IEP, Year and Term. The assessments available are dependent upon this

data being available in the Student Data Warehouse. This report provides you with multiple ways to see

your data by selecting different display types:

Range: Allows you to see the students based on the ranges set by the board. This range may

fluctuate based on the target range for the grade, assessment and term selected if the assessment is

dynamic such as PM Benchmarks.

Score: The score option will display the individual score by students on the assessment.

Expectations: This provides the results based on three categories – below expectations, meets

expectations and exceeds expectations.

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Elementary Achievement Class Profile

The Elementary Achievement Class Profile provides a linear view of your currently enrolled students‟

results based on an area of focus determined by the subject strand selected. The report will show the

students‟ report card, EQAO and up to three different assessments that the user selects in the prompt

page.

Note: initially the class drop down will only show „All Classes‟, select the „refresh class‟ button to

display the classes for the grade and school selected.

This report will always show you 3 report card terms prior to and including the one you selected in the

prompt page. If you select term 2 for the report, it will show you term 2 and term 1 from last year and

term 3 and term 2 from the year previous to last year. This report is for the current class that the students

are in this school year.

Marks are colour-coded: Black - Mark has stayed the same from previous term

Green - Mark has advanced from previous term.

Red - Mark is lower from previous term.

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GENERAL REPORTS

Student Profile

The student profile report provides a complete picture of the selected student from the time that they

started with the school board. The profile displays elementary achievement history, learning skills,

assessment results, EQAO results, enrolment history, attendance, secondary achievement, secondary

learning skills, and credit accumulation to date.

You may only select one student at a time to generate the report.

If available for the student, the report displays:

Elementary report card achievement results (current year)

Elementary report card learning skills

DRA or CASI

PM Benchmark

Other Assessments (board defined)

Monthly Attendance

Enrollment History

EQAO Assessments

All marks are numerical to show transfer from primary to intermediate

Most recent assessments will be at top of page

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EQAO – Grade 3, 6, 9 and OSSLT

The EQAO - Grade 3, 6, 9 Assessment report allows a user to view school results and each achievement

level for a particular subject compared with the province. This report is available for Method 1 – All

Students and Method 2 – Participating Students. Once within the report, the user can filter on School,

Method, Exceptionality, Year, Ancestry, Gender, Subject, IEP, ESL, Grade, At-Risk, and Student Status.

The OSSLT report allows a user to select a School, School Year, Cohort and reporting method to view a

report summarizing the number and percentage of students who were successful, not successful, absent

and deferred. In addition, this report also provides the Board and Provincial outcomes as comparators.

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SECONDARY SCHOOL REPORTS

Secondary Achievement Level Summary

The Secondary Achievement Level Summary provides information from the secondary report card for

students based on school year, term and grade. Once within the report, the user can filter by

Exceptionality, Course, At-Risk, Ancestry, IEP, ESL, and gender. You can also compare the school

result with the area and the Board.

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Secondary Credits Earned Summary

The Credit Earned Summary allows the user to select a grade and snapshot date to determine the number

of students within credit ranges. The results can be disaggregated by Gender, ELL, Special Needs or

Ancestry. You can also compare the school result with the area and the Board.

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