On Demand Reporting - EWUweb.ewu.edu/groups/academicaffairs/IR/OnDemandUserGuide.pdf · On Demand...

On Demand Reporting User Guide

This user guide was prepared by the Office of Institutional Research, Demography,

and Assessment at Eastern Washington University.

2010

OIRDA

Eastern Washington University

3/31/2010


Office of Institutional Research, Demography, and Assessment


OnDemandUserGuide_3.7.docx Page 2 of 33

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Contents

On Demand Reporting .................................................................................................................... 4

On Demand Reporting - Data Security .......................................................................................... 4

Login form ...................................................................................................................................... 5

Getting Started form ....................................................................................................................... 6

Report View .................................................................................................................................... 7

New Repository user Interface .................................................................................................... 7

Ways to run a report ........................................................................................................................ 9

Running Real-Time reports....................................................................................................... 10

Running a report in “Background” ........................................................................................... 13

Parameters form .................................................................................................................... 13

Output form ........................................................................................................................... 14

Scheduled .................................................................................................................................. 15

Job Scheduled form............................................................................................................... 16

Job Form ............................................................................................................................... 17

Schedule Form ...................................................................................................................... 18

Calendar function .................................................................................................................. 19

Schedule Simple Recurrence ................................................................................................ 20

Schedule Calendar Recurrence ............................................................................................. 21

Parameters Form ................................................................................................................... 22

Output Form .......................................................................................................................... 23

Content Repository Documentation .............................................................................................. 24

Viewing the Stored Report........................................................................................................ 26

Folders View ............................................................................................................................. 27

Report Viewer ........................................................................................................................... 28





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Parameter Definitions ................................................................................................................... 30

Sample Reports ............................................................................................................................. 31

Dean’s Report ........................................................................................................................... 31

IPEDS Ethnicity Report ............................................................................................................ 32

Glossary of Terms ......................................................................................................................... 33





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On Demand Reporting

Welcome to OIRDA’s Jasper Report Server and On Demand Reporting. The purpose of this

document is to guide end users through the capabilities of the On Demand Reporting system with

a step-by-step set of instructions. On Demand Reporting provides you with a set of standard

reports and a unique menu of reports customized specifically to fit your needs.

To gain access to the report server, a username will have to be requested through the Director of

OIRDA. You will be required to change your password every 90 days. The URL to the report

server is: https://irda-iris2.ewu.edu/jasperserver-pro. Supported browsers include Firefox 2.0 or

greater or Internet Explorer 6.0 or greater, however there are some issues with this

implementation of the server and the use of Internet Explorer 7 or 8 and viewing stored reports.

See Content Repository Documentation section for more information.

On Demand Reporting - Data Security

A username and password is assigned to individuals only. Usernames and passwords are not to

be shared with anyone other than the authorized user. Following the data security standards as set

forth by the Data Management Committee, users are personally responsible for following the

FERPA requirements regarding the use and distribution of confidential student data. All users of

this system must sign the special Banner access permission form pertaining to use of the Jasper

Server.





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Login form

On the Login Form input the Organization to which you have been assigned and your user name

and password. If you are logging on to the system for the first time, your password has been

reset for you by the system administrator or your password has expired you need to change your

password. Click on Change password and fill in your new password as prompted on the form.





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Getting Started form

To gain access to standard reports developed for all users and custom built reports designed for

you, click on “view your reports” to obtain a list of reports your username authorizes you to run.

At the present time the ‘create a report’ function and the tabs at the top of the screen are reserved

for OIRDA staff use only.





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Report View

New Repository user Interface

In the previous version of Jasper Report Server when you clicked on the view your reports icon it

took you to a page that listed those reports you were authorized to run. In the new version of

Jasper Report Server you will be taken directly to the Repository page and all the reports you are

authorized to run will be listed for you. This release of JasperServer introduces a search

interface for the Repository.

To access the repository, select View > Repository from any page of JasperServer.

The new repository interface is designed to help you find resources faster by using intuitive

search criteria. Instead of viewing resources by folder alone, the repository now provides many

other filters such as who modified the resource and when. By clearing the check box to Include

subfolders, you can still browse folder by folder, but once you are familiar with the search

interface, you can often find resources with fewer clicks.

Click on the Reports drop down to see the reports in

your Content Repository

Type all or part of a program name to search the

available reports such as CEN for all Census reports





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All of the controls on the repository page make it easy to refine or enlarge your set of results.

In addition, Jasper Server remembers your settings so that your most commonly needed

resources stay visible when you return to the repository page

This page provides the list of all standard and customized reports to which you have authorized

access. Reports identified as “CENxxx” and/or ‘- Census’ run against snapshot data that was

captured as of the tenth day census each term. All other reports listed run from the ‘current’

ODSP database where current is defined as close of business from the prior day. A brief

description of the report is also included (note: a more extensive description of each report can

be found in the “On Demand Reporting – Standard and Customized Reporting manual” located

on the OIRDA website) along with the creation/revision date of the report and the general folder

in which the report is housed in our system.

Clicking on the report name will run the report

‘Real-Time’ and disable your browser window.

Clicking on the ‘Schedule’ icon will allow you to

pick a date and time for the report to run.

Clicking on the ‘Background’ icon will allow you to run

the report without disabling your browser window.





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Ways to run a report

There are multiple ways to run a report:

1. Real-Time – Runs right now and displays the output back to your browser. Your

browser screen will be rendered unusable during the time it takes to run the report.

2. Background – Runs right now but doesn’t render the browser screen unusable. It runs

silently in the background. You specify where it is to be delivered (Content Repository

and/or e-mail) and in what format (pdf or excel) you want it delivered.

3. Scheduled – You can pick the date and time for the report to run. You specify where

you want the report to be delivered (Content Repository and/or e-mail) and in what

format (pdf or excel) you want it delivered.





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Running Real-Time reports

We will use CEN140 Deans Report Detail – Census to demonstrate the various ways you can run

a report. Clicking on the report name will bring up the following prompts:

If you click “OK” the prompt will disappear and the report will run locking your web browser

window. If you click on “APPLY” the report will run but the prompt will ‘float’ in front of your

browser window. This allows you to run several report runs using different parameters. This

might be useful if you want to run a separate report for each department. You can click “Cancel”

to clear the screen of the floating prompt and return to the list of on demand reports. Let’s

assume you clicked the “OK” button to run the report.

• It will take about 15 – 25 seconds for this particular report to run. Run times can vary

depending on the complexity of the report.

• When the report is complete it will be displayed back to you as an HTML form in the

web browser window. It may look like some data are missing in this view but that is

only because you are viewing it in its HTML form.

The Academic Period takes the form YYYYTT where YYYY = Year and TT = Term

to process.

TT can have the following values:

10 = winter term, 20 = spring term

30 = summer term, 40 = fall term

To run a report for fall term 2008 you would enter the value: 200840

Drop down lists to select College,

Department, and Funding source of the

courses.





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You can scroll through this report but to print it you should click on one of the display option

buttons in the upper left hand corner. For presenting the information as a basic report, the PDF

format is recommended and will produce a nice look. However, the PDF format does not lend

itself well to “cut and paste” uses. If you want to “work with” the data presented, we recommend

you contact us about creating special spreadsheet versions that specifically required the CSV

reporting format. The four icons to the right of the PDF icon provide the following options:

• Export the report to Excel

• Export the report to Rich Text Format (RTF) - Word

• Export the report to Comma Separated Values (CSV)

• View the report in Flash format (Adobe)

Again, we don’t recommend using the Excel, RTF or Flash options at present. The programs that

support these various report viewing options must reside on your local workstation.

The icon with the ‘back arrow’ will take you back to the report list. The icon with the ‘double

check marks’ will give you a new prompt so you can re-run the report with different parameters.

Hover the mouse pointer over an icon to get a description of what it does.

Display/print in PDF

Go back to report list

Run report with different parameters





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When you click on the PDF display/print icon you should see something that looks like this:

You can save the report in PDF format to your desktop or print it to a local or network printer.





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Running a report in “Background”

We will now walk through the process of running a report in ‘background’. Clicking on the

‘background’ icon next to the report description field will bring up the ‘Parameters’ form.

Parameters form

Clicking on the ‘Background’ icon will allow you to

run the report without disabling your browser

window.





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Notice the prompts are not ‘floating’ but are imbedded in the web page.

Once you choose the parameters you want you will be presented with a form that lets you direct

the output to a specific folder on the report server as well as e-mail it to one or more people.

Click on ‘Next’ to continue to the ‘Output’ form.

Output form

After filling in this form and clicking on ‘Save’ your report will be scheduled to run in the

‘background’. You can continue to schedule other reports or go to another Web site while the

‘background’ report is running. When it is complete the finished report will be e-mailed to

whoever you directed it to as well as be stored in the Content Repository in the report server.

Any email sent will show as From: [email protected].

This is the output file name that will be written into

the content repository. It is automatically filled in.

This tells the report server to store the output as a

PDF file.

This tells the report server where to store the output

file after the report is run. See ‘Content Repository’

documentation to learn how to access it.

This tells the report server to overwrite files in the

Content Repository.

This tells the report server where to e-mail the

report.

Click ‘Save’ to run the report.





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Scheduled

We will now walk through ‘Scheduling’ a report to run. Clicking on the ‘Schedule’ icon next to

the report name field will bring up the ‘Job Scheduled’ form.

Clicking on the ‘Schedule’ icon will allow you to

pick a date and time for the report to run.





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Job Scheduled form

Clicking on the ‘Schedule Job’ button will cause a ‘Job Form’ to be displayed in your browser

window. This form will allow you to schedule the report to run on certain days of the week,

month, and year and on certain times of the day. This function would typically be used if you

have the need to run a report that goes against current data on a regular schedule.

Clicking on the ‘Schedule Job’ button will cause a

‘Schedule Form’ to be displayed in your browser

window. This form will allow you to schedule the

report to run on certain days of the week, month, and

year and on certain times of the day.





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Job Form

When you have completed filling out this form click the ‘Next’ button to move forward in the

schedule setup process.

Enter the name you want to be associated with this

report in the scheduled Queue.

Enter a short description of the report.





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Schedule Form

This is the default schedule form. If you take the defaults the Job you are ‘Scheduling’ will be

submitted to run immediately. If you click on the radio button that says ‘On’ and then click on

the calendar icon, you will be presented with a calendar form that will allow you to pick a date

and time you would like the report to run.





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Calendar function

This form allows you to schedule a very basic report run that will run one time. The form selects

the date from the calendar and inserts the current time. If you want the report to run at a

different time click in the date and time field and change the time. Click ‘Next’ and the

Parameters form will appear. Fill in the parameters and click ‘Next’ to continue to the Output

Form. Fill in the output form and click ‘Save’ to complete the scheduling of the report.

There are three radio buttons on the Schedule form two of which provide for the establishment

of a more complex schedule. These buttons are labeled Simple Recurrence and Calendar

Recurrence. Our next form displays the Simple Recurrence schedule option.

Click the radio button ‘On’ to

schedule the report to run on a

specific day.

Click the calendar icon to bring up a

calendar.





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Schedule Simple Recurrence

The simple recurrence option allows you to schedule a job to run indefinitely, until a given date,

a specific number of times, or every N day.

The last schedule option that can be used is calendar recurrence. As the name implies it is a

schedule that is calendar driven. Our next form displays the calendar recurrence schedule option.





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Schedule Calendar Recurrence

In this example the report is scheduled to run at 7:10AM Monday through Friday in the months

of August and September. Once you have finished setting up the schedule for the report you

should click the ‘Next’ button. When you do you will be taken to the ‘Parameters’ form.

When the ‘next’ button’ is clicked you will be taken

to the Parameters form.





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Parameters Form

Please see page seven of this document for an explanation of the Academic Period parameter.

When you click the ‘Next’ button you will be taken to the ‘Output’ form.

Specify the report run parameters and click ‘Next’.





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Output Form

See page 11 of this document for an explanation of parameters on the output form.

Click the ‘Save’ button to finish the job setup and schedule

the report.





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Content Repository Documentation

Microsoft Internet Explorer 7 or 8 Issues:

Because of security problems with the previous implementation of the Jasper server the new

implementation is running under Secure Sockets Layer. SECURE Sockets Layer(SSL) is a

cryptographic protocol that provides security for communication over networks such as the

Internet. This has created issues with the user of the Internet Explorer browser such that it is

unable to open any files in the content repository. If you are running reports in the background

or are scheduling reports that direct output to the ‘content repository’ you will not be able to

view these saved report with Internet Explorer. For the best user experience Institutional

Research recommends the use of the Firefox browser. Institutional Research continues to work

with the software vendor and the EWU IT experts to resolve this problem.

When you schedule a report to run in ‘background’ or on a designated schedule, you will be

required to select a folder in the ‘content repository’ for the resulting report to be stored. If on

the Output specification form you indicate ‘Sequential File Names’ by choosing the checkbox

next to it, each time you run the report it will create a new copy of the report in the ‘Content

Repository’. If on the Output specification form you indicate ‘Overwrite Files’ by choosing the

checkbox next to it, each time you run the report it will overwrite any existing report with the

same name that exists in the ‘Content Repository’. When your username is created on the report

server, you will be assigned a folder in the ‘Content Repository’ that contains your username.

This is the folder you should use to store reports.





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Parameters | Output Form

Choose the folder with your username.

This option creates a new output file for each

time the report is run.

This option overwrites the output file every

time the report is run.

This option attaches the report to the e-mail

message that is sent.





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Viewing the Stored Report

To view the stored report you must browse the ‘Content Repository’ on the report server. The

easiest way to get there is to click the ‘View’ tab and click on ‘Repository’.

When you click on ‘Repository’ you will be taken to the ‘Folders’ view. The ‘Folders’ view

displays all folders on the report server you have access to

Click on ‘Repository’ to view your saved reports.





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Folders View

Click Report Outputs in the Resources (Refine) area at the bottom left of the Folders View form

to see the stored reports.

The right hand panel on the Folders View form displays a list of your saved reports. A single

click on the report name will bring the report up in your PDF viewer program. From there you

can print it or save it to your local computer. Right Click on the report and then click on Delete

will allow you to delete the report. The next page shows an example of the report being

displayed by the PDF report viewer in the Firefox browser.

Double clicking the report name will display the

report in your PDF viewer.

Click on the Report Output drop down to see the

reports in your Content Repository

Clicking Delete will allow you to delete the report.

Resources





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Report Viewer

Click on Go Back One Page arrow to return to

Jasper Server Folders View





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Folders View after return from Foxfire browser





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Parameter Definitions

The purpose of this document is to describe the parameters used by the various reports that exist

in the on demand folder of the OIRDA report server. These reports are available to anyone who

has been assigned a username on the report server.

The reports located in the on demand folder may use one or more of the following parameters:

Academic Period The academic period defines the term the report is to run

against. It takes the form YYYYTT where YYYY= Year and

TT = Term. TT can have the following values:

10 = winter, 20 = spring

30 = summer, 40 = fall

To run a report for fall 2008 you would enter the value

200840.

Campus Code This identifies the campus you want to run the report for. If

you pick List All from the drop down list it will report on the

entire university.

College Code This identifies the college you want to run the report for. If

you pick List All from the drop down list it will report on the

entire university.

Department Code This identifies the department you want to run the report for.

If you pick List All from the drop down list it will report on

the entire university.

Student Level This identifies the student level (undergraduate, graduate) you

want the report to run for. Post baccalaureate students are

included in the undergraduate level. If you select ALL from

the drop down list it will report on all student levels.

Select Funding Source This identifies the funding status of the student/course being

reported. State funded students are considered to be taking at

least one state funded course. Choosing state support only

will select only those students that are taking at least one state

funded course. Choosing self support only will select only

those students who are taking at least one self support course.

Choosing List All from the drop down list will select all

students regardless of the funding source associated with the

courses they are taking.

Minimum Course Enrollment The minimum course enrollment required for the course to be

selected for reporting.





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Sample Reports

Dean’s Report

A course detail list that provides FTES information by college and department.





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IPEDS Ethnicity Report

A report that shows the ethnicity breakdown of all enrolled students for a given academic period.





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Glossary of Terms

The following link will take you to a glossary of commonly used terms within the university.

Many of these terms represent units of measure you will find in the On Demand Reports

provided through the OIRDA report server.

http://www.ewu.edu/x49400.xml

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