Campus Reporting (pdf)

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ReportingatEIU

SincethetransitiontoBanner,reportingatEIUhaschangeddrastically.Fromthetoolsweusetoretrievedata,totheprocessesinstalledtoensureefficiency,thechangeswehavemaderequiresomeeducationtounderstand.Thisdocumentisintendedtohelpeducatetheusercommunityonthereportsthatareavailable,theprocessesthatallowaccesstodataandthetoolsusedtodelivertheinformation.

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TableofContents

GettingStarted ......................................................................................................................................3

ReportingTools .....................................................................................................................................4Argos ....................................................................................................................................................................5CrystalReports .................................................................................................................................................9Reportal ........................................................................................................................................................... 10DataExtraction.............................................................................................................................................. 15

Data/ReportAccess........................................................................................................................... 16ContactInformation ......................................................................................................................... 16

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GettingStarted

Whensearchingforareportthatcontainstheinformationyouneed,startwiththeEIUreportingwebsite(http://www.eiu.edu/~reporting).Here,youwillfindthereportrepository,whichcontainsthedescriptionsofstandardreportsfromacrosscampus.Theremayalreadybeareportoncampusthatcontainstheinformationyouneed.Onthereportingsite,youwillfindthecontactinformationforthearea/personresponsibleforeachreport.

Intheeventareportdoesnotalreadyexistwiththeinformationyouneed,arequestforprogrammingmaybesubmitted.Therequestformsresideonthereportingwebsiteunder“Forms”.Onceyou,theuser,submittherequestonline,theformwillbedeliveredautomaticallytotheappropriateperson.Youmaybecontactedtofurtherdiscussyourneeds.

Toretrieveyourdata,youwillneedtobefamiliarwiththetoolsusedfordisplayingtheinformation.Thefollowingsectionsdescribethereportingtoolsyoumayneedtoretrieveyourreport.

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ReportingTools

Inthepast,EIUutilizedamainframesystemforstoringinformation.SincetheconversiontoBanner,EIUhaschangedthewaydataisstoredandretrieved.Inanefforttodeliverdatamoreefficiently,thereportingtoolsusedatEasternhavealsochanged.

Themainreportingtoolsare:

Argos

RePortal

CrystalReports

Bannerreports

DataExtraction

Thefollowingpageswilltakeacloserlookateachtool.

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Argos

Argosisaweb‐basedreportingtoolusedbyinstitutionsthatalsousetheBannerdatabase.Argosisareportcreationsoftwareandareportdeliverytool.

Itcontainsahierarchicallistofthedifferentmodulesoncampus(Student,HumanResources,Finance,etc…).Differentdepartmentsandentitieshavesubfoldersinsideeachmodulefolder.Insidethesefoldersyouwillfindalistofreportstowhichyouhavebeengrantedaccess.

ThefollowingisastepbystepdemonstrationonhowtoaccessArgosandviewareport:

ArgosReportViewingInstructions

Step1:IfyouhavenotalreadyaskedforaccesstoArgos,youneedtocontactthereportwriterwithwhomyouhavebeenworking.Thereportwriterwillcontactthenecessarypersonneltosetuptheproperaccess.

Step2:OpenInternetExplorer,typehttp://argossrv:8080/intheaddressbarandpressenter.

Step3:ClicktheArgosbuttonformtheleftnavigationbar.

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Step4:ClicktheStartHerebuttonthatappearsonthescreen.

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Step5:IfthisisthefirsttimeyouhaveusedArgos,youmaybepromptedtoinstall“ActiveX”.Clickthroughthepromptstoinstall“ActiveX.”Thisplug‐inisnecessaryforArgostofunctionproperly.

Step6:Next,youwillbepromptedforausernameandpassword.YourusernameandpasswordwillbethesameasyourEIUemailusernameandpassword.Onceyouhaveenteredyourcredentials,clickLogin.

YouhavenowsuccessfullyloggedintoArgos.Yourpermissionswilldeterminewhatreportsyoucansee.Ifthereisareportthatyouknowisavailablethatyoucannotsee,itislikelyyoudonothaveaccesstothereport.Belowisanexample:

Step7:Clicktheplussigninfrontofthefolderyouwouldliketoaccessandtheselectionwillexpandtoshowsubfolders,datablocksandreports.Doubleclickthereportyouwanttoopen.Reportscanbefounddirectlyunderdatablocks.

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Step8:Onceyouhavedoubleclickedtoopenthereportyouneed,simplyfollowthedirectionsonthereport.Inanefforttocustomizetheresults,thereportsmayrequiresomeuserinput.These“inputs”areknownasparameters.(Ifparametersarenotrequired,thereportwillbegintoruntheinstantyouopenthereport.)

Onceyouhavemadeyourselections,click“next”tosubmityourreport.

NOTE:Itwilltakeafewsecondstoprocessyourrequest

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CrystalReports

CrystalReportsisreportcreationsoftware.Typically,auserwillneedtrainingtocreatereportsusingCrystal.TovieworrunanexistingCrystalreport,eithertheuserwillneedtohaveCrystalreportssoftwareinstalledonhis/hermachineoruseaweb‐basedreportdistributiontoolcalledrePortal.WewilldiscussrePortalfurtherinthenextsection.

IfyouwouldlikemoreinformationonhowtogetCrystalreportssoftwareinstalledonyourcomputerorhowtopurchasealicense,pleasecontacttheEIUHelpDeskforassistance.

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Reportal

Reportalisaweb‐basedreportdeliverytoolusedtodistributereportsoncampus.Reportalisnotreportcreationsoftware.Instead,itdisplayspre‐developedreportswrittenthroughanotherproductEIUcurrentlyutilizes(i.e.,CrystalReports).

ThefollowingisastepbystepdemonstrationonhowtoaccessrePortalandviewareport:

ReportalReportViewingInstructions

Step1:IfyouhavenotalreadyaskedforaccesstorePortal,youneedtocontactthereportwriterwithwhomyouhavebeenworking.Theywillcontactthenecessarypersonneltosetuptheproperaccess.

Step2:OpenInternetExplorer,typereportalintheaddressbar,andclickenter.(ITShassetreportalupsothereisnoneedtotypeatypicalwebaddress.)

Step3:Youmaybepromptedtoinstall“ActiveX”.Clickthroughthepromptstoinstall“ActiveX.”Thisplug‐inisnecessaryforReportaltofunctionproperly.

Step4:Yourpermissionswilldeterminewhatreportsyoucansee.Ifthereisareportthatyouknowisavailablethatyoucannotsee,itislikelyyoudonothaveaccesstothereport.

Step5:Onceyouhaveloggedin,clicktheplussigninfrontofthefolderyouwouldliketoaccessandtheselectionwillexpandtoshowallavailablesubfoldersandreports.

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Step6:Clickonthereporttitleinordertorunthereport.

Step7:Inanefforttocustomizetheresults,thereportsmayrequiresomeuserinput.These“inputs”areknowsasparameters.Ifthereportdoesrequireinput,ascreenliketheonepicturedbelowwillappear.Entertheappropriate

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informationinthetextboxandclick“submit”.(Ifparametersarenotrequired,thereportwillbegintoruntheinstantyouclickitsname.)

NOTE:Itwilltakeafewsecondstoprocessyourrequest

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Step8:Thereportisdisplayedonyourscreen.Thereportmaybeexportedtoanotherformatbyclickingontheexporticon.

Step9:Onceyouclickthe“export”button,youarepresentedwithseveraloptions.TheseoptionsincludeExcel,WordandPDF.

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Step10:Youmayalsonarrowdownwhichpagesappearonyourreportmuchinthesamewayyouwouldselectthepagesofadocumentforprinting.Whenyouhavedecidedwhichformatyouneed,andwhichpagesyouwouldliketoappearinyourreport,click“Ok”.Youwillthenbeaskedtoprovideanameforyourdocument.

Step11:Atthispoint,youwillbegiventheopportunitytoopenthereport.Youmayopenthereporttoseetheoutput.

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DataExtraction

TherearesomeformsfromwhichBannerofferstheabilitytoextractdataintoaspreadsheet.Thedatathatisextractedmaybesavedasacommaseparatedfile(.csv)ordisplayedastextinanewInternetbrowserwindow.

DataExtractionInstructions

Step1:AccesstheBannerform.

Step2:Ifapplicable,displaythedesiredrecordsontheform.

Step3:SelectoneofthefollowingoptionsfromtheHelppull‐downmenu:

• ExtractDatawithKey–thiswillextractkeydataanddatainthecurrentblock

• ExtractDataNoKey–thiswillextractdatainthecurrentblockonly

DependingonyourdirectoryoptionssettingontheGeneralUserPreferencesMaintenanceForm(GUAUPRF),theextracteddatawilleitherbedisplayedinabrowserwindow,oryouwillbepromptedtosavethe.csvoutputfile.

Note:Tosavethedatafromyourbrowserwindowtoafile,useInternetExplorer’sFile>SaveAsoptiontosavetheextracteddatatoalocaldirectoryasa.txtfile.Thenrenamethefileasa.csvfile.

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Data/ReportAccess

Atthispoint,wehavecoveredwaystodiscoverifreportsexistthatcontaintheinformationyouareinterestedinandhowtocontacttheappropriatepartiestogainaccesstothereports.Itshouldbeclarified,atthisstage,thatyoumightnotalwaysbegrantedaccesstothedata.Eachmodulehasapersonwhoisresponsibleforthedataintheirmodule.Thispersoniscalledthe“DataCustodian”.AccesstodataandreportsisrequestedfromtheappropriateDataCustodian.Theywilldetermineifyouwillbeallowedaccesstothedata.AlthoughtheDataCustodiangrantsaccess,the“ReportWriter,”fortheappropriatemodule,istheinitialcontactpersontogainaccesstodata.TheReportWriterwillreviewtherequestandforwardtherequesttotheDataCustodianforapproval.

BelowisalistofReportWritersbymodule:

Advancement–581‐6616JerilynHutsonDavePollard

Finance‐581‐6603 RajuPadmaraju KeithWortham

FinancialAid–581‐7511 TracyHall

HumanResources‐581‐5825 KenGerhardt PhilZimmer

Student‐581‐3831 JoshNorman MikeHubbartt