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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
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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.
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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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