ITSCubed SchoolMAX

DRAFT

APS SchoolMAX

APS

Report Printing

Guide

October 2007

Version 2.1

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This manual is designed to assist the APS District with the following:

Understanding the various SchoolMAX printing methods

Viewing and changing the user’s default printer

Printing reports using the Point-and-Click reports

Understanding the basics of Report Ordering

Printing reports using ReportMAX®

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PART 1: PRINTING OVERVIEW

In SchoolMAX there are three different ways to print reports:

1. Point-and-Click reports can be found throughout SchoolMAX . They are the easiest reports

for the user to run, requiring only filling out parameters and clicking the PRINT REPORT

button. These reports will be discussed further in PART 2 of this manual.

Benefits:

Ease of use

Predefined reports

2. The Report Ordering module is the most complex way to print reports in SchoolMAX . It

requires an understanding of how the module works, filling out sort, filter and parameter

screens, and then requesting the report. The basics of this module will be discussed further in

PART 3 of this manual.

Benefits:

Complete set of reports

Greatest flexibility, with user controlled sorting and filtering

Reports can be set up in advance for later use

Reports can be copied from user to user OR school to school.

Reports can be locked.

3. The third way to print reports from SchoolMAX is by using the ReportMAX® software.

This is a separate program that has been included with the SchoolMAX software to enable

users to easily run reports. These reports will be discussed further in PART 3 of this manual.

Benefits:

Easy to use

Predefined reports

Can preview report on your computer screen

Can print report to your local printer

Can control printer formatting and printer preferences

APS can develop new reports using ReportMAX®

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PART 2: PREFERRED PRINTER

“Operator Preferred Printer” (PR110)

This screen is used to change a user’s preferred printer. When a user is set up in SchoolMAX security

a preferred printer is assigned. All reports that are printed from SchoolMAX will be directed to this

network printer. You can change your preferred printer on this screen.

OPERATOR/DEFAULT PRINTER display

The screen will display your Operator name and Default printer at the top of the screen. If no

default printer has been selected, “NONE” will be displayed as the “Default Printer”

SchoolMAX NETWORK PRINTERS display

A list of all SchoolMAX network printers will be displayed in this box. The printers are listed

in order of school number. Some schools may have multiple printers listed, while other schools

may only have one. Click on a printer in the list to highlight it and select it as your default

printer. A printer is generally named using its location in the school.

OKAY button

After selecting a new preferred (or default) printer, click on this button to save the new

preferred printer. The new preferred printer will display at the top of the screen.

NOTES:

All point-and-click reports will print on your preferred printer.

You can access this screen and select a new preferred printer at any time.

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PART 3: POINT-AND-CLICK REPORTS

Point and click reports can be found throughout the SchoolMAX software. The following pages

will show examples of some of the screens that contain these reports.

ATTENDANCE REPORTS

AT411 allows the user to print eight different attendance reports:

1. Attendance Data Sheet

2. Call List

3. Absence Alert Report

4. 2-Week Roster

5. Student Schedule with Attendance

6. Absence List

7. Teacher’s Daily Attendance List

8. Comprehensive Attendance List

Only one report can be run at a time. To run a report, fill out the necessary information within the

box and press the Print button. Remember, these reports will print on your preferred network

printer. These reports are further discussed in the ATTENDANCE training manual.

NOTE: The Submit button is used when searching for a student or teacher in the SEARCH box at

the top of the screen or when using the Next Screen field. To print a report, use the PRINT button

in the appropriate box.

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HEALTH REPORTS

HE410 allows the user to print three different health reports:

1. Health Concern Report

2. Daily Log

3. Individual Health Data Sheet

Only one report can be run at a time. To run a report, fill out the necessary information within the

box and press the Print button. Remember, these reports will print on your preferred network

printer. These reports are further discussed in the HEALTH training manual.

NOTE: The Submit button is used when searching for a student or teacher in the SEARCH box

located in the bottom box or when using the Next Screen field. To print a report, use the PRINT

button in the appropriate box.

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STUDENT PROGRAM

The student schedule can be printed from either of two different screens:

“SC455 Student Program”

“SC460 View Schedules”

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STUDENT TRANSCRIPT

The student transcript can be printed from several different screens:

“TN220 Student Transcript”

“TN420 Student Transcript Inquiry”

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“GR435 Graduation Requirement – Credit Detail”

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PART 4: REPORT ORDERING MODULE OVERVIEW

OVERVIEW OF REPORT ORDERING

The Report Ordering module in SchoolMAX is very complex and comprehensive, including

hundreds of global reports. The global reports are permanent copies that cannot be changed. For a

school or district user to run a report, a copy of the global report must be made.

NOTE: At APS, many of the reports have already been copied and versions (sequences) have been

set up for each school.

Each report included with SchoolMAX can be copied with up to 999 different sequences (also

called versions) for each school. Each report version can have unique sorts, parameters and/or

includes/excludes (filters). Each report version is identified with a unique three digit sequence

number.

Detailed information for printing reports using the Report Ordering module can be found in the

SchoolMAX Report Ordering Training Manual.

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You may reach the Report Ordering module by:

Clicking the link on the SchoolMAX MAIN MENU

OR clicking the link in the System section of any SchoolMAX module MENU

OR selecting Report Ordering from the Next Screen Drop down box.

After selecting any of the above you will be taken to the Report Ordering MENU.

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The following example will walk you through locating, modifying and running an existing report.

Step 1. Click on the Report Template List. This will display the reports that have been set up for

your school.

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Step 2. To narrow the search you may select a module in the Module drop down box and press

<Enter> or [Submit].

The list will now contain the CENSUS reports that have been created for your school.

Step 3. Find the report that you want to run and check the box to the left of the report. NOTE that

multiple sequences can be created for each report name. This will be explained in the

section on copying a report.

Step 4. Click on the Template tab at the top of the page.

This will take you to the template for the selected report.

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Step 5. The template is the front page of the report. Review the template for accuracy.

DESTINATION

Verify that this is the correct printer location for this report. If you need to change the printer,

select a new printer from the destination drop down box. Changing the printer on this screen is

a permanent change to the template – if you want to change the printer just for this one report,

make the change later (see page 18).

TITLE

We recommend that you make the title of the report meaningful.

INCLUDES/EXCLUDES AND SORTS

The sorts and the filters that have been set up for this report will display in this area. You

cannot change them here.

INITIALS/TEMPLATE SECURED The initials of the last person to modify the report will display in the upper right hand corner of

the screen. If the user has secured the screen there will be a checkmark in the Template

Secured box.

MAINTENANCE BOX If you have made any modifications on the template page, highlight Chg in the Maintenance

Box and press <Enter> or [Submit].

NOTE: If any changes are made on this screen, you MUST press <Enter> or [Submit] before

leaving the screen in order to save the changes. If you leave the screen without saving the changes,

all changes will be lost.

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Step 6. Review and/or modify parameters.

Click on the Parameters tab at the top of the page.

To make changes, highlight the field, enter the correct information and press <Enter> or [Submit].

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Step 7. Review and/or modify sorts.

Click on the Sorts tab at the top of the page.

A/C/D Column

To add, change or delete a sort enter the letter A, C, or D in this column.

SORT SEQ

The order of the sort. In the above example the data would be sorted first by Last Name,

Second by First Name, and then by Family

ELEMENT

The data name. The Element List drop down will display all of the available sort data fields

for this report. You must type the element EXACTLY as it appears in the drop down box. (Do

not include the Y(s) or N(s))

HEADING, TOTAL, PAGE BREAK

Each element in the list will be followed by 3 letters, a combination of Y’s and N’s. The first

character is for the Header. The second character is for the Total Category. The third

character is for the Page Break. A “Y” indicates that the function (Header, Total Category, or

Page Break) is available for use, and may be selected by placing a check mark in the

appropriate box for that element.

NOTE: If any changes are made on this screen, you MUST press <Enter> or [Submit] (not shown)

before leaving the screen in order to save the changes. If you leave the screen without saving the

changes, all changes will be lost.

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Step 8. Review and/or modify Includes/Excludes (filters)

Click on the Inc/Exc tab at the top of the page

A/C/D Column

To add, change or delete a filter enter the letter A, C, or D in this column.

I/E

To include an element place an I in this column. To exclude an element type an E. The data

elements are used as filters, and are NOT meant to include or exclude specific data on a report.

In the example shown above the report would only Include students who have an enrollment

grade of 09 (9th graders). If you wanted all students except 9

th graders in this report, use an

E to exclude 9th

graders.

ELEMENT

The data name. The Element List drop down will display all of the available data fields

for this report. You must type the element EXACTLY as it appears in the drop down box.

(Do not include the Y(s) or N(s))

FromValue/To Value

The beginning and ending values for the filter. In the example above you will only

include 9th

graders in the report.

NOTE: If any changes are made on this screen, you MUST press <Enter> or [Submit] before

leaving the screen in order to save the changes. If you leave the screen without saving the changes,

all changes will be lost.

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Step 9. Request the report

Click on the Rpt Request tab at the top of the page.

The A is automatically placed in the A/C/D field on screen <RO210>. If you do not want to change

anything then press <Enter> or [Submit] (not shown) to request the report. It will print on the

printer that was set up on the report’s template page.

Before you submit the report you may:

Change the title for just this time.

Enter a maximum page limit.

Change the destination for just this time.

Email it to yourself. Note that you may ONLY e-mail reports to an APS e-mail address.

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COPYING A REPORT

SchoolMAX allows you to copy a global report or another version of a report. After you have

made a copy of a report, you may modify it.

To copy a report (NOTE: steps 1-3 are covered in detail beginning on page 12)

1.Go to the Report Template List <RT210> and find the report you want to copy.

2. Place a checkmark in the box to the left of the report 3.Select the Template tab at the top of the screen 4.On the template page fill out the Save As box

a. Enter your school number

b. Enter a unique sequence number (version)

c. Press <Enter> or [Submit] to save your copy

5.After copying, you must now retrieve your copy of the report

a. Enter the School number (if different than the one displayed)

b. Enter the Seq number of YOUR COPY.

c. Press <Enter> or [Submit] to retrieve your copy.

NOTE: Your initials and today’s date will display at the top of the screen. You may now modify

this version of the report. Also, your school name will appear in purple at the top.

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PART 5: REPORTMAX®

ReportMAX is a separate program that has been included with the SchoolMAX software to enable

users to easily run reports.

“Log in Screen”

This screen allows the user to login to ReportMAX . To reach the ReportMAX login screen please

follow these instructions.

URL for APS intranet: intranet.APS.edu Note that ReportMAX cannot be accessed from

outside the APS intranet.

The front page of the APS intranet looks like this:

Click on the door to enter the list of logons set up by APS.

After clicking on the door you will be shown a list of logins that have been set up by APS.

Select the link to ReportMAX in the left column. This will take you to the ReportMAX logon

screen.

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Enter the District number. Note that you MUST include 3 zeroes (0001).

Enter your User ID. This is the same ID that you use in SchoolMAX

Enter your Password. This is the same password that you use in SchoolMAX

Click on the sign-in to log on to ReportMAX

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The main ReportMAX screen displays report folders in the window on the left of the screen.

Reports are grouped by function (i.e. Rosters, Scheduling, etc.).

To display the reports available in a folder, click on the folder. The following screen shows the list

of reports available in the “Rosters” folder.

Click on the report that you would like to run. This example will show you how to run the “Roster

with Student IDs”.

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The next screen will allow you to set the report parameters by answering a series of questions.

After answering each question, click on the Set button to accept the parameter and move to the next

question..

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Continue answering the questions

After all questions are answered (set), you may change an answer by clicking on the Change Button.

Once all answers are correct click on the Submit Report Button to run the report.

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After the report has finished it will be displayed on your computer for previewing.

The black bar above the report allows you to scroll therough the pages of the report.

Click on the “Printer Friendly Version” link in the black bar to print the report to your local printer.

The report will be displayed in ADOBE. This will allow you to resize the report, scroll through the

pages, print only selected pages and choose your printer. NOTE: You may print to any local printer

that is available on your computer.

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Same report with a different view selection

To print the report to a local printer, click on the “printer icon” in the toolbar. This will display

your Windows printer box and allow you to control your printing.

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