AESuniversity Ad hoc Reporting

Ad hoc Reports What are ad hoc reports? Why would you use ad hoc reports? Creating an ad hoc report from a query Building a new query Saving an ad hoc report query

for the special purpose or end presently under consideration concerned or dealing with a specific subject, purpose, or end - dictionary.com ad hoc

What is an Ad hoc Report? A report that is completely customizable –The type of format (list, chart, graph) –Items to include –How to group the information –Parameters

Why use ad hoc reports There may not be a management or application report that gives the information you need May need very specific information You can check large amounts of data Send the report to Excel to do further calculations or turn into graphs

Ad hoc reports choices Two main choices –Type of report – this determines what the report will look like –Table to use – this determines what items you can select to be part of the report

Types of ad hoc reports 50 Fields List – most information of all types Fields List – good to view data that do not work with sums or counts Group and List/Group and List Sum – can get counts and sums, only shows 5 – 6 items Pie Charts – good to show relationships within one data set Cylinder Chart – compares items in data set Matrix Charts – can show more complex relationships

50 Fields List Most information of all types, useful for checking data Best to export to excel

Fields List Useful for items that do not need sums or counts Use for items too big to fit into columns – like Comments

Group List Sum / Group & List Creates Count, Sum and Average for each Group and for the total Calculations are for the item selected first Can only fit 5 – 6 items across on the page Group & List does not include the calculations, just the data

Pie Charts Shows size of items on one data series, proportional to the sum of the items Useful if there is only one data series to view Limit it to ten or less categories Item selected first and as Grouping will be graphed

Cylinder Charts Useful for illustrating comparisons among items Can help clarify relationships and highlight patterns Item selected first in Grouping determines the X-Axis field

Matrix charts Matrix charts show data arranged in a grid or matrix format Four types of Matrix charts: –Listing lists just the data –Count provides counts of occurrences of the data –Distinct Count counts distinct occurrences –Sum provides a sum of the data

Matrix List Charts First item selected on SELECT tab is the data that will be displayed in the grid Up to 4 other items can be selected and will be shown in the row Matrix Count would show the number of services Grouping here = Program, Service

Matrix Count Charts Service Unit was selected first, so it shows in the Grid Grouping is Program, Program Component, Service

Creating an ad hoc report 1.Select type of report 2.Select Query or Build new Query 3.Add final information –Title –Display & Number –Dates 4.Show Report or Export to Excel

Run report from saved Query Running a report from a saved Query –Must know the type of report –50 fields, Matrix, etc. –Must know name of saved Query –May need to edit Query

Build a new ad hoc query Ad hoc query builder popup window tabs –FROM: select table which determines available items (required) –SELECT: available items list (required) –WHERE: filters items searched –SORT: determines order of matches –GROUPING: determines categories of data (required)

FROM tab Select a Table (or View) The Table determines the items available for the report Each Table has different items Only one Table may be used at a time Must select ONE Table

SELECT Tab Select items to appear on report Items listed alphabetically Use >> to select items Items will appear in order selected Use UP & DOWN to change order DISTINCT counts unique combinations Must select at least one Column item

WHERE Tab Filter items here Select item in Column dropdown Operator is how to to match: =, LIKE, >, < Value is what to match Use AND or OR if adding second row Not required

SORT Tab Determine order items will appear on report Use >> to select Checkbox reverses order Use UP & DOWN to change order Not required

REPORT GROUPING Tab Items selected here determine how report is grouped Each Group starts a new section of report Up to 5 items may be selected Must select at least 1 and up to 5 items

Finish Report Parameters 1.Enter a Title 2.Display determines group to display – ALL, TOP or BOTTOM 3.For Number: If ALL, use 0 Top or Bottom, enter number 4.Select a Date Field and Date range if needed

Run Report SHOW REPORT opens in Internet browser window –Can still export to Excel from window EXPORT TO EXCEL opens in Excel

Save Report Query SAVE AS saves the Query, not the report Click SAVE AS button Select GROUP who has permission to report Enter REPORT NAME –Make the name descriptive and useful –Make it unique Select CATEGORY Enter useful Description Click OK