Advanced Adhoc Reporting 2010 Visions Conference July 28, 2010

 Session Overview  5 Tabs of Adhoc Reporting  Matrix Charts  Join Tables  Questions & Answers  References & Resources Advanced Adhoc Reporting (2:45 to 4:00 pm Session) Session Outline:

Session Overview Session Goals: This session will cover several advanced topics of Adhoc Reporting, including Join tables, matrix charts and filters. Importance: Adhoc reports will return results more easily if they are limited in scope, so it helps to know different ways to filter your search.

FROM tab 1.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 2.Select a Joined Table to query on Query tables as well Must select ONE Table 1 2

SELECT Tab 1.Select items to appear on report 2.Use >> button to select items 3.Items will appear in order selected Use UP & DOWN to change order 4.DISTINCT counts unique combinations Will help limit numbers returned Must select at least one Column item

WHERE Tab Filter items here 1.Select item in Column dropdown 2.Operator is how to to match: =, LIKE, >, < 3.Value is what to match 4.Use AND or OR if adding second row Not required

WHERE Examples: If all items apply, use AND; no () needed All Spanish Speaking Women in my Program A – Program = XXXProgramA AND – Gender = Female AND – First Language = Spanish All Spanish Speaking Women in my Program A or Program B – (Program = XXXProgramA OR – Program = XXXProgramB) AND – Gender = Female AND – First Language = Spanish Filter Statements can narrow your returns, shortening the time needed and limiting the number of records Depending on permissions, filter by Program or Organization Item is not NULL limits search to only those records with a record

SORT Tab Determine order items will appear on report Use >> to select Checkbox reverses order Use UP & DOWN to change order Can order by Date 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

GROUPING Examples: Grouping data can change how the information is presented, depending on what you need to know about the data A report showing Client Name, Service, Date and Units will show: – Grouped by Program – list of all Clients and all Services received with count of total Services – Grouped by Program & Service - list by Service of all Clients who received that Service, with count of number of Clients receiving Service – Group by Program & Client – list of all Clients and what Services they received, with count of those Services

GROUPING take 1 Grouped by Program List of all Clients and all Services received Displays count of total Services

GROUPING take 2 Grouped by Program & Service List by Service of all Clients who received that Service Each Service displays the count of the number of Clients receiving Service

GROUPING take 3 Group by Program & Client ID List of all Clients and what Services they received Each Client displays the count of the number of Services received

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 instead Grouping here = 1.Program, Service; 2.Program, Caption 1 2

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

Matrix Reports -Listing Listing report lists information, does not need to be number 1.Service Units selected first, this shows numbers of Units received for each Client for a service 1

Matrix Reports - Count Count report counts the occurrences of the selected item 1.Service Units selected first, this report shows the COUNT of how many times the Client received the service 1

Matrix Reports - Sum Sum report counts and adds the number of the selected item 1.Service Units selected first, this shows numbers of Units for each Client and sums it for the Client and the Service 1

Join Table with Query Table Joins can be created on Security Wizard Report Join page 1.Select Application 2.Select Question Talbe 3.Select Original Column Name and Current Column Name 4.Create Link with right arrow button

Join Table with Query Table Select Tables on FROM tab 1.Select Table in Grid All Joined Query Tables that have been linked will be displayed 2.Select One Joined Table This determines what items appear on Select Tab

Questions & Answers