Adsystech, Inc.

AESuniversityAd hoc Reporting

Version 5

Adsystech, Inc.

• for the special purpose or end presently under consideration

• concerned or dealing with a specific subject, purpose, or end

- dictionary.com

ad hoc

Adsystech, Inc.

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

Adsystech, Inc.

Adhoc Reporting

• Make sure correct Role is selected – (HMIS, CSBG, Head Start, etc.)

• Click Reports Role button– Navigation pane displays Reporting pages

• Inventory page – Select saved query

• View Builder page– Select View and Fields

• Query Builder page– Set Parameters, Grouping, Conditions,

Adsystech, Inc.

Working with a saved Query

• Adhoc Reports Inventory page• To filter list, select Category– Enter Query Name or leave blank

• Click SEARCH• Matching Reports display in grid• Parameters of selected Report

display in fields at top

Adsystech, Inc.

Working with a saved Query• Make sure to have

correct Role active• Open Adhoc

Reports Inventory page

1.Select Category2.Enter Report Name3.Click SEARCH

Results will be displayed in grid and parameters of selected report will be displayed in fields at the top

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Adsystech, Inc.

Saved Query - Edits

• You can change:– Title– Description– Drilldown– Date parameter and date range– Group Sort– Report List/Type

• You cannot change:– Grouping– Items included in report– Filters

Adsystech, Inc.

Saved Query – View

• To see report– Click DISPLAY– Or check Popup window and click

DISPLAY to view in Popup window

Adsystech, Inc.

Edit Saved Query

• Add or delete items:– View Builder page shows • Available Fields• Selected Fields

– Save Query• To save as an additional Query– Change Name at top of page– Click SAVE

Adsystech, Inc.

Create New Query

• View Builder page– Select View (From tab)– Select Fields for Query (Select tab)

• Query Builder page– Set Conditions (Where tab)– Select Grouping (Report Grouping tab)– Enter Parameters– Save– Show Report

Adsystech, Inc.

Create new query – View Builder

• Click NEW at top– Enter Query Name

• Select View• Select Field(s)– Click Right Arrow– Use Up & Down Arrows to adjust order– Make sure to include all fields to Group by

• Click Distinct if needed• Click SAVE

Adsystech, Inc.

Creating New Query – View Builder

• Make sure to have correct Role active

• Open Adhoc Reports View Builder page

1.Click NEW2.Enter Report Name3.Select View4.Select Field(s)– Click Distinct if

needed5.Click Right Arrow6.Click SAVE

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Adsystech, Inc.

Create new query – Query Builder

• Set Conditions (not required)• Select Grouping (required)• Enter Parameters (required)• Save or Save As• Show Report

Adsystech, Inc.

New query – Conditions

• Click ^ to open conditions• + to add a condition– Select field– Select Operator (Is Equal to, Is Like, Is Greater

Than, etc.)– Enter Value

• Tools change or move condition • (+) adds or deletes parentheses • Check checks query for accuracy • Applies Query to data

Adsystech, Inc.

New query – Grouping

• Grouping is the categories or sections of the report

• Each Grouping level will give you a count

• To create Grouping:– Click on a Column Header– Drag to space above grid– Click additional column headers for

multiple groupings• Hover over Grouping to see X to close

Adsystech, Inc.

New query – Parameters

• Required:– Title– Group Sort• Select All, Top or Bottom

– Number needed only if Top or Bottom– Report List• Select from available Report Types

Adsystech, Inc.

New query – Parameters

• Other Parameters– Date: select date field to use• Select Date Range – Start & End Dates

– Description: helps to identify saved query

– Category: will save in selected category

– Drill Down: includes data, not just count

Adsystech, Inc.

New query – Show Report

• Click SHOW REPORT– Report opens in new tab

• Return to Query Builder to Save– Click SAVE to save query– Or enter new Report Name and

click SAVE AS

Adsystech, Inc.

Preview Report1.Opens Page

thumbnails2.Page Navigation3.Print4.Export5.Zoom buttons6.Search

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Adsystech, Inc.

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

Adsystech, Inc.

50 Fields List• Displays the

most information of all report types

• Useful for checking data

• Best to export to excel

Adsystech, Inc.

Fields List• Useful for items

that do not need sums or counts

• Use for items too big to fit into columns – like Comments

Adsystech, Inc.

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

Adsystech, Inc.

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

Adsystech, Inc.

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

Adsystech, Inc.

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

Adsystech, Inc.

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-Program, Caption

Adsystech, Inc.

Matrix Count Charts• Service Unit was

selected first, so it shows in the Grid

• Grouping is Program, Program Component, Service