Ad Hoc Reports
To create a report that meets your individual needs, use the Ad Hoc report manager in the reports module. Go to Reports, Ad Hoc Reporting – Simple then Ad hoc Reports Manager (on the left hand side of the screen)
• To create a new report, click on the “create report” icon on the right hand side of the screen.
This is the main screen that you use to decide how your report will look. You create your report “empty” at this point and select the data to go into it at the end of the process.
If you want a report to print out, select columns from the Report Style. If the data is to be exported to another program (e.g. excel), choose the export option.
• Select from the available options and enter any relevant data (like report title, name and description,
page layout etc).
• Click on “Next”.
The data items are organised into groups in folders.
To change the order of the data, click on the item you want to move the position of, then move them up or down using the relevant arrows.
You can also change the Column label text that will be displayed in the report.
This screen allows you to specify the layout of the report. You can choose to display the information grouped, totalled and on separate pages. In the example above, the information will be displayed in classes, sorted alphabetically, with each class being on a separate page.
It is advisable in most cases to leave the Allow sorting, totalling and page breaks to be changed at runtime option selected to allow you to make any amendments when the report is run rather than needing to go back to the ad hoc manager to make changes.
• Once you have made your selections, click on Next.
The next window shows you how the columns will be laid out in your report. You can adjust the width of each column by dragging the sliders at the top of the page.
N.B. The data displayed is there to show you how the columns will look and is NOT the data that will be displayed when the report is run.
A summary of the options you have chosen is shown on the next page. If this is correct, click on Finish. Alternatively, click on Back and make any alterations.
Your report will be created and should appear in your ad hoc report list.
To run the report, click on Reports, Ad hoc reporting – simple then my ad hoc reports (on the left hand side of the screen.
Depending on which options you kept ticked in the data selection options on the Sorting, Totalling and Page Break Options screen, You will have up to four options in the Select Students by: drop down window;
House; Class,
Year Group and Student Find.
House, Class and Year Group are self explanatory, and allow you to chose one, all or a selection from the chosen type. Student find can be used to build a range of specific pupils.
Select the children you want to include in your report. To select multiple ranges of children (e.g. Those in year 4 who have an ethnicity of White British), select the first option (Year Group 4), then click on find. Select, then click on Yes on the warning message that appears. Click on the Add one or more Students to the list icon again.
Choose the Additional Info tab, and White British from the Ethnicity drop down list. Choose Find, then Select, then click on Yes on the warning message that appears.
The second range of students are added to the first group, rather than replacing them.
When you have included all of the students you want in your report, click on Generate Report.
All pupils who were included in your selection who fit the report conditions will be displayed.
In this example there are 6 pages of students. This is because we chose classes on separate pages from the Sorting, Totalling and Page Break window.
The alternate method of getting this information is useful if you want to search on multiple data items, or want to compare different ranges of data.
• Click on the Add one or more students to the list icon. Make sure Current is selected in the Roll
status drop down list.
In the Filter Panel window, you can specify which options the information will be sorted on.
The first drop down window allows you to select the column to sort the information on. The next drop down windows allows you to specify how the information should be compared (e.g. greater than, or equal to etc). The next drop down window allows you to chose from any possible options (e.g. True, False or Null).
From the Input Value drop down window either choose End if you have finished making your selection, And/Or if you want to add further options to the search.
• Click on Apply.
The example above will show all females who are not entitled to free school meals.
