Export Ad-hoc to Excel
Choose the Reports Tab and then the Export/Ad hoc file button
Choose the fields for your report
1) The demographic fields are always listed in the right column
2) Move fields that you want in your report to the 3rd column by using the right arrow.
3) Use the left arrow to remove items from the 3rd column. Use the up and down arrow to move your fields up or down in your file layout.
Use the QUERY feature to help you find field names.
1) In this example I am looking for any field name that 'CONTAINS' the word NAME.
Blank out the Wildcard Field and hit Query for ALL field names to return
Other Category - Populates the 2nd column of information
Populating the second column allows you to choose information from the Demographic record as well as ONE other record contained in eSIS.
Use the scroll bar to see all of your choices.
I use Daily Attendance to pull an entire years worth of attendance into Excel. Credits to find students who have taken a specific course over the course of their school career (CORE Financial Literacy or CORE Fine Arts).
Incidents - To give me a building/district breakdown of specific discipline.
CAUTION!!! If you are ONLY using the Demographic data in the left column - Leave the middle column blank
Some records contain multiple records per child. For instance, if you pull data from the EMIS category, you will get multiple records for a child. Example: Billy has 10 EMIS records on the EMIS Summary screen. Billy will have 10 ROWS of data in your EMIS record and you may not know which row contains the most recent data.
If you have the middle column populated but you are NOT pulling any of the fields from that area - that is a problem, too. Make sure the middle column is BLANK unless you are really using that data.
Once you have your fields selected, CREATE FILE
Choose where to SAVE the file to...
Make sure that there is a tilde (~) sign in the delimiter box, FIXED LENGTH is blank and EXPORT FIELD TITLES FIRST is checked.
Click SAVE AS....Name your file with an XLS extension. Save to the desktop or someplace easy for you to find.
Specify your EXTRACT criteria
Click ' Go to Extract'
Many choices to help you pull the specific data that you need
Once your criteria is set up, click RUN EXTRACT
This box shows exactly what you have set up as your criteria and it lets you know how many student records were pulled. Click GO BACK...
Go out the door
Click Create Export
Click OK after you have read the warning
Depending how many records you are pulling will determine how long it takes for this process to complete. Sometimes it may take 30 seconds...sometimes it takes 10 minutes.
Export is complete - click OK
Go out the door
Click OK
Minimize eSIS and go to your Desktop
Double Click on the Document
Sometimes Excel does not open up in nice little columns - sometime you get a text wizard (like below) or you get a file in Excel that has everything in one colum. Go to page 18 if you see everything in one column.
Make sure that delimited is chosen and then hit NEXT
Choose TAB and Comma - Your data SHOULD break into columns in the preview - click Next
Click Finish (nothing to do on this screen)
Your data should appear correctly in Excel
Examples of Export Ad-Hoc Excel
Students who have completed the financial literacy obligation for graduation. Used: DEmographics and Credit Detail in the Export Ad-Hoc
Core Credits in Fine Arts - Credit Detail
Discipline for the entire school year for the district
ODDS and ENDS Bad Example....
When you have items in the middle column but you are NOT using them in column 3 - it will still try to pull all of the information from the 2nd column. You may end up with multiple demographic records for a child. See example in the next slide.
As you can see, there is demographic data but there are MULTIPLE records for each child.
If you do use the COURSES category - remember to choose CURRent or NEXT year classes. I believe NEXT is the default.
Excel - Tips and Tricks - FILTERS
Filters will put little up and down arrows on the header columns. You can use the up/down arrows to filter what you want to see (or don't want to see)
In this example, I want to find all students who have a program code of "Logan Before Care". I choose the up/down arrow to the right of the "program name" column. A list of all items in that column appear and I can choose Logan Before Care.
This is the result.
To unhide your data - choose the blue up/down arrow(s) and choose Select All
All of your data should reappear and the rows to the left should be black. If the rows are blue then you still have a filter on.
More Excel Tips and Tricks - Pivot Tables
Click Next if this is your first pivot table for this spreadsheet. IF this is a second pivot table (or more) click "another pivot table".
Make sure that the range covers all of your data - Click Next
Choose Layout to setup your table
Choose the items that you want in your table.
In this table, I'm hoping to have a break down of program counts by school and then program types by the school year.
Where do you want your Pivot Table? I would prefer NEW SHEET. Click Finish
This is your Pivot Table.
Notice that you can still get to your original spreadsheet by using the tabs at the bottom of the screen.
You can "fix" or adjust your pivot table by finding this box on your screen and clicking the Pivot Table Wizard Button.
Choose Layout
This is your current layout.
You can see that I have decided to add student names to my table.
Click OK when you are finished Click Finish
