Comparing User Reporting Tools. Evaluation Code 427

Comparing User Reporting Tools

Evaluation Code 427

Albert C. Lefebvre, Clark University with Reporting Panelists

(next slide)

Monday, March 10 10:00 am – 11:30 am

Panelists

• Peter Barton, The George Washington

University

• Carol Grey, Drexel University

• Ron Lutz, Hamline University

• Susan Paradis, Clark University

• Bill Pearce, Ventura County Community

College District

Session Rules of Etiquette

• Please hold all questions until the end of the

session

• Please turn off your cell phone/beeper

• If you must leave the session early, please do

so as discreetly as possible

• Please avoid side conversation during the

session

Introduction

• Overview of some of the major user reporting

tools

• Why were they chosen by each institution?

• What does the tool and its reports look like?

• What are the tool’s strengths?

• What is required to use the tool?

• Who uses the tool and how is it deployed?

Topics of Discussion

Selecting a Reporting Tool

• Review the literature (use BREPORT)

• Develop a plan – include developers and users who will use the tool

• Identify reporting requirements -current and future

• Ad hoc?

• Web based?

• Broad usage among many users?

• Experienced, novice users?

Evaluate Vendors

• Identify key reporting issues to evaluate

• Develop rating form (with weights) to

evaluate tools

• Gather vendor information and prices

• Seek information about vendors from other

institutions (site visits – if possible)

• Invite your highly rated vendors for

Implementation

• Develop an implementation plan

• Establish goals

• Identify implementation team leader

• Reach agreement on implementation

priorities

• Obtain training for key players

• Train users

• Deploy tool as outlined in implementation

Using Oracle Reports

Bill Pearce

Consultant

Ventura County Community

College District

Why Oracle Reports?

• GUI reporting tool used in SCT baseline

• Integrates with SCT Banner® _{and uses SCT}

Banner security

• Developer and runtime license included in

Oracle® _{licenses – no additional cost}

• Same report can be run either in client/server

or INB

• Deployed the same as other SCT Banner

Oracle Reports at

Ventura County CCD

• Primary tool for “canned” reports

• Over 100 reports in production, many with

multiple parameter, sort, format options

• Used for Finance, Position Control, Payroll,

Student, Accounts Receivable (Financial Aid not yet implemented)

• Runs in both Client Server and Internet

Native SCT Banner (INB) through SCT Banner job submission (modified)

More Oracle Reports

strengths/techniques

• Easy to convert sql*plus statements to report

selects – reports can be prototyped in sql*plus

• Can create and save different kinds of files

(pdf, html, txt)

• Can use PL/SQL statements for report

functions, call database objects, etc.

• Extensive use of Object:Access-like views:

• Coding is easier for programmers

SCT Banner job submission

(GJAPCTL) modifications

• Collaborative effort among many clients and

SCT

• “Whitepaper” of changes

• Security difference in INB environment

• Runtime parameters, institution name, and

report title passed from GJAPCTL

• Uses SCT Banner security – no direct grants

GJAPCTL – Client/server

• Runs ASYNCHRONOUSly (returns control to Banner while the report is running)

• Defaults to preview mode

• If printer selected is pdffile, creates a .pdf file in the user’s PC directory

• If printer selected is tabdelim, creates a .txt tab-delimited file in the user’s PC directory

• If printer selected is html, creates an .htm file in the user’s PC directory

• If printer selected is batch, runs in batch mode and prints automatically. Copies=nn can be specified in “Special Print” to print multiple copies (up to 99)

GJAPCTL - INB

• Runs SYNCHONOUSly, because the report

has to be created before it can be opened

• Default is a .pdf file

• If printer selected is tabdelim, creates and

opens a .txt tab-delimited file

• If printer selected is html, creates and opens

an .htm file

• If the user wants to save the report, he/she

Sample Oracle Report

Sample Oracle Report

for Finance

Sample Report

Sample Report

Oracle Report

Deployment at VCCCD

• Deployed on both client/server and INB to 3

colleges and the District office

• Used extensively by most SCT Banner users

• Ongoing training sessions, especially in

Summary – Oracle Reports

• Integrates with SCT Banner job submission

and security

• No additional cost for developer or runtime

licenses

• Output is available in various formats

• Programmers can use existing sql*plus and

Using BI/Query

Susan Paradis

Business Systems Analyst

Clark University

BI/Query Suite

from Hummingbird

• Hummingbird BI Suite

• BI/Query – user-friendly ad hoc query tool with tables, chart and graphing capabilities; export

options to other applications; OBDC connectivity to other data sources

• BI Web – ad hoc querying; reporting; analysis functionality; on-the-fly Adobe PDF generation • BI Analyze – Online Analytical Processing

(OLAP); allows users to drill up and down through layers of data

Reporting with BI/Query

at Clark University

• User-friendly GUI interface

• Scalable - customized data models

• Ease of development and deployment

• Uses SCT Banner security

• Ad hoc and saved query capability

• Professionally designed reports

• Automated activities - executive buttons

• Ease of integration with other applications

• Familiarity with tool

• Need for reporting tool to get into hands of

users to lessen demand for reports on IT

• Ease of use

• Satisfied many ad hoc reporting needs

• Quick implementation

• Use of SCT Banner security

• Cost

• 50 User licenses

• 5 Administrator licenses (used to develop

BI/Query models)

• Over 20 BI/Query models in use by 17 offices

• Models designed to support broad or specific

user needs

• Models report data from both SCT Banner

tables and in-house developed data mart

• Alumni Development (with data mart)

• Finance

• Accounts Receivable

• Financial Assistance

• Registrar

• Residential Life and Housing

• Academic Advising

• Office of International Students and Scholars

• Graduate School, Graduate School of Management and Continuing Education

Reporting with BI/Query at Clark University

Models developed for:

• Point and click on Object (table icon) and select attributes (fields)

• Apply qualifiers (define prompts if preferred)

• Run query

• Use BI/Query reports (with report wizard), or

• Export to another application to print

results

• Save query for future use

• With user, define purpose and needs for model

• Establish connection to SCT Banner/Oracle tables

• Retrieve needed tables

• Arrange tables and assign user friendly names with appropriate icons (if desired)

• Define join conditions

• Merge objects (tables, if desirable)

• Edit data elements for intended use

• Refine model appearance (add pictures, text boxes, graphics, color, etc.)

Professional Reports

Selecting Output Type

Results and

reports can also be exported as:

•PDF •Java

•HTML •Txt

BI/Query

System Requirements

• CPU – Pentium 166 MHz or faster

• Platforms supported - Windows 2000 SP1, Windows NT4 SP6 or later, Windows 98

• Memory – 64 MB RAM recommended

• Disk Space – Up to 110 MB free disk space • Other – 256 color, VGA compatible display

recommended; CD-ROM drive (for installation only)

Using Cognos’ BI Product Suite

The George Washington University

Peter A. Barton

Manager, Data Administration The George Washington University

Introduction

• GW uses Cognos’ BI product suite

• Impromptu

• Impromptu Web Reports (IWR)

• PowerPlay

• PowerPlay Web

• Upfront

• Cognos Query (to be implemented)

Selection Criteria

• Portal environment to integrate metadata with reports and views

• Scalable with low administrative costs

• Intuitive with “minimal” learning curve

• Support for common reporting features and templates

• Support for drilling (up, down, through)

Cognos Fit the “Bill”

• Well architected web products with security

• More than adequate suite of reporting features

• Tight integration between products

• Allowed us to integrate metadata with reports for true “portal” look and feel

• “Package-based” licenses allow us to spread investment over time

GW COGNOS

Cognos

Cognos

Cognos Report (IWR)

with Prompts

GW Cognos

Data Mart Users

Users in every School/College and major academic administrative department (100+ and growing)

"... It would be an understatement to say that the Cognos cubes were extremely useful. …I would like to express my appreciation, as well as those of my colleagues who are Cognos

users, for the professionalism and adherence to the principles of TQM by the staff of Data

Administration.”

- Norayr Khatcheressian

Associate Dean, Columbian School

“…found it wonderful to be able to call up data of my choosing so easily”

- Carol Sigelman

Associate VP, Academic Affairs “…this is exactly what we had been promised would come with Banner (originally!), and I doubt that anyone realistically thought that it would ever arrive. It certainly seems that we were wrong!”

- Dr. Philip Wirtz Professor

GW Cognos

Rollout

• Initial

• 10 ad hoc report creators (client/server)

• 30 web users using standard reports and cubes

• Current

• 30 creators

• 100+ web users

• Future

• 8-10 creators (true “power” users)

• 300 web users using standard reports, cubes, and Cognos Query

Cognos Summary….

So How to Begin

• Think big, start small

• Pay for products as you scale

• Stay out of the desktop support business • Pick a strong web-based product suite

• Don’t forget metadata

• Documentation by any other name.

• No documentation = no ultimate success

• Figure out which vendor is still going to be around in 5 years

Using Crystal Reports

Ron Lutz, Director

Administrative Information Systems Hamline University

Introduction:

Hamline University

• Founded in 1854, Hamline is the first

institution of higher education in Minnesota

• College of Liberal Arts, School of Law, and

Graduate Schools

• Total enrollment around 3600 students

• SCT Banner since 1989 – all SCT Banner

Reporting at Hamline University

• Pre-SCT Banner – used a home grown, text based reporting tool

• Initially (1990) – used QMX – a text based third party product

• Considered using IntelliQuest (SCT) – but never implemented

• Used EasySQR for a period of time

• Began using Crystal Reports/Enterprise version 5 in 1997

• Considered converting to MSAccess in 2001 when site license was purchased – decided to stay with Crystal

• Upgraded to Crystal 8.5 summer of 2001 – still migrating reports from version 5

• Have always used SQR as job submission reporting tool of choice (for programmers)

Introduction:

Crystal Reports/Enterprise 8.5

• Crystal Reports 8.5 (client-server) is used by

30-40 key users as well as programming staff to build and modify “ad-hoc” reports

• Crystal ePortfolio (web-based) will be used

by > 100 users (including managers and directors/deans) to schedule and view reports

• Crystal Management Console (web-based) is

used by ITS staff to manage users, groups, folders, and reports

Crystal Reports:

Strengths/Features

• Windows based (GUI) – WYSIWYG – easy to use

• Auto-Linker joins fields with the same names – we have designed our views around this feature

• Can customize so that only certain database views will display (“H_______%”)

• Industry standard – many other products use Crystal Reports – employees come already knowing Crystal

• Ability to export to Acrobat, Excel, Word, HTML, XML, CSV, text, etc.

• Conditional formatting for sections, paragraphs, fields, etc.

• Templates for letters, labels, cross-tab, and standard reports

Crystal ePortfolio:

Strengths/Features

• Web-based – no need to install a client – can work from anywhere

• Customizable global interface (using ASP)

• Users can customize their interface using “settings”

• Can schedule reports to run later or to recur

• Can find/display reports based on text search of title or description of all accessible objects

• Keeps history of instances of reports to view later

• Can display using Crystal, Excel, Adobe Acrobat, Word, or Rich Text

Why Crystal Reports/Enterprise?

• We were primarily a Corel campus – did not

license MSOffice (that has changed)

• Crystal Enterprise offered the report and

instance management

• Sharing reports – more than one user

• Some of the ITS staff already had some

experience using Crystal Reports

Crystal Management Console

Crystal ePortfolio

• Completely web-based

• Authentication by username and password

(access to certain folders and objects – by group)

• Author, description, last run date, and number

Crystal ePortfolio (3 - History)

Crystal ePortfolio (4 - Schedule)

• Schedule reports to run immediately or on a recurring basis

Crystal Reports (1 - Design)

Crystal Reports (2 - Preview)

Crystal Reports/Enterprise

Summary

•

Security access, report and instance

management

•

Many nice features

•

Industry standard

Using Microsoft Access

Mary Roberts, IS Manager

Student Financial Services

Wellesley College

Wellesley, MA

Using Microsoft Access with SCT

Banner

• Access runs on PC.

• Links to SCT Banner data through Oracle

ODBC connection to base tables or Datamart.

• Used by 3 different departments in 3 very

Why we chose Access

• Inexpensive, readily-available tool.

• Prior experience with the tool.

• Tool supported on campus.

Strengths of Access

• Easy to learn and quickly get some results.

• Easy to setup user interfaces via forms.

• Wide-range of functionality for beginner

through advanced user. (Design view, SQLview, pass-thru SQL)

• Fully relational, can create local tables.

• Reports—supports complex, nicely-formatted

Strengths of Access, cont’d

• Re-use of functions.

• Macros, wizards.

• Can use VBA.

• Can import/export data.

• “You can find a way to do almost anything!”

Access-Usage and Deployment

• Small number of Access Developers.

• More people run queries, reports.

• Centralized vs. local reporting.

Using BRIO Performance

Suite™

Carol Grey

Systems Analyst

Drexel University

Philadelphia, PA

BRIO PERFORMANCE SUITE™

• Brio Intelligence™ - data query and analysis

tools

• Brio Reports™ - reporting engine

• Brio Portal™ - business intelligence portal

• Brio Metrics Builder™ - metrics system for

Why Brio

Brio selected in 1996-97

Original reasons for selection:

• Able to run on a PC or MAC

• Accessible via the web

• Easy-to-Use graphical interface

• Met security requirements

• For use by IT, selected power users

BRIO Strengths

• Deliver critical information to administrators, faculty and staff across campuses

• Improve efficiency of day-to-day operations • Ensure data integrity

• Monitor and improve business processes • Provide secure data access

• Data query and analysis

• Establish standardized data models • Deliver information in a timely fashion

BRIO

Strengths (cont.)

• Distribute information via the web, printed reports, and e-mail

• Run against production or frozen data • Variety of output possible

• Reports, pivots, charts, tables, audits, letters • Data export as Excel, Lotus, Text, HTML

• Data import as Excel, Text

Brio Reporting Tool Description

Standardized Sections:

• EIS (Read Me Page)

• Purpose of Report

• Instructions for Processing

• Query Section

• Data model

• Select Data Elements

BRIO Reporting Tool

Description (cont.)

• Results Section

• Spreadsheet

Types of Users

• Brio.Quickview – view and print web reports

posted to the On Demand Server

• Brio.Insight – above plus manipulate results,

create charts, pivots, tables, export data, etc.

• Brio.Explorers – all of above plus create data

models, design reports

• Brio.Designers – all of above plus post

reports to On Demand Server and schedule jobs on Broadcast Server

Brio Users

• Senior Administrators

• President, Provost, VPs, Deans

• Professional/Technical Staff

• Systems Administrators/Analysts

• Information Officers

• Academic Administrators

Deployment

• Centralized data models, report development

and training

• Reports posted to On Demand Server (ODS)

• Users trained to select and run reports

• Jobs scheduled on Broadcast Server then

results reposted to ODS or delivered to users

BRIO Summary

• Brio Intelligence™ - a versatile data query

and analysis tool

• Used by administrators, faculty and staff

across all campuses

• Accommodates users with varying degrees

of skills and expertise

• Variety of data output and delivery possible

Summary

• Identify institutional reporting requirements

• Research tools to satisfy institutional needs

• Select tool for current and future needs that

meet reporting requirements

• Include spectrum of users in identification

and selection process

• Develop implementation plan

Other Reporting Tool Sessions

(confirm days/times in schedule)

• Access Reporting for the End User (S,

2:30-4:30 – must have pre-registered)

• COGNOS BI Tools & SCT Banner (T, 3-4:30)

• Selecting a Campus Reporting Tool (W, 12:00

– 1:00)

• BRIO Datamodels for Banner Tables (W,

12:00 – 1:00)

• Intro to MS Access for Banner Users (W,

Bill Pearce, [email protected]

Susan Paradis, [email protected]

Peter A. Barton, [email protected]

Ron Lutz, [email protected]

Mary Roberts, [email protected]

Carol Grey, [email protected]

Questions and Answers

Comparing User Reporting Tools

Please fill out the Evaluation Form

Evaluation Code 427

SCT, the SCT logo, Banner, and PowerCAMPUS are registered trademarks and SCT OnSite is a registered service mark; SCT Plus, SCT Matrix, Campus Pipeline, Luminis, SCT PocketRecruiter, SCT Connected Learning,

and the SCT e-Education Infrastructure diagram are trademarks; and SCT Services and SCT SinglePoint Solutions are service marks of Systems & Computer Technology Corporation. All other products and company

names referenced herein are used for identification purposes only and may be trademarks of their respective

owners.

Copyright © 2003 Systems & Computer Technology Corporation. All rights reserved.