Reporting - Report Wizards

Placing & Receiving Agency Related Guide (PARG RARG)

Summary:
Report Wizards allow users to generate customized reports within their allowed view of HSPnet data. The generated reports can then be edited to produce different data by program, site or time period, and reports can be saved for future use. The data output of wizard reports can be produced in several formats including screen display (html), print or email delivery (pdf), or raw data (Excel or csv).

Accessing the Report Wizards Click: Reporting Report Menu Select the tab: Report Wizards.
Placing Coordinator Report Menu User reports can contain any data the user has access to in the live system. Placing Coordinators have more report wizards than Receiving Coordinators, and the list may vary slightly from province to province. The report name and a link to that report wizard are in the column on the left; on the right is a brief description of what types of information can be included in each report. A preview icon also enables you to view a sample of what a finished report might look like. These are approximations, because you can choose information to include or exclude as you work through the wizard to build a report. The Activity Report Wizard is at the top because it is the most commonly used for official reporting to the agency management team, or the health authorities reporting to the government. Both Receiving and Placing Coordinators have this report wizard.
Receiving Coordinator Report Menu The receiving coordinator menu is laid out the same way as the placing coordinator Report Menu above. Some wizards are identical for both PC and RC users. Receiving Coordinators have the ability to create a master report (recommended) with the Activity Report Wizard. You can build the same report by site, but for official reporting to management/the government, it may be better to stick with one master report that is run ONCE per reporting period, and used to extract and organize all of the data, as it can be sorted in Excel using Pivot Tables (Please see Excel training for information). HSPnet is a live system, and if you are running data on different days, the results will likely be different, so for official purposes a central report representing an identified moment in time may be the best way of ensuring the information is consistent . When a report wizard is built, and you are happy with the result, you can run that report over and over and just change the dates, so for annual or monthly comparisons, you are measuring the same data.
Building a New Report: Report Wizard Menu Click the link: Activity Report Wizard (or a report of your choosing) on the Report Menu shown in the screen captures above and the Report Wizard Menu screen opens. Each Report Wizard Menu has two sections: My Saved Reports are at the top. For a new user there may not be any saved reports (although it is possible for colleagues to copy the completed report template to other users in their group. The Activity Report Wizard you chose will show up with an add icon which opens the wizard and lets you begin to build the report.
The first screen in the wizard is instructional. Click Next to proceed to the next screen.
Report Names and Descriptions Each report wizard has a name, but when you use the wizard you need to give each report a specific name and description. Concise names are recommended, such as "2019 Groups – All Statuses" or "Declined Preceptorships – Spring Term 2020." The report Description should contain enough information to help you distinguish one report from another. Useful information in the Description could include selected format or sorting options, and/or the report purpose such as "Accreditation" or "Preceptor Recognition." When ready, click: Start the Wizard.
You will need to enter a start and an end date for each report. You can select a date range from the drop down list or you can use the calendar icons to select specific dates. By default both boxes are checked, but we strongly recommend when you are doing any kind of report that will be repeated at regular intervals, to have only one of the two boxes checked: Include PRs that start before this date range, or Include PRs that end after this date range. If both boxes are checked: you will be counting some placements twice when you run subsequent reports. Please click in the box to remove the check mark to leave only your choice selected. In this example we have chosen to include only those Placement requests that started before January 1, 2019, but were still in progress as of January 1, 2019. Click next when ready to move to the next screen.
On this screen choose to include placements only, or all placement requests. As this activity report wizard in this example will be used for official reporting, we have chosen all placement requests whether they were declined or cancelled or still in Pending. A PC or RC running a different report such as the Placing Coordinator Report: Placement Listing - Students/Instructors, or the Receiving Coordinator report: Security/Access Listing -Students/Instructors would only want to run the report for Placements only. When ready, click next.
This screen allows the selection of placement status. As this example is for an official report we are going to include all. If you choose to exclude some of the placement request status: Click: Select from list. In the Not Allowed box, click to highlight the status(es) you wish to include in the report, and then use the right pointing arrow to move those status(es) into the Allowed box. There are additional buttons to add all or remove all. When ready, click next. Link to Placement Status Glossary (definitions).
The next screen allows you to choose the placing agency(ies) to be included in the report. If you are a placing agency, you only have access to create reports for the programs you access on the live system, so if you choose "All" that will only include the programs at that Placing Agency that are within your access rights. For this reason, a placing agency may want to designate a placing coordinator who is responsible for the reporting function across departments and programs. A Receiving Coordinator may want to run a report on a specific school and program. Please always consider the alternative of using a single master report, and extracting the data specific to one program or school using Excel pivot tables, but if you prefer you can build custom reports with these tools. If you do not wish the report to include all the programs or all of the schools, click to select: Specify (Agencies / Departments / Programs / Courses. More windows will open like the screen capture above, that allows you to make specific selections by moving them from the not allowed to the allowed box. These screens will take longer to load and work through using this option, and the potential for making errors increases: for example there may be two separate courses with names: 191.b and 191b that are easily interchanged and selecting the wrong one will produce the wrong data. Click next when ready.
The next screen allows you to choose the Receiving agency(ies) to be included in the report. If you are a Receiving agency, you only have access to create reports for the sites, services and destinations you access on the live system, so if you choose "All" that will only include the sites, services and destinations at that Receiving Agency that are within your access rights. For this reason, a centralized Receiving Coordinator is best practice - an RC that accesses/redirects all student placements at an agency. Placing or Receiving Coordinators may want to run a report on a specific site, service or destination for various reasons. Please always consider the alternative of using a single master report, and extracting the data specific to one program or school using Excel pivot tables, but if you prefer you can build custom reports with these tools. If you do not wish the report to include all the sites, services or destinations, click to select: Specify (Agencies / Agencies / Services / Destinations. More windows will open like the screen capture for placement request statuses, that allows you to make specific selections by moving them from the not allowed to the allowed box. These screens will take longer to load and work through using this option. Click next when ready.
The next screen allows you to add more filters: Disciplines Sub Disciplines A filter/drop down list to show all placements or to exclude any internal placements. Include or exclude QES - Quick Entry placements This section works as the sections above. If you do not want to include all, click Select from list and move the selections you want to include in the report from the allowed to the not allowed box by highlighting them and using the arrow buttons. As with the cautions above, always consider leaving the filters on all, and doing the filtering in Excel instead (as when all data is in a report, you have more flexibility with the information already included, versus coming back to edit your report wizard and running the report again.
This is where you select whether to include groups, individual (non group) placements, or both. For the purpose of this example, we have chosen both. Click: next.
More filters! For non-group placements you can select a specific request type. You can choose to include or exclude split destinations. Click: next when ready. See our request type glossary for more information: Click Help/Support/Glossaries - placement request type.
This is the final screen in the wizard! Here you can select how to sort the information, add fields, and select the format you want for the report (CSV will also give you an Excel spreadsheet). Click: Finish and Run.
A window will open with a link to your new report. Click the link to download the report.
The report will download to your browser. In Google Chrome, the report will appear on your lower left corner. Click the report to open it.
Use File Save as to load a copy onto your computer. The settings you chose in the wizard will be displayed in the report summary.
If you want to reuse this report with different dates sometime again, be sure to click the save button (blue). The purple icon lets you open the report menu glossary. IMPORTANT – If you do not save the report, it will be deleted after 50 days.
To run the exact same report again with the same name and dates, just click the run report icon.
To run the report again with new dates and or a new name, click the edit report icon.
When the edit report opens, you can enter a new name and comments, then click "Save and Run the Wizard" in order to edit the dates.
You can change the dates now with the drop down list or calendar icons. When the dates are updated, click: Finish and run. If you want to edit the wizard further, you can use the next key, or click directly on the link of the wizard where you want to edit.
You can copy your wizard reports to other users at your agency. Click the copy this entry icon. From the drop down list select the colleague who also needs to run this report. Click the green check mark to save the copy to the other user.
Icons: After a report is completed, the following icons are displayed: Run the report as built, without changing any settings. When you run the saved report, it runs it again from scratch using the same parameters, none of the original results are saved. In example, if you're running a report of confirmed placements only, confirmed placements from the original run that has since changed to a different status would not appear on the report. Running the report gives you simply the current snapshot of the data. Edit the report to change settings such as output format or statuses included. Be sure to change the report name and description if needed to reflect the revised settings. Copy an existing report - for example to: -Create a comparison report by copying a report entitled "Confirmed placements 2009" and changing the report name and time period to the following year; or -Copy a report template to another user in your department, so they can run the same report paramaters on data within their access rights. Save the Report to the top section, "My Saved Reports." Delete the Report if no longer needed or if created in error.
Understanding Wizard Results Regardless of the output format chosen, each wizard report contains: A report name followed by a list of data variables that were defined for the output, representing the response to each question answered in the wizard; and A table of data with column headers to identify each data variable. Some wizards include data on placement volumes and number of hours for each placement request and students. See the Appendix for an explanation and examples of placement volumes and hours are reported in the wizard reports.
Reminder: • Reports generated via a wizard will include only the data from your allowed access to educational programs or sites/services. For example, for Receiving Coordinators the Wizard drop down lists will include only sites, services and destinations within your access rights. For Placing Coordinators, the drop down lists will include only your allowed educational programs. • If you require data that is outside of your HSPnet access rights, such as a cross-agency report to support a regional committee, please submit your request via the Custom Report Queue in the Report Menu. See the Quick Reference Guide entitled Custom Report Queue for detailed instructions. • Wizard reports contain complex queries that may consume considerable database and network resources, and ineffective or repeated use of wizards could cause performance impacts for other HSPnet users. If you experience problems with a report, please contact Help Desk at Help/Support/e-mail help (support@hspcanada.net) rather than running it multiple times unsuccessfully.

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