Reports
A wide variety of reports are included with Advisor. Because Advisor is an MS-Access
database, custom reports are easily created. Data can be queried using a variety of options
such as date ranges, advisors, student demographics, disabilities, majors,
accommodations, etc.
The primary reporting options is the (System) Reports option from the Main Menu. There is also the
Report Tab within the Staff dB which has advisor lists and student breakdowns such as case load
summaries, student lists, service breakdowns etc.
System Reports include more complex options since data from all tables within the system can be
queried. Clicking the Report button of the main menu will bring up a list of reports (as shown above).
Different reports allow for different query options such as date ranges, filtering for specified students,
staff or service types.
Some reports are “cross reference tables” which show various system tables. They can be queried
and filtered using standard Access functions.
Exporting Reports: MS Access reports are similar in format and structure (rows and columns) to MS
Excel spreadsheets. This close relationship permits systematic export of tables, forms and reports
into Excel and, in many cases, also into MS Word.
To export a table: Chose File from the Menu and then Export. Select the type of program to send the
data to (Excel, Word etc). Or, use the tools menu option, then office links and make the appropriate
choice.
To Chose a Report use the arrow keys to scroll through the list and make a selection. Different sets
of input parameters will appear for different reports. Some include date ranges. The Preview/Print
Report button will activate the report and display it on screen. All pages of the report can be
previewed before it is printed. The counter at the bottom of the screen will show the number of pages
in the report. Users can exit the report and chose another option or select the print function.
Users who are knowledgeable about Access functions can create their own reports and then add them
to this list.
Schedule type Reports, of which there are five options, provide summaries organized by the “types of
accommodation” specified by the user. When a schedule report is selected an additional pop up
menu will appear which can be used to customize and refine a report.
Schedule reports can be ordered three ways: 1) Student, which lists the results alphabetically by
student last name; 2) Time, which corresponds to the class schedule from earliest class to latest class
time, then alpha by student; and, 3) Campus, which lists accommodations by campus for colleges and
universities with multiple locations. See the sample reports provided on the following pages.
Case Log Reports are designed to provide a breakdown of staff/advisor activity. When selecting this
type of report an pop up menu will appear from which additional criteria can be entered. A date range
must, however, be entered to run any variation of the log report. The date range can cover one day or
multiple years. The summary only option (check box) will print the report without the attached case
notes.
A specific Staff member can be entered from the look up table and the report will cover only that
individual. A specific Student can be entered and only case log entries (appointments and events) for
that student will be generated. A CMType (and appointment or event) can be selected and only those
items will be included within the report. Multiple selection criteria may be entered and variations of
specific filters can be entered to create a variety of customized reports.
Cross Reference Reports are actually internal tables displayed on screen. All data within Access is
stored in a series of tables. Links exist between tables so that system wide reports can be generated.
The links are created by using a series of internal, key fields and numbers which allow the program to
identify related information stored in different tables.
Experienced Access users can view these internal tables and manipulate them to obtain a range of
data and system information. These tables include accommodation, disability and limitation
information.
These tables can be filtered, and queried using the built-in Access functionality. Right clicking the
mouse in any table field will bring up a filter menu from which a variety of selections can be made.
Multiple and “staged” filters can be used to continually refine the results. Columns may be hidden as
desired before the table is printed. Refer to MS Access Help for instructions on using these filters.
Data displayed in cross reference data can not be changed- and any filtering will not affect the actual
data.
Inventory Reports are a type of Cross Reference Report dealing specifically with inventory items
(equipment, books, software) and the students or staff to which they are assigned.
These tables can be filtered, and queried using the built-in Access functionality. Right clicking the
mouse in any table field will bring up a filter menu from which a variety of selections can be made.
Multiple and “staged” filters can be used to continually refine the results. Columns may be hidden as
desired before the table is printed. Refer to MS Access Help for instructions on using these filters.
Data displayed in cross reference data can not be changed- and any filtering will not affect the actual
data.
Labels for student file folders or for mailing labels can be generated through this reporting feature. A
specific report of labels for text on tape readers has been added and may be of value to some of the
larger schools. To activate the label printing feature, click the Preview/Print Button.
A wide variety of reports are included with Advisor. Because Advisor is an MS-Access
database, custom reports are easily created. Data can be queried using a variety of options
such as date ranges, advisors, student demographics, disabilities, majors,
accommodations, etc.
The primary reporting options is the (System) Reports option from the Main Menu. There is also the
Report Tab within the Staff dB which has advisor lists and student breakdowns such as case load
summaries, student lists, service breakdowns etc.
System Reports include more complex options since data from all tables within the system can be
queried. Clicking the Report button of the main menu will bring up a list of reports (as shown above).
Different reports allow for different query options such as date ranges, filtering for specified students,
staff or service types.
Some reports are “cross reference tables” which show various system tables. They can be queried
and filtered using standard Access functions.
Exporting Reports: MS Access reports are similar in format and structure (rows and columns) to MS
Excel spreadsheets. This close relationship permits systematic export of tables, forms and reports
into Excel and, in many cases, also into MS Word.
To export a table: Chose File from the Menu and then Export. Select the type of program to send the
data to (Excel, Word etc). Or, use the tools menu option, then office links and make the appropriate
choice.
To Chose a Report use the arrow keys to scroll through the list and make a selection. Different sets
of input parameters will appear for different reports. Some include date ranges. The Preview/Print
Report button will activate the report and display it on screen. All pages of the report can be
previewed before it is printed. The counter at the bottom of the screen will show the number of pages
in the report. Users can exit the report and chose another option or select the print function.
Users who are knowledgeable about Access functions can create their own reports and then add them
to this list.
Schedule type Reports, of which there are five options, provide summaries organized by the “types of
accommodation” specified by the user. When a schedule report is selected an additional pop up
menu will appear which can be used to customize and refine a report.
Schedule reports can be ordered three ways: 1) Student, which lists the results alphabetically by
student last name; 2) Time, which corresponds to the class schedule from earliest class to latest class
time, then alpha by student; and, 3) Campus, which lists accommodations by campus for colleges and
universities with multiple locations. See the sample reports provided on the following pages.
Case Log Reports are designed to provide a breakdown of staff/advisor activity. When selecting this
type of report an pop up menu will appear from which additional criteria can be entered. A date range
must, however, be entered to run any variation of the log report. The date range can cover one day or
multiple years. The summary only option (check box) will print the report without the attached case
notes.
A specific Staff member can be entered from the look up table and the report will cover only that
individual. A specific Student can be entered and only case log entries (appointments and events) for
that student will be generated. A CMType (and appointment or event) can be selected and only those
items will be included within the report. Multiple selection criteria may be entered and variations of
specific filters can be entered to create a variety of customized reports.
Cross Reference Reports are actually internal tables displayed on screen. All data within Access is
stored in a series of tables. Links exist between tables so that system wide reports can be generated.
The links are created by using a series of internal, key fields and numbers which allow the program to
identify related information stored in different tables.
Experienced Access users can view these internal tables and manipulate them to obtain a range of
data and system information. These tables include accommodation, disability and limitation
information.
These tables can be filtered, and queried using the built-in Access functionality. Right clicking the
mouse in any table field will bring up a filter menu from which a variety of selections can be made.
Multiple and “staged” filters can be used to continually refine the results. Columns may be hidden as
desired before the table is printed. Refer to MS Access Help for instructions on using these filters.
Data displayed in cross reference data can not be changed- and any filtering will not affect the actual
data.
Inventory Reports are a type of Cross Reference Report dealing specifically with inventory items
(equipment, books, software) and the students or staff to which they are assigned.
These tables can be filtered, and queried using the built-in Access functionality. Right clicking the
mouse in any table field will bring up a filter menu from which a variety of selections can be made.
Multiple and “staged” filters can be used to continually refine the results. Columns may be hidden as
desired before the table is printed. Refer to MS Access Help for instructions on using these filters.
Data displayed in cross reference data can not be changed- and any filtering will not affect the actual
data.
Labels for student file folders or for mailing labels can be generated through this reporting feature. A
specific report of labels for text on tape readers has been added and may be of value to some of the
larger schools. To activate the label printing feature, click the Preview/Print Button.
