V. 3
31 July 2017
Producing Batch Advisement Reports
OVERVIEW
Running Batch Advisement Reports for a group of students is a new concept to the Academic
Advisement process at the Maricopa Community Colleges. Advisors and graduation
technicians will be able to take a list of students that they need to run advisement reports for
and run them all at one time, producing a pdf document that houses all the reports.
This process allows advisors and graduation technicians the opportunity to run reports in
multiples instead of one by one in the current process.
SCOPE
This process will be completed by Advising Directors, Graduation Technicians, and Advisors,
as directed by their Director.
OBJECTIVES
By the end of this document, you will be able to:



Generate Report Requests for multiple students
Run advisement reports for all the requested students
Print Advisement Reports in batch for all the requested students to a .pdf
document.
SCENARIO
A graduation technician needs to run advisement reports for 5 students who are graduating in
order to check that their degree requirements are complete. The technician would like to run
the most recent advising report for all students at one time and not have to run them
individually.
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Producing Batch Advisement Reports
V. 3
24 March 2016
Before you begin…
Before you can run the correct advisement reports for each student, staff must have the entire list of
student ID’s needed as well as be sure that the student’s program plan stack has the most current and up to date
plan and requirement term information.
Step 1
Navigate to the Generate Report Requests Page
Select Main Menu > Academic Advisement > Advisement
Processes > Generate Report Requests.
Click on the Add a New Value tab at the top of the page. Enter
the desired information in the Run Control ID field; this could be
your MEID or a run control you have set up for batch advisement
reports to use each time you run reports (e.g., “BATCHSMC07”).
Click the Add button.
Step 2
Advisement Report Request Data Information
Enter the institution for which you wish to run the report in the
Academic Institution field.
Select the Report Type you wish to view by clicking on the search
icon
next to the Report Type field. In this example, you will
select “GRAD” to run the Academic Advisement Report with no
in progress (IP) courses. In other instances, you can also select
“ADV” to run the Academic Advisement Report.
Select the Report Identifier by clicking on the search icon
next
to the Report Identifier field. In this example, you will select the
batch run for your institution (e.g., “BATCHSMC”).
Select the date of the report in the Report Date field. All
requests created will have this date as the report date and will
generate the report specific to data associated with that date.
For reporting purposes, it is best to use the current date. The
selected date will be printed on the pdf document and recorded
in the system as the Report Date.
Step 3
Using Population Selection or Student Select List
Either the Population Selection or Student Select options can be
used to identify the students who should be included in the
report. Population Selection allows you to specify a population of
students based on an external file while Student Select allows
you to enter the Student IDs for specific students.
Note: Make sure that you only have one of the two options
selected before processing your report.
To use Population Selection, make sure the checkbox next to the
Population Selection field is checked. In selection tool select
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Producing Batch Advisement Reports
V. 3
24 March 2016
“External File” and upload your file. All files should be saved as
.txt and have two columns with the headers “ID” and “Name
(Last Name, First Name)”. Select “BATCHADVISINGFILE” in the
File Mapping field by clicking on the search icon .
To use Student Select, make sure the checkbox next to Use
Student Select is checked. Enter the desired student’s Student ID
(e.g. “30000000”) in the Empl ID field. To enter additional
Student IDs, click on the Add Row button
and continue to
enter Student IDs until you have entered all the desired Student
IDs.
Click the Save button at the bottom of the page.
In this example, the Student Select option is done since a few,
specific students are affected.
Step 4
Running the Report
Click on the Run button at the top of the screen.
The Process Scheduler Request screen will appear. To have the
report display properly, the report Type field should be “Web”
and the Format should be “TXT.” To confirm the report
generation, click on the OK button.
Step 5
Process Monitor
Click the Process Monitor hyperlink near the top of the Generate
Report Requests page. You will be directed to the Process
Monitor page.
Click on the Refresh button at the top of the page until the Run
Status and Distribution Status of the report have changed to
“Success” and “Posted,” respectively.
Step 6
Confirming Report Request Completion
You will now need to confirm the successful completion of the
report request. Start by clicking the Home link located above the
horizontal navigation bar at the top of the page.
Navigate to Main Menu > Academic Advisement > Advisement
Processes > Generate Report Requests.
Remain on the Find an Existing Value tab at the top of the page.
Enter the Run Control ID you used in Step 1 to generate the
report in the Run Control ID field.
Click the Search button.
Your report request should populate the screen.
You have successfully generated a report request.
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Producing Batch Advisement Reports
Step 7
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24 March 2016
Navigate to the Generate Advisement Reports Page
Now that you have generated the request, you will want to
generate the report.
To do this, select Main Menu > Academic Advisement >
Advisement Processes > Generate Advisement Reports.
Click on the Add a New Value tab at the top of the page. Enter
the desired information in the Run Control ID field; this could be
your MEID or a run control you have set up for batch advisement
reports to use each time your run reports (e.g., “BATCHSMC07”).
Note that for consistency sake it is advised to use the same Run
Control ID throughout this process.
Click the Add button.
Step 8
Advisement Report Parameters
Enter the institution for which you previously generated the
report request which you now wish to run in the Academic
Institution field (See Step 2).
Select the Report Type you used to generate the Report Request
(See Step 2) by clicking on the search icon
next to the Report
Type field. In this example, you will want to select “GRAD” to run
the Academic Advisement Report.
Enter the date range which the report should cover by
completing the From and To fields. The From date should be the
date you used to generated the report or today’s date (See Step
2). The To date should be today’s date.
Select the Report Identifier by clicking on the search icon
next
to the Report Identifier field. You should select the same report
identifier that was selected in Step 2 (e.g., “BATCHSMC”) to run
the batch report.
Click the Run button near the top of the page.
Step 9
Running the Report
The Process Scheduler Request screen will appear after you click
the Run button.
To change the way the report will display, use the drop-down
menu beneath the Type and Format fields. Your Type should be
the same as what you used in Generate Report Requests (See
Step 4). To confirm the generation of the report, click on the OK
button at the bottom of the page.
Step 10
Process Monitor
Click the Process Monitor hyperlink near the top of the Generate
Advisement Reports page. You will be directed to the Process
Monitor page.
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Producing Batch Advisement Reports
V. 3
24 March 2016
Click on the Refresh button at the top of the page until the Run
Status and Distribution Status of the report have changed to
“Success” and “Posted,” respectively.
You have successfully generated a report.
Step 11
Navigate to the Print Batch Reports Page
Now that the report has been generated, you can now print the
report.
To do this, select Main Menu > Academic Advisement >
Advisement Processes > Print Batch Reports.
Click on the Add a New Value tab at the top of the page. Enter
the desired information in the Run Control ID field; this could be
your MEID or a run control you have set up for batch
advisement reports to use each time your run reports (e.g.,
“BATCHSMC07”). Note that for consistency sake it is advised to
use the same Run Control ID throughout this process.
Click the Add button.
Step 12
Print Batch Reports Parameters
Enter the institution for which you previously generated the
report you now wish to print in the Academic Institution field
(See Step 2 and 8).
Select the Transcript Type you used in to generate the Report
Requests (See Step 2) and Advisement Report (See Step 8) by
clicking on the search icon
next to the Report Type field. In
this example, you will want to select “GRAD” to run the
graduation report.
Enter the date range which the report should cover by
completing the From and To fields. The From date should be the
date you used to generated the report or today’s date (See Step
2). The To date should be today’s date.
Select the Report Identifier you wish to view by clicking on the
search icon
next to the Report Identifier field. You should
select the same report identifier that was selected in Step 2 and
Step 8 (e.g., “BATCHSMC”) to run the batch report.
Step 13
Running the Report
Click on the Run button at the top of the screen.
The Process Scheduler Request screen will appear. To change
the way the report will display, use the drop-down menu
beneath the Type and Format fields. Your Type should be the
same as you had in Generate Report Requests (See Step 4 and
Step 9). To confirm the report generation, click on the OK
button.
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Producing Batch Advisement Reports
Step 14
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24 March 2016
Process Monitor
Click the Process Monitor hyperlink near the top of the Print
Batch Reports page. You will be directed to the Process Monitor
page.
Click on the Refresh button at the top of the page until the Run
Status and Distribution Status of the report have changed to
“Success” and “Posted,” respectively.
Step 15
Printing the Report
You will now need to confirm the successful completion of the
print request. Click on the Go back to Print Batch Reports
hyperlink at the bottom of the Process Monitor page.
Click on the Report Manger hyperlink near the top of the Print
Batch Reports page.
Once the Report Manager page has loaded, click on the
Administration tab near the top of the page. This page will list
all the recently generated reports. Click on the hyperlink for the
report you wish to view. In this instance, you will select the
report you just generated, which will provide an Advisement
Report for each student previously selected to be included in the
report.
You have successfully generated a report and may now print or
save a copy of the PDF.
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