PSU 2012
ReportWorks: Grades and Transcripts
ReportWorks: Grades and Transcripts
ReportWorks is a custom report development application integrated into the PowerSchool product. The
introductory course covered how to use ReportWorks to create simple labels, lists, schedules, and
letters. In addition, you can use ready-made project templates in ReportWorks to create report cards
and high-school transcripts.
This class will cover how to create:
•
CrossTab tables
•
Traditional grade report cards with attendance
•
Standards grades report cards
•
High school transcripts
•
Modified templates adjusted to your needs
Using the Grades Data Set and CrossTab Table
You may find yourself asking whether to use a ReportWorks template or continue with an object report
created previously when considering making a report card or transcript project. Should you need to
create a new project, the ready-to-use template in ReportWorks will save you time.
The templates in this course use table and crosstab data structures in the layout. You learned to use a
table in the first course (ReportWorks: Introduction). To work with the templates, you need to
understand how to work with a crosstab data structure.
The crosstab report project layout looks like this:
1
1. Column field – One unique value in each
column
2
2. Row field – One unique value in each
row
3
3. Data field – Where the column meets
the row
Use a data object modifier, such as count, to get the results you want. Count is one type of modifier in
the group called Aggregate Modifiers. Below is an example of how you would use an aggregate
modifier:
Aggregate Modifiers
Format: @[modifier].[Data Object]@
Example: @count.Ethnicity@
Result: Displays count of each ethnicity code in a group in a table
Modifier
Description
total
Calculates the total of numeric values
average
Calculates the average of numeric values
count
Provides a count of the number of data objects in a list or group
ReportWorks: Grades and Transcripts
Modifier
Description
max
Provides the maximum count
min
Provides the minimum count
Activity 1 – Create a CrossTab Table
In this activity, create a crosstab table to report on the number of each letter grade earned by
students in each ethnic category.
1.
As you learned in ReportWorks: Introduction, from PowerSchool Administrator’s Start Page,
launch ReportWorks, sign in, and create a project from scratch
2.
On the Project Details page, enter a name and description
3.
Select the data set Student: Basic + Grades
4.
Click Scope
5.
In the Data Set pane, select Student, and click Demographics
6.
Double-click Student_Enrollment_Status
7.
Enter 0 and click OK
8.
Click Runtime Controls
9.
Under Published Report Runtime Controls, check Select Store Code, and in the Preview
Values section, select S1 2012-2013 to limit the amount of data needed
10. Click Layout
11. In the Add a New Data Structure window, select CrossTab
12. In the Choose a Data Subset menu, select Historical Traditional_Grades and click OK
13. From the Student Data Set, choose Demographic and select the Ethnicity data object
14. Drag Ethnicity to the crosstab layout and when the upper right cell is highlighted in blue,
release the data object
15. In the Data Set pane, click the Historical_Traditional_Grades folder
16. Click Historical_Grade
17. Drag the Historical_Grade data object into the left (row) shaded cell in the crosstab structure,
and when the cell is highlighted in blue, release the data object
18. In the intersection of the row and column in the structure, double-click the cell so it is
highlighted in yellow and the text cursor appears in the cell
19. Enter @count@
20. Click Preview
In your report, you can see the count of grades earned by ethnic category. You’ve completed
your first crosstab report.
21. Close the preview
22. In the layout, select the entire table
23. Click the Inspector icon
24. Click Auto Format
25. Select one of the table formats and click OK
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ReportWorks: Grades and Transcripts
You have completed formatting a crosstab data structure.
Working with Traditional Report Card Templates
As you study the makeup of the Traditional Report Card template, you’ll see that there is more to a
report card than just grades. You’ll need to include information on the honor roll, class rank, and
school and student information. When you look at the Student Details page in the layout, the other
information seems hidden. Open the inspector. Click the Table Group icon. In the Table Group Options
field, you can see the different information tables organized under the Student Details table.
Activity 2 – Add a Table Group
Create another table to add to the table group in the Traditional Report Card template.
1.
On the Project Details page, click +add
2.
Select Create Project from Template
3.
Select Traditional Report Card
4.
Click Create
5.
On the Project details page, rename the Project Name to distinguish it from others
6.
Click Scope
7.
On the Boundaries page, right-click Year_ID=21 and select Edit Filter
8.
Enter 22 and click OK
9.
Right-click Historical_Grade_Year_ID=21 and select Edit Filter
10. Enter 22 and click OK
11. Click Layout
12. Scroll to the bottom of the layout and click Table Group
13. Click the Inspector icon
14. Click Table Group Options
15. Select Add Peer Table
16. Click in the Key text field and type School_Enrollments
17. Look at the layout and scroll up
The table has been created with the School_Enrollments Details gray bar and is ready for
formatting.
Activity 3 – Add the Attendance Table to the Traditional Report Card
Template
With the Attendance table created already in the Traditional Report Card with Attendance template,
you can add the table quickly to another project by copying.
1.
On the Project Details page, click +add
2.
Select Create Project from Template
3.
Select Traditional Report Card with Attendance
4.
Click Create
5.
On the Project details page, rename the Project Name to distinguish it from others
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ReportWorks: Grades and Transcripts
6.
Click Scope
7.
On the Boundaries page, right-click Year_ID=21 and select Edit Filter
8.
Enter 22 and click OK
9.
Right-click Historical_Grade_Year_ID=21 and select Edit Filter
10. Enter 22 and click OK
11. Click Layout
12. Scroll to the bottom of the layout page
13. Select the Attendance crosstab table so the size handles show
14. Copy the selected table
15. Click the Details tab
16. In the Projects pane, double-click your renamed Traditional Report Card template project to
load it
17. Click Layout
18. Scroll to the bottom of the layout
19. Select the table body
20. Use the cursor to grab the bottom handle and drag it upwards about two inches to make room
for the Attendance table
21. Click in the layout area below the right side of the gray table area
22. Paste the Attendance table
23. With the size handles showing, drag the Attendance crosstab table to the bottom right corner
of the layout area
24. Select the original table, grab the bottom resize handle, and resize the bottom of the table to
conform to the top of the Attendance table
25. Preview the project to see how it looks with the Attendance table
Working with Standards Grades Report Card Templates
The Standards Grades Report Card template uses crosstab tables to report grades by their subject and
associated standard. You may notice it looks a little different than what you have worked on so far,
but it operates the same. In addition to the data objects used in the column, row, and data fields, a
subject is entered in the Filter Expression field of the CrossTab Inspector to collect only the applicable
standards.
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ReportWorks: Grades and Transcripts
In the Table Inspector, you’ll be able to read the data object names (sometimes shortened in their
cells) when you select each cell. Also, you can open the CrossTab Inspector when you click the word
CrossTab in the bottom right corner of the table graphic.
Activity 4 – Change the Subject Area Filter Expression
Simulate adding a standards-based grades crosstab by modifying a different subject crosstab table.
Change the title of the crosstab table, and change the Filter Expression for that crosstab to change the
subject of the grades reported.
Hint for saving time with Preview: on the boundaries page, you can add the filter Last_Name = Alu
and narrow the terms down to “include S1,S2”.
1.
On the Project Details page, click + add
2.
Select Create Project from Template
3.
Select Standards Report Card with Attendance
4.
Click Create
5.
On the Project details page, rename the Project Name to distinguish it from others
6.
Click Scope
7.
On the Boundaries page, right-click Year_ID=21 and select Edit Filter
8.
Enter 22 and click OK
9.
Click the delete icon on Standards_Grade_Year_ID=21
10. Click Runtime Controls
11. In the Context Filtering menu, select Washington Elementary and set Sample Size to 10
12. Click Layout
13. Click Preview, and note the placement of the subject areas
14. Close Preview
15. Double-click the Social Studies crosstab table
16. On your keyboard, press Delete
17. To replace the now missing Social Studies crosstab table, double-click the Writing crosstab
table
18. Copy the selected crosstab
19. Paste the crosstab
20. Drag the new crosstab copy to the place where the Social Studies crosstab should be
21. Click the Inspector icon
22. Double-click Writing to select the cell
23. Highlight the word WRITING and enter SOCIAL STUDIES
24. In the lower right corner of the crosstab table, click CrossTab
25. In the CrossTab Inspector, in the Filter Expression field, find the word “writing” and highlight
the word
26. Enter “Social Studies”
27. Click Preview and verify that the Social Studies table has been replaced correctly
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ReportWorks: Grades and Transcripts
Working with the High School Transcript Template
Normally when you print a multi-page report in ReportWorks, all of the first pages print first, then all
of the second pages print, and so on. When you want all of a student’s report pages to be printed
together, on the Project Details page check Output Report Per Student.
Some students’ reports may include an odd number of pages as well as an even number. When
making double-sided printing copies, you might want a blank page inserted at the end of a student’s
report. In the Scope page, click Runtime Controls. Under Published Report Runtime Controls, check
Generate Report for Double-Sided Printing. Under Preview Values, select the check box.
Activity 5 – Select Printing Choices
Due to various lengths of a student report, you may need to prepare your report to make efficient
print runs. In the Project Details and Scope pages, select choices that will provide better print run
options for the report user.
1.
On the Project Details page, click +add
2.
Select Create Project from Template
3.
Select High School Transcript
4.
Click Create
5.
On the Project details page, rename the Project Name to distinguish it from others
6.
Check Output Report Per Student
7.
Click Scope
8.
Click Runtime Controls
9.
Under Published Report Runtime Controls, check Generate Report for Double-Sided
Printing
10. Under Preview Values, select the check box in the Generate Report for Double-Sided Printing
row
11. Click Layout
12. Click Preview to see how the report pages have been grouped per student and per size of the
report per student
Modifying a Template
You’ve learned how to use the Auto Format feature of the CrossTab Inspector to modify the crosstab
tables. Now add more visual interest to your reports. Refer to the skills you learned in ReportWorks:
Introduction to modify one of the templates to fit your school’s reporting styles.
Activity 6 – Modify the Traditional Report Card Template
Modify the Traditional Report Card template by changing colors, text attributes, locations of data, and
adding a school logo.
1.
Click Details
2.
Double-click your report that uses the Traditional Report Card template
3.
Select Layout
4.
Click the Inspector icon
5.
Double-click the Student Details gray bar
6.
In the Table Row Inspector, click the paint bucket icon
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ReportWorks: Grades and Transcripts
7.
Select the color box
8.
In the color panel, choose a soft pastel color so as not to hide the text
9.
To change the text in the Student Header center text field, click on some of the center text to
select the field and show the size handles
10. In the Text Inspector, highlight all the text
11. In the Color Panel, click Font
12. Change the text font to Helvetica, the font size to 12, and the style to italicized
13. Click Preview to view the changes so far
14. Close the preview
15. Double-click the Student Details gray bar so the cursor changes to arrows
16. Drag the Student Details bar down about one inch
17. Click CrossTab in the table above the Student Details bar
18. Drag the table down to meet the Student Details bar
19. Click and drag the Academic text bar to meet the top of the crosstab
20. Select the center text field at the top of the layout, and drag it down to meet the Academic
text bar
21. Open the RWGrades_activityfiles folder
22. Select and drag mini_tiger.png to the center top of the layout
23. In the Image import window, click Image Shape
24. With the tiger image selected, drag it to the location you desire
25. Click Preview
Key Points
•
Most of the Report Card templates use crosstab tables
•
When working with Report Card templates, adjust Boundaries and Runtime Controls carefully
•
In the layout, use table groups to organize layers
•
In the attendance tables, use the Functions Panel to modify attendance data object attributes
•
In standards grades crosstab tables, use the subject area filter to identify further boundaries
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