DAT Webinar - Basics

Please use this article as a supplemental resource for this DAT Webinar: Training Video

1. Intro
    a. Tool that enables users to build custom reports by defining specific criteria. These reports can then be exported or used to create charts/graphs and print documents
    b. Report considerations
        i. What information are you looking to extract? 
        ii. Plan a workflow on what tables you will use and how you will connect them
    c. Most common tables 
        i. Student Information use Student Info table 
        ii. Household Information use Households table 
        iii. Admissions Information use Inquiries table 
        iv. Other common tables
            1. Student Attribute
            2. Student Action
            3. Inquiry Action
            4. Inquiry Attribute
            5. Relations Student/Inquiry/Teacher

2. DAT Query - Step 1
    a. Select an initial table from a group
        i. For example, select Student Info table from the Students group 
                1. If you are not sure which table a particular field resides in, use the search box to find appropriate tables 
        ii. Check all the fields that you would like to include in your report from this table and click Save 
                1. To add additional information from this table, click the “Student Info” link
        iii. Once you have at least one field selected, you can run your report at any time by clicking the “Results” tab to the left 
        iv. You can move back and forth between the tabs on the left 
        v. To link the Student Info table to family information, click + next to Student info and connect it to the Relations Student/Inquiry/Teacher table and hit save 
            1. With Condition 
                a. This will only include data if it matches both tables 
                    i. For example, if you select “With” the results will only show information for students that have a relationship associated with a household 
            2. With or Without Condition 
                a. This will include all data from the first table and show blank values from the second table if there is no matches in the second table 
                    i. For example, if you select “With or Without,” the results will show blank household values for students that do not have a relationship associated with a household

        vi. Next click the + next to the Relations Student/Inquiry/Teacher table and link that to the Households table 
            1. You can now select fields that hold household information such as household address, household phone, parent names etc. and click save 
        vii. Click on Results to see your updated report with both Student and Household Information 
        viii. Let's take this a step further and only include students that are enrolled in the school 
            1. Click the “Student Info” link 
            2. Under the Conditions, set Status = Enrolled and hit Add to the righthand side and click Save.  Note: For schools that use summer divisions, instead of using “Status” field, they should link the student info table to Statuses by Divisions to ensure that they are extracting enrolled students from Academic or Summer Divisions (whichever is desired) 
        ix. If you click “Results,” you should now see only enrolled students and their household information 
        x. At this point you may have noticed that some students show multiple times because they may have grandparent and other secondary households linked to them 
        xi. Let's take the report one step further and only include primary households 
            1. Click the “Relations – Student/Inquiry/Teacher” table 
            2. Add a condition “Primary Indicator” = “P” and click “Add” and then “Save” 
        xii. If you click Results, you should now only see information for students and their primary households

3. DAT Fields - Step 2 
    a. Alias – Rename original field to the desired name 
    b. Sort – Sort fields in any order. You can also grab fields and move them up or down. The Sort will start from the top field and in the order (ascending or descending that you specify) 
    c. Aggregate – Count records, Average, and Sum data depending on the field you have selected 
    d. Pivot Aggregate – Convert rows to columns for the purpose of counting, summing, or averaging data 
    e. Display Format – For fields such as dates and amounts, you can specify how you would like to display those fields
    f. All Rows – Shows all rows in the results 
    g. Unique Rows – Shows distinct rows in the results i. For example, if you have two records in your report that are identical, the report will only display one record 
    h. Unique Rows with Counts – Shows distinct rows with a total count per row 
    i. For example, if you have two records in your report that are identical, the report will only display one record but show a count of 2

4. DAT Column Order - Step 3 
    a. Drag and drop fields to rearrange the order of columns in your report

5. DAT Results - Step 4 
    a. Export button will download the data in an excel spreadsheet 
    b. Print – You can set up a template and use the data source from the report and associate the template to the report. Once this is done, you can use the template to print documents anytime from your report 
        i. To download data source, click the “DataSource” button 
        ii. Create a DAT - Printing Results template
        iii. Once you have the template created, upload it using the “Upload” button

6. DAT Save - Step 6 
    a. Query Name – Enter the report name 
    b. Query Group – Select the category to save this report in 
    c. Description – There is a description box to the right which is automatically populated with the fields that you have selected. You can overwrite it to provide a new description 
    d. Roles – Check the user roles for which this report should be visible 
        i. For example, if you check Admin Full, all users in your system with the Admin Full role will be able to access it 
        ii. If you do not check any roles, only you will be able to access the report 

7. Additional Functionality 
    a. Chart: DAT Chart - Step 5 
        i. Chart tab will be enabled in any report that uses an aggregate field such as “Count,” “Average,” or “Sum” in the Fields tab 
        ii. Select your x axis, y axis and chart type to view your report as a visual reference 
    b. Dashboard: DAT Dashboard Element
        i. You can add any DAT report or chart to your dashboards 
            1. For example, to add a DAT report to the Admin dashboard, click the Admin tab 
            2. In the “New Widget” dropdown, there will be an option to select “Data Analytics Chart” and “Data Analytics Grid” 
                a. To add a report, select Data Analytics Grid and click Add. You will then see an option on the widget to select an existing report 
                b. To add a chart, select Data Analytics Chart and click Add. You will see an option on the widget to select an existing report that 
    c. Pivoting: DAT Fields - Step 2 - Pivoting - Pivot function is used to convert rows to columns for the purpose of counting, summing, averaging, or finding min/max of your data 
        i. For example, you can use this do determine how much each family donated in the last 5 years 
            1. Start with the Donor table and link it to Donation (Giving ) table 
            2. Include donor information such as Contact Name and any desired fields from the Donor table 
            3. From the Donation (Giving) table, select the Donation Amount and Fiscal Year Offset field. Fiscal Year Offset will automatically keep your report up to date each year so that you do not have to manually specify fiscal years every year 
                a. The most important part of using “Pivot” is to add a “multiselect” condition on the field that you are trying to show as columns 
                b. In this example, you can set Fiscal Year Offset > Multi-select > 0, -1, -2, -3, -4. The input 0 refers to the current year, -1 refers to last year etc. 
            4. Next, go to “Fields” tab and set Pivot Aggregate on the Fiscal Year Offset to “Sum (Donation Amount)” and run the report 
            5. This report is a pre-built report called “[Development] Fiscal Year Report” for your reference 
    d. Pre-built Reports: DAT Group
        i. In DAT > PCR (Imported) Group, you can find standard pre-built reports. Feel free to modify them and save them as a new report in another group so they are specific to your school's needs. We will often update and create new reports in the PCR (Imported) group. To request a standard report that you feel may benefit other schools as well, please email support@pcreducator.com and we can deploy that report to all schools
PCR Educator School Information System is an online database engineered for schools and universities to deliver the highest level of flexibility, unique experience, transparent communication and customized design.

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