Products
Admissions & Enrollment
After School Activities
API
Cafeteria & POS
School CRM
Data Analytics & AI
CMS
Donations
Enrollment Management System
Financial Aid Management
Finance & Accounting
Fundraising
Point of Sale
Scheduling
Student Information System
Summer School & Summer Camp
Solutions
K-12 Private and Independent Schools
K-12 Public Schools
Colleges & Universities
Medical Schools
Vocational and Technical Schools
International Schools
Dance and Theater Schools
Youth Programs
Why PCR Educator
Team
Knowledge Base
FAQ
Training and Support
PCR independent school management solution and website
Products
Admissions & Enrollment
After School Activities
API
Cafeteria & POS
School CRM
Data Analytics & AI
CMS
Donations
Enrollment Management System
Financial Aid Management
Finance & Accounting
Fundraising
Point of Sale
Scheduling
Student Information System
Summer School & Summer Camp
Solutions
K-12 Private and Independent Schools
K-12 Public Schools
Colleges & Universities
Medical Schools
Vocational and Technical Schools
International Schools
Dance and Theater Schools
Youth Programs
Why PCR Educator
Team
Knowledge Base
FAQ
Training and Support
Sign In
Demo
School CRM
Blog
DAT Webinar - Basics
DAT Webinar - Basics
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
s
2.
Student Action
s
3. Inquiry
Action
s
4. Inquiry
Attribute
s
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
See also
DAT Fields - Step 2 - Pivoting
DAT Column Order - Step 3
DAT - Printing Results
DAT Dashboard Element
DAT Results - Step 4
DAT Fields - Step 2
DAT Chart - Step 5
DAT Query - Step 1
DAT Save - Step 6
Student Action
Attribute
DAT Chart
DAT Group
DAT Query
Donation
Contact
Action
User
DAT
Linkedin
301-947-7380
sales@pcreducator.com
Schedule Demo
Please, make sure that all required fields (marked with *) are completed.
School Name
*
Relation to School
*
select
Administration - Database Manager
Administration - Head of School
Administration - Registrar
Development - Director of Development
Finance - Business Manager
Finance - CFO
IT - Director of Technology
Other - Parent
Other - Staff
Other - Volunteer
Last Name
*
Your First Name
*
Your Email
*
Your Phone #
*
Household
User
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.