Using ETO Results - Basic Information

  • Basic Facts
    • The most robust reporting tool in ETO Software
    • Use Web Intelligence technology, referred to as "Webl" for short.
    • Before support will be provided, you must attend an 8 hour orientation class that is held 4 hours orientation class that is held 4 hours at at time on 2 consecutive days. The cost is $300 to attend.
    • A basic class, covering the topics we will review here is offered once a week online.
  • Preparing Your Computer:
    • Check to see if your computer has all of its Windows Updates (which include Java) downloaded an installed. How can I tell if my computer is up to date?
      • Open Windows Update by clicking the Start button, clicking All Programs, and the clicking Windows Update.
      • In the left pane, click Check for updates, and then wait while windows look for the latest updates for your computer.
      • If any updates are found, click install updates, If you are prompted for an administrator password or confirmation, type the password or provide confirmation.
    • Update Java: open the Java panel (Start->Control Panel->) and click the update tab and then click the Update Now button.
    • While not necessary, the following steps are highly recommended to ensure you ha a smooth experience with creating reports:
      • Go to your start menu>
        • control Panel > choose Java >
        • Go to the advanced tab
          • Security (click +) >
          • Mixed Code (click +) >
          • Select "Enable - hide warning and run with protections" > choose OK
    • Time Out & Caching:
      • ETO Results times out after 10 minutes of inactivity. SAVE EARLY AND SAVE OFTEN
      • Only be logged into a SINGLE instance of ETO Software while working in ETO Results to avoid potential issues related to caching.
  • Up until the addition of ETO Results to ETO Software, standard reports previously built using Crystal Reports could not be customized.
  • New standard reports built with webl can be customized by Enterprise and Site Administrators.
  • They appear in the My Reports section of the View Reports page, as shown below, and are described in detail in the help Wiki.
  • The first step in customizing one of these reports is to launch it.
  • Note that by default only Site Manager and Enterprise Manager users have access to the View Reports feature. To provide access to other user roles, create a custom Navigation Bar rule.
  • From the "My Reports" menu, click on "POS Totals." Supply a beginning date of 7/1/2010 and an end date of 6/12/2011 when prompted. The report shown below will appear.
  • A useful feature of reports in the "My Reports" section of the "View Reports" page is that you can customize them. To do So,
    • Go to Document, Save As, Public Folders and give the report a new and distinct name (You may need to refresh your IE browser in order to see your new report).
    • Run the report and you will now see an "Edit" button next to the "Refresh All" button. Clicking on this button on this button will take you to the Edit Report view of ETO Results.
  • As was true with Query Wizard Plus, crating a report in ETO Results begins with selecting a "universe," a group of data with a specific point of focus.
  • Since most of your reporting will be about participants, the universe you will typically want to work with is the "etoWhoWillCare Participant Universe" because it contains flattened demographic data, making the data much easier to manipulate than is true in the "Standard Participant Universe."
  • Other universes that you will likely use to create reports include the "Standard Programs Universes," to pull reports containing information about assessments and the "Standard Entity Universe," to pull reports containing information about faculty, staff and clinical partners.
  • As you are creating reports, it is important to understand that the speed with which new information that you ad to ETO appears in the universes within ETO Results Varies:
    • The following will appear in Real Time:
      • New demographics in the Standard Participant Universe only
      • New participants
      • New assessments and assessment data
      • New points of service and effort data
      • New entities
    • The following will appear overnight:
      • Flattened demographics in the etoWhoWillCare Participant Universe"
    • Thew following will happen at the top of the hour:
      • Users added as new accounts will have access to ETO Results
      • Existing users who are given access to additional programs will be able to see the data for those programs
  • The process of creating a report has many elements in common with creating a query in Query Wizard Plus:
    • Go to "Reports" on the right scroll bar and click on "View Reports.
    • From the "View Reports" screen, click on "Create Report," as shown below.
    • If the message below appears, click on "run."
  • The "Results Objects" box:
    • Should contain the elements that you want to display results for in the report, i.e. Name,  Gender, Interventions received such as Supplemental Instruction, Amount of time on intervention, etc.
    • Any elements dragged in to this box will be placed into columns in the table that will comprise the report.
  • The "Query Filters" box:
    • Any data element such as "Program Name" can be dragged into the "Query Filers" box.
    • In addition, there are elements that are identified as "filers" that can only b e dragged into the "Filters Box." A common used filter is the "Active Filer," which is used to restrict results to participants who were enrolled for at least one day during a prompted time period, say an academic year.
    • The next step is to set the prompts for elements in the Query Filer box. The prompts are indicated by small drop down arrows. Clicking the drop down arrow next to "Program Name" yields the list shown at left, which asks you to pick a range for the filter "Program Name." Until you become familiar with how the prompts work, choose "In lists." That range then appears next to "Program Name," as shown Above.
    • Click the drop down arrow next to "Type a constant" allows you to set the source of the prompt value. Until you become familiar with how the prompts work, choose "Prompt," as shown above right. This will cause the Program Name box to lengthen and third prompt appears in the form of a question mark, as shown below.
    • Click on the question mark produces the prompt text box shown below. For now, we will use this box only for deciding whether or not the prompt is optional. Once that decision is made, click "OK" and the click on "Run Query," as shown at the top of page.
    • A report appears as shown below.
    • Reports by default are set to not "Refresh on Open." It is important to adjust this setting so that your user does not see just the last data that was run (excluding new people added to ETO since that time).
    • Adjust this by right-clicking on the "Report Tab," as shown below, and selecting "Document Properties." Then click on "Refresh on Open" in the right hand pane.
    • Follow the instructions in Step 3, above, to save the report. 
  • Overview of Select Options on Menu Bar:
    • once a query is run, the report appears in the "Edit Report" mode, shown at left.
    • To go back to edit any of the report elements, click on "Edit Query," shown at left
    • "Refresh Data" will reopen the prompt window and allow you to change the prompts associated with your query and refresh the report, e.g. You could run the report on just the students in your "Student Intake" program instead of your "Who Will Care" program.
    • The save (floppy disk) button will save the report in the folder you selected when you saved the query. Save early and often to avoid losing work.
    • The "Undo" button will undo a change if you make a mistake while editing your report.
    • The "Simple Filter" (SF) icon will allow you to give users options for displaying the report.
    • The "Global Filter" (GF) icon will allow you to add more complex filters
    • The variable (VE) editor allows you to add formulas to reports.
  • Overview of Tabs in "Edit Report" mode:
    • Data: Lists all the elements included in the query for the report.
    • Templates: Allows users to display data in a variety of ways, including charts.
    • Map: Used to show structure and relationships in complex reports
    • Properties: Contains all of he properties related to appearance, page layout and sorting.
    • Input Controls: Allows you to place special filters on the left-hand side of the report.
  • To remove data columns on and off the report, drag and drop element to and from the Data Tab on the left of the report. Be sure you are careful with your mouse work when adding an element to the report; there is a difference between "inserting a cell" and replacing a cell. You can also use this drag and drop technique to change the order of the columns in your report.
  • To alter the format of a column (font, background color, etc.), click on the column you want to change and use either the Properties Tab on the traditional icons in the tool bar. 
  • To Change the name of the column headers, double click, delete everything in the text box and rename the element.
  • In addition to filers that are built into the query, it is also possible to use "Simple Filters" to give users options for changing the way the report is displayed
  • To add a "Simple Filter," click on the icon located at the upper right part section of the menu bar. This will populate a gray area at the top of the report where data elements can be dragged from the Data Tab and dropped into the simple Filter area.
  • It is also possible to apply more sophisticated filters, know as "Global Filters," which allow for more sophisticated filtering than the simple filters, e.g. More than one value, blank cells (nulls), program start dates between x and y, etc. 
  • To add a "Global Filer," click on the icon located towards the upper left part of the menu bar. This will populate a gray area at the top of the report where data elements can be dragged and dropped from the Data Tab. Dragging elements here will open a separate window where the properties of the filter can be set.

  • In addition to the table that s automatically generated to house the information from the created query, it is possible to add a variety of different tables to a report isolated and display data from your report in different ways. There are 4 types of tables:
    • Vertical Table: Display header cells at the top of the table and corresponding data in columns.
    • Horizontal Table: Displays header cells at the left of the table and corresponding data in rows.
    • Cross-tab: Displays values for dimensions across the top axis and on the left axis; the body displays the values of a measure that corresponds to the cross-section of dimensions.
    • Form: Display details in a specified format (i.e. to replicate the design of a form).
  • To use this feature, create a new report tab first by right clicking on the "Report" from the drop-down menu, as shown below.
  • To add a table to the report, go to the "Templates" tab, click on the type of table you want to add, and drag it into the "Report Tab," as show below. Add columns and rows by right clicking on the dark blue part of the table and selecting "Insert," as shown below.
  • Next, drag and drop data elements from the "Data" tab into the darker blue boxes to populate the column/row with the appropriate data.

  • The variable editor allows you to add formulas to a report. For now, we are going to focus on a simple variable to count participants.
  • To add a variable to a report, click the "variable Editor" icon at the top of the page, as shown below.
  • Name the variable "Distinct count of Participants."
  • It is possible to add charts/graphs to reports to display data in a visually appealing and accessible way. There are 8 types of charts/graphs: bar, line, area, pie, radar, polar, scatter, and 3D.
  • To demonstrate how to add charts, we'll add a new report tab to our existing report and a new vertical table with 2 columns, as shown below. We will then drag the Ethnicity and Distinct Count of Participants elements from the Data tab into the table, as shown below,
  • Next, because I still want to be able to see my table after I create a chart, I will make a copy of my table, by left-clicking and dragging my cursor so as to create a square around my table an then right clicking and selecting "Copy," as shown below.
  • Next, I will right click on my tables and select "Turn to," as shown at right
  • In the next screen, select the "Pie Chart" icon and hit "OK," as shown below
  • The pie chart shown below will appear:
  • Edit the appearance of your pie chart by clicking on the "Properties" tab, where you can change colors, and values, etc, as shown at right.