Data Analytics

Data can be displayed and exported to Excel using the Data Analytics tool.  Users may engage in the four-step Data Analytics query process listed below, or may opt to quickly access Predefined Reports. Predefined Reports are designed to save time and increase efficiency of data analysis by providing a “shortcut” for the users with the most commonly selected values.

Predefined Reports:
1. Primary Disability by LRE - This Predefined Report provides schools and districts a view of active student data aggregated by Primary Disability and split by LRE A, B and C.
2. At Risk - This Predefined Report provides schools and districts a view of active student data aggregated by Primary Disability, Attendance, Suspension, Residence and Service School.

To Access Predefined Reports:
1. Use the drop down menu located to the right of the Data Analytics tab (when on Step 1) to view Predefined Reports.
2. Once selected, the Predefined Report will display in graph view, in Step 3 of Data Analytics.
3. Users may change filters or split data after the Predefined Report has been run by clicking on Step 2.

The Data Analytics function contains 4 steps that will walk you through the process of selection and presenting your data to support data-driven decision making.

The steps are:
   Step #1 – Pick Metric
   Step #2 – Filter Your Entries
   Step #3 – Apply a Split
   Step #4 – Get Reports

1.  Select a Primary Metric.  This should be the area which is most important.  It will be shown on the X axis.  Data is pulled from school-wide data, such as MSA, ALT MSA, and HSA State Testing scores, attendance & discipline, students’ status; demographic information; placement data; and special considerations.

2.  Add Filters, such as such as by Grade, Gender, Race, Disability  (Primary Disability from the Eligibility page in the IEP), Goal Category, Goal Area, ESY, FBA or BIP Special Considerations (AT, Communications, Blind, Deaf, LEP), and LRE.  This will bring the data down to displaying much small details.  There are no limit on number of filters.

3.  Apply a Split by Gender, Disability Type, or other category.  This will take the previously selected data and split it to be more detailed.  You don’t need to add a Split, if it’s not needed. The split is applied to all columns.

4.  Choose Reports.  Export as a CSV file or an image, if desired.  More columns can be added the CSV file.  You can even add students' names and other information to see more data.

There are four options when doing Step #4 – Get Report:
A.  Download Report as a CSV
B.  Download Students as an CSV
C.  Addresses for Mail Merge
D.  Get Reports

Choose a Report Options

There are four options when doing Step #4 - Get a Report:

A.  Download Report as a CSV
B.  Download Students as an CSV
C.  Addresses for Mail Merge
D.  Get Reports

A.  Download Report as a CSV:

1.  Click on the Download Report as a CSV button to see data in an Excel file.  You will see the data you selected and get the numerical values that are in the graph. 

2.  After clicking on this button and downloading the file, a box will appear at the bottom of the screen.  Click on the drop-down list next to it and select Open or Save As.  Selecting Open will open the CSV file in Excel.

B.  Download Students as an CSV:

1.  In order to download students as a CSV, columns need to be selected from the Get Students from Report section.  After selecting the desired fields, click on Click on the Download Students as an CSV button.  
If you click on the Addresses for Mail Merge button first, the following pre-defined columns will be included:  First Name, Last Name, Street, City, State, and Zip.  Additional columns, such as Grade, ESY, and Service County, can also be selected and added to this list.  Then click on the Download Students as CSV button.

2.  After selecting the fields and clicking on “Download Students as a CVS” button, the data will be converted and opened in an Excel file.  Once it’s in Excel, you can manipulate and format the data to be displayed as you want.

C.  Addresses for Mail Merge:

1.  The Addresses for Mail Merge button is a quick way to generate a Mail Merge file.  Click on this button and the typical mail merge fields are added to the list on the right, such as First Name, Last Name, Street, City, State, and Zip.  Additional columns can also be selected and added to this list, if needed.   Then click on the Download Students as CSV button or Get Reports.

2.  After selecting fields and clicking on the “Addresses for Mail Merge” button, the data will be displayed.

D.  Get Reports:

1.  When you click on the Get Report button after selecting columns, it will display this information in a web format which then can be downloaded as a CSV file.
The reason you’d want to do this is so you can view the columns you’ve selected and quick determine if you need to add or remove any columns.  If you need to make changes to the columns, click on Request link at top left corner.
Also, in this web format under Get Reports, you can see the student’s account and his/her information, since the students’ names are links.

2.  After selecting fields and clicking on the “Get Reports” button, the data will be displayed.  Notice how the names are linked to the student’s information.  Click on the Request Link in top left corner to change your columns.