For this exercise you are to start with the previous report and make some modifications and additions. You are to add an additional field, select just the "AB" transaction type, change one of the sort fields, and add a group trailer to give a subtotal of the number of absences by employee.

In order to use the previous report, you can start from either the OECN menu or the main UDMS menu. Once you have selected the view ATTEDANCE, you will use the LOAD command and load your previous report. See the following steps:

1. Bring up the Main UDMS menu and select RPW.
2. Use the ATTENDANCE data definition from the USPS listing.
3. Use the LOAD option and select the name of the report you just created. You will be asked to enter a new report name and description. This will then bring up the [TOP] RPW menu where you can Select Fields, Define Input/Calc fields, Qualify Data fields, Sort Report Data. etc.
4. Insert the field, TRANSACTION_DATE between the fields, LENGTH_OF_ABSENCE and USAS_POSTING_INDICATOR.
5. Add the qualification to select only those records with TRANSACTION_TYPE = AB. This will exclude all records which are not absence records. Note that there will now be two record qualifications joined with an AND.
6. Replace the sort field, JOB_NO, with the field TRANSACTION_DATE.
7. Note. You will need to use the Column Detail option to change the field type of LENGTH_OF_ABSENCE to "TOT".
8. Create a Group Trailer to calculate the total of LENGTH_OF_ABSENCE by employee. Use the Default option, and then make modifications. Note that this will require the field, LENGTH_OF_ABSENCE to have the field type of "TOT". The break field should be the Full Name field. Recall, that the names of the break field and the primary sort field must be the same. Also add the text, "TOTAL ABSENCES:" to the left of total on the same line.
9. Preview the report at your terminal. (Again, you may want to set read and qualify limits.) As an alternative, print the report to a text file, and then print or view the text file.
10. You may want to CATALOG the report so that you can use it again.
11. When you are finished, return to the main UDMS MENU.

Sample ABSDET 2 Report

Your report should look similar to the following except for different data:

================================================================================================= 30-JAN-97 11:11 AM DIEHL_ABS2 PAGE 1 Abs Rept 2 - Abs Not Reported USAS Data definition (ATTENDANCE) ================================================================================================= Job Trans Absence Length Of Transaction USAS Full Name Num Type Category Absence Date Post BRIGHT, RANDY C 00 AB VA 1.0000 1994/09/13 BRIGHT, RANDY C 00 AB SI 1.0000 1995/03/07 TOTAL ABSENCES: 2.0000 CANFIELD, MARCIA 03 AB PL 0.5000 1994/04/11 CANFIELD, MARCIA 03 AB PL 1.0000 1994/04/13 TOTAL ABSENCES: 1.5000 COOPER, GEORGE A 00 AB SI 1.0000 1994/12/14 TOTAL ABSENCES: 1.0000 Press <Return> to continue or <PF3> to cancel....

4.2 USAS Sample Reports

The first exercise is to produce a listing of paid invoices for just a particular OPU or set of OPU's. This will involve defining an input variable to capture the desired OPU number(s). Then the Operational Unit value on each record will be compared with the input value to see if the record should be selected for the report.

Use the following steps as a guide for your first USAS report.

1. At the OECN Menu select UDMS, and then select the USAS Data Base.
2. Bring up the Main UDMS menu and select RPW.
3. Use the PAID_INVOICES data definition from the USAS listing.
4. DEFINE a report descriptor giving a report name and description.
5. Select the fields (in this order): INVOICE_NO, PURCHASE_ORDER_NO, CHARGE_NO, VENDOR_NO, INVOICE_DATE_FIELD, STATUS, TRANSACTION_INDICATOR, FUND, FUNCTION, OBJECT, SCC, SUBJECT, OPERATIONAL_UNIT, INSTRUCTIONAL_LEVEL, AMOUNT
6. Define an input variable (with a name such as IN_OPU). The variable should be alphanumeric. Enter some text for the input prompt, such as - "Enter the desired OPU(s) separated by commas:"
7. Qualify the field, OPERATIONAL_UNIT so that only records with operational unit equal to the value of the input variable will be selected for the report.
8. Select to sort first on the field OPERATIONAL_UNIT and next on PURCHASE_ORDER_NO.
9. Preview the report at your terminal (you may want to set read and qualify limits). As an alternative, print the report to a text file, and then print or view the text file. You can generate the report several times by changing the OPU value on each run.
   

   Note UDMS will allow you to enter multiple input values, such as 001,002,005 (do not leave any spaces) to select OPU's 001 or 002 or 005. If you just press Return at the input prompt, then no restrictions will apply, and you will receive all OPU's.

10. Lastly, CATALOG the report if you wish to use it again.
11. When you are finished, return to the main UDMS MENU.

Sample Invoice Listing Report

Your report should look similar to the following except for different data:

____________________________________________________________________________________ | | | Rpw: DIEHL_INV REPORT GENERATION View: PAID_INVOICES | | | | Enter the Desired OPU(s) Separated by Commas: 002,005 | | | |___________________________________________________________________________________|

==================================================================================================== 28-FEB-97 10:06 AM DIEHL_INV PAGE 1 Data definition (PAID_INVOICES) ==================================================================================================== Invoice Purchase Charge Vendor Number Order No Number Number Date Stat TI Fund Func Obj SCC Subj OPU IL Job Amount 0079566 0960048 0001 004226 07/13/95 4 05 001 1130 511 0000 000000 002 00 000 139.90 0079566 0960048 0002 004226 07/13/95 4 05 001 1130 511 0000 000000 002 00 000 35.70 0079566 0960048 0003 004226 07/13/95 4 05 001 1130 511 0000 000000 002 00 000 17.56 01835G0 0960049 0001 002300 07/20/95 4 05 009 1130 552 0000 000000 002 00 000 379.20 01835G0 0960049 0002 002300 07/20/95 4 05 009 1130 552 0000 000000 002 00 000 284.40 01835G0 0960049 0003 002300 07/20/95 4 05 009 1130 552 0000 000000 002 00 000 29.98 0074638 0960050 0001 004225 07/21/95 4 05 001 1130 511 0000 000000 002 00 000 346.25 0074638 0960050 0002 004225 07/21/95 4 05 001 1130 511 0000 000000 002 00 000 346.26 MAGAZIN 0960051 0001 002936 07/19/95 4 05 009 1130 551 0000 000000 002 00 000 198.75 0005438 0960052 0001 004229 09/19/95 4 05 009 1130 551 0000 000000 002 00 000 374.40 0007203 0960052 0001 004229 01/15/96 4 05 009 1130 551 0000 000000 002 00 000 374.40 0019391 0960053 0001 004230 08/04/95 4 05 001 1130 511 0000 000000 002 00 000 203.00 0019391 0960053 0002 004230 08/04/95 4 05 001 1130 511 0000 000000 002 00 000 20.30 0006237 0960054 0001 004016 09/07/95 4 05 001 1130 511 0000 000000 002 00 000 253.55 0006237 0960054 0002 004016 09/07/95 4 05 001 1130 511 0000 000000 002 00 000 20.28 1010351 0960055 0001 000180 07/14/95 4 05 009 1130 552 0000 000000 002 00 000 319.00 1010351 0960055 0002 000180 07/14/95 4 05 009 1130 552 0000 000000 002 00 000 46.50 1010351 0960055 0003 000180 07/14/95 4 05 009 1130 552 0000 000000 002 00 000 206.00 FINAL00 0003463 0001 000138 09/07/95 4 05 001 2840 760 0000 000000 005 00 000 8,097.38 FINAL00 0003463 0002 000138 09/07/95 4 05 001 2840 760 0000 000000 005 00 000 4,436.43 0114665 0951752 0001 000138 08/25/95 4 05 001 2840 760 9194 000000 005 00 000 33,905.55 0114665 0951752 0002 000138 08/25/95 4 05 001 2840 760 0000 000000 005 00 000 14,060.45 Press <Return> to continue or <PF3> to cancel....

4.2.2 USAS - Detail Receipt Listing Report

The second exercise is to produce a listing of receipts sorted first by date, next by receipt number, and lastly by item number. The report should produce a subtotal for each receipt and then a subtotal by date. It should allow the user to enter a range of dates to be used for the data.

Use the following steps as a guide for creating the report.

1. Bring up the Main UDMS menu and select RPW.
2. Use the RECEIPTS data definition from the USAS listing. If you are already in UDMS and at the RPW main menu, you can use the DATA option to see the list of data definitions for the USAS data base.
3. DEFINE a report descriptor giving a report name and description.
4. Select the fields (in this order): RECEIPT_DATE, RECEIPT_NO, ITEM_NO, STATUS, DESCRIPTION, AMOUNT. Note, you will later delete the RECEIPT_DATE from the column detail list and use it for a Group Header field.
5. Define two input variables for the beginning date and for the ending date. You can use such names as IN_BEGIN and IN_END. These variables will both be of TS (time stamp) type for a date or time field. Use the mask MM/DD/YY for these valiables. Enter some text for the input prompt and include the format. For example - "Enter the Beginning Date (MM/DD/YY):". Note that the slashes should be used when actually entering the data. (example, 12/01/96).
6. Qualify the field, RECEIPT_DATE so that the value of this variable is greater than or equal to (GE) the IN_BEGIN date and also is less than or equal to (LE) the IN_END date. This is so that only the records which meet this criteria will be included in the report.
7. Select to sort first on the field RECEIPT_DATE, next on the RECEIPT_NO, and lastly on the ITEM_NO.
8. Use the Column Detail option to first remove the field, RECEIPT_DATE from the column detail. Automatically adjust the columns. The reason for removing this field is to keep it from printing on each line of the detail report, and to print it just one as a group header for the receipts for a given day. Secondly, change the field type of the variable, AMOUNT, to TOT so that this field can be used to give subtotals in group trailers and the report trailer.
9. Create a group header for the break field, RECEIPT_DATE. Use the Default option. This will do practically everything for you for placing the RECEIPT DATE at the beginning of each new date. Note, you might want to modify the default text to make it - "Receipt Date:". Look at the group header to observe this.
10. Next create a group trailer on the primary sort field, RECEIPT_DATE. Accept the default. Add text on the same line to indicate that this is a total for the day.
11. Now create a second group trailer on the break field, RECEIPT_NO. You will have to ADD these lines to the current Group Trailer Menu. The first entries are for the primary group, while the next lines are for the secondary group. The break fields will be first the primary sort field, and then a secondary sort field. What you are doing is to create a secondary group of records within a primary group. You will have to ADD lines such as the following:

    Break Field Lin Type Field Mask Jst Col RECEIPT_NO 1 TOT AMOUNT 999,999,990.00 ? ?

    
    Notice that the line is still on line 1 even though the primary break field is also using group trailer line 1. UDMS will sort this out for each of the break fields.
    Add another entry on the break field, RECEIPT_NO, for the text which is to print at the left of the Invoice total. Something like, "RECEIPT TOTAL:".

12. If you wish, you could create a report trailer for the total amount for the report. Use the Default option, and add some text such as, "GRAND TOTAL:" at the left of the final report total.
13. Preview the report at your terminal (you may want to set just a qualify limit). As an alternative, print the report to a text file, and then print or view the text file. You can generate the report several times by entering a different range of dates.
14. Lastly, CATALOG the report if you wish to use it again.
15. When you are finished, return to the main UDMS MENU.

Sample Receipt Listing Report

Your report should look similar to the following except for different data:

___________________________________________________________________________________ | | | Rpw: DIEHL_RECPT REPORT GENERATION View: RECEIPTS | | | | Enter the Beginning Date: 12/01/96 | | Enter the Ending Date: 12/31/96 | | | |_________________________________________________________________________________|

=================================================================================== 31-JAN-97 02:02 PM DIEHL_RECPT PAGE 1 Detailed Rpt - Subtotalled by Rec # Data definition (RECEIPTS) =================================================================================== Receipt Item Number Number Stat Description Amount Receipt Date: 12/04/96 970770 0001 A #17422 NEWSPAPER 1.50 970779 0002 A ASSEMBLY 2.00 970779 0003 A CLASS OF 1999 4.00 970779 0004 A ART 25.00 970779 0005 A SPEECH 13.00 970779 0006 A ENGLISH 203 18.50 970779 0007 A FRENCH 12.00 970779 0008 A PHYS ED - SWIMMING 2.50 TOTAL FOR RECEIPT: 78.50 970780 0001 A FRESHMEN BB - SAMPLE CITY 43.00 TOTAL FOR RECEIPT: 43.00 970781 0001 A JH WRESTLING - SAMPLE CITY 49.00 TOTAL FOR RECEIPT: 49.00 970782 0001 A #112345 ELEM YEARBOOK SALES 162.00 TOTAL FOR RECEIPT: 162.00 970783 0001 A #16741 RAIDER'S PAPER 1.00 970783 0002 A MID SCHOOL WORKBOOKS 30.50 970783 0003 A SWIM FEES 2.50 970783 0004 A ART FEES 8.00 970783 0005 A ASSEMBLY 2.00 TOTAL FOR RECEIPT: 44.00 970784 0001 A #77424 NEWSPAPER 1.50 970784 0002 A ASSEMBLY 2.00 970784 0003 A SENIOR PICTURES 5.00 970784 0004 A CLASS OF 1997 5.00 970784 0005 A FFA DUES 10.00 970784 0006 A ART 25.00 970784 0007 A ENGLISH 403 13.50 970784 0008 A GOVERNMENT 6.50 970784 0009 A PHYS ED SWIMMING 5.00 970784 0010 A AG SCIENCE & BUSINESS 20.00 970784 0011 A DRAFTING 20.00 TOTAL FOR RECEIPT: 113.50 . . . TOTAL FOR DATE: 12/04/96 1,963.95 . . . Receipt Date: 12/31/96 TOTAL FOR DATE: 12/31/96 360.00 GRAND TOTAL: 30,238.03

4.3 EMIS Sample Reports

The first exercise is to produce a listing of students sorted by grade level. You will use the STU_DEMO view in the EMIS data base.

Use the following steps as a guide for your first EMIS report.

1. At the OECN Menu select UDMS, and then select the EMIS Data Base.
2. Bring up the Main UDMS menu and select RPW.
3. Use the STU_DEMO data definition from the EMIS listing.
4. DEFINE a report descriptor giving a report name and description.
5. Select the fields in the following order: STUDENT_ID, NAME, GRADE_LEVEL, GENDER, RACIAL_ETHNIC_CATEGORY, STUDENT_STATUS, PARENT_DISTRICT_IRN, ATTENDING_HOME_DIST_STATUS, ATTND_HOME_IRN.
6. Select to sort first on GRADE_LEVEL and next on NAME.
7. Preview the report at your terminal. You may want to set the qualify limit to 100. As an alternative, print the report to a text file, and then print or view the report.
8. Lastly, CATALOG the report so that it can be used as a starting point for the second exercise.

Sample Student Listing Report

Your report should look similar to the following except for different data.

=============================================================================================== 06-FEB-97 11:28 AM DIEHL_EMIS1 PAGE 1 Student Listing By Grade Level Data definition (STU_DEMO) =============================================================================================== Student Student Parent Attend Attend ID Student Name Grade Sex Race Status IRN Home Status Home IRN 123764444 FISHER,RACHEL/6032 01 F B 0 042111 0 132222222 HOLMES,WILIAM/6037 01 M W 0 042111 0 269999999 KLINE,RITA/6041 01 M W 0 042111 0 268888888 LAWRENCE,BRYAN/6057 01 M W 9 046333 0 046333 276666666 ROOT,CARLA/6058 01 F W 0 042111 0 265555555 SMITH,JOE/6084 01 M W 0 042111 0 267777777 BAKER,TIMOTHY/5005 02 M W 0 042111 0 224444444 BROWN,MICKY/5002 02 M W 0 042111 0 256777777 HALL,FREDA/5046 02 F W 0 042111 0 278999999 JONES,MICHAEL/5036 02 M W 0 042111 0 267222222 ROSS,FRANK/5063 02 M W 0 042111 0 Press <Return> to continue or <PF3> to cancel....

4.3.2 EMIS - Second Student Listing By Grade Level

For this exercise you are to start with the previous report and make some modifications and additions. You will need to add an additional field, PERCENT_OF_TIME (or FTE), which gives the average percentage of time per week spent in instruction. You are to change this percentage to a decimal equivalent by dividing it by 100. In addition you are to create a group trailer for each grade level giving the total FTE for the grade and a head count of the number of students in the grade. Finally, you are to allow the user to enter a value for the STUDENT_STATUS, and to select only those records for the report which match the input value.

In order to use the previous report, you can start from either the OECN menu or the main UDMS menu. Once you have selected the view STU_DEMO, you will use the LOAD command and load your previous report. See the following steps:

1. Bring up the Main UDMS menu and select RPW.
2. Use the STU_DEMO data definition from the EMIS listing.
3. Use the LOAD option and select the name of the report you just created. You will be asked to enter a new report name and description. This will then bring up the [TOP] RPW menu where you can Select Fields, Define Input/Calc fields, Qualify Data fields, Sort Report Data etc.
4. Add the field, PERCENT_OF_TIME as the last column of the report.
5. Define an input field, such as IN_STD_STATUS, as an alphanumeric field of one character. Add some text for the prompt.
6. Now, in order to change the PERCENT_OF_TIME value from a percentage to a decimal equivalent, define a calculated field, such as FTE, whose value is the value of PERCENT_OF_TIME divided by 100. You will need to enter a numerical mask for the FTE field.
7. Use the Qualify Data option to select just the value for STUDENT_STATUS which equals the input student status value.
8. Keep the same sorting options as used in the first exercise.
9. Use the Column Detail formatting option to do the following. First remove the field, PERCENT_OF_TIME, from the report. Then replace it by the calculated field, FTE. In order to calculate the total FTE by grade level in a group trailer, the field type of FTE will need to be TOT. You can also shorten some of the column headings and adjust the fields to make the report fit better, if you wish.
10. Now create a Group Trailer for GRADE_LEVEL. Use the Default group trailer. Since the primary sort field is GRADE_LEVEL, this field will automatically be the default break field, and FTE should be the default field for a group total. Add some text to indicate the total FTE for the grade by adding an additional line to the trailer definition.
    The next problem is to create a head count for the grade level. You can do this in the Group Trailer option by adding more lines to the trailer. In order to take a head count, you need to count the number of occurances of some field. You can use the STUDENT_ID for this. Since the Student ID is unique, the number of occurances of this field will equal to number of students. Add a new entry to the Group Trailer. The break field will still be GRADE_LEVEL, the line will be 1, the type will be CNT (for count), and the field you are counting on could be STUDENT_ID. There is a default mask for the count, but you will have to indicate where on line 1 the count value is to be printed. Finally, add a text line to indicate the head count.
11. Preview the report at your terminal. You may want to set the qualify limit to 100. As an alternative, print the report to a text file, and then print or view the report. Possible values for the student status are: 0 - 9,A,B,C,D,F. Generate the report several times using different values for the student status. Again, try using multiple input values such as 3,9 or just press the return key to select all student statuses.
12. Lastly, if you wish, CATALOG the report.
13. Return to the main UDMS menu.

Sample Second Student Listing Report

Your report should look similar to the following except for different data.

___________________________________________________________________________________ | | | Rpw: DIEHL_EMIS2 REPORT GENERATION View: STU_DEMO | | | | Enter the Student Status: 3,9 | | | |_________________________________________________________________________________|

==================================================================================================== 06-FEB-97 03:04 PM DIEHL_EMIS2 PAGE 1 Student Listing By Grade Level Data definition (STU_DEMO) ==================================================================================================== Student Student Parent Attend Attend ID Student Name Grade Sex Race Status IRN Home Status Home IRN FTE 288888888 CARRY,JIM/2012 01 M W 9 047571 0 047571 1.000 266666666 ELDER,LOU/3041 01 F W 9 043869 3 050963 0.990 277777777 JONES,SUE/4023 01 M W 9 044438 0 044438 1.000 301111111 LINDER,BILL/5063 01 M W 3 049320 4 046698 0.000 299999999 SMALL,WILLIAM/6069 01 M W 9 043869 0 043869 1.000 273333333 WILLIAMS,CATHY/7068 01 F W 9 043869 0 043869 1.000 NO of STUDENTS: 6 TOTAL FTE FOR GRADE: 4.990 296666666 BING,JOAN /1991 02 F W 9 044438 0 043869 1.000 282222222 BULL,MUCH/2015 02 M B 9 043869 0 043869 1.000 290888888 CAREY,HARRY/167 02 M W 9 047571 0 047571 1.000 287665555 HINES,JANE/278 02 F W 9 043869 0 043869 1.000 287788555 MASSEY,JILL/390 02 F W 9 045575 0 045575 1.000 Press <Return> to continue or <PF3> to cancel....