Reporting

Throughout PORTAL there are customized reports formatted for printing in INQUIRIES, and FAMILIES. These are accessed from the Reports screen in each of the files. Reports will be customized for each school, so you may not find these exact reports in your system, or their functionality may have been customized to suit your particular school’s needs.

Running Reports

1. From INQUIRIES or FAMILIES find the set of records for which you wish to run a report.
2. Click the Reports button in the Task Bar.

3. Sort the records prior to selecting the report. In most instances, when you click the individual report button, PORTAL will automatically perform a sort to arrange the found set of records in some order that is appropriate to the report. If an automated sort is not part of the report you may perform your own sort using the FileMaker Sort function.

4. In the List/Report Subtitle area type your subtitle if desired.
5. Click the button for the report you wish to run.
6. Most reports operate on the found set of records. A message box will verify that you have found the proper found set of records. Click the Yes button to continue, or click the Cancel button to exit without taking any action.
7. Most reports should automatically put you into Preview mode, so they can be previewed.
8. If you wish to print the report click File > Page Setup to make any necessary changes to the page layout. Click File > Print from the FileMaker menu.

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Found Set Reports (FSLP)

While accessing data is easy, an organized method should be followed to obtain the desired results when working with FileMaker Pro solutions. At iR we use the acronym FSLP or Find, Sort, Layout and Print to identify a systematic method of accessing information efficiently. To complete a task using a FileMaker Pro database, it is useful to remember the four steps of  FSLP and consciously complete each one.

For example, you may want to print a list of all female boarder inquiries.

1. Find—isolate the records that contain the desired data. For example, find all female inquiries who have applied to be boarders.
2. Sort—you would order those records in a useful manner. For example sort students alphabetically by their last names.
3. Layout—navigate to (or create) a layout that displays the data in the desired form. For example click the List button to see these records in a List view.
4. Print—view the data on the screen, print it, or export the data to some other file format.

In some systems, certain tasks can only be performed by running a stock “report.” In PORTAL there is no such concept. There are an infinite number of “reports” available by using FSLP. With PORTAL, the user has direct control and access to the data at all times.

The following examples are reports that might be run using  FSLP:

1. Print a list of all 9th and 10th graders sorted alphabetically and show parents’ names, homeroom, phone number, and emergency contact information.
2. Print a list of all in-state inquiries who have completed the application—sorted by hometown—showing the interview date, interview time, previous school, and test scores.
3. Print a list of all families who have inquiring students—sorted by inquiry date— showing process status, interview date, and school decision.

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Reports Using Basic Script

After performing an FSLP, the user may create a script from ScriptMaker and FileMaker Pro will automatically remember those steps in the newly created script. This is an easy way to record a report that is frequently run. In general, however, it is not advisable or necessary to create report scripts as they are easy to execute. When using a script it is impossible to make slight adjustments along the way, should you need to.

Creating scripts and linking them to reports is an advanced Level II skill and is not covered in basic PORTAL orientation. For detailed instructions on creating scripts refer to the FileMaker Pro User’s Guide or contact iR for additional training.

Activity Reports

Activity Reports measure the Admission Office’s contact with new constituents.

Running Activity Reports by YOE

1. From the INQUIRIES file, click on the Reports button in the Task Bar.
2. In the List/Report Subtitle area, type your subtitle if desired.
3. In the Activity by YOE section, choose from the following reports by clicking the button:
   • Inquiry Activity by YOE—This report is based on a found set of the Inquiry checkbox marked.
   • Application Activity by YOE—This report is based on a found set of the Application checkbox marked.
   • Interview Activity by YOE—This report is based on a found set of the Interview checkbox marked.
   • Activity Reports will automatically put you into Preview mode, so they can be previewed.
4. A message will ask “Use Found set or all Inquiries?” Select All, Found Set or Cancel.
5. A message will ask “Sub-summarize by Admission season too?” Select Yes or No.
6. If you wish to print the report click File > Page Setup to make any necessary changes to the page layout. Click File > Print from the FileMaker menu.

Running Activity Reports by Season

1. From the INQUIRIES file, click on the Reports button in the Task Bar.
2. In the List/Report Subtitle area, type your subtitle if desired.
3. In the Activity by Season section, choose from the following reports by clicking the button:
   • Inquiry Activity by Season—This report is based on a found set of the Inquiry checkbox marked.
   • Application Activity by Season—This repost is based on a found set of the Application checkbox marked.
   • Interview Activity by Season—This report is based on a found set of the Interview checkbox marked.
4. A message will ask “Use Found set or all Inquiries?” Select All, Found Set or Cancel.
5. A message will ask “Sub-summarize by YOE too?” Select Yes or No.
6. Activity Reports will automatically put you into Preview mode, so they can be previewed.
7. If you wish to print the report click File > Page Setup to make any necessary changes to the page layout. Click File > Print from the FileMaker menu.

Enrollment Reports

1. From the INQUIRIES file, click on the Reports button in the Task Bar.
2. In the List/Report Subtitle area type your subtitle if desired.
3. In the Enrollment area choose from the following reports by clicking the button: Constituent Figures, Capacity Figures, Prospectives List, Status by Grade, B/G B/D Rising.
4. Enrollment Reports will automatically put you into Preview mode, so they can be previewed.
5. If you wish to print the report click File > Page Setup to make any necessary changes to the page layout. Click File > Print from the FileMaker menu.

Re-Enrollment Reports

Reenrollment Reports all pertain to numbers for the Next Academic Year. These can be used for decision-making for the Next Academic Year. Each performs a Find, a Sort and navigates to a Report Layout. They are explained in the table below.

1. From the INQUIRIES file, click on the Reports button in the Task Bar.
2. In the List/Report Subtitle area type your subtitle if desired.
3. In the ReEnrollment area choose from the following reports by clicking the button: Constituent Figures, Capacity Figures, Prospectives List, Status by Grade, B/G B/D Rising.
4. ReEnrollment Reports will automatically put you into Preview mode, so they can be previewed.
5. If you wish to print the report click File > Page Setup to make any necessary changes to the page layout. Click File > Print from the FileMaker menu.

Performance Reports

The effectiveness of the Admissions Office activity can be measured using three parameters. The Performance Reports in PORTAL can be focused with a specific found set.

1. The percentage of Inquiries that Apply—Inq to App conversion.
2. The percentage of Applicants that complete the process—App to Comp conversion.
3. The percentage of students Accepted that Enroll—Yield.

Running Performance Reports

1. From the INQUIRIES file, click on the Reports button in the Task Bar.
2. In the List/Report Subtitle area type your subtitle if desired.
3. In the Performance area choose from the following reports by clicking the button:  Apply Grade, Sex/Apply GD, BD/ Constituency, Ethnicity, Region, Inquiry Source, Previous School, YOE, YOE/ Season.
4. Performance Reports operate on the found set of records. A message box will verify that you have found the proper found set of records. Click the Yes button to continue, or click the Cancel button to exit without taking any action.
5. Performance Reports will automatically put you into Preview mode, so they can be previewed.
6. If you wish to print the report click File > Page Setup to make any necessary changes to the page layout. Click File > Print from the FileMaker menu.

Year To Date Statistics Reports

YTD Stats Reports are based on a found set of the Current Admission Season and show status subtotals of Inquiries through Contracted applicants.

1. From the INQUIRIES file, click on the Reports button in the Task Bar.
2. In the List/Report Subtitle area, type a subtitle if you wish to add one.
3. In the YTD Stats area, choose from the following reports by clicking the button: YTD Stats Detailed, YTD Stats by Ethnicity and YTD Stats by Region.
4. A message box will ask “Have you found the proper set of records for this report?” Click Yes.
5. YTD Stats are run for the Current Admission Season. If there are no records in the Current Admission Season you will receive an error message. Click the OK button to continue.
6. YTD Stats Reports will automatically put you into Preview mode.
7. If you wish to print the report click File > Page Setup to make any necessary changes to the page layout. Click File > Print from the FileMaker menu.

Process Reports

The PORTAL Process Reporting Engine (PRE) allows for more complete reporting of Process Status values than from within INQUIRIES. The Process Status fields that are reported on within PRE are:

• Inquiry
• Application
• Interview
• Admission Action
• Family Action
• Contract

These can be summarized a variety of ways, including by Year of Entry (YOE), and Admission Season, and can produce Year To Date comparison reports.