Reporting from the SIS

This section of the website contains information about reporting from the Student Information System. If you do not find the information you need here, please call 4-HELP, followed by 3, then 1, or write 4Help@virginia.edu.

TABLE OF CONTENTS

Announcements

New Plan and Subplan Fields

October 22, 2014

Reporting on program and plan information out of SIS has always been challenging. Because students can have varying numbers of plans, querying against SR_Academic_Plan combined with other folders can result in an unpredictable number of records being returned per student.

In mid-August four new columns were added to SR_Academic_Program which can greatly simplify this problem for many queries. The new column Academic_Plans combines all the plans a student has or had for the program stack and effective date of a given Academic Program record. The plans in the field are in alphabetical order, with each plan separated by a comma and a space, for example, ANTHRO-BA, LING-MIN.

The new fields Academic_Plans_Desc, Academic_Sub_Plans, and Academic_Sub_Plans_Desc work in the same way.

These new fields mean that you can often omit the SR_Academic_Plan folder from your queries.

In addition to SR_Academic_Progrm, the new fields are available in SR_Program_Term, SR_Program_Term_Non_Acad, and SR_Program_Term_Jefferson. Please contact RPTSupport@virginia.edu with any questions regarding these new fields.

Change to Q&A Schedule

September 16, 2014

Beginning in November 2014, the Reporting Question and Answer sessions will be held by appointment only. Sessions will typically be held on Wednesdays in Michie North. Please write RPTSupport@virginia.edu with a description of your need, and times you are available, and we will be in touch to set up an appointment. If more than one person will be attending, let us know that as well so that we can reserve a conference room.

The October 29th Q&A will be the last regularly scheduled drop-in session.

New Class Enrollment Datamart Available

September 16, 2013

The SIS Reporting team, working with representatives of several graduate schools, has created a Class Enrollment Datamart which is now available to SIS reporting users with access to sensitive Student Records data (UV SR Acad User Reporting). The datamart was created primarily to help administrators answer questions about which schools the students in their classes come from. It is designed in a star schema, which performs much more quickly than standard reporting views.

Click here for a document explaining the purpose and usage of the datamart: Class Enrollment Datamart.docx

Detailed information on the data in the datamart is available in the Data Catalog. The Catalog has also been enhanced to display information about the various SIS team Discoverer reports available in the SIS Reporting database.

Also, check out a new Discoverer report based on the datamart: SR_Sources of Enrollment.

A demonstration of the datamart will take place this afternoon at 4:00 in Newcomb Hall 389. Additional sessions will be scheduled and announced when available.

BACK TO TOP


General Information

Ad hoc reporting from the Student Information System is done from the Reporting Database, also known as CSRPT. CSRPT is a copy of the production Student Information System database that is created specifically for reporting.

This copy is completely refreshed each night. Thus, each morning the data should be completely up to date, and (aside from unplanned downtimes) it should never be more than 24 hours out of date.

Each night the production SIS database is backed up beginning at 1:00 AM. When this backup completes, generally around 1:30 AM, the Reporting Database refresh begins. While the refresh is in progress, the Reporting Database is unavailable. The refresh is normally complete before 6:00 AM.

A UVa Identity Token connected to the JointVPN profile is required for all access to CSRPT.

The Reporting Database should not be confused with the Integrated System's Operational Data Store (ODS), which contains Financial and Human Resources Data.

BACK TO TOP


Reporting Q and A Sessions

Do you need assistance with a reporting task? Weekly times have been scheduled when the SIS reporting team will be available to answer your questions and assist you with any reporting problems you may have. There is no agenda, simply bring your questions and we will do our best to help you. Note: if you wish the reports team to look at a Discoverer workbook you have created, please share the workbook with user HD_USER prior to the Q and A session.

Please note this will not be a training session, but is intended for those who have already been through Reports training and have additional questions.

All sessions are on Wednesdays and are in the afternoon unless noted with an AM below. Morning sessions are scheduled from 8 to 9 AM; afternoon sessions are scheduled from 4 - 5 PM. (These times are chosen to facilitate people dropping by on their way to work or home.) It is not necessary to come for the whole time; feel free to drop in any time during that period and leave whenever you like.

Note: Beginning November 2014, these sessions will be held by appointment only. Sessions will typically be held on Wednesdays in Michie North. Please write RPTSupport@virginia.edu with a description of your need, and times you are available, and we will be in touch to set up an appointment. If more than one person will be attending, let us know that as well so that we can reserve a conference room.

Directions:

There is a visitor parking lot available between Carruthers Hall and Michie North.

Michie North Conference Room 201: From the visitor lot, walk around to the other side of Michie North and enter through the main door (facing Michie South). Walk straight ahead and you will see an elevator. Take it or the adjacent stairs up one floor to the second floor. Turn left. The last two doors on the left-hand side of the hall are for Conference Room 201.

The currently scheduled dates are:

If you need assistance with reporting at other times, please contact your Local Expert, if available, or contact the SIS Help Desk at 4-HELP, followed by 3, then 1, or 4Help@virginia.edu.

BACK TO TOP


Reporting Roles

In order for an account to be created for you on CSRPT, you must request and be granted one or more of the Student Information System reporting roles. These roles are requested just like any other SIS role. Many of these roles require training before the access can be granted. For information on requesting access, please go to Student Information System (SIS) Toolkits. Reporting role names all end in the word Reporting.) You may also refer to the SIS Data Catalog for detailed information on the data elements contained by each role.

BACK TO TOP


Data Catalog

Click here to access the SIS Data Catalog (VPN required) is here.

The SIS Data Catalog contains information about all the data available in the SIS Reporting Database. The Data Catalog has two modes: the Discoverer mode (the default) and the Database mode. The Discoverer mode shows the data as it appears in Discoverer, with business areas, folders and item names as they appear in Discoverer. In the Database mode, the views and columns appear as they do through tools other than Discoverer. (Many roles and views are not defined in Discoverer, and therefore only appear in the Database mode.)

In either format you can see all the available security roles, and click on them to see the data that is contained within that role. Likewise (in the Discoverer mode) you can select a Business Area to see what it contains. Selecting a view (folder) will display the columns (items) it contains and information about them.

By default, the Catalog displays all data available in the Reporting Database. However, you may wish to see only the data that is currently available to you. By entering a computing id in the Single User View box, you will see the reporting roles that person currently has, and only the data that they are able to see.

Roles, views, and columns may also now have descriptions which will display in the Catalog. We will be adding more descriptions over time. However, it is not our goal to necessarily have a description for every column--in some cases the meaning is obvious from the name of the column. If you find that a description is missing that you would find helpful, let us know at RPTSupport@virginia.edu and we will try to add it.

If an item in a view displays as a link, that means that additional information is available by selecting the link. The additional information might be a more extensive description, or a list of all the possible values the item might have.

A nice feature of the Data Catalog is that when new data elements (roles, views, columns) are added to the Reporting Database, the Catalog will update automatically, and so always be up-to-date. (Descriptions have to be added manually.)

In addition, the descriptions we create for folders and items (in the Discoverer view) will also be visible within Discoverer itself, so you will not be required to always go to the Catalog to see them. When you are on the Select Items tab of the Workbook Wizard, and click on a folder or item, the description displays near the bottom of the dialog box. However, Discoverer only displays a limited number of characters, so you may want to go to the Catalog for more information about folders.

There is also a Search feature available in the Catalog. By clicking the Catalog Search at the top or bottom of any Catalog page, you are taken to a Search Page where you can enter your search text. The Catalog will search Role, View and Column names and definitions and return the results to you.

If you find any problems using the Catalog, or have suggestions for its improvement, please let us know at RPTSupport@virginia.edu.

To access the Catalog, you must be logged in to JointVPN using your UVa Identity Token. The Catalog can be accessed directly by creating a shortcut to:

http://www.sis.virginia.edu/reports/catalog

BACK TO TOP


Discoverer Plus

Oracle Discoverer Plus is the primary tool which is supported for reporting from the Student Information System Reporting Database.

To use Discoverer Plus, you must first login to the VPN profile JointVPN using a UVa Identity Token.

Discoverer Plus is then accessed from the main SIS Page, by clicking the Discoverer SIS icon.

The first time you use Discoverer, software may be downloaded to your PC, and you may need to modify your pop-up blocker settings. See the First Time Login and Java Installation Guide for detailed instructions.

Training on Reporting Database data using Discoverer Plus is managed by the Employee Development division of University Human Resources. For information and additional useful documents, please see the Discoverer for SIS Training Toolkit .

The Discoverer Scheduling Manager provides a convenient way to run reports in the background or during off hours, so that you can do other things while your reports run. For a detailed document explaining how to use the Scheduling Manager, download Using the Scheduling Manager in Discoverer Plus.

Discoverer workbooks that have been created by the SIS Reports team appear in Discoverer Plus owned by user SS. However, Rebecca Garver has also created a large number of workbooks for Student Records users with the UV SR Acad User Reporting role. Her reports are owned by user RFG. A document is available which lists these workbooks and the tabs they contain:

BACK TO TOP


Other Reporting Tools

While Discoverer Plus is the primary tool being supported for use with the Reporting Database, other tools may be used as well. Such tools include SAS for Windows and ODBC tools such as Microsoft Access and Microsoft Query (a component of Excel). These tools are only recommended for those who already have expertise in using them. The SIS Reporting team can assist you with problems you encounter while connecting to the database using other tools, but is not able to offer instruction in how to use other tools.

To use any of these other tools, you will need to have Oracle client software installed. You may already have a client installed from previously using the SIS Reporting Database or other databases; however, because the Reporting Database was upgraded to version 11g on June 4, 2011, we recommend that you install the IS Oracle Client for 11g if you have not already done so. This will also install an up-to-date ODBC driver and create three ODBC System Data Sources for you:

Click here to access the 11g Client installer and here for installation instructions. Write RPTSupport@virginia.edu if you have any problems using the installer.

Please note that if you access the reporting database from another tool, the names of the reporting objects will differ from what from what you see in Discoverer. Each will be preceded by sysadm.uv_ . So for example, AD_Applicants will appear as sysadm.uv_ad_applicants or SYSADM.UV_AD_APPLICANTS in another tool. The names are not case-sensitive.

BACK TO TOP


Password Changes

When your account on the Reporting Database is initially created, you will not be able to login until you change the password from the one that we give you. If you login to Discoverer, it will prompt you to change your password. Or, you can use the Password Change webpage to change your password.

Password should begin with a letter, and be composed of letters and numbers. A minimum of 8 characters are recommended for an adequately secure password.

Because we are also requiring you to use a UVa Identity Token to access the Reporting Database, we will not require you to change this password after the initial login. However, to change your password at any time, you can use the Password Change webpage. You can access the Password Change page directly using the URL http://www.sis.virginia.edu/reports/chpass.

Should you forget your password, call 4-HELP, followed by 3, then 1, and ask to have your Reporting Database password reset. They will give you a new expired password, and you will then be able to change it when you log in to Discoverer, or by using the Password Change page.

Note: Please remember that your Reporting Database password is distinct and separate from your password to the Student Information System itself. Changing your password in the Student Information System will not change your Reporting Database password, and vice versa.

BACK TO TOP