Student Data Warehouse - User Guide

 
 
Student Data Warehouse - User Guide
Student Data Warehouse
                                                                                  User Guide

Contents

 Chapter 1: Introduction                                                                                                                                                                       5
What is SDW?.........................................................................................................................................................................5

Student Privacy......................................................................................................................................................................5

SDW Data...............................................................................................................................................................................6
      —— How is data stored in SDW?............................................................................................................................................6
SDW Queries...........................................................................................................................................................................8

Some Commonly Used Fields.................................................................................................................................................9

Cautions When Using SDW....................................................................................................................................................9

Contacts.................................................................................................................................................................................9


 Chapter 2: Using SDW                                                                                                                                                                        10
Logging into Student Data Warehouse................................................................................................................................. 10

Using the Main Console........................................................................................................................................................ 10

Browsing Files...................................................................................................................................................................... 11

File and Folder Actions......................................................................................................................................................... 12

Opened Screen...................................................................................................................................................................... 13

Creating a New Query.......................................................................................................................................................... 14
      ——    Filters............................................................................................................................................................................. 15
      ——    Advanced (Nested) Filters.............................................................................................................................................. 16
      ——    Using Translation Tables as Filters................................................................................................................................ 16
      ——    Columns (Details).......................................................................................................................................................... 17
      ——    Groups............................................................................................................................................................................ 18
      ——    Formatting Reports........................................................................................................................................................ 18
      ——    Changing the Report Title and Headers........................................................................................................................ 19
      ——    Using Parameters and Prompts..................................................................................................................................... 19
Joining Tables....................................................................................................................................................................... 21
      —— Common Automatically Joined Fields...........................................................................................................................22
      —— What to do when tables are not automatically joined.................................................................................................24
Running Reports/Exporting data..........................................................................................................................................25

Saving Queries......................................................................................................................................................................26

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Contents (continued)
Sharing Files.........................................................................................................................................................................26

Run a Canned Report............................................................................................................................................................27

Common Canned Reports....................................................................................................................................................29

Schedule a Query..................................................................................................................................................................30


 Chapter 3: SDW Tables Guide                                                                                                                                                            31
Student Data Warehouse Tables Quick Reference................................................................................................................ 31

SDW Tables Guide.................................................................................................................................................................33
      ——    ADDRESS_TYPE Table......................................................................................................................................................33
      ——    ADVISOR Table...............................................................................................................................................................34
      ——    ADVISOR_DEPARTMENT Table.......................................................................................................................................34
      ——    ATHLETICS Table............................................................................................................................................................34
      ——    BUILDING Table.............................................................................................................................................................35
      ——    CLASS Table....................................................................................................................................................................35
      ——    COLLEGE Table...............................................................................................................................................................35
      ——    COUNTRY Table..............................................................................................................................................................35
      ——    COURSE Table................................................................................................................................................................36
      ——    COURSE_DESCRIPTION Table.........................................................................................................................................36
      ——    COURSE_DROP Table......................................................................................................................................................37
      ——    COURSE_PREREQ Table..................................................................................................................................................38
      ——    COURSE_PREREQ_SYNONYMS Table..............................................................................................................................38
      ——    COURSE_PREREQ_TEXT Table.........................................................................................................................................39
      ——    COURSE_RESERVATION Table.........................................................................................................................................39
      ——    COURSE_SEMESTER Table..............................................................................................................................................40
      ——    COURSE_WAITLIST Table................................................................................................................................................40
      ——    DEGREE Table................................................................................................................................................................. 41
      ——    DEGREE_AWARDED Table............................................................................................................................................... 41
      ——    DEPARTMENT Table.......................................................................................................................................................42
      ——    ENROLLMENT_STATUS Table.........................................................................................................................................42
      ——    ENTITY Table..................................................................................................................................................................43
      ——    FRATERNITY Table..........................................................................................................................................................43
      ——    GRADE_CHANGES Table.................................................................................................................................................43
      ——    HIGH_SCHOOL Table.....................................................................................................................................................44
      ——    INSTRUCTOR Table........................................................................................................................................................45
      ——    MAJOR_MINOR Table.....................................................................................................................................................45
      ——    MEETING Table..............................................................................................................................................................46
      ——    PARENT_GUARDIAN Table.............................................................................................................................................46
      ——    PHONE_TYPE Table........................................................................................................................................................47
      ——    PROGRAM Table.............................................................................................................................................................47
      ——    QPA Table.......................................................................................................................................................................48
      ——    RACE Table.....................................................................................................................................................................49
      ——    SCHEDULE Table............................................................................................................................................................49
      ——    SECTION Table...............................................................................................................................................................50
   Student Data Warehouse User Guide v.3.0                                                 Page 2                                                                  Print date: 16 Sep 15
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Contents (continued)
   ——    SECTION_INSTRUCTOR Table........................................................................................................................................ 51
   ——    SEMESTER Table.............................................................................................................................................................52
   ——    SISROOMS Table.............................................................................................................................................................52
   ——    STATE Table....................................................................................................................................................................53
   ——    STUDENT Table..............................................................................................................................................................53
   ——    STUDENT_ADDRESS Table..............................................................................................................................................55
   ——    STUDENT_ATHLETICS Table...........................................................................................................................................55
   ——    STUDENT_MAJOR_MINOR Table....................................................................................................................................55
   ——    STUDENT_PHONE Table.................................................................................................................................................56
   ——    STUDENT_RACE Table....................................................................................................................................................56
   ——    STUDENT_SEMESTER table............................................................................................................................................57
   ——    TEACHING_LOCATION Table..........................................................................................................................................57
   ——    TRANSFER_CREDIT Table................................................................................................................................................58
   ——    VETERAN_STATUS Table.................................................................................................................................................58
   —— VISA_TYPE Table.............................................................................................................................................................59


Chapter 4: Code Translations                                                                                                                                                        61
   —— College Codes (COLLEGE_ID)......................................................................................................................................... 61
   —— Department Codes (DEPARTMENT_ID).......................................................................................................................... 61
   —— Major Codes (MAJOR_MINOR_ID).................................................................................................................................64
           —— CFA College of Fine Arts..................................................................................................................................64
           —— CIT Carnegie Institute of Technology............................................................................................................67
           —— CMU Carnegie Mellon University.....................................................................................................................69
           —— DC Dietrich College of Humanities and Social Sciences...............................................................................80
           —— HC H. John Heinz III College.........................................................................................................................83
           —— MCS Mellon College of Science.......................................................................................................................84
           —— SCS School of Computer Science....................................................................................................................86
           —— TSB David A. Tepper School of Business.........................................................................................................87
   —— Enrollment Status Codes (ENROLLMENT_STATUS_ID)..................................................................................................89
   —— Entity Codes (ENTITY_ID)...............................................................................................................................................89




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Chapter 1: Introduction
What is SDW?
The Student Data Warehouse is a database of information copied from the Student Information System (SIS).
This data is refreshed each morning via a data feed from SIS, around 7:00 am. Thus, data in SDW is accurate as
of that morning. Because SDW is not live data, when SIS/S3 is down or unavailable, SDW may still be accessed.

SDW vs. Pentaho
The Student Data Warehouse (SDW) allows departments to query student data without having to request it
from the University Registrar’s Office. Pentaho is a flexible web-based business intelligence application through
which users access and interact with the Student Data Warehouse.
IMPORTANT: In order to avoid problems with the data feed from SIS, please do not attempt to log into SDW
from 7-8:00 am (eastern time).



System & Browser Requirements
Pentaho is a web-based application, so it will run on both Windows computers and Macs. Firefox is the
recommended browser. While Pentaho may run on other web browsers, some aspects of functionality may
not be the same. Do not try to run Pentaho in Internet Explorer or Safari.




Student Privacy
Please remember that all student data is covered under our University’s privacy policy and FERPA. Student data
may not be queried and disclosed/released to any third party. Your SIS Confidentiality Statement still applies to
the appropriate use of student data.

You may not disclose any student data to a third party outside of Carnegie Mellon. Disclosure means “to permit
access to or the release, transfer, or other communication of personally identifiable information contained in
education records by any means, including oral, written, or electronic means, to any party except the party
that created the record.”

• All requests for student directory information must be directed to the University Registrar’s Office (uro-
  verifications@andrew.cmu.edu), whether it is an internal or external request.

• All requests for the use of student e-mail addresses for surveys and research must similarly be directed to
  the University Registrar (jp7p@andrew.cmu.edu).



Note on Race/Ethnicity and Aggregate Data
Because students can declare more than one race/ethnicity, you should refer to the University Factbook
(http://www.cmu.edu/ira/factbook/) for such data, as well as for aggregate data requests (enrollment numbers,
demographic data, etc.) if for public release.




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SDW Data
This section will discuss the internal structure of SDW.


How is data stored in SDW?
Tables
SDW, like SIS/S3, is a relational database, with data is stored as data fields in interconnected tables.
A table is a collection of related fields.




In the example above, the table might contain student biographical data, and the fields might be something
like first_name, last_name, andrew_id, birthdate, etc. We can call this table the student table and list its
fields as student.first_name, student.last_name, student.andrew_id, etc.

Note: In this documentation, all table and field names will be listed in capital letters, to distinguish them
from regular text.


Rows
In a table, each person/entity has a set of values for each field in the table.
This set of values is called a row.




In our example of the student table, each student would have a row in the table.


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Indexes
To identify a particular row, each table has a field or fields known as indexes.




An index field identifies a row with a particular person or entity, depending on the nature of the table. For
example, if it were a course-related table, the course number (course_id field in SDW) would be an index.
All students in SDW are associated with a field called student_key, a number unrelated to Student ID or SSN
which simply serves to identify a row for a particular student (see p. 24).

Note: A table may have more than one index. For example, if a table is related to both students and courses, it
will be indexed on the student and the course (and possibly also the section number/letter). In such cases, it is
not uncommon to find that a particular student/course has multiple rows.



Types of Tables
All tables in SDW can be classified as one of three types:
• Semester-Dependent: These tables hold data relative to a particular semester (such as the table called
  student_semester, in which each student has a row for each semester pertaining to their enrollment data
  for that semester).

• Semester-Independent: These tables hold data that is not related to any particular semester. For instance,
  the table called student holds biographical data about students, completely unrelated to any particular
  semester.

• Translation: These are a specialized type of Semester-Independent table which serves the purpose of
  translating a code, such as a college code (CIT, MCS, SCS, etc.) or enrollment status (E1, R3, W2, etc.) by
  giving its full name and possibly a few other relevant data points.

Tip: Wherever you see a field that ends in “_id,” there is usually a translation table which is the same
name minus the “_id.” Examples include the college table (which translates the field college_id) or the
enrollment_status table (which translates the field enrollment_status_id).


A quick-reference to each table in SDW, its type, and its general purpose can be found on pp. 31-59.




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SDW Queries

What is a Query?
A query is a defined search for data. SDW users create and run queries in order to generate reports based on
the type of data for which the query asks.



Query Terminology
• Constraints — the limiting conditions which define which data a query returns.
• Columns (formerly called Details) — the data fields included in the output of a query. A field may be used
  both as a filter and a column.
• Filters — data fields which act as constraints on a query but which do not display in the query results



Questions to ask yourself when creating queries
 1. What do I want to get?
        •     I want to see _____________________ such that ____________________.
                                   (students, courses, instructors, etc.)            (semester = x, final grade = y, etc.)



        •     I want to see _____________________ about these results.
                                 (name, Andrew ID, course number, etc.)



 2. What type of data am I looking for in this query? Is it:
        •     Student-related
        •     Course-related
        •     Commencement-related
        •     Etc.

 3. What data do I need to see vs. what will only be used to constrain my results?

 4. Where will I find this data?
        •     Which tables contain the information I need?
        •     Am I looking in the right table for my purpose?
        •     Are there concerns about joining tables? (see p. 24)
        •     Is the data actually in SDW?




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Some Commonly Used Fields
Here are a few tables you may find yourself using often:
• STUDENT — stores semester-independent data about students, such as biographical and admission data, as
  well as andrew_id, card_id, personal_name, etc.
• STUDENT_SEMESTER — stores student semester records — semester-dependent data, such as college,
  department, major, class status, enrollment status, etc. for each semester a student has a record created.
• SCHEDULE — stores student schedule data per semester. This table has four index fields: student_id,
  semester_id, course_id, and section_id. It also contains mid_semester_grade and final_grade.
• STUDENT_MAJOR_MINOR — stores semester-independent information about students’ majors and minors.
  This is where a student’s majors and minors actually reside (see p. 23), along with the table degree_
  awarded.
• SECTION — stores data about each section of a course per semester, such as title, units, teaching_
  location_id, maximum_enrollment, actual_enrollment, etc.
• QPA — stores student’s QPA data per semester. Note that until QPA has run for a semester, a student will not
  have the corresponding row in this table.


Cautions When Using SDW
• Just because two tables share an identically named field does not mean that they will be automatically
  joined.
        •    For example, the student_semester and student_major_minor tables both contain a semester_
             id field. However, they refer to two separate things — in the first, the semester pertaining to the
             semester record, and in the second, the semester of certification.
        •    A query may also sometimes require that two identically named fields be included. For instance,
             querying on both the schedule and student_semester tables may require that both semester_id
             fields be included in constraints. See p. xx for more data on this situation.
• Some students may have more than one row in a table, which may skew counts. (example: student_
  athletics)
• Remember that the table in which you find a field matters.
• Be sure you know what data is stored in a table before including it in a query. Consult the tables guide
  included in this document (pp. 31–60) if unsure.


Contacts
• Commencement/Degree Data                    Jon Samuels x8-1922
     (Degrees, Majors, Minors, etc.)
• Student Information                         Kathy Sloan x8-1949 or MaryAnn Moyer x8-1941
     (Addresses, E-mails, Class Level,
      Grades, Registration, Advisors)
• Academic Programs                           Jarrin Nevel x8-8250
     (SIS Program Codes)
• Class Schedules & Rooms                     Nancy Camino x8-4086
     (Course information, Classrooms,
      Faculty Instructors)
• Student Race/Ethnicity                      John Papinchak x87-404
• Pentaho Questions                           Karen Giannangeli x8-8069
• General		                                   uro-sdw@andrew.cmu.edu

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Student Data Warehouse - User Guide
Chapter 2: Using SDW
Logging into Student Data Warehouse
In order to access the SDW User Console, the user must have an
AndrewID and must also be set up in Active Directory with the
appropriate roles enabled. To launch the User Console:

 1. Launch Firefox (note: other browsers may not work; please
    use Firefox).                                                              Steps 1–3

 2. Go to https://reporting.andrew.cmu.edu/pentaho/.
    You will want to add this URL to your browser’s bookmarks.

 3. You will be presented with a Web Login screen. Enter your
    Andrew userID and password.

 4. You will see the Pentaho welcome screen. Enter your
    Andrew userID and ERP password (i.e. your S3 password)                      Step 4
    and click Login.

 5. The Pentaho Home Screen will load. From here, you can
    run and share saved queries and create new queries.
Tip: If you find yourself having to scroll excessively to view
all parts of a page or all items in a list, increase your display
resolution. A good resolution for using the Pentaho application
is 1280×1024 or larger.


Using the Main Console
                                                                          Step 5: Home screen
The Menubar and Drop-Down Menu
At the top of the browser tab containing the Pentaho application
is an internal menubar. Directly under it is a large drop-down
menu, which displays the name of the current page.
The Menubar has three menu options: File, View, and Help. The
File menu allows users to create new reports, open an existing
report, or view their Recent or Favorite reports. The View menu
allows users to change various settings, such as language and
interface theme. The Help menu provides access to Pentaho
documentation.
The Drop-Down Menu is the primary navigation tool in the
Pentaho interface. It normally appears as the name of the
current page in large font. When clicked, a drop-down appears
which lets users go quickly to the following pages:                 The Menubar and Drop-Down Menu

• Home — the Pentaho Home Screen
• Browse Files — view saved reports and other files
• Opened — reports/files the user currently has open
• Schedules — view and edit report schedules.




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Browsing Files
Saved queries and reports are stored on the SDW server. To view these files, click the Browse Files button from
the Home screen or the Drop-Down Menu. The Browse Files screen will then appear (see screenshot below):
 • To open a folder, click on its name in the Folders box. You can also expand it (to show any subfolders) or
   collapse it (to hide subfolders) by clicking on the arrow button next to its name.
 • Files within the selected folder will be shown in the Files box in the middle of the screen.
 • To refresh the Browse Files list, click the        icon above the Folders list.




                                                     Browse Files screen

Home Directory
Each user has a subfolder under the “Home” folder, which by default can only be accessed by that user (and
Administrators). This is called the Home directory. All queries that you (and only you) use should be saved in
your home directory
 • Note: You can give others limited access to files in your home directory. See p xx for more details.

Public/SDW Folder
Files that are usable by a group of people or for all SDW users are stored in the SDW folder, which is under the
Public folder. The Public/SDW folder also has sub-reports for various Canned Reports (see p. xx) made available
to all academic SDW users and Grade Report queries for those who have requested access.
 • By default, all files in the Public/SDW folder are freely viewable by anyone. They can also (with the
    exception of canned reports) be edited or deleted by anyone by default. Please see p. xx, which talks about
    file permissions.

File Types
The icon next to a file’s name indicates its type:
   Interactive Report                 Canned Report (see p. xx)                 Other file (.csv, .html, .xlsx, .pdf, etc.)
If you highlight a file (click on it once), you will see what actions you can perform on it (see next page).

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File and Folder Actions
With a file or folder selected, you can perform the following
via the File Actions/Folder Actions list at the right-hand side of
the screen, depending on the permissions you have for the file/
folder:
 • Open/Open in a New Window — executes a query or opens a
    file in the same window or a new one.
         •     Note: The “Open” option will take you from the
               Browse Files screen to the Opened screen (see next
               page), while the “Open in a New Window” option will
               not, since it creates a new browser window.
• Run in background... — This executes a query in a similar
  manner to Scheduling (see p. 30), but done immediately
  instead of the future.
• Cut/Copy — These commands allow you to move a file from
  one location to another. Once you have chosen either Cut
  or Copy, go to the location you want to place the file and
  choose the new option “Paste.”
         •     The difference between Cut and Copy is that Copy
               will leave the old file where it was while creating a
               duplicate in the new location. Cut deletes the original
               once you click the Paste command.
         •     IMPORTANT: When you move a query via Cut, any
               schedules, etc. that referred to it by the old file path
               will no longer work. Therefore, it is usually better to
               Copy than to Cut if it is a file others may be using.
• Move to Trash — This is much like deleting a file on your
  computer. Deleted files go to the folder called “Trash,”
  from which they can be recovered (if they were put there
  accidentally) or deleted permanently.                                    File Actions
• Rename — This allows you to rename a file. It does not allow
  you to change its file type/extension. You can also not use
  this tool to move a file from one location to another.
         •     IMPORTANT: When you Rename a file, any schedules,
               etc. that referred to it by the old file path will no
               longer work. Please be cautious when using this with
               queries others may be using.
• Share — This brings up the Share dialog box, which allows
  you to set file permissions (see p. 26)
• Schedule — This allows you to schedule a query (see p. 30).
• Add to Favorites — This will add the file/query to your
  Favorites list, viewable on the Home screen or by File ->
  Favorites.
• Properties... — This brings up the file properties dialog box.
• New Folder... (Folders only) — If you have a folder selected,
  you can use this option to create a subfolder within the
  selected folder.
                                                                          Folder Actions




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Opened Screen
Whenever you open a file (interactive report, canned report, or
other) or create a new Interactive Report, you will be taken to
the Opened screen. The Drop-Down Menu will change to say
“Opened.” To return to the Home or Browse Files screens, click
the Drop-Down menu and select the appropriate page.
• You will see a separate tab under the Opened screen for each
  file you have open. To move from one file to another, click
  the appropriate tab. To close a file, click the “x” icon at the
  far right of the tab.
• When closing the last tab, you will be returned to the Home
  screen. To open another file, you will need to go back to the
  Browse Files screen or go to File -> Open.
• If you try to close a tab for a file that has unsaved changes,
  you will be prompted on whether or not to save.
                                                                    Opened Screen
• When on the Opened screen, extra tool buttons appear next
  to the Drop-Down Menu:



   Open                New           Edit
   These allow you to perform several functions without having
   to go back to the Browse Files screen. In addition, while you
   have a query open, you can toggle the Edit button to enter
   and exit editing mode.




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Creating a New Query
  1. Log into SDW (see p. 10).

  2. From the Home screen, lick the Create New button,
     then select and click “Interactive Report” (the other two
     options under Create New currently have no functionality).
           •   You can also use the File menu (File -> New ->
               Interactive Report)                                                                   Steps 1–2

  3. You will be prompted to select a Data Source for your
     report (you may only have access to one). This determines
     the set of SDW tables to which you have access. Click OK
     with the proper Data Source highlighted.

  4. The Interactive Report creator will now load. This tool
     allows you to create queries via drag-and-drop operations,
     seeing the results in real time.

           •   Along the left-hand side is the list of SDW tables and
               the fields within them, all listed alphabetically. These
               can be dragged and dropped into different areas to
               build the report.                                                             Step 3 (Select Data Source)
           •   On the right-hand side and taking up the majority of
               the screen is a preview of how the report will look
               when the query is run.
           •   Just above the query preview is the Report Toolbar,
               which has several tools for creating and adjusting
               your query.




                                       Definitions
 Table                        A collection of related data fields.
                                                                                        Step 4 (Interactive Report creator)
 Group                        Creates subheadings in output. Not used often.
 Columns                      Items selected for inclusion in the output of a
                              query.
 Filters                      Items used to constrain output of a query,
                                                                                    Close-up of the Report Toolbar. From left to
                              although they do not actually appear in the query
                                                                                                right, the tools are:
                              output.
                                                                                         • Busy indicator
 Index *                      An item in a table which is used to link that
                              table to another. For example, “STUDENT_KEY” is            •    Undo, Redo
                              used to link the “STUDENT” table to the “STUDENT
                                                                                         •    Export Data (i.e. “Preview as”)
                              SEMESTER” table.
                                                                                         •    Select/Unselect all
 Row *                        Conceptually, the collection of all data items in a
                              table for a given index.                                   •    Show/Hide Filters, Show/Hide
                                                                                              Layout (groups and columns),
* Terms not seen visually in SDW but which are useful for discussing
                                                                                              Show/Hide Prompts
the structure of the database (see pp. 6–7)
                                                                                         •    Page navigation *




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Filters
Filters are the constraints which define what data your query
will return. Filters are placed using fields.
                                                                         Step 1a (Show/Hide Filters button)
IMPORTANT: Always add your filters first, before adding detail
columns to the report. This will help avoid long wait times as
the report preview refreshes.

 1. To add fields to your query as filters, use one of the
    following methods:
        •    Drag-and-drop method: Click the “Show Filters”
             button on the Report Toolbar. Drag the field you wish          Step 1b (Right-click on a field)
             to use as a filter to the Filters panel.
        •    Right-click method: Right-click the field you wish to
             use as a filter and select “Filters...”

 2. If your filter should be applied based on a specific
    condition, use the default option to specify the filter
    constraint and click “OK.”
                                                                     Step 2 (Adding a filter based on a condition)
 3. If your filter should be applied based on a set of values,
    either “incude only these” or “exclude only these,” choose
    the top option. The list will populate automatically with
    possible values for your field (may take a few seconds to
    load). Use the arrow buttons to move the appropriate
    values over to the right-hand side. Use the drop-down
    to specify whether this list is of those to be included or
    excluded. Then click “OK.”

      Note: You cannot use “Select from list” when the field is
      numeric in nature. The list is also limited in how many it
      displays. If you don’t see the value you want, try searching
      for it in the Find box.

      Tip: Use CTRL+click to select multiple items. You can also
                                                                          Step 3 (Adding a filter from a list)
      use the search function to find a value quickly in a long
      list.

 4. Your filters will now appear in the Filters pane above the
    report preview. You can use the downward arrow
    ( ) buttons beside each filter to remove or edit them as
    necessary.

                                                                        Step 4 (Filters appear in Filters pane)
NOTE: Auto-Refresh Box
By default, the Auto-Refresh box (click the “Query Settings” box
under the Data Tab) is set as ON.
                                This means that the query will
                                attempt to “run” and refresh
                                data each time you make a
                                change.
                                To save loading time, you will
                                                                     Using the downward arrow button on a filter
                                want to turn Auto-Refresh OFF
                                before adding any Columns (see
                                next page).


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Advanced (Nested) Filters
Note that there is a drop down linking each filter which shows
boolean values (“AND”,”OR”). The default is “AND,” which will
pull data that satisfies all the filter constraints. Switching it to
“OR” pulls data that satisfies any of the filter constraints.
                                                                          Step 1
For most queries, a single boolean relationship on all the filters
will suffice. It is possible, however, to create nested filter
relationships. As an example, in the query at right, the user
wants to pull both graduate students (classes 10 and 20) and
non-degree students (class 0) for a query involving enrollment
data.
                                                                          Step 2
  1. Add a filter on class_id from the student_semester table
     such that class_id is greater than 9. This will pull both
     class 10 and 20 (because class_id is a numeric field). Notice
     that this new filter is still in the same group as all the others.
     This is fine for now.
  2. Add another filter on class_id from the student_semester
     table such that class_id equals 0. This new filter is also           Step 3
     under the same “AND” grouping as the other filters. But
     now the report will pull no data, because it is impossible
     for a number to be both greater than 9 and equal to 0.
  3. Click the downward arrow button ( ) next to the first
     class_id filter and choose Indent. This creates a new
     subgroup with its own boolean drop-down.
                                                                          Step 4
  4. Click the downward arrow button next to the second
     class_id filter and choose “Move Up.” This moves the filter
     up into the same subgroup.
  5. Change the boolean drop-down for the subgroup to “OR.”
     This will now pull data where either class_id is greater
     than 9 or equal to 0. Note that Pentaho may re-order the
     filters in the Filters Pane to put subgroups at the top. This is     Step 5
     normal.

Note: It is possible to have a nested subgroup within a subgroup.
However, please remember that the more complex the
constraints, the longer it will take for Pentaho to generate the
report results.



Using Translation Tables as Filters
Because most of the necessary table joins are made
automatically in Pentaho, it is possible to use translation tables
                                                                          Step 1
to filter data more easily.
In the example at the right, the user’s data and filters are all
from the schedule table. However, the user only wants to show
courses from a single department.
  1. The course_id field is translated by the course table, so
     the user goes to that table and adds a new filter on the
     department_id field.
  2. The report is now constrained by the new filter from the
     translation table.
                                                                          Step 2
  Student Data Warehouse User Guide v.3.0                 Page 16                  Print date: 16 Sep 15
Columns (Details)
Columns, also known as details, are the fields which show up in
the report generated by your query.
 1. Adding a detail field (or column) can also be done by one of
    three methods:
        •    Drag-and-drop method 1: Click and drag a field onto
             the report preview. Columns will be added at the
             location indicated by the green vertical line. In this
             way, you can arrange and rearrange the order of
             columns.

        •    Drag-and-drop method 2: Click the “Show Layout”
             button on the report toolbar to open the Layout
                                                                            Adding columns via drag-and-drop
             pane. Drag a field from the list into the “Columns”
             box. These can be arranged and rearranged as above.

        •    Right-click method: Right-click on the field you wish    Note: You can add a field as both a filter
             to add as a column and select “Add to columns.” The      and a column.
             field will be added as the new right-most column.

        •    Double-click method: Double-click on the field you
             wish to add. It will be added to the report as the
             right-most column.

NOTE: After you have added columns, you can resize them
much as you would in Microsoft Excel, by clicking on the border
between two column headings and dragging it to the desired
width.
  2. To remove a column, use one of the following methods:                 Removing columns via drag-and-drop
        •    Click the “Show Layout” button to open the Layout
             panel. Then drag the column you want to delete out
             of the box. A trash can icon will appear; drag the
             column into the trash can to remove it.

        •    Right-click on the header row for the column you
             wish to remove. From the drop-down list, select
             “Remove.”


                                                                      Drop-down list (right-click on a column header)


Tip: You can also use this drop-down to add a filter based on a
detail column or add a summary row to the end of the report
based on this column (row count, sum, average, etc.).




 Student Data Warehouse User Guide                      Page 17                                     Print date: 16 Sep 15
Groups
Organizing a report by groups inserts subheadings based on
a specific field (Example: grouping by major for a department
report).
Groups are added in similar fashion to columns:
 1. To add groups to report, use one of the following methods:
         •     Click the “Show Layout” button on the report toolbar
               to open up the Layout pane. Drag a field from the list
               into the “Groups” box in the Layout pane.
         •     Right-click on a field from the list and choose “Add to            Adding a group to a report
               Groups”

 2. To remove a group, you can use much the same method as
    removing a column:
         •     Click the “Show Layout” button to open the Layout
               panel. Then drag the group you want to delete out of
               the box. A trash can icon will appear; drag the group
               into the trash can to remove it.


Note: If you typically export your report data to a plain text
format, groups may not be as useful to you, especially if you
plan on manipulating data by hand in Excel.



Formatting Reports
You can customize the look of your reports via the formatting
tools available in the Interactive Report builder. Clicking the
“Formatting” tab next to the “Data” tab on the left-hand side
brings up these tools.
To format an element of your report:
  1. Select the element (column, column header, group, etc.)
      you wish to format by clicking on it in the Report Preview
      area (select multiple items by holding the CTRL key while
      selecting).
 2. Switch to the Formatting tab. Using the tools in this tab
    you can:
         •     Change the font (current choices are Arial, Courier
               New, or Times New Roman)
         •     Change the text size                                                    Formatting tools
         •     Make text bold or italic
         •     Change the alignment of text in a field (left-aligned,    Note: In order to change the formatting
               right-aligned, or centered)                               of values in a column, click on any cell
                                                                         in that column. Clicking on the column
         •     Change the text color or cell background color
                                                                         header will only allow you to format the
         •     Copy formatting from one element to another               header.
         •     Change the number format (e.g. use #,###.00 to
               force rounding to two decimal places)


  Student Data Warehouse User Guide v.3.0                  Page 18                                    Print date: 16 Sep 15
Changing the Report Title and Headers
To edit the report title or a column/group header:
 1. Double-click on the title/header in the Report Preview area.
 2. Edit the text as necessary.                                                      ↓
 3. Either click outside the text box or hit ENTER. The report
    title will change as edited.
Tip: You can use this to change the column headers on fields
like mc_first_name and mc_last_name so they display as “LAST
NAME” and “FIRST_NAME,” for example. Doing so does not                     Changing the report title
change the field used, just the column header.

Using Parameters and Prompts
Parameters are “alias” names given to filter fields which
then allow those filters to be referenced by other elements of
the report. They allow, for example, the value of a particular
filter field to be displayed as a report or column header. Most
importantly, however, parameters can be used in prompts.
Prompts give the person running a report the ability to specify
values for filter fields before the report is run. This allows for
writing general queries with prompts for the fields which may
change based on situation (e.g., for a report run each semester, a
prompt to enter the semester_id value).
The examples below show how to add parameters and prompts
to a query.


Adding a Parameter to a Filter
                                                                      Adding a parameter name to a filter
 1. Create a new filter for the desired field, or click the
    appropriate “Edit” button in the Filters pane.
 2. Enter the parameter name in the “Parameter Name” box
    at the bottom of the pop-up dialog. This will create the
    parameter based on this filter. Parameter names do not
    have to be all uppercase and can have spaces, but long
    names can become unwieldy.

                                                                                     ↓
Using a Parameter in the Report Title/Headers
Once you have given a filter a parameter name, you can use a
special format to refer to it in either the report title or a group
header (but not column headers). Once you have done this,
the value specified for that field will be filled in automatically
wherever you reference it.
 1. Double-click on the report title or group header to which
    you wish to add the parameter reference.
 2. At the position where you wish the parameter value to
    appear, type $(name of parameter). Hit ENTER to
    make the changes. Note that the parameter name is case-
    sensitive.                                                        Using parameter name in report title



 Student Data Warehouse User Guide                       Page 19                              Print date: 16 Sep 15
Special Parameter Functions
Built into the Interactive Report tool are a few generic
parameter functions which can be used in the page header and
footer (you will see some of these there by default, although you
may edit them).
                                                                             The default report.date format
• PageofPages — Inserting $(PageofPages) anywhere in the
  page header/footer will cause the current page number and
  number of pages (e.g. 1/2) to display. So entering something
  like Page $(PageofPages) will display “Page 1/2.” This function
  is automatically entered in the page footer.
                                                                       Editing the page header with the report.date
• report.date — Inserting $(report.date) anywhere in the
                                                                        function. Note that when editing the page
  page header/footer will cause the current date and time to
                                                                      header/footer sections special buttons appear
  display. You can choose the format by entering something
                                                                         to allow you to enter $(report.date) and
  like $(report.date, date, dd-MMM-yyyy), which will
                                                                                  $(PageofPages) quckly.
  show up as, e.g. 01-Jan-2013. This function is automatically
  entered in the page header.
• env::username — Inserting $(env::username) anywhere
  in the page header/footer will display the Andrew ID of the
  person running the report.


Adding a Prompt
 1. Drag a field onto the Prompts panel OR right-click on a
    field either in the Data sidebar or the Report Preview (to
    add a prompt for a column) and select “Prompt...”
 2. A default prompt will show up in the Prompts panel, but
    this is probably not completely correct. Click the Edit icon
    to open up the prompt editor.
 3. Enter a Parameter name for your prompt. If the field you
    are using is also a filter with a Parameter name already set,
    it will be filled in automatically.
 4. Choose the style of prompt you wish to use. The default is
    a drop-down list, but you may find yourself most often
    using the text box style (last option on the right):



      From left to right, these options are (1) drop-down list, (2)
      multi-select list, (3) radio button, (4) check-box, (5) text
      button, and (6) text box.
 5. Set control properties in the bottom section, if necessary.
 6. Click OK.


Tip: If using multiple prompts, you may want to uncheck the
“Auto-Submit” box next to the “View Report” button, so that it
will only refresh the report when you press “View Report,” and
not each time you change a prompt value.




 Student Data Warehouse User Guide v.3.0                Page 20                                    Print date: 16 Sep 15
Joining Tables
A join between tables is a link created based on a common field, used as an index.




Ordinarily, you will not have to make explicit joins in your queries, as necessary joins are made behind the
scenes automatically. For example:
 • Every field that ends in _id is associated with a translation table which shares the same name, minus the _
   id (e.g. college_id is translated by the college table, advisor_id is translated by the advisor table). These
   joins are automatic, so you can substitute a field translation for the _id field and the query will still work.
• Wherever tables share a common index field (e.g. course_id, student_key), they are nearly always joined
  automatically.


However, there are some common cases where joins are not made automatically:

• Joining between two SEMESTER_ID fields not automatically joined (see p. 24).
    Examples: semester_id from schedule and student_semester, student_semester and degree_awarded/
    student_major_minor.
    Note that although these tables all contain the student_key field, which is always automatically joined,
    they are not joined for their other common index field, semester_id (see p. 24)



• Joining between MAJOR_MINOR_ID from STUDENT_MAJOR_MINOR and STUDENT_SEMESTER.
    When a student’s semester record is created, the major_minor_id field is copied from what is currently in
    student_major_minor. However, updating one of these two fields does not automatically update the other, so
    they may be out of sync. Additionally, there are some cases (e.g. for undeclared students) where there is no major
    translation in student_major_minor for a combination that is legal in the student_semester table.
         •    Note, however, that major_minor_id does join between student_semester and major_minor and
              between student_major_minor and major_minor.


• COURSE_RESERVATION_ID between COURSE_RESERVATION and SCHEDULE
    In the schedule table, the course_reservation_id field is typically not populated (i.e. it is usually blank), so
    joins on this field will typically fail.


See p. 24 for more information on how to deal with situations where tables are not automatically joined.




  Student Data Warehouse User Guide                       Page 21                                          Print date: 16 Sep 15
Common Automatically Joined Fields
STUDENT_KEY
The student_key field is a numeric field that uniquely identifies a student. It is unrelated to SSN/Student ID,
Andrew ID, or Card ID, being assigned internally when a new student is added in S3. For this reason, it is often
also called “internal ID.” It serves as an index field to join between student-related tables. Because it always
automatically joins tables, it should never need to be included in a query.
Tables joined via student_key:
The following tables all contain the STUDENT_KEY field and so are always automatically joined.
course_drop                                 course_waitlist                              degree_awarded
parent_guardian                             qpa                                          schedule
student                                     student_address                              student_athletics
student_major_minor                         student_phone                                student_semester
transfer_credit




COURSE_ID/SECTION_ID
The course_id and section_id fields are used to tie together course-related fields for a particular course/
section.

Tables which include a course_id/section_id field:
Table                              COURSE_ID? SECTION_ID?
course                                 x
course_description                     x
course_drop                            x           x
course_reservation                     x           x
course_semester                        x
course_waitlist                        x           x
meeting                                x           x
schedule                               x           x
section                                x           x
section_instructor                     x           x
transfer_credit *                      x

In general, all course-related tables (every table above othe than transfer_credit) will join automatically to
the section table, with the exception of the course table, which only joins to course_semester.
*PLEASE NOTE: While the transfer_credit table does join to the course table, it does not generally interact
well with tables other than student, given that the data in it is not related to actual courses a student has
taken at Carnegie Mellon but merely courses for which a student has received credit. As such, it should not be
used in conjunction with any of the tables on this list.




 Student Data Warehouse User Guide v.3.0                      Page 22                                        Print date: 16 Sep 15
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