EXPORT AND GRAPH LOG ENTRIES

Report
EXPORT AND GRAPH
LOG ENTRIES
Presented By
Lynne McCoy
Bryan County School District
CREATING THE EXPORT
Two Points of Access:
Start Page>Special Functions>Search Log
Entries
Start Page>System>Direct Database
Export(DDE)
The simplest is Special Functions>Search Log
Entries
Using consistent methods for entering log entries enables you to make better use of the
specific search fields available on this screen.
For example: if your subtype groups are only two categories – State Reportable and Non-State
Reportable, this would allow you to pull only the state reportable log entries.
If you want all log entries, use the date fields.
The log entry result screen will show you the number of log
entries that meet the selected criteria and then provide
options for what you want to do with that selection of
records.
List Log entries will print to the screen all log entries and show the entry date,
subtype code, student name (as a link), author’s name, title and contents of the
Log Entry text box.
Print a report opens a print option screen for you to select the report you want to print,
for which students and basic output options. The reports in this list are previously
created object reports.
Quick Export is the option we will focus on today
for an excel file we can graph.
Click the Quick Export Link to open the Quick Export field entry box just as you find
on every PowerSchool export screen. The “Fields” link is available, but unlike other
field list, this list includes the fields which populate the log entry screen along with
the student table fields.
FIELD LIST FOR EXPORT
ID
Entry_Author
Discipline_IncidentContext
SchoolID
Discipline_AdministratorID
[Log]GA_DataType
StudentID
Entry_Date
[log]GA_Location
[1]Lastfirst
Subject
[log]GA_Disc_AuxCode
[1]gender
Subtype
[Log]GA_Services
[1]ethnicity
Discipline_IncidentDate
[Log]GA_Eventidentifier
[1]grade_level
Discipline_IncidentType
Discipline_ActionDate
[1]lep
Consequence
DIscipline_ActionTakenEndDate
[1]ga_504
Discipline_IncidentTypeCategory
Discipline_ReporterID
[1]ga_sped_pae
Discipline_ActionTakenDetail
^(decode;1;1;"^(Entry)";)
JUST CLICK SUBMIT
• With the desired fields listed for export, check the box for
column titles on 1st row, then click submit. The file will export
as a text file “ log.export.text “
• The saved text file may be opened by right
Clicking on the unopened file and choosing
“Open With” and selecting excel.
• OR
• When the “file download” dialog box opens
after clicking submit, change the file name
and add the .xls extension; change file type to
All Files, and the file will save as and open as
an excel file.
Formatting Excel File
• The key to graphing data in an excel file is the way your
data is sorted. But just as important is the way your data is
labeled.
• Exporting data through quick export and using the field
names as column headers can make for a cumbersome
excel file. Long column headers do not graph well.
• Best Practice – rename your column headers to be specific
and shorter.
• Also, use find and replace to enter the description along
with the code for the state reported incidents and actions
• Creating a formatting macro to use each time will make this
task quicker.
Sort and Add Graph
• Your Excel file is now in formatted and ready
to graph.
• Step 1 – Determine the data to be viewed in
the graph
• Step 2 – Sort the data on the main object to
be graphed; ensure your table has no blank
rows or columns and that each column has a
heading.
• Step 3 – Select Cell A1 then click the Insert tab
Step 4–Click Pivot Table > then Pivot Chart
Step 5 – The Create Pivot Table and Chart dialog box appear to indicate the range
of data which has been selected and will be available in the chart; also provides
the step to indicate where in the workbook you want to place the chart – on the
same page as your source data or on another worksheet.
For Discipline Data Listing which contains much data, the chart is best
viewed on a separate worksheet, which is the default settings for this
dialog box.
Click ok and a new sheet opens with the tools available to arrange your
chart.
• Select stuid for the values – and set value
setting to “Count” – this will count the
number of entries for each category
• Select the category you want to be listed as
rows
• Select the item you want to be viewed as your
column (or legend)
• As each item is selected it appears in that
location of your chart and table
• Each item may be selected and moved until
you have the view you desire
Category by Incident; Legend by Action
Click the box to add the fields you want in the table and then
drag the fields to the areas below the field list to indicate where
the field is to appear in your chart
http://www.dummies.com/how-to/content/how-to-create-a-pivot-table-in-excel-2010.seriesId-223716.html
Conference Announcement
• Attendees: Please use your bandwidth wisely,
and please do not download or stream large
files while at GAETC.
• Everyone is invited to attend the GaETC
Opening Session with Keynote Speaker Kevin
Honeycutt. The topic is Trends, Tools and
Tactics for 21st Century Learning
• Everyone is also invited to visit the Exhibit
Hall.

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