Instructions for Accessing SEDREF General Reports in COGNOS

Information about the ‘SEDREF Reports’:

  • The data in the SEDREF Reports is refreshed nightly.
  • All reports are dynamically built upon selection.
  • To get started, click on the ‘click here’ link which will bring you to the SEDREF Reports listing page.

 

 Title: SED General Reports Portal Page - Description: You can choose which reports to go to from this page. 

***For reports that create large files, such as the 'All Institutions: Active Institutions with GIS coordinates and OITS Accuracy Code - Select by County', you may see this pop up message: 'select a delivery method'.  If this pops up, please be aware the .xls option may send an error message in the resulting email message.  This will be due to the large size of the file.  If you receive an error in the resulting email, please come back and rerun the report and choose .csv instead.  Instructions for .csv file output is towards the bottom of this page. ***

Text Box: You can choose to open a report in HTML for a quick view by clicking the report name on the left side of the page. Title: SEDREF Reports Listing - Description: Several dozen reports featuring SEDREF data in many formats.

 

 

Text Box: OR, you can select one of the four data types on the right of the chosen report which will create the report in that format. Title: SEDREF Reports home page - Description: This screen print shows the SEDREF Reports home page with reports listed and the file types available.

For the CSV file type, in order to have the file open with the fields as expected,you will need to click on the CSV icon and then…

Title: CSV file save in Google Chrome - Description: This screen shows how Google Chrome downloads a CSV formatted file.

For Google Chrome (above), click on the up arrow next to the name of the file at the bottom left of the page where it shows downloads. Click show in folder (this will show you the folder where you will look for the file after you open up Excel).

For Internet Explorer, save the file to a folder you can easily find later. 

Text Box: Click on ‘Save as’ option here.Title: Internet Explorer save file screen - Description: The user needs to click on the save as button to specify the folder the file will be saved to.


CSV Instructions continued:

    • Open Excel.
    • Find the CSV file in the folder where you just saved it.
    • Use the Text Import Wizard to set up the file with comma as the Delimiter.
    • Change the Column data format for the SED Code to Text so the leading zeros appear. Do this for all fields with leading zeros (such as: SED Code, County code, SDL code, Muni code, EDEN school ID,  BOCES code, vendor ID, FIPS state & county codes).
    • Once the file is imported into Excel, format any cells that are showing up as exponential like the Institution ID and the Parent ID. You can do this by selecting the column, then right click on it, choose format cell, select Number (with 0 decimal places), click OK.

 

Any report with parameters will be similar to this one.

Text Box: Click on one or more entries in the selection box. Title: Picture of a Parameter selection page - Description: This parameter example shows the choices for NYS counties and explains the need to select one or more before the finish button is available for selection.

Text Box: The Finish box will be unavailable until at least one entry is selected.

 

POP UP BLOCKER

Google Chrome:          Sometimes this icon Title: Google Chrome icon picture for pop up blocker - Description: This icon is in the description section explaing how to deal with pop up blocker when using Google Chrome.will appear in the upper right of the page next to the star.  Click on it to either turn it off or select the page to use with the report.  If this icon doesn’t appear, follow these steps instead:

To always allow pop-ups from a particular site, follow the steps below:

    • In the top-right corner of the browser window, click the Chrome menu Title: This is the Chrome icon for the menu - Description: This picture shows what the Google Chrome icon looks like for the menu..
    • Select Settings.
    • Click Show advanced settings.(at the bottom of page)
    • Under "Privacy," click the Content settings button.
    • Under "Pop-ups," click Manage exceptions. Enter portal.nysed.gov in the hostname pattern box, then click the done button.

Mozilla Firefox:            Click on this icon New Fx Menu at the top right of the page, then options and then content on the left side of the page.  You can enter exception sites or allow all pop ups.

Microsoft Internet Explorer:              Click on the ‘Tools’ tab at the top, then select pop-up blocker. You can decide to allow all pop ups or list exception sites.

Apple Safari:                  Click on Safari, then Preferences, then Security, then un-check ‘block pop-up windows'

Last Updated: July 24, 2017