Welcome to Colleague Reporting

This document outlines the methods and processes used to get data and reports from the Colleague database.

What is SSRS?

At Carleton, we use SQL Server Reporting Services (SSRS) as our primary reporting tool for Colleague.  When you hear the term 'SSRS', you can think of it as a system used to extract data. It's not just an isolated reporting tool, but also a space in which to collect your reports.  When you go into SSRS, you'll see a collection of reports and spreadsheets that are pertinent to your position in the college. 

ITS uses the SSRS tool 'Report Builder' to write reports that you can run.  We design the reports to do a lot of the data massaging for you, so that you'll just need to enter the parameters and run the report.  These reports can have all sorts of parameters (e.g. you can be prompted for a date) and the reports also have various output methods (printed to the screen, PDF, Excel, etc).  All Report Builder reports run off of the Colleague ODS.  The ODS is built every night from Colleague data - so when you run a report, please just know that it is pulling from yesterday's data in Colleague.  We do this to simplify reporting and to make it faster.  It is possible for you to gain access to Report Builder to write your own reports; ITS does not secure this tool from outside use.  However, all reporting tools require some amount of training and ongoing use to ensure that they are effective.  In most cases across the college, it makes sense for ITS to write the reports.  For the exceptions, ITS provides some limited support for Report Builder.

If you prefer to work in Excel for certain projects, ITS also builds template spreadsheets for you in SSRS.  Whenever you start a new spreadsheet report, you should pull up a template, make your modifications, and save it under a different name.  We try to simplify the underlying Colleague data for you in the spreadsheets, while still leaving you lots of opportunity to extract a wide variety of data.  We have links to documentation on each template, so please review that prior to creating a new spreadsheet.

How do security and accounts work?

Each folder, report, and template is assigned to a 'department' at the college.  When a person is employed, they are assigned to one or more departments.  This information flows through to our provisioning software.  When you log in to your Windows machine (PC or laptop), your credentials are stored.  Software like SSRS can read these credentials and can then associate you with your department and it's associated security.  Thus when you pull up SSRS in Internet Explorer, you don't have to log in - it already knows who you are.  And when employees come-and-go, they are automatically provisioned and de-provisioned into SSRS.

There may be exceptions to the rule, in cases where a person from outside of your department needs access to your reports.  A call to the ITS Helpdesk can begin the process of provisioning this access.

How do I access SSRS?

To get into SSRS, pull up Internet Explorer (don't use Mozilla Firefox) and go to collreports.ads.carleton.edu\Reports.  You'll see a screen that look something like this:

Within each office, we've identified specific subject areas to help organize the reporting and security.  If we take a quick peek at the 'Accounts Payable' folder, we see this:

In here, you can see the two types of reports. 

SSRS Report Builder:  Example: 'Draft Inactive Vendor Report'

The quickest way to run an SSRS report is to double click on it.  There are things that you can do with reports other than run them, however.  The below image shows the various report options:

Run a Report Builder report

You can run Report Builder reports by double-clicking on them.  They will open in an SSRS screen.  If there are parameters in the report, you will see prompts at the top of the screen. 

Excel template: Example: 'Template - Check spreadsheet.xlsx'

We've taken all of our SQL views and created templates for them in SSRS.  Whenever you need to create a new spreadsheet, please start with one of the Templates.  There's a fair amount of pre-processing done in the views and the templates to try to ensure that you get the appropriate data.  Double click on the spreadsheet name and choose 'Open' to pull up the spreadsheet.  You can now consider yourself to be outside of the SSRS environment, and all normal Excel functionality should be in place.  If you go to the Data tab and click on Refresh, Excel will go and get updated data for you from the Colleague ODS. 

If this is a one-time usage spreadsheet, you can use it and delete it.  If you plan to use it again or would like to share it with others, you should upload your final draft of the spreadsheet back up into the SSRS environment.  To do this, simply go into the proper SSRS folder and choose the Upload option.  SSRS is a secure place to store data and spreadsheets, and it is also backed up every night to a server.  Please give your spreadsheet a name that will tell people about it's purpose, and also consider documenting right inside of your spreadsheet.

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