To generate and save a Staff Training ReportBuilder report that can be re-run in the future, to generate a single-use report, or to use and/or update an existing report format to generate a report, complete the following steps:

The following instructions detail use of the Staff Training feature from within the Human Resources module ReportBuilders feature; however, this ReportBuilder can also be accessed from other modules in AWARDS depending on your level of authority and system access, and can also be accessed from within the Staff Training feature in the Human Resources module.  For accurate instructions, please be sure to reference to portion of Online Help the corresponds to the location from which you are accessing this ReportBuilder.

1. From the AWARDS Home screen, click Administration from the left-hand menu, and then click Human Resources.  The Human Resources Menu page is displayed.

2. Click ReportBuilders.  The Human Resources ReportBuilder Menu page is displayed.

3. Click Staff Training ReportBuilder.  The Staff Training ReportBuilder Settings page is displayed.

4. Click the Program drop-down arrow and select the individual program for which the report is to be run, or select a group of programs using one of the available "All" selections.
5. Because staff trainings typically include more than one participant, there is flexibility in how many times a given training record is displayed on the report.  Specifically, click one of the Display One Row Per radio buttons to indicate whether there should be a separate row for each training, or each trainee.

• Training - When this option is selected each training is listed only once in the report, regardless of how many employees were scheduled to attend those trainings.  Use of this option will exclude employee/trainee demographics information from being included in the report content (in step 11).
• Trainee -  When this option is selected each training is listed once for each scheduled trainee.  Use of this option will allow for inclusion of demographic data in the report for each individual trainee (in step 11).

"Trainee" is selected by default.

6. Report contents are limited to records for training records that took place at some point during the date range specified using the Training Dates fields on this page.  By default, the Training Dates range is set for the last month.  If necessary, make changes to that default date range by using the available From and To fields/date pickers.  When doing so please keep in mind that a two year period of your choosing is the maximum length of time for which the report can be run.

In the event that you are creating a new report that will be saved, or if you will be using an existing report format that was saved previously, please be aware that the date range set here is not saved with reports.  You must specify one each time the report is run.

7. Leave the Provide ExportBuilder Options check box unchecked.  It is NOT relevant to report generation.

This option is used to provide access to an ExportBuilder corresponding to the ReportBuilder with which you are working.  AWARDS ExportBuilders - which are designed for use by individuals who are familiar with export files and formats, their design, and setup - harness the power of ReportBuilder functionality and take it a step further to meet a variety of outside reporting needs.  With ExportBuilders users can create customized data reports as they would would the ReportBuilder itself, and from those reports generate export files of a number of different types - CSV, TXT, XLS, or XML.  Exported files can be saved to your computer, then uploaded into other data collection systems and/or worked with in other applications as needed.  Additionally, as can be done with ReportBuilders, ExportBuilder formats can be saved and shared for future use.

The instructions provided in this portion of Online Help detail use the of the Staff Training ReportBuilder only, not the corresponding ExportBuilder.  For more information on using ExportBuilders, please refer to the corresponding portion of Online Help, or to the ExportBuilder instruction sheet.

8. If you would like the report (both its content and an Excel file version) to be sent to your AWARDS Messages module upon its completion, click the Send in AWARDS Message check box.  When this option is selected, you need not wait for the report to generate, and can navigate away from the ReportBuilder after finishing the configuration process (in step 10 or 19) - this can be a time-saver, especially when working with reports containing large amounts of data that might otherwise take a while to display in AWARDS.

When using this option the report will remain in your messages for one month, after which time it will be deleted.  (The exact date of deletion will be displayed in red at the top of the report message for your reference.)  If you know you will need the report content after that time, be sure to download the Excel file (Excel File.zip) or HTML content (Report Content.html) attached to the report message.  If you don't download one of these attachments before the message is deleted, you will need to manually re-generate the report if you need access to it in the future.

9. Use the Select a saved report format drop-down options at the bottom of the page to specify whether you will be generating the report from scratch or using a previously saved format.  Available choices are to:

• Use a previously saved report format - To generate the report using a previously created and saved format, select that format from this drop-down.  When using this method, you can immediately generate the report without changing any settings.  Alternately, you can first review and modify the settings of the format by checking off the available "Provide option to modify settings of saved report format" check box.

Saved report formats are associated with a specific "Row Per" selection.  As a result, you will only be able to choose from those that have the same option as you chose in step 6.

• Start from scratch, without using a previously saved report format - To create your own report format for single-time use or for saving and later re-use, leave the saved report format drop-down blank.

10. Click CONTINUE.  

If you are using an existing report format and have NOT chosen to view/modify the settings of that format, you are now taken directly to the report page.  Continue with step 20.

If you chose to send the report to yourself via the Messages module (in step 8), a notice is first displayed on the page to let you know that report generation is in process and that the report will be sent to your Messages module upon completion.  You can then navigate away from the page, or wait for the report to complete and then proceed with step 20.

In all other instances, the Options page is displayed.

Continue with step 11.

11. The Options page contains a list of variables grouped by type, and may include sections for "Employee Demographics," "Staff Training Info," and "Trainee Info."  Which variables you have available to you is based whether you chose to display staff training records by trainee or training (for example, if training was chosen in step 6, employee demographics are not available for selection).

Click the check box next to each variable to be included in the report, and/or use the available Check All options as needed.

Please be aware that if employee demographics are included, the report data for those variables is pulled from the Human Resources module Staff Information feature for each trainee.

12. Click CONTINUE.  The Report Options - Continued page is displayed.

13. Configure or make changes to the options in the "Filter Options" portion of the page as necessary to adjust the scope of the report contents.  Set the "Show Individual Detail" and/or "Summary Tables" options to adjust the way in which the contents are displayed.

Individual detail report options and/or summary table selections must be set before the report can be generated.  For more information on using the various report options, please  click here.

14. To save the settings made on this and the previous pages so that the report can easily be re-generated in the future, click SAVE REPORT FORMAT.  The Save Report Format dialog box is displayed.

If it is not necessary to save the report format and you only want to generate the report itself, skip to step 19.

15. When saving a new report, in the Report Format Title field, type the name of the format.

We recommend that the title used be indicative of the report contents so that it is easily identifiable when selecting the format for the purposes of running the report in the future.

When working with a previously saved format, the title defaults to the name of the selected report format.  To save the modified report format as a new format and to leave the original format unchanged, enter a new title in this field.  If the default title is not changed, the modifications being saved will be applied to the original format.

Please keep in mind that only the user who originally saved a format and individuals who can save formats for all users can modify that format.  Others can save modified report formats under a new name, but cannot apply the modifications to the original format.

16. Click one of the available Save Report Format for radio buttons to determine whom the report should be accessible by.  Available options are:

• Yourself - When selected, only the user saving the report format has the ability to use or modify that format.
• All Staff - When selected, all staff in the program(s) selected in step 4 have the ability to view the report; however, only you and other individuals with the ability to save reports for all staff will be able to modify or delete that format.

In a single-agency AWARDS database, only members of the "System Administrator" and "Executive Officer" user groups have the ability to save report formats to be used by others.  In a multi-agency/HMIS AWARDS database, the option to save reports for other users is available to the "System Administrator," "CoC Executive Officer," "CoC Executive Support Staff," and "Agency Executive Officer" user groups.  People who are not members of the specified user groups can only save report formats for themselves.

17. Click one of the available Allow Report Format for radio buttons to determine which programs this report format can be used for.  Available options are:

• This Program - When selected, the report format being saved is available for use by only the program chosen in step 4.
• All Programs - When selected, the report format being saved is available for use by all programs, regardless of which program was chosen in step 4.

The Allow Report Format for options are only available when a single program was selected in step 4; otherwise the format is saved for all programs by default.

18. Click Save Report Format.  The report format is saved and the Report Options - Continued page is re-displayed.
19. Click DISPLAY REPORT.  The report is generated and displayed on the Incidents ReportBuilder page.

If you chose to send the report to yourself via the Messages module (in step 9), a notice is first displayed on the page to let you know that report generation is in process and that the report will be sent to your Messages module upon completion.  You can then navigate away from the page, or wait for the report to complete and then proceed with step 20.

20. At this time individual detail and/or summary table content can be hidden or sorted as needed.  The report can also be printed or exported to Microsoft Excel.  For more information on working with ReportBuilder report contents, please click here.

The process of generating a Staff Training ReportBuilder report is now complete.

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